Series Title (Agency Series #): Description, Retention (Legal Citation)
Budget Preparation Records (DD6-002): Records documenting the preparation of program budget requests presented to the division budget program. May include staff reports, budget instructions, worksheets, surveys, allotment reports, spending plans, contingency plans, budget proposals, financial forecasting reports, and similar records.
Retention: Retain 2 years. (MOAR 166-150-0110(8))
Community Access Housing Team Records (DD6-012): Documents monthly meetings to track allocations of housing services and housing expenditures. Records may include minutes, notes, reports, and related items.
Retention: Retain 5 years. (MOAR 166-150-0005(16))
Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018
Retention: Retain 5 years. (2002-0006/009)
Housing Assistance Records (DD6-011): Documents the provision of housing services to clients under a variety of funded programs. Programs include Rent Assistance Supplement Program, Section 8 housing, Shelter Plus Care, Fresh Start, Congregate Care, and similar programs. Records include copies of provider contracts, applications, referrals, supporting documentation, correspondence, and related records. These records are duplicated in the client's Developmental Disabilities Service Records.
Retention: Retain 5 years. (Non-record)
Intake Records (DD6-004): Series documents the initial contact with potential client in order to determine if the person is eligible for developmental disability program services. Records may include applications, information sheet, information release forms, progress notes, letter of decision, decision appeals, and related records.
Retention: If eligible for program services: transfer to Developmental Disabilities Service Records; all other records: Retain 10 years. (MOAR 166-150-0055(2))
Quality Improvement Group Records (DD6-001): Records documenting development of quality standards for case managers by various internal workgroups. Groups include Eligibility Review Team, Quality Standards Group, Performance Standards Workgroup, and similar groups. Records include minutes, agendas, correspondence, focus group records, exhibits, and related records.
Retention: Retain 10 years. (MOAR 166-150-0005(16))
Shelter and Emergency Housing Records (DD6-010): Documents the provision of emergency housing services to clients. Records include Clearinghouse intake form, public housing application, certificate of disability, Housing Authority of Portland (HAP) application, housing plans, supporting documentation, motel vouchers, correspondence, reports from providers, and related documentation. These records are duplicated in the client's Developmental Disabilities Service Records.
Retention: Retain 5 years. (Non-record)
Staff Meeting Records (DD6-005): Records documenting meetings within government which are not subject to Oregon's Public Meetings Law (ORS 192.610 to 192.690). These routine staff meetings deal with tasks and actions within existing policies and procedures. Records may include minutes, notes, reports, and related items. Includes staff meetings, case manager meetings, program manager meetings, and other routine staff meetings.
Retention: Retain 2 years. (MOAR 166-150-0005(16))
Training Records (DD6-003): Records related to the design and implementation of training programs provided to employees, providers, clients, and families by the division. May include class descriptions, instructor certifications, planning documentation, instructional material, course outlines, class enrollment and attendance records, and related significant records.
Retention: Retain 5 years. (MOAR 166-150-0160(24))
Transition Services Case Records (DD6-009(a) and DD6-009(b)): Records documenting the identification of eligible clients and the provision of services. This program is designed to provide services for developmentally disabled clients aged 16 to 22. Records include individual education plans, individual support plans, special education eligibility testing, service applications, incident and protective service reports, medical records, information releases, correspondence, and related records.
Retention: If open at age 22: transfer to Developmental Disabilities Service Record; if closed: retain 70 years; if closed and client deceased: retain 7 years. (MOAR 166-150-0055(3))