Library: Policy

OKDHS:2-21-61. Records storage

Revised 5-1-14

(a) The Oklahoma Department of Human Services (DHS) Support Services Departmental Services Unit (DSU) Records Management Section stores records according to disposition schedules per DHS:2-21-55. Retention periods and subsequent destruction are determined by approved records disposition schedules. All stored records must be included on an approved records disposition schedule. Stored records include, but are not limited to:

(1) records waiting to be transferred to the Oklahoma State Archives for permanent preservation;
(2) Child Welfare (CW) and foster care case files;
(3) records with legal holds that are not eligible for destruction until two years after exhaustion of all legal remedies; and
(4) records with long-term retention periods that are waiting to become eligible for destruction.

(b) DSU Records Management staff is responsible for retrieving records from storage. Searches for stored records and retrieval requests are made through the Archives Records Tracking System (ARTS) database.

(1) The ARTS database is accessed by clicking on the Finance Application link on the DHS InfoNet page.

(A) On the Financial Services home page, click 'Archived Records Tracking' located under the 'General Inquiries' column.
(B) Click the 'Records' radio button.
(C) Enter the case number or last name in the search criteria block and click the 'Submit' button.
(D) Click the 'Record ID Number' for the record.
(E) Scroll to the bottom of the screen to view the 'Out' card.
(F) If the record is not checked out, scroll to the top of the page and click the statement, "Click here to send an inquiry to the Records Department about this record."
(G) On the email template, enter the name and location for the person that needs to receive the file. Include any other information or special directions in the email.
(H) The email 'To' box must contain *OSSD.ARTS and the subject line must contain 'ARTS Inquiry.'
(I) There is a help button, green circle with a white question mark, on the top right side of the ARTS database screen.

(2) If the file is not located in the ARTS database, the requester contacts the DSU records management coordinator by email. The email includes the:

(A) type of record that is stored, such as the CW case record, Developmental Disabilities Services client record, or administrative claims;
(B) case or file identification number;
(C) name and Social Security number for the person included in the case; and
(D) the requester's name and location number for returning the file.

(c) For records storage procedures and to view a brief training video, refer to the Records Management, records storage section located on the DHS InfoNet page. One may email the DSU Records Management administrator for a procedures sheet and an indexing template.