A. Retain in office until twenty-five (25) years after last contact with client or after client has died, then destroy all microfilm copies and all below standard documents retained in accordance with Archives and Records Commission Rule 60:10 7 2(2) 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 to destroy microfilm 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 requirements, and (b) approval to destroy has been received from the State Records Administrator.

OR

B. Retain in office until one (1) year after last contact with client or after client has died, then transfer to records storage. Retain in records storage until they become twenty-five (25) years old, then destroy 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) permission to destroy records has been received from the State Records Administrator. If legal action is pending, destroy seven (7) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements and permission to destroy records has been received from the State Records Administrator.

OR

C. Retain in office until one (1) year after last contact with client or after client has died then scan data into the OKDHS optical imaging system. Transfer hard copy records to records storage. Retain in records storage 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 system 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 (c) after obtaining approval from the State Records Administrator to destroy the hard copy documents.

Delete records from the OKDHS optical imaging system twenty-five (25) years after last contact with client or after the client has died 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 delete records from the optical imaging system.

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 delete records from the optical imaging system has been received from the State Records Administrator.
Amended July 22, 2004