Series Title (Agency Series #): Description, Retention (Legal Citation)
Alcohol and Drug Evaluation Service Management Reports (MHAS1-001): Used to determine client status, case status, and court schedule. Includes evaluator reports, client contact lists, district court reports, client listings, and related reports.
Retention: Retain 6 years. (45 CFR 630(j))
Cash Receipts Ledger (MHAS1-003): Documents fees paid by clients at the front desk. Cash receipts are audited by DCHS fiscal daily. Shows date, reference number, charges, payment amount, balance due, client's name, and a register tape showing daily totals.
Retention: Retain 3 years. (MOAR 166-150-0110(2))
Client Comprehensive Assessment Service Records (MHAS1-004): Documents evaluation of clients remanded by District Court to the Addiction Services Program to determine the level of chemical dependency, and to determine appropriate treatment referrals. Records include case notes, consent forms for release of confidential information, correspondence, termination notices, diagnostic reports, psychological tests, client request for services, and clinical assessment report. This program closed in 2005.
Retention: Retain 7 years after last service. (2008-0011/001)
Client DUII Service Records (MHAS1-005): Documents the assessment, referral, and case management of all persons convicted of DUII offenses in Multnomah County. This process is governed by OAR 415-51-0130. Records include confidential case notes, progress reports, extension petition, client referrals, service requests, confidential information releases, clinical assessments, police reports, DUII interview reports, DMV suspension notices, circuit court judgments, and related records.
Retention: Retain 10 years after last service. (MOAR 166-150-0065(1)) (Retention updated 07/05/2019)
Client Intake Log (MHAS1-006): Documents client attendance (or absence) at scheduled evaluation/assessment meetings. Shows date and time, client name, fees paid (if any), staff name, evaluator name, and return date. Also includes daily appointment lists.
Retention: Retain 1 year. (2008-0011/002)
Multnomah Council On Chemical Dependency Records (MHAS1-007): Records documenting the proceedings of the Multnomah Council on Chemical Dependency (MCCD). Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence, advisory group meeting records, sign-in sheets, and related documentation.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Planning Records (MHAS1-008): Documents strategic planning processes associated with county addiction services. Plans are also used as funding applications to the state Office of Mental Health and Addiction Services (OMAS). Records include biennial implementation plan, prevention funding plan, gambling prevention plan, collaborative planning records, annual prevention and gambling reports, and supporting documentation.
Retention: Retain 20 years. (MOAR 166-150-0005(23))
Target Cities Project Evaluation Records (MHAS1-009(a) and MHAS1-009(b)): Records documenting the evaluation of the Portland Target Cities Project. The project is a cooperative agreement through the state Office of Alcohol and Drug Abuse Programs with the federal Center for Substance Abuse Treatment (CSAT). The outcome data are individual interviews of clients coming through central intake or being reviewed for drug addiction and alcoholism supplemental security income. The interviews were repeated at several follow-up occasions. The process data include audiotapes and transcripts of key informants. Records include structured and unstructured interview notes, sound recordings, transcripts, and reports. The structured interviews were coded electronically. These and the reports are filed with CSAT. Other records are maintained by the county.
Retention: MHAS1-009(a) Electronic data and reports: retain until transferred to CSAT; MHAS1-009(b) Other records: retain 6 years. (MOAR 166-150-0005(7c))
Title XIX Reimbursement Records (MHAS1-010): Documents billings submitted to Medicaid by subcontracted service providers for reimbursement. Includes summary sheet indicating Medicaid payments to service providers, and client reimbursement forms completed by service provider for reimbursement.
Retention: Retain 5 years. (MOAR 166-150-0110(2))
Victims Panel Attendance Verification Records (MHAS1-011): Documents the attendance of clients charged with driving under the influence of intoxicants (DUII) at court-mandated victims panels, and the payment of fees for attendance. Includes spreadsheet indicating the judge's name, client name, citation number, client date of birth, parole/probation officer, date of attendance, and client signature verifying attendance.
Retention: Retain 3 years. (2008-0011/003)