Okla. Admin. Code § 415:1-1-7

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

Section 415:1-1-7 - Records

(a)Records retention and disposition. OST keeps documents on behalf of the Board for at least the minimum time required by state and federal laws that pertain to archives and records. This varies depending on the type of document.

(b)Confidential and open records.

(1) Many records of the Board are available for public inspection and release, but some are not. The records that are not available for general public access may include records described as confidential in this Section or in other Chapters in this Title, and other records that laws require or permit the Board to keep confidential. The Board normally keeps the following records confidential but may choose, in some cases, to make them public if law permits it.

(A) State employees' home addresses, home telephone numbers and social security numbers [51:24A.7(D)];

(B) Employee evaluations, payroll deductions, employment applications not resulting in a person being hired by the state, and other records that would result in a clearly unwarranted invasion of personal privacy if they were disclosed [51:24A.7(A)(2)];

(C) Before taking action, personal notes and personally created materials (other than budget requests) prepared by Board members or OST staff on business related to the Board, as an aid to memory [51:24A.9];

(D) Before taking action, research material leading to the adoption of a policy or the implementation of a project [51:24A.9];

(E) Records coming into the possession of the Board from the federal government or records generated or gathered as a result of federal legislation may be kept confidential to the extent required by federal law [51:24A.13]; and

(F) Documents, such as medical records and records protected by the attorney-client privilege, that are exempt from the Oklahoma Open Records Act or are specifically required or permitted by law to be kept confidential.

(2) All records that are not confidential are open for public inspection and copying. An example of an open record would be the gross receipt of public funds [51:24A.7(B)(3)].

(c)Inspection and release of records.

(1) People may inspect and copy records during OST's regular business hours according to the Board's procedures. The procedures protect the integrity and organization of the records and prevent excessive disruption of OST's essential functions [51:24A.5(5)].

(2) The Board or OST may give officers and employees of the state or federal government acting in their official capacities access to confidential records, when such disclosure is authorized by law.

(3) Each person shall have access to his or her own records in the possession of the Board unless it is against the law [51:24A.7(C)].

(d)Copying fees. OST staff, on behalf of the Board, shall only charge fees that are consistent with Section 24A.5 of Title 51 of the Oklahoma statutes.

Okla. Admin. Code § 415:1-1-7

Added at 16 Ok Reg 3327, eff 8-1-99