Health Department: Environmental Services
Series Title (Agency Series #): Description, Retention (Legal Citation)
Adult Foster Care/Child Day Care Inspection Records (DOH15-001):
Documents inspections of day care and adult foster care facilities. Adult foster care facilities are licensed by the county Aging and Disabilities Services department; day care facilities are licensed by the Child Care Division, State Employment Department. Records include inspection reports, fee payment and receipt records, plans and plan reviews, facility information, licensing records, complaints and service requests,correspondence, and related records.
Retention: Retain 7 years. (OAR 166-150-0055(1))
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
Daily Activity Logs (DOH15-019):
Documents activities of all Environmental Health Specialists. Logs show type of activity, name of inspector, date, and are used to identify time spent in various inspection programs for development of costs.
Retention: Retain 5 years. (OAR 166-150-0215(3))
House Remediation Incentives Records (DOH15-004):
Electronic records documenting incentives provided to homeowners for the remediation of asthma trigger issues with houses. Information includes recipient name and address, and type of incentive.
Retention: Retain 3 years after provision of service. (OAR 166-150-0110(17))
Issued License Logs (DOH15-020):
Electronic records document licenses issued by the Environmental Health Services program. Shows license type, date issued, fee paid, licensee number, address, and license number.
Retention: Retain 7 years. (OAR 166-150-0070(8)) Retention updated 08/05/2021
PHHC Family Case Files (DOH15-006(a) and DOH15-006(b) and DOH15-006(c)):
Documents individual family case management plans under the PHHC project. Plans are intended to accomplish the project goals of decreasing exposures to multiple household hazards which contribute to asthma exacerbations and other serious illnesses among children under the age of 9 in identified Multnomah County neighborhoods and of implementing sustainable healthy homes concepts at the programmatic and policy level. Records include a variety of medical case information, often copied from clinical case files; case management plans; asthma action plans; referrals; environmental assessments; house remediation records; and related documentation.
Retention: DOH15-006(a) Environmental assessments: retain permanently; DOH15-006(b) House remediation records: retain 10 years after substantial completion; DOH15-006(c) Medical records: retain 6 years after last action. (OAR 166-150-0120(1,2), OAR 410-141-3520(10))
PHHC Partner Agreements (DOH15-007):
Documents the duly executed and binding contractual agreements between the Health Department and it's project partners. PHHC partners include federal, state, and local agencies, the private sector, and community based organizations. The agreements describe the responsibilities of the partner organization with regard to the project. Information includes partner name and contact information, terms of agreement, and authorizing signatures.
Retention: Retain 6 years after expiration. (OAR 166-150-0005(7))
PHHC Project Evaluation Records (DOH15-008):
Records used to evaluate and track the accomplishments of the PHHC project. Includes a variety of reports, databases, spreadsheets, and supporting documentation.
Retention: Retain 10 years after completion of project (OAR 166-150-0005(23))
Pool, Wading Pool And Spa Plan Review Records (DOH15-009):
Documents approval process, pre-opening, or remodeling plan reviews required to license new construction or additions to pools and spas in accordance with OAR 333-60-0025 and 333-62-025. Records include architectural drawings, permit to construct, blueprints, permit applications, approval letter or permit, documentation of alternative procedures, inspector notes and reports, plan review worksheets, licensing records, complaints and service requests,and related correspondence.
Retention: Retain permanently. (OAR 166-150-0070(8))
Portland Healthy Homes Collaborative (PHHC) Grant Administration Records (DOH15-010(a) and DOH15-010(b)):
Records document the application, evaluation, awarding, administration, monitoring, and status of the HUD grant which funds the PHHC project. Records may include but are not limited to applications including project proposals, summaries, objectives, activities, budgets, exhibits, and award notification; grant evaluation records and recommendations concerning grant applications; grant administration records including progress reports, budgets, project objectives, proposals, and summaries; records documenting allocation of funds; contracts; records monitoring project plans and measuring achievement; equipment inventories; financial reports, accounting records, audit reports, expenditure reports, and related correspondence and documentation.
Retention: DOH15-010(a) Final narrative report: retain permanently; DOH15-010(b) Retain other records 3 years after final report submitted. (OAR 166-150-0110(17))
Public Spa And Pool Business Records (DOH15-011):
Electronic records document licensing and inspection of pools and spas as prescribed in OAR, Divisions 333 60 and 62. Signed records are kept in paper format. Includes inspection reports, fee payment records, complaints, correspondence and related records. Information may include licensee name and address, business name and address, inspection date, license type, fee amount and date of expiration. Licenses are renewed annually.
Retention: Retain 7 years. (OAR 166-150-0070(8))
Restaurant Business Records (DOH15-013):
Documents licensing and inspection of restaurants as prescribed in OAR 333, Division 157. Records include electronic inspection reports, license application, fee payment records, plan reviews, correspondence, phone consultations, complaints, and related records. Signed records are kept in paper format. Information may include licensee name and address, business name and address, inspection date, results of inspection, license type, fee amount, and date of expiration. Licenses are renewed annually. Also includes complaints and service requests.
Retention: Retain 7 years. (OAR 166-150-0070(8))
Restaurant, Mobile Unit, Commissary, Warehouse, Food Vending and Bed & Breakfast Plan Review Records (DOH15-012):
Documents approval process, pre-opening or remodeling plan reviews required for new construction or changes to Restaurants, Mobile Units, Commissaries, Warehouses, Food Vending, and Bed & Breakfasts in accordance with OAR 333, Divisions 150-158, 162 and 170. Records include architectural drawings, blueprints, application, approval letter or permit, documentation of alternative procedures, inspector reports, plan review worksheets and plan review correspondence, complaints and service requests, and related records.
Retention: Retain permanently. (OAR 166-150-0070(8))
School Food Service Inspection Records (DOH15-014):
Documents the inspection of school-based food service facilities. This service is provided via agreement with school districts in Multnomah County. Records include inspection agreements, summer lunch program applications, electronic billing records, inspections (electronic and hard copy), correspondence, and related records.
Retention: Retain 7 years. (OAR 166-150-0070(8))
Service Requests (DOH15-015):
Documents the assignment of inspections to area inspectors. Electronic request records show establishment license, license number, inspector name, remarks, and actions taken. Also documents public complaints about food borne illnesses in Multnomah County. Includes complaints made directly to the Environmental Health program complaints made directly to the State Health Division or the Oregon Department of Agriculture about establishments or functions in Multnomah County. Complaints show complaint, description of the complaint, symptoms, description of the suspected food, and resolution.
Retention: Retain 7 years. (2009-0001/005)
Statistical Reports (DOH15-016):
Series used to summarize activities of the Environmental Health Services program. Reports show types and numbers of license issued, inspections performed, fees received, and related information.
Retention: Retain 10 years. (OAR 166-150-0005(31))
Temporary Restaurant Business and Licensing Records (DOH15-017):
Documents licensing and inspection of temporary restaurants as prescribed in OAR 333, Division 150 and 157. Records include license application, temporary license/inspection report, correspondence, agreement, and related records. Signed records are kept in paper format. Information may include licensee name and address, business name and address, inspection date, results of inspection, license type, fee amount, and date of expiration. Also includes complaints and service requests. Licenses are valid for 30 days.
Retention: Retain 1 year. (OAR 166-150-0070(8))
Tourist Accommodation Records (DOH15-022):
Documents licensing and inspection of tourist and travelers facilities. Records may include applications, inspection reports listing type of inspection, any deficiencies, inspection score, date and time of inspection, signatures, copies of the licenses issued, and other related records.
Retention: Retain 7 years. (OAR 166-150-0070(8))
Water System Inspection Records (DOH15-018):
Documents the inspection of community water systems in Multnomah County. Most of the systems are with city or water district systems. Records include lab analyses of water quality, activity reports, water system fact sheets (showing date created, service area, water source, and related information), inspection reports, inspector contact reports, plans and drawings, correspondence, and related records. A copy of the water sampling results is provided to the State Health Division database .
Retention: Retain permanently. (2009-0001/006) Updated 04/06/2022
Obsolete and Superseded Series
Series Title (Agency Series #): Description, Retention (Legal Citation)
Food Vending Business Records (DOH15-003):
Documents licensing and inspection of food vending businesses as prescribed in OAR 333, Divisions 162. Records include electronic inspection reports, license application, fee payment records, correspondence, and related records. Signed records are kept in paper format. Information may include licensee name and address, business name and address, inspection date, results of inspection, license type, fee amount, and date of expiration. Licenses are renewed annually.
Retention: Retain 7 years. (OAR 166-150-0070(8))
License Renewal Notices (DOH15-005):
Electronic records documents notification sent to licensees that their licenses require renewal. Notices show establishment number, name and address; license type; fee due; due date; owner name; and paid stamp showing date paid (if applicable).
Retention: Retain 7 years. (OAR 166-150-0070(8))
Licenses (DOH15-021):
Electronic records document all licenses issued by the Environmental Health program. Information may include licensee name and address, business name and address, inspection date, results of inspection, license type, fee amount, and date of expiration. Licenses, except for temporary restaurant licenses, are renewed annually.
Retention: Retain 7 years. (OAR 166-150-0070(8))