Series Title (Agency Series #): Description, Retention (Legal Citation)
Correspondence, Financial (DOH48-001): Correspondence, memoranda, and similar records which add significant information about the financial status of the department. May be useful for audits or for recovering money owed to the department. Includes letters sent and received, memoranda, notes, and related records.
Retention: Retain 5 years. (MOAR 166-150-0005(8))
Deposit Notices (DOH48-002): Documents funds received and deposited to DOH accounts. Includes a copy of cash received journal, copy of check or money order, deposit check off list, register tape, deposit slip, and related records. Information includes bank name, date, amount deposited, account/fund information, and signature.
Retention: Retain 5 years. (MOAR 166-150-0210(2))
Exception Reports/Remittance Advices (DOH48-003): Documents payments made to health service providers by Care Oregon, ODS, and insurance companies. Advices show date, payee's name(s), amounts paid, services performed, and clients receiving services.
Retention: Retain 10 years. (45 CFR 164.530(j))
Payment Refunds (DOH48-004): Records documenting the refund of payments made by or to the Health Department. Records include refund request, HIS ledger printout, Merlin document reports, copy of payment check, credit verification report, and related documentation.
Retention: Retain 6 years. (MOAR 166-150-0110(2))