Series Descriptions

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


Informed Consent Forms (DCJ5-003(a) and DCJ5-003(b)): Records documenting the informed consent process. After the completion of a study, informed consent forms and supporting documentation must be retained for a minimum of three years. If researchers had access to protected health information (PHI) during the study the retention period is six years. In some cases, such as with longitudinal studies, the study itself will require longer retention periods than those listed here.
Retention: DCJ5-003(a) Studies with access to PHI: retain 6 years after close of study (45 CFR 164.316(b)(2)); DCJ5-003(b) Other studies retain 3 years after close of study (28 CFR 46.115(b))

Program Evaluation Reports (DCJ5-002): Documents internal evaluation of the effectiveness of DCJ programs. Evaluations are narrative reports that discuss the program, its mandate, its goals, and its accomplishments. They also include statistical data and supporting information.
Retention: Retain permanently. (MOAR 166-150-0005(34))

Program Reports (DCJ1-011): Documents department reporting in compliance with outside requirements, to present program research, and to document department activities. Includes narrative and statistical reports in a variety of formats. Documents both adult and juvenile community justice programs.
Retention: Retain permanently. (MOAR 166-150-0005(11))

Reports and Studies (ASDGEN-022(a) and ASDGEN-022(b)): Records document special reports or studies conducted on the division's programs, services, or projects, compiled by division personnel, or by consultants under contract. Includes final report distributed either internally or to other entities and the work papers used to compile the report or study. For reports and studies maintained in electronic format, please contact the County Records Management Program for preservation assistance.
Retention: ASDGEN-022(a) Final report: retain permanently; ASDGEN-022(b) Other records: retain 5 years. (MOAR 166-150-0005(34))