The records in these series have been superseded by other series, or are related to programs that are obsolete.
Series Title (Agency Series #): Description, Retention (Legal Citation)
Child Abuse Case Dockets (JSD6-001): State Court printout showing each day's Juvenile Court cases schedule for hearing. Shows case name, date and time of hearing, judge, case number, courtroom, and notes made by child abuse services staff relating to their cases.
Retention: Retain 6 months. (2007-0008/014)
Class Curricula (JSD2-002): Documents the structure and content of the unit's skill-based classes. Shows class name, instructor’s name, class objectives, and a description of class content.
Retention: Retain until superseded. (2007-0008/004)
Class Session Records (JSD2-001): Documents each class session presented by the unit and juvenile and family attendance. Records include referral forms, intake forms, pre-tests, class rosters, copy of letters sent to juveniles requiring class attendance, sign-in sheets, attendance lists, and completion certificates.
Retention: Retain 5 years. (2007-0008/003)
Client Case Files (JSD5-001): Documents client participation in the Forest Project, Project Payback, and Community Service programs. Records include program referrals, ledger of money owed/earned, progress reports, description of community service or work performed, case notes, and related correspondence. The Forest Project program has been defunct since 2005.
Retention: Retain until client reaches age 18. (2007-0008/013) SEE Community Service Case Files
Customer Surveys (JSD2-003): Documents evaluation of the unit's classes by attendees, Parents evaluate the sessions based on presentation; juveniles evaluate the usefulness of the information in making skill-based decisions. Surveys show attendee's name, class attended, and evaluation of the effectiveness of the class.
Retention: Retain 2 years. (MOAR 166-104-010(46))
Daily Screening Log (JSD7-005): Documents Intake receipt of client paperwork and assignment of client. Log shows client's name, date paperwork received, and case disposition.
Retention: Retain 1 year. (2007-0008/018)
Early Intervention Case Files (JSD9-001): Documents the case history of clients in the Early Intervention program. Records include referral, social history, psychosocial assessment, progress/case notes, treatment summaries, urinalysis results, orientation paperwork, clinical tools, discharge summaries, and related documentation.
Retention: Final report: transfer to client's social file; other records: retain 10 years after therapy completed. (MOAR 166-150-0060(2); OAR 410-141-3520(10)) Retention updated 10/29/2018
Ergonomic Work Group Records (DCJ6-005): Documents department work group set up to discuss and promote ergonomic issues in the workplace. Records may include minutes, notes, reports, and related items.
Retention: Retain 5 years. (MOAR 166-150-0005(16))
Mediation Orientation Rosters (JSD11-004): Documents that both parties have attended mediation orientation sessions required by ORS 107.755. Roster shows date of orientation, case number, petitioner name, and respondent name.
Retention: Retain 6 years. (MOAR 166-150-0130(6))
Parent Education Certificates (JSD11-005): Documents parents' completion of "Helping Children Cope With Divorce" seminar in fulfillment of court requirements. Shows petitioner and respondent names, case number, date of seminar, and director's signature.
Retention: Retain 6 years. (MOAR 166-150-0130(6))
Parent Education Orientation Attendance Records (JSD11-006): Documents attendance at court-required orientation session. Records include rosters and receipts for class fee payments. Information includes date, attendees name(s), case number, and amount paid.
Retention: Retain 6 years. (MOAR 166-150-0130(6))
Parole Case Files (JSD1-002): Documents juvenile parolees from Hillcrest and McLaren who are being held pending a determination of their parole status. Records include intake report face sheet, personal property inventory, custody order, and corrections health medical report.
Retention: Retain 6 years after last action. (45 CFR 164.530(j))
Pedestrian Citations (JSD7-003): Department copies of non-traffic citations issued to juveniles in Multnomah County. Includes Uniform Traffic Citations, issued primarily by Tri-met officers, but also by other peace officers. Citation information includes city and county, date and time, name and address, date of birth, sex, occupation, license number, state, year, make and model of vehicle, location of violation, state or city law alleged violated, conditions, name of officer issuing citation, and related data.
Retention: Retain 2 years. (MOAR 166-150-0135(81))
Theft Talk Reports (JSD7-004): Documents client attendance at Theft Talk, a program designed as an alternative sanction for juveniles receiving pedestrian citations. Report shows which clients attended, which clients failed to attend, pending cases, and date of session.
Retention: Retain 1 year. (2007-0008/017)
Unit Shift Logs (JSD1-003): Daily record of all activity in each of the Juvenile Detention Center units. Log shows date, time, and brief description of activity (shift change, meal times, fights, activities, arrival/departures, etc.).
Retention: Retain 3 years. (2007-0008/001)
The following retention schedule applies to records that were created by programs that no longer exist. These programs, Forest Project and Women’s Services, created records which must be retained for the periods specified below. Records with a permanent retention should be transferred to the County Records Management Program when no longer needed administratively. Please contact the County Records Management Program for any assistance regarding these records.
Women’s Services (ASD13)
ADAPT Case Files (ASD13-002): Documents case management of clients in the ADAPT program. Records include referral, psychosocial assessment tool, intake form, termination form, ADAPT participant contact, progress notes, release of information form, alcohol/drug abuse treatment information, treatment plan, and related records.
Retention: Retain 7 years after case closed. (MOAR 166-150-0025(1))
ADAPT Graduation Records (ASD13-003): Documents special graduation event held for clients completing their ADAPT programs. Records include lists, rosters, correspondence, programs, photographs, and related records.
Retention: Retain 2 years. (MOAR 166-150-0005(44))
ADAPT Grant Records (ASD13-004): Records documenting the significant steps related to the application for and administration of monetary grants from public and private sources. Records include original applications, amendments, contracts, annual financial or performance reports, and final reports.
Retention: Retain 20 years. (MOAR 166-150-0110(16))
ADAPT Steering Committee Records (ASD13-005): Documents the proceedings of the committee created to formulate ADAPT policy and oversee the ADAPT program. Records include minutes, agendas, exhibits, and related correspondence.
Retention: Retain permanently. (MOAR 166-150-0005(18))
ADAPT Team Meeting Records (ASD13-006): Documents weekly meetings held to review case manager caseloads and individual case management. Records include minutes, agendas, case histories, client master data tracking reports, program rosters, and client status reports.
Retention: Retain 7 years. (MOAR 166-150-0005(19))
Client Data Files (ASD13-007): Data summaries of client case records. Used primarily for data entry and statistical analysis. Includes client summaries for all Women's Services programs. Records may include termination forms, vital statistics information form, needs assessments, monthly reports, and related records.
Retention: Retain 10 years. (2007-0005/003)
Client Referrals (ASD13-008): Documents client referrals to Women’s Services programs and their acceptance or rejection. Records include information sheet, referral forms, inmate booking records, state Department of Corrections face sheet, tracking sheet, IPCAR from, and related correspondence.
Retention: Retain 10 years. (2007-0005/004)
Clinical Consultation Reports (ASD13-009): Documents results of clinical consultations for clients in Women’s Services programs. Used to support case planning and case management approaches with each client. Shows date, client's name, case manager, treatment and criminal histories, housing situation, current concerns, and clinical recommendations.
Retention: Retain 7 years. (2007-0005/005)
CORE Case Files (ASD13-010): Documents case management of offenders who participated in the CORE program. Program was terminated in 1997. Records include referral, intake assessment, case plan, treatment plans, release of information form, case notes, and related correspondence.
Retention: Retain 5 years. (2007-0005/006)
Education Group Attendance Reports (ASD13-011): Documents client attendance at educational meetings held at county jails. Reports show jail location, client name and identification number, meeting date, meeting description, and related information. Also includes a monthly meeting attendance summary.
Retention: Retain 5 years. (2007-0005/007)
Enrollment Ledgers (ASD13-012): Documents client enrollment in each of the Women's Services programs. Shows case number, client's name, contact/booking date, and case manager's name.
Retention: Retain 5 years. (2007-0005/008)
Family Intervention Case Files (ASD13-013): Documents case management of offenders participating in the family intervention program. Records include referral, intake assessment, case plan, treatment plans, release of information forms, case notes, and related correspondence.
Retention: Retain 5 years after case closed. (2007-0005/009)
Short-term Sanction Case Files (ASD13-014): Documents case management of offenders participating in the short-term sanctions program. Records include referral, intake assessment, case plan, treatment plans, release of information forms, case notes, and related correspondence.
Retention: Retain 5 years after case closed. (2007-0005/010)
Time Study Records (ASD13-015): Documents studies to determine efficiency of Women’s Services practices and time required for various case activities. Include monthly statistical sheets, supervision worksheets, individual activity time studies, reports, correspondence, and related records.
Retention: Retain 10 years. (2007-0005/011)
Transitional Alcohol and Drug Free Housing Case Files (ASD13-016): Documents case management of clients in the TADFH program. Records include referral, psychosocial assessment tool, intake form, termination form, TADFH participant contact, progress notes, release of information form, alcohol/drug abuse treatment information, treatment plan, and related records.
Retention: Retain 7 years after case closed. (MOAR 166-150-0025(1))
Transitional Housing Case Files (ASD13-017): Documents case management of offenders participating in the transitional housing program. Records include referral, intake assessment, case plan, treatment plans, release of information forms, case notes, and related correspondence.
Retention: Retain 5 years after case closed. (2007-0005/012)
Forest Project (ASD14)
Forest Project Services Client Records (ASD14-001): Monitors client compliance with court-ordered alternative community service. Includes court disposition documents, pre-sentence investigations and background checks, compliance and termination notices, correspondence, and narrative sheets of agency client history and contacts.
Retention: Retain 2 years after case closed. (MOAR 166-150-0025(4))