reglab/statecodes huggingface dataset:
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-28 - State and federal guidelines-unpublished

Current through Vol. 41, No. 20, July 1, 2024
Guidelines issued by state and federal officials pertaining
				  to OSBI activities that are not published in the Code of Federal Regulations or
				  in the
Oklahoma Register
shall be retained in office until no
				  longer valid and effective, then permanently stored for
				  perpetuity.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-29 - State and federal guidelines-published

Current through Vol. 41, No. 20, July 1, 2024
Guidelines issued by state and federal officials pertaining
				  to OSBI activities that are published in the Code of Federal Regulations or the
Oklahoma Register
shall be retained in office until superseded
				  by subsequent guidelines, then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-30 - Organizational charts

Current through Vol. 41, No. 20, July 1, 2024
At least one current organizational chart indicating overall
				  administrative structure of the OSBI to the unit level shall be retained in
				  office until superseded by subsequent charts, then permanently stored for
				  perpetuity.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-31 - Building facility inspection reports

Current through Vol. 41, No. 20, July 1, 2024
Inspection reports and allied documents of inspections of all
				  building facilities of the OSBI shall be retained in office one (1) year from
				  the date of inspection or until the following inspection, whichever is longer,
				  then retained or destroyed at the discretion of the Director provided no legal
				  action is pending. If legal action involving the records is pending, then the
				  records shall be retained until the exhaustion of all legal remedies, then
				  retained or destroyed at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-32 - Loyalty oaths

Current through Vol. 41, No. 20, July 1, 2024
Copies of oath to the state and country, signed by state
				  employees in accordance with 51 O.S. §
									36.1,
et seq.
shall be filed in the applicable Personnel Records of
				  the employee and retained there pursuant to administrative rule concerning
				  Personnel Records.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-33 - Attorney General opinions

Current through Vol. 41, No. 20, July 1, 2024
OSBI copies of official Attorney General opinions and letters
				  opinions of the Attorney General shall be retained in office until no longer
				  needed for administrative purposes, then retained or destroyed at the
				  discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-34 - Landscape architect, engineer, and architect selection records

Current through Vol. 41, No. 20, July 1, 2024
Records prepared in compliance with the Department of Central
				  Services requirements for selection of landscape architects, engineers, and
				  architects for public construction projects shall be retained as
				  follows:
(1) Proposals from
				unsuccessful landscape architects, engineers, and architects shall be retained
				in hard copy paper form for not less than three (3) years then be retained or
				destroyed at the discretion of the Director provided no legal action is
				pending. If legal action involving the records is pending, the records shall be
				retained until the exhaustion of all legal remedies, then retained or destroyed
				at the discretion of the Director.
(2) Proposals from successful landscape
				architects, engineers, and architects shall be retained in hard copy paper form
				for not less than three (3) years then be retained or destroyed at the
				discretion of the Director provided no legal action is pending. If legal action
				involving the records is pending, the records shall be retained until the
				exhaustion of all legal remedies, then retained or destroyed at the discretion
				of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00; Amended at 26 Ok Reg 1676, eff
				  6-26-09
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-35 - Capital improvement projects records

Current through Vol. 41, No. 20, July 1, 2024
OSBI capital improvement project records, including but not
				  limited to, information to bidders, bid form proposals, bid affidavits,
				  pertinent Senate and House bills, public construction contracts, and
				  Construction Contract Forms for Use by Public Agencies shall be retained in
				  hard copy paper form for not less than three (3) years then be retained or
				  destroyed at the discretion of the Director provided no legal action is
				  pending. If legal action involving the records is pending, the records shall be
				  retained until the exhaustion of all legal remedies, then retained or destroyed
				  at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00; Amended at 26 Ok Reg 1676, eff
				  6-26-09
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-36 - Court orders

Current through Vol. 41, No. 20, July 1, 2024
Court orders issued by judges requiring that certain actions
				  be taken by the OSBI shall be retained in office for two (2) years after
				  exhaustion of all legal remedies then retained or destroyed at the discretion
				  of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00; Amended at 26 Ok Reg 1676, eff
				  6-26-09
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-37 - Open meetings filings

Current through Vol. 41, No. 20, July 1, 2024
Meeting notices filed with the Oklahoma Secretary of State in
				  accordance with the Open Meeting Law (25 O.S. §
									301
et seq.
) shall be retained in office until no longer needed
				  for administrative purposes then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-38 - Commission correspondence

Current through Vol. 41, No. 20, July 1, 2024
Incoming correspondence and copies of outgoing correspondence
				  relating to the OSBI Commission functions and activities shall be retained in
				  office and reviewed on an annual basis. After the review, all duplicate and
				  ancillary records shall be retained or destroyed at the discretion of the
				  Director. All substantive records three (3) years old or older no longer needed
				  for administrative purposes shall be permanently stored for
				  perpetuity.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-39 - Commission membership records

Current through Vol. 41, No. 20, July 1, 2024
Records containing information regarding appointments to the
				  OSBI Commission, including biographical information, and incoming letters and
				  copies of outgoing correspondence to individual members rather than the
				  Commission as an entity of state government shall be retained in office and
				  reviewed on an annual basis. After the review, all duplicate and ancillary
				  records shall be retained or destroyed at the discretion of the Director. All
				  substantive records three (3) years old or older no longer needed for
				  administrative purposes shall be permanently stored for
				  perpetuity.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-40 - Desk calendars and appointment books

Current through Vol. 41, No. 20, July 1, 2024
Desk calendars and appointment books used to list meeting
				  dates, reporting deadlines, and other information shall be retained in office
				  until no longer needed for administrative purposes, then retained or destroyed
				  at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-41 - Insurance documentation excluding Risk Management, employee insurance and State Insurance Fund documentation

Current through Vol. 41, No. 20, July 1, 2024
Records of or pertaining to auto, fire, insurance, and other
				  insurance policies excluding Risk Management, employee insurance, and State
				  Insurance Fund documentation shall be retained in office until five (5) years
				  after expiration of the policy, then retained or destroyed at the discretion of
				  the Director provided no legal action is pending. If legal action involving the
				  records is pending, the records shall be retained for two (2) years after the
				  exhaustion of all legal remedies, then retained or destroyed at the discretion
				  of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 3 - Administrative Records › Section 375:8-3-42 - Other administrative records

Current through Vol. 41, No. 20, July 1, 2024
All other administrative records not specifically referred to
				  in these rules shall be retained for two (2) years then retained or destroyed
				  at the discretion of the Director provided no legal action is pending. If legal
				  action involving the records is pending, the records shall be retained until
				  the exhaustion of all legal remedies, then retained or destroyed at the
				  discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 5 - Financial Records › Section 375:8-5-2 - Budget records

Current through Vol. 41, No. 20, July 1, 2024
(a)
				Unless specifically provided otherwise by administrative rule, all budgeting
				records shall be retained in house until placed in permanent storage. Such
				documents shall be held in permanent storage for perpetuity. Once placed in
				permanent storage, all such documents stored in house may then be retained or
				destroyed at the discretion of the Director.
(b) The following records shall be retained
				in house until placed in permanent storage. Such documents shall be held in
				permanent storage for perpetuity. Once placed in permanent storage, all such
				documents stored in house may then be retained or destroyed at the discretion
				of the Director.
(1) OSBI budget requests
				submitted to the Office of State Finance for development of Executive budget
				and materials submitted from various divisions and other working papers used to
				compile the agency budget.
(2)
				Copies of OSF Form 55, Capital Outlay Projects; OSF Form 47, Detail of
				Personnel by Sub-Activity; PSF From 47.1, Detail of Exempted Personnel by
				Sub-Activity; OSF From 47.2, Detail of Professional Services by Sub-Activity;
				OSF Form 16, detail of Expenditures by Sub-Activity; OSF Form 22, Summary of
				Sub-Activities within an Activity; OSF From 17, Detail of Expenditures by
				Activity; OSF From 21, Summary of Activities within an Agency; OSF From 33,
				Estimate of Income To Agency Funds; OSF Form 48, Request for Allotment and/or
				Appropriation Transfer; OSF Form 47, Detail of Personnel by
				Sub-Activity-Revision; OSF From 47.2, Detail of Professional Services by
				Sub-Activity-Revision; OSF Form 16, Detail of Expenditures by Sub-Activity-
				Revision; OSF Form 22, Summary of Sub-Activities within an Activity-Revision;
				OSF From 21, Summary of Activities Within an Agency-Revision; OSF Form 33,
				Estimate of Income to Agency Funds-Revision budget requests and materials
				submitted from various divisions and working papers used to compile OSBI budget
				work program.
(3) Copies of OSF
				Form 24A requesting that revolving and appropriated funds be posted to agency
				accounts.
(4) Copies of OSF Form 48
				requesting that appropriate funds be transferred to different line
				items.
(5) Copies of letters
				submitted to the Office of State Finance requesting the establishment of
				treasury fund accounts.
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 5 - Financial Records › Section 375:8-5-3 - State finance reports

Current through Vol. 41, No. 20, July 1, 2024
(a)
				Unless specifically provided otherwise by administrative rule, all state
				finance report records shall be retained in house until placed in permanent
				storage. Such documents shall be held in permanent storage for perpetuity. Once
				placed in permanent storage, all such documents stored in house may then be
				retained or destroyed at the discretion of the Director.
(b) The following records shall be retained
				in house until placed in permanent storage. Such documents shall be held in
				permanent storage for perpetuity. Once placed in permanent storage, all such
				documents stored in house may then be retained or destroyed at the discretion
				of the Director.
(1) Monthly computer
				printouts from the Office of State Finance listing the closing balances of all
				treasury accounts.
(2) Monthly
				computer printouts from the Office of State Finance showing beginning account
				balances, receipts, disbursements, transfers, and ending balances for each OSBI
				fund.
(3) Computer printout from
				Office of State Finance listing deposit totals for the current month and fiscal
				year.
(4) Computer printout from
				Office of State Finance listing all deposits.
(5) Copies of OSF Form PFT submitted to the
				Office of State Finance showing transfer activity between budgetary funds and
				the payroll fund (data includes fund, agency, account, sub-activity, transfer,
				debit and credit).
(6) Journal
				entries by agency and fund.
(7)
				Monthly computer printouts from the office of State Finance listing
				expenditures by object of expenditure sequence.
(8) Computer printouts from the Office of
				State Finance listing agency expenditures by object code in fund
				sequence.
(9) Monthly computer
				printouts from the Office of State Financing listing expenditures incurred
				within each agency fund and the amount.
(10) Computer printouts from the Office of
				State Finance listing processed warrantless claims.
(11) Computer printouts from the Office of
				State Finance listing expenditures pertaining to contractual services, i.e.,
				legal, architectural, administrative, and consulting.
(12) SEFA Transactions Report.
(13) Computer printouts from the Office of
				State Finance listing statutory cancellation of warrants.
(14) Monthly printout generated by Office of
				State Finance listing outstanding Purchase Orders.
(15) Lapse Fund Advance Notice/Continuing
				Funds.
(16) Cumulative quarterly
				computer printout from the Office of State Finance listing OSBI travel
				claims.
(17) Cumulative monthly
				computer printout form the Office of State Finance listing expenditures against
				authorizations.
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 5 - Financial Records › Section 375:8-5-4 - Payroll financial records

Current through Vol. 41, No. 20, July 1, 2024
(a) Unless specifically provided otherwise by
				administrative rule, all payroll financial records shall be retained in house
				until placed in permanent storage. Such documents shall be held in house or in
				permanent storage for not less than ten (10) years. Once placed in permanent
				storage, all such documents stored in house may then be retained or destroyed
				at the discretion of the Director.
(b) The following records shall be retained
				in house or in permanent storage until one (1) year after all audits have been
				completed and all applicable audit reports have been accepted and resolved by
				all applicable federal and state agencies then retained or destroyed at the
				discretion of the Director provided no legal action is pending. If legal action
				involving the records is pending, the records shall be retained until the
				exhaustion of all legal remedies, then retained or destroyed at the discretion
				of the Director.
(1) Copies of OSF Form 41,
				Payroll Funding Sheet-Record Type C and Tape Layout; OSF Form 41, Payroll
				funding Detail Listing- Record Type S and Tape Layout; and any required
				supporting documents submitted to the Office of State Finance for payment of
				employee wages and salaries
(2)
				Copies of OSF Form PWC, "Request for Payroll Warrant Cancellation" submitted to
				the Office of State Finance.
(3)
				Quarterly computer printouts from the Office of State Finance listing employee
				wages and tax deductions.
(4)
				Reports listing employee salary and wage deductions for insurance, credit union
				dues, and annuities, as well as billing documents form insurance companies for
				premium payments and copies of applicable miscellaneous claims sent to the
				Office of State Finance.
(5)
				Overtime reports and payroll data for seasonal employees used to compile agency
				payrolls submitted to the Office of State Finance.
(6) Copies of reports submitted to the State
				Insurance Fund that are the basis for premium calculations.
(7) Copies of monthly computer printouts from
				the Office of State Finance.
(8)
				Records used to transmit each employees' monthly and supplemental payroll
				warrants and any applicable correspondence.
(9) Records of claims by which OSBI remits
				state employees' voluntary payroll deductions for supplemental insurance and
				retirement plans.
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 5 - Financial Records › Section 375:8-5-5 - Procurement and other costs related records

Current through Vol. 41, No. 20, July 1, 2024
(a) Unless specifically provided otherwise by
				administrative rule, all procurement and communication costs records shall be
				retained in hard copy paper form for not less than three (3) years from the
				date of purchase then stored in house until placed in permanent storage. Such
				documents shall be held in hard copy form, in house or in permanent storage for
				not less than ten (10) years total. Once placed in permanent storage, all such
				documents stored in house may then be retained or destroyed at the discretion
				of the Director.
(b) The following
				documents shall be retained in office until no longer needed for administrative
				purposes then retained or destroyed at the discretion of the Director.
(1) Correspondence and materials from Risk
				Management Division concerning policies and rules and regulations regarding
				Risk Management.
(2) Records
				containing inventory and sales reports (FMD-1) for OSBI owned vehicles,
				including vehicle number, make, model and year, purchase date, cost, license
				tag number, location and whether owned, loaned or leased by OSBI.
(3) Monthly summaries turned into Fleet
				Management Division reporting fuel cost and usage, maintenance done and cost
				and related information.
(4)
				Records containing correspondence and reports detailing Fleet Management
				policies and rules and regulations.
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 5 - Financial Records › Section 375:8-5-6 - Other financial records

Current through Vol. 41, No. 20, July 1, 2024
(a) Unless specifically provided otherwise by
				administrative rule, all other financial records shall be retained in house
				until placed in permanent storage. Such documents shall be held in house or in
				permanent storage for not less than three (3) years. Once placed in permanent
				storage, all such documents stored in house may then retained or destroyed at
				the discretion of the Director.
(b)
				Documents relating to annual inventory reviews and documents which support
				posting the inventory database shall be retained in house until placed in
				permanent storage. Such documents shall be held in permanent storage for
				perpetuity. Once placed in permanent storage, all such documents stored in
				house may then be retained or destroyed at the discretion of the
				Director.
(c) Correspondence
				between the OSBI and the Office of State Finance, Department of Central
				Services, State Treasurer, State Auditor and Inspector and/or vendors whether
				in hard copy form or maintained in electronic mail systems shall be retained
				until one (1) year after all audits have been completed and all applicable
				audit reports have been accepted and resolved by all applicable federal and
				state agencies then retained or destroyed at the discretion of the Director
				provided no legal action is pending. If legal action involving the records is
				pending, the records shall be retained until the exhaustion of all legal
				remedies, then retained or destroyed at the discretion of the
				Director.
(d) Copies of signature
				cards submitted to the State Treasurer, the Office of Personnel Management,
				Department of Central Services, the Office of State Finance or to other State
				Agencies containing the names and signatures of persons authorized to deposit
				proceeds or moneys in agency accounts or sign checks shall be retained in
				office until the person listed is no longer authorized to handle financial
				transactions, then retained or destroyed at the discretion of the
				Director.
(e) Warranties for
				equipment purchased by an agency for its use shall be retained in office until
				the warranty is no longer effective, then retained or destroyed at the
				discretion of the Director provided no legal action is pending. If legal action
				involving the records is pending, the records shall be retained until the
				exhaustion of all legal remedies, then retained or destroyed at the discretion
				of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00; Amended at 26 Ok Reg 1676, eff
				  6-26-09
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-1 - Personnel records of regular state employees (active)

Current through Vol. 41, No. 20, July 1, 2024
Record copies of applications, hiring, promotional date, and
				  other personnel records pertaining to state employment of active regular state
				  employees shall be retained in office until employee leaves the OSBI then
				  transferred to Personnel Records of Regular State Employees
				  (Inactive)
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-2 - Personnel records of temporary state employees

Current through Vol. 41, No. 20, July 1, 2024
Record copies of application, hiring, promotional date, and
				  all other personnel records pertaining to state employment of temporary state
				  employees shall be retained in office or in permanent storage for three (3)
				  years after the employee leaves the employ of the OSBI provided no legal action
				  is pending. If legal action involving the records is pending, the records shall
				  be retained in office until the exhaustion of all legal remedies. At that time
				  the employment application, Request for Personnel Action (OPM Form 14),
				  Longevity Certification Form (OPM Form 52 or Equivalent), employment history
				  cards, Individual Leave Record (OPM Form 1 or equivalent), INS Form I-9,
				  correspondence relating to leave without pay, and Department of Defense Form
				  DD214 shall continue to be retained in permanent storage for perpetuity and all
				  other records shall then be retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-3 - Personnel records of regular state employees (inactive)

Current through Vol. 41, No. 20, July 1, 2024
Record copies of application, hiring, promotional date, and
				  all other personnel records pertaining to state employment of permanent
				  employees excluding time and leave records of State employees transferred to
				  Personnel Records of Regular State Employees (Inactive) pursuant to
				  Administrative Rule 375:8:4-1 shall be retained in office or in permanent
				  storage for perpetuity.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-4 - Contractual employment records

Current through Vol. 41, No. 20, July 1, 2024
Records other than copies of contracts and payment
				  information pertaining to contractual employment shall be retained in office
				  for five (5), years after final payment, provided all audits have been
				  completed and all applicable audit reports have been accepted and resolved by
				  all applicable federal and state agencies and provided no legal action is
				  pending. If legal action involving the records is pending, the records shall be
				  retained until the exhaustion of all legal remedies, then retained or destroyed
				  at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-5 - Employment applications and interviews records for applicants not hired

Current through Vol. 41, No. 20, July 1, 2024
Applications for employment and supporting documentation such
				  as transcripts, resumes, and letters of recommendation; notes and other records
				  pertaining to employment applications and job interviews shall be retained for
				  two (2) years then retained or destroyed at the discretion of the Director
				  provided no legal action is pending. If legal action involving the records is
				  pending, the records shall be retained until the exhaustion of all legal
				  remedies, then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-6 - Requests for certification records

Current through Vol. 41, No. 20, July 1, 2024
Copies of requests submitted to the Office of Personnel
				  Management for lists of qualified applicants for Merit System Positions shall
				  be retained in office until two (2) years after the making of the records or
				  the personnel action involved, whichever occurred later, then retained or
				  destroyed at the discretion of the Director provided no legal action is
				  pending. If legal action involving the records is pending, the records shall be
				  retained until the exhaustion of all legal remedies, then retained or destroyed
				  at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-7 - Office of Personnel Management correspondence

Current through Vol. 41, No. 20, July 1, 2024
Incoming letters and copies of outgoing responses to the
				  Office of Personnel Management shall be reviewed on an annual basis. Duplicate
				  and ancillary records as well as substantive records two (2) years old or more
				  shall then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-8 - Reduction in force plans

Current through Vol. 41, No. 20, July 1, 2024
Copies of plans filed with the Office of Personnel Management
				  outlining how the agencies will proceed in the event of an ordered reduction in
				  force shall be retained in office until superseded by new plan then retained or
				  destroyed at the discretion of the Director one (1) year after all audits have
				  been completed and all applicable audit reports have been accepted and resolved
				  by all applicable federal and state agencies and provided no legal action is
				  pending. If legal action involving the records is pending, the records shall be
				  retained until the exhaustion of all legal remedies, then retained or destroyed
				  at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-9 - Affirmative action records

Current through Vol. 41, No. 20, July 1, 2024
Records pertaining to agency affirmative action policies,
				  including but not limited to, all information received and sent regarding the
				  Affirmative Action Plan, EEO reports, and directives from the Governor or
				  Affirmative Action Plan Coordinator for the State, as well as annual reports,
				  semiannual reports, and progress reports pertaining to agency affirmative
				  action plan and policies and procedures implemented to insure that hirings,
				  promotions, and terminations are carried out in full compliance with all
				  applicable laws and rules and regulations shall be retained in office until
				  superseded by subsequent plan then retained for three (3) years after all
				  audits have been completed and all applicable audit reports have been accepted
				  and resolved by all applicable federal and state agencies and then retained or
				  destroyed at the discretion of the Director provided no legal action is
				  pending. If legal action involving the records is pending, the records shall be
				  retained until the exhaustion of all legal remedies, then retained or destroyed
				  at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-10 - Agency promotional plans

Current through Vol. 41, No. 20, July 1, 2024
Copies of required plans submitted to the Office of Personnel
				  Management shall be retained in office until superseded by subsequent plan,
				  then retained in office for three (3) years after all audits have been
				  completed and all applicable audit reports have been accepted and resolved by
				  all applicable federal and state agencies and then retained or destroyed at the
				  discretion of the Director provided no legal action is pending. If legal action
				  involving the records is pending, the records shall be retained until the
				  exhaustion of all legal remedies, then retained or destroyed at the discretion
				  of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-11 - Salary administration plan

Current through Vol. 41, No. 20, July 1, 2024
The Salary Administration Plan for positions used by the OSBI
				  shall be retained in office for three (3) years provided all audits have been
				  completed and all applicable audit reports have been accepted and resolved by
				  all applicable federal and state agencies then retained or destroyed at the
				  discretion of the Director provided no legal action is pending. If legal action
				  involving the records is pending, the records shall be retained until the
				  exhaustion of all legal remedies, then retained or destroyed at the discretion
				  of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-12 - Current employee rosters

Current through Vol. 41, No. 20, July 1, 2024
A roster of employees shall be retained in the office until
				  superseded by subsequent roster then retained or destroyed at the discretion of
				  the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-13 - Unemployment compensation claims records

Current through Vol. 41, No. 20, July 1, 2024
Copies of unemployment compensation claim forms,
				  correspondence and supporting documentation relating to claims, appeals and
				  decisions for unemployment compensation shall be retained in office two (2)
				  years then retained or destroyed at the discretion of the Director provided no
				  legal action is pending. If legal action involving the records is pending, the
				  records shall be retained until the exhaustion of all legal remedies, then
				  retained or destroyed at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-14 - Workers Compensation quarterly report

Current through Vol. 41, No. 20, July 1, 2024
Quarterly reports received from the State Insurance Fund
				  pertaining to workers compensation insurance coverage of agency personnel and
				  related correspondence shall be retained in office for two (2) years, then
				  retained or destroyed at the discretion of the Director
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-15 - Workers Compensation accident records

Current through Vol. 41, No. 20, July 1, 2024
Copies of Form 2, Form 3, Form 4, Form 5, Form 6, Form 7,
				  Form 19, and other forms filed with the Workers Compensation Court shall be
				  retained in office in hard copy paper form until employee leaves the OSBI then
				  transferred to Personnel Records of Regular State Employees
				  (Inactive).
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-16 - Job descriptions-merit

Current through Vol. 41, No. 20, July 1, 2024
Copies of Office of Personnel Management job descriptions for
				  various classified positions shall be retained in office until superseded by
				  new descriptions then retained or destroyed at the discretion of the
				  Director
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-17 - Job descriptions-non-merit

Current through Vol. 41, No. 20, July 1, 2024
Copies of present job descriptions for non-merit positions
				  shall be kept permanently in office. A copy of all changes/updates to such job
				  descriptions shall be kept permanently in office or in permanent
				  storage.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-18 - Grievance procedures records

Current through Vol. 41, No. 20, July 1, 2024
Copies of records concerning the resolution of employee
				  grievances submitted to the Office of Personnel Management shall be retained in
				  office until the subject employee leaves the OSBI then transferred to Personnel
				  Records of Regular State Employees (Inactive).
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-19 - Merit Protection Commission cases

Current through Vol. 41, No. 20, July 1, 2024
Copies of materials relating to hearings or appeal requests
				  under investigation by the Merit Protection Commission for alleged violations
				  of the Oklahoma Personnel Act shall be retained in office until the subject
				  employee leaves the OSBI then transferred to Personnel Records of Regular State
				  Employees (Inactive).
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-20 - Equal Employment Opportunity Commission complaint records

Current through Vol. 41, No. 20, July 1, 2024
Copies of material relating to charges of discrimination or
				  harassment filed with the Equal Employment Opportunity Commission against the
				  OSBI shall be retained in office until the subject employee leaves the OSBI
				  then transferred to Personnel Records of Regular State Employees
				  (Inactive).
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-21 - Access badges

Current through Vol. 41, No. 20, July 1, 2024
Access badges to certain work areas, storage areas, or other
				  areas where access is restricted shall be retained or destroyed at the
				  discretion of the Director upon termination of employment of the
				  employee.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-22 - Benefit information

Current through Vol. 41, No. 20, July 1, 2024
Copies of records relating to benefits available to state
				  employees shall be retained in office for one (1) year after superseded by
				  subsequent information then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-23 - Position description questionnaire

Current through Vol. 41, No. 20, July 1, 2024
Copies of OPM Form 39, (Position Description Questionnaire)
				  used to describe each position within OSBI and for possible reclassification
				  shall be retained in office for one (1) year after superseded by subsequent
				  Questionnaire then retained or destroyed at the discretion of the Director
				  provided no legal action is pending. If legal action involving the records is
				  pending, the records shall be retained until the exhaustion of all legal
				  remedies, then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-24 - Chemical information lists (CIL)

Current through Vol. 41, No. 20, July 1, 2024
Records used to document employee exposure to hazardous
				  substances in the work place shall be retained in office until employee
				  terminates employment then placed in permanent storage for a minimum of forty
				  (40) years then retained or destroyed at the discretion of the Director
				  provided no legal action is pending. If legal action involving the records is
				  pending, the records shall be retained until the exhaustion of all legal
				  remedies, then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-25 - Material safety data sheets

Current through Vol. 41, No. 20, July 1, 2024
Material Safety Data Sheets (MSDS) listing each hazardous
				  substance which has been identified by the Chemical Information List (CIL)
				  shall be retained in accordance with the Department of Labor requirements for
				  these documents.
Added at 17 Ok Reg 2527,
				  eff 6-26-00; Amended at 26 Ok Reg 1676, eff
				  6-26-09
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-26 - Garnishment records

Current through Vol. 41, No. 20, July 1, 2024
Copies of salary records filed with county clerks pursuant to
				  a garnishment shall be retained in office for one (1) year after notification
				  by court of payment of obligation or release of payment of obligation then
				  retained or destroyed at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-27 - Internal Revenue Service levies records

Current through Vol. 41, No. 20, July 1, 2024
Orders issued by the Internal Revenue Service requiring
				  deductions from employee salaries for the payment of taxes owed to the federal
				  government shall be retained in office for one (1) year after notification of
				  payment of obligation and final release of payment of obligation then retained
				  or destroyed at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-28 - Department of Justice Immigration and Naturalization Service form I-9

Current through Vol. 41, No. 20, July 1, 2024
Department of Justice Immigration and Naturalization Service
				  Form I-9 (Employment Eligibility Verification) and supporting documentation
				  shall be retained in office for one year after the person is no longer employed
				  by the OSBI then retained or destroyed at the discretion of the Director
				  provided the records are at least three (3) years old and provided no legal
				  action is pending. If legal action involving the records is pending, the
				  records shall be retained until the exhaustion of all legal remedies, then
				  retained or destroyed at the discretion of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-29 - Work activity sheets

Current through Vol. 41, No. 20, July 1, 2024
Weekly time sheets, time cards, or equivalent which may be
				  signed by the employee and his/her immediate supervisor indicating actual hours
				  worked, leave status hours and total hours for the week shall be retained in
				  office for three (3) years then retained or destroyed at the discretion of the
				  Director provided all audits have been completed and all applicable audit
				  reports have been accepted and resolved by all applicable federal and state
				  agencies and provided no legal action is pending. If legal action involving the
				  records is pending, the records shall be retained until the exhaustion of all
				  legal remedies, then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-30 - Selection procedure and recruitment record

Current through Vol. 41, No. 20, July 1, 2024
Records pertaining to internal recruitment to fill position
				  vacancies within the OSBI including but not limited to, position vacancy
				  announcements; position descriptions; salary and benefits information;
				  applications; supporting documentation including resumes, transcripts, and
				  letters of recommendation; interview notes; correspondence with applicants and
				  other materials relating to internal recruitment to fill position vacancies
				  shall be retained in office for two (2) years after the position is filled
				  provided no legal action is pending. If legal action involving the records is
				  pending, the records shall be retained until the exhaustion of all legal
				  remedies, then retained or destroyed at the discretion of the
				  Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00
Oklahoma Administrative Code › Title 375 - Oklahoma State Bureau of Investiation › Chapter 8 - Records Retention and Destruction › Subchapter 7 - Personnel Records › Section 375:8-7-31 - Employee mediation records

Current through Vol. 41, No. 20, July 1, 2024
Forms, incoming memoranda, copies of outgoing memoranda, and
				  other records pertaining to the resolution of employee mediation disputes shall
				  be retained in office for five (5) years, then retained or destroyed at the
				  discretion of the Director provided no legal action is pending. If legal action
				  involving the records is pending, the records shall be retained until the
				  exhaustion of all legal remedies, then retained or destroyed at the discretion
				  of the Director.
Added at 17 Ok Reg 2527,
				  eff 6-26-00