Library: Records Disposition Schedules
OKDHS
Developmental Disabilities Services Division
Consolidated Records Disposition Schedule 2001-05
January 26, 2006
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Administration
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| 3-4 |
Office of Client Advocacy (OCA) Abuse, Neglect and Exploitation Investigative Files
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| Description: |
Files consist of referrals to the Office of Client Advocacy (OCA) of allegations of client maltreatment (abuse, neglect, financial exploitation, caretaker misconduct, and verbal abuse) and other types of investigations conducted by OCA (10 O.S. § 7004-3.4(B)(2)). They include any action taken by Development Disabilities Services Division (DDSD) in response, including OCA investigation reports, reviews by the Grievance and Abuse Review Committee, and processing for the Community Services Worker Registry (56 O.S. § 1025.3).
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| Volume: |
two (2) cubic feet per year
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| Disposition: |
Retain in office and review after two (2) years. Destroy duplicate and ancillary materials when no longer required for administrative purposes. Transfer substantive material 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 twenty-five (25) 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 seven (7) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
OR
Retain in office and review after two (2) years. Destroy duplicate and ancillary materials no longer required for administrative purposes, then transfer substantive 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.
Destroy optical disks when they become twenty-five years (25) old provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies; no legal actions are pending; and approval to destroy optical disks has been received from the State Records Administrator. If legal action is pending, destroy seven (7) years after exhaustion of all legal remedies provided: (a) records meet all stipulated retention periods, and (b) approval to destroy optical disks or to erase rewritable optical disks has been received from the State Records Administrator.
Added October 23, 2003
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