Adult Services Retention Schedule (DD4)

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

Behavior Plans (DD4-006): Series documents case manager and client goals for client behaviors. Plans are duplicated in the client's case record. Plans show client's name, case manager's name, and narrative describing behaviors, goals, and timing.
Retention: Retain 5 years. (Non-record)

Chart Requests (DD4-008): Documents requests for charts from the Developmental Disabilities chart room. Includes name of requestor, and date of request.
Retention: Retain 2 years. (MOAR 166-150-0005(34))

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 (DD4-001(c) and DD4-001(d)): Series documents services provided to adults with developmental disabilities. This program is the entry point for all adult developmentally disabled eligible persons and determines the needs and appropriate programs for the client. Services include referral and case management. Information in the case file may include but is not limited to applications for service, referrals, progress notes, medical records, individual service plans (ISP), diagnostic and evaluation results, financial and legal records, housing records, and similar record.
Retention: DD4-001(c) Records if case is closed, inactive, or if death date is unknown: retain 70 years; DD4-001(d) Records if client's death date is known: 10 years after date of death. (MOAR 166-150-0055(3))

Project Records (DD4-007): Records documenting various long- and short-term projects for which the program has primary recordkeeping responsibility. Records vary from project to project, but usually include research papers and reports, resolutions, project reporting, background material, project plans and goals, correspondence, and similar material.
Retention: Retain 10 years. (MOAR 166-150-0005(31))

Staff Meeting Records (DD4-002): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Includes staff meetings, case manager meetings, program manager meetings, and other routine staff meetings.
Retention: Retain 2 years. (MOAR 166-150-0005(16))