NEW UPDATES!
OARs governing county retention were updated November 2025. Your Multnomah County Retention Series has been updated accordingly. Please make sure to double check - some series may have new retention periods.
Each series contains the following information:
- Series Title (Agency Series #)
- Description. (Legal Citations)
- Retention
Assessment & Evaluation Program (A&E) Client Case Files (JSD8-001)
Documents client case history. Records may include therapy case files, comprehensive mental health and substance use disorders assessments, reports, correspondence and supporting documentation. (OAR 166-150-0060(2) OAR 410-141-3520(10))
Retention:
Retain 10 years after last service or until 21st birthday, whichever is longer.
Case Notes (JSD1-004)
Documents observations concerning client cases. (45 CFR 164.530(j)(2)) (OAR 410-141-3520(10))
Retention:
Retain 10 years.
Encounter Forms (JSD8-003)
Documents that clients have been interviewed and accepted for treatment in the program. Forms include client name, demographic information, and billing information. These forms are maintained in client charts. (45 CFR 164.530(j)(2); OAR 410-141-3520(10))
Retention:
- Retain 10 years.
Incident Reports (JSD10-003)
Documents incidents involving staff and/or program clients. Reports include date, time, location, persons involved, and a narrative description of the incident. (45 CFR 164.530(j)(2); OAR 410-141-3520(10))
Retention:
- Retain 10 years.
Mental Health Assessments (JSD1-001)
(45 CFR 164.530(j)(2); OAR 410-141-3520(10))
Retention:
- Retain 10 years after last activity.
Unit Log (JSD10-002)
Documents daily unit activities. (45 CFR 164.530(j)(2))
Retention:
- Retain 6 years.