§ 465a.6. Retention, storage and destruction of books, records and documents.
(a) For the purposes of this section, ‘‘books, records and documents’’ means any book, record or document pertaining to, prepared in or generated by the operation of the licensed facility including all forms, reports, accounting records, ledgers, subsidiary records, computer generated data, internal audit records, correspondence and personnel records required to be generated and maintained under § 451a.1 (relating to recordkeeping generally) or this part. This definition applies without regard to the medium through which the record is generated or maintained, for example, paper, magnetic media or encoded disk.
(b) Original books, records and documents pertaining to the operation of a licensed facility shall be:
(1) Prepared and maintained in a complete, accurate and legible form. Electronic data must be stored in a format that ensures readability, regardless of whether the technology or software that created or maintained it has become obsolete.
(2) Retained in a secure location in the licensed facility that is equipped with a fire suppression system or at another location approved under subsection (d).
(3) Made available for inspection by agents of the Board, the Department and the Pennsylvania State Police during all hours of operation.
(4) Organized and indexed in a manner to provide immediate accessibility to agents of the Board, the Department and the Pennsylvania State Police.
(5) Destroyed only after expiration of the minimum retention period specified in subsection (c), except that the Board may, upon the written request of a slot machine licensee and for good cause shown, permit the destruction at an earlier date.
(c) Original books, records and documents shall be retained by a slot machine licensee for a minimum of 5 years with the following exceptions:
(1) Documentation with regard to gaming vouchers reported to the Board as possibly counterfeit, altered or tampered with should be retained for a minimum of 2 years.
(2) Coupons entitling patrons to cash, match play at a table game or slot machine credits, whether unused, voided or redeemed shall be retained for a minimum of 6 months.
(3) Voided gaming vouchers and gaming vouchers redeemed at a location other than a slot machine, electronic wagering terminal or fully automated electronic gaming table shall be retained for a minimum of 30 days.
(4) Gaming vouchers redeemed at a slot machine, electronic wagering terminal or fully automated electronic gaming table shall be retained for a minimum of 7 days.
(d) A slot machine licensee may request, in writing, that the Board’s Executive Director approve a location outside the licensed facility to store original books, records and documents. The request must include the following:
(1) A detailed description of the proposed location, including security and fire suppression systems.
(2) The procedures under which the Board, the Department and the Pennsylvania State Police will be able to gain access to the original books, records and documents retained at the location outside the licensed facility.
(e) A slot machine licensee may request, in writing, that the Board’s Executive Director approve a microfilm, microfiche or other suitable media system for the copying and storage of original books, records and documents. The request must include representations regarding:
(1) The processing, preservation and maintenance methods which will be employed to insure that the books, records and documents are available in a format which makes them readily available for review and copying.
(2) The inspection and quality control methods which will be employed to insure that microfilm, microfiche or other media when displayed on a reader/viewer or reproduced on paper exhibits a high degree of legibility and readability.
(3) The availability of a reader/printer for use by the Board, the Department and the Pennsylvania State Police at the licensed facility or other location approved by the Board and the readiness with which the books, records or documents being stored on microfilm, microfiche or other media can be located, read and reproduced.
(4) The availability of a detailed index of all microfilmed, microfiched or other stored data maintained and arranged in a manner to permit the immediate location of any particular book, record or document.
(f) Nothing herein shall be construed as relieving a slot machine licensee from meeting any obligation to prepare or maintain any book, record or document required by any other Federal, State or local governmental body, authority or agency.
Authority The provisions of this § 465a.6 amended under 4 Pa.C.S. § § 1202(b)(30), 1207, 13A02(1)—(6), 13A25, 13A62(a) and 1322.
Source The provisions of this § 465a.6 amended May 22, 2009, effective May 23, 2009, 39 Pa.B. 2588; amended August 28, 2009, effective August 29, 2009, 39 Pa.B. 5125; amended May 11, 2012, effective May 12, 2012, 42 Pa.B. 2585; amended January 31, 2014, effective February 1, 2014, 44 Pa.B. 619; amended December 15, 2017, effective December 16, 2017, 47 Pa.B. 7563. Immediately preceding text appears at serial pages (370350) to (370352).
Cross References This section cited in 58 Pa. Code § 464a.2 (relating to conduct of a slot machine tournament); 58 Pa. Code § 465a.2 (relating to internal control systems and audit protocols); 58 Pa. Code § 465a.9 (relating to surveillance system; surveillance department control; surveillance department restriction); 58 Pa. Code § 465a.11 (relating to slot machine licensee’s organization; jobs compendium); 58 Pa. Code § 465a.33 (relating to access to areas containing central control computer equipment); 58 Pa. Code § 813a.4 (relating to interactive gaming tournaments); and 58 Pa. Code § 1409a.2 (relating to sports wagering contests, tournaments, pools or other organized events).
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