SECTION 165:65-9-1. Retention, location and availability of records; contact persons

(a)   Record retention. Unless otherwise specified herein, all records required by the rules in this Chapter shall be preserved by the utility in the form and for a period of time not less than two (2) years and shall be available for examination by the Commission or its representatives.

(b)   Record location. All records required by this Chapter shall be kept within Oklahoma at the office or offices of the utility and shall be open for examination by the Commission or its representatives; provided that if the general office of the utility is located outside of Oklahoma, the records may be kept at the general office. Each utility shall maintain records in such detail that the cost of property located and business done in the State of Oklahoma can be accurately and readily ascertained, and the utility shall make available any such records for examination by the Commission or its authorized representative. Each utility shall notify the Commission as to the location of the office or offices at which the various classes of records are kept and shall file with the Commission such reports as the Commission may from time to time require.

(c)   Submetering records. In the event of the use of submetering, all submetering records shall be retained for a period of two (2) years and shall be available for inspection by the Commission, the affected consumer and/or duly interested person or entity at a location accessible to the consumer affected by submeters.

(d)   Contact persons. Each utility shall notify in writing, the PUD Director within thirty (30) days of a change in the company-designated contacts for PUD and CSD issues.

(1)   The update shall include the name(s), physical street address(es), electronic mail addresses and telephone number(s) of the designated individual(s), and shall be furnished applicable to each operating district, town or any segment of the utility so that PUD will be able to reach the responsible person at any time. If this information is unavailable, the utility may seek a waiver from the PUD Director by making the request in writing.

(2)   The contact name(s) provided pursuant to this subsection shall be the individual(s) primarily responsible for:

(A)   Providing customer service;

(B)   Repair and maintenance;

(C)   Answering complaints;

(D)   Authorizing and/or furnishing refunds to customers;

(E)   Tariff issues;

(F)   Regulatory matters;

(G)   PUD Fee Assessment (and Fee Assessment Payments, if different);

(H)   Primary emergency;

(I)   After hours emergency;

(J)   Annual reporting;

(K)   Attorney for regulatory matters;

(L)   Community liaison; and

(M)   Engineering operations, meter tests and repairs.

(e)   Other information. Each utility shall promptly furnish such other information as PUD or the Commission may request, unless otherwise ordered by the Commission.

[Source: Amended at 16 Ok Reg 2380, eff 7-1-99; Amended at 31 Ok Reg 1091, eff 9-12-14; Amended at 36 Ok Reg 718, eff 7-25-19]