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Oregon Youth Authority - Records Retention Schedule


 Records Retention Schedule: 97-0014

Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of Business Services
Program: Accounting Services Section

Program Description:

The Accounting Services Program of the Oregon Youth Authority processes all claims submitted, maintains accounting records, prepares the payroll for submission to the Department of Administrative Services, processes collections and trust transactions, and implements the agency cost allocation plan.

Records Description:

Records documenting the claims submitted for clients are found in the Client Trust Fund Records. The documentation of the agency cost allocation plan is found in the Agency Cost Allocation Records.

Below is a record series list designating their retention:

0001 Agency Cost Allocation Records - Retain 4 years, destroy.

0002 Client Trust Fund Records - Retain 4 years after client separation, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of Business Services
Program: Administration

Program Description:

The Administrative Program of the Office of Business Services directs the overall fiscal, computer services, personnel, and business management of the Oregon Youth Authority. It has a central role in the fiscal oversight of the agency, the development of the agency budget, and the provision of administrative policies. The program is also responsible for the management of the expunction and sealing of records regarding individual clients when ordered by the courts.

Records Description:

Records documenting the expunction and sealing process are found in the Sealed Records.

Below is a record series list designating their retention:

0003 Sealed Records - Expunction order and compliance list, retain 12 years, destroy. Other records, retain 75 years, destroy. The records are exempt from public disclosure as authorized by ORS 419.A 260, for the life of the records.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of Business Services
Program: Budgets and Contracts Section

Program Description:

The Budgets and Contracts Program of the Oregon Youth Authority prepares the agency budget; assists in the purchase of all commodities, real property leases, and services; and assures compliance with state and federal regulation in competitive contractor selection and contracting. The program also maintains the original file for most agency contracts, enters the contract payment data, and monitors and maintains the contraction insurance information on contractor budget.

Records Description:

Below is a record series list designating their retention:

The following records can be found in the State Agency General Records Retention Schedule:

Administrative records and contracts (Administrative Records - 166-300-0015) and budgets (Financial Records - 166-300-0025).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of Business Services
Program: Employee Services

Program Description:

The Employee Services Program of the Oregon Youth Authority administers all agency personnel matters. The program handles recruitment, affirmative action and equal employment opportunity programs. It contributes to the training and staff development for agency employees and manages agency efforts to reduce workers' compensation costs.

Records Description:

Below is a record series list designating their retention:

The following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015), Payroll records (166-300-0035); and Personnel records (166-300-0040).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of Business Services
Program: Information Systems

Program Description:

The Information Systems Program of the Oregon Youth Authority designs, develops, and maintains information systems required to support the agency's operational and management requirements. The program also develops the reporting programs for the agency databases. Additionally, it has a role in developing the Juvenile Justice Information System database.

Records Description:

Records documenting the design of the Juvenile Justice Information System are found in the Juvenile Justice Information System Planning Records and the Juvenile Justice Information System Planning Steering Committee Minutes. Records documenting the support role of information systems are found in the State Agency General Schedule.

Below is a record series list designating their retention:

0004 Juvenile Justice Information System Planning Records - Retain for life of system, destroy.

0005 Juvenile Justice Information System Planning Steering Committee Minutes - Retain 4 years after system implementation, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015) and Information and Records Management records (166-300-0030).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of Program Development and Evaluation
Program: Program Development and Evaluation

Program Description:

The Oregon Youth Authority's Program Development and Evaluation Program directs overall planning for community youth offender facilities and programs. It sets standards for staffing and services in the programs, develops the classification system for youth offenders, and makes population projections to aid the siting of youth facilities. Additionally, the program collects data to evaluate performance of community programs and reports to the Legislative Assembly. The 1995 Senate Bill 1 requires that OYA report on recidivism among youth offenders.

Records Description:

Records documenting the development of Oregon Youth Authority programs are found in the Program Development Records. Those records documenting the evaluation of the agency's programs include the Oregon Benchmark Statistical Worksheets, Program Evaluation Records, and the 1995 Senate Bill 1 Recidivism Reports.

Below is a record series list designating their retention:

0006 Oregon Benchmark Statistical Worksheets - Retain 3 years, destroy.

0007 Program Development Records - Retain 15 years, destroy.

0008 Program Evaluation Records - Working files, retain 2 years, destroy. Final Reports, retain 5 years, destroy.

0009 1995 Senate Bill 1 Recidivism Reports - Retain 10 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of Program Development and Evaluation
Program: Training Academy

Program Description:

The Oregon Youth Authority's Training Academy researches and develops curriculum for staff training. Training is provided on current juvenile corrections approaches practiced in Oregon and other states and on current and new technologies. The program also offers training to government personnel, state and local, as well as Oregon Youth Authority agents and foster parents.

Records Description:

Records documenting the provision of training are found in the State Agency General Schedule.

Below is a record series list designating their retention:

0010 Training Curriculum - Retain 5 years, destroy

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Administration
Unit: Office of the Director

Program Description:

The Oregon Youth Authority's Office of the Director provides overall leadership, direction, and management for the agency. The Office of the Director is also responsible for retaining the minutes of the Advisory Juvenile Corrections Council and is responsible for reporting to the Legislative Assembly on deaths that occurred in the institutions run by the agency.

Records Description:

Records documenting the actions of associated boards are found in the Advisory Juvenile Corrections Council Minutes. The reports of deaths in the institutions are found in the Institutional Death Reports.

Below is a record series list designating their retention:

0011 Advisory Juvenile Corrections Council Minutes (1988-ongoing) - Retain permanently, transfer to State Archives after 6 years.

0012 Institutional Death Reports - Retain 3 years, destroy.


Organizational Placement:

Agency: Oregon Youth Authority
Division: Community Programs
Unit: Community Resources
Program: Flexible Services

Program Description:

The Flexible Services Program of the Oregon Youth Authority provides individualized social services to client youths. Services include counseling, education, and youth supervision. These social services may be provided through outside private contractors or intergovernmental contracts for individualized treatment programs. The program is jointly administered with county juvenile departments.

Records Description:

Records documenting the provision of services to youths are found in the Client Files.

Below is a record series list designating their retention:

0013 Client Files - Retain 5 years, destroy. The records are exempt from public disclosure as authorized by ORS 419.A 255, for the life of the records.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Community Programs
Unit: Community Resources
Program: Oversight of Residential Treatment

Program Description:

The Oversight of Residential Treatment Program for the Oregon Youth Authority oversees the provision of 24-hour per day residential services to delinquent and behaviorally disturbed youth. The program focuses on accountability, skill building, and community protection. The goal is to re-integrate the youth into the community and, where appropriate, family life. The program oversees the development of resource contracting, monitoring, and the evaluation of the programs. It also serves as a point of contact for residential program referrals by OYA field employees.

Records Description:

Records documenting the development of programs and their implementation are found in the Residential Program Records. Records documenting the evaluation process are found in the Program Evaluation Records

Below is a record series list designating their retention:

0014 Program Evaluation Records - Retain 5 years, destroy.

0015 Residential Program Records - Retain 6 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Community Programs
Unit: Community Resources
Program: Special/Target Youth Program

Program Description:

The Special/Target Youth Program of the Oregon Youth Authority provides highly individualized social services to youth not currently served by the regular Resources array. Agency personnel or private outside contractors may provide services. The services provided may include mental and social counseling, education, and youth supervision by case officers. The program focuses on those in extreme need or in high-risk situations due to mental or social problems.

Records Description:

Records documenting the provision of services are found in the Special/Target Client Files.

Below is a record series list designating their retention:

0016 Special/Target Client Files - Retain 5 years after closure, destroy. The records are exempt from public disclosure as authorized by ORS 419.A 255 for the life of the records.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Community Programs
Unit: County Diversion

Program Description:

The County Diversion Unit of the Oregon Youth Authority funds the development and operation of community-based alternatives to state youth correctional facility commitment. These alternatives may include intensive supervision of the youth by a local government case officer, counseling, detention alternatives such as community service, or educational programs.

Records Description:

Records documenting the development and operation of community programs are found in the County Diversion Records.

Below is a series list designating their retentions:

0017 County Diversion Records - Retain 6 years, destroy.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Community Programs
Unit: Foster Home Certification

Program Description:

The Foster Home Certification Unit of the Oregon Youth Authority certifies foster homes to care for youth offenders. The unit certifies the physical structure of the home, the social environment of the home, and the ability of the perspective foster caregiver to provide care and supervision. The unit prepares a family narrative and a law enforcement check. The unit also receives reports from parole and probation officers on the home. Finally, the unit conducts an annual re-certification of the home.

Records Description:

Records documenting the certification of foster homes are found in the Foster Home Certification Records. Records include reports on the structure, finances, and members of the household. The legal status of the care providers is documented through the Law Enforcement Data System History Checks.

Below is a series list designating their retentions:

0018 Foster Home Certification Records - Retain 7 years after home closure, destroy.

0019 Law Enforcement Data System History Checks - Retain until Superseded, destroy. The records are exempt from public disclosure as authorized by ORS 181.730 for the life of the records.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).


Organizational Placement:

Agency: Oregon Youth Authority
Division: Community Programs
Unit: Parole and Probation

Program Description:

The Parole and Probation Unit provides case management, including supervision and coordination of individual treatment plans for delinquent youth. Unit staff recruits and develops out-of-home resources such as foster homes, as well as support services for youth that cannot remain in their own homes. Parole and probation officers provide a resource and communications link between the youth and the family during placement in substitute care and youth correctional facilities. The unit also provides sex offender treatment to youth following their release from close custody.

Records Description:

Records documenting the provision of services, the development of treatment plans, the work with the families of offenders, and other support services to offenders are found in the Youth Case Records.

Below is a series list designating their retentions:

0020 Youth Case Records - Retain 75 years after separation from juvenile system, destroy. The records are exempt from public disclosure as authorized by ORS 419.A 255, for the life of the records.

In addition, the following records can be found in the State Agency General Records Retention Schedule:

Administrative records (166-300-0015).



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