Library: Records Disposition Schedules
OKDHS
Administration
Consolidated Records Disposition Schedule 87-05
October 25, 2007
|
|
Finance Division/Federal Accounting
|
| 11-31 |
Medical Warrant Registers, Title XIX
|
| Description: |
Listing of all warrants by vendor classification issued under Title XIX Medical Payment Stream. Records include invoices/billing statements from Health Care Authority to DHS for payment of DHS share of cost.
|
| Volume: |
4 cubic feet per year
|
| Disposition: |
Retain in office, then transfer data to optical disks. Destroy hard copy documents except those that cannot be reproduced in a legible and readable condition (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, and (d) after obtaining approval from the State Records Administrator or his/her designee to destroy the hard copy documents.
In the case of rewritable disks, delete records when they become five (5) 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, (b) no legal actions are pending, and (c) approval has been received from the State Records Administrator or his/her designee to erase rewritable optical disks.
In the case of WORM disks, destroy individual disks when they become five (5) 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, (b) no legal actions are pending, and (c) approval has been received from the State Records Administrator or his/her designee to destroy optical disks. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided: (a) records meet all stipulated retention periods, and (b) approval to destroy optical disks or to erase rewritable optical disks has been received from the State Records Administrator or his/her designee.
Destroy documents that were retained in hard copy because they could not be reproduced in a legible and readable condition when they become five (5) 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, (b) no legal actions are pending, and (c) approval has been received from the State Records Administrator or his/her designee to destroy hard copy documents.
[45 CFR § 2541.420]
added January 17, 2001
|
|
<< Back
|