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Policy
It is the policy of PIC to retain all records for the time periods specified by Federal, State and other regulatory agencies.
Practice
All PIC records are important assets and include essentially all records produced by employees, whether paper or electronic.
PIC and/or regulatory agencies may establish retention/destruction policies or schedules for specific categories of records in order to ensure legal compliance. Failure to retain those records for minimum periods could subject the employee and the agency to penalties and fines, cause the loss of rights, obstruct justice, spoil potential evidence in a lawsuit, place the agency in contempt of court or seriously disadvantage the agency in litigation.
PIC expects all employees to fully comply with all with all PIC records retention/destruction policies and schedules. All employees must abide by the following general exception to any stated destruction schedule: If you believe, or the agency informs you that agency records are relevant to litigation, or potential litigation (i.e., a dispute that could result in litigation), then you must preserve those records, until it is determined that the records are no longer needed. This exception supersedes any previously or subsequently established retention/destruction schedule for those records.
Personnel records will be retained for 7 years after termination from the agency. An electronic accounting of terminated employees will be kept that includes name, date of hire, position held, and date of termination.
Financial records will be kept for 4 years after the close of a fiscal year.
Billing records (daily batches) will be kept for 7 years.
Client records will be retained for 7 years past majority or until a child is 28 years old.
Employees must not destroy agency records other than as allowed within the retention/destruction schedule.