Series Title (Agency Series #): Description, Retention (Legal Citation)
Adult Foster Care Contracts (DD2-005): Documents contract between state Office of Developmental Disability Services (ODDS) and adult foster homes to provide care. Original contracts are filed with Developmental Disabilities and pertinent information is sent electronically to ODDS. Contracts must be renewed annually. Contracts show date posted, contract number, contractor name and address, term of contract, provisions, and signatures of contractor and division representative.
Retention: Retain 7 years. (2002-0006/001)
Allegation Tracking Records (DD2-018): Records documenting allegations of client abuse that fall outside of the jurisdiction of Protective Services. Records include investigation reports, staff recommendations, copies of incident reports, and similar records.
Retention: Retain 10 years. (2002-0006/002)
Budget Preparation Records (DD2-013): Records documenting the preparation of section budget requests presented to the division budget program. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0110(8))
Change in Status Forms (DD2-002): Documents any change in client status. Used to update online case management system. A copy of this record is retained by case managers. Information includes client name, current information and type, and changes to be made.
Retention: Retain 5 years. (2002-0006/004)
Client Budget Tracking Records (DD2-004): Records used to track client budgets, primarily for adult foster care. Records include assessments, case notes, client budget, consultations, income statements, and correspondence. Significant information is duplicated in the client's case records.
Retention: Retain 5 years. (2002-0006/005)
Correspondence, Ephemeral (DD2-010): Series documents communications received or sent which do not contain significant information about the program, fiscal status, or routine operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))
Correspondence, General (DD2-011): Series documents communications received or sent which do not contain significant information about the program. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))
Correspondence, Program (DD2-012): Correspondence, memoranda, and 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, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-150-0005(8))
Criminal Record Checks (DD2-007): Documents initial record check performed on care providers and staff. Information includes person's name, date check filed, and a description of the level of work the person is authorized to perform, based on a LEDS record check.
Retention: Retain 3 years. (2002-0006/007)
Incident Reports (DD2-015): Records used to report any occurrence that might indicate that a client requires protective services. Includes both county incident reports and reports filed by providers or other parties. Information includes client name, date, description of incident and course of action chosen by Protective Services. May also include background material and related correspondence.
Retention: Retain 10 years. (2002-0006/010)
Payment Reconciliation Records (DD2-009): Reports used to determine if rate payments to each provider are accurate. Reports show provider's name and address, service provided, payment rate for service, and any notations about discrepancies.
Retention: Retain 5 years. (2002-0006/011)
Protective Service Case Files (DD2-016): Series documents the investigations of clients over the age of 18 and enrolled in developmental disability programs who are suspected of being abused or defrauded. Records include investigation reports, staff recommendations, interview notes, a variety of supporting documentation (including police reports, witness statements, court documents, other agency investigation reports, and similar records), correspondence, and related records.
Retention: Retain 20 years. (MOAR 166-150-0055(5))
Protective Services Database (DD2-019): Section database used to record and analyze data from protective service investigations, incident reports, "fyi" reports, and related investigations. Information is currently maintained in a Paradox database and contains full information on clients, perpetrators, persons reporting abuse, and abuse events.
Retention: Retain 20 years. (MOAR 166-150-0055(5))
Provider License Records (DD2-006): Documents application and licensing of foster home care, client employed providers, and other providers who care for clients in their own home. Annual licensing is required. Records include application, contract, license, references, copies of identification, I-9's, criminal background checks, and supporting documentation. Most information is duplicated at SDSD, but the applications are not.
Retention: Retain 7 years. (2002-0006/013)
Provider Tracking Records (DD2-014): Includes Provider Tracking Database and monthly reports detailing posted transactions. Once transactions are posted, the database entries cannot be changed. Includes information about provider location, status, licenses, complaints, payments, and related information.
Retention: Retain 5 years. (2002-0006/015)
Serious Event Review Tracking (SERT) Records (DD2-017): Records documenting the state Office of Developmental Disability Services (ODDS) initiative to track serious incidents that occur to individuals in the DD service system. This new state-maintained data base augments information currently collected at the county level and provides counties an opportunity to collect information on trends in protective service issues, licensing problems, and a variety of health and safety related occurrences such as hospitalizations and deaths. Records include copies of incident and protective services reports, summary reports, SERT Team records, and similar information used to input and evaluate information in the database.
Retention: Retain until entered and verified in SERT database. (2002-0006/016)
Service Allocation Team Records (DD2-003): Documents activities of team assigned to allocate funding for clients who have needs that don't fall in regular categories. Include minutes, service authorizations (which are sent to the Oregon Technical Assistance Corporation), and related documentation. Information includes client name, type of service, funding source, amount needed, and dates of service.
Retention: Retain 5 years. (2002-0006/017)
Service Payment Verifications (512's) (DD2-001): Document used to verify authorized service payment amount against actual payment amount for clients. Form is sent by the state Department of Human Services. Shows client address and phone number, income and type, amount authorized for board, and amount paid.
Retention: Retain 5 years. (2002-0006/018)
Triage Assessments (DD2-008): Records documenting initial determination of the appropriate staff person or program to deal with a prospective client. Assessment is maintained in the client's case record where service is initiated. Information includes client's name, description of service needs, and action taken by division.
Retention: Retain 10 years. (MOAR 166-150-0055(4))