Retain in office one (1 year) 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 seven (7) 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 one (1) year, then transfer data to optical disks. Destroy hard copy documents except those that cannot be reproduced on paper 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 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. 

Delete records from rewritable disks when they become seven (7) 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.   

Destroy individual WORM disks when they become seven (7) 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