1. (1) Delinquent Case Files, Adjudicated (Formal): Series documents cases of minors who fall under the jurisdiction of the Juvenile Department because they have committed an act which would be a criminal offense if done by an adult, and whose cases are adjudicated by the Juvenile Court. Records may include police reports, formal accountability agreements, intake assessments, referrals from other agencies, school records, psychological evaluations, fingerprints, disposition records, counselor’s record of client contact, social histories, court reports, court orders, petitions and pleadings, risk assessments, referrals to residential placement centers, and related documentation. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If the crime is defined by ORS 419A.260(J), until court ordered expunction; (c) If case not expunged, until the individual is 25 years of age and the case closed for 3 years.
2. (2) Delinquent Case Files, Informal: Series documents cases of minors who fall under the jurisdiction of the Juvenile Department because they have committed an act which would be a criminal offense if done by an adult, but whose cases have not been adjudicated by the Juvenile Court. Informal delinquent cases are those cases in which no official court action was taken and may include cases that were not legally sufficient to adjudicate and therefore no action was taken by the District Attorney. Records may include police reports, formal accountability agreements, intake assessments, referrals from other agencies, school records, psychological evaluations, fingerprints, victim restitution records, and related documentation. Supervision fee records are transferred to the offender’s case file after the case has been terminated. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If case is not expunged, until the individual is 18 years of age and the case has been closed for 3 years.
3. (3) Dependency Case Files: Series documents cases involving minors who have been placed in the custody and/or supervision of the Oregon Department of Human Services, Child Welfare Division by the Juvenile Court because the minor’s welfare was determined to be endangered. Records may include petitions, citizen review board reports, court reviews, legal correspondence from attorneys, working notes, and related documentation. Minimum retention: (a) Until court ordered expunction (ORS 419A.262); (b) If case is not expunged, until case closed for 10 years or individual is 23 years of age.
4. (4) Detention Use Reports: Series documents the use of detention facilities by the Juvenile Department. Records may include a log of youth under detention, probation officer assignment, and statistical reports. Minimum retention: Until the individual is 18 years of age.
5. (5) Informal Restitution Records: Series documents the payment of restitution to victims in informal cases involving children who fall under the jurisdiction of the Juvenile Department, but whose cases have not been adjudicated by the Juvenile Court. Records may include payment schedule with outstanding balance and related documentation. When the case is terminated, victim restitution records are placed in the offender’s case file. Minimum retention: 3 years after payment or deemed uncollectible.
6. (6) Special Programs (Diversion Programs) Records: Series documents programs implemented by county juvenile departments to act as diversions for first- and second-time misdemeanor offenders. The programs are individual to each respective county department and may not exist in every county juvenile department. Minimum retention: Until the individual is 18 years old.
7. (7) Supervision Fee Records: Series documents payment of supervision fees paid by the youth to the Juvenile Department upon order of the court. Records include payment information and are transferred to the youth’s case file when the case is terminated. Minimum retention: 3 years after payment or deemed uncollectible.

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