Committee narrows records-retention language; approves sheriff's retention schedule

The Policy & Governance Committee on Jan. 12 debated a suggested change to the Oklahoma County records retention policy and approved a revision to the sheriff's office retention schedule.

Speaker 4 (Lisa) told the committee that page 8, section 5.2.0.6 (off-site storage) includes language stating an "approved off-site storage locations/vendors" list is maintained by the county department; Lisa said the county clerk does not maintain a separate approved-vendor list specific to elected officials' off-site storage choices and recommended removing that line so elected officials retain discretion in selecting storage vendors. "That is not something that the clerk's office currently provides," Speaker 4 said.

After brief discussion, Speaker 1 moved to remove only the second line of the paragraph (amended from an initial motion to remove the entire first paragraph). Speaker 2 seconded; the committee voted aye and approved the amendment.

Separately, Speaker 4 reported the sheriff's office had worked with Lisa and Caitlin to revise its records-retention schedule and that the sheriff had approved the schedule. Speaker 1 moved to approve the sheriff's retention schedule so records can be moved from Kraus; Speaker 2 seconded and the committee approved the schedule. Speaker 4 said Chris's team will revise schedules for remaining departments and return an updated schedule at the February Policy & Governance meeting.

The proposed change to 5.2.0.6 will be forwarded to the Board of County Commissioners agenda for final consideration and the county's Information Technology Council will discuss retention and provide input to elected officials.