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Library: Records Disposition Schedules
OKDHS
Oklahoma Child Care Services
Consolidated Records Disposition Schedule 2000-02
April 22, 2004
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General Records
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| 1-10 |
Child Placing Agencies, Child Care Institutions, and Emergency Shelters, (Inactive-Revoked or Rejected)
(Record Copy)
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| Description: |
Files pertain to child placing agencies, child care institutions, and emergency shelters whose licenses are revoked or whose applications for renewal are rejected by OKDHS. Files contain applications for license; requests for license renewals; contract audits by Children and Family Services Division (CFSD); Office of Client Advocacy (OCA) reports; investigation reports compiled by OKDHS staff; information sheets listing data about staff (e.g., educational backgrounds); T.B. test results and other medical information about child care staff; copies of any applicable articles of incorporation; copies of facility health and fire safety inspection reports; visitation reports compiled by OKDHS staff; and correspondence.
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| Volume: |
Less than 1 cubic foot per year
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| Disposition: |
Retain in office seven (7) years then transfer to the State Records Center. Retain in the State Records Center until requested to return records to OKDHS 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 seven (7) years, then transfer to optical disks. Destroy hard copy documents upon certification that all records have been successfully entered on disk; and 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%; and after retaining at least one (1) user copy in the agency. Destroy optical 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 requirements.
If record is retained in rewritable disks, delete 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 periods.
If record is retained in 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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