General Record Category Type of Record Retention Period OAR #
Client Records Speech therapy 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Client Records Hearing testing 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Client Records Cholesterol 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Client Records Tests 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Client Records Goals and objectives 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Client Records Diagnostic reports 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Client Records Questionnaires 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Client Records Related data 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(1)
Communicable Disease Records Laboratory test results 5 years 166-475-0065(2)
Communicable Disease Records Name and address of client or patient 5 years 166-475-0065(2)
Communicable Disease Records Date 5 years 166-475-0065(2)
Communicable Disease Records Person making referral 5 years 166-475-0065(2)
Counseling, Psychological, and Psychiatric Case Records Notes made by providers concerning the assessment, diagnosis, treatment and contracts (written, telephone, or in person) with each client 7 years after last contact 166-475-0065(3)
Counseling, Psychological, and Psychiatric Case Records Referral letters 7 years after last contact 166-475-0065(3)
Counseling, Psychological, and Psychiatric Case Records Release of information agreements 7 years after last contact 166-475-0065(3)
Counseling, Psychological, and Psychiatric Case Records Letters to agencies or others concerning the clients 7 years after last contact 166-475-0065(3)
Counseling, Psychological, and Psychiatric Case Records Related documentation 7 years after last contact 166-475-0065(3)
Health History Forms Records Student medical history forms for students who have never visited an institutional health center 7 years after last service 166-475-0065(4)
Immunization Reporting Records Immunization log sheets 10 years 166-475-0065(5)
Immunization Reporting Records Annual reports 10 years 166-475-0065(5)
Immunization Reporting Records ITARS (Immunization Tracking and Recall System) documentation and related correspondence 25 years 166-475-0065(5)
Immunization Reporting Records Other immunization records 7 years after last service 166-475-0065(5)
Laboratory Inspection Records Checklist of all equipment 3 years 166-475-0065(6)
Laboratory Inspection Records Calibrations For the life of the equipment 166-475-0065(6)
Laboratory Inspection Records conditions 3 years 166-475-0065(6)
Laboratory Test Requests Records Name of student 2 years 166-475-0065(7)
Laboratory Test Requests Records Date 2 years 166-475-0065(7)
Laboratory Test Requests Records Test(s) ordered 2 years 166-475-0065(7)
Laboratory Test Requests Records Physicians signature 2 years 166-475-0065(7)
Licensure Records License applications Until superseded or obsolete 166-475-0065(8)
Licensure Records College of American Pathologists comparative test results for laboratory licensing Until superseded or obsolete 166-475-0065(8)
Licensure Records Oregon Pharmacy Board Retail Drug Outlet/Controlled Substance Registration (license) and inspection reports Until superseded or obsolete 166-475-0065(8)
Licensure Records Individual employee professional licenses Until superseded or obsolete 166-475-0065(8)
Licensure Records Related correspondence Until superseded or obsolete 166-475-0065(8)
Medical Records Appointment request slips 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Summary sheets 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Bacteriology test results 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Treatment record statements 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Personal health history sheets 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Dental examination sheets & X-rays 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Laboratory test results 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Physical therapy notes 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records X-ray release forms 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records X-ray requisitions with narrative of radiologist 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Notes 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Memoranda 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Medical Records Related correspondence 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(9)
Non-Student Medical Records Medical history forms 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(10)
Non-Student Medical Records Notations of services provided and dates 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(10)
Non-Student Medical Records Payment information 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(10)
Non-Student Medical Records Related correspondence 7 years after last service or until client reaches age 21 (whichever is longer) 166-475-0065(10)
Patient Log Records Date and time the patient came in 3 years 166-475-0065(11)
Patient Log Records Physician assigned 3 years 166-475-0065(11)
Patient Log Records Diagnosis 3 years 166-475-0065(11)
Patient Log Records Admission/discharge date 3 years 166-475-0065(11)
Patient Log Records Length of stay 3 years 166-475-0065(11)
Patient Satisfaction Surveys Records Rating of service 3 years 166-475-0065(12)
Patient Satisfaction Surveys Records Type of service rendered 3 years 166-475-0065(12)
Patient Satisfaction Surveys Records Statistics about the student 3 years 166-475-0065(12)
Patient Satisfaction Surveys Records Possibly names and addresses 3 years 166-475-0065(12)
Pharmacy Prescription Dispensation Records Prescription slips 3 years 166-475-0065(13)
Pharmacy Prescription Dispensation Records In-house computer-generated Rx registers 3 years 166-475-0065(13)
Pharmacy Prescription Dispensation Records Controlled substance reports 3 years 166-475-0065(13)
Pharmacy Prescription Dispensation Records Data base purge records 3 years 166-475-0065(13)
Practitioner Schedules Records Dates and times of assignments 2 years 166-475-0065(14)
Practitioner Schedules Records Practitioner names 2 years 166-475-0065(14)
Practitioner Schedules Records Responsibilities 2 years 166-475-0065(14)
Radiographic Quality Assurance Records Reports by the radiographic staff 3 years 166-475-0065(15)
Radiographic Quality Assurance Records Quality assurance committee notes 3 years 166-475-0065(15)
Radiographic Quality Assurance Records Staff reviews 3 years 166-475-0065(15)
Student Health Insurance Records Benefit explanations 2 years after expiration of policy 166-475-0065(16)
Student Health Insurance Records Payment summaries 2 years after expiration of policy 166-475-0065(16)
Student Health Insurance Records Photocopies of checks 2 years after expiration of policy 166-475-0065(16)
Student Health Insurance Records Invoices 2 years after expiration of policy 166-475-0065(16)
Student Health Insurance Records Policy change sheets 2 years after expiration of policy 166-475-0065(16)
Student Health Insurance Records Individual student correspondence relating to their coverage 2 years after expiration of policy 166-475-0065(16)
Student Health Insurance Records Related correspondence with the insurance company 2 years after expiration of policy 166-475-0065(16)
Surgical Instrument Sterilization Records Autoclave recording charts and log sheets indicating date 1 year 166-475-0065(17)
Surgical Instrument Sterilization Records Load number 1 year 166-475-0065(17)
Surgical Instrument Sterilization Records Items sterilized 1 year 166-475-0065(17)
Surgical Instrument Sterilization Records Temperature/time settings 1 year 166-475-0065(17)
X-Rays Log of X-rays going out and coming in for professional reference  7 years after date of last service 166-475-0065(18)
X-Rays Related documentation 7 years after date of last service 166-475-0065(18)