(a) For the
purposes of this section, "books, records and documents" means any book, record
or document pertaining to, prepared in or generated by the operation of the
licensed facility including all forms, reports, accounting records, ledgers,
subsidiary records, computer generated data, internal audit records,
correspondence and personnel records required to be generated and maintained
under §
451a.1 (relating to recordkeeping
generally) or this part. This definition applies without regard to the medium
through which the record is generated or maintained, for example, paper,
magnetic media or encoded disk.
(b)
Original books, records and documents pertaining to the operation of a licensed
facility shall be:
(1) Prepared and
maintained in a complete, accurate and legible form. Electronic data must be
stored in a format that ensures readability, regardless of whether the
technology or software that created or maintained it has become
obsolete.
(2) Retained in a secure
location in the licensed facility that is equipped with a fire suppression
system or at another location approved under subsection (d).
(3) Made available for inspection by agents
of the Board, the Department and the Pennsylvania State Police during all hours
of operation.
(4) Organized and
indexed in a manner to provide immediate accessibility to agents of the Board,
the Department and the Pennsylvania State Police.
(5) Destroyed only after expiration of the
minimum retention period specified in subsection (c), except that the Board
may, upon the written request of a slot machine licensee and for good cause
shown, permit the destruction at an earlier date.
(c) Original books, records and documents
shall be retained by a slot machine licensee for a minimum of 5 years with the
following exceptions:
(1) Documentation with
regard to gaming vouchers reported to the Board as possibly counterfeit,
altered or tampered with should be retained for a minimum of 2 years.
(2) Coupons entitling patrons to cash, match
play at a table game or slot machine credits, whether unused, voided or
redeemed shall be retained for a minimum of 6 months.
(3) Voided gaming vouchers and gaming
vouchers redeemed at a location other than a slot machine, electronic wagering
terminal or fully automated electronic gaming table shall be retained for a
minimum of 30 days.
(4) Gaming
vouchers redeemed at a slot machine, electronic wagering terminal or fully
automated electronic gaming table shall be retained for a minimum of 7
days.
(d) A slot machine
licensee may request, in writing, that the Board's Executive Director approve a
location outside the licensed facility to store original books, records and
documents. The request must include the following:
(1) A detailed description of the proposed
location, including security and fire suppression systems.
(2) The procedures under which the Board, the
Department and the Pennsylvania State Police will be able to gain access to the
original books, records and documents retained at the location outside the
licensed facility.
(e) A
slot machine licensee may request, in writing, that the Board's Executive
Director approve a microfilm, microfiche or other suitable media system for the
copying and storage of original books, records and documents. The request must
include representations regarding:
(1) The
processing, preservation and maintenance methods which will be employed to
insure that the books, records and documents are available in a format which
makes them readily available for review and copying.
(2) The inspection and quality control
methods which will be employed to insure that microfilm, microfiche or other
media when displayed on a reader/viewer or reproduced on paper exhibits a high
degree of legibility and readability.
(3) The availability of a reader/printer for
use by the Board, the Department and the Pennsylvania State Police at the
licensed facility or other location approved by the Board and the readiness
with which the books, records or documents being stored on microfilm,
microfiche or other media can be located, read and reproduced.
(4) The availability of a detailed index of
all microfilmed, microfiched or other stored data maintained and arranged in a
manner to permit the immediate location of any particular book, record or
document.
(f) Nothing
herein shall be construed as relieving a slot machine licensee from meeting any
obligation to prepare or maintain any book, record or document required by any
other Federal, State or local governmental body, authority or agency.
Notes
The
provisions of this § 465a.6 amended May 22, 2009, effective
5/23/2009, 39 Pa.B. 2588;
amended August 28, 2009, effective 8/29/2009, 39 Pa.B. 5125; amended May 11, 2012,
effective 5/12/2012, 42 Pa.B.
2585; amended January 31, 2014, effective 2/1/2014, 44 Pa.B. 619; amended December 15,
2017, effective 12/16/2017, 47
Pa.B. 7563.
The provisions of this § 465a.6 amended under
4
Pa.C.S. §§
1202(b)(30),
1207, 13A 02(1)-(6), 13A25,
13A62(a) and 1322.
This section cited in 58 Pa. Code §
464a.2 (relating to conduct of a
slot machine tournament); 58 Pa. Code §
465a.2 (relating to internal
control systems and audit protocols); 58 Pa. Code §
465a.9 (relating to surveillance
system; surveillance department control; surveillance department restriction);
58 Pa. Code §
465a.11 (relating to slot machine
licensee's organization; jobs compendium); 58 Pa. Code §
465a.33 (relating to access to
areas containing central control computer equipment); 58 Pa. Code §
813a.4 (relating to interactive
gaming tournaments); and 58 Pa. Code §
1409a.2 (relating to sports
wagering contests, tournaments, pools or other organized
events).
