A facility operator shall develop written record retention procedures for its instant bingo machine operations. All original books and records shall be: Prepared and maintained in a complete, accurate, and legible form; Stored in a format that ensures readability, regardless of whether the technology or software that created or maintains it has become obsolete; Retained in a secure location equipped with a fire notification system at: The facility; or An off-site location approved by the Commission for the express purpose of document storage; Kept immediately available for inspection by the Commission during all hours of operation; Organized and indexed in a manner designed to provide immediate accessibility to the Commission; and Destroyed only after expiration of the minimum retention period required under this regulation. 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. 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: Ownership of the facility; Internally initiated investigations and due diligence; Personnel matters; Destruction of documents including: The identity of the document; Period of retention; and Date of destruction. 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. 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.