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Library: Records Disposition Schedules
OKDHS
Developmental Disabilities Services Division
Consolidated Records Disposition Schedule 2001-05
January 26, 2006
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Northern Oklahoma Resource Center (NORC)
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| 7-1 |
NORC Client Case Record
(Record Copy) (Confidential Record 43A O.S. §1-109)
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| Description: |
File consists of compiled records to admit and treat clients. It includes client demographics, individual program staffing, service plans/program progress notes, student activity schedule, discharge planning, assessments and service reports, correspondence, administrative records, consents, daily observations, medical records including physician orders/physician progress notes, consultation reports, lab and x ray reports, and medication reports.
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| Volume: |
twenty (20) cubic feet per year
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| Disposition: |
A. Microfilm: Destroy all microfilm copies and all below standard documents retained in accordance with Archives and Records Commission Rule 60:10-7-2(2) 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 two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.
B. Hard Copy: Retain in office until one (1) year after patient is discharged or has died, 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, retain in the State Records Center until they become twenty-five (25) years old, then destroy 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 until one (1) year after patient is discharged or has died, then transfer data to optical disks. Destroy hard copy documents except those that cannot be reproduced on paper in a legible and readable condition upon certification that all records have been successfully entered on disk and 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 65° and 75° Fahrenheit and whose relative humidity is between 30% and 50%.
Delete records from rewritable disks 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 two (2) years after exhaustion of all legal remedies provided: and records meet all stipulated retention periods.
Destroy individual WORM disks 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 two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention periods.
Amended April 24, 2003
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