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Oklahoma Administrative Code (Last Updated: March 11, 2021) |
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TITLE 340. Department of Human Services |
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Chapter 110. Licensing Services |
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Subchapter 3. Licensing Standards for Child Care Facilities |
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Part 15. REQUIREMENTS FOR CHILD CARE CENTERS, DAY CAMPS, DROP-IN PROGRAMS, OUT-OF-SCHOOL TIME PROGRAMS, PART-DAY PROGRAMS AND PROGRAMS FOR SICK CHILDREN |
SECTION 340:110-3-281. General records and documentation
Latest version.
- (a) General. Records and documents may have additional information in other Sections. Items are provided promptly to Oklahoma Department of Human Services (DHS) staff, upon request, and are available to parents and personnel, unless the requirements specifically state otherwise.(b) Confidentiality. Confidentiality policies and procedures are maintained.(1) Child records and other items specific to individual children are only available to personnel as necessary, the individual child's parents, and DHS staff.(2) Personnel records are maintained in a confidential manner according to program procedures.(c) Current. Items, including certifications, are kept current.(d) Location. Items are:(1) maintained at the facility. However, personnel records may have an exception per Oklahoma Administrative Code (OAC) 340:110-3-281.3(b);(2) located according to the requirements; and(3) in a location known by the director and personnel in charge.(e) Electronic. Items may be maintained electronically, unless the requirements specifically state otherwise, provided:(1) procedures are in place to ensure prompt access, including an on- or off-site electronic back-up method to ensure access in the event of data loss. However, paper backup is required for posted items per OAC 340:110-3-281.1 and accessible items per OAC 340:110-3-281.2, in the event of a power outage or non-working equipment;(2) signatures are hand written and initially obtained by electronic methods or on paper and electronically converted; and(3) the items can be provided to DHS and parents by printing, emailing, or other methods.(f) Paper only. Items indicating paper only may also be in the form of magnets, decals, or other similar items.(g) Combined documents. Items may be combined into one document, unless the requirements specifically state otherwise.(h) Original documents. DHS documents, such as forms, appendices, and publications, are not modified in any manner or combined with other items, unless the requirements specifically state otherwise.(i) DHS form completion. Forms are completed in the manner prescribed. Current DHS forms are used.