Childrens Services Retention Schedule (DD7)

Series Title (Agency Series #): Description, Retention (Legal Citation)

Budget Preparation Records (DD7-006): Records documenting the preparation of program budget requests presented to the division budget program. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0110(8))

Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018

Developmental Disabilities Service Records (DD7-003(c) and  DD7-003(d)): Series documents services provided to children from birth to age 16 with developmental disabilities. This program is the entry point for all developmentally disabled eligible children and determines the needs and appropriate programs for the client. Services include referral, indirect service, advocacy, and case management. Information in the case file may include but is not limited to applications for service, referrals, progress notes, medical records, individual education plans (IEP), individual foster service plans (IFSP), individual service plans (ISP), diagnostic and evaluation results, financial and legal records, housing records, and similar record.
Retention: DD7-003(c) Records if case is closed, inactive, or if death date is unknown: retain 70 years; DD7-003(d) Records if client's death date is known: 10 years after date of death. (MOAR 166-150-0055(3))

Early Intervention History Records (DD7-001): Documents the provision of early intervention services for children with disabilities. Includes requests for proposals, contracts, correspondence, client statistical reports, and self-assessment records relating to state monitoring of legal compliance.
Retention: 5 years. (2002-0006/008)

Eligibility Review Team Records (DD7-004): Records documenting meetings of the internal team that determines client and service eligibility for children seeking developmental disability services. Records may include minutes, notes, reports, and related items.
Retention: Retain 10 years. (MOAR 166-150-0005(16))

Family Support Records (DD7-002): Series documents the screening of applications for financial aid to support the  families of clients in developmental disability programs. Series includes the application and other records including progress reports, financial information, family assessment, and treatment and support plans.
Retention: Retain 5 years. (MOAR 166-150-0055(4))

Provider Certification Records (DD7-005): Documents certification of foster home care and other providers who care for developmentally disabled clients in the provider's home. Annual certification is required. Records include application, investigation reports, certification, background checks, and supporting documentation. Most information is duplicated at SDSD, but the applications are not.
Retention: Retain 7 years. (2002-0006/012)