Library: Policy

OKDHS:2-21-64. Email records

Revised 5-1-14

     The Oklahoma Department of Human Services (DHS) provides email service for its employees as a resource to conduct DHS business.  Any use of the DHS email service for communications other than the transaction of official business must be minimal and consistent with Form 11AD133E, Employee and Non-Employee Acknowledgment of Confidentiality, and Constitutional Ethics Rules, Section Standard 257:1-1-1 et seq. of the Rules of Ethics Commission, of Title 74 of the Oklahoma Statutes, Chapter 62, App (O.S. 74 §§ 257:1-1-1 et seq, Chapter 62, App).  There is no expectation of privacy in the use of DHS email; it may be audited at any time.

(1) All communications transmitted through the email system that are made in connection with the transaction of official business, the expenditure of public funds, or the administration of public property are considered state records subject to the Records Management Act, 67 O.S. §§ 201 through 217.

(2) DHS management may direct, for investigative purposes or to implement a litigation hold, the preservation of emails beyond the requirements of the Records Management Act.

(3) Email records are subject to the:

(A) disposition authority of the Archives and Records Commission, and are scheduled in the same manner as any other record; and

(B) Open Records Act, 51 O.S. § 24A.1 et seq.

    The Oklahoma Department of Human Services (OKDHS) provides electronic mail (e‑mail) service for its employees as a resource to conduct OKDHS business.  Any use of the OKDHS e-mail service for communications other than the transaction of official business must be minimal and consistent with Form 11AD133E, Employee Acknowledgment of Confidentiality of Computer Accessible Case Records and Computer and Internet Usage Restrictions, and Constitutional Ethics Rules, Section (§) Standard 257:1-1-1 et seq. of the Rules of Ethics Commission, Title 74 of the Oklahoma Statutes (O.S.), Chapter 62, App.  There is no expectation of privacy in the use of OKDHS e-mail, which may be audited at any time.

• (1) All communications transmitted through the e-mail system that are made in connection with the transaction of official business, the expenditure of public funds, or the administration of public property are considered state records subject to the Records Management Act, 67 O.S. §§ 201 to 215.

• (2) OKDHS management may direct, for investigative purposes or to implement a litigation hold, the preservation of e-mails beyond the requirements of the Records Management Act.

• (3) E-mail records are subject to the:

  • (A) disposition authority of the Archives and Records Commission, and are scheduled in the same manner as any other record; and

  • (B) Open Records Act, 51 O.S. § 24A.1 et seq.