Series Title (Agency Series #): Description, Retention (Legal Citation)
Client Appointment Statistical Reports (HIS1-003): Monthly report documents the activities of the Health Information System's appointment subsystem. The information is used for a variety of research and reporting purposes. Report shows the number and type of appointments using interpreters, without interpreters, by location, by type of medical coverage, and by language.
Retention: Retain 10 years (MOAR 166-150-0005(31))
Client Visit Statistical Reports (HIS1-001): Monthly reports contain statistical data about client visits to health providers. The information is used for a variety of research and reporting purposes. Report titles and numbers change over time, but generally cover the number of medical and dental visits by service location, program area, and provider; a comparison of actual versus targeted visits; and walkouts without service.
Retention: Year-end report: retain permanently; other reports: retain 10 years (MOAR 166-150-0005(31))
Computer System Program Documentation (HIS1-007): Documents the addition, modification, or removal of software from an agency computer system. Records usually fall into one of six categories: 1) records that document operating systems; 2) records the document the in-house creation and modification of application programs; 3) records that document the structure and form of datasets; 4) records that document the use of commercial software packages; 5) records that document the structure of the system; and 6) records that document system-to-system communication. Records may include system overviews, operations logs. job listings. operator instruction manuals, system development logs, system specifications and changes (including narrative and flow chart descriptions), conversion notes, dataset logs, dataset inventories, dataset record layouts, hard copies of tables, data dictionaries, data directories, programming logs, program specifications and changes, record layouts, user views, control program table documentation, program listings, and commercial software manuals.
Retention: Records required to insure public access to and/or migration of system data: retain for life of system; other records: retain 1 year after superseded or obsolete. (MOAR 166-150-0125(2))
County Wide Summary Of Revenue Collection (HIS1-004): Documents revenue received at DOH clinics. Report shows clinic name, service type, and type and amount of revenue. Revenue types include patient fees, third party payments, Medicare, Medicaid, Care Oregon, and MultiCare dental.
Retention: Retain 5 years (MOAR 166-150-0125(8))
Information System Planning and Development Records (HIS1-008(a) and HIS1-008(b)): Documents the planning and development of program information systems. Although these records typically document computerized information system, they may also document manual filing systems and microfilm systems. The records are used to insure that planned systems will help a program fulfill its mission, are cost-effective, conform to adopted information standards, and integrate with existing agency information systems. Records may vary according to the level of documentation required for each system, but may include information technology plans, feasibility studies, cost-benefit analyses, program studies and surveys, system specifications and revisions, component proposals, technical literature, vendor literature and proposals, and related correspondence.
Retention: HIS1-008(a) Implemented systems: retain for life of system; HIS1-008(b) Unimplemented systems: retain 5 years. (MOAR 166-150-0125(8))
Provider Productivity Reports (HIS1-002): Monthly report documents the provision of medical and dental services. The information is used for a variety of research and reporting purposes. Report shows provider name and type, service location, clinic name, and monthly and year-to-date totals by service type.
Retention: Retain 10 years (MOAR 166-150-0005(31))
Software Management Records (HIS1-009): Documents the use of software in agency information systems. Used to insure that agency software packages are compatible, that license and copyright provisions are complied with, and that upgrades are obtained in a timely manner. Records may include software purchase records, software inventories, software licenses, site licenses, and correspondence.
Retention: Retain 2 years after software disposed or upgraded. (MOAR 166-150-0125(11))
System Testing Documentation (HIS1-005): Documents program's testing of various reports and subsystems for internal and external clients' use. Much of this documentation has been run against a test database containing a roughly 20 percent sample of the HIS database. Records include system reports (some with annotations), data dumps, report formatting, exception reports, error messages, and other information related to the testing of the system. For similar records see HIS1-007, Computer system program documentation.
Retention: Retain 1 year after superseded or obsolete (MOAR 166-150-0125(2))