DCJ Director's Office Retention Series (DCJ1)

NEW UPDATES!
OARs governing county retention were updated November 2025. Your Multnomah County Retention Series has been updated accordingly. Please make sure to double check - some series may have new retention periods.

Each series contains the following information:

• Series Title (Agency Series #)
• Description. (Legal Citations)
• Retention  

Building Siting Records (ASD1-001)

Documents community notification and comments during siting phase of division building construction. Records include published notifications, public meeting records, siting criteria, department plans, preliminary drawings, and related correspondence. (OAR 166-150-0005(17))

Retention: 

• ASD1-001(a) Minutes, agendas, resolutions, packets, indexes, and exhibits (not retained permanently elsewhere in agency records), retain permanently.
• ASD2-001(b) All other records, retain 20 years. 

Citizens Budget Advisory Committee Records (ASD1-002)

Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of the committee. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio recordings, and significant correspondence and memoranda. (OAR 166-150-0005(17)) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Retention: 

• ASD1-002(a) Audio and video recordings, 1 year after minutes approved, if no minutes approved recordings are treated as minutes. 

• ASD1-002(b) Other records: Retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.

Client Grievances/Complaints (DCJ1-022)

Documents complaints or grievances from clients concerning DCJ staff or programs. Records include original complaint/grievance (letter, e-mail, phone message, documentation of verbal complaint or grievance), official response, and any notes or documentation. (OAR 166-150-0005(37))

Retention:

• Retain 2 years after last action. 

Committee Records (DCJ1-002)

Records documenting the proceedings of boards, commissions, committees, advisory councils, and other similar groups, as described in Oregon's Public Meetings Law (ORS192.610to192.710), for which the department maintains the official record. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio recordings, video recordings, correspondence, publicity releases, and related documentation. (OAR 166-150-0005(17)) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Retention:  

• DCJ1-002(a) Audio and video recordings, 1 year after minutes approved, if no minutes approved, recordings are treated as minutes. 

• DCJ1-002(b) Other records: retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.

Community Corrections Plans (ASD1-003)

Documents the division's compliance with OAR 291-031-0015 which requires an annual plan for community corrections to be filed with the State Department of Corrections. Records include final plan, preliminary drafts, work notes and related correspondence. Plan format is specified by rule, but generally includes sections for administration, programs/services, offender records, and fiscal plans. (OAR 166-150-0005(45))

Retention: 

• Retain 10 years. 

Note: Recently reduced from 20 years.

Five-year Strategic Planning Records (DCJ5-001)

Documents the five-year strategic planning process for community justice. DCJ serves as the lead agency in a group of public and private agencies with juvenile justice concerns. Records include mission statements, preliminary drafts, work notes, committee records, yearly operational plans and reviews, related correspondence, and Strategic Plan for Juvenile Justice and Delinquency Prevention. (OAR 166-150-0005(45))

Retention: 

• Retain 10 years. 

Note: Retention reduced from 20 years.

Legislative Tracking Records (DCJ1-007)

Series used to monitor legislation which may have an impact on the department's current operations or policies. Records include concept statements, proposals, bill logs, fiscal/organizational impact analysis papers, copies of bills, testimony summaries, committee reports, agendas, and correspondence. (OAR 166-150-0005(14))

Retention: 

• Retain 4 years. 

Note: Retention increased from 2 years.

Local Public Safety Coordinating Council Records (ASD1-006)

Records documenting the proceedings of any regularly scheduled, special, executive session, or emergency meeting of the Council or its predecessors, the Justice Coordinating Council and the Community Corrections Advisory Council. This public body is required by ORS 432.560. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio recordings, and significant correspondence and memoranda. (OAR 166-150-0005(17)) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Retention: 

• ASD1-006(a): Audio recordings, if summarized: retain 1 year. 
• ASD1-006(b): Other records: retain permanently - transfer to Archives upon becoming inactive or after 10 years, whichever comes first. 

Media and Press Releases (DCJ1-016)

Prepared statements, announcements, news conference transcripts, and similar records issued to the news media by department representatives. Releases may be in the form of video and audio recordings. Records may include news releases announcing routine events or significant issues related to department of county policy. Subjects may include the adoption of new programs, termination of old programs, policy shifts, changes in the status of elected officials or senior administrative personnel, and others. (OAR 166-150-0005(26)) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Retention: 

• DCJ1-016(a) Retain 2 years. 
• DCJ1-016(b) Retain policy and historic media releases permanently.

Organizational Records (DCJ1-008)

Records documenting the arrangement and administrative structure of the department. Includes charts, statements, studies, and similar records. May also include studies to determine the merit and feasibility of reorganization plans, as well as other major studies related to the administrative hierarchy. (OAR 166-150-0005(21))

Retention: 

• Retain 2 years after superseded or obsolete. 

Promotional Records (DCJ1-017)

Records used to promote the Department of Community Justice and its programs. Includes a variety of types of records, including posters, flyers, brochures, photographs (including digital photographs), video and sound recordings, and related materials. (166-150-0005(33)(a)) (OAR 166-150-0005(2)) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Retention: 

• DCJ1-017(a) Records documenting special events or information with long term value, permanent - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.

• DCJ1-017(b) All other records, retain 2 years. 

Publications (DCJ1-018)

The Department of Community Justice publishes a variety of informational materials. They are used to inform the public about various projects and events. Records include public information factsheets, web articles, webisodes, mobisodes, newsletters/pamphlets, brochures, leaflets, reports, studies, proposals, posters, video and sound recordings, and similar published records. Does not include publications received from federal, state, private, or other sources -- these publications and extra copies of agency-produced publications should be retained as needed. (OAR 166-150-0005(33) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Retention: 

• DCJ1-018(a) Records documenting special events or information with long term value, permanent - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.
• DCJ1-018(b) Retain all other records until superseded or obsolete.

Public Records Disclosure Request Records (DCJ4-007)

Documents requests for disclosure or public records and provides a record of a department's response. Records may include requests for disclosure, request logs, approvals, denials, copies of petitions to the District Attorney for review of denials of disclosure, District Attorney order to grant or deny disclosure, and related correspondence. (OAR 166-150-0005(32))

Retention: 

• Retain 2 years after last action. 

Special Event and Celebration Records (DCJ1-019)

Records documenting department sponsored events and celebrations, including both internal and public events. Records may include photographs (primarily digital), audio and video recordings, publicity releases, and other significant documents. (OAR 166-150-0005(44)(a)) (OAR 166-017-0045(2,4)) (MCC § 8.500)

Retention: 

• Records documenting significant aspects of the event, permanent - transfer to Archives upon becoming inactive or after 10 years, whichever comes first.

Surveys (DCJ1-013)

Records documenting the measurement of customer opinion by or for the department related to various issues, actions, and concerns. (OAR 166-150-0005(46))

Retention: 

• Retain 3 years.