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 Jurisdiction	Date of receipt	Retain 2 years
Requests for Advisory Opinion— OPENED	Date of receipt	Permanent Record—Retain indefinitely
Advice	Date of Issuance	Permanent Record—Retain indefinitely
Opinion	Date of Issuance	Permanent Record—Retain indefinitely
General Guidance	Date of Adoption	Permanent Record—Retain 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 item	Retain 3 years
General Correspondence Records Not Relating to Official Action Taken	Date of receipt or creation of item	Retain 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 item	Retain fiscal year plus 5 years or as otherwise provided by funding source
Minutes of Board Meetings	Date of Adoption by the Board	Permanent Record—Retain 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 item	Retain 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.

Source

   The provisions of this Rule 7.0 amended February 28, 2024, effective immediately, 54 Pa.B. 1297. Immediately preceding text appears at serial pages (410566) to (410568).

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