Library: Records Disposition Schedules
OKDHS
Administration
Consolidated Records Disposition Schedule 87-05
October 27, 2005
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Finance Division/Claims Processing
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| 12-10C |
Alternate Claim Processing System (Electronically Filed Miscellaneous Claims and Invoices)
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| Description: |
Claims filed electronically by the Department of Human Services with the Office of State Finance. Records include OSF Form 3, "Notarized Claim Form"; OSF Form 15A, "Claim Jacket Form"; OSF Form 15B, "Inter/Intra Payment"; OSF Form 19, "Travel Voucher"; OSF Form 18, "Actual and Necessary Expense Travel Voucher"; Affidavit Actual and Necessary Unreceipted Travel Expenses; and OSF Form 19A, Travel Voucher Attachment submitted to the Office of State Finance for payment of financial obligations other than payrolls. Agency copies are state office of record copies. (Records do not include OSF Form 14, "Claim for Disbursement of Payroll Withholdings," and OSF Form 9, "Imprest Cash Form" and allied documentation. For the disposition of OSF Form 14 and OSF Form 9, refer to Series 33-6).
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| Disposition: |
Retain in office and transfer data to optical disks. Transfer hard copy documents except those that cannot be reproduced on paper in a legible and readable condition to records storage (a) upon certification that all records have been successfully entered on disks, (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 a backup disk in an off site storage area whose temperature is between 65º and 75º degrees Fahrenheit and whose relative humidity is between 30% and 50%; and (c) after retaining at least one (1) user copy of the disk in the agency.
Retain hard copy documents in records storage until one (1) year after all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and provided no legal actions are pending, then destroy all hard copy documents except those that cannot be reproduced in a legible and readable condition provided approval to destroy hard copy documents has been received from the State Records Administrator.
Destroy individual disks and all hard copy documents that were retained because they could not be reproduced in a readable and legible condition when they become seven (7) years old (a) provided no legal actions are pending and (b) approval to destroy optical disks has been received from the State Records Administrator. If legal action is pending destroy two (2) years after exhaustion of all legal remedies (a) provided records meet all stipulated retention requirements.
Amended July 22, 2004
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