Library: Records Disposition Schedules
OKDHS
Administration
Consolidated Records Disposition Schedule 87-05
October 27, 2005
|
|
Finance Division/Revenue Processing Unit and Trust Accounts Unit
|
| 17-14 |
Agency Check Entering System (ACES) Transfer
|
| Description: |
Computer-generated report received from Office of State Finance listing totals of revenue transferred from Agency Clearing Account to Trust Account Funds (i.e. Funds 700, 715, and 725). Data includes copies of Advice of Deposits that make up the totals.
|
| Volume: |
less than 1 cubic foot per year
|
| Disposition: |
Retain in office, 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 65º and 75º 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 to destroy the hard copy documents.
In the case of rewritable disks, delete records when they become seven (7) 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) provided no legal actions are pending; and (c) approval has been received from the State Records Administrator to erase rewritable optical disks.
In the case of WORM disks, destroy individual disks when they become seven (7) 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) provided no legal actions are pending; and (c) approval has been received from the State Records Administrator to destroy optical disks.
If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention periods and approval to destroy optical disks or to erase rewritable optical disks has been received from the State Records Administrator.
Added October 13, 1999
|
|
<< Back
|
Next >>
|