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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: 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Retain until superseded or obsolete, destroy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

Retain 25 years, destroy

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 Ė one for nutrition and one for physical activity. Currently the Program is staffing three groups Ė 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 Oregonís 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 Oregonís 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

(g) Retain Institutional Death Certificate Reports until certificates checked, 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

116  Marriage Records

(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

118  Vital Records Processing, Amendment, and Transaction Records

(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. Veteranís 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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