1. (1) Adult Foster Home Provider Records: Series documents the administration of a system of adult foster homes which provide care for developmentally disabled clients in residential settings. Series may include records such as license applications, inspection reports, fire drill records, facility information, references, progress notes, meeting notes, financial records, annual license evaluation, annual agreement or contract, a copy of the annual license, and related documentation. Minimum retention: 6 years after expiration of contract or agreement.
2. (2) Developmental Disabilities Intake Reports: Series documents the initial contact with a potential client in order to determine if the person is eligible for developmental disability programs. Records may include information sheets; applications; signed release forms for other records such as school records, psychological reports, social security, and skill assessments; progress notes; letters of decision; and appeals of the decision. If the person is eligible for service, the intake report file becomes part of the Developmental Disabilities Service Records. Minimum retention: (a) If eligible for DD programs, transfer to Developmental Disabilities Service Records; (b) All other cases, 10 years.
3. (3) Developmental Disabilities Service Records: Series documents services provided to persons with developmental disabilities, including intake and case management, crisis services, and family support services. Services such as residential, vocational, and transportation services may be contracted out. Records may include applications for service, referrals, progress notes, medical records, individual service plans (ISP), diagnostic and evaluation results, and financial and legal records. Minimum retention: (a) Individual Service Plans, 10 years; (b) All other records if death date is known, 7 years after date of death; (c) All other records if death date is unknown, 70 years.
4. (4) Family Support Records: Series documents the screening of applications for financial aid to support the families of clients in developmental disability programs. Records may include the application and other records including progress notes, financial information, family assessment, and treatment and support plans. Minimum retention: 5 years.
5. (5) Protective Service Reports: Series documents investigations of clients over the age of 18 and enrolled in developmental disability programs who are suspected of having received physical or sexual abuse. Records may include investigation reports, police reports, and interview notes. Minimum retention: (a) Interview notes for substantiated criminal findings, 10 years; (b) Interview notes for unsubstantiated findings, 3 years; (c) Reports, 20 years.

Statutory/Other Authority

ORS 192.005–192.170 & ORS 357.805–357.895

Statutes/Other Implemented

ORS 192.005–192.170 & ORS 357.805–357.895

History

OSA 7-2025, amend filed 11/05/2025, effective 11/05/2025
OSA 4-2004, f. & cert. ef. 9-1-04