Oklahoma Administrative Code
Title 450 - Department of Mental Health and Substance Abuse Services
Chapter 21 - Alcohol and Drug Substance Abuse Courses (ADSAC) and Assessments
Subchapter 1 - General Provisions
Section 450:21-1-7.5 - Participant record system

(a) Each institution, organization or assessor shall maintain an organized system for the content, confidentiality, storage retention and disposition of participant records adhering to the following guidelines.

(b) Participant records shall be contained within equipment which shall be maintained under locked and secure measures.

(c) The institution, organization or assessor shall maintain identification and filing systems which enable prompt record location and accessibility by facilitators and staff.

(d) Participant records shall be maintained at the site where the participant is being served. In the case of temporary office space and satellite offices, records may be maintained in the main (permanent) office and transported in secured locked boxes in vehicle trunks to and from satellite offices, when necessary. Participant records may be maintained at the administrative offices of the institution or organization; however, in such cases a working copy of the participant record for the purposes of documentation and review of services provided must be maintained at the site in which the participant is receiving services.

(e) Compliance may be determined by a review of records; interviews with facilitators, other staff; and other documentation.

(f) The institution or organization shall store, retain, and dispose of participant records in a manner compatible with the protection of participant's rights against confidential information disclosure at a later date. ODMHSAS-operated facilities shall comply with Records Disposition Schedule 82-17 as approved by the Oklahoma Archives and Records Commission.

(g) Records of ADSAC course attendance shall be retained for six (6) years.