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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: 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Retain 6 years after superseded or obsolete, destroy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.

 

The Laboratory Compliance and Quality Assurance Unit also manages the operations of three subordinate programs -- Drinking Water Laboratory Certification Program (DWLCP), Oregon Environmental Laboratory Accreditation Program (ORELAP), and Laboratory Response Network (LRN).

 

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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