Navigation Bar


Department of Human Services, Health Services - Public Health

Records Retention Schedule


Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Assistant Director for Health Services

 

 

Program Description:

The Assistant Director for Health Services is responsible for management oversight of all Health Services programs and for linking them to other parts of the Department of Human Services (DHS). Major duties focus on planning, policy development, and budget management. Health Services is comprised of public health programs, medical assistance programs, mental health and addiction services, and the state’s psychiatric institutions -- Oregon State Hospital (OSH) and Eastern Oregon Psychiatric Center (EOPC). (The Eastern Oregon Training Center (EOTC) is co-located with EOPC but is organizationally part of the Seniors and People with Disabilities division of DHS.)

 

The Assistant Director for Health Services Section coordinates the "Governing Body" for OSH and EOPC. In part, the Governing Body works through the Governing Body/Quality Improvement Committee. The committee receives reports of quality improvement from each hospital on patient quality of life issues, discusses issues, and recommends policies to the Governing Body. Members of the committee include executives from the Office of Mental Health and Addiction Services, OSH, and EOPC. Governing Body oversight and participation is a requirement for institution accreditation under the Federal Center for Medicare/ Medicaid Services.

 

In addition, the Section coordinates with state and local agencies and other parties having interests in health issues. Support staff provide staff support to the Governing Body/Quality Improvement Committee and executive staff meetings. Support staff also track correspondence and monitor assignments to staff.

 

Records Description:

Program Records

001  Correspondence Log

Retain 5 years, destroy

002  Facility Disposition Studies and Reports

Retain 20 years, destroy

003  Governing Body/Quality Improvement Committee Records

Retain permanently, transfer to State Archives after 20 years

004  Health Services Executive Staff Meeting Minutes

Retain 5 years, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Payroll Records (OAR 166-300-0035)

Employee Payroll Records

Employee Time Records

Personnel Records (OAR 166-300-0040)

Employee Personnel Records

Recruitment and Selection Records

 

Database Records

None

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Assistant Director for Health Services

Unit: Intergovernmental Relations Liaison

 

 

Program Description:

The Intergovernmental Relations Liaison Unit is Health Services' primary link to outside parties, including the media, state and federal legislators, constituent groups, and the public. The Unit consults with Health Services management and staff to coordinate and shape public health messages, screens them for appropriateness, and responds to public information requests. It also coordinates Health Services legislative activity and helps staff develop legislative concepts, bills, and testimony.

 

Records Description:

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

Legislative Tracking Records

Lobbyist Records

Press Releases

 

Database Records

DAS systems:

LINUS

 
 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Assistant Director for Health Services

Unit: Multicultural Health

 

 

Program Description:

Multicultural Health plays a leadership role in helping Health Services focus attention on communities of color, tribal governments, and other cultural groups. The Unit's objective is to improve the health status of under-served and under-represented populations. It provides knowledge, resources, training, and technical assistance to Health Services management and staff. It acts as a liaison between state agencies, county health departments, service providers, community-based coalitions, and other organizations.

 

Multicultural Health also provides staff support for the Governor's Task Force on Racial and Ethnic Health. It administers various cooperative efforts such as the Professional and Managerial Internships in State Employment (PROMISE) program for minority college students. It works with various ad-hoc advisory groups that deal with multicultural health matters and provides staff support to the Oregon Health Care Interpreters Council. The Council develops education and qualification standards for individuals who provide language interpretation for persons with limited English proficiency. Multicultural Health also performs or coordinates special projects to address health disparity issues affecting minorities.

 

In addition, Multicultural Health produces publications such as the Multicultural Health Electronic Newsletter and the statewide Diversity Events Calendar covering programs, services, research, funding, and training and employment opportunities.

 

Records Description:

Program Records

005  Governor's Task Force on Racial and Ethnic Health Records

(a) Retain minutes and reports permanently, transfer to State Archives after 20 years

(b) Retain all other records 2 years, destroy

006  Multicultural Health Advisory Committee Meeting Records

Retain 5 years, destroy

007  Multicultural Health Project Records

Retain 2 years, destroy

008  Oregon Health Care Interpreters Council Records

(a) Retain meeting records 5 years, destroy

(b) Retain all other records 2 years, destroy

009  PROMISE Internship Records

Retain 5 years, destroy

010  Publications

Retain until superseded or expired, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Calendar and Scheduling Records

Conference, Seminar, and Training Program Records

Correspondence

Mailing Lists

Publication Preparation Records

Staff Meeting Records

Personnel Records (OAR 166-300-0040)

Employee Personnel Records

Recruitment and Selection Records

 

Database Records

None

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency: Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Assistant Director for Health Services

Unit: Program Operations

 

 

Program Description:

Program Operations supports Health Services in the areas of budget preparation, fiscal analysis, business analysis, and risk management. Program Operations works with all units in Health Services to ensure effective use of business and fiscal resources. It coordinates operational and fiscal policies and procedures within Health Services, the Department of Human Services (DHS), the Department of Administrative Services (DAS), and other federal, state, and local agencies. Program Operations facilitates budget preparation, prepares fiscal impact statements, coordinates the Emergency Board preparation process between Health Services and DHS fiscal staff, and provides grant management support.

 

The Unit also provides technical assistance to Health Services in the area of information technology goals and projects. It helps integrate technology efforts such as web-based projects and HIPAA coordination. In addition, Program Operations provides safety and risk management support to Health Services. It coordinates the agency safety program and processes insurance fund claims and on-the-job injury and illness claims.

 

Records Description:

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Agency Organizational Records

Business Plan Records

Correspondence

Legislative Tracking Records

Financial Records (OAR 166-300-0025)

Budget Preparation Records

Correspondence, Fiscal

Emergency Board Request Records

Grant Records

Information and Records Management Records (OAR 166-300-0030)

Information System Planning and Development Records

Payroll Records (OAR 166-300-0035)

Employee Payroll Records

Employee Time Records

Personnel Records (OAR 166-300-0040)

Employee Personnel Records

Recruitment and Selection Records

Risk Management Records (OAR 166-300-0045)

Emergency Response Plans and Procedures

Incident Reports

Insurance Fund Claim Records

Occupational Injury and Illness Records

Safety Program Records

State Accident Insurance Fund (SAIF) Claim Records

 

Database Records

Agency databases:

None

DAS systems:

Agency Fee Database

LINUS

OSPA

ORBITS

PPDB

PICS

SFMA

 


FACTS | STATE | LOCAL | NATIONAL | CULTURAL | EDUCATION | KIDS | SEARCH | HOME
Topics | Index | Executive | Legislative | Judicial | Elections | Govt Finance | Constitution

About | FAQ | Help | Report changes