Clackamas County advisory members pressed county licensing staff and a visiting human‑services official on Oct. 27 for clearer access to provider records after the state resumed work on a provider enrollment system.

Kristen Tuggle, who supervises licensing work for county programs, told the council that much of the county’s historical licensing paperwork is kept in an older database called Aspen and that the state has renewed work on a provider enrollment management system (PEMS/PEMPS). "All of our work is kept in a database called Aspen," Tuggle said. "They started this a couple years ago and then put it on pause… Now with the state taking it for licensing, they have a renewed interest in making this happen."

Tuggle said state workgroups are discussing whether to retain some records types—such as advisory letters, serious‑violation notices or civil penalties—in a system that would be searchable by counties and potentially by the public. "There is interest in keeping some type of record for advisory letters, serious violation letters... what that looks like, they don't know yet, but they're at least having that conversation," she said.

County staff clarified that substantiation records are ultimately state records (ODDS) and that counties typically screen referrals: "If someone has conditions… we typically would not refer you to that home," Tuggle said. Council members were told that families seeking detailed substantiation information would likely need to pursue a public‑records request through the state, because counties do not maintain all historic substantiation files.

Members urged clearer, public‑facing guidance for families choosing providers and asked staff to pursue advocacy avenues with state associations to push for greater transparency. The council agreed to research options over the holiday recess and bring a proposed approach to ODDS and related state working groups early next year.