Library: Policy
OKDHS:2-21-66. Other records management services
Revised 5-1-14
(a) Records management services. The Oklahoma Department of Human Services (OKDHS) Support Services Departmental Services Unit (DSU) Records Management Section provides acquisition, organization, and information for resource materials needed within OKDHS. The DSU Records Management Section serves as the central reference source for archived OKDHS pamphlets, administrative rules, policy, forms, and publications. Records management services include:
(1) coordination of OKDHS annual periodical renewals through a subscription service, acquisition of new subscriptions, and supervision of the receipt of individual journal issues;
(2) maintenance of the obsolete OKDHS Policy and Procedures Manual from 1942 to present, and other historical OKDHS publications; and
(3) coordination of the DHS Records Management Program, per Section 206 of Title 67 of the Oklahoma Statutes.
(b) Archives. The OKDHS archives contain historical documents, obsolete OKDHS policy, organizational charts, special studies, training manuals, and pamphlets produced by OKDHS.
(c) Journals. The DSU Records Management Section assists with the purchase and renewal of journal subscriptions annually through a contracted subscription service.
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(1) The director or designee requests purchase or approves renewal of a subscription, in writing.
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(2) Journal subscriptions are renewed only for a one-year period.
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(3) All costs for subscriptions are charged to the requesting administrative office.
(d) OKDHS publications. The Support Services Departmental Services Unit (DSU) Records Management Section archives two copies of OKDHS publications.
(1) The DSU Design Services Section automatically forwards two copies of OKDHS publications to the DSU Records Management Section.
(2) Local office staff is responsible for forwarding two copies to the DSU Records Management Section when the publication is not produced by the DSU Design Services Section.
(e) Books and other resource materials. Books and other resource materials are ordered directly by and charged to the individual administrative office.
