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Records Retention Schedules

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

Hospitality Service Files

14-1         Hospitality Services Invoices

Description:            

Records to monitor the receipt of money for the payment of hospitality services.  The payments may be in the form of meal tickets, cash, check , debit or credit card. 

Disposition:            

Retain in office seven (7) years, then destroy, 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 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 July 31, 2008

 

14-2         Profit and Loss Statements

 Description:            

Statements from the hospitality services showing profit and loss for the month. 

Disposition:            

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

Amended July 31, 2008

 

 

 

14-3         Daily Reports

Description:            

Daily reports generated from hospitality service sales, services   receipts, invoices, client portfolios and contracts. 

Disposition:            

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

Amended July 31, 2008

 

 

14-4         Cash Register Tapes

Description:         

Tapes collected from cash registers in hospitality service. 

Disposition:            

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

Amended July 31, 2008

 

 

 

14-5         Inventory File

 Description:         

Inventories of hospitality service supplies. 

Disposition:            

Retain in office five (5) years, then destroy, 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 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 July 31, 2008

 

14-6         Hospitality Services Events File

Description:            

File includes information related to events, such as receptions, weddings, or community  activities,  held  in  institutional  spaces  by  non-institutional groups.  Files may include correspondence, forms, agreements, and other information related to the event. 

Disposition:            

Retain in office five (5) years, then destroy, 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 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 to schedule October 13, 2011