61D-14.080. Retention, Storage and Destruction of Books, Records, and Documents

(1) All books, records and documents pertaining to the slot machine licensee’s operations shall be:

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

(b) Retained on site for a period of at least one year from the document’s creation and subsequently authorized to be maintained at another secure location for the time period specified in subsection (3) below;

(c) Maintained in areas that provide for a workspace for inspection during all hours of operation;

(d) Organized and indexed in such a manner as to provide immediate accessibility; and

(e) Destroyed only after expiration of the minimum retention period, except that the division shall, upon the written petition of any slot machine licensee, permit such destruction at an earlier date.

(2) For the purposes of this section, “books, records and documents” shall mean any book, record or document pertaining to, prepared in or generated by the operation of the slot machine licensee or on its behalf including all forms, reports, accounting and financial records, ledgers, subsidiary records, computer generated data, internal audit records, correspondence including e-mail, personnel records, and its compulsive gambling program. This definition shall apply without regard to the medium through which the record is generated or maintained.

(3) All books, records and documents shall be retained by a slot machine licensee in accordance with the following schedules:

(a) The following books, records and documents shall be retained indefinitely unless destruction is requested by the licensee and authorized by the division:

1. Corporate records required by Rule 61D-14.085, F.A.C.;

2. Records of corporate investigations and due diligence procedures;

3. Current employee personnel files; and

4. A record of any book, record or document destroyed, identifying the particular book, record or document, the period of retention and the date of destruction;

(b) All other books, records and documents shall be retained by a licensee for a minimum of five years unless additional time is requested by the division or FDLE for audit or investigation; and

(c) Tickets and vouchers shall be retained:

1. In hard-copy format in a secure location for a period of no less than 90 days; and

2. In electronic data format within the facility based monitoring system for a period of no less than a year.

(d) The slot machine licensee shall provide for the retrieval of specific tickets or vouchers in its internal controls.

(4) For purposes of this section, the slot machine licensee shall retain original books, records and documents except for copies:

(a) Of a document that was submitted to the division or FDLE;

(b) That were copies when obtained by the slot machine licensee; or

(c) That contain original comments or notations or parts of multi-part forms.

Rulemaking Authority 551.103(1), 551.122 FS. Law Implemented 551.103(1)(d), (g) FS. History–New 6-25-06, Amended 9-26-13.