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Department of Human Services - Records Retention Schedule


 Records Retention Schedule: 99-0005

 

Organizational Placement:

Agency: Department of Human Services (DHS)
Section: Administration
Program: Director

Program Description:

The Director's Office is responsible for providing leadership and direction to the Department of Human Services' (DHS) activities and actions, operating under ORS 409.100. The Director of the DHS is appointed by the Governor and confirmed by the Senate. The Director is responsible for administering a state agency that serves all state directed human services programs for Oregonians of all ages. The Director oversees a variety of functions that involve service, leadership, regulatory and marketing activities, as well as long range planning duties to develop and promote Oregon's Human Services programs. The Directors Office may also commission studies on particular areas of DHS service or issues confronting the agency.

By the nature of their positions, the Director and Deputy Director participate in several boards and advisory committees whose official records are not kept by this office.

Records Description:

Records documenting legal cases where DHS and/or the Director is a party are the Litigation Case File Records. Records chronicling the correspondence between the Director and entities outside DHS are the Director's Correspondence Records. Records chronicling surveys given to DHS customers and employees as well as the results of those surveys are the Customer and Employee Survey Records. Records documenting communications to and from DHS Director's Office on the 'Death with Dignity' issue are the Death with Dignity Records. Records documenting the monitoring of a facility for delinquent girls that was granted money directly from the Legislative Assembly and not through DHS are the Klamath Adolescent Center Monitoring Records. Records chronicling cases of children who are terminally ill or who are in need of a organ transplant and covered by the Oregon Health Plan are the Medically Fragile Children/OMAP Records. Records documenting a study commissioned by the Directors' Office on the determination of sexual preference are the Oregon Task Force on Sexual Preference Report Records. Records chronicling the preparation and planning made for a large gathering of the Rainbow Family (a counter culture group who communes with nature) in Oregon are the Rainbow Family Gathering Records. Records documenting statements made by American citizens who have renounced their citizenship and have declared themselves ' natural, free-born citizens' and their desire to no longer a part of the Social Security System (not a part of DHS) are the Social Security Demand Notice Records. Records chronicling the creation and subsequent structuring and focus of DHS are the DHS Formation and Integration Records. Records documenting speeches given by the DHS Director are the Director's Speech Records. Records outlining the various advisory committees the DHS Director and Deputy Director have participated in and the issues addressed by these committees are the Advisory Committee Records.

Below is a record series list designating their retention:

001 Litigation Case File Records - Retain 5 years after case closed, destroy.

002 Director's Correspondence Records, 1985 - [ongoing] - Retain permanently, transfer to State Archives when Director leaves office.

003 Customer and Employee Survey Records - Retain 5 years, destroy.

004 Death with Dignity Issue Records, 1995- [ongoing] - Retain permanently, transfer to State Archives after 10 years.

005 Klamath Adolescent Center Monitoring Records [1998] - Retain until Center closes or loses funding, destroy.

006 Medically Fragile Children Records [1995] - Retain permanently, transfer to State Archives when Director leaves office.

007 Oregon Task Force on Sexual Preference Report Records [1978] - Retain permanently, transfer to State Archives.

008 Rainbow Family Gathering Records [1997] - Retain permanently, transfer to State Archives after 5 years.

Social Security Demand Notice Records/Natural Free Born Citizens - Retain 50 years, destroy.

009 DHS Formation and Integration Records, 1985 - [ongoing] - Retain permanently, transfer to State Archives after 5 years.

010 Director's Speech Records, 1993 - [ongoing] - Retain permanently, transfer to State Archives when Director leaves office.

011 Advisory Committee Records - Retain until Director leaves office, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Correspondence (Administrative Records - OAR 166-300-0015); and Personnel Records (Personnel Records — OAR 166-300-0040).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Program: Internal Audit

Program Description:

The Internal Audit program assists all levels of management across the Department of Human Services (DHS) in the effective discharge of their responsibilities by providing evaluations of the financial, accounting, and operational controls of the Department divisions and programs. This includes determining compliance with established policies and rules, accomplishment of goals and objectives, and effective, efficient use of resources. The Internal Audit program was created under ORS 409, which enabled the Director of DHS to consolidate the multiple audit functions into one office.

Records Description:

Records chronicling the planning of audits and risk assessment information are the Internal Audit Planning Records. Records detailing an actual departmental audit and responses to those audits are the Internal Audit Records. Detailing the DHS audit processes and issues as discussed in the Audit Committee are the Audit Committee Records.

Below is a record series list designating their retention:

012 Internal Audit Planning Records - Retain 5 years, destroy.

013 Internal Audit Records - Retain worksheets and final copy of internal audits 10 years, destroy. Retain audit response preparation records 3 years, destroy.

014 Audit Committee Records - Retain minutes 10 years, destroy. Retain all other records 3 years, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Correspondence, Policy and Procedure Guidelines and Manuals Records, Professional Membership Records (Administrative Records - OAR 166-300-0015); and Audit Reports (Financial Records - OAR 166-300-0025).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Program: Central Services

Program Description:

The Central Services Program involves a variety of administrative and central building management services to all tenants of the Department of Human Services building. Services include mailroom, supply management, copy machine management, vehicle scheduling and management, reception, conference room scheduling, internal space planning and rearranging, building security (including key card control and central telephone system maintenance) and the coordination of building maintenance problem solving. This program has also recently assumed duties for the over 200 DHS branch offices statewide.

Records Description:

Documenting complaints about indoor air quality at the DHS building are the Indoor Air Quality Complaint Records. Tracking the disbursement of keys and key cards to employees are the Key and Key Card Master Records.

Below is a record series list designating their retention:

015 Indoor Air Quality Complaint Records - Retain 3 years, destroy.

016 Key and Key Card Master Records

Retain until key or key card is returned, destroy.

In addition, the following records may be found in the State Agency General Records Retention Schedule: Correspondence, Leases, Policy and Procedure Guidelines and Manuals, Scheduling Records, Security Records and Telephone Logs (Administrative Records - OAR 166-300-0015); Building Records, Equipment Maintenance Records, Fixed Asset Inventory Reports, Hazardous Substance Employer Survey Records, Master Material Safety Data Records and Work Orders (Facilities/Property Records — OAR 166-300-0020); Budget Preparation Records, Competitive Bid Records and Purchasing Records (Financial Records — OAR 166-300-0025); Emergency Response Plans and Procedures, Incident Reports, and Safety Compliance and Inspection Records (Risk Management Records — OAR 166-300-0045).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Program: Communications Group

Program Description:

The Communications Group prepares materials for internal and external clients of the Department of Human Services (DHS) as well as the news media to effectively convey information about the programs, mission, and scope of DHS. The Communications Group is responsible for the production and distribution of news and informational materials for DHS programs and community projects including the following: internal and external newsletters; fact sheets; educational materials; and maps. Additionally, this section plans public meetings and events as well as developing and maintaining the Department web site.

Records Description:

Information released to external sources about DHS programs and the issues faced by those programs are the DHS Mission Brochures, Newsletters, Radio News Line Scripts, DHS Progress Reports, and the Weekly Message from the Director. Records documenting the work performed by the Communications Group for DHS clients are the Project Records. Records documenting the functions and focus of DHS program areas are the Fact Sheet Records. Records documenting media releases written by interested parties on behalf of DHS and presented by DHS are the Guest Opinion Records. Tracking media carriage of DHS supplied information are the Media Tracking Reports. Disseminating information within DHS are the Newsletters and Weekly Message from the Director. Visually chronicling DHS offices, programs, and personnel are the Photo File Records. Tracking public meetings held by DHS Divisions by date, location, and issue are the Public Meeting Records.

Below is a record series list designating their retention:

017 DHS Mission Brochures - Retain one copy 20 years, destroy.

018 Newsletters, August 1993 - [ongoing] - Retain one copy of August 1993 to November of 1997 newsletters permanently, transfer to State Archives. Retain one copy of external newsletters permanently, transfer to State Archives after 1 year. Retain internal newsletters 50 years, destroy.

019 Radio News Line Scripts - Retain 3 years, destroy.

020 Weekly Message from the Director, 1997 - [ongoing] - Retain permanently, transfer to the State Archives after 1 year.

021 DHS Progress Reports, 1998 - [ongoing] - Retain permanently, transfer to State Archives after 5 years.

022 Project Records - Retain 4 years, destroy.

023 Fact Sheet Records - Retain until superceded, destroy.

024 Guest Opinion Records - Retain 10 years, destroy.

025 Media Tracking Reports - Retain until superceded, destroy.

026 Photo File Records, 1988 - [ongoing] - Retain permanently, transfer to State Archives after 15 years.

027 Public Meeting Records - Retain 4 years, destroy

In addition, the following records may be found in the State Agency General Records Retention Schedule: Correspondence, Publication Preparation Materials, Press Releases, Mailing Lists (Administrative Records - OAR 166-300-0015).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Program: Dispute Resolution

Program Description:

Department of Human Services (DHS) Dispute Resolution Program's mission is to settle DHS disputes in a manner that is faster, less expensive, and more satisfactory to all parties involved. The Dispute Resolution program has two facets, both of which operate under ORS 183.502. That statute provides that dispute resolution processes may be used in rulemaking proceedings, contested case proceedings, judicial proceedings in which the agency is a party, and any other decision-making process in which conflicts may arise.

The first facet of the program is Public Policy Dispute Resolution Program which is part of a collaborative initiative involving the Department of Justice (DOJ) , Department of Administrative Services (DAS), and the Oregon Dispute Resolution Council (ORDC) to promote the use of collaborative processes to reach agreement in matters of public policy. The DHS Dispute Resolution Office fulfills this function for all DHS Divisions, programs, selected advisory committees (the 'Human Services cluster') and other agencies related to Human Services. The second facet is the dispute resolution function for the Children's Ombudsman Office who deals with cases regarding child sexual abuse.

With both types of disputes the Dispute Resolution staff identify the key disputants, define the issues and, if appropriate, engage an impartial mediator. The program staff also provide guidance, technical assistance, training, design and recommendations about collaborative processes as well.

Records Description:

Records documenting individual cases from point of first contact to final resolution are Dispute Resolution Case Files and the CASE INFORMATION database. Records reporting information about public policy issues affecting the Human Services cluster of the Public Policy Dispute Program to the Department of Justice are the Public Policy Monthly Issue Reports. Records used to educate potential clients and DHS staff about the scope and services of the Dispute Resolution Program are Program Outreach Materials. Records chronicling the issues brought before the Dispute Resolution Advisory Group and any recommendations made by the Group are the Dispute Resolution Advisory Group Records.

Below is a record series list designating their retention:

028 Dispute Resolution Case Files - Retain 5 years after final disposition, destroy.Some information may be restricted from public disclosure as authorized by ORS 192.501 (1) and/or ORS 417.815, for life of the records.

029 Public Policy Monthly Issue Reports - Retain 5 years, destroy.

030 Dispute Resolution Program Outreach Materials - Retain 1 copy 10 years, destroy.

031 Dispute Resolution Advisory Group Records - Retain minutes 10 years, destroy. Retain all other records 5 years, destroy.

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


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Program: Diversity Development

Program Description:

The Diversity Development program of the Department of Human Services (DHS) has the responsibility of ensuring that all DHS Divisions and DHS Director's Office maintain an environment that promotes effective, non-discriminatory, cross cultural communication and action between diverse workgroups.

This program reports to the Director's Office on DHS policies and practices regarding Affirmative Action, the federal Americans with Disabilities Act (ADA) and cultural diversity. The program reviews all Affirmative Action complaints and investigations from the Personnel program area (see separate schedule), and may contribute investigational or intervention input as is deemed necessary.

Additionally, this program trains managers and workgroups about cultural competency, accessibility and effective communication skills as well as other topics as needed. Interventions may also occur in workgroups that are not effectively functioning due to a culturally based issue.

Records Description:

Below is a record series list designating their retention:

The following records may be found in the State Agency General Records Retention Schedule: Correspondence, Policy Development Records, and Training Records (Administrative Records - OAR 166-300-0015).


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Section: Governor's Advocacy and Children's Ombudsman Office

Program Description:

The Governor's Advocacy and Children's Ombudsman Office was formed in 1993 to provide access for citizens who have concerns, questions, or suggestions about the Department of Human Services or it's Divisions. These concerns can include, but are not limited to, child and elder abuse, access to health and dental programs, homelessness, personal or family crisis, drug and alcohol treatment, mental health programs, and services for the developmentally disabled. The Children's Ombudsman is mandated under ORS 417.

The office provides citizens with direction and information about additional state or local resources available to them. The staff reviews policies and procedures for the DHS Divisions, programs and services to ensure that the citizen has been provided the appropriate access and information. If an area of concern is identified, this office may make recommendations to the DHS Director or Divison management to improve or change the Division's role to provide better access or service. Additionally, this office prepares reports for the DHS Divisions regarding contacts that were made concerning each Division.

Records Description:

Processing incoming contact telephone calls, emails and letters about DHS programs are the Intake Report Records, GAO INTAKE database, and the TELELOG telephone log database. Tracking all contacts to this office by DHS Division or topic area are the Division Report Records. Annually documenting the number of intake reports filed for each DHS division are the Annual Division Report Records.

Below is a record series list designating their retention:

032 Intake Report Records - Retain telephone messages and notes until entered into GAO INTAKE database and verified, destroy. Retain non-threatening complaint letters and non-threatening verified reports for 7 years, destroy. Retain threatening complaint letters and threatening verified reports 15 years, destroy. Some information may be restricted from public disclosure as authorized by ORS 409.225 and ORS 192.496.

033 Division Report Records - Retain reports 7 years, destroy.

034 Annual Division Report Records - Retain one copy 10 years, destroy.

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


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Program: Director of Legislation and Intergovernmental Relations

Program Description:

The function of the Director of Legislation and Intergovernmental Relations is to write and approve proposed legislation from the Department of Human Services (DHS) Divisions. This area also tracks the progress of legislation during the legislative session, researches potential and current issues/policies, as well as lobbies for pending legislation affecting the Department or it's programs. Special issue research may be done by this area at the request of the DHS Director or Deputy Director.

Records Description:

Records tracking the background and development of a given issue that has come before the Legislative Assembly are the Issue Research Files. Records documenting the background information and motivation behind an issue that has been pre-session filed by the Department with the Legislative Assembly are the Legislative Concept and Current Bill Records. Tracking legislative progress during session is the DHS LEGISLATIVE BILL TRACKING Database Records.

Below is a record series list designating their retention:

035 Issue Research Files - Retain 10 years after issue last heard, destroy.

036 Legislative Concept and Current Bill Records - Retain current and previous Legislative sessions, destroy.Some information may be restricted from public disclosure as authorized by ORS 192.502 (1), for life of the records.

037 Legislative Tracking Data - Retain 5 years, destroy.

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


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Director's Office
Section: Local Government Advisory Committee

Program Description:

Providing information about local program needs and the response to Department of Human Services (DHS) programs and services is the Local Government Advisory Committee (LGAC). The Local Government Advisory Committee consists of county commissioners, the DHS Director, pertinent organizational representatives, and county human services administrators (currently at 20 members) that meet on a monthly basis. The Committee is chaired by a county commissioner who is appointed on an annual basis.

Records Description:

Records documenting the issues and resulting advice from the Local Government Advisory Committee to the Department are the Local Government Advisory Committee Records.

Below is a record series list designating their retention:

038 Local Government Advisory Committee Records, 1992 - [ongoing] - Retain minutes permanently, transfer to State Archives after 10 years. Retain all other materials 10 years, destroy.

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


Organizational Placement:

Agency: Department of Human Services (DHS)
Division: Office of the Director
Program: Tribal Relations Liaison

Program Description:

The Tribal Relations Liaison serves as the Department of Human Services' (DHS) primary point of contact with the state's nine federally recognized tribes. This program is responsible for coordinating the programs and activities of DHS to assure that the relationships between the Department and the tribes are built on trust, mutual respect, and the understanding that the relationship is at a government to government level. This program advises the Director's Office and a resource to DHS as a whole on tribal issues and general tribal knowledge.

Records Description:

Records chronicling the creation of the DHS Quarterly Tribal Meeting agendas are the DHS Quarterly Tribal Meeting Records.

Below is a record series list designating their retention:

039 DHS Quarterly Tribal Meeting Records - Retain 5 years, destroy.

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



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