Oklahoma § 19-155.2 - Destruction of certain old records in clerk's office

§ 19-155.2. Destruction of certain old records in clerk's office

A. The county clerk in each county in Oklahoma is hereby

authorized each year to destroy the following workbooks, reports and

transient and subsidiary records that have been on file or stored in

the office the period of time specifically provided herein.

1. After the expiration of one (1) year:

a.

unused blank forms printed for fiscal year series, and

b.

blank forms obsolete by change of law;

2. After the expiration of five (5) years:

a.

financing statements, except as otherwise provided by

Article 9 of Title 12A of the Oklahoma Statutes or

other statute, chattel mortgages, bills of sale,

Oklahoma Statutes - Title 19. Counties and County Officers

releases and renewals thereof, after the same ceases

to be effective,

b.

all county claims, claim calendars,

c.

chattel mortgage indexes,

d.

appropriation ledgers, warrant ledgers, financial

ledgers,

e.

requisitions,

f.

upon retirement, discharge, or termination of

employment, loyalty oath of said employee or officer,

g.

certificates of error,

h.

copies of reports and remittances, deposits and

receipts,

i.

monthly reports to the State Auditor and Inspector and

reports to other officers and warrant issues,

j.

daily reports including daily report jacket and all

contents therein,

k.

physician liens, insurance agent's liens, hospital

liens, thresher and combiners liens, mechanic and

materialmans liens, oil and gas liens, vendor liens,

banker liens, mining liens, district attorney liens,

labor liens, and personal property liens,

l.

reports, checks, purchase orders and other bookkeeping

records,

m.

all tax protests, evidences, letters of orders of the

board, letters of increased assessment,

correspondence, reports, docket books, lists of

parcels under protest, agendas, and

n.

records pertaining to the Open Meetings Act and Open

Records Act;

3. After the expiration of seven (7) years after the final

settlement following appeal to district court, all tax protest

records;

4. After the expiration of seven (7) years, balance sheets,

deposit slips, tax records, W-2's and investment authorization slips

for the retirement system; and

5. After the expiration of ten (10) years:

a.

all tax rolls and tax roll adjustments, and

b.

all special assessment rolls.

B. The State Library may be given any records that would

otherwise be destroyed.

Added by Laws 1972, c. 198, § 1, emerg. eff. April 7, 1972. Amended

by Laws 1979, c. 30, § 66, emerg. eff. April 6, 1979; Laws 1991, c.

93, § 1, emerg. eff. April 23, 1991; Laws 1996, c. 101, § 1, eff.

Nov. 1, 1996; Laws 2000, c. 371, § 167, eff. July 1, 2001.

§19-155.2A. Destruction of certain workbooks, reports and records Copying - Audits - Public access.

Oklahoma Statutes - Title 19. Counties and County Officers

A. As to the records that are not destroyed as provided for in

this title, the county clerk in each county in this state, after

complying with the provisions of all state statutes governing the

copying of records, storing original negatives, and providing for

convenient viewing of reproductions thereof, is hereby authorized to

destroy the workbooks, reports and records that have been on file or

stored in his or her office for a period of time longer than the

period specifically indicated, as follows:

TYPE OF RECORD

REQUISITE TIME OF

RETAINING ORIGINAL

Tax Protest Records

Until final settlement

Tax Rolls and Tax Roll

Adjustments

6 years

Special Assessment Rolls

6 years after due date

Miscellaneous Doctor's

Certificates

5 years

Applications for Tax Deeds

5 years

Sheriff's Deputy Commission

5 years

Resolution for Cities and Towns

and Ordinances

5 years

Interlocal Co-op Agreements

5 years

State Tax Liens

5 years after release,

lapse, or discharge

Federal Tax Liens

5 years after release,

lapse, or discharge

Sales Tax Audit Records

5 years

B. All records which have been on file in his or her office may

be destroyed after two (2) years provided the same are filmed, or

copied by any other method allowed by law, and the State Auditor and

Inspector has audited said records and has not directed such

original records to be retained. Such filmed records shall be

retained for the same period of time as required of the original, if

it had been retained. Arrangements shall be made to allow public

access to said records.

Added by Laws 1991, c. 93, § 2, emerg. eff. April 23, 1991. Amended

by Laws 1998, c. 196, § 1, eff. Nov. 1, 1998.