Okla. Admin. Code § 340:25-5-55

Current through Vol. 42, No. 4, November 1, 2024

Section 340:25-5-55 - Case records

(a) Oklahoma Human Services (OKDHS) Child Support Services (CSS) establishes, maintains, and closes case records per:

(1) Sections 652, 653, 654a, and 666 of Title 42 of the United States Code; and

(2) Sections 302.15, 303.2, 303.11, and 307.11 of Title 45 of the Code of Federal Regulations (45 C.F.R. §§ 75.361302.15, 303.2, 303.11, and 307.11) .

(b) CSS manages and disposes of records according to Oklahoma Statutes as interpreted in OKDHS:2-21-50 through OKDHS:2-21-66. CSS maintains all records for cases closed per 45 C.F.R. §§ 75.361 and 303.11 for a minimum of three years.

(c) CSS maintains information in case records through a combined use of the statewide automated data processing, information retrieval system and paper documents. The information in case records includes, but is not limited to:

(1) names and addresses of custodial persons (CP), biological parents (BP), alleged fathers, noncustodial parents (NCP), and children;

(2) names and addresses of employers of CPs, BPs, alleged fathers, and NCPs;

(3) Social Security numbers of CPs, BPs, alleged fathers, NCPs, and children;

(4) paternity records and related information;

(5) records of legal and collection actions on cases;

(6) records of accruals, payments, distribution and disbursement of payments;

(7) location, asset, employment, insurance, and financial information for CPs, BPs, NCPs and children;and

(8) case log, correspondence, personal notes, work products, records of contacts, communications, and other actions and information concerning the case.

(d) When a case participant requests a name change, CSS staff updates an existing, open CSS case record when the participant submits Form 03GN543E, Name Change Request, with documentation of the participant's new legal name.

Okla. Admin. Code § 340:25-5-55

Added at 9 Ok Reg 3275, eff 6-26-92 (emergency); Added at 10 Ok Reg 1813, eff 5-13-93; Amended at 17 Ok Reg 2426, eff 7-1-00; Amended at 19 Ok Reg 1746, eff 7-1-02; Amended at 23 Ok Reg 1842, eff 7-1-06; Amended at 24 Ok Reg 1301, eff 7-1-07

Amended by Oklahoma Register, Volume 33, Issue 24, September 1, 2016, eff. 9/15/2016

Amended by Oklahoma Register, Volume 40, Issue 22, August 1, 2023, eff. 9/15/2023