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Records Retention Schedules

This guide shows record retention schedules for every department based on the requirements of Oklahoma state law.

Security

11-1         Visitor Registration File

Description:         

Completed visitor registration sheets or forms.

Disposition:                            

Retain in office one (1) year, then destroy.

 

11-2         Vehicle Registration File

Description:         

Records concerning the registration of vehicles and bicycles on campus.

Disposition:         

Retain in office one (1) year, then destroy.

Amended April 13, 1988

 

 

11-3         Temporary Vehicle Registration File 

Description:         

Records concerning the temporary registration of vehicles on campus.

Disposition:         

Retain in office one (1) year, then destroy.

 

11-4         Vehicle Accident Report File  Confidential Record  47 O.S., §10-117 

Description:            

Records concerning each vehicle accident reported on campus.   File may include medical records, reports, affidavits, photographs, diagrams, and related documents. 

Disposition:            

Retain in office five (5) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

 

 

 

11-5         Accident Reports File  Confidential Record  47 O.S., §10-117 

Description:            

Records concerning each accident reported on campus. File may include medical records, reports, affidavits, photographs, diagrams, and related documents. 

Disposition:            

Retain in office five (5) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

 

11-6         Non-Moving Traffic Citation and Traffic Citation Appeals Files

Description:          

Citations for non-moving traffic violations on campus and traffic citation appeals. 

Disposition:            

Retain in office for five years, then destroy; provided no legal action is pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.

Amended January 22, 2003

 

 

11-7         Stolen Property File 

Description:           

Records  concerning  property  reported  stolen  on  campus  and  property recovered by Security/Police personnel that was suspected to have been stolen.   File may include reports, inventories, photographs and other documents. 

Disposition:            

Retain in office seven (7) years, then destroy provided no legal action is pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Language Correction April 15, 1987

  

 

11-8         Arrest History File  File is subject to 51 O.S., §24 

Description:            

Records   concerning   arrests   of   university/college   students   and   other individuals on campus. 

Disposition:            

Retain in office and destroy felony arrests records when twenty (20) years old, provided no legal action is pending.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.  Destroy misdemeanor and remaining records when five (5) years provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

 

11-9         Victim File  File is subject to 51 O.S., §24 

Description:            

Records  concerning  victims  of  alleged  criminal  offenses  occurring  on campus. 

Disposition:            

Retain in office and destroy felony offense victims file when twenty (20) years old provided no legal action is pending.   If legal action is pending, destroy two (2) years after exhaustion of all legal remedies.   Destroy misdemeanor and remaining records when five (5) years old provided no legal action is pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Amended April 13, 1988

 

 

11-10

Security File Description:

Disposition:

 

 

 

Records concerning security measures taken for each university building. Retain in office two (2) years after superseded, then destroy.

 

11-11

 

Case Reports

 

 

 

Description:

 

List of incidents, including initial offense report information, showing the offense, date, time, general location, officer and a brief summary of what occurred.

 

 

Disposition:

 

Retain in office five (5) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 18, 1989

 

11-12

 

Crime Statistics

 

 

 

Description:

 

Summary of crimes reported by classification or nature and number.

 

 

Disposition:

 

Retain in office until compilation of annual report, then destroy. Added January 18, 1989

 

11-13       Police Dispatcher Logs 

Description:         

Record of all calls made to campus security. 

Disposition:            

Retain in office two (2) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.  Added April 12, 1989

 

 

11-14       Duty Rosters 

Description:         

Work schedules for campus security police. 

Disposition:            

Retain in office until no longer required for administrative purposes, then destroy.  Added April 12, 1989

 

 

11-15        Risk Management Certificate of Self Insurance 

Description:              

File contains copies of Certificates of Self Insurance issued by the Risk Management Division of the Department of Central Services verifying liability insurance.  The Risk Management Division of the Department of Central Services is the state office of record (Schedule 90-05, Series 6-31). 

Disposition:           

Retain in office until superseded, then destroy.  Added January 12, 2000

 

 

11-16       Property Inventory/Surveys 

Description:              

File  contains  copies  of  original  property  inventories/property  surveys conducted for Risk Management plus computer printouts received from Risk Management with notations concerning Comprehensive Insurance coverage.  The Risk Management Division of the Department of Central Services is the state office of record (Schedule 90-05, Series 6-32). 

Disposition:           

Retain in office until superseded, then destroy.  Added January 12, 2000

 

11-17       Incident Reports 

Description:              

File contains copies of incident reports completed when an incident has occurred where the state might be liable for damages.   File includes Standard Liability/Standard Incident Report, In Case of Accident Report or related reports completed at the time of an incident.   The Risk Management Division of the Department of Central Services is the state office of record (Schedule 90-05, Series 6-33). 

Disposition:              

Retain in office two (2) years, then destroy provided no legal actions are pending.  If legal action is pending destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements.

Added January 12, 2000