V.D Record Retention
6/5/13
This General Schedule is applicable to the records of all state agencies. They apply to the official copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies.
A state agency shall destroy public records which have met 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 this General Schedule listed in OAR 166-030-0026 before disposing of records.
Checks and Related Materials - 6 years
- DHS 138A (Lost check affidavit) - or until unit resolved
- SDS 176 (Canceled provider check)
- AFS 289 (Request for and transmittal of forms receipt)
- AFS 297 (Canceled check)
- DMAP 405T (Medical Transportation Order)
- DMAP 409 (Medical Transportation Screening input document)
- DMAP 405B (Request to authorize payment for medical services)
- DHS/SDS 437 (Authorization of Cash Payment)
- DMAP 3071 series (Payment authorization request & status report for certain services)
- Revolving Check Fund load sheets and attachments
- Petty Cash documents
- Purchase Orders
- Vouchers
EBT records- 4 years
- DHS 248 (Oregon Trail card issuance log)
- DHS 248A (Oregon Trail Card Destruction Log)
- MSC 249 (Stock Control Log)
- MSC 249A (Revolving Fund Issuance Log)
- Other EBT records (3 years)
Postal Records (USPS and Private) - 4 years
Credit Card Documents - 3 years after card canceled
Invoices - 6 years
Travel expense documents - 6 years
Time Sheets - 4 years
General Correspondence - 1 year
Inventory Documents - 4 years
Notary Journal -7 years after registration expires
Protective Service Reports
- APS records related to Homecare Workers are not purged. 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 and supporting documents), photos and video tapes. P
- All Community and Facility APS records must be maintained and archived for ten years (after last activity).
Case Files - 7 years after closed or deceased
Overview:
- Aging and People with Disabilities policy and practice for storage, retention and destruction are included in this procedure.
- The DHS Records and Archives Unit is a central location for field staff in Aging and People with Disabilities and Area Agency on Aging Medicaid offices. Case files are alphabetized by the last name and then shipped out to the warehouse for the required retention period. After the retention period has expired, the case file is destroyed.
- Closed cases should be kept in the local office a minimum of four months prior to being shipped to DHS Records and Archives.
Getting Started:
Before starting the records storage process, be sure your records can meet these inactive criteria:
- The office will not need to access to the records more than six times per box per year: and
- At least two years remain on the retention period.
Boxes:
- Order archive boxes from Office Max (Item #P593766).
- Please note DHS Records Archives will only accept boxes in good condition with open handles on the each end.
Closed Cases:
- Remove original birth certificates, social security cards, and other similar items, prior to packaging the files; shred securely.
- Obtain a record accession number for each storage box by calling (503) 378-4501 or email DHS Records Archives: DHS.archiving-services@state.or.us.
- Pack files facing the same direction in alphabetical order; pack the files comfortably, don’t force files into the box.
- Complete a shipping log, DHS 276, for each box. Carefully print the branch number and contact name, branch telephone number, case identification, case name, and the shipping date. If the shipping log is not legible, the box will be returned to the branch for appropriate action;
- Confirm the file names in the box match the names on the shipping log.
- Include the original shipping log(s) in the corresponding box.
- Make a copy of the DHS 276 and retain in the branch for seven years.
- Complete a DHS6625 DHS Records Storage Label, and affix to the outside of the box. Record the Accession number on the storage label DHS 6625, and the shipping log, DHS 276
Sending Boxes:
- In the Salem area: Contact DHS Records Archives via email dhs.archiving-services@state.or.us, or call (503) 373-0333 to schedule a pick up time.
- Outside Salem area - Send via UPS. DO NOT send boxes through US Postal Service or DAS shuttle.
- Ship to DHS Records Archives.
DHS Records Archives
2850 Broadway NE
Salem, OR 97301
Open Cases:
Customer cases which contain materials exceeding seven (7) years may be partially archived.
- Carefully sort customer applications, verification, and other documentation by date.
- Only materials which are not currently relevant may be archived. DO NOT archive:
- Identification;
- Birth certificates;
- Citizenship documentation;
- Social Security verification;
- Marriage or divorce records;
- Housing records;
- Insurance cards;
- Stable income verification;
- Medical applications on which the current eligibility are based;
- Any other documentation relating to the current certifications or eligibility for any current program.
- Item from open cases which can be archived include:
- Applications no longer in use;
- Verification of past income;
- Housing verification for prior addresses;
- Any other documentation which has no bearing on the current household or current eligibility.
Personnel - 3 years (check with branch manager)
- Homecare Worker I-9 & Provider Enrollment Form
- SDS 303/SDS 303B - 1 year if new one obtained - 4 years from ending date of last job
Signature Authorization
- DHS 285 - until superseded
Vehicle File Logs - 1 year
Contract RN Billing form (RN 1400) - 7 years
Health-related forms - 7 years
- DMAP 729 (Admin Medical Examination/Report Authorization)
- MSC 2099 (Authorization for Use and Disclosure of Information) (if case is open, keep until 3 years after case is closed or 7 years whichever is longer)
This information is from the following documentation:
- SS/CW Field Business Procedure Manual
- DHS Forms Server
- General Schedule listed in OAR 166-030-0026