Or. Admin. R. 166-150-0080 - County Juvenile Department Records
(1)Delinquent Case Files, Adjudicated
(Formal) Series documents cases of minors who fall under the
jurisdiction of the Juvenile Department because they have committed an act,
which would be a criminal offense if done by an adult, and whose cases are
adjudicated by the Juvenile Court. Records may include but are not limited to
police reports, correspondence, formal accountability agreements, intake
assessments, referrals from other agencies, school records, psychological
evaluations, fingerprints, disposition records, counselor's record of client
contact, social histories, card files, court reports, court orders, petitions
and pleadings, risk assessments, referrals to residential placement centers,
and related documentation. SEE ALSO Juvenile Temporary Custody Records in the
Law Enforcement section. (Minimum retention:
(a) Until court ordered expunction (ORS
419A.262)
(b) If the crime is defined by ORS
419A.260(J):
Retain until court ordered expunction
(c) If case not expunged: Until the
individual is 25 years of age and the case closed for 3 years)
(2)Delinquent Case Files,
Informal Series documents cases of children who fall under the
jurisdiction of the Juvenile Department, but whose cases have not been
adjudicated by the Juvenile Court. Minors are referred to the department by the
police if they have committed an act that would constitute a criminal offense
if committed by an adult. Informal delinquent cases are those cases in which no
official court action was taken and may include cases that were not legally
sufficient to adjudicate and therefore no action was taken by the District
Attorney. Records include but are not limited to police reports,
correspondence, formal accountability agreements, intake assessments, referrals
from other agencies, school records, psychological evaluations, fingerprints,
victim restitution records. Supervision fee records are transferred to the
offender's case file after the case has been terminated. SEE ALSO Juvenile
Temporary Custody Records in the Law Enforcement section. (Minimum retention:
(a) Until court ordered expunction (ORS
419A.262)
(b) If case is not expunged: Until the
individual is 18 years of age and the case has been closed for 3
years)
(3)Dependency Case Files Series
documents cases involving children who have been placed in the custody and/or
supervision of the State Office for Services to Children and Families by the
Juvenile Court because of their welfare was endangered. Although the county
Juvenile Department may not provide services, they maintain a file on the child
for informational purposes, in case the child later becomes involved in
criminal activities, or because the court directs the Juvenile Department to
perform investigations such as home studies or custody studies. The Juvenile
Department may act as liaison between the court and the State Office for
Services to Children and Families for assisting in the legal intervention for
the child. Records may include but are not limited to petitions, citizen review
board reports, court reviews, legal correspondence from attorneys, working
notes, related documentation, and correspondence. (Minimum retention:
(a) Until court ordered expunction (ORS
419A.262)
(b) If case is not expunged: Until case
closed for 10 years or individual is 23 years of age)
(4)Detention Use Reports Series
documents the use of detention facilities by the Juvenile Department. The log
which tracks use of detention facilities is compiled monthly and may include
but is not limited to the name of the youth, reason for detention, dates of
detention and release, and the name of the probation officer assigned to the
youth. Statistics are used for budgeting purposes and for reporting to the
community and to the county commissioners. (Minimum retention: Until the
individual is 18 years of age)
(5)Informal Restitution Records
Series documents the payment of restitution to victims in informal cases
involving children who fall under the jurisdiction of the Juvenile Department,
but whose cases have not been adjudicated by the Juvenile Court. Records may
include but are not limited to the name and address of the youth, name and
address of the victim, amount owed, payment schedule, and related
documentation. When the case is terminated, victim restitution records are
placed in the offender's case file. (Minimum retention: 3 years after payment
or deemed uncollectible)
(6)Supervision Fees Series
documents payment of supervision fees paid by the youth to the Juvenile
Department upon order of the court. Records include payment information and are
transferred to the youth's case file when the case is terminated. (Minimum
retention: 3 years after payment or deemed uncollectible)
(7)Special Programs (Diversion
Programs) Series describes programs that are implemented by county
juvenile departments that act as diversions to first and second time
misdemeanor offenders. The programs are individual to each respective county
department and may not exist in every county juvenile department. Programs may
include but are not limited to assault diversion, trespass diversion, anger
management and conflict resolution, work crew programs, victim offender
mediation, and intake programs for low-risk offenders. (Minimum retention:
Until the individual is 18 years old)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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