Pennsylvania Code & Bulletin
COMMONWEALTH OF PENNSYLVANIA

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The Pennsylvania Code website reflects the Pennsylvania Code changes effective through 53 Pa.B. 7346 (November 25, 2023).

207 Pa. Code Rule 7.0. Records and Files.

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:

CategoryTime Measured From:Mandatory Retention Period
Requests for
Advisory Opinion—
No Jurisdiction
Date of receiptRetain 2 years
Requests for
Advisory Opinion—OPENED
Date of receiptPermanent Record—Retain indefinitely
AdviceDate of IssuancePermanent Record—Retain indefinitely
OpinionDate of IssuancePermanent Record—Retain indefinitely
General GuidanceDate of AdoptionPermanent 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 TakenDate 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 applyRetain 7 years
Budget Preparation FilesDate of receipt or
creation of item
Retain fiscal year plus
5 years or as otherwise provided by funding source
Minutes of Board MeetingsDate of Adoption by the BoardPermanent Record—Retain indefinitely
Training (Not Individual)Date of event or completionRetain 5 years after presentation is completed
Purchase Order FilesDate 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.



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