Section 2-5 - Storage and Maintenance (a) Files shall be maintained for a period of five years following the calendar year to which they pertain. Due to the Statute of Limitations, as provided in Title 1, 1-3-105 and 1-3-109 of the Wyoming Statutes, files shall be kept for period of ten (10) years following the calendar year to which they pertain.
(b) This agency shall: - (i) Maintain any record that is used to make determinations about an individual with such accuracy, timeliness, relevance and completeness as is reasonably necessary to assure fairness to the individual.
- (ii) Not maintain any record on how an individual exercises his or her rights under the First Amendment of the U.S. Constitution.
- (iii) Not maintain any system of records whose very existence is a secret from the public.
- (iv) Maintain files in a locked cabinet during the night, and, on weekends and holidays, in a locked building. Only authorized office personnel shall have access to the file cabinets.
- (v) Maintain all systems of personal information in a manner that is conducive to inspection and amendment.
- (vi) Maintain only that information about an individual necessary to accomplish the agency's purposes as authorized by statute or administrative regulation.
- (vii) Collect information to the greatest extent possible directly from the individual who is the subject of the record.
(c) Ten (10) years following the calendar year to which a file pertains, or if information becomes outdated, incorrect or no longer needed, as decided by the administrator, the administrator may direct destruction. If such be the case, destroyed information shall be purged by means of shredding. - (i) When a file or other record has been microfiched, the original file or record may be purged, and the microfiche documents shall be retained for the remainder of the retention period.