1. (1) Adult in Custody: Any person under the supervision of the Department of Corrections who is not on parole, post-prison supervision, or probation status.
2. (2) Adult on Supervision: Any person under the supervision of the Department of Corrections who is on parole, probation, or post-prison supervision status.
3. (3) Archives: The state repository for public records having a legal or historical value but for which immediate access is not required. The location where the official files of Department of Correctional felony adults in custody and adults on supervision are permanently maintained.
4. (4) Department of Corrections Facility: Any institution, facility, or staff office, including the grounds, operated by the Department of Corrections.
5. (5) Functional Unit: Any organizational component within the Department of Corrections responsible for the delivery of program services or coordination of program operations.
6. (6) Functional Unit Manager: Any person within the Department of Corrections who reports to the Director, Deputy Director, an Assistant Director, or administrator and has responsibility for the delivery of program services or coordination of program operations. In a correctional setting, the superintendent is the functional unit manager.
7. (7) Offender Information and Sentence Computation (OISC): The centralized functional unit which maintains working files after an adult in custody is released from a Department of Corrections facility.
8. (8) Record: Includes, but is not limited to, documents, books, papers, photographs, files, sound recordings, or machine-readable electronic records, regardless of physical form or characteristics, made, received, filed, or recorded in pursuance of law or in connection with the transaction of public business, whether or not confidential or restricted in use. (ORS 192.005)
9. (9) Retention Schedule: Either a General Schedule published by the State Archivist in the Oregon Administrative Rules in which certain common public records are described or listed by title and a retention period is established for each, or a Special Schedule approved by the state Archivist for the public records of a specific agency.
10. (10) Sealing Adult in Custody or Adult on Supervision Records: The physical sealing of file material by order of the court accomplished by the Offender Information and Sentence Computation unit.
11. (11) Working File: Those documents maintained in a Department of Corrections facility, community corrections office, or functional unit for administrative, operational, or case management purposes.

Statutory/Other Authority

ORS 179.040, 423.020, 423.030 & 423.075

Statutes/Other Implemented

ORS 179.040, 423.020, 423.030 & 423.075

History

DOC 16-2025, amend filed 09/30/2025, effective 10/01/2025
DOC 5-2020, amend filed 03/19/2020, effective 03/19/2020
Renumbered from 291-070-0010, DOC 9-2008, f. & cert. ef. 4-10-08
CD 4-1996, f. 5-23-96, cert. ef. 6-1-96
CD 23-1994, f. 12-21-94, cert. ef. 1-3-95
CD 17-1986, f. & ef. 6-30-86
CD 8-1986, f. 4-18-86, ef. 5-15-86
CD 50-1985, f. & ef. 8-16-85
CD 38-1983, f. & ef. 10-14-83
CD 21-1983(Temp), f. & ef. 5-16-83
CD 17-1982, f. & ef. 6-4-82
CD 54-1981(Temp), f. & ef. 12-10-81