Library: Records Disposition Schedules
OKDHS
Developmental Disabilities Services Division
Consolidated Records Disposition Schedule 2001-05
January 26, 2006
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Community Services Unit
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| 5-15 |
Volunteer Advocate and Guardian Program
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| Description: |
Files contain award letters and other notices generated by the Social Security Administration, Veterans Administration, and other agencies pertaining to children eligible for benefits, revised benefit amounts, payee changes for Child Welfare Services (CWS) custody children, voluntary placed children and adults in DDSD Home and Community Based Waiver Services Specialized Foster Care. Files include printouts generated by the OKDHS Finance Division consisting of all transactions, interest and balances that show the individual's Social Security, State Supplemental Income and Veterans Administration benefits and all disbursements.
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| Volume: |
four (4) cubic feet per year
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| Disposition: |
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, and (d) after obtaining approval from the State Records Administrator to destroy the hard copy documents.
Delete records from rewritable 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) no legal actions are pending, and (c) approval has been received from the State Records Administrator to erase rewritable optical disks. If legal action is pending, destroy two (2) 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.
Destroy individual WORM 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) 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: (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.
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