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Department of Human Services, Health Services - Public Health Records Retention Schedule |
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Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: 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: 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 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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