Pennsylvania Code › Title 207 - JUDICIAL CONDUCT › Part V - JUDICIAL ETHICS ADVISORY BOARD › Chapter 3 - REGULATIONS OF THE JUDICIAL ETHICS ADVISORY BOARD › Rule 7.0 - Records and Files

Current through Register Vol. 54, No. 28, July 13, 2024
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.