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Department of Human Services, Health Services - Public Health Records Retention Schedule |
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Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Acute and Communicable Disease Prevention
Program Description: The Acute and Communicable Disease Prevention Unit's mission is to prevent and control the spread of infectious diseases in Oregon. The Unit tracks communicable diseases and investigates disease outbreaks. It advises local health departments on outbreak investigations and on disease identification, reporting, and prevention. It also gives guidance to local health departments and others regarding infectious waste disposal methods.
The Unit collects and analyzes data on reportable communicable diseases and makes information available to local health departments, providers, policy makers, and the public. The Unit surveys clinical laboratories regarding practices that affect interpretation of surveillance data and helps coordinate the transfer of appropriate specimens and bacterial isolates from Oregon laboratories to the Centers for Disease Control or other laboratories. It also publishes articles and informational materials for health and science professionals and the public.
In addition, the Acute and Communicable Disease Prevention Unit provides information to county health departments, providers, and the media about agents of bioterrorism and helps develop bioterrorism preparedness and response strategies.
Records Description: Program Records 055 Annual Communicable Disease Surveillance Summary Reports Retain 1 copy permanently, transfer to State Archives after 20 years 056 Communicable Disease Case Reports (a) Retain database data 100 years, destroy (b) Retain report forms 5 years, destroy 057 Communicable Disease Outbreak Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain database data 100 years, destroy (c) Retain raw data and data tables 1 year, destroy 058 Current Disease Summary Reports "Yellow Rag" (a) Retain 1 copy permanently, transfer to State Archives after 20 years (b) Retain database data 100 years, destroy 059 Infectious Waste Disposal Method Approval Records Retain until superseded or obsolete, destroy 060 Legal Correspondence Retain 5 years, destroy 061 Publications Retain until superseded or obsolete, destroy 062 Survey and Study Records (a) Retain database data and final reports 100 years, destroy (b) Retain raw data and data tables 5 years, destroy 063 Unexplained Death and Critical Illness Case Reports (a) Retain database data and final reports 100 years, destroy (b) Retain raw data and data tables 5 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Financial Records (OAR 166-300-0025) Grant 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
Database Records ABCs Outbreaks Reportable Disease Case Database Unexplained and Critical Illness Database
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Environmental and Occupational Epidemiology
Program Description: The Environmental and Occupational Epidemiology Unit works to reduce and/or prevent occupational injuries, illnesses, and conditions caused by exposure to hazardous substances. The Unit gathers surveillance information from numerous sources, including Superfund activities, and investigates to determine causes and risk factors for their occurrence. It collaborates with other agencies and organizations to develop intervention strategies based on surveillance data. The Unit provides consultation and education to private sector business such as workers' compensation insurance companies, health care organizations, government agencies, and the public regarding prevention of occupational and environmental injuries and illnesses.
Environmental and Occupational Epidemiology also provides staff support to the multi-agency Pesticide Analytical and Response Center (PARC) Board and distributes publications such as Annual Pesticide Analytical and Response Center Reports, Environmental and Occupational Epidemiology Newsletters, and periodic special reports and studies.
Records Description: Program Records 064 Annual Pesticide Analytical and Response Center (PARC) Reports Retain permanently, transfer 1 copy to State Archives after 20 years 065 Blood-Lead Test Results Records Retain 25 years, destroy 066 Environmental and Occupational Epidemiology Newsletters Retain 25 years, destroy 067 Environmental and Occupational Epidemiology Program Reports Retain permanently, transfer 1 copy to State Archives after 20 years 068 Environmental and Occupational Epidemiology Special Studies Records Retain permanently, transfer 1 copy to State Archives 20 years after closed 069 Hazardous Substances Emergency Event Surveillance (HSEES) Retain permanently, transfer 1 copy to State Archives 20 years after closed 070 Occupational Disease Surveillance Reports Retain permanently, transfer 1 copy to State Archives after 20 years 071 Pesticide Case Records 072 Superfund Health Information and Education (SHINE) Site Records Retain permanently, transfer 1 copy to State Archives after 20 years
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 Medical Records Employee Personnel Records Recruitment and Selection Records
Database Records Agency databases: ABLES LEADPOISON PEST-TRACK OCLPPP-STELLAR Non-agency databases: HSEES OCLPPP SHINE SPIDER
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Injury Prevention
Program Description: The Injury Prevention Unit identifies, monitors, and seeks to control factors that threaten the health of Oregonians in order to reduce the economic, social, and personal burden of injuries. The Unit examines data describing injuries in Oregon to identify prevention strategies and provides education, technical assistance, and information on injury topics to agencies and the public. The Unit also produces reports and informational publications about injury prevention. The three major areas of emphasis are child fatalities, intimate partner violence, and violent deaths due to homicide, suicide, firearms, and legal interventions. In addition, the Unit trains local health department staff as certified child safety seat technicians and provides support to develop local capacity to conduct safety seat clinics and distribute safety seats.
Records Description: Program Records 073 Child Fatality Review System Records (a) Retain database data and final reports 50 years, destroy (b) Retain raw data and data tables 5 years, destroy 074 Injury Prevention and Control State Plans Retain 10 years, destroy 075 Intimate Partner Violence Advisory Committee Records (a) Retain minutes and reports 10 years, destroy (b) Retain all other records 2 years, destroy 076 Intimate Partner Violence Surveillance System Records (a) Retain database data and final reports 50 years, destroy (b) Retain raw data and data tables 5 years, destroy 077 Publications Retain until superseded or obsolete destroy 078 Safety Seat Technician Training Records Retain 5 years, destroy 079 State Child Fatality Review Team Records Retain 10 years, destroy 080 Violent Death Reporting System Records (a) Retain database data and final reports 50 years, destroy (b) Retain raw data and data tables 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 Agency databases: Child Fatality Review Information System Intimate Partner Violence Surveillance System Violent Death Reporting System, BRFSS [Center for Health Statistics] YRBS [Center for Health Statistics] Non-agency databases: Hospital Discharge Data
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Administration
Program Description: The purpose of the Health Promotion and Chronic Disease Prevention Administration and each of the Unit's programs, are four-fold: Form and maintain partnerships with key stakeholders in the public and private sectors; gather and analyze data, disseminate information, and produce reports about the public health aspects of chronic diseases in Oregon; develop best practices and fund interventions in communities to decrease the burden of risk factors and chronic diseases; and promote clinical preventive services and tracking systems in medical clinics and health systems. Administration facilitates, integrates, and monitors these interrelated cross-program functions. Administration also produces media events, billboard, radio and television messages, and publishes news and public service articles, pamphlets, newsletters, booklets, and reports.
Records Description: Program Records 081 Health Promotion and Chronic Disease Prevention Program Monitoring and Evaluation Reports (a) Retain 1 hardcopy of final reports permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy 082 Health Promotion and Chronic Disease Prevention State Plans and Coalition Records (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain meeting records 2 years, destroy 083 Publications (a) Retain 1 copy of Keeping Oregonians Healthy: An Assessment of Leading Causes of Death and Related Behaviors in Oregon permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy (d) Retain all other publications until superseded or obsolete, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Financial Records (OAR 166-300-0025) Grant 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
Database Records Agency databases: OSCaR [Cancer Registry] Vital Stats Databases [Center for Health Statistics] Non-agency databases: Hospital Discharge Data NW Renal Net Data OHP [OMAP]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Arthritis
Program Description: The Arthritis Program exists to help reduce the impact of arthritis in Oregon. The Arthritis Program gathers and analyzes data, disseminates information, and produces reports about the public health aspects of arthritis in Oregon. The Program staffed the Oregon Arthritis Advisory Council during its production of the Oregon Arthritis Action Plan and currently staffs the Oregon Arthritis Coalition.
Records Description: Program Records 084 Advisory Group and Coalition Records (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain meeting records 2 years, destroy 085 Arthritis Program Monitoring and Evaluation Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy 086 Arthritis State Plans Retain 1 copy of final products permanently, transfer to State Archives after 20 years 087 Publications Retain until superseded or obsolete, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records Agency databases: Vital Stats Databases [Center for Health Statistics] Non-agency databases: HEDIS (NCQA) Hospital Discharge Data NW Renal Net Data OHP (OMAP]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Asthma
Program Description: The Asthma Program works with public and private partners to ensure that all Oregonians with asthma receive optimal medical care and to ensure that people with asthma have the information and skills they need to manage their disease. The Program gathers and analyzes data, disseminates information and reports about the public health aspects of asthma in Oregon.
The Asthma Program brings together coalitions of people and organizations concerned about asthma in Oregon. It coordinates the Oregon Asthma Network, a statewide coalition made up of health care providers, government agencies, and others who are concerned about the disease. The network helps organizations and people concerned about asthma to understand, prevent, and control asthma. The Program convened the Improving Asthma Care Workgroup consisting of representatives of health care providers, community organizations, people with asthma, and others to develop the Guide to Improving Asthma Care in Oregon. The Program also coordinates a collaborative effort with community partners, called the Asthma Data Workgroup. This group is identifying and analyzing data sources, data needs, and data gaps. The Program also publishes pamphlets, newsletters, booklets, and reports. Records Description: Program Records 088 Asthma Program Monitoring and Evaluation Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy 089 Asthma State Plans and Coalition Records (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain meeting records 2 years, destroy 090 Publications Retain until superseded or obsolete, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records Agency databases: Vital Stats Databases [Center for Health Statistics] Non-agency databases: Hospital Discharge Data
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Breast and Cervical Cancer Program
Program Description: The Breast and Cervical Cancer Program is exists to reduce mortality from breast and cervical cancer through early detection. It gathers and analyzes data, disseminates information, and produces reports about the public health aspects of breast and cervical cancer in Oregon. The Program is implemented through local health departments, tribes, health care providers, and community partners serving Oregon's medically under-served populations. The Program receives information from local health departments about low-income women screened for breast and cervical cancer and referred to health care providers for diagnosis and treatment. Cases are monitored through the first course of treatment. The Program also produces media events, billboard, radio and television messages, and publishes news and public service articles and newsletters, booklets, and reports.
Records Description: Program Records 091 Breast and Cervical Cancer Annual Work Plans Retain 5 years, destroy 092 Breast and Cervical Cancer Client Records (a) Retain database records 50 years, destroy (b Retain source documents 4 years after last activity, destroy (c) Retain research permission forms 1 year after entered and verified, destroy 093 Breast and Cervical Cancer Clinical Protocols Retain until superseded or expired, destroy 094 Breast and Cervical Cancer Program Monitoring and Evaluation Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy 095 Breast and Cervical Cancer State Plans (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain meeting records 2 years, destroy 096 Publications Retain until superseded or obsolete, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records Agency databases: Vital Stats Databases [Center for Health Statistics] Non-agency databases: HEDIS (NCQA) Hospital Discharge Data NW Renal Net Data OHP [OMAP]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Cancer Registry
Program Description: The Oregon State Cancer Registry collects information about all cases of reportable cancer diagnosed in Oregon. Its purpose is to provide information to design, target, monitor, facilitate, and evaluate efforts to determine the causes or sources of cancer among residents in Oregon and to reduce the burden of cancer in Oregon. Cancer Registry collects information from hospital cancer registries, health care providers, laboratories, the U.S. Census, and other sources, including cancer registries in surrounding states. The Cancer Registry collaborates with various research institutions and other government and private agencies to gather and analyze information about cancer and to facilitate efforts to determine the causes or sources of cancer. The Cancer Registry also responds to data requests from citizens, legislators, researchers, and the media. The Program publishes an annual report as well as a quarterly newsletter, pamphlets, and various reports. These publications provide raw data and statistical analysis of developments in cancer incidence rates mortality rates.
Records Description: Program Records 097 Oregon State Cancer Registry Advisory Committee and Program Monitoring Records (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain supporting documentation for research 50 years, destroy (c) Retain meeting records and supporting documentation for progress reports and evaluations 5 years, destroy 098 Oregon State Cancer Registry Annual Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain surveys and raw data until final report finished, destroy 099 Oregon State Cancer Registry Patient Records (a) Retain database records 50 years, destroy (b) Retain source documents and correspondence until annual report compiled, destroy (c) Retain research permission forms 1 year after entered and verified, destroy 100 Publications Retain until superseded or obsolete, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Staff Meeting Minutes Publication Preparation Records
Database Records Agency databases: Rocky Mountain Cancer Data System Cluster/Requests database Vital Stats Databases [Center for Health Statistics] Non-agency databases: DMV database Hospital Discharge Data NW Renal Net Data OHP [OMAP] U.S. Census database
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Cardiovascular Health
Program Description: The Cardiovascular Health Program assesses the burden of cardiovascular disease and collaborates with partners to develop a statewide plan for promoting cardiovascular health, and identifying priority populations, and population-based strategies. The Program gathers and analyzes data, disseminates information, and produces reports about the public health aspects of heart disease and stroke in Oregon. In conjunction with other stakeholders, the Program has produced two statewide plans – one for nutrition and one for physical activity. Currently the Program is staffing three groups – The Oregon Coalition for Promoting Physical Activity, the Nutrition Council of Oregon, and the Active Community Environments group. The Program also publishes pamphlets, newsletters, booklets, and reports.
Records Description: Program Records 101 Cardiovascular Health Program Monitoring and Evaluation Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy 102 Cardiovascular Health State Plans and Coalition Records (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain meeting records 2 years, destroy 103 Publications Retain until superseded or obsolete, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records Agency databases: Vital Stats Databases [Center for Health Statistics] Non-agency databases: HEDIS [NCQA] Hospital Discharge Data NW Renal Net Data OHP [OMAP]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Diabetes Prevention and Control
Program Description: The Diabetes Prevention and Control Program exists to reduce the burden of diabetes in Oregon. The Program gathers and analyzes data, disseminates information, and produces reports about the public health aspects of diabetes in Oregon. In conjunction with other stakeholders, the Program has produced guidelines for preventive services and tests for Oregonians with diabetes. These guidelines are widely used among health care providers in Oregon to monitor and improve delivery of clinical care. The Program is staffing special committees to develop better tracking systems for use by health care providers.
Diabetes Prevention and Control develops networks to disseminate educational information to Oregonians with diabetes and their caregivers. It is currently helping four county health departments develop community-based interventions that will improve awareness about diabetes and its risk factors and complications, receipt of preventive services, and local resources for self-management. In addition, the Program is a co-sponsor the Oregon Diabetes Coalition. This Coalition published Oregon’s Action Plan for Diabetes in 1999 and sponsors an annual statewide meeting.
Records Description: Program Records 104 Diabetes Program Monitoring and Evaluation Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy 105 Diabetes State Plans and Coalition Records (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain meeting records 2 years, destroy 106 Publications (a) Retain 1 copy of Oregon’s Action Plan for Diabetes permanently, transfer to State Archives after 20 years (b) Retain all other publications until superseded or obsolete, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records Vital Stats Databases [Center for Health Statistics] Non-agency databases: HEDIS [NCQA] Hospital Discharge Data NW Renal Net Data OHP [OMAP]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Promotion and Chronic Disease Prevention Program: Tobacco Prevention and Education
Program Description: The Tobacco Prevention and Education Program exists to help people quit smoking, prevent youth and adult smoking, reduce exposure to second hand smoke, and eliminate health disparities related to tobacco use. The Program works with schools, tribes, and other community groups to develop and promote strategies to prevent smoking and other tobacco use.
The Program performs program evaluations and coordination in tobacco prevention and education. It conducts surveys about tobacco use, gathers and analyzes data, disseminates information, and produces reports about the public health aspects of tobacco use in Oregon. The Program also produces media events, billboard messages, radio and television messages, and publishes news and public service articles. It publishes pamphlets, newsletters, booklets, and reports. It also operates the Oregon Quit Line to help callers quite smoking.
Records Description: Program Records 107 Oregon Quit Line Records Retain 50 years, destroy 108 Publications (a) Retain 1 copy of Oregon Tobacco Facts permanently, transfer to State Archives after 20 years (b) Retain other publications until superseded or obsolete, destroy (c) Retain surveys and raw data until entered and verified, destroy 109 Tobacco Prevention and Education Program Biennial Reports Retain 1 copy permanently, transfer to State Archives after 20 years 110 Tobacco Prevention and Education Program Monitoring and Evaluation Reports (a) Retain 1 copy of final reports permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain surveys and other raw data until data entered and verified, destroy 111 Tobacco Prevention and Education Program State Plans and Coalition Records (a) Retain 1 copy of final products permanently, transfer to State Archives after 20 years (b) Retain electronic compilations and data tables 50 years, destroy (c) Retain meeting records 2 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records Vital Stats Databases [Center for Health Statistics] Non-agency databases: HEDIS [NCQA] Hospital Discharge Data NW Renal Net Data OHP [OMAP]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Statistics Evaluation and Research Program: Center for Health Statistics
Program Description: The Center for Health Statistics provides direct services to individuals who are born, marry, divorce, or die in Oregon. It receives, processes, issues, and changes vital records certificates and makes changes to records based on adoption reports, court-ordered name changes, affidavits from registrants, parents, funeral homes and hospitals, voluntary acknowledgment of paternity affidavits, and court and administrative orders of paternity.
The Program provides information to the public, government, and private agencies and helps people get public health data, understand it, and use it for decision-making. It maintains databases on births, deaths, marriages, divorces, fetal deaths, induced termination of pregnancies, teen pregnancies, and teen suicides. The Unit produces numerous reports and publications including Oregon Vital Statistics Annual Reports that present data on births, deaths, perinatal deaths, abortions, teen pregnancy, and adolescent suicide attempts and the Oregon Vital Statistics County Data Book that compiles vital statistics by county.
The Program also conducts surveys such as the Adult Behavior Risk Factor Surveillance System (BRFSS) and the Youth Risk Behavior Survey (YRBS). In addition, the Center for Health Statistics acts as a liaison with federal, state, and local governments regarding vital records and health statistics. It also provides training and indirect supervision for county vital statistics registrars.
Records Description Program Records 112 Birth Records (a) Retain Birth Certificates, Birth Certificate Indexes, Court Ordered Birth Registrations, Delayed Birth Certificate Filings, and Relocated Birth Records permanently, transfer to State Archives 100 years after date of birth (b) Retain Un-relocated Birth Project Records permanently, move to matching sealed files, transfer to State Archives when permanent access restriction is legally changed for pre-adoption birth records (c) Retain Oregon Sealed Birth Records and Sealed File Indexes permanently, transfer to State Archives when access restriction is legally changed (d) Retain Confidential Medical / Statistical portion of Birth Certificates until microfilmed, cut off paper portion, destroy (e) Retain Out-of-State Birth Certificates 2 years, destroy 113 Death Records (a) Retain Death Certificates, Fetal Death Certificates, and Relocated Death Records permanently, transfer to State Archives after 50 years (b) Retain Death Certificate Indexes permanently, transfer microfilm to State Archives after completion (c) Retain Confidential Medical /Statistical portion of Death Certificates until microfilmed, cut off paper portion, destroy (d) Retain Dis-inter and Re-inter Permits Log 50 years, destroy (e) Retain Monthly Death Reports: 1-15 Years of Age, 10 years, destroy (f) Retain Adolescent Suicide Attempt Reports and Out-of-State Death Certificates of Oregon Residents 2 years, destroy (h) Retain Death with Dignity Applications and associated forms until entered and verified, destroy 114 Divorce Records (a) Retain Divorce Certificates and Relocated Divorce Records permanently, transfer to State Archives after 50 years (b) Retain Divorce Certificate Indexes permanently, transfer microfilm to State Archives after completion (c) Retain Confidential Medical/Statistical portion of Divorce Certificates until microfilmed, cut off paper portion, destroy 115 Induced Termination of Pregnancy Records Retain Oregon Induced Termination of Pregnancy Reports and Out of State Induced Termination of Pregnancy Reports 2 years, destroy (a) Retain Marriage Certificates and Relocated Marriage Records permanently, transfer to State Archives after 50 years (b) Retain Marriage Certificate Indexes permanently, transfer microfilm to State Archives after completion (c) Retain Confidential Medical /Statistical portion of Marriage Certificates until microfilmed, cut off paper portion, destroy 117 Vital Records Statistical Listings and Tabulations Without Personal Identifiers (a) Retain annual and special published reports permanently, transfer to State Archives after 125 years or after microfilmed (b) Retain annual abortion, birth, death, divorce, and marriage tabulations at state or county level permanently, transfer to State Archives after 10 years (c) Retain annual abortion, birth, death, divorce, and marriage tabulations by small geographic area (sub county level) and cause of death line listings and tabulations 75 years, destroy (d) Retain monthly abortion, birth, death, divorce, and marriage year-to-date tabulations 2 years, destroy (a) Retain state and county Vital Records Correction Affidavits and supplemental reports permanently, transfer death/ marriage/ divorce records to state Archives after 50 years, transfer birth records to State Archives after 100 years (b) Retain monthly amendment logs related to adoptions, foreign-born adoptions, court ordered name changes, and sex changes permanently, transfer to State Archives when access restriction is legally changed (c) Retain Out-of-State Death Log Matched to Oregon Birth Records 75 years, destroy (d) Retain Amendment Monthly Birth Transaction Registry (summary count of transactions), 50 years, destroy (e) Retain Amendment Monthly Transaction Reports for Corrections, Paternities, Legitimations, Filiations, and Oregon Deaths Matched to Births 5 years, destroy (f) Retain Vital Statistics Order Forms 4 years, destroy (g) Retain Low Birth Weight Follow-up records 1 year after year of birth, 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 Adolescent Suicide Attempt Data System Birth Certificate Statistical File Birth Certificate Index File Birth Index Amendment History File BRFSS Death Certificate Statistical File Death Certificate Index File Divorce Statistical File Divorce Certificate Index File Fetal Death Statistical File Induced Termination of Pregnancy Statistical File Locate Index File Marriage Statistical File Marriage Index File Matched Birth-Infant Death Statistical File PRAMS YRBS
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: Health Statistics Evaluation and Research Program: Program Design and Evaluation Services
Program Description: The Program Design and Evaluation Services Program is a cooperative endeavor between Health Services and Multnomah County. The Program's purpose is to gather and use data to help design and improve public health programs and public health policy. It develops and evaluates public health programs employing empirical research and behavioral science. It performs program evaluation projects and research projects and provides technical support to Multnomah County Health Department and Health Services. The Program collaborates extensively with universities, research institutes, community-based organizations, and other governmental agencies. It disseminates research and evaluation results through technical reports, presentations, and publications. Examples of current efforts include projects designed to reduce HIV and domestic violence among women leaving county jails, reduce juvenile violence, tobacco use, and inappropriate use of antibiotics.
Records Description: Program Records 119 Program Evaluation Records (a) Retain final reports and intermediate electronic datasets and evaluation records 20 years, destroy (b) Retain data collection records (participant lists, surveys, interview notes, recordings, and transcripts) with a federal requirement 5 years, destroy (c) Retain data collection records (participant lists, surveys, interview notes, recordings, and transcripts) without a federal requirement until entered and verified, destroy 120 Research Project Records (a) Retain final reports and intermediate electronic datasets and evaluation records 20 years, destroy (b) Retain data collection records (participant lists, surveys, interview notes, recordings, and transcripts) with a federal requirement 5 years, destroy (c) Retain data collection records (participant lists, surveys, interview notes, recordings, and transcripts) without a federal requirement until entered and verified, destroy State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Financial Records (OAR 166-300-0025) Grant 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
Database Records Agency databases: Vital Stats databases [Center for Health Statistics] Non-agency databases: OHP [OMAP]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: HIV/STD/TB Program: Administration
Program Description: The HIV/STD/TB Unit exists to help Oregonians reduce or eliminate the risk of contracting human immune virus (HIV), sexually transmitted diseases (STD), and tuberculosis (TB). Administration provides management oversight, coordination, and integration for the programs of the Unit . The programs are HIV Client Services, HIV Prevention, HIV Surveillance, Sexually Transmitted Disease, and Tuberculosis. Administration develops policy, monitors program performance, and coordinates publication of reports such as the combined HIV/STD/TB Annual Reports. Administration also provides staff support to advisory committees such as the HIV/Aids Advisory Group and the Oregon Statewide HIV Prevention Planning Group.
Records Description: Program Records 121 HIV/Aids Advisory Group Records (a) Retain meeting tapes 6 months after transcribed/summarized, destroy (b) Retain all other records 4 years, destroy 122 HIV/AIDS Program Reports and Studies Retain 1 copy permanently, transfer to State Archives after 20 years 123 HIV Prevention Planning Group Records (a) Retain meeting tapes 6 months after transcribed/summarized, destroy (b) Retain all other records 4 years, destroy 124 HIV/STD/TB Combined Annual Reports Retain 1 copy permanently, transfer to State Archives after 20 years
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Financial Records (OAR 166-300-0025) Grant 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
Database Records None
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: HIV/STD/TB Program: HIV Prevention
Program Description: The HIV Prevention Program helps Oregonians reduce or eliminate their risk of contracting HIV, the virus that causes AIDS. The Program provides financial and technical support to help local public health agencies deliver HIV prevention services to at-risk populations.
HIV Prevention meets with the Oregon Statewide HIV Prevention Planning Group to establish a prioritized list of populations to target with public funds based on the epidemiologic profile of the state. The program contracts with the Health Services Program Design and Evaluation Program and research institutions to conduct assessments identified by the HIV Prevention Planning Group.
HIV Prevention also provides training to local public health agencies and their subcontractors in client-centered counseling, education, and outreach to at-risk populations. It also provides training and support in developing interventions to reach at-risk populations.
Records Description: Program Records 125 HIV/AIDS Prevention Reports and Studies Retain 1 copy permanently, transfer to State Archives after 20 years 126 Oregon HIV Prevention Comprehensive Plan Retain 1 copy permanently, transfer to State Archives after 20 years
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Contracts and Agreements Correspondence Training Program Records
Database Records HARS [HIV/AIDS Surveillance] HIV Counseling, Testing, and Referral/Private Sector Results[HIV/AIDS Surveillance] TRIO [HIV/AIDS Surveillance]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: HIV/STD/TB Program: HIV/AIDS Surveillance
Program Description: The HIV/AIDS Surveillance Program exists to help Oregonians reduce or eliminate their risk of contracting HIV, the virus that causes AIDS. The Program maintains a surveillance system and conducts special studies to gather and evaluate information about HIV and AIDS in Oregon. The Program collects Oregon-specific HIV/AIDS surveillance data from multiple sources, analyzes it to create a comprehensive epidemiologic profile, and distributes information to public and private agencies involved in public health policy development and implementation. Surveillance consists of case reports, laboratory reports, and special reports and studies. Aggregated data is used to promote care and support for persons living with the HIV infection. The Program provides technical support to local county health departments that are conducting education, outreach, HIV counseling, testing, and early medical intervention.
Records Description: Program Records 127 HIV/AIDS Case Surveillance Records Retain 25 years after death of patient, destroy 128 HIV/AIDS Surveillance Reports and Studies Retain 1 copy permanently, transfer to State Archives after 20 years
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records HARS HIV Counseling, Testing, and Referral/Private Sector Results TRIO
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: HIV/STD/TB Program: HIV/AIDS Client Services
Program Description: The HIV/AIDS Client Services Program exists to help Oregonians reduce or eliminate their risk of contracting HIV, the virus that causes AIDS. The Program administers funds aimed at reducing the impact of the disease in those who are infected. The Program provides support to local county health departments who perform early medical intervention.
HIV/AIDS Client Services administers the Case Management Care and Treatment Program mandated by Title II of the 1990 federal Ryan White HIV Care/Treatment Act. County health departments and other public and private contractors provide direct assistance to persons who are HIV infected or affected. Assistance includes case management, medical care, pharmaceutical assistance, housing assistance, mental health care, substance abuse counseling, food and nutritional services, and vocational rehabilitation. The "Care Act" program serves as payer of last resort.
HIV/AIDS Client Services also administers the AIDS Drug Assistance Program (ADAP/CAREAssist) that pays or reimburses AIDS clients for prescription drugs, pays insurance premiums, and pays for non-medication co-pays and deductibles. The Program performs case management for enrolled clients, provides emergency assistance, and makes referrals for social supports.
Records Description: Program Records 129 Annual County Care Plans Retain 6 years, destroy 130 Annual Site Visit Reports Retain 6 years, destroy 131 Care Act Reports Retain 10 years, destroy 132 HIV/AIDS Client Service Reports and Studies Retain 1 copy permanently, transfer to State Archives after 20 years 133 HIV Client Service Case Files Retain 6 years after last activity, destroy 134 Prescription Drug Reimbursement Records Retain 6 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Contracts and Agreements Correspondence
Database Records ED HARS [HIV/AIDS Surveillance] HIV Counseling, Testing, and Referral/Private Sector Results [HIV/AIDS Surveillance] TRIO [HIV/AIDS Surveillance]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: HIV/STD/TB Program: Sexually Transmitted Disease Program
Program Description: The Sexually Transmitted Disease Program exists to prevent and control sexually transmitted infections by education, prevention, and treatment. The Program assists county health departments, health care providers, schools, hospitals, and other agencies with a variety of services including screening and treatment, epidemiology follow-up, case consultation, and educational presentations.
The Sexually Transmitted Disease Program collects and evaluates data to assure that resources are targeted effectively. It screens adolescent and young women for chlamydial infection and treatment. It interviews people with chlamydial, gonococcal, early syphilis, HIV, and other sexually transmitted infections and arranges for their sex partners to be evaluated and treated to decrease the transmission of sexually transmitted disease. In addition, the STD Program provides education and outreach to communities and individuals at greater risk, particularly adolescents, and publishes narrative and statistical reports.
Records Description: Program Records 135 Central Registry for Syphilis Reactors Retain 99 years or until notification of patient's death, destroy 136 Drug Receipt and Distribution Records Retain 1 year, destroy 137 STD Annual Reports Retain permanently, transfer 1 copy to State Archives after 20 years 138 Sexually Transmitted Disease Case and Interview Records (a) Retain syphilis and chancroid records 10 years, destroy (b) Retain chlamydia, gonorrhea, and pelvic inflammatory disease records 1 year, destroy 139 Sexually Transmitted Disease Statistical Reports Retain permanently, 1 copy transfer to State Archives after 20 years
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records STD/MIS
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: Disease Prevention and Epidemiology Unit: HIV/STD/TB Program: Tuberculosis Program Program Description: The Tuberculosis Program exists to identify TB trends, perform strategic planning, and develop policy to eliminate TB. The Program provides funding, training, consultation, and technical assistance to local health departments. Additional funding is used to purchase TB medication, chest x-rays, incentives for directly observed therapy, and to support the State Public Health Laboratory for processing TB specimens.
The Program provides training and consultation to medical providers and medical and nursing schools. It conducts clinical, epidemiological, behavioral, and operational research to enhance TB prevention and control efforts, provides assistance with TB outbreak investigations, and conducts quality assurance activities to evaluate program effectiveness. The Program also collects, maintains, analyzes, and reports information about TB in Oregon through publications such as the combined HIV/STD/TB Annual Reports and semi-annual County Profiles. County Profiles are published by the Community Relations Unit. In addition, the Tuberculosis Program also coordinates the Oregon Coalition to Eliminate Tuberculosis (ORCET). The coalition is comprised of representatives from health departments, state and local corrections departments, hospitals, and other health care agencies including OHSU, U. S. Veteran’s Administration, and long term care facilities for the elderly, and other community agencies. The mission of ORCET is to develop a strategy to improve control and eventual elimination of TB in Oregon.
Records Description: Program Records 140 Alien Tuberculosis Screening Reports (CDC A and B Forms) (a) Retain database records 100 years, destroy (b) Retain reporting forms 2 years after entered and verified, destroy 141 Latent Tuberculosis Infection Treatment Records Retain 2 years after entered and verified, destroy 142 Oregon Coalition to Eliminate Tuberculosis (ORCET) Advisory Committee Records Retain 10 years, destroy 143 Tuberculosis Lab Test Reports (a) Retain records of unverified cases, without a patient case file, 1 year, destroy (b) File records of verified and suspected cases in Tuberculosis Patient Case Files 144 Tuberculosis Patient Case Files Retain Tuberculosis Registry Index Cards, reporting forms, database records, and all other records the longer of 100 years or 20 years after case closed, destroy 145 Tuberculosis Program Annual and Semi-Annual Reports Retain permanently, transfer 1 copy to State Archives after 20 years State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence Publication Preparation Records
Database Records BFORMS CONTACTS LINEFILE, LTBI 2001+ OLDCASES PREVENTABILTY TIMS XRAY2
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