Ohio Admin. Code 3796:3-2-08 - Processor records and reporting requirements
(A)
Each processor
shall keep and maintain upon the licensed premises for a five-year period,
unless otherwise stated in these rules, true, complete, legible, and current
books and records. All required records must be made available for inspection
if requested by the department. The following records shall be
maintained:
(1)
Records relating to the disposal of medical marijuana,
medical marijuana products, and waste in accordance with paragraph (E) of this
rule and rule
3796:3-2-03
of the Administrative Code;
(2)
Records related
to the sale of medical marijuana in accordance with paragraph (D) of rule
3796:3-2-04
of the Administrative Code;
(3)
Transportation
records in accordance with rule
3796:5-3-01
of the Administrative Code;
(4)
Records of all
samples sent to an independent testing lab and the quality assurance test
results;
(5)
Security records in accordance with paragraph (B) of
rule
3796:3-2-05 of
the Administrative Code;
(6)
Inventory tracking records and inventory records
maintained in the inventory tracking system, as well as records maintained by
the facility outside the inventory tracking system, in accordance with rule
3796:3-2-04
of the Administrative Code;
(7)
Processing
records, which at a minimum shall include:
(a)
The form and
types of medical marijuana maintained at the facility on a daily
basis;
(b)
Production records, including extraction, refining,
manufacturing, packaging, and labeling;
(8)
Financial records
in accordance with paragraph (C) of this rule;
(9)
Employee records
in accordance with paragraph (D) of this rule; and
(10)
Records of any
theft, loss, or other unaccountability of any medical marijuana as described in
rule
3796:5-4-01
of the Administrative Code.
(B)
A processor may
use an electronic system for the storage and retrieval of records required by
this chapter or other records relating to medical marijuana. Any loss of
electronically-maintained records shall not be considered a mitigating factor
for violations of this rule. A processor shall use a system that:
(1)
Guarantees the
confidentiality of the information stored in the system;
(2)
Is capable of
providing safeguards against erasures and unauthorized changes in data after
the information has been entered and verified by the processor;
(3)
Is capable of
placing a litigation hold or enforcing a records retention hold for purposes of
conducting an investigation or pursuant to ongoing litigation;
and
(4)
Is capable of being reconstructed in the event of a
computer malfunction or accident resulting in the destruction of the data
bank.
(C)
A processor shall maintain financial records, which
shall include the following:
(1)
Records that clearly reflect all financial transactions
and the financial condition of the business, including contracts for services
performed or received that relate to the processor;
(2)
Purchase
invoices, bills of lading, manifests, sales records, copies of bills of sale,
and any supporting documents, including the items and/or services purchased,
from whom the items were purchased, and the date of purchase;
(3)
Bank statements
and canceled checks for all accounts relating to the processor, if applicable;
and
(4)
Accounting and tax records related to the processor and
all investors in the facility.
(D)
A processor shall
maintain employee records, which shall include the following:
(1)
All records
relating to the hiring of employees, including applications, documentation of
verification of references, and any other related materials;
(2)
An employee log
that includes the following information for every current and former
employee:
(a)
Employee name, address, phone number, and emergency contact
information;
(b)
Registration number and access credential
designation;
(c)
Date of hire and date of separation from employment, if
applicable, and the reason for the separation;
(d)
All training,
education, and disciplinary records; and
(e)
Salary and wages
paid to each employee, and any executive compensation, bonus, benefit, or item
of value paid to any individual affiliated with any medical marijuana entity,
including members of a non-profit corporation, if any, and
(3)
Documentation that each employee has been successfully
trained in accordance with the operations plan submitted as part of the
processor application and in compliance with paragraph (B)(3)(f) of rule
3796:3-1-02
of the Administrative Code.
(4)
Visitor logs
maintained in accordance with rule
3796:5-2-01
of the Administrative Code.
(E)
Medical marijuana
production and disposal records may be stored at the facility and shall include
all of the following:
(1)
The registered strain or product name, form, and
quantity of marijuana involved;
(2)
The date of
production or removal from production;
(3)
The reason for
removal from production, if applicable;
(4)
A record of all
medical marijuana sold, transported, or otherwise disposed of;
(5)
The date and time
of selling, transporting, or disposing of the medical marijuana;
and
(6)
If the medical marijuana is destroyed, the processor
shall maintain records in accordance with paragraph (D) of rule
3796:3-2-03
of the Administrative Code.
Notes
Promulgated Under: 119.03
Statutory Authority: R.C. 3796.03
Rule Amplifies: R.C. 3796.03
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