Retain in office and delete duplicate and ancillary records when no longer required for administrative purposes. Review records on an annual basis. After completing the review, print out and transfer all substantive records, including applicable receipt and transmission data, directory information, distribution lists, and acknowledgments of receipt, one (1) year old or older and no longer required for administrative purposes to Series 1-1A (Correspondence [Hard Copy Records]). Delete applicable records from the electronic mail system or electronic records keeping system (magnetic tape, hard disks, floppy diskettes, mainframe computer system, or optical imaging systems).

OR

Retain in an electronic format and review semi-annually. After completing the review, delete duplicate and ancillary records. Annually, store all substantive records to a OKDHS server, magnetic tape, hard disks, floppy diskettes, or to optical disks and delete from the electronic mail system. Delete applicable records from the electronic records keeping system (OKDHS server, magnetic tapes, hard disks, floppy diskettes or optical disks) when they become five (5) years old provided they are no longer required for administrative purposes and no legal actions are pending. If legal action is pending, delete two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.