The OKDHS Records Management Program includes management of forms, correspondence, and paper or electronic files. It provides a method for identifying, inventorying and scheduling records. Disposition schedules are compiled from comprehensive record inventories that identify the title and function of all records created or received by OKDHS. Records are listed on the disposition schedule in an arrangement that reflects the agency's organizational structure. At the end of specified retention periods, records are transferred to the State Archives, converted to an optical image or destroyed.
Those who create or receive records are responsible for managing them. OKDHS is required by law to "establish and maintain an active, continuing program for the economical and efficient management" of records and to "make and maintain records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency designed to furnish information to protect the legal and financial rights of the State and of persons directly affected by the agency's activities." (Title 67 of the Oklahoma Statutes, Section 206a-b).
Records Disposition Schedule
The agency's Records Disposition Schedules list all OKDHS records. They describe how long records are kept, and what is done with them when that time is up. Records may not be destroyed without approval from the Archives and Records Commission.
Destruction of Records
Physical destruction of records is done after approval from the State Records Administrator to destroy records is received. Client case records and other confidential information are always destroyed through a security destruction process.