Series Title (Agency Series #): Description, Retention (Legal Citation)
Behavior Plans (DD8-006): 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)
Correspondence, Ephemeral (DD8-003): 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 (DD8-004): Series documents communications received or sent which do not contain significant information about Adult Services 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.
Retention: Retain 3 years. (MOAR 166-150-0005(8))
Correspondence, Program (DD8-005): 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 10 years. (MOAR 166-150-0005(8))
Developmental Disabilities Service Records (DD8-001): 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: Individual Service Plans: retain 10 years; all other records if client's death date is known: 7 years after date of death; all other records if case is closed, inactive, or if death date is unknown: retain 70 years. (MOAR 166-150-0055(3))
Project Records (DD8-007): 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 (DD8-002): 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 3 years. (MOAR 166-150-0005(16))