Series Title (Agency Series #): Description, Retention (Legal Citation)
Bloodborne Pathogen Exposure Records (DOH21-001): Documents all employee potential exposures to blood borne pathogens. Includes records of services performed under contract for City of Portland employees. Records include health progress notes, exposure evaluation reports, exposure intake form, follow-up reports, immunization history forms, information release authorizations, occupational injury aftercare report, lab test reports, and related correspondence.
Retention: Retain 30 years after separation. (29 CFR 1910.1020) Updated 12/10/2018
Communicable Disease Encounter Forms (DOH21-002): Documents persons suspected of having a communicable disease. Encounter forms show patient name and personal information, suspected disease, encounter date, case number, and notes.
Retention: Retain 3 years. (MOAR 166-150-0065(4))
Communicable Disease Investigation Reports (DOH21-003): Documents all investigative reports of persons suspected of having a communicable disease. Records include encounter forms, tuberculosis/hepatitis registration form, hepatitis B diagnostics form, refugee screening form, and related records. Information includes patient name and personal information, suspected disease, report date, case number, lab testing results, and case notes.
Retention: Retain 10 years. (MOAR 166-150-0065(5))
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
Employee Screening and Immunization Records (DOH21-004): Documents the screening and immunization of employees who work in jobs with risk factors for tuberculosis or hepatitis. Records include risk factor assessment, medical reports, tuberculosis screening record, information release authorizations, employee data update, immunization history, and related correspondence.
Retention: Retain 30 years after separation. (29 CFR 1910.1020) Updated 12/10/2018
Flu and Tdap Vaccination Records (DOH21-005): Documents vaccinations given at county flu clinics. Records include payment receipt and consent form. Information includes date of vaccination, name of patient, location of clinic, patient signature, and related information.
Retention: Retain 10 years. (MOAR 166-150-0065(10))
Hepatitis C Project Records (DOH21-009): Documents county participation in Centers for Disease Control sponsored project to monitor incidence trends and transmission patterns for hepatitis infections. Records include surveillance forms, Labs, line listings, periodic reports to the CDC, case files for select studied patients, client listings, correspondence, and related records.
Retention: Retain 30 years. (2009-0001/015)
HIV/AIDS Death Records (DOH21-006): Documents all deaths related to HIV/AIDS. Includes copy of death certificate, AIDS adult confidential case reports, and related correspondence. Information includes person's name, circumstances of death, doctor's/coroner's determination of cause of death, medical background of deceased, and related information.
Retention: Retain permanently. (2009-0001/016)
Sentinel Counties Study Of Viral Hepatitis Project Records (DOH21-008): Documents county participation in Centers for Disease Control sponsored project to monitor incidence trends and transmission patterns for hepatitis infections. Records include surveillance forms, line listings, periodic reports to the CDC, case files for select acute patients, client listings, correspondence, and related records.
Retention: Retain 30 years. (2009-0001/014)