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
Informed Consent Forms (DCJ5-003)
Records documenting the informed consent process. After the completion of a study, informed consent forms and supporting documentation must be retained for a minimum of three years. If researchers had access to protected health information (PHI) during the study the retention period is six years. In some cases, such as with longitudinal studies, the study itself will require longer retention periods than those listed here. (45 CFR 164.316(b)(2)(i)) (28 CFR 46.115(b))
Retention:
- DCJ5-003(a) Studies with access to PHI: retain 6 years after close of study.
- DCJ5-003(b) Other studies retain 3 years after close of study.
Program Reports (DCJ5-002)
Documents internal evaluation of the effectiveness of DCJ programs. Evaluations are narrative reports that discuss the program, its mandate, its goals, and its accomplishments. They also include statistical data and supporting information. Also documents department reporting in compliance with outside requirements, to present program research, and to document department activities. Includes narrative, statistical reports, and supporting information in a variety of formats. Documents both adult and juvenile community justice programs. For reports created outside of RAP, see Reports and Studies on the Common DCJ Records page. OAR 166-150-0005(36)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Note: Any compilation of CJI digital or printed media along with any PII digital or printed media will be sanitized prior to reporting distribution and will additionally be destroyed as soon as the purpose of the data is met, or within one year, whichever is sooner. For more information, see OAR 166-017-0090 Records Destruction Requirements for Electronic Records and Criminal Justice Information Services (CJIS) Security Policy. (OAR 166-150-0005(36)) (OAR 166-017-0045(2,4)) (MCC § 8.500)
Retention:
- DCJ5-002(a) Narrative reports: Retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.
- DCJ5-002(b) Other records: retain 5 years.