Series Title (Agency Series #): Description, Retention (Legal Citation)
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
County Health Worker Program Capacitation Records (DOH14-002): Documents development of recruitment and training programs for county community health workers. Records include position descriptions, course curricula, research material, correspondence, and related records.
Retention: Retain 5 years. (MOAR 166-150-0160(24))
Family Center Agreements (DOH14-003): Documents agreements between the Health Department and Parent/Child Development Services family centers. Records include agreements, drafts, and related correspondence. Information includes name of center, dates covered, description of services to be provided, and related information.
Retention: Retain 6 years after expiration. (MOAR 166-150-0005(7))
Field Services Updates (DOH14-004): Records related to program update and training sessions provided to employees by the agency. May include session descriptions, planning documentation, instructional material, session outlines and agendas, staff invitations, form changes, program changes, session enrollment and attendance records, session evaluations, and related significant records.
Retention: Retain 5 years. (OAR 166-150-0160(24))
Local Early Intervention Advisory Council Records (DOH14-005): Records documenting the proceedings of the Local Early Intervention Advisory Council. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, copies of State Early Intervention Council meeting records, correspondence, related documentation.
Retention: Retain permanently. ((MOAR 166-150-0005(15)))
Medicaid Revenue and Billing Statements (DOH14-006): Documents income and payment information related to case management visits. Information includes revenue source, amount, date received, billing description, amount date paid, client's name and identifying information, and related information.
Retention: Retain 6 years. (45 CFR 164.530(j))
Program Reports (DOH14-007): Statistical and narrative reports documenting activities, accomplishments, and research of field services countywide programs. Reports vary in format but generally include demographics, service information, program and organizational information, information about subcontractors, and related program information. May include attached documentation and correspondence.
Retention: Retain permanently (MOAR 166-150-0005(31))
Sudden Infant Death Syndrome (SIDS) Reports (DOH14-008): Records documenting incidence and case history for all Multnomah County SIDS deaths. Records include statistical reports, copies of death certificates, follow-up reports, case log, correspondence, and related records.
Retention: Retain permanently. (MOAR 166-150-0065(2))
Teen Parent Program Contractor Records (DOH14-009): Documents program administration of contractors providing services to teen parents. This was a precursor to the Connections program. Records include evaluations, copies of contracts and amendments, budgets, contract proposals, quarterly reports, invoices, requests for proposals, correspondence and related records.
Retention: Retain 10 years (MOAR 166-150-0005(7))