Safety Program Retention Series (DCJ6)

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  

Workforce Accident Incident Reports (DCJ6-001)

Used to report workforce member accidents to department supervisors. Records may include accident reports, occupational injury report and investigation, and workforce member identification and physical assessment form. (OAR 166-150-0200(14))

Retention:

• Retain 10 years after case closed. 

Non-Workforce Accident Incident Reports (DCJ6-006)

Used to report non-injury safety incidents and injuries to non-workforce members. Records may include incident reports, police reports, investigation records, and related correspondence. (OAR 166-150-0200(10))

Retention:

• Retain 20 years. 

Ergonomic Assessments (DCJ6-004)

Documents employee requests for changes in worksite ergonomics, department evaluations, and resolution. Records include employee requests, assessments, response, and related correspondence. (OAR 166-150-0160(11))

Retention:

• Retain 6 years after employee separation. 

Occupational Injury And Illness Records (DCJ6-007)

Series is used to provide the Oregon Occupational Safety and Health Administration (OR-OSHA) with workers' compensation claim information about agency employees. Records may include logs and summaries, serious injury reports, injury cost reports, and annual occupational injuries and illnesses surveys. (OAR 166-150-0200(13))

Retention:

• Retain 20 years. 

Policy Statements And Directives (DCJ6-009)

Series documents review, assessment, development, and authorization of an agency'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. (OAR 166-150-0005(13)(a)) (OAR 166-150-0005(31))

Retention:

• DCJ6-009(a) Enacted policies or procedures, 2 years after superseded or obsolete. 
• DCJ6-009(b) Public policy statements and directives, permanent.

Safety Plans (DCJ6-010)

Series documents an agency's plan to promote a safe working environment for its employees. (OAR 166-150-0200(18)(a))

Retention:

• Retain 20 years superseded. 

Safety Work Group Records (DCJ6-011)

Documents department work group set up to discuss and promote safety issues in the workplace. Consists of the department safety coordinator and workplace safety committee chairs. Records may include minutes, notes, reports, and related items. (OAR 166-150-0200(18)(c))

Retention:

• Retain 3 years. 

Note: Recent reduction from 5 years.

State Accident Insurance Fund (SAIF) Injury Reports (DCJ6-012)

Reports Series documents the information submitted to the State Accident Insurance Fund about personal injuries incurred by agency employees. (OAR 166-150-0200(14))

Retention:

• Retain 10 years after case closed.

Note: Recent increase from 2 years.

Training Records

see Human Resources records.

Workplace Safety Committee Records (DCJ6-014)

Series documents the actions of workplace safety committees. Records may include minutes, agendas, exhibits, summary reports, inspections, formal recommendations, reports, and related correspondence. (OAR 166-150-0200(18))

Retention:

• Retain 20 years.