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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: State Public Health Laboratories Unit: Administration
Program Description: The mission of the State Public Health Laboratories is to provide accurate and timely laboratory testing for community health programs and to assure the quality of clinical and environmental laboratory services in Oregon. Administration provides leadership and management oversight to all State Public Health Laboratories Units. It coordinates with federal, state, and local agencies about public health and laboratory issues. It performs regulatory oversight for Oregon laboratories and issues federal and state statute, rule, and policy interpretations. Administration also provides leadership and coordination in response to public health emergencies including outbreaks of infectious diseases and emergency laboratory response to threats of infectious disease and bioterrorism throughout Oregon.
Records Description: Program Records 272 OSPHL Guide to Services Retain 6 years after superseded or obsolete, destroy 273 Prepaid Kit Requests Retain 5 years, destroy 274 Quality Control and Quality Assurance Records Retain 5 years, destroy 275 Regulatory Correspondence Retain 10 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Financial Records (OAR 166-300-0025) Grant Records Petty Cash Fund Records Payroll Records (OAR 166-300-0035) Employee Time Records Personnel Records (OAR 166-300-0040) Employee Medical Records Employee Personnel Records Recruitment and Selection Records Work Schedules and Assignment Records
Database Records GTS Training
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: Laboratory Operations
Program Description: The Laboratory Operations Unit supports all State Public Health Laboratories Units by providing facilities management, reception service, clerical support, supply inventory, mail services, and safety and risk management. It also receives and ships lab specimens and prepares and distributes specimen collection kits.
Records Description: Program Records 276 Laboratory Equipment Maintenance and Calibration Records Retain 2 years after life of equipment, destroy 277 Laboratory Standards and Procedures Manuals Retain 2 years after a procedure is discontinued or obsolete, destroy.
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Calendar and Scheduling Records Correspondence Parking Records Postal Records Security Records Visitor Logs Facilities/Property Records (OAR 166-300-0020) Asset Inventory Reports Equipment Maintenance Records Equipment/Property Disposition Records Facility Work Orders Hazardous Substance Employer Survey Records Master Material Safety Data Records Risk Management Records (OAR 166-300-0045) Emergency Response Plans and Procedures Hazard Exposure Records Incident Reports Safety Compliance and Inspection Records
Database Records Agency databases: CMS [Newborn Screening] DWLCP [Oregon Environmental Laboratory Accreditation Program (ORELAP)] Gendata [General Microbiology] GTS [Administration] HIV [Virology/Immunology] LITS+ [Virology/Immunology] LQA [Laboratory Compliance and Quality Assurance] LRN [Laboratory Response Network Team] MSDS [Newborn Screening] Specimen Submitter Training [Administration] WEBRAD [General Microbiology] Non-agency databases: CLIA [EPA] ORLAP [DEQ]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: General Microbiology
Program Description: The General Microbiology Unit provides essential screening, diagnostic, and reference testing for rabies and bacterial and parasitic diseases to support outbreak investigations and for public health surveillance. It performs testing for various communicable diseases. It also conducts bacteriologic monitoring of surface, waste, and drinking water to support local health department programs and state agencies. It compiles testing data for research and disease monitoring. It also provides technical assistance and consultation to clinical laboratories, local health departments, and other agencies.
Records Description: Program Records 278 Bacteriological and Parasitology Examination Requests and Results Records Retain 6 years, destroy 279 General Microbiology Research Records Retain 100 years, destroy 280 Mycobacteriological Examination Requests and Results Records Retain 6 years, destroy 281 Rabies Test Requests and Results Records Retain 6 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence
Database Records Gendata LITS+ [Virology/Immunology] WEBRAD
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: Newborn Screening
Program Description: Newborn Screening is the testing facility for the Northwest region (Oregon, Alaska, Hawaii, Idaho, and Nevada) performing laboratory tests to screen newborns for metabolic, endocrine, and hemoglobin disorders. Newborn Screening identifies infants who need immediate treatment to prevent developmental problems, mental retardation, or death. Infants identified through testing are tracked to ensure that they receive appropriate medical care.
Records Description: Program Records 282 Newborn Screening Laboratory Test Worksheets Retain 2 years, destroy 283 Newborn Screening Test Filter Papers Retain 1 year, destroy 284 Newborn Screening Test Requests (a) Retain patient data 10 years, destroy (b) Retain original specimen request forms 6 years, destroy 285 Newborn Screening Patient Case Files (a) Retain "positive" case records 75 years, destroy (b) Retain "negative" case records 5 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence
Database Records CMS MSDS
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: Virology/Immunology
Program Description: The Virology/Immunology Unit provides essential testing for diseases of public health importance caused by viruses and other microorganisms. The Unit provides analytical testing for a variety of organisms and disease states, including both bacterial and viral pathogens.
Virology/Immunology compiles laboratory data for use in disease monitoring and control and for epidemiological studies. It provides technical assistance to medical care providers and public health staff. The Unit also forwards lab specimens for particular agents and conditions to the Centers for Disease Control and Prevention (CDC) for analysis.
Records Description: Program Records 286 Laboratory Test Requests and Results Records Retain 6 years, destroy 287 Virology/Immunology Research Data Records Retain 100 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence
Database Records Gendata [General Microbiology] HIV LITS+ [Virology/Immunology] WEBRAD [General Microbiology]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: Laboratory Compliance and Quality Assurance
Program Description: The Laboratory Compliance and Quality Assurance Unit enforces federal and state regulations for clinical laboratory, substance of abuse, and health screen testing by inspecting and or monitoring laboratories. The unit issued state licenses to clinical laboratories until January, 2000 when federal Clinical Laboratory Improvement Amendments Certification (CLIA) went into effect. The Centers for Medicare/Medicaid Services contracts with Laboratory Compliance and Quality Assurance to administer CLIA in Oregon.
Records Description: Program Records 288 Clinical Laboratory Improvement Amendments Accreditation (CLIA) Records Retain 10 years after accredited laboratory closed, destroy 289 Clinical Laboratory License and Renewal Records Retain 10 years after license expired, destroy 290 Clinical Laboratory Survey Reports Retain 10 years after survey, destroy 291 External Proficiency Testing Records Retain 3 years, destroy 292 Health Screen Testing Permit Records Retain 10 years, destroy 293 Substance of Abuse Laboratory Registration and Certification Records Retain 10 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence
Database Records Agency databases: AAMS [Oregon Environmental Laboratory Accreditation Program (ORELAP)] LQA [Laboratory Compliance and Quality Assurance] DWLCP [Oregon Environmental Laboratory Accreditation Program (ORELAP)] LRN [Laboratory Response Network Team] Non-agency databases: CLIA [EPA] ORELAP [DEQ]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: Laboratory Compliance and Quality Assurance Program: Drinking Water Laboratory Certification Program
Program Description: The Drinking Water Laboratory Certification Program certifies drinking water testing laboratories according to state standards. The current program is being phased out and replaced by the Oregon Environmental Laboratory Accreditation Program (ORELAP) which accredits labs according to national standards (see separate description).
Records Description: Program Records 294 Drinking Water Laboratory Certification Records Retain 5 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence
Database Records AAMS DWLCP
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: Laboratory Compliance and Quality Assurance Program: Oregon Environmental Laboratory Accreditation Program (ORELAP)
Program Description: The Oregon Environmental Laboratory Accreditation Program (ORELAP) accredits drinking water testing laboratories according to national standards. It began accrediting qualified laboratories in 2001. The current Drinking Water Laboratory Certification Program (see separate description) is being phased out and replaced by ORELAP.
Records Description: Program Records 295 Environmental Laboratory Accreditation Records Retain 10 years, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence
Database Records Agency databases: AAMS [Oregon Environmental Laboratory Accreditation Program (ORELAP)] Non-agency databases: ORELAP [DEQ]
Organizational Placement Schedule number: 2003-0021 Agency: Department of Human Services (DHS) Division: Health Services, Public Health Section: State Public Health Laboratories Unit: Laboratory Compliance and Quality Assurance Program: Laboratory Response Network Team
Program Description: The Laboratory Response Network Team is a new and developing program that collects information about Oregon "Sentinel Laboratories" that are determined to be capable of testing for bioterrorism type organisms. The team coordinates training and team building between laboratories, county health departments, and the Oregon State Public Health Laboratory for bioterrorism preparedness.
Records Description: Program Records 296 Laboratory Survey Records Retain 5 years, destroy 297 Sentinel Laboratory Information Retain until 5 years after laboratory closed, destroy
State Agency General Records Retention Schedule Records Administrative Records (OAR 166-300-0015) Correspondence
Database Records LRN
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