N.J. Admin. Code § 18:2-7.8

Current through Register Vol. 56, No. 24, December 18, 2024

Section 18:2-7.8 - Alternative storage media

(a) For purposes of storage and retention, taxpayer may convert hard-copy documents received or produced in the normal course of business and required to be retained under this subchapter to microfilm, microfiche or other storage-only imaging systems and may discard the original hard-copy documents, provided the conditions of this section are met. Documents which may be stored on these media include, but are not limited to, general books of account, journals, voucher registers, general and subsidiary ledgers, and supporting records of details, such as sale invoices, purchase invoices, exemption certificates, and credit memoranda.

(b) Microfilm, microfiche, and other storage-only imaging systems must meet the following requirements:

1. Documentation establishing the procedures for converting the hard-copy documents to microfilm, microfiche, or other storage-only imaging system must be maintained and made available on request. Such documentation must, at a minimum, contain a sufficient description to allow an original document to be followed through the conversion system as well as internal procedures established for inspection and quality assurance.

2. Procedures must be established for the effective identification, processing, storage, and preservation of the stored documents and for making them available for the period they are required to be retained under N.J.A.C. 18:2-7.10.

3. Upon request by the Director, a taxpayer shall provide facilities and equipment for reading, locating, and reproducing any documents maintained on microfilm, microfiche or other storage-only imaging system.

4. When displayed on such equipment or reproduced on paper, the documents must exhibit a high degree of durability and legibility.

5. All data stored on microfilm, microfiche, or other storage-only imaging systems must be maintained and arranged in a manner that permits the location of any particular record.

N.J. Admin. Code § 18:2-7.8

Amended by 47 N.J.R. 3150(a), effective 12/21/2015