Detention Services Retention Series (JSD3)

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  

Custody Log (JSD3-007)

Documents each juvenile's stay at the detention center. (2007-0008/007)

Retention:

• Retain 3 years.

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. (OAR 166-150-0080(1))

Retention:

• JSD7-001(a) If crime is defined by ORS 419A.262 or ORS 419A.206(J), retain until court ordered expunction. 
• JSD7-001(b) If case not expunged, retain until the individual is 25 years of age and the case closed for 3 years.

Note: Retention increase from 2 years.

Grievance Records (JSD3-017)

Records documenting the receipt, investigation and actions taken regarding grievances of youths in custody. (OAR 166-150-0167(62))

Retention:

• Retain 3 years after last action date. 

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. (OAR 166-150-0005(40)(d))

Retention:

• Retain 3 years.

Key Logs (JSD3-015)

Documents key check out in Detention services including facilities keys and master keys. Includes key logs indicating key number, entry and exit times, and individuals' names. (MOAR 166-150-0005(40)(b))

Retention:

• Retain 2 years after key turned in. 

Personal Property Sheets (JSD3-006)

Documents personal property received from juveniles at intake and returned to them when they are released from custody. (2007-0008/006)

Retention:

• Retain 6 months after last action. 

Population Reports (JSD3-012)

Documents detention center population on a daily and monthly basis. (OAR 166-150-0167(59))

Retention:

• Retain 3 years.

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. (2007-0008/009)

Retention:

• Retain 6 months. 

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. (OAR 166-150-005(40))

Retention:

• Retain 3 years.

Note: Recent increase from 2 years.

Surveillance Video Recordings (JSD3-014)

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. (OAR 166-150-0005(47))

Retention:

• JSD3-014(a) Retain tapes used as evidence: until case reaches final disposition. 
• JSD3-014(b) Retain tapes used for internal investigations: until investigation closed.
• JSD3-014(c) Retain all other recordings: 30 days.

Unit Shift Logs (JSD3-008)

Daily record of all activity in each of the units in the juvenile detention center. (OAR 166-150-0005(1)(b))

Retention:

• Retain 2 years.

Note: Recent reduction from 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. (OAR 166-150-0167(67))

Retention:

• Retain 1 year.