1. (a) The list of records from the Oklahoma Department of Human Services (OKDHS) Records Management Coordinator is a tool for identifying closed cases eligible for destruction. Updates to closed cases that change the date of last change can prevent a case from appearing on the list of records. When the county office determines that a case is eligible for destruction, but does not appear on the list, the county may send the case to the OKDHS Records Center.
(b) The county office may choose to send closed case records having no overpayment, or those with the overpayment paid in full, and no legal actions pending, to the OKDHS Records Center when they have been closed for two full fiscal years. The OKDHS Records Center stores the closed records until their destruction is authorized. Case records stored in the OKDHS Records Center are not returned to the county.
(c) Case records are eligible for destruction after being inactive for three calendar years, but they may not be physically destroyed until the entire fiscal year is concluded and the OKDHS Records Center receives the authorization memorandum. The OKDHS Records Center destroys eligible records at the beginning of the next fiscal year. For example, a record that became inactive in August 1999 is eligible for destruction in August 2002. However, July 2002 is the beginning of the 2003 state fiscal year; therefore, this record may not be destroyed until July 1, 2003.
2. This does not apply to cases marked "Restitution" or cases containing overpayments. These cases are not normally destroyed until the overpayments are paid in full, at which time the three-year rule is followed. It does not apply to cases on which a lien has been filed against the recipient's real property or on which a claim against the recipient's estate could be made to recover the cost of medical services rendered after July 1, 1994. Those cases must be retained for three years after the lien has been released or the claim has been satisfied. Also, Temporary Assistance for Needy Families (TANF) cases terminated or denied due to receipt of a lump sum payment are not destroyed until the period of ineligibility has expired if the period of ineligibility exceeds three years.
3. On occasion, the State Office notifies the county not to destroy a certain case.