Library: Policy

OKDHS:2-21-56. Records inventory

Revised 5-1-14

     A records inventory identifies records consisting of documents, in any format arranged in a single filing system because they relate to a particular subject or result from the same activity.  Records not covered by the Oklahoma Department of Human Services (DHS) General Records Disposition Schedule or listed on the DHS Agency Records Disposition Schedule are inventoried to determine:

• (1) purposes and functions of the records;

• (2) physical formats;

• (3) number and locations of copies;

• (4) applicable restrictions governing access to the records;

• (5) administrative, fiscal, legal, historical, or evidential values;

• (6) inclusive dates and quantities;

• (7) organization of records, such as alphabetical, chronological, or by subject;

• (8) existence of an index or other finding aids; and

• (9) audit requirements.