Library: Records Disposition Schedules
OKDHS
County Offices
Consolidated Records Disposition Schedule 82-37
January 26, 2006
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Client Records
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| 2-29 |
Child Care Center Licensing Files (Inactive-Voluntarily Closed and Designated as a Do Not Destroy File)
(Record Copy)
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| Description: |
Files pertain to day care centers, including part-day child care programs and school-age child care programs, that close voluntarily and are classified as a “Do Not Destroy” file as defined in OAC 340:110-1-11(c), or the same rule if renumbered with no changes in text or in Instructions to Staff. File contains applications for license; requests for license renewals; two and three star applications; information sheets listing data about day care center staff (e.g., educational backgrounds); copies of any applicable articles of incorporation; copies of facility health and fire safety inspection reports; visitation reports compiled by DHS staff; and correspondence.
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| Volume: |
1 cubic foot per year per county office
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| Disposition: |
Retain in office ten (10) years then transfer to the State Records Center. Retain in the State Records Center until requested to return records to DHS for imaging. If not returned for imaging, destroy records when they become fifty (50) years old provided: all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and no legal actions are pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
OR
Retain in office ten (10) years, then transfer data to optical disks. Destroy hard copy documents (a) upon certification that all records have been successfully entered on disk; (b) after storing a back up copy of the disk in an off site storage area that meets the manufacturer's recommendations for temperature and humidity controls; or if no recommendations are provided by the manufacturer, after storing the back up disk in an off site storage area whose temperature is between 65° and 75° Fahrenheit and whose relative humidity is between 30% and 50%; (c) after retaining at least one (1) user copy in the agency. Destroy optical disks and all below standard hard copies when they become fifty (50) years old provided: all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and no legal actions are pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
If record is retained in rewritable disks, delete records when they become fifty (50) years old provided: (a) all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and no legal actions are pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention periods.
In the case of WORM disks, destroy individual disks when they become fifty (50) years old provided: all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and no legal actions are pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention periods.
Amended April 24, 2003
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