Library: Records Disposition Schedules
OKDHS
Developmental Disabilities Services Division
Consolidated Records Disposition Schedule 2001-05
January 26, 2006
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Homeward Bound v. The Hissom Memorial Center Class Action Suit
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| 6-6 |
Architectural Modification Program Files
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| Description: |
Files contain Architectural Modification request packets pertaining to the case of Homeward Bound v. The Hissom Memorial Center Clients. Packets contain a written architectural modification assessment for the consumer’s residence from a Therapist (OT/PT); a copy of the homeowner’s release giving written approval to allow the modifications to be done to the home; team notes discussing what modifications are required; bids from selected contractors to perform the architectural modifications; and documentation from the recommended contractor a as required by the Department of Central Services, Architectural & Engineering Unit. Also included is a copy of the “Letter of Authorization” stating the amount awarded, name of the selected contractor to provide the service and the address of the residence to be modified.
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| Volume: |
1 cubic feet per year
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| Disposition: |
Retain in office one (1) year, then transfer data to optical disks. Transfer hard copy records to the State Records Center. Retain in State Records Center and destroy seven (7) years after exhaustion of all legal remedies (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 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.
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 (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.
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