Series Title (Agency Series #): Description, Retention (Legal Citation)
Adult Mental Health Service Records (MHAS3-001): Records document services to adult clients requiring mental health services. Records include service memos, referrals, information release consents, benefits information, psychological reviews, psychiatric reviews, mental health assessments, medication logs, progress notes, care plans, reviews, service payments, case correspondence, and related records.
Retention: Retain 10 years after last service. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Adult Protective Services Reports (MHAS3-002(a) and MHAS3-002(b)): Series documents investigations of clients receiving treatment or services over the age of 18 who are suspected of having received physical or sexual abuse. Records may include investigation reports, police reports, and interview notes. A copy of the report is filed with the Oregon State Mental Health and Developmental Disabilities Services Department.
Retention: MHAS3-002(a) Interview notes: retain 10 years; MHAS3-002(b) Reports: retain 20 years. (MOAR 166-150-0055(5))
Client Referrals (MHAS3-003): Documents clients referred to residential adult mental health programs but who weren't placed and didn't receive program services. Records include referrals, background information, assessments, and related records. Information includes client's name and address, personal information, reason referred, service(s) desired, and reason for not placing client.
Retention: Retain 7 years. (2008-0011/004)
Homeless Transition (PATH) Fund Requests (MHAS3-004): Documents funds requested from State Mental Health Division to assist the homeless mentally ill obtain housing. Requests show client name and personal information, current residence, new housing address, principal mental illness diagnosis, substance abuse, follow-up information funding breakdown, vendor information, and accounting codes.
Retention: Retain 5 years. (MOAR 166-150-0110(1,2))
Involuntary Commitment Case Record Index (MHAS3-005): Documents all persons evaluated by the involuntary commitment program. Information includes person's name, date of birth, times/dates seen, and action(s) taken.
Retention: Retain 7 years after last action. (MOAR 166-150-0125(5))
Involuntary Commitment Case Records (MHAS3-006): Documents the investigation and evaluation of people to determine whether they should be committed to a mental health facility. This process is governed by OAR 309-033 and OAR Chapter 426. The core case file will include a copy of the document initiating the process (usually the Notice of Mental Illness, but also two-party petitions), pre-commitment investigation report including recommendation to the court, and court's disposition. May also include copies of hearing records, case notes, records from previous commitments, investigation background material, correspondence, and related records.
Retention: Retain 10 years after last action. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Post-Commitment Case Records (MHAS3-012): Clinical records documenting case management for individuals who have been committed to mental health care. Includes both cases for persons who have been committed, persons who have been released, and for persons involved in the trial visit program, a process allowing a civilly committed client to be treated in a less restrictive environment as long as certain conditions are met. Records may include referral form, conditions of trial visit and amendments, circuit and probate court hearing records, detention staff information sheet, placement agreement, participation questionnaire, correspondence, and related records. Many of these records are duplicated with the circuit court.
Retention: Retain 10 years after last action. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Provider Correspondence (MHAS3-008): Documents activities of service providers monitored by the adult mental health programs. Records include copies of licensing information, correspondence, facility reviews and audits, reports, hearing records, notices of penalties, court records, and related information. Also includes a facility master list maintained electronically as a spreadsheet.
Retention: Retain 5 years after last action. (MOAR 166-150-0005(8))
Referral Log (MHAS3-009): Documents clients referred to residential adult mental health programs and their case disposition. Log shows client name, referral date and source, date of action taken, type of action taken, and date case closed. This record is currently maintained electronically as a database.
Retention: Retain 5 years after last action. (MOAR 166-150-0125(5))
Residential Adult Mental Health Service Records (MHAS3-013): Records document services to adult clients requiring residential mental health services. Records include service memos, referrals, information release consents, benefits information, psychological reviews, psychiatric reviews, mental health assessments, medication logs, progress notes, care plans, reviews, service payments, case correspondence, and related records.
Retention: Retain 10 years after last service. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Residential Specialist Client Case Records (MHAS3-011): Records include service memos, referrals, information release consents, benefits information, psychological reviews, psychiatric reviews, mental health assessments, medication logs, progress notes, care plans, reviews, service payments, case correspondence, and related records.
Retention: Retain 10 years after last action. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Residential Specialist Weekly Work Reports (MHAS3-014): Reports document specialist activities and are used for both case management and program reporting. Reports include information about providers and sites, incident reporting, case management, and other specialist activities.
Retention: Retain 7 years. (2008-0011/005)
Residential Team Meeting Minutes (MHAS3-015): Documents weekly meetings of the residential care teams. Meetings are held to discuss vacancy reporting, interactions with service providers, client case management, clinical consulting, client screening, referrals and placements, and related information.
Retention: Retain 5 years. (MOAR 166-150-0005(16))