Licensing Umbrella Rules: Records and Documentation
(1)The child-caring agency must accurately prepare and safely store its records and ensure the records are readily available for inspection by the Department.
(2)All entries in records required by the rules in OAR chapter 413, division 215 must be permanent, legible, dated, and signed by the person making the entry.
(3)Records must be uniform in organization, readily identifiable and accessible, current and complete, and contain all of the information required of the child-caring agency by the rules in OAR chapter 413, division 215.
(4)Records must be corrected, when necessary, by the use of a single line drawn through the incorrect information, the addition of the correct information, a notation of the date the correction is made, and the initials of the person making the correction. No “white out,” eraser tape, or other means of eradicating information may be used to make a change to a record.
(5)Fiscal records must be kept that are accurately prepared and properly reflect all direct and indirect revenues and expenditures for the operation and maintenance of the child-caring agency.
(6)The child-caring agency must keep reports of all inspections of the child-caring agency and its facilities for not less than five years after an inspection.
(7)The child-caring agency must maintain a permanent registry of each child in care the child-caring agency serves. The registry must include the child in care’s name, gender, and birth date; the names and addresses of his or her parents or guardians; the dates of admission; and the placement upon discharge.
(8)If a child-caring agency changes ownership or executive or program director, all records of the children in care and families served by the child-caring agency must remain in a facility operated by the child-caring agency.
(9)Prior to the dissolution of a child-caring agency, the executive or program director must inform, in writing, a Department licensing coordinator of the location and storage of records regarding current or prior children in care.
Rule 413-215-0071 — Licensing Umbrella Rules: Records and Documentation,