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

Clearinghouse Intake Forms (OSCP2-001): Documents application for and authorization of housing assistance provided to low income county residents. Primary types of assistance include low income rent assistance, emergency housing for the homeless, and long distance transportation. Forms show date, client name and address, voucher approvals, type and amount of assistance, client's income, household information, demographic information, and authorizing signatures. A copy of this form is forwarded to DCHS Support Services to serve as a voucher for payment.
Retention: Retain 3 years. (2003-0038/012)

Correspondence, Ephemeral (OSCP2-005): Series documents communications received or sent which do not contain significant information about programs, fiscal status, or routine operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))

Correspondence, General (OSCP2-006): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments. For records which do add significant information to the program or primary functional responsibility of the office, see Correspondence, Program in this section.
Retention: Retain 1 year. (MOAR 166-150-0005(8))

Correspondence, Program (OSCP2-007): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-150-0005(8))

Emergency Housing Vouchers (OSCP2-003): Documents the payment of funds to low income county residents for emergency housing. Voucher shows client name, number of people authorized for housing, amount of voucher, approved dates covered by housing voucher, service agency, housing vendor, contact information, and authorizing signatures and date. A copy of this form is forwarded to DCHS Support Services to serve as a voucher for payment.
Retention: Retain 3 years. (MOAR 166-150-0110(1))

Long Distance Transportation Vouchers (OSCP2-002): Documents the payment of funds to low income county residents for emergency long distance transportation. Voucher shows client name, number of people authorized for travel, amount of voucher, destination, type of travel, service agency, transportation vendor, contact information, and authorizing signatures and date. A copy of this form is forwarded to DCHS Support Services to serve as a voucher for payment.
Retention: Retain 3 years. (MOAR 166-150-0110(1))

Phone Logs (OSCP2-004): Documents calls to the Clearinghouse Program requesting assistance. Log is used to verify sequence of calls, since aid is dispersed in the order it is requested. Log entries show date and time of call, client's name, client's social security number, and type of assistance requested.
Retention: Retain 1 year. (2003-0038/013)