Md. Code Regs. 36.07.04.07

Current through Register Vol. 51, No. 24, December 2, 2024

Section 36.07.04.07 - Record Retention

A. A facility operator shall develop written record retention procedures for its instant bingo machine operations.

B. All original books and records shall be:

(1) Prepared and maintained in a complete, accurate, and legible form;

(2) Stored in a format that ensures readability, regardless of whether the technology or software that created or maintains it has become obsolete;

(3) Retained in a secure location equipped with a fire notification system at:

(a) The facility; or

(b) An off-site location approved by the Commission for the express purpose of document storage;

(4) Kept immediately available for inspection by the Commission during all hours of operation;

(5) Organized and indexed in a manner designed to provide immediate accessibility to the Commission; and

(6) Destroyed only after expiration of the minimum retention period required under this regulation.

C. 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.

D. 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:

(1) Ownership of the facility;

(2) Internally initiated investigations and due diligence;

(3) Personnel matters;

(4) Destruction of documents including:

(a) The identity of the document;

(b) Period of retention; and

(c) Date of destruction.

E. 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.

F. 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.

Md. Code Regs. 36.07.04.07

Regulations .07 adopted as an emergency provision effective 40:20 Md. R. 1650, eff.8/26/2013 ; adopted permanently effective December 12, 2013 40:24 Md. R. 2019, eff.8/26/2013