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 Reports (DCJ5-002(a) and DCJ5-002(b)):

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. Also documents department reporting in compliance with outside requirements, to present program research, and to document department activities. Includes narrative, statistical reports, and supporting information in a variety of formats. Documents both adult and juvenile community justice programs. For reports created outside of RAP, see Reports and Studies on the Common DCJ Records page.
Note: Any compilation of CJI digital or printed media along with any PII digital or printed media will be sanitized prior to reporting distribution and will additionally be destroyed as soon as the purpose of the data is met, or within one year, whichever is sooner. For more information, see OAR 166-017-0090 Records Destruction Requirements for Electronic Records and Criminal Justice Information Services (CJIS) Security Policy.
Retention: DCJ5-002(a) Narrative reports: Retain permanently; DCJ5-002(b) Other records: retain 5 years. (MOAR 166-150-0005(34))

This page was formerly called Research and Planning Retention Schedule.