Or. Admin. Code § 414-360-0255 - [Effective 7/1/2025] Record Retention and Access

(1) A provider must retain the following records for two (2) years:

(a) After their initial creation for identified Program Records in OAR 414-360-0250;

(b) After termination of employment for identified Caregiver Records in OAR 414-360-0240;

(c) After termination of care for documentation of parent permissions listed in OAR 414-360-0230;

(d) After termination of care for identified Children's Records in OAR 414-360-0220; and

(e) After initial creation, vehicle records identified in OAR 414-360-1230(2).

(2) A provider must retain menus as described in OAR 414-360-1100(13) for three weeks after creation.

(3) A provider may store records off site that are older than one (1) year but they must be made available within 48 hours, upon request. A provider must make all other records required by these rules available to CCLD at all times.

(4) A provider must have at least one caregiver on site who can access any records that are stored in paper or electronic formats.

(5) Electronic records, including but not limited to Children's Records, Caregiver Records and current day's attendance record, must be portable for use during an emergency evacuation.

(6) If using electronic records, the provider must have procedures in place to ensure prompt access, including an on- or off-site electronic back-up method to ensure access in the event of data loss.

Notes

Or. Admin. Code § 414-360-0255

DELC 138-2024, adopt filed 12/11/2024, effective 7/1/2025

Statutory/Other Authority: ORS 329A.260

Statutes/Other Implemented: ORS 329A.280