A. Retain in office for seven (7) days, then recycle and reuse or destroy individual tapes provided no one within or outside of the agency has requested a review of the tape because they believe that it may contain footage that will document possible violations of state or federal laws, rules and regulations, or court decisions or other incidents and occurrences that require review by the agency’s legal and/or risk management staffs, state and/or law enforcement officers, administrative law judges, or other parties within or outside of the agency.

B. When a review has been requested, transfer applicable tape to Oklahoma Department of Human Services legal, risk management, and/or investigative divisions or units, as appropriate.

1. If the review indicates that the tape does not appear to contain footage involving possible violations of state or federal laws, rules and regulations, or court decisions or other incidents and occurrences that require further retention, recycle and reuse or destroy applicable tape five (5) days after the review has been completed.

2. If the review indicates that incidents or occurrences relating to possible violations of state or federal laws, rules and regulations, or court decisions or other incidents and occurrences may have occurred, retain tape until released by applicable state and/or law enforcement officers, administrative law judges, or other parties within or outside of the agency, then recycle and reuse or destroy provided no legal actions have occurred or are pending. If legal actions have occurred or are pending, once they have been concluded, retain applicable tapes in accordance with Series 1-21A, 1-21B, and 1-21C [Litigation Files] of the General Records Disposition Schedule. Retain individual tapes that relate to exhibits or evidence involving employee grievances in accordance with Series 3-36A and 3-36B [Grievance Records] of the General Records Disposition Schedule.
Added October 11, 2000