# COMAR Title 36 — Maryland State Lottery and Gaming Control Agency

## Subtitle 07 — Instant Bingo Machines in Anne Arundel and Calvert Counties

### Chapter 04 — Instant Bingo Minimum Internal Control Standards

#### Regulation .07 Record Retention.

*COMAR 36.07.04.07*

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.