Community Justice: Adult Services: Adult Intake & Court Services: Centralized Intake

Program Description

This program receives and assesses justice-involved individuals released from Oregon correctional facilities or place on probation by county courts. Each individual is assessed for community risks, referred for services, assessed for needs, and assigned a parole officer.

Electronic Information Systems

Offender information is tracked in two databases – Pretrial Check-in and Pretrial Referral. The tracking information in these systems that is not duplicated in other records series should be maintained for 3 years. (MOAR 166-150-0025(2))

Series Descriptions

Series Title (Agency Series #): Description, Retention (Legal Citation)

Client Exit Records (ASD2-001):

Documents clients who have terminated their involvement (either through completion or abandonment) of adult community justice programs. Exit forms show client name, discharge date, discharge information, termination type, hours completed, date form completed, and name of preparer.
Retention: Retain 3 years. (2007-0005/013)

Client Intake Records (ASD2-002):

Documents evaluation of clients entering adult community justice system. Used to assign clients to programs, to input client information into computerized information system, and to provide information for probation hearings. Intake form shows client name and demographic information, offense committed, referral, date completed, and preparer's name. May also include supplemental information.
Retention: Retain 3 years. (2007-0005/014)

Electronic Monitoring Records (ASD2-003):

Documents clients whose location is electronically monitored as a condition of parole or probation. This process is subcontracted to BCI, Inc. Records include enrollments, status reports, court order requiring monitoring and subcontractor correspondence.
Retention: Retain 2 years after client monitoring discontinued. (2007-0005/015)

Probation Hearing Records (ASD2-004):

Documents administrative process to determine appropriate level of supervision for probationers convicted of crimes which are not person-to-person or sex crimes. Records include hearing docket, intake face sheet, hearing result, and related information.
Retention: Retain 5 years. (2007-0005/016)