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Oklahoma County committee approves review of records-retention policy, accepts DA edits
Summary
The Policy and Governance Committee voted to receive a revised Oklahoma County records retention policy for discussion and agreed to include the assistant district attorney's recommended language in the policy; the separate retention schedule will be reviewed with consultants (Iron Mountain) before a vote.
At a special Policy and Governance Committee meeting, members moved to receive a revised Oklahoma County records retention policy for discussion and approved adding language recommended by the assistant district attorney to the draft policy.
The action came after the chair relayed a concern from Commissioner Brandy Mertens (District 2), who was absent, that the draft could allow an elected official to retain a record longer than the schedule requires with only a notification to the committee rather than committee approval. "If an elected official decided to retain a record or document for longer than the policy required or the schedule required, that they did not have to get approval from policy and governance. Just a notification," the chair said, relaying Mertens' point.
A committee member who identified himself as Joe said his language matched the concern and had been sent to the assistant district attorney for review. "It doesn't make sense to spend a ton of money to develop a policy only to put holes in it where you don't know what records you have," Joe said, noting staff (Lisa and Caitlin) had incorporated edits after legal review.
Committee members confirmed that earlier draft language in section "5.2 0.1" — which previously required that all amendments or variations be approved by policy and governance — was removed at a prior meeting and that multiple edited drafts had circulated. District 1 and District 3 indicated they were comfortable with the assistant district attorney's recommended changes.
The committee approved a motion to include the assistant district attorney's recommended changes in the policy by voice vote. Members did not record a numerical roll-call tally in the transcript; the action was completed by voice vote ('Aye').
The committee deferred final action on the retention schedule. Lisa said she would meet with consultants from Iron Mountain to resolve questions about the disposition schedule and then return amendments to the committee; that schedule was not before the committee for a vote that day. Members discussed whether to invite representatives from the sheriff's department or the Commissioner's Office to future calls, with staff cautioning against creating a quorum.
No members of the public signed up for citizen participation. The chair moved to adjourn, and the committee adjourned by voice vote.
