Records Retention Schedules
Hours of Operation (HTML)
Summer Hours
- Monday 7:00AM - 5:00PM
- Tuesday 7:00AM - 5:00PM
- Wednesday 7:00AM - 5:00PM
- Thursday 7:00AM - 5:00PM
- Friday 7:00AM - 4:30PM
- Saturday CLOSED
- Sunday CLOSED
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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
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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. |
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11-11 |
Case Reports |
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Description: |
List of incidents, including initial offense report information, showing the offense, date, time, general location, officer and a brief summary of what occurred. |
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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 |
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11-12 |
Crime Statistics |
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Description: |
Summary of crimes reported by classification or nature and number. |
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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
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