(b) Before OKDHS records are destroyed, they must be included on an approved records disposition schedule.  OKDHS must receive written approval from the Archives and Records Commission (ARC) 30 days prior to records destruction.

• (1) The Support Services Division (SSD) Departmental Services Unit (DSU) records management coordinator obtains approval to destroy records annually.
• (2) Records not on an approved records disposition schedule or records involved in any type of litigation may not be destroyed.

(c) Security destruction is processed at the OKDHS Northern Oklahoma Resource Center of Enid (NORCE).  Security destruction procedures are followed for the destruction of all OKDHS documents.

• (1) The DSU Supply Warehouse staff pick up all OKDHS security destruction and recycle documents from offices outside the Sequoyah Memorial Office Building (Sequoyah Building).
  • (A) All OKDHS documents, security destruction and recycle, are picked up by the DSU Supply Warehouse staff.
  • (B) Local offices place all security destruction and recycle documents in the 18x12x10 boxes issued by the DSU Supply Warehouse.
  • (C) Boxes must be packed completely full and contain no shredded documents.
  • (D) Form 23RM115E, Security Destruction, is completed and taped to both ends of every box.
  • (E) When full boxes are ready to be picked up in the local offices, an e-mail is sent to the DSU Supply Warehouse supervisor one week prior to the regular supply delivery date.  The e-mail includes the:
    • (i) number of boxes to be picked up;
    • (ii) location and location code number of the local office; and
    • (iii) contact person's name and telephone number.
  • (F) All boxes are transported to the NORCE facility and shredded.
• (2) The only exception is the Sequoyah Building, where NORCE has placed secure slotted receptacles for security destruction and recycle documents.  These receptacles are emptied twice weekly by NORCE staff and also shredded at their facility.
• (3) Local office shredding is discouraged.