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(A) The FOIA Coordinator shall keep a copy of all written requests for public records on file for no less than one year.
(B) No records that are the subject of litigation, a pending investigation request or a pending FOIA request shall be destroyed until the legal action or activity has ended, even if the records are otherwise scheduled for destruction pursuant to a relevant record retention schedule.
(C) (1) Any individual with knowledge of pending litigation, a pending investigation or a FOIA request shall immediately inform the FOIA Coordinator.
(2) In consultation with the Township Attorney, the FOIA Coordinator shall direct all relevant individuals to immediately cease disposal of all records relevant to the pending litigation, pending investigation or FOIA request.
(3) If the relevant records are in electronic form (including e-mail), the FOIA Coordinator shall notify the responsible personnel for retrieval procedures.
(D) (1) If questions arise as to what records are relevant to a pending litigation, pending investigation or FOIA request, the FOIA Coordinator shall direct the immediate cessation of the disposal of all records.
(2) The moratorium on the disposal of all records relevant to the pending litigation, pending investigation or FOIA request shall remain in effect for the duration of the litigation or investigation, or until the FOIA request has been fully processed.
(Board and Administrative Policies Manual, § 6.8)