Series Title (Agency Series #): Description, Retention (Legal Citation)
Budget Preparation Records (DD5-011): Records documenting the preparation of division budget requests presented to the department budget office. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 5 years. (MOAR 166-150-0110(8))
Case History Listing (DD5-005): Records used to track services provided to individual clients. Shows client name, referral information, and case information.
Retention: Retain 10 years. (2002-0006/003)
Client Intake Records (DD5-001): Records documenting client's movement through developmental disability programs within the region. Includes diversion intake forms, correspondence, and related records. Information includes client name, status, services needed, and division response.
Retention: Retain 10 years. (2002-0006/006)
Client Referral Records (DD5-002): Records documenting the referral of clients to appropriate providers. Records are duplicated in the client's case files, maintained by one of the region's counties. Records include progress notes, client budgets, evaluations, medical and psychological reports, financial status, correspondence, and similar records.
Retention: Retain 2 years. (Non-record)
Correspondence, Ephemeral (DD5-007): Series documents communications received or sent which do not contain significant information about the center's programs, 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 (DD5-008): Series documents communications received or sent which do not contain significant information about the center's programs. 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 (DD5-009): 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 10 years. (MOAR 166-150-0005(8))
Crisis Bed Placement Payment Records (DD5-003): Records documenting payment for client's placement in short-term crisis care. Includes copies of invoices, payment authorizations, and related correspondence. Information includes client name, location of care, amount paid, date paid, and payment status.
Retention: Retain 5 years. (MOAR 166-150-0110(1))
Provider Records (DD5-004): Records documenting the recruitment and monitoring of service providers. This information is duplicated in both DCHS Operations and Developmental Disabilities case management records. Includes copies of contracts, 90-day reviews, certification records, home studies, correspondence, and similar records.
Retention: Retain 2 years after inactive. (2002-0006/014)
Staff Meeting Records (DD5-010): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Includes staff meetings, case manager meetings, program manager meetings, and other routine staff meetings.
Retention: Retain 5 years. (MOAR 166-150-0005(16))
Training Program Records (DD5-006): Records related to the design and implementation of training programs provided by the regional crisis center. May include class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, and related significant records.
Retention: Retain 5 years. (MOAR 166-150-0160(24))