Series Title (Agency Series #): Description, Retention (Legal Citation)
After Hours Program Records (ADS6-012): Documents program response to urgent needs via after hours contractors. Series includes response reports, narratives, and related client information.
Retention: 6 years from creation (45 CFR 164.530(j))
Client Outcome Reviews (ADS6-002): Used to identify the impact of department services on clients over a specified period of time. The department's Multi-Disciplinary Team performs the reviews. Review forms show client name and social security number, date of initial review, date of final review, evaluator's name, and an assessment of the client's safety, living situation, financial situation, and health. Also includes a monthly client referral log.
Retention: Retain 6 years. (45 CFR 164.530(j))
Community Services Contract Management Records (ADS6-006): Documents contractual obligations of ADS, District Service Centers, and other non-profit providers that provide services to the elderly and are funded under the federal Older Americans Act and the state Oregon Project Independence. Contracts must be renewed annually. Records include contracts, contract approval form, modifications, provider proposals, insurance certificates, monthly status reports, monitoring reports (site visit, onsite assessment, correspondence, work history), program advisory board minutes, audit reports, financial statements, requests for proposals, bid records, and related correspondence.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
Emergency Services Records (ADS6-008): Documents client applications for emergency housing, special needs (like wheelchairs or ramps), or emergency prescription drugs covered under Multnomah Project Independence. Records include referrals, service authorizations or denials, client requests, fact sheets, correspondence, and related records.
Retention: Retain 6 years. (45 CFR 164.530(j))
Family Caregiver Program (ADS6-009): Documents respite care provided to family caregivers. Records include request for award, financial reports, caregiver background information, and related records.
Retention: Retain 5 years. (2014-0005/010)
General Case Count And Client Characteristics Report (ADS6-003): Operational report which assists management in targeting clients and determining case loads. Includes caseworker names, and demographic characteristics of clients served by each caseworker.
Retention: Retain 3 years. (MOAR 166-150-0005(2))
In-Home Services Requests (ADS6-004): Documents the provision of medical equipment to clients in response to case manager requests. Includes OPI Miscellaneous Medical Request and Authorization forms, reports, routing slips, and related correspondence.
Retention: Retain 6 years. (45 CFR 164.530(j))
Program Reports and Studies (ADS6-005(a) and ADS6-005(b)): Documents formal summary of research performed by or for the Community Access Program. Reports vary in format and design, but generally contain date, author, and narrative. Some include appendixes, exhibits, and other secondary material.
Retention: ADS6-005(a) Routine reports: retain 5 years; ADS6-005(b) All other reports: retain permanently. (MOAR 166-150-0005(31))
Universal Client Registry Data Entry Records (ADS6-001): Documents a variety of records used to input information into the universal client registry. These records include call referral logs, client counseling reports, gatekeeper referrals, immediate transportation authorizations, nutrition worksheets, SHIP talk forms, and other records used to enter client information in the registry.
Retention: Retain 5 years. (2014-0005/009)
Veterans Case Records (ADS6-007): Documents the provision of and coordination of services to veterans. Records include applications for benefits, appeals, medical and financial background information, correspondence, and related records.
Retention: Retain 6 years after case closed. (45 CFR 164.530(j))