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V. C. Retention

07-06-2017

NOTE: All APD and AAA offices are required to follow the same retention periods as detailed below, without exception.

This schedule is applicable to the records of Aging and People with Disabilities (APD) and Area Agencies on Aging (AAA). The schedule applies to the official copy of all public records, regardless of medium or physical format, created or stored by the specified agencies.

A state agency shall destroy public records meeting the terms and conditions of their scheduled retention period, subject to the prior audit requirements of OAR 166-030-0041 and any suspension ordered under the provisions of OAR 166-030-0045.

Please note the exceptions to the schedule listed in OAR 166-030-0026 before disposing of records.

  • Adult Foster Home Provider Records – 7 years from the date the home closes

    • If the home is open, keep two years of material in the local office.
  • APS and protective service reports regarding consumers – 10 years
    • Do not discard, delete, overwrite, alter, or destroy any such documents or electronically stored information;
    • APS records include everything collected during the investigation;

      • For example: Screening documents, all notes handwritten, typed, Post-it notes, correspondence, supporting documents, photos, and video tapes;
    • All Community and Facility APS records must be maintained and archived for ten years after last activity.

  • APS and protective service reports regarding homecare workers - Never

    • APS records related to homecare workers are not purged.

  • Case files - 15 years
    • APD policy is to keep all records for all benefits the same length of time;

    • The retention requirement includes applications, verifications, and any or all materials used to determine eligibility for benefits and services, including long term care services.

  • Case transfer log – 1 year

  • EBT records- 4 years

    • Includes records not related to customer eligibility.

  • Contract RN billing form (RN 1400) - 7 years
  • Credit card documents - 3 years after card canceled

  • Financial records – 6 years

  • General correspondence - 1 year

  • Homecare worker personnel records – 3 years after end of employment

  • Homecare worker vouchers – 6 years after issuance or until released from audit

  • Inventory documents - 4 years
  • Invoices - 6 years

  • Notary journal - 7 years after registration expires

  • Older Americans Act (OAA) records – 7 years

  • Oregon Project Independence (OPI) records – 7 years

  • Personnel records – 3 years (check with branch manager)

  • Postal records (USPS and private carrier) - 4 years

  • Signature authorization – until superseded

  • Time sheets - 4 years

  • Travel expense documents - 6 years

  • Vehicle file logs – 1 year