18-125-103 Me. Code R. § 7

Current through 2024-51, December 18, 2024
Section 125-103-7 - Alternative storage media
1. For purposes of storage and retention, a taxpayer may convert hard-copy documents generated or received in the normal course of business and required to be retained under this rule to microfilm, microfiche, or other storage-only imaging systems and may discard the original hard-copy documents, provided the conditions of this section are met. Documents that may be stored on these media include, but are not limited to, general books of account, journals, voucher registers, general and subsidiary ledgers, and supporting records of details, such as sales invoices, purchase invoices, exemption certificates, credit memoranda, bills of lading, and delivery tickets.
2. Microfilm, microfiche, and other storage-only imaging systems must meet the following requirements:
A. Documentation establishing the procedures for converting the hard-copy documents to microfilm, microfiche, or other storage-only imaging system must be maintained and made available upon request. The documentation must include, at a minimum, a sufficient description to allow an original document to be followed through the conversion system as well as internal procedures established for inspection and quality assurance.
B. Procedures must be established for the effective identification, processing, storage, and preservation of the stored documents and for making them available for the period they are required to be retained by 36 M.R.S. §135 (see Section 9 below).
C. Upon request by the Assessor, a taxpayer must provide facilities and equipment for reading, locating, and reproducing any documents maintained on microfilm, microfiche, or other storage-only imaging systems so that records may be reviewed in a prompt and efficient manner.
D. When displayed on storage-only imaging equipment or reproduced on paper, the documents must exhibit a high degree of legibility and readability. For this purpose, legibility is defined as the quality of a letter or numeral that enables the observer to identify it positively and quickly to the exclusion of all other letters or numerals. Readability is defined as the quality of a group of letters or numerals being recognizable as words or complete numbers.
E. All data stored on microfilm, microfiche, or other storage-only imaging systems must be maintained and arranged in a manner that permits the expeditious location of any particular record.
F. There must be no substantial evidence that the microfilm, microfiche or other storage-only imaging system lacks authenticity or integrity.

18-125 C.M.R. ch. 103, § 7