Cal. Code Regs. Tit. 13, § 345.58 - Location of Business Records

(a) A traffic violator school shall maintain all original business records required by Section 345.56 of this Article at its principal place of business for at least 18 months.

(b) A traffic violator school may create an electronic copy of an original business record at any time. After the initial 18 month record retention period required pursuant to subdivision (a), an electronic copy of an original business record shall satisfy the record retention requirements for the remainder of the three year record retention period provided all of the following requirements are satisfied:

(1) The electronic copy is created in a non-alterable format;

(2) The electronic copy is retained in a format that permits the document to be readily accessible;

(3) The electronic copy is a legible, complete, and accurate reproduction of the original business record;

(4) A backup copy of the electronic record is retained at an onsite or offsite location in a manner that permits the business record to be retrieved upon three business days notice;

(5) Any access device, server, network device, or any internal or external storage medium used for storing the electronic copy or backup copy has access controls and physical security measures to protect the records from unauthorized access, viewing, or alteration.

(c) A traffic violator school that makes an electronic copy of an original business record that meets the requirements of this subdivision may dispose of the original business record, provided that the original business record is disposed of in a manner that meets the requirements of Civil Code section 1798.81.

Notes

Cal. Code Regs. Tit. 13, § 345.58

1. New section filed 10-26-94; operative 11-25-94 (Register 94, No. 43).
2. Repealer and new section filed 7-12-2012; operative 8-11-2012 (Register 2012, No. 28).

Note: Authority cited: Sections 1651, 11202(a)(2) and 11219, Vehicle Code. Reference: Sections 11212, 11219.5 and 42005, Vehicle Code; Section 1798.81, Civil Code.

1. New section filed 10-26-94; operative 11-25-94 (Register 94, No. 43).
2. Repealer and new section filed 7-12-2012; operative 8-11-2012 (Register 2012, No. 28).