Or. Admin. R. 166-150-0210 - Treasurer/Controller
(1) Bancroft Bond
Records: Documents long-term property owner financing of assessments levied for
county improvements. May include applications for installment financing,
receipts of payment of property assessment, and foreclosure records. (Minimum
retention:
(a) Bond Receipts: 2
years
(b) All other records: two
years after final payment, redemption, sale, or action)
(2) Bank Transaction Records: Records
documenting the current status and transaction activity of agency funds held at
banks. May include account statements, deposit and withdrawal slips, checks,
and related records. Information includes bank and account numbers, transaction
dates, beginning balance, check or deposit amount, document numbers,
adjustments, description of transaction, ending balance, and related data. SEE
ALSO the Financial Records section. (Minimum retention: 3 years)
(3) Bond Expenditure Reports: Records
documenting all information relating to the expenditures of bond proceeds,
including the bond principle and interest. Also includes earning process of
investments, checks issued and related information. SEE ALSO the Financial
Records section. (Minimum Retention: 3 years)
(4) Bonds and Coupons, Paid: Records
documenting paid bonds and coupons issued for capital improvements financed by
property tax levies, special assessments, and utilities user payments. Debt
types include general obligation, special assessment, water and sewer, tax
allocation, and others. The paid (canceled or redeemed) bonds and coupons are
received from paying agents and include bond number, maturity date, series
number, interest payable date, dollar amount, sale conditions, and related
information. Series includes related information contained in official
transcripts. SEE ALSO the Financial Records section. (Minimum retention: 3
years)
(5) Bonds Issued Registers:
Registers or similar records documenting all agency bond issues and related
information. Useful for ensuring accurate information about the overall
indebtedness of the agency. Information often includes bond number, date paid,
place of payment, maturity date, date registered, and related data. SEE ALSO
the Financial Records section. (Minimum retention: 3 years after final payment)
(6) Investment Records: Records
documenting and tracking various investments made by the agency. Often contains
bank statements documenting investment information, journal entries,
confirmations of purchase of U.S. Treasury Bills, confirmations of deposit in
local investment pool, and deposit slips, correspondence, and memoranda related
to specific investments. SEE ALSO the Financial Records section. (Minimum
retention: 3 years)
(7) Revenue
Sharing Records: Evidence of receipt and administration of federal and/or state
revenue sharing funds including those from state liquor and cigarette taxes.
Used to track how funds are spent, for budgeting future funds and for other
uses. May include transmittals, affidavits of publication, planned and actual
use reports, supporting documentation used to qualify for revenue sharing
funds, and related records. (Minimum retention: 3 years)
(8) Tax Turnover Records: Documents amounts
paid to each taxing district based on the Tax Collection and Distribution
schedule calculated by the Tax Collector. Includes date of distribution,
district name, and amount distributed. May also include percentage of
collection and distribution, year of tax, and adjustments. SEE the Financial
Records section.
(9) Trust Fund
Records: Records documenting bequests to the agency or funds held in trust by
the agency for specific parties. Used to determine trust fund spending for
reporting to trustees. May include wills, other legal documents, expenditure
records, chronologies, resolutions establishing trust funds by the agency,
records documenting subject matter approved for purchase, acquisition lists,
and related records. Some records may have historic value. SEE ALSO the
Financial Records section. (Minimum retention: Records not duplicated elsewhere
in agency records: 3 years after trust fund closed)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805-357.895
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