Library: Policy

OKDHS:2-21-54. Records management coordinator and records custodian

Revised 5-1-14

(a) Duties and responsibilities of the records management coordinator. The Oklahoma Department of Human Services (DHS) Director appoints a DHS records management coordinator. The Support Services Departmental Services Unit (DSU) records management coordinator:

(1) notifies the state records administrator of the intention to destroy DHS records that are authorized for destruction under an approved records disposition schedule 30 calendar days before the proposed destruction;
(2) acts as a liaison between DHS and the Archives and Records Commission to ensure compliance with DHS:2-21-51 regarding records management;
(3) establishes guidelines, coordinates scheduling, and maintains an accurate inventory of DHS records;
(4) serves as the liaison between DHS and the Oklahoma Department of Libraries in establishing retention periods for DHS records;
(5) obtains approval for disposal of records on approved schedules from the state records administrator;
(6) ensures all DHS records are processed, stored, and preserved in an efficient and economical manner; and
(7) makes site visits to DHS locations to counsel or assist staff in fulfilling requirements of this function.

(b) Duties and responsibilities of the records custodian. Each DHS administrative unit appoints a records custodian who:

(1) acts as a liaison between the administrative unit and the DSU records management coordinator to ensure compliance with DHS:2-21-51 regarding records management;
(2) coordinates scheduling and maintains an accurate inventory of all records of the administrative unit;
(3) coordinates with the DSU records management coordinator in establishing retention periods for all records of the administrative unit;
(4) requests permission to dispose of records, on approved schedules, from the DSU records management coordinator prior to their destruction;
(5) ensures all records of the administrative unit are processed, stored, and preserved in an efficient and economical manner; and
(6) notifies the DSU records management coordinator upon appointment or replacement.