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. 44, November 2, 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.
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.
Records that do not contain confidential information may be shredded, incinerated, or otherwise destroyed according to general practice.
