Emergency Management Retention Schedule (EM1)

Series Title (Agency Series #): Description, Retention (Legal Citation)

Budget Preparation Records (EM1-010): Records documenting the preparation of division budget requests presented to the department budget office and as required by the Emergency Management Assistance program. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records. 
Retention: Approved budget: retain 5 years; preparation records: retain 3 years. (MOAR 166-150-0110(8))

Contract Administration Records (EM1-024): Documents the management of contractor activities and payments for all division contracts, especially those related to EMA grant activities. Also includes all financial documentation for contract administration. Records include expense reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, data entry screens, contract routing form, copy of contract, certificates of insurance, contractor information (bankruptcies, lawsuits, etc), purchasing records, invoices, deposit slips, transaction documentation from SAP, and related correspondence. Payment information has been maintained online since 1997. 
Retention: Retain 10 years. (MOAR 166-150-0005(7))

Correspondence, Ephemeral (EM1-002): Series documents communications received or sent which do not contain significant information about a county's programs, fiscal status, or routine operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature. 
Retention: Retain until read. (MOAR 166-150-0005(8))

Correspondence, General (EM1-001): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments. 
Retention: Retain 1 year. (MOAR 166-150-0005(8))

Correspondence, Program (EM1-004): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions. 
Retention: Retain 5 years. (MOAR 166-150-0005(8))

Emergency Advisory Committee (EM1-023): Records documenting the proceedings of the committee responsible for oversight and advice on emergency management functions in the county. Records include minutes, agendas, staff reports, and related documentation. 
Retention: Retain permanently. (MOAR 166-150-0005(15))

Emergency and Disaster Incident Records (EM1-019): Records documenting actions taken with respect to emergency planning and response activities during and after emergency incidents. Records include photographs, damage reports, response reports, incident reports, action plans, resource ordering and tracking records, financial documentation, correspondence, and related records. Includes Mt. St. Helens eruption, 1996 flooding, Columbus Day storm, DC-8 plane crash, and other incidents. 
Retention: Retain permanently. (MOAR 166-150-0100(5))

Emergency Exercise Records (EM1-018): Records documenting emergency training exercises performed on a county, regional, or state level. Documentation includes statement of purpose, scenario narratives, major and detailed sequences of events, messages and inputs, evaluation points, critique, follow-up action reports, lists of participants, and related information. 
Retention: Retain permanently. (MOAR 166-150-0100(4))

Emergency Management and Operations Plans (EM1-017): Records documenting plans and procedures for the continuity of government in case of a major disaster. Plans may include physical plant repair and restoration, equipment restoration, electronic data restoration, telecommunications connections, public relations, financial issues, and related issues. 
Retention: Retain permanently. (MOAR 166-150-0100(8))

Emergency Management Assistance (EMA) Grant Records (EM1-006): Records document the application, evaluation, awarding, administration, monitoring, and status of EMA grants. Grants come from the Federal Emergency Management Agency through the Oregon Emergency Management Department. Records include quarterly SLA reports, annual staffing patterns report, training and exercise plan requirements, and grant application, EMA allocation letters, EMA reports, financial audits, contracts, related correspondence, and similar records.
Retention: Retain 20 years. (MOAR 166-150-0110(175))

Emergency Management Reports and Studies (EM1-007): Documents formal summary of research performed by or for the Emergency Management Division. Reports vary in format and design, but generally contain date, author, and narrative. Some include appendixes, exhibits, and other secondary material. 
Retention: Retain permanently. (MOAR 166-150-0005(31))

Employee Expense Records (EM1-009): Records documenting requests, authorizations, reimbursements, and other actions related to employee expenses. Includes expense reports and receipts, vouchers, requests, authorizations, and related documents. Retention applies to private vehicle usage as well. Information often includes estimated costs, prepayments, final costs, destination, method of transportation, travel dates, approval signatures, and related data. 
Retention: Retain 3 years. (MOAR 166-150-0110(24))

Financial Reports (EM1-012): Documents expenditures and revenues in personnel, materials and services, and indirect costs. Consists of copies of reports generated by the county's Local Government Financial System (LGFS), including detail and summary reports of revenues, expenditures, encumbrances, cash balances, trial balances, payroll, and other reports used in the tracking and reconciliation of budget accounts. 
Retention: Retain 3 years. (MOAR 166-150-0110(14))

Hazardous Materials Reports (EM1-027): Records documenting payment of HazMat response costs paid by the State Emergency Management Office to Multco/Gresham HazMat Team. Records include copy of the HazMat response report, deposit information, pass-through report, and related financial documentation. 
Retention: Retain 5 years. (NONE)

Incident Command System (ICS) Training Program Records (EM1-025): Records related to the design and implementation of the ICS training programs provided to various government and private organizations by the division. Records include rosters, statistics, calendars, instructor lists, instructional materials, training manuals, training announcements, correspondence, and related records. 
Retention: Manuals and instructional materials: retain until superseded or obsolete; other records: retain 5 years. (MOAR 166-103-0100(11))

Inventory Records (EM1-016): Inventory records of expendable and non-expendable division property or assets. Includes fixed inventory, computer inventory, supplies inventory, HazMat inventory, and tagged property listing. Information contains asset number, description, location of asset, date received, purchase price, replacement cost, depreciation, and related data. 
Retention: Retain 4 years. (MOAR 166-150-0110(19))

Legislative Tracking Records (EM1-008): Series used to monitor legislation which may have an impact on the division's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence.
Retention: Retain 2 years. (OAR 166-150-0005(12))

Meeting Records, Staff (EM1-021): Records documenting the division's participation in and contact with emergency management agencies, organizations, and committees for which the division is not the recordkeeper. Records may include minutes, notes, reports, and related items. 
Retention: Retain 5 years. (MOAR 166-150-0005(16))

Oregon Emergency Management Jurisdictions Correspondence (EM1-003): Communications between and among various entities responsible for emergency management in Multnomah County. Records include letters sent and received, memoranda, notes, and similar records. 
Retention: Retain 5 years. (MOAR 166-150-0005(8))

Personnel Correspondence (EM1-014): Documents administration of division personnel. Records include reports, correspondence county employee services, correspondence with state and federal agencies, affirmative action plans and reports, classification studies, labor and employee relations information, service awards, general job descriptions, letters of resignation, requests to hire, coding timesheets, FMLA requirements, and related information. 
Retention: Retain 3 years. (MOAR 166-150-0005(8))

Policy and Procedures Statements (EM1-013): Series documents review, assessment, development, and authorization of the division's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date. 
Retention: Retain 20 years after superseded. (MOAR 166-150-0005(25))

Public Education Program Records (EM1-026): Records related to the design and implementation of emergency management educational and outreach programs and presentations provided by the division. Includes training descriptions, instructional materials, course outlines, enrollment and attendance records, audio and videotapes, and related records. 
Retention: Retain 5 years. (MOAR 166-150-0100(11))

Special Weather Statements (EM1-020): Documents various weather notifications and alerts distributed by national and state weather services. Includes date and time of notification and expected weather conditions. 
Retention: Retain 2 years. (MOAR 166-150-0100(1))

Staff Meeting Records (EM1-005): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Also includes records of staff retreats. Records may include minutes, notes, reports, and related items. 
Retention: Retain 1 year. (MOAR 166-150-0005(16))

Supply and Equipment Records (EM1-015): Records documenting the maintenance of division equipment and ICS supplies. Records include product catalogs, equipment warranties, licenses, operating manuals, and related records. 
Retention: Retain 3 years after disposition. (MOAR 166-150-0105(8,13))