Library: Policy
340:25-5-55. Case records
Revised 9-15-23
(a) Oklahoma Human Services (OKDHS) Child Support Services (CSS) establishes, maintains, and closes case records per:
(1) Sections 652, 653, 654a, and 666 of Title 42 of the United States Code; and
(2) Sections 302.15, 303.2, 303.11, and 307.11 of Title 45 of the Code of Federal Regulations (45 C.F.R. §§ 75.361 302.15, 303.2, 303.11, and 307.11).
(b) CSS manages and disposes of records according to Oklahoma Statutes as interpreted in OKDHS:2-21-50 through OKDHS:2-21-66. CSS maintains all records for cases closed per 45 C.F.R. §§ 75.361 and 303.11 for a minimum of three years. • 1
(c) CSS maintains information in case records through a combined use of the statewide automated data processing, information retrieval system and paper documents. The information in case records includes, but is not limited to:
(1) names and addresses of custodial persons (CP), biological parents (BP), alleged fathers, noncustodial parents (NCP), and children;
(2) names and addresses of employers of CPs, BPs, alleged fathers, and NCPs;
(3) Social Security numbers of CPs, BPs, alleged fathers, NCPs, and children;
(4) paternity records and related information;
(5) records of legal and collection actions on cases;
(6) records of accruals, payments, distribution and disbursement of payments;
(7) location, asset, employment, insurance, and financial information for CPs, BPs, NCPs and children; and
(8) case log, correspondence, personal notes, work products, records of contacts, communications, and other actions and information concerning the case.
(d) When a case participant requests a name change, CSS staff updates an existing, open CSS case record when the participant submits Form 03GN543E, Name Change Request, with documentation of the participant's new legal name. • 2 & 3
INSTRUCTIONS TO STAFF 340:25-5-55
Issued 9-15-16
1. Oklahoma Human Services (OKDHS) Child Support Services (CSS) staff does not destroy CSS closed case records unless the records meet the criteria for destruction in the CSS Records Disposition Schedule (RDS) 2001-06, Record Series 1-6 located at https://oklahoma.gov/okdhs/library/rds.html and meet related criteria listed in (1) and (2) of this Instruction to Staff.
(1) Closed case records may not be destroyed until approval has been received from the State Records Administrator. The OKDHS Support Services Division (SSD) obtains that approval and posts the list of records eligible for immediate destruction on the SSD Infonet.
(2) CSS staff:
(A) accesses the OKDHS list of Records Approved for Destruction regarding records eligible for immediate destruction located at https://officemgmtentserv.sharepoint.com/sites/SS/SitePages/Records-Eligible-for-Destruction.aspx; and
(B) follows the Quest article, Case File Destruction Process, located at https://csquest.oucpm.org/case-file-destruction-process/ for a checklist and other information on identifying physical cases that meet the case destruction criteria.
2. CSS staff opens a case with the name provided in the application or referral and documents any changes on the Oklahoma Support Information System (OSIS) Case Log. When necessary, CSS staff requests information to confirm the legal name.
3. Form 03GN543E, Name Change Request, is not required to change a name in a case record when a:
(1) former Title IV-D case participant is reopening a case by application; or
(2) non-Title IV-D case participant is submitting a Summary of Support Order to the Central Case Registry.
