Records, Reports, and Retention Requirements
Death certificates
The funeral director obtains the personal and statistical information from the informant, files the death certificate with the local registrar within the statutory period (generally five days), obtains medical certification from the physician or medical examiner, and ensures the identity and facts are accurate. Corrections and amendments go through the Oklahoma State Department of Health; never alter a filed certificate.
Contract and case files
Keep the signed contract, itemized statement, disclosures, preneed funding records, embalming record, identification record, cremation authorization, burial-transit permit, and release authorizations. Files must be maintained at the establishment, available to the Board, and retained for the statutory period; electronic records are acceptable if promptly retrievable and backed up.
Reports
Preneed sellers file trust reports; licensees file renewal applications and report changes of ownership, address, or managing licensee. Unclaimed remains and trust shortfalls may require reports.
Worked example
A death certificate lists the wrong birthplace. Reasoning: the funeral director cannot erase or overwrite the filed certificate. The informant or director files an affidavit or certificate of correction with supporting documentation through OSDH Vital Records; the original is retained and the correction is appended.
Traps
Filing without medical certification; missing the filing deadline; discarding preneed files after the service; failing to keep permit copies; giving certified copies to persons not entitled; destroying records during a complaint investigation.