Haw. Code R. § 11-850-41 - Recordkeeping

(a) A dispensary licensee shall maintain business operation records including but not limited to:

(1) Inventory tracking including transport of cannabis and manufactured cannabis products;

(2) Sales and compliance with dispensing limitations for each qualifying patient, primary caregiver, qualifying out-of-state patient, and caregiver of a qualifying out-of-state patient;

(3) Purchases from another dispensary, sales to another dispensary, purchase and sale contracts for dispensary to dispensary transactions, and compliance with section 11-850-45;

(4) Financial records including income, expenses, bank deposits and withdrawals, and audit reports;

(5) Logs of entry and exit for dispensary facilities; and

(6) Employee records.

(b) Records required by this chapter shall:

(1) Be kept as original records, true copies (such as photocopies, pictures, scanned copies, microfilm, microfiche, or other accurate reproductions of the original records), or electronic records;

(2) Contain the actual values and observations obtained during monitoring and verification activities;

(3) Be accurate, indelible, and legible;

(4) Be created concurrently with performance of the activity documented;

(5) Be as detailed as necessary to provide history of work performed; and

(6) Include:

(A) Information adequate to identify the facility (e.g., the name and, when necessary, the location of the facility);

(B) The date and, when appropriate, the time of the activity documented;

(C) The signature or initials of the person performing the activity; and

(D) Where appropriate, the identity of the product and the batch number.

(c) A dispensary licensee shall retain all security recordings for a minimum of fifty days.

(d) Records pertaining to cannabis or manufactured cannabis products shall be retained for six years beyond the date of distribution of the last batch of cannabis or manufactured cannabis products associated with those records. Records that relate to the general adequacy of the equipment or processes being used by a facility, including the results of scientific studies and evaluations, shall be retained at the facility for at least six years after their use is discontinued.

(e) Except as provided in subsections (c) and (d), all records required by this chapter shall be retained at the facility for at least six years after the date they were prepared. Offsite storage of records is permitted if such records can be retrieved and provided onsite within twenty-four hours of request for official review. Electronic records are considered to be onsite if they are accessible from an onsite location.

(f) If reduction techniques, such as microfilming, are used, the dispensary shall make suitable reader and photocopying equipment readily available to the department.

Notes

Haw. Code R. § 11-850-41

[Eff DEC 14 2015] (Auth: HRS §§ 321-9, 329D-27) (Imp: HRS §§ 329D-20, 329D-23) [Am and comp 2/24/2022] (Auth: HRS § 329D-7) (Imp: HRS §§ 329D-6, 329D-7, 329D-9, 329D-13, 329D-15, 329D-16, 329D-18, 329D-19, SLH 2017, Act 170, §3) Comp 4/29/2022 Comp 11/17/2022 Am and comp 8/7/2023 Comp 4/5/2024 Comp 12/6/2024