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 facility. 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, correspondence, and related records.
Retention: Retain 7 years. (MOAR 166-150-0055(1))

Correspondence, Program (DOH15-002): Correspondence 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, email and attachments, and other records related to specific programs or primary functions.
Retention: Retain 7 years. (MOAR 166-150-0005(8))

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. (MOAR 166-150-0215(3))

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. (MOAR 166-150-0070(8))

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. (MOAR 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 5 years. (2009-0001/002)

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 5 years. (2009-0001/003)

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 5 years. (2009-0001/004)

PHHC Family Case Files (DOH15-006): 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: Environmental assessments: retain permanently; house remediation records: retain 10 years after substantial completion; medical records: retain 6 years after last action. (MOAR 166-150-0165(20); 166-150-0120(1,2)))

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. (MOAR 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 (MOAR 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, and related correspondence.
Retention: Retain permanently. (MOAR 166-150-0070(8))

Portland Healthy Homes Collaborative (PHHC) Grant Administration Records (DOH15-010): 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: Final narrative report: retain permanently; retain other records 3 years after final report submitted. (MOAR 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, 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. (MOAR 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.
Retention: Retain 7 years. (MOAR 166-150-0070(8))

Restaurant, Mobile Unit, Commissary, Warehouse 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 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.
Retention: Retain permanently. (MOAR 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. (MOAR 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. (MOAR 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. Licenses are valid for 30 days.
Retention: Retain 5 years. (MOAR 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 10 years after water system abandoned. (2009-0001/006)