Regulation .07 Record Retention.
Regulation .07 Record Retention.LinkCopy Citation
A.
A facility operator shall develop written record retention procedures for its instant bingo machine operations.
B.
All original books and records shall be:
(1)
Prepared and maintained in a complete, accurate, and legible form;
(2)
Stored in a format that ensures readability, regardless of whether the technology or software that created or maintains it has become obsolete;
(3)
Retained in a secure location equipped with a fire notification system at:
(a)
The facility; or
(b)
An off-site location approved by the Commission for the express purpose of document storage;
(4)
Kept immediately available for inspection by the Commission during all hours of operation;
(5)
Organized and indexed in a manner designed to provide immediate accessibility to the Commission; and
(6)
Destroyed only after expiration of the minimum retention period required under this regulation.
C.
On submission of a written request by a facility operator, the Commission may, authorize destruction prior to the expiration of the minimum retention period required under this regulation.
D.
Unless a request for destruction is submitted in writing and approved in writing by the Commission, a facility operator shall retain indefinitely original books and records documenting:
(1)
Ownership of the facility;
(2)
Internally initiated investigations and due diligence;
(3)
Personnel matters;
(4)
Destruction of documents including:
(a)
The identity of the document;
(b)
Period of retention; and
(c)
Date of destruction.
E.
Unless a request for destruction is submitted in writing and approved in writing by the Commission, a facility operator shall retain for a minimum of five years all original books and records.
F.
Nothing in this regulation shall be construed as relieving a facility operator of any obligation to prepare or maintain books and records required by any other federal, State, or local governmental entity.