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: Family Health Services

Unit: Adolescent Health

Program Description:

The mission of the Adolescent Health Unit is to promote the health of all adolescents in Oregon. The Unit performs assessment, data gathering, program planning, policy development, and assurance functions. It administers various projects related to adolescent health and collaborates with a variety of private and public partners who focus on improving state and nationally defined adolescent health indicators.

Adolescent Health certifies and provides guidance and support to the state School-Based Health Center program. It also provides guidance and support to the Healthy Kids Learn Better program that promotes pregnancy prevention, nutrition, and physical activity in the schools. In addition, the Unit produces educational and informational publications such as provider information booklets and eating disorders and nutrition and birth control pamphlets. It publishes an annual report on School-Based Health Center services and helps the Oregon Teen Pregnancy Task Force publish the Rational Enquirer, an annual publication covering teen sexuality, pregnancy, and related topics.

Records Description:

Program Records

146  Adolescent Health Program Evaluation Reports

Retain 6 years, destroy

147  Adolescent Health Project Records

(a) Retain final products 5 years, destroy

(b) Retain health education and internal research records 2 years after project ends, destroy

(c) Retain preparation material until final product finished, destroy

148  Publications

(a) Retain one copy of the Rational Enquirer 5 years, destroy

(b) Retain all other publications until superseded or expired, destroy

149  School Based Health Center Research and Technical Reports

Retain 5 years, destroy

150  School Based Clinic Certification Case Files

Retain 3 years, destroy

151  School Based Health Center Annual Reports

Retain one copy permanently, transfer to State Archives after 20 years

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Contracts and Agreements

Correspondence

Publication Preparation Records

Financial Records (OAR 166-300-0025)

Grant Records

Database Records

School Based Health Center Database

YRBS [Center for Health Statistics]

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Family Health Services

Unit: Child Health

Program Description:

The Child Health Unit works with county health departments to assess and improve children's health in Oregon. It promotes statewide policy development, and programs that focus on prevention and risk reduction. The Unit coordinates a statewide network of childcare health consultants and coordinates annual training conferences for childcare providers. It provides technical assistance and funding for nurse home visiting, nutrition consultation, and overseeing statewide monitoring of high-risk infants through the Babies First program. It also coordinates genetic services with the Children with Special Health Needs (OCSHN) program at the Child Development and Rehabilitation Center (CDRC) of the Oregon Health and Science University. In addition, the Child Health Unit publishes informational brochures and newsletters.

Records Description:

Program Records

152  Child Health Advisory Committees Records

Retain 10 years, destroy

153  Child Health County Evaluation Reports

Retain 10 years, destroy

154  Child Health Program Statistical Reports

Retain 10 years, destroy

155  Client Records

(a) Retain surveys and forms until data entered and verified, destroy

(b) Retain all other records 5 years, destroy

156  Publications

Retain until superseded or obsolete, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Correspondence

Publication Preparation Records

Training Program Records

Database Records

Babies First

Births [Center for Health Statistics]

CaCOON

Newborn Hearing Screening Data System

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Family Health Services

Unit:  Immunization Services

Program Description:

The purpose of Immunization Services is to prevent the occurrence and transmission of diseases that are preventable through immunizations. The Unit educates health care providers, professional organizations, and other groups and agencies about the use of vaccines. It reports on vaccine-preventable diseases and serious illness associated with the receipt of vaccines. It monitors outbreaks of vaccine-preventable diseases. The Unit distributes vaccines to public health departments through private Vaccines for Children (VFC) certified providers for direct delivery to providers.

The Unit conducts annual surveys to determine children's immunization status and to validate the accuracy of school and facility reporting. The Unit certifies physicians and approves clinics as Uniform Stamp and Yellow Fever Centers. It also provides technical assistance about vaccine and immunization programs to public and private providers.

It trains public and private providers to use the Vaccines for Children program (VFC) and the CASA-based Assessment, Feedback, Incentives and eXchange (AFIX) activities in their clinics. The Unit operates Oregon Immunization ALERT, a statewide child immunization information system that tracks and links children's vaccinations provided by public and private providers.

Immunization Services also works with advisory groups and coalitions to promote activities that minimize the occurrence and transmission of diseases that are preventable through immunizations. It coordinates the efforts of the Oregon Partnership to Immunize Children, a collaboration of health care, insurance, business, and citizen groups. The group operates an information clearinghouse and does marketing, outreach, and education. The Unit also facilitates the Adult Immunization Coalition that supports pneumococcal vaccination and the annual influenza vaccine campaign. In addition, Immunization Services produces informational publications such as the Newborn Handbooks that are provided to all hospitals for distribution to new parents.

Records Description:

Program Records

157  Adverse Events Case Files

Retain 10 years, destroy

158  Childhood Vaccine Preventable Disease Investigation Reports

Retain 3 years after investigation completed, destroy

159  County Immunization Status Reports

Retain 10 years, destroy

160  Health Agency Physician Certification Records

Retain 10 years, destroy

161  Immunization Annual Reports

Retain 5 years destroy

162  Immunization Advisory Group and Coalition Records

Retain 5 years, destroy

163  Immunization Tracking and Recall System Records

Retain 25 years, destroy

164  Publications

Retain until superseded or obsolete, destroy

165  School and Facility Immunization Validation Surveys

Retain 1 year, destroy

166  Uniform Stamp and Yellow Fever Center Records

Retain 10 years after status as center terminated, destroy

167  Vaccine Administration Records

Retain 10 years, destroy

168  Vaccine Control Records

Retain present and previous biennium, destroy

169  Vaccine Request and Shipping Records

Retain 10 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

Immunization ALERT

IRIS

VACMAN

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Family Health Services

Unit: Nutrition and Health Screening (WIC)

Program Description:

The Nutrition and Health Screening (WIC) Unit is designed to improve health and influence lifetime nutrition and health behaviors in women and children. It provides nutrition education, breastfeeding support, and monthly food instruments (vouchers) for specifically prescribed nutritious foods. It also provides information about and referral to other health programs.

The Unit provides technical assistance and consultation to health care professionals and agencies and interprets federal regulations and state nutrition standards and policy for local WIC agencies and vendors. It also certifies vendors to accept WIC instruments and trains and monitors vendors for compliance with standards.

The Unit also coordinates the efforts of local agencies participating in the Oregon WIC Farmer's Market Nutrition and Senior Farmer's Market Nutrition Programs that provide vouchers to purchase Oregon-grown produce during the growing season. It provides information to WIC participants on how to prepare foods and their nutritional content. The Unit also provides staff support for the WIC Advisory Board. The Unit also produces informational and educational publications for vendors and participants such as the WICWise Newsletter.

Records Description:

Program Records

170  Farmer's Market Records

Retain 3 years, destroy

171  Nutrition and Health Screening County Files

(a) Retain correspondence 3 years, destroy

(b) Retain all other records 6 years, destroy

172  Nutrition and Health Screening Compliance Investigation Records

Retain 2 years after resolved, destroy

173  Nutrition and Health Screening Racial and Ethnic Participation Reports

(a) Retain participation reports 3 years, destroy

(b) Retain status reports 3 months, destroy

174  Nutrition and Health Screening Food Instruments

Retain 3 years, destroy

175  Publications

(a) Retain WICWise Newsletter 4 years, destroy

(b) Retain all other publications until superseded or obsolete, destroy

176  Senior Farmer's Market Records

Retain 3 years, destroy

177  U. S. Department of Agriculture Records

(a) Retain fiscal related records 6 years, destroy

(b) Retain correspondence 4 years, destroy

(c) Retain policies and All State memoranda until superseded or obsolete, destroy

178  WIC Advisory Board Records

Retain 5 years, destroy

179  WIC Clinic Reports

Retain summary reports 6 years, destroy

180  WIC Information System Tracker (TWIST) and WCHDS Reports

Retain 6 years, destroy

181  WIC Vendor Files

Retain 3 years, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Correspondence

Publication Preparation Records

Training Program Records

Database Records

TWIST

WIC

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Family Health Services

Unit:  Oral Health

Program Description:

The Oral Health Unit seeks to improve the oral health of women, children and families through assessment, policy development, and assurance to Oregon residents. It works to decrease the number of children with decayed, filled, or missing teeth and to increase the number of children with preventative dental sealants in their adult molars. It also works to decrease the number of adults with untreated dental decay and to increase the percent of people served by community fluoridated water systems.

The Oral Health Unit coordinates programs such as the statewide school-based King Fluoride Program that provided fluoride rinse and tablets to schoolchildren living in areas with less than optimal fluoridated drinking water. Other programs include the Early Childhood Caries Prevention Program with a focus on pregnant women and children ages two and under and a State Action for Oral Health that focuses on development of a dental surveillance system, community water fluoridation, and dental sealants. In addition, it helps staff the Early Childhood Cavities Prevention Coalition and provides assistance to local health departments, Head Start programs, and other partners by promoting preventive health activities, providing oral health education, and gathering, interpreting, and disseminating oral health information.

Records Description:

Program Records

182  Dental Sealant Program Records

Retain 5 years, destroy

183  Oral Health Program Database Records

Retain 5 years, destroy

184  School-Based Fluoride Program Annual Surveys and Statistical Reports

Retain 5 years, destroy

185  School Fluoride Program School Supply Orders

Retain 5 years, destroy

186  School Fluoride Tablet Program “Standing Orders”

Retain 10 years, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Contracts

Correspondence

Publication Preparation Records

Financial Records (OAR 166-300-0025)

Grant Records

Database Records

Smile Survey

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Family Health Services

Unit: Perinatal Health

Program Description:

The Perinatal Health Unit exists to improve the health and well being of pregnant and postpartum women and their infants. It coordinates with public and private sector partners to perform population screening and assessment and develops policy and standards for perinatal care in Oregon. The Unit provides technical assistance for public and private providers. Current programs/projects include Oregon MothersCare, which helps women access early prenatal care and other services such as maternity case management and Nutritional and Health Screening (WIC). Maternity case management provides services to pregnant women who are low income or who have other pregnancy risk factors. Pregnancy Risk Assessment and Monitoring Survey (PRAMS) is a statewide assessment project that surveys recently postpartum women to determine ongoing risk factors and to determine the effectiveness of existing public health programs. Smoke Free Mothers and Babies is a program that helps pregnant women quit smoking. The Unit also provides staff support to the Perinatal Health Advisory Committee and prepares informational brochures and newsletters such as the Newborn Handbook.

Records Description:

Program Records

187  Metabolic Disorders Screening Case Records

Retain 25 years, destroy

188  Perinatal Health Advisory Committee Records

Retain 10 years, destroy

189  Perinatal Health Client Records

(a) Retain surveys and forms until data entered and verified, destroy

(b) Retain all other records 5 years, destroy

190  Perinatal Health County Evaluation Reports

Retain 10 years, destroy

191  Perinatal Program Reports

Retain until superseded or obsolete, destroy

192  Publications

Retain until superseded or expired, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Correspondence

Publication Preparation Records

Database Records

Agency databases:

Births [Center for Health Statistics]

Oregon Mothers Care

Perinatal

PRAMS

Smoke Free

Non-agency databases

PRAMTrac [CDC]

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Family Health Services

Unit:  Women’s and Reproductive Health Services

Program Description:

The Women’s and Reproductive Health Services Unit promotes programs that increase awareness of women's health issues among the public, researchers, educators, and health care professionals. It also evaluates the health and health needs of women in Oregon. The Unit provides program planning and technical assistance to local health departments, service providers, and other state agencies on intimate partner violence prevention, domestic violence prevention, sexual assault prevention, and other women's health related issues.

The Women’s and Reproductive Health Services Unit also works to reduce unintended pregnancies by making low-cost birth control and reproductive health services available in local health departments and other clinics. It provides technical assistance, referral service, and information to providers and the public. It collects and analyzes data, identifies gaps in existing services, advocates for service development, and educates community groups in reproductive health topics. The Unit also administers the Family Planning Expansion Project (FPEP) that provides Medicaid-funded family planning benefits for low income Oregonians. In addition, it provides information and education to health care providers and the public about women's health topics and issues.

Records Description:

Program Records

193  Family Planning Expansion Project (FPEP) Medicaid Reimbursement Records

(a) Retain fiscal records 6 years, destroy

(b)Retain other project records until project ends, destroy

194  Family Planning Program Manuals

Retain 10 years, destroy

195  Publications

Retain until superseded or obsolete, destroy

196  Women’s and Reproductive Health County/Agency Provider Files

Retain 10 years, destroy

197  Women’s and Reproductive Health Program Correspondence

Retain 10 years, destroy

198  Women’s and Reproductive Health Project Records

Retain 1 year after project ends, destroy

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Correspondence

Publication Preparation Records

Training Program Records

Database Records

Agency-owned databases:

PRAMS [Perinatal Health]

Vital Stats databases [Center for Health Statistics]

Non-agency databases

Region X Family Planning Information System [Ahlers & Associates]