Series Descriptions

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


Building Siting Records (ASD1-001): Documents community notification and comments during siting phase of division building construction. Records include published notifications, public meeting records, siting criteria, department plans, preliminary drawings, and related correspondence.
Retention: Retain 20 years. (2007-0005/001)

Citizens Budget Advisory Committee Records (ASD1-002): Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of the committee. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio recordings, and significant correspondence and memoranda.
Retention: Audio recordings: retain 1 year if summarized; Other records: retain permanently. (MOAR 166-150-0005(18))

Committee Records (DCJ1-002): Records documenting the proceedings of boards, commissions, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS192.610to192.710), for which the department maintains the official record. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio recordings, video recordings, correspondence, publicity releases, and related documentation.
Retention: Retain drafts and raw video and audio recordings until final version completed; retain all other records permanently. (MOAR 166-150-0005(18))

Community Corrections Plans (ASD1-003): Documents the division's compliance with OAR 291-031-0010 which requires an annual plan for community corrections to be filed with the State Department of Corrections. Records include final plan, preliminary drafts, work notes and related correspondence. Plan format is specified by rule, but generally includes sections for administration, programs/services, offender records, and fiscal plans.
Retention: Retain 20 years. (MOAR 166-150-0005(25))

Five-year Strategic Planning Records (DCJ5-001): Documents the five-year strategic planning process for community justice. DCJ serves as the lead agency in a group of public and private agencies with juvenile justice concerns. Records include mission statements, preliminary drafts, work notes, committee records, yearly operational plans and reviews, related correspondence, and Strategic Plan for Juvenile Justice and Delinquency Prevention.
Retention: Strategic plan: retain 20 years; Other records: retain 10 years. (MOAR 166-150-0005(26))

Legislative Tracking Records (DCJ1-007): Series used to monitor legislation which may have an impact on the department's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence.
Retention: Retain 2 years. (MOAR 166-150-0005(14))

Local Public Safety Coordinating Council Records (ASD1-006): Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of the Council or its predecessors, the Justice Coordinating Council and the Community Corrections Advisory Council. This public body is required by ORS 432.560. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio recordings, and significant correspondence and memoranda.
Retention: Audio recordings, if summarized: retain 1 year; Other records: retain permanently. (MOAR 166-150-0005(18))

Media and Press Releases (DCJ1-016): Prepared statements, announcements, news conference transcripts, and similar records issued to the news media by department representatives. Releases may be in the form of video and audio recordings. Records may include news releases announcing routine events or significant issues related to department of county policy. Subjects may include the adoption of new programs, termination of old programs, policy shifts, changes in the status of elected officials or senior administrative personnel, and others.
Retention: Retain drafts and raw video and audio recordings until final release completed; retain policy and historic media releases permanently; retain routine media releases 2 years; retain publicity releases for as long as the associated media is retained. (MOAR 166-150-0005(20))

Organizational Records (DCJ1-008): Records documenting the arrangement and administrative structure of the department. Includes charts, statements, studies, and similar records. May also include studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the administrative hierarchy.
Retention: Retain 2 years after superseded. (OAR 166-150-0005(20))

Program Reports (DCJ1-011): Documents department reporting in compliance with outside requirements, to present program research, and to document department activities. Includes narrative and statistical reports in a variety of formats. Documents both adult and juvenile community justice programs.
Retention: Retain permanently. (MOAR 166-150-0005(11))

Promotional Records (DCJ1-017): Records used to promote the Department of Community Justice and its programs. Includes a variety of types of records, including posters, flyers, brochures, photographs (including digital photographs), video and sound recordings, and related materials.
Retention: Retain drafts until final version completed; retain all other records permanently; retain media releases as long as associated records are retained. (MOAR 166-150-0005(3))

Publications (DCJ1-018): The Department of Community Justice publishes a variety of informational materials. They are used to inform the public about various projects and events. Records include public information factsheets, web articles, webisodes, mobisodes, newsletters/pamphlets, brochures, leaflets, reports, studies, proposals, posters, video and sound recordings, and similar published records. Does not include publications received from federal, state, private, or other sources -- these publications and extra copies of agency-produced publications should be retained as needed.
Retention: Drafts and raw video and sound recordings: retain until final publication released; retain policy and historic publications permanently; retain all others until superseded or obsolete; retain publicity release as long as associated records are maintained. (MOAR 166-150-0005 (33))

Public Records Disclosure Request Records (DCJ4-007): Documents requests for disclosure or public records and provides a record of a department's response. Records may include requests for disclosure, request logs, approvals, denials, copies of petitions to the District Attorney for review of denials of disclosure, District Attorney order to grant or deny disclosure, and related correspondence.
Retention: Retain 5 years. (MOAR 166-150-0095(13))

Special Event and Celebration Records (DCJ1-19): Records documenting department sponsored events and celebrations, including both internal and public events. Records may include photographs (primarily digital), audio and video recordings, publicity releases, and other significant documents.
Retention: Retain drafts and raw video and audio recordings until final version completed; retain all other records permanently. (MOAR 166-150-0005(41))

Surveys (DCJ1-013): Records documenting the measurement of customer opinion by or for the department related to various issues, actions, and concerns.
Retention: Retain 3 years. (MOAR 166-150-0005(45))