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Department of Human Services - Records Retention Schedule


 Records Retention Schedule: 99-0005

 

Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Community Partnership Team
Program: Finance and Research

Program Description:

The Finance and Research program provides administrative support to the Community Partnership Team (CPT) programs by managing the budget, personnel, and coordinating the facilities operations of the thirty-eight field offices. Finance and Research also tracks the payment of JOBS Plus (subsidized employment to assistance recipients) workers within the CPT field offices.

Records Description:

Records chronicling the hours worked and pay received by JOBS Plus workers are the JOBS Plus records. Documenting the lease information on the field offices, including facilities information are the Lease Control Sheet Records. Reporting account information in a variety of formats for any of the CPT program areas are the Brio Reports.

Below is a record series list designating their retention:

040 JOBS Plus Records - Retain 3 years, destroy.The records may be exempt from public disclosure under ORS 411.320 for the life of the record.

041 Lease Control Sheet Records - Retain last two control sheets, destroy when superceded.

042 Brio Reports

Retain until superceded, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Contracts and Agreements, Correspondence, and Leases (Administrative Records - OAR 166-300-0015); Accounts Payable Reports, Accounts Receivable Reports, Budget Preparation Records, and General Ledger Records (Financial Records — OAR 166-300-0025); and Computer System Program Documentation (Information Management Records).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Community Partnership Team
Program: Lifespan Respite Care

Program Description:

The Oregon Lifespan Respite Care program was created by HB 2013 (1997) and operates under OAR 410-015-0010 to assist communities in developing and implementing community-based lifespan respite care access networks. Respite care is temporary, short-term care for children adults and seniors who have disabilities, health care concerns, special needs, or who are at risk of abuse and neglect. The Lifespan Respite Care program assists in the creation and partial funding of networks that are designed and driven by local community partnerships. Partners can include individuals representing families, caregivers, state and county agencies, non-profits, faith communities, and volunteers. Services can include providing respite-related information to the community, recruiting and training paid and volunteer respite care providers, connecting individuals and families with respite care services and respite payment resources. The Lifespan program is being implemented in stages to become statewide by 2001.

The Lifespan program also receives guidance from an Advisory Committee that was mandated under House Bill 2013. Members of the Lifespan Respite Care Committee, a sub-committee of the Family Support Advisory Committee, consists of respite care providers, respite care program managers, respite care consumers, family members and other interested individuals. The Committee provides input and insight from the situations and challenges of local respite care programs to shape program policies and strategies.

Records Description:

Records describing the formation of the Lifespan Respite program are the Program Formation Records. Records documenting the recruitment of new Lifespan partners are the Lifespan Solicitation Records, consisting of a message from the Director of DHS and application materials. Records documenting the selection of county programs and recommendations made to the Director for selection are the Review Recommendation and Selection Records. Records tracking semi-annual and annual progress of the Lifespan program are the Lifespan Semi-Annual and Annual Reports. Records chronicling the issues addressed by and recommendations made by the Lifespan Respite Care Committee are the Lifespan Respite Care Committee Records.

Below is a record series list designating their retention:

043 Lifespan Respite Care Program Formation Records, 1997 - [ongoing] - Retain permanently, transfer to State Archives after 10 years.

044 Lifespan Solicitation Records - Retain present and previous bienium, destroy.

045 Review Recommendation and Selection Records - Retain until all counties are assimilated into program, destroy.

046 Lifespan Semi-Annual and Annual Reports, 1999 - [ongoing] - Retain one copy permanently, transfer to State Archives after 10 years.

047 Lifespan Respite Care Committee Records, 1997 - [ongoing] - Retain minutes permanently, transfer to State Archives after 10 years. Retain all other records 10 years, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Contracts and Agreements, Correspondence (Administrative Records - OAR 166-300-0015); and Grant Records (OAR 166-300-0025).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Community Partnership Team
Program: Reduce Adolescent Pregnancy Partnership (RAPP)

Program Description:

The Reduce Adolescent Pregnancy Partnership program (RAPP) is responsible for creating a network of local community resources dedicated to preventing teen pregnancy in Oregon and working towards the benchmark of 15 pregnancies for every 1,000 teens aged 10 to 17. As a part of the Department of Human Services (DHS) Community Partnership Team (CPT) this program provides technical support focused on building and sustaining local coalitions in the form of contact information, factual and statistical information, guidelines for community review, and AmeriCorps grant and volunteer coordination. The federal AmeriCorps grants place RAPP volunteers in local communities to administer or participate in the RAPP program.

A State RAPP Steering Committee was established as a networking tool for the statewide effort to reduce teen pregnancy. Members consists of local RAPP members and representatives of other interested parties such as other DHS Divisions, the Department of Education, the Commission on Children and Families, the Oregon Family Resource Coalition, and members of the Legislative Assembly.

Records Description:

Records documenting the formation of a local RAPP group are the Program Registration Records. Tracking the work and agreements of individual AmeriCorps volunteers are the AmeriCorps Report Records. Reporting the work performed by AmeriCorps volunteers and the local coalitions back to the AmeriCorps office as a part of the grant agreement are the AmeriCorps Report Records. Communicating program information to local RAPP coalitions and interested parties are the RAPP Newsletter Records. Measuring performance of local coalitions as reported in surveys are the RAPP Semi-Annual Local Report Records. Chronicling the policy suggestions, new practices, and program updates of the local RAPP programs by the State RAPP Steering Committee are the State RAPP Steering Committee Records.

Below is a record series list designating their retention:

048 Program Registration Records - Retain 5 years after partnership or program ends, destroy.

049 AmeriCorps Member Contract Records - Retain 5 years after grant ends, destroy. These records may be exempt from public disclosure under Title 45, Chapter XXV, Part 2522 and ORS 192.502 (7) for the life of the record.

050 AmeriCorps Report Records, 1996 - [ongoing] - Retain quarterly reports 5 years after final report completed, destroy. Retain Annual Evaluations permanently, transfer to State Archives 5 years after final report is completed.

051 RAPP Newsletter Records, 1995 - [ongoing] - Retain one copy of each issue permanently, transfer to State Archives after 5 years.

RAPP Semi-Annual Local Report Records - Retain 5 years, destroy.

052 State RAPP Steering Committee Records, 1997 - [ongoing] - Retain meeting minutes permanently, transfer to State Archives after 5 years. Retain all other records 3 years after final report is submitted, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Correspondence, Policy and Procedures Preparation (Administrative Records - OAR 166-300-0015); and Grant Administration Records (Financial Records - OAR 166-300-0025).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Community Partnership Team
Program: Service Integration

Program Description:

The Service Integration program was formed in 1991 by the Department of Human Services (DHS) Director to support the department's goal of integrating human services with schools, county governments, tribes, non-profit organizations, and other community partners. Service Integration staff provide technical assistance, information, facilitation, and federal matching funds to local partnerships that build service networks and topical coalitions. The DHS Cabinet chooses projects based on recommendations from the Service Integration program during each application cycle. Project examples are 'one stop' career centers, school based health care clinics, youth service teams, and family centers.

Records Description:

Records documenting the applications for Service Integration projects in a given application cycle are the Project Application Records. Records tracking the course of action and results of the Service Integration Program partnerships are the Annual Reports and the SERVICE INTEGRATION database.

Below is a record series list designating their retention:

053 Project Application Records - Retain 1 application cycle, destroy.

054 Service Integration Annual Reports, 1991 - [ongoing] - Retain 1 copy of each report, transfer to the State Archives after 5 years.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Contracts and Agreements, Correspondence, and Mailing Lists (Administrative Records - OAR 166-300-0015).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Community Partnership Team (CPT)
Program: Volunteer Services

Program Description:

Volunteer Services Program was formed in 1967 by the Department of Human Services (DHS) as a response to the Harris Amendment of the Social Security Act. The Act required the use of volunteers in the delivery of services by all public aid programs. It is currently the only statewide, state-run volunteer program of its kind in the country. The program operates under ORS 410.

The Volunteer Services program provides volunteers to various DHS Divisions and a variety of local government, non-profit organizations, and community groups. Volunteer Services recruits, trains and places volunteers in every county in Oregon. The Volunteer Services program is administered through the District and Local Offices statewide.

The Volunteer Services Program focuses on three main areas: (1) helping DHS clients find work experience opportunities; (2) finding citizen volunteers to help DHS clients access the services they need, such as providing transportation to medical appointments; and (3) helping communities identify human service needs, and coordinating volunteer efforts to meet those needs.

Records Description:

Records documenting the monthly activities of field offices or individual volunteers are the Monthly Reports. Records chronicling the activities of the Volunteer Services program in a given year are the Volunteer Program Annual Reports.

Below is a record series list designating their retention:

055 Monthly Reports - Retain 3 years, destroy.

056 Volunteer Program Annual Report, 1996 - [ongoing]

Retain one copy permanently, transfer to State Archives after 5 years.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Contracts and Agreements, Correspondence, Legislative Tracking Records, Mailing Lists, Policy and Procedure Guidelines and Manuals, and Policy Development and Planning Records (Administrative Records - OAR 166-300-0015); and Grant Records (Financial Records — OAR 166-300-0025).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Community Partnership Team (CPT)
Program: Volunteer Services Program District Offices

Program Description:

The Volunteer Services District Offices program oversees and performs program reviews on the county volunteer offices and coordinates regional efforts within the Department of Human Services (DHS) Volunteer Program (see separate description). Program reviews are made to document if the county offices are maintaining their records in accordance to DHS policy and to monitor their focus area and results. Evaluations are made both on personnel and program performance. One of the tools that is utilized in determining program proficiency is the District Service Plans that are written at the District level. District Service Plans outline areas where service is being administered, the resources that should be dedicated to it, and projected outcomes.

Records Description:

Records outlining the goals, intent, and business practices are of each district on an annual basis are the District Annual Service Plan Records. Records providing monthly progress information of all of the local programs within the District are the District Monthly Reports. Records documenting the reviews performed by the District Manager on the local offices for progress and adherence to office procedures are the District Manager's Local Office Program Review Records.

Below is a record series list designating their retention:

057 District Annual Service Plan Records - Retain 5 years, destroy.

058 District Monthly Reports - Retain 2 years, destroy.

059 District Manager's Local Office Program Review Records - Retain 5 years, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Correspondence, Mailing Lists, Policy and Procedure Guidelines, and Manuals (Administrative Records - OAR 166-300-0015); Employee Personnel Records, Employee Time Records, and Volunteer Program Records (Personnel Records OAR 166-300-0025).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Community Partnership Team
Program: Volunteer Services Local Offices

Program Description:

The Volunteer Services Local Offices provide volunteer coordination services at the local level for the Department of Human Services (DHS) Volunteer Program. Volunteer Services recruits, trains and places volunteers in every county in Oregon.

Each local office writes a local service plan. These plans are assessed and prioritized through a Local Advisory Board that meets quarterly and includes agency representatives, clients, and community representatives. Each local volunteer program is different, designed to fill the needs of the local community. Some examples of volunteer services include: transportation needs (where volunteers drive clients to medical appointments); mentoring of young people; food or clothing drives; volunteer to work programs; child care; and in home visits.

Local Offices work with registered volunteers, auxiliary volunteers (persons who perform duties on a one time basis), and sponsored workers. Sponsored workers are workers who are paid by some other entity such as Title V (Social Security funding), AmeriCorps VISTA (a federal grant), or JOBSPlus (Oregon jobs to work program) to perform duties. Local Volunteer Services Offices register both volunteers and sponsored workers, receive background check information on all volunteers and sponsored workers, perform orientations and assist in compatible site selection for all volunteers at the local level. All registered volunteers also receive limited insurance and tort coverage.

Records Description:

Records documenting the term, type, and quality of service provided by an individual volunteer or sponsored worker and the registration information about that person are the Volunteer Records and the Sponsored Worker Records. Records providing a criminal history for individual volunteers or sponsored workers are Criminal Records Check Records. Records outlining the service plan and issues concerning each local service area on an annual basis are the Local Service Plan Records. Records used to gather client feedback on how a program in doing are the Customer Satisfaction Surveys. Records reporting on the activities and performance of AmeriCorps VISTA volunteers that are submitted to AmeriCorps as a part of the grant process are the AmeriCorps VISTA Reports. Records chronicling the submission, negotiation, and approval of the Local Service Plans by the Local Advisory Boards are the Volunteer Program Local Advisory Board Records.

Below is a record series list designating their retention:

060 Volunteer Records - Retain Volunteer Records 5 years after separation, destroy. These records may be restricted from public disclosure under ORS 192.502 (7) for the life of the record..

061 Sponsored Worker Records - Retain Sponsored Worker Records 5 years after final financial report is submitted to sponsoring agency, destroy. These records may be restricted from public disclosure under ORS 192.502 (7) for the life of the record..

062 Criminal Records Check Records - Retain Criminal Records Checks for 180 days, destroy.

063 Local Service Plan Records - Retain 5 years, destroy.

064 Customer Satisfaction Surveys - Retain 1 year, destroy.

065 AmeriCorps VISTA Reports - Retain 5 years after final financial report is submitted, destroy.

066 Volunteer Program Local Advisory Board Records, 1967 - [ongoing] - Retain one copy of meeting minutes permanently, transfer to State Archives after 5 years. Retain all other records 5 years, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Contracts and Agreements, and Correspondence (Administrative Records - OAR 166-300-0015); Equipment/Property Disposition Records (Facilities/Property Records — OAR 166-300-0020); Accounts Payable, and Cash Receipt Registers (Financial Records — OAR 166-300-0025); and Personnel Records (Personnel Records — OAR 166-300-0040).

Essential Database Records:

The following database records have been designated as essential records by the Department of Human Services Community Partnership Team Volunteer Services Program Field Offices:

None.



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