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

Client Counseling Records (DOH51-002): Series documents records of counseling sessions provided to clients as part of the research project. Sessions could involve HIV prevention, partner violence prevention, or both. Records include assessments, session notes, behavior plans, audio recordings of sessions, and supporting documentation.
Retention: Retain 10 years after study completed (2009-0001/037)

Client Medical Records (DOH51-001): Records documenting client medical history and services provided by the Portland Women's Health Study. Records may include correspondence; reports; professional notations; laboratory reports; treatment authorizations; release of information; clinical or medical records including client identification, progress notes, and records of visits; a history of previous service; referrals; testing and evaluation reports; treatment plans; progress notes; permission to treat; medical assessment including laboratory and other tests, emergency room services, and medication and prescription records; school reports; and other related data. Access to these records may be exempt from disclosure by ORS 179.505; ORS 192.502(2).
Retention: Retain 10 years after study completed. (2009-0001/036)

Client Surveys (DOH51-003): Documents surveys conducted with all study clients. Four surveys are conducted over the ten-month study period. Records consist of audio recordings of survey sessions.
Retention: Retain 10 years after study completed. (2009-0001/038)

Incentive Records (DOH51-005): Records documenting incentives provided to clients as compensation for their time and travel. Incentives include Fred Meyer gift cards and bus passes. Records include card and pass purchase records and logs documenting when and to whom incentives were issued.
Retention: Retain 10 years after study completed. (MOAR 166-150-0110(1))

Program Correspondence (DOH51-004): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 10 years after study completed. (MOAR 166-150-0005(8))

Study Reports (DOH51-006): Statistical and narrative reports documenting activities, accomplishments, and research of the Portland Women's Health Study. Reports vary in format but generally include demographics, service information, program and organizational information, study methodology, study results, and related program information. May include attached documentation and correspondence.
Retention: Retain permanently. (MOAR 166-150-0005(31))