COMMENT DUE DATE:
April 9, 2014
DATE:
April 1, 2014
Mary Gail Foster, DSU/Records Center (405) 524-9863 x 28
Dena Thayer, OIRP Programs Administrator (405) 522-6703
Nancy Kelly, OIRP Policy Specialist (405) 522-6703
RE:
Non-APA WF 14-D
The proposed policy is Non-APA . This proposal is not subject to the Administrative Procedures Act
The proposed effective date is April 15, 2014.
SUBJECT:CHAPTER 2. ADMINISTRATIVE COMPONENTS
Subchapter 21. Departmental Services Unit
Part 1. Departmental Services
DHS:2-21-1 [AMENDED]
Part 2. Supply Warehouse
DHS:2-21-2 [AMENDED]
Part 3. Asset Management
DHS:2-21-20 [AMENDED]
DHS:2-21-24 [AMENDED]
Part 5. Records Management
DHS:2-21-50 through 2-21-62 [AMENDED]
DHS:2-21-64 through 2-21-66 [AMENDED]
Part 6. Mail Services
DHS:2-21-80 [AMENDED]
DHS:2-21-82 through 2-21-83 [AMENDED]
DHS:2-21-86 [NEW]
DHS:2-21-87 [NEW]
DHS:2-21-89 [NEW]
Part 7. Other Services Provided to the Oklahoma Department of Human Services
DHS:2-21-100 [AMENDED]
DHS:2-21-100.1 [NEW]
DHS:2-21-108 [REVOKED]
DHS:2-21-109 through 2-21-110 [AMENDED]
DHS:2-21-113 [AMENDED]
Part 9. Design Services
DHS:2-21-150 through 2-21-152 [AMENDED]
DHS:2-21-156 through 2-21-157[AMENDED]
(WF 14-D)
SUMMARY: Oklahoma Department of Human Services (DHS) Regulationsareamendedto:(1) reflect current practices and procedures; (2) update definitions; (3) clarify language; (4) correct legal and policy citations; and (5) update form numbers and names.
SUBCHAPTER 21. DEPARTMENTAL SERVICES UNIT
PART 1. DEPARTMENTAL SERVICES
DHS:2-21-1. General policy
The Oklahoma Department of Human Services (OKDHS DHS) has placed responsibility with the Support Services Division (SSD) Departmental Services Unit (DSU) to provide the statewide materials and services required for employees of OKDHS DHS to carry out their duties.DSU provides OKDHS with consists of the following sections that provide a variety of services:
(1) acquisition, warehousing, and distribution of OKDHS consumable supplies Asset Management;
(2) full service mailing facilities Badge Coordination;
(3) full service printing facilities DSU Budget;
(4) full service copying facilities Copy Center;
(5) full service graphic arts and publishing facilities Design Services;
(6) full service document imaging and records management facilities Fleet Management;
(7) inventory management services Imaging Center;
(8) out-of-state travel coordination Mail Center;
(9) vehicle coordination Print Shop;
(10) secure document destruction Records Management; and
(11) identification badges Supply Warehouse;
(12) Surplus Property and Disposal; and
(13) Travel Coordination.
PART 2. SUPPLY WAREHOUSE
DHS:2-21-2. Warehousing and distribution
(a) Responsibility.Consumable supply items and forms are received and stored at the Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Supply Warehouse.The online supply ordering system provides all OKDHS DHS offices with current information regarding items available.Consumable supplies and forms publications are issued to OKDHS DHS locations statewide after a requisition is submitted via the online supply ordering system.
(b) Supply information system.All consumable supply data and tracking information are contained in the DSU Supply Warehouse information system.The information system is programmed to issue items in the same quantity as shown in the online supply ordering system.
(c) Online ordering system.Forms, pamphlets, Publications and office supplies may be ordered via the online ordering system until 12:30 p.m. daily.When the supply ordering system is not exited by 12:30 p.m., the system automatically deletes the order.
(d) Access to system.An OKDHS A DHS finance system user identification (ID) is required to access the consumable supply ordering system.
(1) The employee completes Form 10SC001E, Request for AS400 Access, for Finance Division Financial Services access approval.
(2) The person administratively responsible for the OKDHS DHS location submits a memo, fax, or e-mail email to the DSU supply warehouse supervisor that contains the employee's:
(A) user ID number;
(B) location number; and
(C) authorization to order:
(i) office supplies and forms publications;
(ii) diapers and formula; or
(iii) items listed in (i) and (ii).
(3) The DSU supply warehouse supervisor approves access to the consumable supply ordering system based on the authorization.
(e) Consumable Supply Handbook.The Consumable Supply Handbook, located on the DSU supply warehouse InfoNet page, contains additional information regarding consumable supplies and other services offered by the DSU Supply Warehouse.
PART 3. ASSET MANAGEMENT
DHS:2-21-20. Asset management
(a) Definitions.The following words or terms, when used in this Part, shall have the following meaning unless the context clearly indicates otherwise:
(1) "Asset" means items purchased with Oklahoma Department of Human Services (OKDHS DHS) funds costing $500 or more. as follows:
(A) information technology (IT) equipment and telecommunication equipment such as computers, printers, fax machines, or 2-way radios that exceed $500; and
(B) all other tangible assets exceeding $2500.
(2) "Other property" means items purchased with OKDHS DHS funds costing less than $500 for IT assets and less than $2500 for non-IT assets.
(3) "Bar code" means the identifying number assigned to an asset.
(4) "FAMS" means the Fixed Assets Management System.
(5) "Location" means the office that correlates to the location code.
(6) "Location code" means the asset inventory location code.
(7) "PA number" means the 8-digit Purchase Authorization (PA) number.
(8) "Voucher number" means the disposal number assigned to a retired asset.
(b) Responsibility. The responsibility for all assets owned by OKDHS DHS is cooperatively assumed by employees at OKDHS DHS locations and the Support Services Division Departmental Services Unit (DSU) Asset Management and Accounting Section per Sections 110.1 and 110.2 through 110.3 of Title 74 of the Oklahoma Statutes and Department of Central Services (DCS) the Office of Management and Enterprise Services, Division of Capital Assets Management, State Inventory, Administrative rules OAC 580:70-1-1 through 580:70-1-4.
(c) Accountability.Assets and other property are the responsibility of each DHS office location.Disciplinary action, reimbursement to OKDHS DHS, or both may be required when an employee damages or loses an asset due to negligence.
(1) Each location:
(A) maintains ongoing tracking of assets; and
(B) tracks and accounts for the use of and physical location of other property on a day-to-day basis.; and
(C) ensures that Form 23AM001E, Asset Accountability, is updated annually.
(2) The DSU Asset Management and Accounting Section:
(A) maintains records regarding OKDHS DHS assets; and
(B) coordinates the physical asset audit process.
(d) Annual asset inventory audit.DSU Asset Management and Accounting Section staff travel to locations, every 12 to 14 months, to conduct an asset inventory audit.Locations are notified prior to the audit visit.
(1) When there are audit discrepancies, locations:
(A) are advised of all asset discrepancies; and
(B) have ten 10 days to respond regarding missing items.
(2) When property is considered lost, DSU Asset Management and Accounting Section:
(A) removes missing items from DSU property records ten 10 days following the physical audit, with the audit code of and assigns a voucher number indicating the disposal code as lost;
(B) notifies in writing area region deputy directors or division executive team directors and the OKDHS DHS Office of Inspector General of losses; and
(C) provides the OKDHS DHS Director a list of losses annually.
(e) Asset tracking.Assets must be assigned to the inventory location code where they are physically located. All locations are required to maintain accurate ongoing tracking of OKDHS DHS assets, including the name of the responsible employee or the physical area of assignment of the asset.
(1) Transfer documents.
(A) Location staff obtains a signed transfer receipt for any tracked asset removed from a location.
(B) The original transfer receipt is forwarded to DSU and a copy is retained by both the losing and gaining locations.
(C) Form 23AM002E, DHS Equipment Transfer Document Asset Inventory Transaction Request, is used for asset transfers.If Form 23AM002E is not available, the transfer document must contain the:
(i) bar code number;
(ii) brief description of item;
(iii) gaining location name and location code number; and
(iv) signature of the person removing receiving the asset.
(2) Mobile assets.Each location maintains Form 23AM001E, Asset Accountability, or a similar document approved by the DSU Asset Management and Accounting Section, for all assets that are mobile, such as laptop computers, cameras, and personal digital devices.
(A) Form 23AM001E is updated annually and the employee signing as the user of the mobile asset is responsible for that asset when loss occurs.
(B) Locations also use Form 23AM001E for mobile other property that is not considered an asset.
(C) The Office of Inspector General (OIG) supports the use of Form 23AM001E and reviews the completed forms during internal audits.
(3) Asset losses between audit periods.When an asset loss is realized during the year, between audit periods, the location staff:
(A) notifies DSU immediately and provides documentation of known facts; When an asset loss is realized during the year, between audit periods, the DHS office location staff:
(i) reports the loss to the police when theft is suspected;
(ii) completes a Form 23AM002E, Asset Inventory Transaction Request, selects the "Delete" option, and then chooses the "Lost," "Stolen," or "Other" option accordingly;
(iii) signs the Form 23AM002E; and
(iv) submits the Form 23AM002E, with any supporting documents, to DSU Asset Management.
(B) provides a current copy of Form 23AM001E if the item is a mobile asset; Upon final review, DSU Asset Management:
(i) attaches a FAMS screen print of documented assets;
(ii) assigns a voucher number for assets retired from FAMS, and
(iii) notifies the Office of Inspector General (OIG) of all lost or stolen assets.
(C) reports the incident to the police, if theft is suspected;
(D) forwards a copy of the police report to DSU, with a memo explaining the facts.
(4) Inventory files.Files are maintained at each location for the current inventory year and the previous two years.These files contain:
(A) signed receipts for any items removed from the location;
(B) receipts for new equipment; and
(C) other relevant inventory documentation.
(5) New assets.The location forwards a copy of the equipment contract and any other purchasing documentation to DSU.
(A) Any difference between the item received and the description of the item on the purchase authorization or purchase contract is documented on the location's file copy, and the copy is submitted to DSU. Upon receipt of a new asset, the DHS office location staff:
(i) identifies the asset with its PA number.This may be done by hand with a marker or by attaching a label.The PA number must not deface the item, but makes the number available for inspection;
(ii) selects the "Add" option and completes a Form 23AM002E, Asset Inventory Transaction Request;
(iii) documents any difference between the item received and the description of the item on the locations’ copy of the purchase authorization or purchase contract;
(iv) signs the Form 23AM002E and forwards the original with a copy of the equipment contract and other purchasing documentation to DSU; and
(v) retains a local office copy of all documentation for three years.
(B) A receiving report and inventory tags or bar codes are code label are generated in DSU from information on the contract and returned to the location.
(C) The original DHS office location is accountable for all equipment and has a responsibility to:
(i) is accountable for all equipment; and
(ii) has responsibility to:
(I)(i) sign and return the receiving report within 14 calendar days of receipt; and
(II)(ii) ensure that the inventory tags or bar codes code labels are affixed in accordance to the receiving report;.
(III) advise DSU of any losses or discrepancies; and
(IV) submit Form 23AM002E, DHS Equipment Transfer Document, to DSU.
(6) Surplus assets.To request delivery, moving, or removal of surplus assets, the DHS office location completes and e-mails emails Form 23AM095E, Supply Warehouse - Moving, Repair Request and Transfer Document, to the DSU Asset Management and Accounting Surplus Property and Disposal Section.
(f) Training.Locations are responsible for ensuring staff are appropriately trained regarding asset management.Group training is scheduled at area offices upon request.The DSU Asset Management and Accounting Section's procedures guide, OKDHS Asset Management Procedures Handbook, contains additional information. Accountability is a key component in regards to accurate asset management.Training is essential to achieving the goal of accuracy.Several points related to training are listed below:
(1) accountability related to asset management is synonymous with good fiscal responsibility;
(2) training is the one tool that ensures accountability;
(3) training is recommended for employees who are assigned asset management responsibilities; and
(4) DHS office locations request training from DSU Asset Management.
(g) Additional information.Additional information relating to asset management may be obtained by contacting the asset management’s lead audit coordinator.
DHS:2-21-24. Disposal of assets
(a) Upon receipt of Form 23AM095E, Supply Warehouse - Moving, Repair Request and Transfer Document, the Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Surplus Property and Disposal Section submits a request to the Department of Central Services Office of Management and Enterprise Services (OMES) Division of Capital Assets Management (DCAM) State Surplus Property for approval to dispose of OKDHS DHS assets or other property.
(b) Without approval from DSU, OKDHS DHS assets or other property is are:
(1) not disposed of without approval from DSU;
(2) not transferred to other agencies or donated without DSU approval; and
(3) not donated; and
(3)(4) never thrown away.
PART 5. RECORDS MANAGEMENT
DHS:2-21-50. Records Management Program scope
The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Records Management Section coordinates, plans, develops, and implements the OKDHS DHS Records Management Program.
(1) Records management includes all record formats, such as machine-readable electronic files, tapes, and disks, microfilm, audio and video tapes, e-mail email, local and wide-area computer networks, electronic files, and paper documents, such as forms, correspondence, and files.
(2) Records are maintained to:
(A) document the organization, functions, policies, decisions, procedures, and essential transactions of OKDHS DHS; and
(B) furnish information that protects the legal and financial rights of OKDHS DHS and of persons directly affected by OKDHS DHS activities.
(3) Records created or received in the transaction of official business are not destroyed without prior authorization from the Archives and Records Commission via the DSU records management coordinator.
DHS:2-21-51. Legal authority
The Oklahoma Department of Human Services (OKDHS DHS) Records Management Program:
(1) complies with statutory authority found in:
(A) Sections 201 through 215 of Title 67 of the Oklahoma Statutes (67 O.S. §§ 201 through 215), Records Management Act;
(B) Section 305 of Title 67 of the Oklahoma Statutes 67 O.S. § 305, Archives and Records Commission (ARC); and
(C) ARC Archives and Records Commission rules at OAC 60:10 Oklahoma Administrative Code, Title 60, Chapter 10; and
(2) takes direct guidance from:
(A) Section 590 of Title 21 of the Oklahoma Statutes 21 O.S. § 590, Maintenance of Financial and Business Records - Retention, and Disposal Procedure - Violations; and
(B) Section 24A.1 of Title 51 of the Oklahoma Statutes 51 O.S. § 24A.1, Oklahoma Open Records Act.
DHS:2-21-52. Definitions
The following words or terms, when used in this Part, shall have the following meaning unless the context clearly indicates otherwise:
"Administrative value of a record" means a record's usefulness in conducting Oklahoma Department of Human Services (OKDHS DHS) current business.
"Ancillary record" means a record that is routine in nature.It has no evidential or informational value beyond the immediate use for which the record is created or received, and does not contain support documentation for the financial or business transactions of OKDHS DHS.
"Archives and Records Commission (ARC)" means a five-member board created by Oklahoma law enacted in 1947.ARC has the sole, entire, and exclusive authority for the disposition of all public records and archives of state officers, departments, boards, commissions, agencies, and institutions.
"Confidential record" means a record whose access is restricted by statute, court order, or legally adopted rules and regulations.
"Correspondence" means incoming and copies of outgoing letters, email, memoranda, telecommunications, and other forms of written communications.
"Cubic foot" means the basic unit of measurement to determine records volume.A records center storage carton holds one cubic foot of records.A standard file drawer holds 1.5 cubic feet.A legal-size file drawer holds two cubic feet.
"Disposition" means action taken regarding records no longer required for day‑to‑day office use.Action includes destruction, transfer to records storage, transfer to the State Archives for permanent preservation, or scan to an optical imaging electronic document management system.
"Duplicate record" means a copy of a record that is normally maintained only for reference or convenience of access.
"Electronic record" means a record whose informational content is in code recorded on a medium such as magnetic tape, drum, disc, drives, mobile devices, or punched paper tape and which is accompanied by finding aids, known as software documentation.The coded information is retrievable only with the aid of a computer or other electronic device.
"Essential record" means a record necessary:
(A) for the operation of OKDHS DHS during an emergency created by a disaster;
(B) to protect the rights and interests of persons; or
(C) to establish and affirm powers and duties of OKDHS DHS in the resumption of operations after a disaster.
"Evidential value of a record" means a record's value for documenting OKDHS DHS authority, function, organization, policy, decisions, or the rights and legal responsibilities of an individual or institution.
"Historical value of a record" means a record's usefulness for research by government, business, organizations, scholars, or others.
"Inventory" means a survey of the records of OKDHS DHS that includes information about record titles, purposes, uses, contents, formats, frequency of reference, volumes, dates, arrangements, and physical locations.
"Machine-readable record" means a record whose informational content is in code recorded on a medium such as magnetic tape, drum, disc, or punched paper tape and which is accompanied by finding aids, known as software documentation.The coded information is retrievable only with the aid of a computer.
"Name of record" means the official title of a record series.
"Office of record" means the agency, office, or administrative unit that is legally responsible for maintaining the official copy of a record.
"Optical imaging system" means a computer system that consists of hardware and software that records complete images by:
(A) scanning the images with a source of light such as a laser, converting the images to a digital electronic format; and
(B) storing the converted images on an optical medium that allows for rapid retrieval of the stored images through indexing and reproduction of the entire original image.
"Public record" means a record created or received by OKDHS DHS in the normal course of business.
"Record" means any document, regardless of physical form or characteristics, made or received pursuant to law or ordinance or in connection with the transaction of official business the expenditure of public funds, or the administration of public property.[67 O.S. § 203]
"Record copy" means the original or copy of a record preserved by OKDHS DHS as the official record.
"Record description" means a written summary of the contents and purposes of a record.
"Record series" means documents, volumes, folders, reels electronic files, or other units of the same record title that are arranged under a single filing system or are kept together as a unit because they relate to a particular subject or function, document a specific activity, or have a direct relationship to the creation, receipt, or use of information.
"Record type" means the functional category of a record, such as correspondence, directive, report, payroll, requisition, purchase order, invoice, minutes of proceedings, inventory, receipt, contract, voucher, warrant, case file, budget, statement of account, application, time card, ledger, court order, map, plat, or drawing.
"Records custodian" means the staff member appointed by an administrative head to coordinate, plan, develop, and implement the administrative unit's records management program.
"Records disposition authorization" means a request submitted to the ARC for the one-time disposition of a particular body of records that is not subject to the continuing authority of a records disposition schedule.
"Records disposition schedule" means a list of all records created or received and specifies the length of time and the manner in which each must be retained.
"Records Inventory Report," Form 23OA201E RMD-1,means a an Oklahoma Department of Libraries form used to identify a record series consisting of documents, in any format, that are arranged in a single filing system because they relate to a particular subject or result from the same activity.
"Records management coordinator" means the staff member appointed by the OKDHS DHS Director to coordinate, plan, develop, and implement the OKDHS DHS Records Management Program.
"Retention period" means the length of time that records are to be retained.
"State publications"means any informational materials, regardless of format, method of reproduction, or source, which originate in or are produced with the imprint, by the authority, or at the total or partial expense of an agency supported wholly or in part by state funds and which are distributed to persons outside of the creating agency or are required by law.'State publication' incorporates those publications that may or may not be financed by state funds but are released by private entities pursuant to a contract with or subject to the supervision of any agency. [65 O.S. § 3-113.2]
"State record" means a record of a department, office, commission, board, authority, or other agency, however designated, of state government.[67 O.S. § 203]
"State records administrator" means the Oklahoma Department of Libraries staff member responsible for making surveys of records operations, recommending improvements in records management practices, and establishing standards for the preparation of the records disposition schedule.
DHS:2-21-53. Oklahoma Department of Human Services records
(a) Record handling.Oklahoma Department of Human Services (OKDHS DHS) records are not destroyed except in strict accordance with the legal authorities included in DHS:2‑21-51, records disposition schedules, or records disposition authorizations.
(b) Confidentiality.All records are handled in a confidential manner per OAC 340:1‑1‑20.
(c) Penalties.Any person who willfully violates the provisions of Section 590A of Title 21 of the Oklahoma Statutes regarding destruction of records is guilty of a felony, punishable by imprisonment for a period of not more than three years, or by a fine of not more than $5,000, or both.
(d) Categories of records.
(1) Organizational records.Administrative, financial, and personnel, and most machine-readable records are included in the organizational records category.
(2) Client case records.A case record may contain case history material, reports, forms, documents, evaluation materials, correspondence and any other information relating to the recipient.
DHS:2-21-54. Records management coordinator and records custodian
(a) Duties and responsibilities of the records management coordinator.The Oklahoma Department of Human Services (OKDHS DHS) Director appoints an OKDHS a DHS records management coordinator.The Support Services Division (SSD) Departmental Services Unit (DSU) records management coordinator:
(1) notifies the state records administrator of the intention to destroy OKDHS DHS records that are authorized for destruction under an approved records disposition schedule 30 days before the proposed destruction;
(2) acts as a liaison between OKDHS 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 OKDHS DHS records;
(4) serves as the liaison between Divisions DHS and the Oklahoma Department of Libraries in establishing retention periods for OKDHS DHS records;
(5) obtains approval for disposal of records on approved schedules from the state records administrator;
(6) ensures all OKDHS DHS records are processed, stored, and preserved in an efficient and economical manner; and
(7) makes site visits to OKDHS DHS locations to counsel or assist staff in fulfilling requirements of this function.
(b) Duties and responsibilities of the records custodian.Each OKDHS 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.
DHS:2-21-55. Records disposition schedules
(a) The Oklahoma Department of Human Services (OKDHS DHS) records disposition schedules list all records for OKDHS DHS.The schedules describe how long the record records must be kept, and what is done with them when that time is up.
(1) Records may not be destroyed except in a manner approved by the Archives and Records Commission (ARC).
(2) When an administrative unit has records that are not on an existing records schedule, the designated records custodian provides an inventory of those records to the Support Services Division Departmental Services Unit (DSU) records management coordinator.
(b) The OKDHS DHS General Records Disposition Schedule covers administrative, financial, and personnel records that apply to all OKDHS DHS offices, except those that are legally responsible for maintaining the office of record copy.
(c) The OKDHS DHS Division Agency Records Disposition Schedule provides uniform dispositions for records specific to individual divisions administrative areas within OKDHS DHS.
(1) The Division DHS Agency Records Disposition Schedule provides legal authorization to dispose of records in prescribed ways and a records management guide for agency personnel.
(2) The DSU records management coordinator provides copies and revision of the Division DHS Agency Records Disposition Schedule to the records custodian.
(d) The records custodian:
(1) reviews the schedules annually to ensure schedules reflect current needs; and
(2) initiates amendments to the schedule if the review indicates that:
(A) newer records are not included on the schedule;
(B) records that are listed are no longer being created or received;
(C) responsibility for maintaining records has administratively changed; or
(D) retention periods do not reflect changes in the law or OKDHS DHS needs.
(e) Procedures for scheduling records.
(1) Form 23OA201E, A Records Inventory Report, RMD Form 1, is completed by the records custodian and submitted to the DSU records management coordinator.
(2) The DSU records management coordinator reviews Form 23OA201E the RMD Form 1 and prepares a records disposition draft.A copy of the draft is routed to the originating unit for change recommendations or approval.
(3) When all changes have been made and agreement has been received between the originating unit and the DSU records management coordinator, the disposition schedule is submitted to the Oklahoma Department of Libraries (ODL) Records Management Division for review.
(4) After review, the ODL Records Management Division prepares a records disposition draft for submission to the ARC for approval.
(A) A copy of the draft is sent to the DSU records management coordinator.
(B) The final draft is approved by the Administrative Services chief administrative officer Finance and Administration Director and returned to the ODL Records Management Division.
(5) When approved by the ARC, the DSU records management coordinator returns a copy of the approved schedule to the records custodian. The original is entered into the official records disposition schedule.
DHS:2-21-56. Records inventory
A records inventory identifies records consisting of documents, in any format, that are 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 (OKDHS DHS) General Records Disposition Schedule or listed on an OKDHS the DHS Division 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, for example, alphabetical, chronological, or by subject;
(8) existence of an index or other finding aids; and
(9) audit requirements.
DHS:2-21-57. Deletion and destruction of records
(a) Deletion and destruction of records is carried out in strict accordance with all applicable statutes, rules, regulations, records disposition schedules, or records disposition authorizations.Each Oklahoma Department of Human Services (OKDHS DHS) office periodically reviews its records disposition schedule to determine records eligible for destruction.
(b) Before OKDHS DHS records are destroyed, they must be included on an approved records disposition schedule.OKDHS DHS must receive written approval from the Archives and Records Commission (ARC) 30 days prior to records destruction.
(1) The Support Services Division (SSD) Departmental Services Unit (DSU) records management coordinator obtains approval to destroy records annually.
(2) Records not on an approved records disposition schedule or records involved in any type of litigation may not be destroyed.
(c) Security destruction is processed at the OKDHS Northern Oklahoma Resource Center of Enid (NORCE) a DHS contracted records destruction facility that is IRS approved for security destruction.Security destruction procedures are followed for the destruction of all OKDHS documents DHS records, regardless of format or storage device.
(1) Paper format.The DSU Supply Warehouse staff pick picks up all OKDHS DHS security destruction and recycle documents from offices outside the Sequoyah Memorial Office Building (Sequoyah Building).
(A) All OKDHS DHS documents, security destruction and recycle, are picked up by the DSU Supply Warehouse staff.
(B) Local offices place all security destruction and recycle documents in the 18x12x10 boxes issued by the DSU Supply Warehouse.
(C) Boxes must be packed completely full and contain no shredded documents.
(D) Select the "Security Destruction" option and complete Form 23RM115E, Security Destruction 23RM001E, Box Label. is completed and taped Tape the label to both ends of every box.
(E) When full boxes are ready to be picked up in the local offices, an e-mail is sent the Form 23AM095E, Supply Warehouse - Moving and Transfer Document, is completed and emailed to the DSU Supply Warehouse supervisor one week prior to the regular supply delivery date.The e-mail email includes the:
(i) number of boxes to be picked up;
(ii) location and location code number of the local office; and
(iii) contact person's name and telephone number.
(F) All boxes are transported to the NORCE contracted records destruction facility and shredded.
(2)(G) The only exception is the Sequoyah Building and other metro-Oklahoma City offices, where NORCE has placed there are secure slotted receptacles for security destruction and recycle documents.These receptacles are emptied twice weekly by NORCE the contracted records destruction facility’s staff and also shredded at their facility.
(3)(H) Local office shredding is discouraged.
(2) Electronic Records.The DSU Supply Warehouse staff picks up all DHS electronic storage devices containing electronically generated records, including hard drives, diskettes, back-up tapes, CD and DVD disks, servers, video or audio tapes, and mobile devices such as laptop computers, iPhones, flash drives, and personal digital assistants.
(A) All DHS electronic equipment and mobile devices are picked up by the DSU Supply Warehouse Staff.
(B) Local offices place all electronic equipment and mobile devices in the 18x12x10 boxes issued by the DSU Supply Warehouse.
(C) Select the "Destruction Electronic Equipment and Mobile Devices" option and complete the Form 23RM001E, Box Label.Tape the label to both ends of every box.
(D) When full boxes are ready to be picked up in the local offices, the Form 23AM095E, Supply Warehouse - Moving and Transfer Document, is completed and emailed to the DSU Supply Warehouse supervisor one week prior to the regular supply delivery date.The email includes the:
(i) number of boxes to be picked up;
(ii) location and location code number of the local office; and
(iii) contact person’s name and telephone number.
(E) All boxes are transported to the contracted records destruction facility and destroyed.
DHS:2-21-58. Records disasters
(a) Plan.
(1) A disaster is a calamitous event that occurs suddenly and creates damage or hardship.It may be caused by carelessness, negligence, bad judgment, criminal activity, or by natural forces, such as flood, tornado or hurricane. Section DHS:2-15-45 2-45-11 requires that an emergency operation plan is designed and followed in the case of disaster.
(2) The general requirements for preparing an emergency operation plan are outlined in DHS:2-15-46 2-45-11.
(3) When a disaster results in water-damaged records, it is mandatory that recovery procedures begin as quickly as safely possible to salvage damaged records and prevent additional damage.
(b) Notification. In the event of a disaster, OKDHS DHS complies with the notification requirements of the Archives and Records Commission (ARC) rules at OAC 60:10-3-5.
(1) Within 24 hours of discovery that records have been subjected to extensive physical damage or destruction by a disaster, the local administrator or designee notifies the DSU records management coordinator by phone or e-mail email.
(2) The DSU records management coordinator informs the ARC.
(c) Oklahoma Disaster Recovery Assistance Team.The Oklahoma Disaster Recovery Assistance Team (O-DRAT) provides on-site salvage assistance and advice in the event a disaster strikes a library or records repository of the State of Oklahoma.
DHS:2-21-59. Confidentiality of records
State and federal statutes and regulations require that many Oklahoma Department of Human Services (OKDHS DHS) records are kept confidential.
(1) Information about OKDHS DHS clients is confidential and is protected from unauthorized use.
(2) Only authorized individuals are given access to case records or provided with information from confidential records.Unauthorized disclosure of client information is a misdemeanor.
(3) Client and case record data stored in computer systems and available through printouts and terminals is confidential and protected in the same manner as other information.
(4) All OKDHS DHS staff members are responsible for ensuring that case information, whether recorded or unrecorded, is treated in a professional manner consistent with OKDHS DHS policy per OAC 340:1-1-20 and 340:2-21-12 through 340:2-21-16.
DHS:2-21-60. Central Records
The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Central Records maintains the converts State Office file copies of case materialsfor the programs administered by OKDHS records to digital images and uploads them to the agency’s electronic document management system.This includes copies of written materials may include materials relating to inquiries from and regarding persons for whom there is no case record.
(1) Records maintained by DSU Central Records include:
(A) State Office case record files;
(B) inactive files that have been closed by death or other reasons and that are not yet eligible for destruction; and Oklahoma Health Care Authority files;
(C) overpayment case files that are held indefinitely or until the case has been resolved Developmental Disabilities Services, State Office files;
(D) audit work papers and files;
(E) legal hearings and appeals; and
(F) overpayment case files that are held indefinitely or until the case has been resolved.
(2) DSU Central Records staff is responsible for withdrawing case records. When information that was sent to Central Records is requested, DSU Central Records staff is responsible for printing the information and routing the printed copy to the requester.
(A) The requester must provide the case name and number to the DSU Central Records staff.
(B) Files are printed and returned to the requester on the next mail delivery following receipt of a request.
(C) The printed file is not returned to Central Records and may be destroyed, per DHS: 2-21-57 when no longer required for administrative purposes.
(3) The OKDHS staff member who receives the returned case record is responsible for returning the file to DSU Central Records or notifying Central Records when the file is transferred from one office to another.
DHS:2-21-61. Records storage
(a) The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Records Management Section stores records according to their 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 on "Archived Records Tracking" located under the "General Inquiries" column.
(B) Make sure the "Records" radio button is clicked.
(C) Enter the case number or last name in the search criteria block and click the "Submit" button.
(D) Click on the "Record ID Number" for the record you need.
(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 on the statement that says, "Click here to send an inquiry to the Records Department about this record."
(G) On the email template, enter the name and office 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 should contain *OSSD.ARTS and the subject line should 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 the requester contacts the DSU records management coordinator by e-mail to retrieve a record and includes in the request email.The email includes:
(1)(A) the type of record that is stored, for example CW case record, Developmental Disabilities Services client record, or administrative claims;
(2)(B) the case or file identification number;
(3)(C) the name on the file folder and Social Security number for the person included in the case;
(4) the OKDHS location name and number for the office that sent the file for storage; and
(5)(D) the requester's name and location number for returning the file.
(c) The Records Management Handbook contains complete records storage requirements, and is available from the DSU records management coordinator. 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 athttp://infonet/roles/ss/dsu/records/docs/storage.htm,You may also email the DSU Records Management Administrator for a procedures sheet and an indexing template.
OKDHS DHS:2-21-62. Optical imaging system services
Revised 11-1-07
The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Imaging Center Section provides optical imaging services for preserving records and documents.The DSU Imaging Center meets all the requirements of the Archives and Records Commission (ARC) for preserving records in an optically a digitally imaged format.
(1) Records maintained on an optical imaging in an electronic document management system are subject to the imaging standards and disposition authority of the ARC.Electronically formatted records are scheduled in the same manner as any other record.
(2) The imaging process includes preparation, scanning, indexing, duplication, dissemination, and retrieval of records.
(A) Documents are imaged scanned in the same order and condition they are received.
(i) Envelopes may be cut open and imaged scanned flat.
(ii) Notes are taped down.
(iii) Torn edges and staple tears are cut off.
(B) When a document contains defects, it is stamped, "imaged as received."
(i) Defects include, without limitation:
(I) text running off the page;
(II) redacted information on page; and
(III) missing or unreadable text on the page.
(ii) The Imaging Center does not stamp any document in a fashion that obscures text on the document. In instances when a stamp would obscure text, any required stamp is placed on a cover sheet.
(C) The stamp of "imaged as received" indicates that one or more defects are present in the original document and that the imaged document is an exact duplicate of the original document.
(3) The quality control process ensures that the finished product meets ARC standards and requirements.
(4) The Records Management Handbook contains complete optical imaging requirements, and is available from the DSU records management coordinator.
OKDHS DHS:2-21-64. E-mail Email records
Revised 7-15-07
The Oklahoma Department of Human Services (OKDHS DHS) provides electronic mail (e‑mail) email service for its employees as a resource to conduct OKDHS DHS business.Any use of the OKDHS DHS e-mail 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 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 DHS e-mail, which email; it may be audited at any time.
(1) All communications transmitted through the e-mail 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 to 215 217.
(2) OKDHS DHS management may direct, for investigative purposes or to implement a litigation hold, the preservation of e-mails emails beyond the requirements of the Records Management Act.
(3) E-mail 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.
DHS:2-21-65 Computer Electronically generated records
Oklahoma Department of Human Services electronically generated records maintained on computer hard drives, floppy diskettes, back-up tapes, CD-ROM, DVDs, servers, mobile devices such as laptop computers, iPhones, flash drives, and personal digital assistants, and on-line systems are subject to the disposition authority of the Archives and Records Commission.
(1) Records created or maintained in these formats are scheduled in the same manner as any other record.
(2) Electronically generated records are also subject to the Open Records Act.
(3) Destruction of electronic storage devices containing electronically generated records is done in accordance with DHS:2-21-57.
DHS:2-21-66. Other records management services
(a) Records management services.The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Records Management Section provides acquisition, organization, and information for resource materials needed within OKDHS DHS.The DSU Records Management Section serves as the central reference source for archived OKDHS DHS pamphlets, administrative rules, policy, and publications.Records management services include:
(1) coordination of OKDHS DHS 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 DHS Policy and Procedures Manual from 1942 to present, and other historical OKDHS DHS publications; and
(3) coordination of the OKDHS DHS Records Management Program, per Section 206 of Title 67 of the Oklahoma Statutes.
(b) Archives.The OKDHS DHS archives contain historical documents, obsolete OKDHS DHS policy, organizational charts, special studies, training manuals, and pamphlets produced by OKDHS DHS.
(c) Journals.The DSU Records Management Section assists with the purchase and renewal of journal subscriptions annually through a contracted subscription service.
(1) The division executive team director or designee requests purchase or approves renewal of a subscription, in writing.
(2) Journal subscriptions are renewed for a one-year period only.
(3) All costs for subscriptions are charged to the requesting unit administrative office.
(d) OKDHS DHS publications.The DSU Records Management Section archives two copies of OKDHS DHS publications.
(1) The DSU Publications Design Services Section automatically forwards two copies of DHS publications to the DSU Records Management Section.
(2) Division Local office staff is are responsible for forwarding two copies to the DSU Records Management Section when the publication is not produced by the DSU Publications Design Services Section.
(e) Oklahoma Publications Clearinghouse.The DSU Records Management Section is responsible for providing the Oklahoma Department of Libraries Publications Clearinghouse copies of all publications per Section 3-114 of Title 65 of the Oklahoma Statutes.
(f)(e)Books and other resource materials.Books and other resource materials are ordered directly by and charged to the individual unit administrative office.
PART 6. MAIL SERVICES
DHS:2-21-80. Mail services
(a) Responsibility.The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Mail Center is responsible for establishing standards for mail procedures and coordinating OKDHS DHS mail on a statewide basis.
(b) Collection of inter-agency mail.The DSU Mail Center collects, processes, and delivers inter-agency mail for OKDHS DHS offices in the Oklahoma City area and processes all outgoing mail from the State Office while meeting established guidelines of OKDHS DHS, state, and federal rules, and the United States Postal Service (USPS).Two trips to the Oklahoma City post office are made daily.
(c) State Office and inter-city pick-up.OKDHS DHS mail is collected twice daily from the State Office buildings and once daily among the inter-city locations.State Office personnel may hand carry hand-carry mail directly to the DSU Mail Center prior to 4:00 3:00 p.m. for mailing that day. Special mail handling for offices housed in the State Office Divisions Building is provided upon request.
(d) Change of address.When an office moves, has a name change, or undergoes any other change that affects mail delivery, the office sends written notice to the DSU Mail Center, including the effective date.
(e) Opened and unopened mail.The DSU Mail Center has the option to open mail or leave it unopened.
(1) Opened mail.Mail received from OKDHS DHS county offices, institutions, medical claims, and all invoices are removed from envelopes and the date and time is affixed to each document prior to distribution within the State Office.
(2) Unopened mail.Unopened mail, such as legal documents or envelopes marked confidential, are sorted and stamped with the date and time on the envelope. It is only opened when there is no other way to identify the intended recipient.
(f) Metered and pre-sort mail.Postage for outgoing mail is stamped by a postage meter.All metered mail carries the imprint "Official State of Oklahoma Mail."When outside locations exhaust monthly postage supply, mail may be hand carried to the DSU Mail Center for mailing.Mail is immediately metered, and cost reimbursement is arranged.When possible, mail is metered using the less expensive pre-sort rate.
(1) Postage for outgoing mail is:
(A) stamped by a postage meter located in the DSU Mail Center; or
(B) stamped by a postage meter located in DHS field offices.
(2) Metro DHS field offices can arrange for the DSU Mail Center to provide metering when experiencing mail machine issues.
(3) The pre-sort vendor picks up metered mail three times daily.
(4) Client warrants and notices are sent to the host printer by the Office of Business Quality and pre-sorted.
(g) Pre-sort. Mail is metered using the less expensive pre-sort rate and picked up three times daily by the pre-sort vendor.Client warrants are pre-sorted by the OKDHS Data Services Division.
(h) Personal mail.OKDHS employees affix personal postage to outgoing personal mail.Personal use of OKDHS DHS resources, such as OKDHS DHS letterhead, envelopes, and postage meters is prohibited. Employees who violate this policy are subject to appropriate disciplinary action under OKDHS DHS discipline policy, DHS:2-1-7.
(1) Outgoing personal mail is not included with packaged, weighed, and metered OKDHS mail. DHS Mail Center staff cannot affix postage to outgoing personal mail.
(2) Incoming personal mail or package delivery to OKDHS locations is not permitted. Outgoing personal mail is not included with packaged, weighed, and metered DHS mail.
(3) Incoming personal mail or package delivery to DHS locations is prohibited.
(4) DHS employees affix personal postage to outgoing personal mail.
(i)(h) Shipping.Vendors’ pick-up Vendors pick up outgoing mail from the DSU Mail Center each business day.
DHS:2-21-82. Specialized mail services
The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Mail Center provides specialized mail services for OKDHS DHS mail, such as next day delivery and certified mail, as requested by and charged to the requesting unit.
(1) Registered mail.Only mail prepaid with postage at the first-class mail rates may be registered.
(A) For additional fees, return receipt and restricted delivery services are available.
(B) At the option of the mailer, postal insurance up to $25,000 may be purchased to cover the value of articles at the time of mailing.
(2) Certified mail.Certified mail:
(A) requires an additional fee; and
(B) is available only for first-class mail items.
(3) Next day delivery.State Office divisions may request next day mail delivery to certain zip codes, with restrictions on Saturday deliveries.
(4) Parcel services.Parcels and outgoing mail are picked up daily by the DSU mail staff as part of interagency services.Requests for parcel services are Parcels and mail may also be hand carried to the DSU Mail Center prior to 4:00 3:00 p.m.A complete finding address must be provided, including a telephone number for next day delivery.An additional charge is incurred for Saturday delivery.
(5) Postal Express.Requests for Postal Express are made directly to the DSU Mail Center prior to 4:00 3:00 p.m.A complete finding address must be provided.
(6) Additional services. Additional services provided by the DSU Mail Center include:
(A) box rental;
(B) postage meters;
(C) business reply permits; and
(D) postage due services.
DHS:2-21-83. Bulk mailing
The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Mail Center Warrant and Document Processing Section is responsible for meeting large volume mailing deadlines required by the program divisions offices within the State Office Building.OKDHS DHS divisions personnel are responsible for supplying computer-generated address labels for all special mailing requests. The division requesting office:
(1) provides an electronic database for addresses to the pre-sort vendor; or
(2) furnishes address labels to the DSU Mail Center to apply manually.
DHS: 2-21-86. Business Reply Mail.The Oklahoma Department of Human Services (DHS) uses Business Reply Mail (BRM) when DHS, not the client, pays the return postage on First-Class mail.Preprinted First-Class envelopes are printed by the DHS Departmental Services Unit (DSU) Print Shop.
(a) Permit fee. The DSU Mail Center pays the annual permit fee to the United States Postal Services (USPS).This fee allows all DHS offices to use BRM.
(1) DHS Field Office does not pay the annual permit fee to their local post office
(2) Each December a copy of the paid permit is sent to DHS field offices.
(3) The DHS field office submits the permit copy to their local post office as proof of the annual fee payment.
(b) Annual account maintenance fee.
(1) An annual account maintenance fee is paid to reduce the cost of BRM mail pieces.
(2) The annual account maintenance fee is paid by individual DHS offices only if they receive more than 910 BRM pieces annually.
(3) The USPS does not require the fee, but it is used by local offices to reduce the per piece cost of returned mail.
(4) To pay the fee, submit a Form 10A012E, Claim Form, to Financial Services.
(A) Include the amount of funds needed on deposit with your local USPS to cover future BRM or postage due charges.
(5) Attach an allocation letter to the check delivered to your local post office showing:
(A) the allocation of the total check amount to the annual account maintenance fee;and
(B) the balance to deposit to the Business Reply account.
(c)Opening a Business Reply Account.
(1) High-volume BRM is established when more than 910 returned pieces are expected in a year.
(2) Local offices pay an annual maintenance fee when the estimated number of business return mail per year is more than 910 pieces.
(3) To pay the fee, submit a Form 10A012E, Claim Form, to Financial Services.
(4) Include the amount of funds needed on deposit with your local USPS to cover future BRM or postage due charges.
(5) Attach an allocation letter to the check delivered to your local post office showing:
(A) the allocation of the total check amount to the business return maintenance account;and (B)the balance to deposit for funds for future activity.
(6) The BRM account balance is the amount in a local DHS office's BRM or Postage Due account.Each field office:
(A) requests BR account activity statements from their local post office; and
(B) monitors the balance and charges.
(d) Business Reply Envelopes.After obtaining the new business reply account information:
(1)submit Form 23PU114E, Reproduction Request, to the DSU Print Shop; and
(2) the DSU Print Shop prints Tall Nine 5.75" x 8.75" Business Replay Envelopes.
DHS: 2-21-87.Envelope selection.The standard number 10 envelope is no longer an DHS standard envelope.The following envelopes are the Oklahoma Department of Human Services (DHS) standard for all first class letter mailings.
(a)Half flat, tall 10, return envelope.This envelope measures 6" x 9.5" and is used to mail up to 15 pages or to mail the Business Reply Envelope.To have an DHS field office's return address print on the envelope:
(1) submit a Form 23PU114E, Reproduction Request, to the DHS, Support Services, Departmental Services Unit (DSU) Print Shop;
(2) provide the print shop with your current print shop order number, "E number" that is located in the top left hand corner of a previously printed envelope.
(3) if you do not know your return address order number, contact the DSU Print Shop supervisor.
(b) Business reply envelope, tall nine.This envelope measures 5.76" x 8.75", is used as a prepaid business return envelope, and contains an Intelligent Mail Bar Code (IMB) required by the United States Postal Service (USPS).To have an DHS field office's return address printed on the envelope:
(1) submit a Form 23PU114E, Reproduction Request, to the DHS, Support Services, Departmental Services Unit (DSU) Print Shop;
(2) provide the print shop with your current print shop order number, "E number" that is located in the top left hand corner of a previously printed envelope.
(3) if you do not know your return address order number, contact the DSU Print Shop supervisor.
(c) Single window, tall window, envelope.This envelope measures 5.75" x 9.5" and is used with folded and pre-addressed mailings. To have an DHS field office's return address printed on the envelope:
(1) submit a Form 23PU114E, Reproduction Request, to the DHS, Support Services, Departmental Services Unit (DSU) Print Shop;
(2) provide the print shop with your current print shop order number, "E number" that is located in the top left hand corner of a previously printed envelope.
(3) if you do not know your return address order number, contact the DSU Print Shop supervisor.
(d) Double window envelope.This envelope measures 5.76" x 9.5", and is used with folded and pre-addressed mailings containing pre-printed return addresses.
DHS: 2-21-89.Priority Mail Regional Rate Boxes.The Priority Mail Regional Rate Box is a cost saving way to mail up to 25 pounds within Oklahoma and to receive a delivery confirmation.
(a) All Oklahoma Department of Human Services (DHS) case files and Information Technology (IT) related items are shipped in priority rate boxes with delivery confirmation.
(b) There is no charge for electronic delivery confirmation when it is combined with priority mail packages.
(c) E-Delivery Confirmation labels are ordered from the DHS Support Services, Departmental Services Unit (DSU) Mail Center.
(d) Priority Mail Regional Rate Boxes are ordered on-line from the United States Postal Services (USPS).The following boxes are available:
(1) Regional Rate Box A is used for packages weighing up to 15-pounds;
(2) Regional Rate Box B is used for packages weighing up to 20-pounds; and
(3) Regional Rate Box C is used for packages weighing up to 25-pounds.
(e) Use the DHS field office's postage meter to stamp the box.The priority rate box A, B, and C are listed under "Class" on the postage meter.
PART 7. OTHER SERVICES PROVIDED TO THE OKLAHOMA DEPARTMENT OF HUMAN SERVICES
DHS:2-21-100. Vehicle inventory, control, and management Fleet Management
(a) Responsibility.The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Service Unit (DSU) vehicle coordinator fleet manager maintains an inventory of all OKDHS DHS vehicles and coordinates vehicle fleet transactions.The DSU vehicle coordinator fleet manager obtains titles, tags, PikePass tags stickers, and bar code labels for all vehicles.
(b) Inventory Fleet inventory control.Information recorded for each vehicle maintained by OKDHS DHS includes the:
1) OKDHS DHS vehicle number also known as asset bar code number;
(2) make, model, and year, make, and model;
(3) purchase date;
(4) original cost purchase price;
(5) purchase authorization number;
(6) vehicle identification number (VIN);
(7) license tag number; and
(8) vehicle location also known as asset inventory location code.
(c) Use of state owned vehicles.
(1) Every driver of a state owned vehicle must comply with the following conditions:
(A) a state owned vehicle must not be used for personal transportation to stores, shopping centers, lakes, parks, golf courses, athletic events, or other personal activities;
(B) a state owned vehicle must not be used for hauling a trailer other than a trailer that is state owned or that is rented or leased for official business;
(C) all state traffic rules and regulations must be observed;
(D) all city ordinances related to traffic and parking must be observed; and
(E) safe and courteous driving habits must be used at all times.
(2) Persons other than state employees are not permitted to drive or ride in state owned vehicles, unless authorized by the using agency and then only on official business.
(3) All traffic violation fines are the sole responsibility of the driver involved.
(c)(d) Fleet inventory changes.Any acquisition, disposal, transfer, or disposal replacement of vehicles is coordinated by or reported to the DSU vehicle coordinator fleet manager.DSU coordinates the disposal of vehicles through the Department of Central Services (DCS).Requests for new vehicles are included in the annual budget request of the OKDHS location and submitted to the OKDHS Finance Division Budget Unit. Vehicles are not purchased or disposed of without prior DSU approval.
(1) Acquisitions. When requesting a new vehicle, a memo is submitted to the DSU vehicle coordinator and a copy is attached to Form 23CO102E, Department of Human Services Requisition, that is submitted to the OKDHS Contracts and Purchasing Unit.The memo includes:DHS offices request a new vehicle by contacting the DSU fleet manager and providing the following:
(A) justification and detailed description of the purpose for the vehicle purchase;
(B) estimated annual mileage;
(C) justification for expanding the fleet or replacing the vehicle;
(D) justification for each option that exceeds the base cost price;
(E) justification for replacing one kind of vehicle for another, such as a van for a car; and
(F) the bar code and odometer reading of the vehicle being replaced.; and
(G) justification for not purchasing a compressed natural gas (CNG) vehicle, if requesting a non-CNG vehicle.
(2) Locations receiving a new vehicle submit all documents received from the vendor to the DSU vehicle coordinator. Disposals.The DSU fleet manager with the DSU Surplus Property and Disposal Section coordinates the disposal of vehicles through the Office of Management and Enterprise Services (OMES) Division of Capital Assets Management (DCAM) State Surplus Property.
(3) Transfers.The losing DHS office is responsible for preparing a Form 23AM002E, Asset Inventory Transaction Request, obtaining a signature from the receiving, gaining, location, and submitting the signed form to DSU Fleet Management.The DSU fleet manager:
(A) processes the transfer of the fuel card;
(B) updates fleet tracking; and initials form 23AM002E; and
(C) submits the finalized form to the Asset Management and Accounting Section to update the DHS Fixed Assets Management System (FAMS).
(4) Replacements.The DHS standard for vehicle replacement is 100,000 miles or every five years, whichever is first.Construction vehicle replacement is 100,000 miles or every 10 years, whichever is first.Vehicles may be replaced sooner based upon the vehicle’s use, age, and repair history.
(d) Management of OKDHS vehicles.Each OKDHS office that owns a vehicle submits a monthly report to the DSU vehicle coordinator on or before the fifth day of each month for the preceding month's use.
(1) The report includes:
(A) vehicle bar code number;
(B) odometer reading;
(C) total gallons of fuel used;
(D) total cost of fuel; and
(E) maintenance and repair costs.
(2) The DSU vehicle coordinator sends a combined OKDHS report each month to the DCS Fleet Management Division.
(e) Vehicle replacement tags and titles.The OKDHS standard for vehicle replacement is 100,000 miles or every five years, whichever is first.Construction vehicles are replaced at 100,000 miles or every ten years, whichever is first.Vehicles may be replaced sooner based upon the vehicle's use, age, and repair history.Vehicle tags are issued by the fleet manager when the vehicle is purchased.Lost or damaged tags are replaced upon request.Vehicle titles are applied for and stored at the DSU.
(f) State Motor Pool vehicles, daily rental.The DSU vehicle coordinator coordinates requests for state vehicles through the DCS State Motor Pool.The request includes the name of the driver, location, telephone number, and date and time vehicle will be picked up and returned.
(1) When the DCS State Motor Pool vehicle reservation is confirmed, the driver is notified to pick-up a completed DCS Fleet Mgmt – Form 015, Requisition for Motor Vehicle, from the DSU vehicle coordinator.
(2) The Fleet Mgmt – Form 015 and a valid driver license are presented to the DCS State Motor Pool when the vehicle is picked up.
(3) When returning a vehicle to the DCS State Motor Pool after office hours, the vehicle is locked and the keys are put in the office door slot.
(4) It is the employee's responsibility to notify the DSU vehicle coordinator prior to the scheduled pick-up time when a vehicle reservation is changed or canceled.OKDHS is charged for vehicles that are reserved but not picked up.
(5) When a vehicle is not available from the DCS State Motor Pool, the DSU vehicle coordinator notifies the employee and suggests other OKDHS units that may be contacted to borrow a vehicle.
PikePass stickers.The PikePass sticker is an electronic sticker that attaches to the windshield of a state vehicle.It is automatically scanned on entry and exit from any Oklahoma turnpike gate and allows the vehicle to pass through the turnpike gate without stopping.The sticker allows trips to be logged and provides billing information.
(1) The DSU fleet manager issues PikePass stickers to designated vehicles.
(2)The Oklahoma Turnpike Authority (OTA) bills DHS monthly for state turnpike charges.
(3) Employees using private vehicles while on authorized state business pay the turnpike toll and submit the receipt for reimbursement when filing a Form 10AD006E, Travel Claim.
(g) State Motor Pool vehicles, month-to-month lease.Locations requesting assignment of a permanent vehicle send a memo to the DSU vehicle coordinator stating the need, circumstances, employee's user identification (ID) number, telephone number, name of driver, and estimated number of miles the vehicle will be driven monthly.The requesting Division director approves the request before it is processed.The driver is notified when a DCS State Motor Pool vehicle is available and when to pick it up.
(1) Employees who are assigned a DCS State Motor Pool vehicle report the odometer reading to the DSU vehicle coordinator on the first day of each month.
(2) All maintenance and repairs are pre-approved by the DCS State Motor Pool, including car washes.The DCS State Motor Pool or their authorized vendor performs scheduled maintenance and repairs.
Fuel accounts, cards, and Personal Identification Numbers (PINs).The DSU Fleet Management Section establishes fuel accounts for all DHS offices having assigned vehicles.
(1) The DSU fleet manager:
(A) establishes new or makes changes to fuel accounts;
(B) issues new or replacement fuel cards;
(C) processes transfers of fuel cards;
(D) issues individual PINs for agency staff; and
(E) corresponds with the DHS office location’s designated fuel account contact person.
(2) The designated fuel account contact person:
(A) requests employee PINs and maintains a current list for office staff;
(B) accesses the contracted fuel provider’s website for information pertaining to invoices and fuel reports used to complete the monthly fleet report;
(C) processes related invoices for payment; and
(D) prepares Form 23AM008E, Monthly Fleet Report, and submits it to the DSU fleet manager by the tenth day of the current month for the previous month’s data.
(3) The employee:
(A) keeps their PIN as long as they are a state employee, regardless of agency transfers;
(B) keeps their PIN strictly confidential and does not share it with others; and
(C) uses their PIN only with the designated card for each designated vehicle.
(h) Charges for State Motor Pool vehicles.The DCS State Motor Pool Division bills OKDHS monthly for the use of all DCS State Motor Pool vehicles.The odometer reading determines the amount billed to the OKDHS unit.The DSU vehicle coordinator provides current rates regarding vehicle charges on request.
2) Tickets are non-transferable and are only changed for a valid business reason.
(3) A traveler may only use a ticket issued in his or her own name.
(g) Hotel accommodations.Employees are encouraged to select less expensive public lodging at conferences when the designated hotel is significantly higher priced than public lodging establishments located near the designated hotel.
(h) Personal travel.When an employee desires to book an additional airline seat for a personal reason, the DSU travel coordinator provides the employee with contact information for the travel agent or airline.The DSU travel coordinator does not:
(1) make personal travel arrangements;
(2) reserve personal air flights or non-business flight segments; and
(3) does not accept personal checks or credit cards.
DHS:2-21-100.1. Vehicle fuel, tires, maintenance, on the road breakdowns, repairs, and towing.It is the responsibility of each DHS office location’s management to ensure that DHS vehicles charged to their care are properly maintained and that the tracking and reporting of fuel, maintenance, and repairs occur as required.Questions may be directed to the DSU fleet manager.
(1) Fuel.
(A) Do not fuel an vehicle at the DCAM Fleet Management Motor Pool.
(B) Use the DHS Service Center located at NE 8th and Lottie between the hours of 7:00 a.m. and 5:00 p.m. Monday through Friday when obtaining fuel within the Oklahoma City metro area.
(i) The DHS Service Center is a self-serve facility.
(ii) The cost of the fuel per gallon is posted on the pump.
(iii) Inside the "little hut" is a pad of Form 23AM045E, Fuel Ticket.Fill in the date, DHS location and number, vehicle number, tag number, odometer reading, number of gallons of fuel, price per gallon, and driver’s signature.
(iv) Place the original fuel ticket in the box located in the hut and turn in the fuel ticket copy with the vehicle keys when returning the vehicle.
(C) When obtaining fuel outside the Oklahoma City metro area, use an authorized fueling location and the state issued fuel card furnished with each vehicle.
(i) Do not purchase super unleaded or premium fuel.
(ii) Make a note of the current odometer reading before you exit the vehicle.
(iii) Swipe the card at the pump before you start filling the tank.The pump should prompt you for your PIN and the odometer reading.
(iv) If you are not prompted for the PIN and odometer reading, do not fuel at the station.
(v) Never fuel first, and then go inside the station to pay.
(2) Tires.
(A) Tires are purchased through the statewide contract for normal replacement.
(B) Emergency tire purchases are made with the state issued vehicle fuel card when approved by your Division office.
(3) Maintenance and repairs.
(A) Maintenance is performed at the DHS Service Center, NE 8th and Lottie, when the vehicle is stationed in or near the Oklahoma City metro area.
(B) Maintenance is obtained from a local vendor who accepts the vehicle’s state issued fuel card when the vehicle is stationed outside the Oklahoma City metro area.
(4) On the road breakdown, repair and towing.
(A)Contact your local office immediately to inform them of the situation and to receive instructions on how to proceed.
(B) If you cannot contact your local office, proceed as follows:
(i) contact the DHS Service Center (405-218-2323) if the breakdown occurs before 4:30 p.m., Monday through Friday and you are in or near the Oklahoma City metro area;
(ii) have your state issued fuel card available and contact the Fleet Rescue Road Service ((800) 226-3860) if the breakdown occurs after 4:30 p.m. Monday through Friday and you are in or near the Oklahoma City metro area; and
(iii) have your state issued fuel card available and call the Fleet Rescue Road Service ((800) 226-3860) any time the breakdown occurs outside the Oklahoma City metro area.
(i)Fleet reporting requirements.Fleet reports are retained by the local DHS office for one year.
(1) Vehicle log. The Office of Management and Enterprise Services (OMES) mandates the use of the State of Oklahoma Vehicle Log, Form DCAM/Fleet Mgmt form 020.
(A) The DCAM/Fleet Mgmt form 020 is used to document the person driving the vehicle, trips made, expenses incurred, and repairs made.
(B) The DCAM/Fleet Mgmt form 20 is kept in each vehicle and is filled out each time the vehicle is used.Fuel and service tickets are attached to the form and turned in to the DHS office location’s fleet contact person.
(C) Information from the DCAM/Fleet Mgmt form 020 is used to complete the monthly fleet report.
(2) Monthly fleet report.Each DHS location having an assigned vehicle submits Form 23AM008E, Monthly Fleet Report, to the DSU fleet manager on or before the tenth day of the current month for activity incurred during the previous month.
(3) Fleet manager’s role.The DSU fleet manager maintains a summation of the agency’s monthly fleet reports and provides statistical data to OMES Division of Capital Assets Management Fleet Management Division.The DSU fleet manager contacts any DHS office location that has apparent discrepancies on their monthly report to alleviate questions or concerns that may arise from OMES.
(j) Accidents in a state vehicle.Authorized drivers must read and understand DHS policy DHS:2-21-100(c), Use of state owned vehicles.
(1) A red folder in each vehicle has all the needed insurance and accident forms, including:
(A) certificate of self-insurance;
(B) accident information form;
(C) scope of employment; and
(D) standard liability incident report.
(2) When a DHS employee and vehicle are involved in an accident, the police are always called by dialing 911.Request an ambulance, if necessary, during the same call.
(3) Insurance information is exchanged with the other party.The DHS employee:
(A) verifies that the other party has a state driver’s license;
(B) verifies that the other party has insurance coverage;
(C) verifies that the other party is the owner of the vehicle;
(D) obtains the other party’s work location, name, address and work telephone number;
(E) obtains the other party’s home address, home telephone number and cell phone number; and
(F) obtains the other party’s business card, if available.
(4) Call the local DHS office to report the accident to the person in charge of that office.
(5)Do not give copies of DHS forms to the other party.
(6) Do not leave the vehicle until the police come to investigate.
(7) When the police complete their investigation:
(A) obtain a copy of the investigation report that shows if a citation has been issued and that the police verified the insurance coverage;
(B) ask when a police report will be available and how to obtain a copy;
(C) take the vehicle to your local DHS office location if the vehicle is safe to drive, and the employee is able to drive; and
(D) request a wrecker service that will take the state issued fuel card if a wrecker must be called.The wrecker service is usually called by the police.Remove all personal and work items from the vehicle, including the vehicle log and state issued fuel card, before allowing the vehicle to be towed.
(8) Complete all insurance forms and send copies of them to the DHS Human Resources Management, Risk Management Unit.
(k) State Motor Pool leased vehicles.When an agency owned vehicle is not available, a DHS employee may lease a motor pool vehicle to perform their duties provided they have approval from their office administrator. Reservations for a leased vehicle may only be made through DSU and not from the Motor Pool directly.Contact the DSU fleet manager to obtain daily or monthly Motor Pool leases.
(l) Additional information.Additional information relating to fleet management may be obtained by contacting the DSU fleet manager.
DHS:2-21-108. PIKEPASS tags [REVOKED]
(a) Use.The PikePass tag:
(1) is an electronic device that attaches to the windshield of a state car or truck;
(2) is automatically scanned on entry and exit from any Oklahoma turnpike gate;
(3) allows the vehicle to pass through the turnpike gate without stopping;
(4) logs the trip; and
(5) provides billing information.
(b) PikePass tags.The Oklahoma Turnpike Authority (OTA) bills the Oklahoma Department of Human Services (OKDHS) monthly for state turnpike charges.
(1) OKDHS PikePass tags are used in Department of Central Services (DCS) State Motor Pool and OKDHS fleet vehicles only.
(2) Employees using private vehicles on state business pay the turnpike toll and submit the receipt for reimbursement when filing Form 10AD006E, Travel Claim.
(c) Responsibility.The Support Services Division Departmental Services Unit (DSU) vehicle coordinator is responsible for maintaining records of PikePass tags and reporting turnpike use to OTA.
(1) The PikePass tag is issued by individual location, account number, PikePass tag number, and vehicle number.
(2) An employee notifies DSU immediately if a PikePass tag is lost, stolen, or damaged.
(d) OKDHS vehicles.A PikePass tag is issued to a specific vehicle and identified to a specific OKDHS Division.
(1) Divisions are given the authority to transfer the PikePass tag from one vehicle to another provided the vehicle class remains the same.
(2) OKDHS locations notify DSU of permanent changes of vehicles assigned a PikePass tag.The DSU vehicle coordinator notifies OTA of the change.
(e) DCS State Motor Pool vehicles, daily rental.Employees using a DCS State Motor Pool vehicle check out a PikePass tag at the time the DCS Fleet Mgmt – Form 015, Requisition for Motor Vehicle, is picked up at DSU.The PikePass tag is returned to DSU within 24 hours after returning from a trip.
DHS:2-21-109. Out-of-state travel coordination
(a) Responsibility.The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) travel coordinator:
(1) processes and tracks travel authorizations for OKDHS DHS employees and non‑employees who travel out-of-state on official OKDHS DHS business;
(2) arranges the most cost-effective air travel that meets the business needs of persons who travel at OKDHS DHS expense; and
(3) provides airfare cost comparisons for persons not traveling by air.;
(4) collects necessary data for various reports and accounting needs; and
(5) monitors contract compliance by travel vendors.
(b) Travel authorizations.An Out-of-state out-of-state travel authorization requests request are is submitted to the appropriate authorizing officials(s). Once approved, the request is submitted to the Agency Director or his authorizing designee for approval, and then sent to the DSU travel coordinator.A travel request consists of a:
(1) completed and approved Form 23AD001E, Request for 10AD002E, Out-of-State Travel Authorization.A copy is returned to the traveler upon finalization;
(2) copy of the event announcement, agenda, and any related event information; and
(3) description of any special arrangements that are required.
(c) Procedures for out-of-state air travel.Only the DSU travel coordinator is authorized to book air travel for DHS business, except in an emergency, or when the ticket is provided by an outside entity,
(1) Itinerary. The DSU travel coordinator prepares a flight schedule that meets OKDHS DHS business needs at rates and times that fall within guidelines of OKDHS DHS policy and procedure, state travel contracts, the Central Purchasing Act, and the State Travel Reimbursement Act.
(1)(A) Itineraries are not scheduled that have rates or times that exceed OKDHS DHS business needs.
(2)(B) If the flight itinerary is arranged and tickets are purchased provided by a non- OKDHS DHS entity, a copy of the airline’s itinerary and invoice is submitted by the traveler with Form 23AD001E 10AD002E.
(d)(C) Itinerary.For travelers flying at OKDHS DHS expense, (1) through (4) of this subsection apply a tentative itinerary is sent to the person who is responsible for notifying the DSU travel coordinator whether the itinerary meets their needs.If the itinerary does not meet their needs, the traveler chooses the best of the options available within the guidelines of DHS policy and procedures, state travel contracts, the Central Purchasing Act, and the Travel Reimbursement Act.
(1) An itinerary is reserved and sent to the traveler, who is responsible for notifying the DSU travel coordinator whether the itinerary meets his or her needs.
(2) If the available itinerary does not meet his or her needs, the traveler chooses the best of the options available within the guidelines of OKDHS policy and procedure, state travel contracts, the Central Purchasing Act, and the Travel Reimbursement Act.
(3) Reservations are not arranged or changed to accommodate personal airline preference or personal schedules.
(4) Travelers in the greater metro areas are not required to accept flights departing earlier than 7:00 a.m. or returning later than 10:00 p.m.
(A) If travel schedule requires departing earlier than 7:00 am or returning later than 10:00 p.m., the traveler may arrive a day earlier or stay a day later.Re‑authorization is required due to additional hotel and per diem expenses.
(B) Extra time frames, hotel, and per diem expenses are given to travelers subject to lengthy drive times.
(e) Cost comparison.For travelers not traveling by air, the itinerary and flight rate is used for the comparison.Map mileage reimbursement and reimbursement for common carriers other than air will not exceed the most economic coach class airfare cost.
(f)(2) Tickets.Tickets are automatically written 24 hours after reservations are made.A traveler may only use a ticket issued in his or her own name.
(A) Electronic ticket itineraries are mailed emailed or faxed to the traveler.If hardcopy tickets are purchased, the traveler is contacted by telephone when tickets are available for pick-up or ready to be mailed.
(1)(B) The traveler is responsible for immediately notifying the DSU travel coordinator of a trip cancellation cancellations or schedule change and for promptly returning unused tickets changes.
(2)(C) Tickets are non-transferable and are only changed for a valid business reason reasons.
(3) A traveler may only use a ticket issued in his or her own name.
(d) Procedures for out-of state ground travel cost comparison.Map mileage reimbursement and reimbursement for common carriers other than air will not exceed the most economic coach class airfare cost.The DSU travel coordinator prepares a flight schedule that meets DHS business needs at rates and times that fall within guidelines of DHS policy and procedures, state travel contracts, the Central Purchasing Act, and the State Travel Reimbursement Act.The itinerary and flight rate are used for the comparison, and the rate is entered on the travel request by the travel coordinator.
(g)(e) Hotel accommodations.Employees are encouraged to select less expensive public lodging at conferences when the designated hotel is significantly higher priced than public lodging establishments located near the designated hotel.The DSU travel coordinator does not make hotel reservations.
(h)(f) Personal travel.When an employee desires to book an additional airline seat for a personal reason, the DSU travel coordinator provides the employee with contact information for the travel agent or airline.The DSU travel coordinator does not:
(1) make personal travel arrangements;
(2) reserve personal air flights or non-business flight segments; and
(3) does not accept personal checks or credit cards arrange flights at a higher rate than business needs; and
(4) accept personal payments for partial travel.
DHS:2-21-110. Sequoyah Memorial Office Building
(a) Sequoyah Memorial Office Building (Sequoyah Building) maintenance.The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Administration is responsible for coordinating with Oklahoma Department of Central Services maintenance personnel to handle the Sequoyah Building Maintenance. the Office of Management and Enterprise Services (OMES) Division of Capital Assets Management - Office of Facilities Management maintenance personnel for Sequoyah Building maintenance.
(b) Sequoyah Building keys. .DSU maintains keys for Sequoyah Building doors.A written notification, signed by the division director or designee, is sent to DSU when a key is lost or must be replaced. If a door needs to be unlocked or a key is lost or must be replaced, contact the Support Services director.
(c) Building access badges.If an access badge is lost or needs to be replaced, contact Departmental Services Unit for a replacement.
DHS:2-21-113. Identification badges
(a) Responsibility.The Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) is responsible for issuing identification (ID) badges to all OKDHS DHS employees.Security ID badges are issued to OKDHS DHS employees and non-employees who require access to the Sequoyah Memorial Office Building (Sequoyah Building).
(b) Photos Obtaining Photo ID Badges.To obtain a badge for an employee located: enhance security access measures, all "walk-ins" are required to bring the properly signed Form 23AM010E, Employee ID Badge Request, with them when coming to DSU to obtain a new or replacement ID Badge.
(1) in the Sequoyah Building, the employee's supervisor notifies the DSU ID badge coordinator of the employee's name and work location prior to sending the employee to the ID badge coordinator; and
(2) outside the Sequoyah Building, the employee's supervisor is responsible for sending the employee's photo, name, and work location to the DSU ID badge coordinator.
(A)(1) The employee's ID photo is taken with a digital camera at least five feet from the subject. Security Access Badge.Security badges to the Sequoyah Building are intended for employees who are physically housed in that building.Employees outside the Sequoyah building can receive a security badge after obtaining the appropriate signatures on the Form 23AM010E, Employee ID Badge Request.
(2) Employee ID Badge. Regular (non-security badges are obtained as follows:
(A) Walk-in.Supervisor completes Form 23AM010E, Employee ID Badge Request, and gives it to the employee to hand deliver to DSU between the hours of 8:00 to 11:30 a.m. or between 1:30 to 4:00 pm., Monday through Friday.
(B) Photos are saved as a .jpg file and e-mailed or sent to DSU on disk by inter‑agency mail. Email Request.The following guidelines pertain to obtaining an ID Badge via email:
(i) use a digital camera with the highest resolution possible;
(ii) use a solid color background in all pictures;
(iii) stand approximately 2.5 to 3 feet from the subject;
(iv) take the picture from the shoulders up as in a driver’s license photo;(v) save the picture using the subject’s last and first name as a .jpg file.Example:Doe, John.jpg;
(vi) email to IDBadges@okdhs.org;
(vii) include in the email if the request is for a new employee or a replacement badge caused by a transfer or name change; and
(viii) the badge will be printed and mailed directly to the person making the request.
(C) The DSU ID badge coordinator prepares the ID badge and returns it to the employee.
(c) Identification.ID badges are must be visible to security personnel at all times.OKDHS DHS employees display their ID badge while as follows:
(1) on-site at any OKDHS location; while in the Sequoyah Memorial Office Building;
(2) in the field acting as an OKDHS representative; and while acting as a DHS representative in the field; and
(3) in the Sequoyah Building. while on-site at any DHS location (statewide).
(d) Returned badges.Supervisors are responsible for recovering and destroying ID badges when an employee leaves OKDHS DHS employment.All Sequoyah Building security access badges are must be returned to the DSU ID badge coordinator for cancellation.All non-security access badges are destroyed by the local office.
(e)Lost or stolen badges.For security purposes, employees should notify the DSU badge coordinator immediately if an access badge for the Sequoyah Building is lost or stolen.
PART 9. DESIGN SERVICES
OKDHS DHS:2-21-150. Design Services purpose and scope
Revised 4-1-09
(a) Purpose.The purpose of the Oklahoma Department of Human Services (OKDHS DHS) Support Services Division Departmental Services Unit (DSU) Design Services is to develop, produce, and circulate accurate, cost-effective, informational materials for internal and external use in support of the OKDHS DHS mission.
(b) Scope.Design Services regulations apply to all OKDHS DHS materials, including annual and special reports, booklets, displays, leaflets, newsletters and other periodicals, pamphlets, posters, scripts, and videos.
DHS:2-21-151. Definitions
The following words or terms, when used in this Part, shall have the following meaning unless the context clearly indicates otherwise:
"Cost statement" means a statement of the cost of printing and postage that appears in each publication issued by the Oklahoma Department of Human Services (OKDHS DHS).
"Publication" means any informational materials intended for public distribution or required by law that originate in OKDHS DHS.This definition includes materials produced with the imprint, by the authority of, or at the total or partial expense of OKDHS DHS.The source of the material, format, and method of reproduction do not exempt publications from this definition.This definition includes publications released by private entities under contract with or supervision of OKDHS DHS, regardless of funding.Oklahoma law exempts from this definition:
(A) news releases;
(B) state and federal forms;
(C) draft reports;
(D) working papers;
(E) testimony and materials for the Legislature;
(F) typewritten correspondence;
(G) interoffice memos;
(H) special novelty items, such as place cards and badges; and
(I) policy and procedure manual materials.
OKDHS DHS:2-21-152. Design Services
Revised 4-1-09
(a) Services available.
(1) Consulting.Design Services assists customers in establishing guidelines for projects, including identifying target audiences, establishing timelines and desired outcomes, choosing communications and distribution methods, style, content, and format.
(2) Writing.Design Services provides writing services as necessary to help customers communicate their message effectively.
(3) Editing.Design Services edits all manuscripts for accuracy and readability.Criteria include:
(A) content that supports the mission of the Oklahoma Department of Human Services (OKDHS DHS) and the agency's communications policies;
(B) writing and graphics clearly understood by the intended audience;
(C) style consistent with industry standards;
(D) language appropriate to the subject and audience; and
(E) spelling, punctuation, grammar, and sentence structure that conform to standards established by the Associated Press, the agency's communications standards and policies, and standard English usage.
(4) Graphics arts services.Design Services provides layout and graphic design services.
(A) Graphic design.After an initial consultation with the customer, the graphic artist produces a draft of the materials for the customer's review.The consult‑review process continues with the customer to produce a satisfactory product.
(B) Finished materials.The graphic artist prepares a finished version of the materials.For printed materials, Design Services routes jobs to the Departmental Services Unit (DSU) Print Shop unless the customer has an approved contract with an outside vendor.
(C) Web versions.Design Services provides an electronic version of all materials to the Web Content unit.
(5) Photographic services.Design Services provides photography services.
(6) Business cards.Business cards are printed for OKDHS DHS employees via Form 23PU134E, Business Card Order Form, submitted to Design Services. the DHS InfoNet Finance Application, Password Secured Functions, Business Card management link: http://okdhsfin.okdhs.int:6332/bcorders/neworder.php. Only the approved designs are available.No changes may be made to the approved designs.Only approved content is allowed.Nothing may be printed on the back.
(b) Planning for services.The requesting unit initiates a planning meeting with Design Services before beginning any major project.
(c) Requests for services.Services are requested by completing Form 23PU083E, Editorial, Graphics and Photo/Video Production Form Request for Design Services, and submitting the form to the Design Services manager.
(1) The appropriate division director or designee reviews and authorizes each Form 23PU083E.
(2) The requesting unit provides text electronically for requested materials.
(d) Timelines.Design Services acknowledges requests for services within three working days.
(e) Client permission.A unit that requests materials that specifically identifies or portrays a person or organization must secure the client's or vendor's permission for release of information on Form 16AD013E, News Media and Media Production Release of Information Form.A copy of the form is sent to Design Services.
(f) Copyrights.The requesting unit is responsible for securing permission to reprint copyrighted material, in whole or in part, except for small excerpts used for training purposes.
(1) A copy of the publisher's written permission must accompany Form 23PU083E.
(2) For direct photocopying of copyrighted materials, a copy of the publisher's written permission is attached to Form 23PU114E, Reproduction Request.Design Services staff does not duplicate materials in violation of copyright laws.
(g) Mandatory content.Each publication must contain specific information as set forth in Section 3105 of Title 74 of the Oklahoma Statutes, and provided by Design Services.
(h) Revisions of existing materials.The requesting unit:
(1) marks changes directly on a printed copy of any materials that are to be revised or, if changes are extensive;
(2) marks the points where changes occur and sends an electronic copy of the text; and
(3) submits Form 23PU083E and attachments to Design Services.
(i) Statistics.The requesting unit provides signed approval by the administrator of the OKDHS DHS Office of Planning, Research, and Statistics (OPRS) for annual reports and summaries that contain statistics.
(j) Reviews for compliance.
(1) Office of Legislative Relations and Policy (OLRP) Intergovernmental Relations and Policy (OIRP) reviews each publication for compliance with the requirements of the Administrative Procedures Act and existing OKDHS DHS policy per OKDHS DHS:2-31-28.
(2) Design Services reviews materials for compliance with the agency's communications standards and policies.
OKDHS DHS:2-21-156. Payment for design services
Revised 4-1-09
(a) Payment for services.Oklahoma Department of Human Services (OKDHS DHS) locations are not charged for materials produced by Support Services Division (SSD) Departmental Services Unit (DSU) Design Services unless:
(1) they require special-order items that are not routinely stocked; or
(2) the request exceeds the usual and customary services offered by Design Services.
(b) Special-order and non-stocked supplies.The OKDHS DHS unit requesting special‑order items provides the SSD Contracts and Purchasing Unit with funding codes for the purchase of special items or contracted services.
(c) Vendor contracts.Projects recommended for contract with outside vendors must be secured in accordance with OAC 340:2-13.The requesting division office is responsible for the costs of all approved special purchases, products, and services supplied by outside vendors.
(d) Private organizations.OKDHS DHS is prohibited from bearing the cost of printing materials graphic design, photography or videography services for private organizations.If there is specific policy contractual obligation in which printing of documents graphic design, photography or videography for a private organization is an integral part of a specific OKDHS DHS program, the chief officer or division executive director of that program may approve the project.
(e) Reimbursement.Publications may be produced for other entities, either governmental or private, when OKDHS is reimbursed for the costs under uniform rates established by the Oklahoma Commission for Human Services.Design Services undertakes these projects only as priorities allow.
OKDHS DHS:2-21-157. Printing services
Revised 4-1-09
Oklahoma Department of Human Services (OKDHS DHS) forms and other materials required by OKDHS DHS are printed and distributed by the OKDHS DHS Support Services Division Departmental Services Unit (DSU) Print Shop or DSU Copy Center.This includes numbered memos, recruitment announcements, newsletters, conference related materials, and any miscellaneous bulletins or announcements specific to OKDHS DHS locations.The Print Shop or Copy Center prints administrative rules, policy, booklets, pamphlets, periodicals, reports, forms, posters, cards, manuals, and envelopes issued by OKDHS DHS.
(1) Request for printing.An approved Form 23PU114E, Reproduction Request, is submitted to the Print Shop or Copy Center to request printing services.
(2) Forms.Approval from the Office of Planning, Research, and Statistics (OPRS) is required to print new or revise existing OKDHS forms.
(3) New materials.Procedures to request printing of new materials are outlined in OKDHS DHS:2-21-152.
(4)(3) Special printing needs.If a request requires paper of a weight, size, or color not carried in stock, the requesting OKDHS DHS location is responsible for all costs or for furnishing supplies necessary to complete the job.
(5)(4) Copyright.The Print Shop and Copy Center adhere to copyright laws.Copyrighted documents are not reproduced without written permission from the copyright source.
(5) Private organizations. DHS is prohibited from bearing the cost of printing materials for private organizations.If there is a contractual obligation in which printing of documents for a private organization is an integral part of a specific DHS program, the chief officer or executive director of that program may approve the project.
