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6.0 DATA RETENTION POLICY <br />6.1 Electronic Data Files. Electronic data maintained by CONSULTANT and related to citations <br />which have been closed (by payment or any other means) for at least 12 months and which were <br />issued at least 18 months prior to removal, shall be removed from CONSULTANT's electronic <br />system and archived in July of each year. Data archived from CONSULTANT's system shall be <br />retained by CONSULTANT in electronic media for 24 months following the date of archival. <br />CONSULTANT shall provide to the City a copy of such data in electronic format upon request by <br />the City. <br />6.2 Hard Copy Data. At no cost to the City, CONSULTANT shall return hard copy files to the <br />City in January and July of each year for the six -month period commencing one year prior to <br />delivery of the hard copy files. For example, hard copy files delivered to CONSULTANT during the <br />period of January to June shall be returned to the City the following January. Hard copy files shall <br />include all original citations and payment receipts. CONSULTANT will also provide computer <br />generated citation data for citations on the system provided they have not been archived to magnetic <br />media. <br />