Community Justice: Human Resources

Retention schedules for Human Resources and Safety Programs.

Series Descriptions

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

Human Resources

Background Checks (DCJ3-001(a) and DCJ3-001(b)): Documents department investigations into the work and personal history of employees and applicants. Records include correspondence, reports, records requests, and printouts relating to residence history, credit history, driving record, educational background, employment history, and references.
Retention: DCJ3-001(a) Applicants: retain 3 years; DCJ3-001(b) Employees: retain 6 years after separation. (MOAR 166-150-0160(23))

Corrections Systems Employee Certifications (ASD1-004): Documents certification that division employees are trained and authorized to use LEDS (State Police), OJIN (State Dept of Corrections), and PPDS (Portland Police) information systems. Records include training records, certificates, and related correspondence.
Retention: Retain onsite until employee separation, then transfer to employee personnel file. (2007-0005/002)

Employee Credentials (DCJ3-004): Documents employee certifications, degrees, or other credentials required for county jobs. Includes original or copy of required document and related correspondence.
Retention: Retain 6 years after separation. (MOAR 166-150-0160(10))

Employment Eligibility Verification Forms (DCJ3-013): Records document the filing of U.S. Immigration and Naturalization Service Form I-9 form that verifies that an applicant or employee is eligible to work in the United States. Information includes employee information and verification data such as citizenship or alien status and signature, and employer review and verification data such as documents that establish identity and eligibility, and employer’s signature certifying that documents have been checked.
Retention: 3 years after date of hire or 1 year after employee separation, whichever is longer. (8 CFR 274a.2)

Employee Investigation Records (ASD1-005(a) and ASD1-005(b)): Records documenting investigations of department personnel for violations of laws, rules, or policies and may include findings and dispositions of investigations. Records often contain complaints, correspondence, investigatory reports, interviews, hearing summaries and testimony, and related documents. Information usually includes name of employee being investigated, reason, location of violation, date, witnesses' names and addresses, action taken, and related data.
Retention: ASD1-005(a) Retain investigations resulting in termination: 10 years after employee separation; ASD1-005(b) Retain all other investigation records 3 years. (MOAR 166-150-0160(6))

Employee Medical Records (DCJ3-005(a) and DCJ3-005(b)): Records document an individual employee's work related medical history. These records are not personnel records and must be kept physically separate from employee personnel records -- in a separate location, as required by the Americans with Disabilities Act. Records may include documentation of significant health or disability limitations related to job assignments, documentation of work related injuries or illnesses, hearing test records, hazard exposure records, drug testing records, first-aid incident records, physician statements, release
consent forms, immunization documentation (including COVID-19 vaccination records), and related correspondence.
Retention: DCJ3-005(a) Hazard exposure and immunization records: retain 30 years after separation; DCJ3-005(b) Other records: retain 6 years after separation. (MOAR 166-150-0160(9))

Grievance Records (DCJ3-006): Documents grievances filed against the county by department employees or their representatives. Records may include grievance forms, department responses, meeting notes, Labor Relations responses, arbitration records, and related correspondence.
Retention: Retain 3 years. (MOAR 166-150-0160(17))

Individual Employee Personnel Records (DCJ3-007): Records  documenting the work history of non-volunteer individual employees with the department. Also includes the supervisor's working employee file. May include employment applications, resumes, appointments, personnel action records, disciplinary records, performance appraisals, and other records used to document the employee's work history. Portions of this information are maintained in the departmental employee database.
Retention: Retain 6 years after employee separation. (MOAR 166-150-0160(10))

Recruitment and Selection Records (DCJ3-009(a) and DCJ3-009(b)): Record related to the recruitment and selection process for filling open positions within the department. Often includes job announcements, applicant lists, position advertisement records, civil service and other examination records, classification specifications, affirmative action statistical sheets, interview questions, video tapes, applicant background investigation information, position authorization forms, certification of eligibles, employment eligibility verification forms, and related records.
Retention: DCJ3-009(a) Announcement records, position description, and records documenting creation of test and rating scale: retain 10 years; DCJ3-009(b) Unsuccessful applications and other records: retain 3 years after position filled or recruitment cancelled. (MOAR 166-150-0160(23))

Time Records (DCJ3-010): Records documenting hours worked, leave hours accrued, and leave hours taken by department employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.
Retention: Retain 5 years. (MOAR 166-150-0155(3))

Training Program Records (DCJ3-011(a) and DCJ3-011(b)): Records related to the design and implementation of training programs provided to employees by the agency. May include class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, and related significant records. A portion of this information is maintained in the department training database. For Video/Audio Recordings between JIIs and PPOs for the Purpose of PPO Training: See ASD11-011.
Retention: DCJ3-011(a) Records related to Probation & Parole Officers or Custody Services Staff: Retain 20 years; DCJ3-011(b) All other records: Retain 5 years. (MOAR 166-150-0160(24))

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Safety Program

Workforce Accident Incident Reports (DCJ6-001): Used to report workforce member accidents to department supervisors. Records may include accident reports, occupational injury report and investigation, and workforce member identification and physical assessment form.
Retention: Retain 10 years. (MOAR 166-150-0200(13))

Non-Workforce Accident Incident Reports (DCJ6-006): Series used to report non-injury safety incidents and injuries to non-workforce members. Records may include incident reports, police reports, investigation records, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0200(13))

Ergonomic Assessments (DCJ6-004): Documents employee requests for changes in worksite ergonomics, department evaluations, and resolution. Records include employee requests, assessments, response, and related correspondence.
Retention: Retain 20 years. (2007-0007/001)

Occupational Injury And Illness Records (DCJ6-007): Series is used to provide the Oregon Occupational Safety and Health Administration (OR-OSHA) with workers' compensation claim information about agency employees. Records may include logs and summaries, serious injury reports, injury cost reports, and annual occupational injuries and illnesses surveys.
Retention: Retain 20 years. (MOAR 166-150-0200(12))

Policy Statements And Directives (DCJ6-009): Series documents review, assessment, development, and authorization of an agency's policies and procedures. Records may include authorizing bulletins and advisories, mission and goal statements, manuals, and final policy statements and directives. Information often includes policy and procedure numbers, revision dates, subject identification, narrative description, authorization information, and effective date.
Retention: Retain 20 years after superseded. (OAR 166-150-0005(25))

Safety Plans (DCJ6-010): Series documents an agency's plan to promote a safe working environment for its employees.
Retention: Retain 20 years superseded. (MOAR 166-150-0005(23))

Safety Work Group Records (DCJ6-011): Documents department work group set up to discuss and promote safety issues in the workplace. Consists of the department safety coordinator and workplace safety committee chairs. Records
may include minutes, notes, reports, and related items.
Retention: Retain 5 years. (MOAR 166-150-0005(16))

State Accident Insurance Fund (SAIF) Injury Reports (DCJ6-012): Reports Series documents the information submitted to the State Accident Insurance Fund about personal injuries incurred by agency employees.
Retention: Retain 2 years. (MOAR 166-150-0200(19))

Training Records - see Human Resources

Workplace Safety Committee Records (DCJ6-014): Series documents the actions of workplace safety committees. Records may include minutes, agendas, exhibits, summary reports, inspections, formal recommendations, reports, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0200(17))

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