Library: Policy

340:110-3-281. General records and documentaiton

Revised 6-1-22

(a) General.  Records and documents may have additional information in other Sections.  Items are provided promptly to Oklahoma Human Services (OKDHS) staff, on request, and are available to parents and personnel, unless requirements specifically state otherwise.

(b) Confidentiality.  Confidentiality policies and procedures are maintained.

(1) Child records and other items specific to individual children are only available to personnel or authorized individuals as determined by the program when necessary, the individual child's parents, and OKDHS staff.

(2) Personnel records are maintained in a confidential manner, per program procedures.

(c) Current.  Items, including certifications, are kept current.

(d) Location.  Items are:

(1) maintained at the facility.  However, personnel records may have an exception, per Oklahoma Administrative Code (OAC) 340:110-3-281.3(b);

(2) located, per requirements; and

(3) in a location known by the director and personnel in charge.

(e) Electronic.  Items may be maintained electronically, unless requirements specifically state otherwise, provided:

(1) procedures are in place ensuring prompt access, including an on- or off-site electronic back-up method ensuring access in the event of data loss.  However, paper backup is required for posted items, per OAC 340:110-3-281.1, and accessible items, per OAC 340:110-3-281.2, in the event of a power outage or non-working equipment;

(2) signatures are hand written and initially obtained by electronic methods or on paper and electronically converted; and

(3) the items can be provided to OKDHS and parents by printing, emailing, or other methods.

(f) Paper only.  Items indicating paper only may also be in the form of magnets, decals, or other similar items.

(g) Combined documents.  Items may be combined into one document, unless the requirements specifically state otherwise.

(h) Original documents.  OKDHS documents, such as forms, appendices, and publications, are not modified in any manner or combined with other items, unless requirements specifically state otherwise.

(i) OKDHS form completion.  Forms are completed in the manner prescribed.  Current OKDHS forms are used.