Rule 7.0. Records and Files.
7.1. Security.
All records, papers, files, etc. of the JEAB shall be confidential and shall remain confidential. Staff shall adequately secure all files and records of the Board, regardless of format (i.e., paper and/or electronic), to ensure confidentiality.
7.2. Storage Format.
Paper documents shall be converted to an electronic format.
7.3. Paper File Retention Schedule.
All paper documents shall be maintained for one calendar year after conversion to an electronic format. Upon expiration of one year, paper records may be destroyed in a secure manner.
7.4. Electronic File Retention Schedule.
Electronic files shall be maintained according to the following schedule, or as otherwise required by law:
Category Time Measured From: Mandatory Retention Period Requests for
Advisory Opinion
No JurisdictionDate of receipt Retain 2 years Requests for
Advisory OpinionOPENEDDate of receipt Permanent RecordRetain indefinitely Advice Date of Issuance Permanent RecordRetain indefinitely Opinion Date of Issuance Permanent RecordRetain indefinitely General Guidance Date of Adoption Permanent RecordRetain indefinitely
(in the event of a retirement or overruling
of the General Guidance, the original shall nonetheless be maintained, although
no longer published)Miscellaneous Matters Where Official Action Taken Date of receipt or
creation of itemRetain 3 years General Correspondence Records Not Relating
to Official Action
TakenDate of receipt or
creation of itemRetain 1 year Financial Records: Journals, Invoices, Bills, Expense Reports, BEV, Receipts, etc. Close of the year for which the records apply Retain 7 years Budget Preparation Files Date of receipt or
creation of itemRetain fiscal year plus
5 years or as otherwise provided by funding sourceMinutes of Board Meetings Date of Adoption by the Board Permanent RecordRetain indefinitely Training (Not Individual) Date of event or completion Retain 5 years after presentation is completed Purchase Order Files Date of receipt or
creation of itemRetain 7 years 7.5. Conflict with Other Retention Schedules.
These schedules are intended to be consistent with those set forth in the Supreme Court of Pennsylvania Administrative Office of Pennsylvania Courts (AOPC) Record Retention & Disposition Schedule. Unless otherwise required by law, AOPC schedules shall govern.
7.6. Mandatory Minimum Retention Periods.
The record retention periods set forth herein are minimum retention terms, after which the files may be destroyed. The files may also be retained for longer than the established retention periods.
7.7. Methods of Record Destruction.
7.7.1. Confidential Records.
When confidential information may be contained in the records, shredding is the preferred method of destruction. Regardless of manner, destruction of records shall be by such a means as to permanently prevent the disclosure of the contents thereof.
7.7.2. Non-Confidential Records.
Records that do not contain confidential information may be shredded, incinerated, or otherwise destroyed according to general practice.
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