2 Colo. Code Regs. § 601-6-11.0

Current through Register Vol. 47, No. 11, June 10, 2024

Section 2 CCR 601-6-11.0 - Record Retention and Data Management Requirements

11.1 Authorized Applicant's for Pilot Escort Certification Programs shall maintain the following certification and recertification records for a period of seven years:

11.1.1 Student's name, company name (if any), business address, phone number and other contact information.

11.1.2 Driver's license number, original MVR and original proof of insurance information from insurance provider.

11.1.3 Copy of each student's written exam or score.

11.1.4 Copy of certification card, including photo.

11.1.5 Training and expiration dates on all students.

11.1.6 All lists of recertification and expiration dates.

11.1.7 All lists of instructors, copy of their resumes and date of classroom instruction and/or recertification dates providing services.

11.2 Records may be scanned and kept electronically provided applicant has necessary data backup and retrieval procedures.

11.3 The Department has the right to review any records retained, during reasonable business hours, whenever the Department deems it necessary to insure compliance with this rule.

11.4 The loss, mutilation or destruction of any records which an Applicant is required to maintain, must be immediately reported by the applicant by affidavit stating:

11.4.1 The date such records were lost, mutilated, or destroyed; and

11.4.2 The circumstances involving how such loss occurred.

11.5 Upon completion of each training course or recertification a list of each student shall be electronically uploaded to the Permit Office or its authorized agent within five business days of completion of course, as described in material sent to Applicants. Authorized Applicants will be provided additional information regarding upload and data set requirements when such methods change.

11.6 All records, including computerized records, must be provided to the Department when requested for the purpose of an audit or review of the entities/institution's records. Failure to provide all records as requested by the Department is a violation of this rule.

11.7 Applicant's shall maintain accurate, up to date records. Failure to do so is a violation of this rule.

2 CCR 601-6-11.0