Library: Policy

OKDHS:2-21-60. Central Records

Revised 5-1-14

      The Oklahoma Department of Human Services (DHS) Support Services Departmental Services Unit (DSU) Central Records converts State Office file copies of records to digital images and uploads them to the DHS electronic document management system.  This may include materials relating to inquiries from and regarding persons for whom there is no case record.

• (1) Records maintained by DSU Central Records include:

  • (A) State Office case record files;

  • (B) Oklahoma Health Care Authority files;

  • (C) Developmental Disabilities Services, State Office files;

  • (D) audit work papers and files;

  • (E) legal hearings and appeals; and

  • (F) overpayment case files that are held indefinitely or until the case is resolved.

• (2) When information stored at Central Records is requested, DSU Central Records staff is responsible for printing the information and routing the printed copy to the requester.

  • (A) The requester must provide the case name and number to DSU Central Records staff.

  • (B) Files are printed and returned to the requester on the next mail delivery following receipt of a request.

  • (C) The printed file is not returned to Central Records and may be destroyed, per DHS:2-21-57 when no longer required for administrative purposes.

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