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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: Public Health Systems

Unit: Drinking Water Program

 

 

Program Description:

The Drinking Water Program Unit assures safe drinking water for Oregonians served by public water systems. It adopts rules regarding drinking water quality standards. The Unit reviews construction plans for new water systems and for improvements and assures compliance with construction standards. It conducts periodic on-site sanitary survey inspections of public water systems, taking samples and inspecting records. Drinking Water also trains and certifies water system operators to assure adequate education, experience, and knowledge.

 

Drinking Water receives and reviews required reports of test results of regular water sampling by public water suppliers. It investigates systems that fail to meet water quality standards and orders compliance. The Unit also investigates reports of waterborne disease, water system emergencies, and spills affecting water systems.

 

Drinking Water publishes the quarterly Pipeline newsletter to provide current information on rules and policy, training, technology, and other items of interest to water system operators and managers, consulting engineers, and laboratories. The Program also prepares annual reports for the federal Environmental Protection Agency. The Unit also provides staff support to the Drinking Water Advisory Committee that makes recommendations about rule changes, budget, legislation, and policy.

 

Records Description:

Program Records

199  Drinking Water Advisory Committee Minutes

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

(b) Retain all other records 2 years, destroy

200  Drinking Water Program Reports

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

201  Pipeline Newsletters

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

202  Public Water System Records

(a) Retain master plans the shorter of 20 years or until revised, destroy

(b) Retain plan review records 15 years after final approval and certification, destroy

(c) Retain correspondence and records of variances and permits 5 years, destroy

(d) Retain records of microbiological analyses, turbidity measurements, disinfectant residual measurements, and CXT data 1 year, destroy

(e) Retain source water assessment reports until revised, destroy

(f) Retain all other records 12 years, destroy

203  Water System Operator Certification Records

Retain until 2 years after certification lapses, destroy

204  Water System Operator Training Records

Retain 5 years, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Correspondence

Publication Preparation Records

Staff Meeting Records

Training Program 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

Safe Drinking Water Information System

Water System Operator Certification database

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit: Emergency Medical Services and Trauma Systems

 

 

Program Description:

The Emergency Medical Services and Trauma Systems Unit is responsible for the development and regulation of the statewide system that provides emergency care to victims of sudden illness and traumatic injury. The Unit assures the delivery of prehospital care through oversight and coordination of first response agencies, ground, air, and marine ambulances, and related entities such as public safety communications centers. It facilitates planning and operation of the trauma system consisting of hospitals providing specialized trauma care. The Unit also develops guidelines and regulations for the care of pediatric victims of acute illness and injury.

 

Emergency Medical Services and Trauma Systems functions include accreditation of prehospital care training programs and certification and discipline of emergency medical service personnel. The Unit determines, by performing surveys, whether to designate a hospital as a trauma hospital. It also licenses and inspects ambulances and ambulance services. It establishes standards, procedures, and relationships for the interaction of emergency medical service system components and medical aspects of disaster preparedness. The Unit also oversees Medical Directors who work with emergency medical services.

 

In addition, Emergency Medical Services and Trauma Systems provides staff support to the State Emergency Medical Service Committee that advises Health Services on issues relating to emergency medical services and standards. It coordinates meetings and activities for the State Trauma Advisory Board and the Area Trauma Advisory Boards that advise Health Services on the development and monitoring of the trauma care system. The Unit also provides staff support to the State Emergency Medical Services for Children Committee that advises Health Services regarding the care of critically ill and injured children.

 

Records Description:

Program Records

205  Ambulance Service Licensing Records

Retain 5 years after license expired, destroy

206  Ambulance Vehicle Licensing Records

Retain 5 years after vehicle disposed of, destroy

207  Area Trauma Advisory Board Records

(a) Retain board and subcommittee minutes and quality improvement records 20 years, destroy

(b) Retain meeting packets 2 years, destroy

(c) Retain board appointment records 2 years after term expires, destroy

(d) Retain all other records 5 years, destroy

208  County Ambulance Service Area Plans

(a) Retain final plans until superseded or obsolete, destroy

(b) Retain all other records until final plan approved, destroy

209  Emergency Medical Service Complaint and Investigation Records

(a) Retain Final Orders 25 years, destroy

(b) Retain records of investigations resulting in a Final Order 10 years from order date, destroy

(c) Retain all other records 10 years after resolved, destroy

210  Emergency Medical Technician and First Responder Training Course Accreditation Records

Retain 5 years after accreditation expired or course discontinued, destroy

211  Emergency Medical Technician and First Responder Training Course Rosters

Retain 2 years, destroy

212  Emergency Medical Technician Certification Records

(a) Retain 5 years after certificate expired or person discontinues program, destroy

(b) Retain records of candidates who do not complete certification 2 years, destroy

213  Emergency Medical Technician Examination Rosters

Retain 5 years, destroy

214  Emergency Medical Service Medical Director Records

Retain 3 years after agency affiliation terminated, destroy

215  Mobile Emergency Service Training Records

Retain 5 years, destroy

216  State Emergency Medical Services Committee Records

(a) Retain board and subcommittee minutes and quality improvement records 20 years, destroy

(b) Retain meeting packets 2 years, destroy

(c) Retain board appointment records 2 years after term expires, destroy

(d) Retain all other records 5 years, destroy

217  State Emergency Medical Services for Children Committee Records

(a) Retain board and subcommittee minutes and quality improvement records 20 years, destroy

(b) Retain meeting packets 2 years, destroy

(c) Retain board appointment records 2 years after term expires, destroy

(d) Retain all other records 5 years, destroy

218  State Trauma Advisory Board Records

(a) Retain board and subcommittee minutes and quality improvement records 20 years, destroy

(b) Retain meeting packets 2 years, destroy

(c) Retain board appointment records 2 years after term expires, destroy

(d) Retain all other records 5 years, destroy

219  Trauma Hospital Designation Records

(a) Retain survey reports 25 years, destroy

(b) Retain applications and survey report preparation records until superseded or 10 years after accreditation revoked or suspended, destroy

(c) Retain complaint and investigation records 10 years after resolved, destroy

(d) Retain surveyor informal bids 6 years, destroy

(e) Retain unsuccessful applications the longer of 5 years or until superseded or obsolete, destroy

(f) Retain all other records 5 years, destroy

220  Trauma Registry Records

Retain 50 years, destroy

221  Trauma System Biennial Reports

Retain 50 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

Ambulance Licensing System

Emergency Medical Technician Licensing System

EPICS

Oregon Trauma Registry

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit:  Environmental Services and Consultation

Program: Administration

 

 

Program Description:

The Environmental Services and Consultation Unit exists to protect the health and safety of the public from environmental hazards. Administration oversees and integrates the efforts of the programs that regulate illegal drug manufacturing site cleanup, the food service industry, lead based paint, public swimming pools and spas, tourist accommodations, and environmental health toxicology. Administration coordinates administrative rule preparation and filing for the programs. It also coordinates license fee activities with DHS Fiscal.

 

Records Description:

Program Records:

222  Mandatory Health Hazard Annexation Records

Retain 5 years, destroy

223  License Remittance Lists

Retain 4 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

Employee Training 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: Public Health Systems

Unit: Environmental Services and Consultation

Program: Drug Lab Cleanup

 

 

Program Description:

The Drug Lab Cleanup Program oversees the assessment and decontamination of illegal drug manufacturing sites in Oregon. It monitors cleanup efforts and issues Certificates of Fitness to attest that a site is safe for use after it is cleaned up. The Program also trains and licenses contractors to perform site assessment and cleanup. Qualified contracting firms are licensed, individual workers are certified by this Program.

 

Records Description:

Program Records

224  Drug Lab Program Development Records

Retain 20 years, destroy

225  Illegal Drug Lab Site Case Files

(a) Retain database list 30 years, destroy

(b) Retain all other records 5 years after Certificate of Fitness issued, destroy

226  Illegal Drug Contractor License Records

Retain 3 years after license expired, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

 

Database Records

Illegal Drug Lab Sites

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit: Environmental Services and Consultation

Program:  Food Protection

 

 

Program Description:

The Food Protection Program works in partnership with local health departments, the food service industry, and the public to reduce or eliminate the known causes of food-borne illness. It provides education, training, technical consultation, and rule interpretation  to local health departments, state agencies, affected industries, and the public on food service and sanitation issues. The Program oversees statewide food service inspection and food handler certification. It reviews food service facility plans for rule compliance. It conducts triennial audits of local health departments that have delegated authority to regulate food service establishments. The Program provides services at the local level in direct service (non-delegate) counties. It conducts regular inspections of food service establishments and provides food handler certification training in these counties. Food Protection also provides staff support to the Food Service Advisory Committee.

 

Records Description:

Program Records

227  County Food Service Files

(a) Retain delegated agreements 6 years after expired, destroy

(b) Retain all other records 3 audit cycles, destroy

228  Food Handler Training Records

Retain 3 years, destroy

229  Food Service Advisory Committee Records

Retain 4 years, destroy

230  Food Service Facility Inspection Records

(a) Retain licensed facility records 5 years, destroy

(b) Retain unlicensed facility records 3 years, destroy

231  Food Service Facility Plan Review Records

Retain for life of facility, destroy

232  Food Service Rule Interpretation Records

(a) Retain policy-related records until expired or superseded, destroy

(b) Retain non-policy related records 2 years, destroy

233  Restaurant License Files

Retain 3 years after license expired, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

 

Database Records

Phoenix

 

 

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit: Environmental Services and Consultation

Program: Lead Based Paint

 

 

Program Description:

The Lead-Based Paint Program establishes standards and protocols to protect people from lead-based paint poisoning. The Program provides educational materials, training, and consultation to the industry and the public about lead-based paint hazards. It performs on-site investigations to help people prevent exposure to the health hazards of lead based paint. The Program certifies and regulates individuals and firms engaged in professional lead-based paint activities. It also accredits lead-based paint training programs offered by private providers.

 

Records Description:

Program Records

234  EPA Lead Based Paint Program Performance Reports

Retain 3 years , destroy

235  Lead Based Paint Contractor Certification and Firm License Records

(a) Retain contractor certification records 5 years after certification expired, destroy

(b) Retain firm licensing records 3 years after license expired, destroy

236  Lead Based Paint Taskforce Records

Retain 2 years, destroy

237  Lead Based Paint Training Program Accreditation Records

Retain 3 years, destroy

238  Publications

Retain until superseded or obsolete, destroy

239  Site Activity Records

Retain 3 years, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

 

Database Records

Certification Database

Complaint Tracking Database

Notice of Abatement Database

Oregon Lead Surveillance Registry

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit: Environmental Services and Consultation

Program: Public Swimming Pool and Spa Pool

 

 

Program Description:

The Public Swimming Pool and Spa Pool Program exists to protect the health and safety of citizens using public pools and spas. It establishes swimming pool construction standards, conducts plan reviews and construction inspections in direct service counties, and provides inspection oversight in county health departments that have delegated authority to regulate pools and spas. The Program provides rule interpretation, consultation, and technical assistance to pool designers, installers, operators, and local health departments. It provides training to pool operators and local health department staff. The Program also publishes newsletters and information items to concerned parties about health and accident risk reduction in public swimming pools.

 

Records Description:

Program Records

240  Public Swimming Pool and Spa Plan Review Records

(a) Retain plan review log 2 years, destroy

(b) Retain all other records 20 years, destroy

241  Public Swimming Pool and Spa Rule Variance Records

(a) Retain variance orders until facility permanently closed, destroy

(b) Retain variance applications 5 years, destroy

242  Public Swimming Pool Accident Reports

Retain 10 years, destroy

243  Public Swimming Pool and Spa Complaint and Investigation Records

(a) Retain complaint log 5 years, destroy

(b) Retain all other records 5 years after resolved, destroy

244  Public Swimming Pool and Spa Policy and Rule Interpretation Records

(a) Retain policy-related records until expired or superseded, destroy

(b) Retain non-policy related records 2 years, destroy

245  Publications

Retain until superseded or expired, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

 

Database Records

None

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit: Environmental Services and Consultation

Program: Tourist Facility

 

 

Program Description:

The Tourist Facility Program exists to protect the health and safety of citizens using public tourist facilities such as hotels/motels, bed and breakfasts, hostels, RV parks, campgrounds, picnic parks, and organizational camps. It establishes operational standards for the industry and provides inspection oversight for tourist facilities. The Program also provides rule interpretation, consultation, and technical assistance to designers, builders, operators, and local health departments.

 

Records Description:

Program Records

246  Tourist Facility Complaint and Investigation Records

(a) Retain complaint log 5 years, destroy

(b) Retain all other records 5 years after resolved, destroy

247  Tourist Facility Policy and Interpretation Records

(a) Retain policy-related records until expired or superseded, destroy

(b) Retain non-policy related records 2 years, destroy

248  Tourist Facility Rule Variance Records

(a) Retain applications 5 years, destroy

(b) Retain all other records until facility permanently closed, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

 

Database Records

None

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit: Environmental Services and Consultation

Program: Toxicology

 

 

Program Description:

The Toxicology Program provides technical direction to the public in setting and enforcing public health toxicity standards for environmental health and sanitation programs in Oregon. It performs and/or assists with public health risk assessments of situations and sites involving chemical, environmental, and biological agents. It issues general advice, advisory opinions, or warning notices depending on the severity of the situation.

 

It provides technical consultation to state and local inspection programs and environmental health programs operated by county health departments. The Program serves as the point of coordination between the Department of Human Services and other state agencies as well as federal agencies in the area of environmental health regulation, health risk assessment, and sanitation. The Program also distributes flyers, brochures, and pamphlets about public health hazards associated with chemicals, molds, mildew, lead-based paint, and toxic microbial, and physical agents of all kinds.

 

Records Description:

Program Records

249  Non Toxic Art School Supply Lists

Retain until superseded of obsolete, destroy

250  Public Health Risk Assessment Records

(a) Retain major precedent-setting records 30 years after last activity, destroy

(b) Retain medium advisory opinion records 5 years after advisory lifted, destroy

(c) Retain minor non precedent-setting records 2 years, destroy

251  Publications

Retain until superseded or obsolete, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Correspondence

 

Database Records

Hazardous Substances Data Base

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit:  Health Care Licensure and Certification

 

 

Program Description:

The Health Care Licensure and Certification Unit regulates health care agencies, facilities, and providers. These entities include hospitals, ambulatory surgical centers, rural health clinics, special inpatient care facilities, end-stage renal disease dialysis facilities, birthing centers, comprehensive outpatient rehabilitation facilities, community mental health centers, and hospices. They also include rehabilitation agencies and clinics, in-home care agencies, physical and occupational therapists in independent practice, hemodialysis technicians, and mobile x-ray suppliers.

 

Health Care Licensure and Certification performs initial and ongoing licensure and certification surveys of providers. It conducts onsite surveys at various intervals to evaluate compliance with state licensure rules and/or federal Medicare conditions of participation and coverage. It also investigates complaints and allegations of poor health care. The Unit coordinates with the Certificate of Need and Facility Plans and Safety programs to review proposed new and remodeled health care facilities. As resources permit, the Unit also performs onsite building inspections of health care facility construction projects. The Unit also provides information and education for staff in health care facilities and agencies through workshops and seminars.

 

Records Description:

Program Records

252  Health Care Agency Licensure and Certification Records

(a) Retain applications, licenses, and complaint records 10 years after regulated entity closed, destroy

(b) Retain all other records 4 years, destroy

253  Health Care Agency Licensure Master Index (Kardex)

Retain permanently, transfer to State Archives after data entered and verified

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Administrative Rule Preparation Records

Calendar and Scheduling Records

Correspondence

Mailing Lists

Staff Meeting Records

Training Program 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

Health Agency Licensure Database

 

 

Organizational Placement                                                                    Schedule number: 2003-0021

Agency:  Department of Human Services (DHS)

Division: Health Services, Public Health

Section: Public Health Systems

Unit:  Radiation Protection Services

 

 

Program Description:

The Radiation Protection Services Unit is responsible for protecting Oregonians from radiation exposure. The Unit establishes radiation standards by Administrative Rule and enforces the standards for x-ray equipment, radiation monitoring devices, radioactive materials, and tanning beds for the purpose of protecting workers and the public. The Unit licenses and inspects facilities that use radioactive materials and registers and inspects microwave repair facilities, tanning facilities, and x-ray machines.

 

Radiation Protection Services helps local agencies develop radiological response programs and ensures that local systems have trained first responders. It also provides on-call staff to respond to radiological emergencies and incidents. The Unit provides staff support to the Radiation Advisory Committee that provides advice concerning proposed regulatory changes and emergent radiation issues involving potential exposure to workers or the public.

 

In addition, the Unit provides technical assistance and information to users of radioactive materials and radiation-emitting devices. It performs environmental radiological surveillance and studies including a 1961-1993 study to assess levels of radioactivity in the soil, water, and air of the state. Radiation Protection Services also performs analysis of grain and cereal crops for export to foreign countries and evaluations of soil and other field samples for radioactive material contamination. The Unit publishes information to educate the public and occupational groups on radiation hazards and methods for exposure reduction. It also provides information and assistance to the public regarding detection of radon.

 

Records Description:

Program Records

254  Dosimetry Reports

Retain 100 years, destroy

255  Emergency Equipment Inventory

Retain for life of equipment, destroy

256  Emergency Response Training Records

Retain 10 years, destroy

257  Environmental Radiation Surveillance Study Records

Retain permanently, transfer to State Archives after 20 years

258  Local Radiological Defense Program Development Records

Retain until program completed, destroy

259  Microwave Repair Facility Inspection and Registration Records

Retain 25 years after registration terminated, destroy

260  Publications

Retain until superseded or obsolete, destroy

261  Radiation Advisory Committee Records

Retain 10 years, destroy

262  Radiation Incident Records

(a) Transfer license-related records to Radioactive Materials Specific Licensing Records 10 years after incident

(b) Retain all other records 10 years, destroy

263  Radioactive Materials Inspection and General License Records -- Gauges

Retain 10 years after license expires, destroy

264  Radioactive Materials Inspection and General License Records -- In Vitro Laboratories

Retain 10 years after license expires, destroy

265  Radioactive Materials Specific Licensing Records

(a) Retain licensee fee records 5 years, destroy

(b) Retain all other records 20 years after license terminated, destroy

266  Radioisotope Laboratory Analysis Records

Retain 10 years after analysis completed, destroy

267  Radiological Defense Training Records

Retain 10 years, destroy

268  Radon Test Results Records

Retain 25 years, destroy

269  Tanning Facility Inspection and Registration Records

Retain 25 years after registration terminated, destroy

270  X-ray Machine Inspection and Registration Records

Retain 25 years after registration terminated, destroy

271  X-ray Machine Sale and Installation Records

Retain for life of equipment, destroy

 

State Agency General Records Retention Schedule Records

Administrative Records (OAR 166-300-0015)

Facilities/Property Records (OAR 166-300-0020)

Equipment Maintenance Records

Hazardous Substance Employer Survey Records

Master Material Safety Data Records

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 Medical Records

Employee Personnel Records

Recruitment and Selection Records

Work Schedules and Assignment Records

Risk Management Records (OAR 166-300-0045)

Emergency Response Plans and Procedures

Hazard Exposure Records

 

Database Records

RPS



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