Community Justice: Juvenile Services: Detention Services
Series Descriptions
Series Title (Agency Series #): Description, Retention (Legal Citation)
Custody Log (JSD3-007): Documents each juvenile's stay at the detention center.
Retention: Retain 3 years. (2007-0008/007)
Detention Screening Instrument Records (JSD7-001): Documents the development of risk assessment score and the department's detention recommendation. At a minimum, records will include one Detention Screening Instrument (DSI) and a placement face sheet. Information includes personal information, DSI score, hearing date, and detention recommendation.
Retention: Retain 2 years. (2007-0008/015)
Incident Reports (JSD3-010): Documents all incidents reported by detention center staff. Primarily records various altercations, but may also include illnesses, thefts, suicide attempts, and other incidents.
Retention: Retain 3 years. (2007-0008/008)
Key Logs (JSD3-015): Documents key check out in Detension services including facilities keys and master keys. Includes key logs indicating key number, entry and exit times, and individuals' names.
Retention: Retain 3 years. (MOAR 166-150-0005(13))
Personal Property Sheets (JSD3-006): Documents personal property received from juveniles at intake and returned to them when they are released from custody.
Retention: Retain 6 months after last action. (2007-0008/006)
Population Reports (JSD3-012): Documents detention center population on a daily and monthly basis.
Retention: Retain 3 years. (MOAR 166-150-0005(31))
Room Charts (JSD3-011): Tracks daily activity for each room in each unit. Shows unit name, room number, counselor name(s), juvenile name(s), transfers in and out, meals served, and other daily activities.
Retention: Retain 6 months. (2007-0008/009)
Security Records (JSD3-016): Series documents security provided for agency buildings and grounds. Records include security logs, sign-in sheets, security reports, incident reports, and related records.
Retention: 2 years. (OAR 166-150-005(38))
Surveillance Video Recordings (JSD3-014(a), JSD3-014(b), JSD3-014(c)): Records documenting the routine monitoring of facilities through the use of video recordings. These recordings contain daily footage of activities and may serve as evidence in criminal proceedings or internal investigations.
Retention: (a) Retain tapes used as evidence: until case reaches final disposition (b) Retain tapes used for internal investigations: until investigation ends (c) Retain all other tapes: 30 days (OAR 166-150-0135(76))
Unit Shift Logs (JSD3-008): Daily record of all activity in each of the units in the juvenile detention center.
Retention: Retain 3 years.
Visiting Logs (JSD3-005): Records documenting information about visitors to inmates confined in an agency correctional facility. May include logs, request slips, and related records. Information often includes date, time in, visitor's signature and address, object of visit, time out, and related data.
Retention: 1 year. (OAR 166-150-0135(50))