File consists of digital recordings and cassette tape recordings made of each administrative fair hearing, held by a hearing officer from the Appeals Unit, as a part of the process of making a determination of whether or not an individual (applicant or recipient) is receiving the proper amount of financial assistance or appropriate services.

A.  Clients who do not appeal to the Oklahoma Department of Human Services Director/Commission:  Tapes: Retain individual tape recordings in office for sixty (60) days from the date of the original decision letter, then erase and reuse  the tape, provided no legal action is pending and approval to erase and reuse tapes has been received. Digital Recordings: Download and retain individual computer files in office for sixty (60) days from the date of the original decision letter, then delete the computer file, provided no legal actions are pending, and approval to delete the file has been received from the State Records Administrator. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements, and approval to erase or reuse the tape or delete computer file has been received from the State Records Administrator.


B.  Clients who appeal to the Oklahoma Department of Human Services Director/Commission: Tapes: Retain individual tape recordings in office until three (3) years after the decision letter is rendered by the Director/Commission, then erase and reuse the tape, provided no legal action is pending, and approval to erase and reuse the tape has been received from the State Records Administrator. Digital Recordings: Download and retain individual computer files in office until three (3) years after the decision letter is rendered by the Director, then delete the computer file, provided no legal actions are pending, and approval to delete the file has been received from the State Records Administrator. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements, and approval to erase or reuse the tape or delete computer file has been received from the State Records Administrator.

C.  Clients who appeal to District Court: Tapes: Retain individual tape recordings in office until two (2) years after exhaustion of all legal remedies, then erase and reuse the tapes provided approval to erase and reuse the tapes has been received from the State Records Administrator. Digital Recordings:  Download and retain individual computer files in office until two (2) years after exhaustion of all legal remedies, then delete the file, provided approval to delete has been received from the State Records Administrator. 
Amended July 26, 2007