Okla. Admin. Code § 377:10-1-11

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

Section 377:10-1-11 - Documents and records

(a) Documents filed with or presented to OJA shall be retained in the OJA files for the length of time required by state and federal laws. Documents shall be disposed of, sealed, and expunged in a manner consistent with the Records Management Act, 67 O.S., §§ 201 through 216; 67 O.S., §§ 305 through 317, which pertain to archives and records; and 10A O.S., § 2-6-109, which pertains to the sealing of records. The records disposition schedule for OJA is available for public inspection.

(b) OJA records are available for public inspection in accordance with the Oklahoma Open Records Act, 51 O.S., § 24A.1 through 24A.24 as amended and OJA rules and procedures. All requests for agency and/or juvenile records must be submitted to the OJA Public Records Officer, P.O. Box 268812, Oklahoma City, OK 73126. No staff, other than the Public Records Officer or designee, shall fill records requests.

(c) In order to avoid giving unfair advantage to competitors or bidders, OJA shall keep confidential records relating to:

(1) specifications for competitive bidding prior to publication by the public body; and

(2) prior to the opening of bids by OJA or its representative, the contents of sealed bids solicited through requests for proposals or requests for information under Office of Management Enterprises, Division of Capital Assets Management (DCAM) purchasing rules or those established by OJA.

(d) Provisions for copying and search fees are contained in the Open Records Act, with these exceptions being noted:

(1) OJA shall not charge a copy fee to other public entities, clients or their representatives, or employees;

(2) no search fee is charged to those seeking information in the public interest, including news media, schools, authors, or "taxpayers seeking to determine whether those entrusted with the affairs of its government are honestly, faithfully, and competently performing their duties as public servants."; and

(3) former employees seeking information from their personnel files shall not pay for the first ten (10) pages, but shall pay the prescribed fees for anything over ten (10) pages.

(e) The fees listed in (1)-(4) of this subsection may be charged separately or in combination. For example, a person may be charged a search fee in addition to a fee for photocopying.

(1)Fees for photocopying. OJA has established the following fee schedule, which must be posted for public view, for photocopying documents having the dimensions of 81/2 x 14 inches or smaller:

(A) 25 cents per page;

(B) a maximum of one dollar ($1.00) per copied page for a certified page.

(2)Fees for search. Requests that are for a commercial purpose or clearly would cause excessive disruption of office function shall be charged a search fee of $25.00 per hour for staff time spent in the search.

(3)Fees for other types of reproduction. Requests for computer runs, microfilming, or reproduction other than photocopying shall be charged the cost to OJA of duplicating the information involved. Such requests shall be forwarded to the State Office where the fee is developed with the appropriate division.

(4)Payments of fees. All fees shall be paid prior to delivering the copies. If the request is for search only, the fee shall be paid before the person is allowed to review the material. All fees shall be paid by check or money order; cash is not accepted. The fee payment shall be transmitted to the State Office, Attention Finance Division. In addition, a receipt shall be given upon payment.

Okla. Admin. Code § 377:10-1-11

Added at 14 Ok Reg 1864, eff 6-2-97 ; Amended at 15 Ok Reg 3628, eff 6-1-98 (emergency); Amended at 16 Ok Reg 2969, eff 7-12-99 ; Amended at 18 Ok Reg 2159, eff 7-1-01 ; Amended at 24 Ok Reg 1401, eff 7-1-07 ; Amended at 28 Ok Reg 1993, eff 7-15-11 ; Amended at 30 Ok Reg 708, eff 6-1-13