HomeMy WebLinkAbout1997 04 28 Regular Item H
COMMISSION AGENDA
ITEM
H
REGULAR X
CONSENT
INFORMATIONAL
April 28. 1997
Meeting
MGR !tW"'/DEPT ~ ~
Authorization
REQUEST: City Clerk requesting Commission review information on Records Management.
PURPOSE: For Commission to review information on Records Management and to hear
presentation by Steve Lewis of Florida Data Bank, Inc.
CONSIDERATIONS:
This item is needed to inform the Commission of a request by a citizen to
examine Commission Meeting tapes from early 1993 and to review the
Records Management program recommended by Steve Lewis, the City's
Records Management Consultant for the Records Management Project.
The Commission approved the Records Management Plan on August 12,
1996. (see attached agenda item and minutes)
Steve Lewis will review the State's Records Retention Schedule and
Destruction Schedule with the Commission,
ATTACHMENTS:
Copy of the City's approved Records Management Plan
Copy of agenda item from August 12, 1996
Copy of the State's Records Schedules
Copy of the list sent to the State for records destruction.
COMMISSION ACTION:
-'
:
CITY OF WINTER SPRINGS
FLORIDA
December, 1996
Records Management Plan
prepared by
FLORIDA DATA BANK, INC.
(C)
(941) 297-3691
't'
TABLE OF CONTENTS
page
INTRODUCTION 5
Public Records 5
Drafts vs. Working Papers 6
Life Cycle 7
Goals 7
INVENTORY 9
SCHEDULING 12
Mandatory Requirements 12
DISPOSITIONING 14
Destruction 14
Off-site Storage 15
Source Document Microfilm 16
Computer Output Microfilm 18
Optical Scanning 19
Vital Records Protection 19
Intranet 20
Personnel Files 21
continued
2
FILING SYSTEMS
Agency Wide Filing
MAINTENANCE
LIST OF PUBLISHED SOURCES
continued
3
23
23
25
27
SPECIFICATIONS FOR HARD COpy RECORDS
STORAGE FACILITY 28
SPECIFICATIONS FOR VAULT STORAGE FOR
SECURITY MICROFILM AND MAGNETIC
MEDIA 30
SPECIFICATIONS FOR COM AND SOURCE
DOCUMENT MICROFILM SERVICES 32
SPECIFICATIONS FOR ELECTRONIC
IMAGING 34
SPECIFICATIONS FOR OPEN SHELF,
LATERAL FILE UNITS AND FOLDERS 35
LIST OF ATTACHMENTS 36
4
INTRODUCTION
Florida Public Records Law, as codified in Chapter 119, Florida Statutes
(F.S.), provides in part a clear mandate to public agencies to manage public
records in a professional manner. Together with the Florida Department of
State, Division of Library and Information Services enabling legislation, Chapter
257, F.S., and the Florida Administrative Code (F.A.C.) Chapters 18-24 and 18-
26 promulgated pursuant to Statute, a significant body of standards and
requirements govern the "life cycle" of Florida's public records, A
comprehensive records and information management program is an essential
component of any business entity, public or private. It is, therefore, critical to
define the scope of the program; and especially to define the record.
Public Records
"Public Records" means all documents, papers, letters, maps, books,
tapes, photographs, films, sound recordings or other material, regardless of
physical form or characteristics, made or received pursuant to law or ordinance
or in connection with the transaction of official business by any agency. It is
critical to understand that format, media type or duplication does not affect the
public record status of information created or received by a public agency.
Additionally, there is no unfinished business exception. If the purpose of the
record is to perpetuate, communicate or formalize knowledge, then it is a Public
Record regardless of whether or not it is in final form.
Further, Chapter 119 F. S. provides, in part, that private entities acting on
behalf of a public agency may be a public agency for the purposes of the Public
Records Law. I recommend that all contracts the City of Winter Springs enters
into with private entities acting on behalf of the City clearly state that all records
created during the normal course business for the purposes of the contract are
Public Records as defined by Chapter 119, F. S.
Information that has been printed to distribute information to the public is
defined by Chapter 257, F. S. as a Public Document and is not a Public Record.
For example, an inventory of promotional information is not a Public Record for
scheduling and dispositioning purposes and is actually a Public Document _
property - but not a Public Record. However, the camera ready copy, and the
working papers used to create the promotional material are Public Records. In
this way, the Public Record is created and managed per Chapter 119, F. S., yet
the printed inventory is not. Blank, unused forms are another example of a non-
record. Using this same logic, similar printed material received by the City may
5
also be exempted from the Public Records Program including magazines, books
and other published wDrks, newsletters, advertising Uunk mail), and catalogues.
Drafts vs. Working Papers
Further, the concept of a precursor to the Public Record is a practical
solution to the creation of final intended record products. Precursors to the
Public Record may be thought of as drafts. Drafts are not Public Records, yet
must not be confused with working papers. Working papers are Public Records.
Working papers support the final intended record product, whereas drafts
precede the final intended record product. In the absence of a final intended
record product, drafts are Public Records (remember the no unfinished business
idea). Drafts cease to be Public Records only after the final intended record
product has been produced.
Working papers are Public Records from point of creation to destruction
regardless of the final intended record product. For example, a handwritten note
created during the normal course of business is a Public Record, However, if
that handwritten note is formalized by word processing (for example) into a final
intended record product, the handwritten note ceases to be a Public Record and
may be destroyed as non-record material since the information contained within
the handwritten note has been transferred to the final intended record product.
Yet, to continue the example, a collection of handwritten notes from which
information is extracted as a conclusion and represented in some other record is
a working paper. The extracted data does not reflect the entire informational
content of the collection of handwritten notes, but merely supports a conclusion
represented by another Public Record.
The practicality of a distinction between drafts and working papers is
essential to allow for the orderly formulation of final intended products without
formal dispositioning, yet also to protect information content used to support
other final intended products, Since media is not a criterion for Public Record
status, the concept of a draft allows for editorializing at the word processor
during the formulation of a final intended product (machine-readable
intermediate files which are mere precursors of governmental records and. not
intended as final evidence of the knowledge to be recorded but are utilized by
data processing computer equipment to prepare further records are not public
records). Support for these ideas is contained within Rule Chapter 18-24 of the
Florida Administrative Code, Attorney General Opinion 85-87, and a 1980
Opinion by the Florida Supreme Court, Shevin v. Byron, Harless, Schaffer, Reid
and Associates, Inc., 379 So. 2d 633 (Fla. 1980).
6
Life Cycle
The concept of a life cycle for records and information is a recent
development in records management. According to this principle, information is
managed from creation to final disposition, or permanent preservation.
Successful management of records and information must include each aspect of
the life cycle. These include:
1. a clear decision as to what information
to create or collect,
2. information format and media selection,
3. storage requirements,
4. access and use,
5. retention requirements, and
6. final disposition or preservation.
Utilizing a life cycle approach to records management will assist in the
economical, efficient and integrated management of the public record.
To ignore records management or to allow an undisciplined and
unregulated system to function invites disaster. Poor records management
decisions may cause the loss of rights, loss of time, and certainly represents a
waste of precious funds. Such negligence may result in adverse references in
litigation, criminal charges, civil charges, sanctions, and even charges of
obstruction of justice and contempt of court.
Goals
In recognizing the need for a comprehensive records management
program throughout the City of Winter Springs (City), Mr. Ronald W. McLemore,
City Manager, requested from Florida Data Bank, Inc. (FOB), assistance in
preparing such a system. Steve M. Lewis, Vice President-Government Sector,
FOB, proposed a course of action calculated to begin implementation of a
comprehensive records management plan. This proposal is detailed in
correspondence to Mr. McLemore dated April 26, 1996. The proposal
recommended eight long term records management goals for the City:
1. retention and disposition of public records in accordance with
all state and federal requirements;
7
2. management access to both active and inactive records in an
accurate and timely fashion (to include a filing system and consideration of
imaging potential);
3. retention of all records under secure conditions, preventing
unauthorized access by both employees and third parties;
4. protection of all records from physical calamity and decay;
5. provision for the timely destruction of records at the end of their
retention period in a secure manner;
6. conversion of long term retention records to microfilm;
7. provision for disaster recovery; and
available.
8. achievement of these goals in the most cost-efficient manner
The following Records Management Plan reflects FOB's findings and
recommendations relative to these eight goals.
8
INVENTORY
A comprehensive records inventory, detailing records series titles,
inclusive dates, location and volume in cubic feet is a critical and necessary
foundation upon which any sound records management program is built. I have
participated in a number of records inventory efforts over the years, to include an
agency wide inventory of Florida's Department of Health and Rehabilitative
Services, a record collection in excess of two million cubic feet. I recommend
collecting very basic information - short and simple; at the most basic level -
assign inventory responsibility for each collection to the individual user. Basic
information includes:
1. Record Series Title. A record series title is the name applied to a
collection of information relating to the same subject or activity. For instance,
Personnel File is the name of a collection of data about a specific employee.
Personnel File is a convenient label for a nearly unlimited variety of information
(the Personnel must not contain medical information, see the Federal American's
with Disability Act) and is an efficient way to identify that collection rather than
attempting to list all documents actually contained within a Personnel File.
Record retention schedules are approved by the Department of State per record
series title, therefore every effort should be made during the inventory process to
conform with existing Record Schedules. Therefore, copies of General Records
Schedules GS1 State and Local Government Records (General Records
Schedules BC1 and A 1 are now obsolete) and GS2 Law Enforcement, GS3
Election Records, GS6 Building Department, and GS8 Fire Department, as
appropriate should be made available to appropriate personnel prior to the
inventory effort. In some instances, a match to existing schedules will not be
possible or desirable; or a collection of information will be identified that is
unique, or specific to one organizational unit. In this instance a brief description
of the informational content is desired to assist with the scheduling process.
2. Inclusive dates. What is the oldest date within the collection and the
latest date? Most record series titles will continue to accumulate to the present.
3. Volume in cubic feet using the following conversion chart:
Letter size drawer 1.5
Legal size drawer 2.0
Letter size 36" shelf 2.0
Legal size 36" shelf 2.5
4. Location. Information should be batched by organizational unit and
further identified by specific office location.
9
I have found that 5 x 7 index cards make an excellent input vehicle. Use
one card per record series title per location (unless City staff are able to write an
application to the network using Microsoft Access for input, for example).
Based upon inventory data, records may be separated into four
categories in accordance with Florida Department of State retention
requirements:
1. Records within retention;
2. Records past retention, eligible for destruction;
3. Records with no approved retention; and
4. Records with sufficient retention or historical significance to justify
conversion to microfilm.
Cateaorv One records may be further divided by active and inactive
status. Active records should remain with the user until the termination of
administrative value. Administrative value is the value a record series has for
day to day functions. Inactive (or less active) records should be uniformly
containerized and computer indexed for high density, low cost, secure storage.
Cateaorv Two records should be destroyed without further delay, after
approval is obtained from the Department of State utilizing forms 107 and 108,
Records Destruction Request
Records falling into Cateaorv Three should be submitted to the
Department of State via forms 105 and 106, Records Retention Schedule.
Based upon the Department of State approved retention, Category Three
records should be reclassified to One, Two or Four.
Cateaorv Four records should be scheduled for conversion to microfilm in
priority order based upon media condition (worst case records stabilized first),
series retention value (permanent records first), or administrative value (high
reference records first).
An immediate problem will be the identification of copy of records vs.
duplicate records. I recommend that the City adopt the policy that the office of
origin for internal documents hold the copy of record while receiving offices have
duplicates. This will prevent accidental destruction of copies of record given the
recent amendment of Rule Chapter 1 B-24, F.A.C. which allows for destruction of
administrative duplicates without specific written permission provided the copy of
record is maintained per the appropriate schedule. There needs to be a way to
know which is the copy of record and which is the duplicate given the loss of the
10
need to receive specific permission, and therefore, the requirement to specify. A
general policy as described above will address this problem.
A good way to start the inventory, and also reduce volume, is to prepare a
destruction request to the Department of State for all records not previously
requested for destruction that are already scheduled. In other words, using the
General Schedules listed above, prepare a 107 for every record series listed,
City wide, using the start date of the City of Winter Springs (approximately 1-1-
59) through the latest date eligible for destruction. Do not include dates of
records already requested for destruction. Indicate in the volume column that
the cubic foot volume will be reported after the records have been collected.
The Department of State needs only one cubic foot figure per submission, not
one per series. After approval, send a copy of the form throughout the
jurisdiction as a list of records eligible for destruction. Collect the records so
identified, report the volume to the Department of State and destroy the records.
In this way, volume is reduced immediately, and fewer records are left to
inventory. Then inventory the records that are left, and proceed as described
above.
11
SCHEDULING
Florida's Records Management Program provides in part, a process
whereby Public Agencies can receive minimum retention schedules for all
agency owned record series titles approved by the Department of State. These
retention schedules address the administrative, legal, fiscal and historical values
for public records and cDnstitute a minimum retention period. Agencies may
elect to retain records beyond the minimum retention period approved by the
Department of State. The procedures for scheduling public records are outlined
in Rule Chapter 18-24 of the Florida Administrative Code. Two scheduling
vehicles exist for the City:
1. General Records Schedules GS 1, 2, 3, 6, and 8; and
2. City generated Request for Record Retention form 105 and
continuation page form 106.
Retention periods are very fluid. Audit status, pending litigation, Attorney
General and Auditor General destruction freezes and changing legislation affect
retention requirements. Therefore, ongoing maintenance of the retention data
base will be required.
For records identified during the inventory process not contained within
appropriate General Schedules and for which no approved retention exists, form
105 must be utilized. Information collected during the inventory is merely
transferred via forms 105 and 106 to the Department of State.
Mandatory Requirements
Scheduling is the heart of the Records Program, and in order for the
Records Program to be legally sufficient, the scheduling process must be
carefully documented and approved. The program must be systematic and
comprehensive. It is for this reason that I have so carefully defined the Public
Record. All records, regardless of media type or physical characteristics must
be addressed by the Records Program. To selectively apply the program is to
invite adverse reference in litigation, for example. The program must also be
developed during the normal course of business - again, not developed for
specific records for specific reasons. The working papers used to develop
the Program, and especially those used to develop the retention schedules
must be maintained permanently. Each retention schedule must be approved
and signed through a regular process. Follow the requirements of Rule Chapter
18-24, F. A. C.
12
As retention periods are met, the records must be destroyed. Again,
the program must include all records and intent must be followed. Records may
be maintained longer that approved retention schedules, however, I strongly
recommend that for each such instance documentation should exist to justify not
destroying records per existing retention schedules. In other words, those
individuals or Departments that wish to maintain records beyond the Department
of State's approved Retention Schedules should provide written justification for
the destruction delay.
The City must maintain the program and continue to designate a Records
Management Liaison Officer (RMLO). There must be ongoing program
control. There must be a way to terminate all records destruction. Hence
the RMLO and a process. The destruction process will be described under
II Dispositioning."
13
DISPOSITIONING
Dispositioning is the application of approved retention schedules to
record series titles. By far, the most economical solution to public records
management is to destroy records after approval is received from the
Department of State, based on approved retention schedules. I strongly
recommend that records be destroyed as soon as legally possible.
Destruction
The procedures for destroying public records are outlined in Rule Chapter
1 B-24, Florida Administrative Code. The last administrative act prior to receiving
Department of State approval is the preparation and submission of a Records
Destruction Request, form 107 and continuation page form 108. Although the
Department of State requires only one Custodian signature to process the
request, I recommend that Finance review the records listed for destruction for
remaining audit requirements; and that City Attorney review the records listed for
pending litigation. Further, I recommend that City Council enact the disposal
request and enter the request into the City Minutes.
Please note that the City continues to be responsible for all records
created since the start date of the agency until the record has been obliterated,
including any records created by private entities acting of behalf of City.
Therefore records that are "missing" remain the legal responsibility of City. Such
omissions must be documented via the Records Destruction Request.
The Department of State will accept only one submission for each intent
(destroy, microfilm and destroy or other). I recommend one annual submission
for each intent City wide. I believe frequent submissions reflect an undisciplined
approach. Make as few submissions as possible.
By written policy, the Department of State has approved the use of
landfills for the destruction of approved records. The City may also sell record
media (not the informational content) for paper recycling. Public Records may
not be sold or given away. The City must maintain them through to destruction.
Although copies may be sold, copies are not Public Records unless they are
sold to other Florida Public Agencies. The City may loan records, but only with
the written permission of the Florida Department of State (Form 107 where the
intent is "other" and then specify to what entity the records are loaned).
Recycling is a good way to destroy records, receive some financial gain; and
render the records unreadable, especially where security is an issue.
14
The City Clerk's Office has a collection of Chapter 286 F.S. sound
recordings that have been transcribed into the Official Minutes. The retention
per GS 1 item #4 for the record copy is two years after certification of transcript. I
strongly recommend that all such sound records be destroyed per GS 1 after
approval from the Department of State as soon as possible. This will protect the
integrity of the Official Minutes and prevent the City from being guilty of not
providing access should any of the sound recordings be damaged through time
or neglect. In addition, during the walk through, the City Clerk requested that I
discuss the difference between verbatim transcripts and summary minutes for
the purposes of Chapter 286 F.S. Following is a general discussion. Please
note that for all AGO's referenced within this Plan, copies may be obtained from
the Attorney General's Office in Tallahassee by telephone request: (904) 487-
1963, SUNCOM 277-1963.
Section 286.011, Florida Statutes (F.S.), requires that minutes of a
meeting of a public board or commission be recorded. Recorded does not mean
tape recorded, merely recorded as written minutes. However tape recordings
may be created, The minutes for a "workshop" meeting are not different (AGO
74-62).
The minutes taken need not be verbatim transcripts, merely summary or
brief notes (AGO 82-47; and see, State v. Adams, No. 91-175-CC (Fla.
Sumter Co. Ct. July 15, 1992). However, an agency is not prohibited from
using a written transcript if it chooses (Informal Opinion to Richard Fulwider,
June 14, 1993).
Again, there is no requirement that tape recordings be made, however, if
they are created they are public records and may only be destroyed two years
after certification of transcript after approval of the Florida Department of State
as provided by sections 119.041 and 257.23(7), F.S., and Rule Chapter 18-
24, Florida Administrative Code, and AGO 86-21. The retention is found in
general Schedule GS-1 (copy attached).
May I also suggest that a review be made of AGO 74-294 and AGO 91-
26. These two opinions also deal with minutes and provide for making
corrections, etc., and make it clear that the minutes are Public Records even
before being officially approved.
Off-site Storage
Next to destruction, the most economical disposition is usually off site
storage. Off site storage provides for secure retention and therefore, disaster
recovery protection, as well as eliminating records from valuable office floor
space. Records should be boxed and removed to off site storage when
15
administrative value is terminated. Hard copy records, magnetic media and
security microfilm should all be considered for off site storage and protection.
The "vault" operated by the City Clerk does not met the requirements of
Rule Chapter 18-26, F.A.C. for the storage of security microfilm or magnetic
tapes.
Records stored off site must be monitored for destruction date. The best
way to address this problem is with a computer generated index including
anticipated destruction date to generate a destruction report. Attached to this
report is a set of specifications to ensure that potential vendors bid for a product
that will comply with State guidelines.
Source Document Microfilm
Microfilm continues to be the best long term preservation device,
however, resources must be very carefully allocated to the correct record to
convert to microfilm. I have seen far too many records converted to microfilm
when simple destruction was the correct, legally available solution. Following is
a list, in priority order, of the record series held by City that should be converted
to microfilm. All of these records have a minimum legal retention sufficient to
justify microfilm as provided by General Records Schedules:
Minutes and Agendas (Section 286.011(2), F.S. Meetings)
Budgets
Audit Reports (optional)
Annual Financial Reports
Journals
Construction Plans, as builts
Terminated Personnel Files
Legal Opinions
Capital Improvement Bid Files
Capital Improvement Contracts, Leases and Agreements
Deeds
Policies, and
Rules and Regulations
Capital/Life Felony Offense Reports
Confiscated Intoxicated Beverage Records
Execution Records, GS2 item #40
Firearm Qualification Records
Internal Investigation Records: Final Action, GS2 item #59
Latent Fingerprint Cards: Capital/Life Felony
Law Enforcement Training Records
Annexation Records
16
Election Returns: Tabulation
Voters Registration Books
Bonds: Registers
CO for Commercial Buildings
Inspection Records: Bridge/Maintenance
Maps: Original
Surveys: Aerial
Alarm Reports: Arson (Fatality)
Certificates of Inspections, GS8 item #12
Fire Investigation Records
The records inventory will no doubt identify other record series that
deserve conversion to microfilm as well. The only hope for permanent retention
is through microfilm. The microfilm must meet strict standards. Provided with
this report is a set of specifications for microfilm conversion to ensure that
potential vendors bid for a product that will comply with State Law.
I recommend that all source document microforms be roll film with
sequential numbers and blips, with computer assisted retrieval (CAR) indexing
for rapid retrieval. Depending upon retrieval frequency, various reader/printer
options are available. For example, reader/printers are available with blip
counters greatly increasing retrieval speed, however, at significant additional
expense. Human readable sequential numbers are sufficient for infrequent
retrievals. 16mm film should be used for all documents up to 11" x17", and
35mm film for documents that are larger (building plans, for instance).
17
Computer Output Microfilm
Computer Output Microfilm (COM) is a process whereby digitized
information is printed directly to microfilm in human readable form. COM may be
used in conjunction with or without a corresponding duplicate paper printout;
however greatest savings are achieved when duplicate paper printouts are
eliminated entirely.
COM generated and stored to Rule Chapter 18-26, F.A.C. standards has
a life expectancy of over 100 years, and "shall in all cases and in all courts and
places be admitted and received as evidence," (as for all microfilm), Section
92.29, F.S. Further, Attorney General Opinion (AGO) 85-87, Records - Data
Processing - Computers - applicability of public records law to machine-readable
intermediate files generated during computer data processing (copy included
with MaQnetic Media Guidelines, Florida Department of State), provides in part
for the legal conversion of digitized information to COM, without the need for
formal authority from the Department of State.
At a reduction ratio of 42x, 208 pages may be printed to each COM fiche.
Readers on state contract are less than $200.00 per unit. Significant savings in
printing costs, together with less paper volume to manage, increased data
security and improved retrieval capability make a COM a very desirable product.
During the inventory process, a list of record series regularly printed should be
reviewed to identify potential COM applications.
During the walk through, the following reports surfaced as potential COM
applications:
General Ledger Transaction and Analysis Report
Project Status Report
Budget Control Report
Encumbrance Status Report
Encumbrance Activity Report
Project Transaction Analysis Report.
At present, Finance estimated an annual accumulation of twenty cubic
feet of computer printouts plus an unknown accumulation of duplicate printouts
sent to appropriate Departments.
With a retention of ten fiscal years, account summaries would also be
an appropriate COM application. Every machine generated report should be
considered.
18
Optical Scanning
Optical scanning is a process whereby hardcopy information is digitized
using laser light. Images are created that produce electronic duplicates of text
and graphics. A file so created can be indexed in the traditional way using
programs and key strokes, or by using OCR (Optical Character Recognition) to
facilitate word searches. This technology is extremely useful for reducing
volume, providing short term security and retrievability (especially for multiple
users). However, this technology should not be viewed as a long term
preservation device. Lengthy retention requirements will exceed the life of the
technology. Optical scanning products are best reserved for large collections,
with active retrieval requirements by multiple users, with short retentions. For
those collections that meet these requirements, yet have long retentions, optical
scanning may be used in conjunction with microfilm, or hardcopy, for
preservation purposes. "Council Agenda Packets" and "Minutes" would seem to
be excellent choices for conversion to microfilm due to lengthy retention; and
conversion to optical imaging together with OCR for research purposes.
For normal office documents a scanning density of 200 dots per inch is
sufficient. Documents with background detail like engineering drawings and
maps should be scanned to a density of 300 dots per inch. These and a few
additional requirements are found in Rule Chapter 18-26, F.AC.
It is also possible to write digitized information directly to disk, usually
CD's, instead of to microfilm. This process is call Computer Output to Laser
Disk (COLD) and is a viable alternative to COM in the short term. Again, not to
be viewed as a long term preservation device.
Vital Records Protection
Vital records are those records critical to the delivery of services on a day
to day basis. Vital records are those necessary to continue operations. Vital
records do not necessarily have a long retention, as is the common
misconception; nor are vital records necessarily confined to anyone unit - all
units likely maintain vital records.
The first step in establishing a vital records program is to identify City vital
records. Vital records must be identified and protected before a disaster.
Records to consider include: current contracts, leases and agreements,
accounts payable (including payroll) and accounts receivable; as built plans for
all City facilities and commercial structures; current operating budgets, purchase
orders and encumbrances; lists of former key personnel (to act as temporary
replacements for current employees out of commission as a result of a disaster);
City Council Meeting Minutes and Agendas (and any other Chapter 286, F.S.
19
governing body); current operating procedures; and software. This is by no
means a complete list. Inventory data must be used to complete the
identification process.
After identification, the next step is duplication. The most effective way to
safeguard information is by duplication. There is no substitute. Hence the use
of security microfilm and back up tapes stored off site.
Duplication is followed by dispersal. Dispersal takes two forms: natural
and planned. Natural dispersal already occurs. Information is routinely sent to
other agencies in Tallahassee, or to County agencies, etc. Additionally, a
microfilm operation that produces security film stored off site is an example of
natural dispersal. Therefore, the need for rigorous off-site storage facility
specifications is apparent.
Planned dispersal then fills the gap, and providing the identification
process has been complete, City of Winter Springs' vital records are protected.
FOB takes a very simple approach to Vital Records Protection:
Identify
Duplicate
Disperse.
Florida Data Bank strongly recommends that off site storage facilities be
located away from traditional hurricane paths, above flood zones,
therefore, away from the coast.
Intranet
The intranet is generally an internal agency Web made available to users
across the LAN or through dial up access. This allows links to agency
databases, file servers, and document repositories through the familiar Web
browser. Groupware features are the current rage. Given the Cities' move into
a LAN, the intranet would appear to be a possible solution to linking databases.
There is presently a great deal of interest in this process and I include the
following general discussion for your information.
The intranet, like any platform has its advantages and disadvantages.
The intranet is excellent for publishing information internally, is available for
virtually everyone, doesn't require much more hardware than the City already
has, it is not a single vendor solution and products interoperate well, the Web
20
technology can be used across wide area networks and is easy for novices to
use and to create HTML (Hyper Text Markup Language to which WWW
documents are formatted). On the other hand, collaborative applications are not
as powerful as traditional groupware, separate applications must be set up and
maintained instead of one groupware package, the linking tools are limited, there
must be a TCPIIP network (Transmission Control Protocol/Internet Protocol),
there is no built in replication for remote users, and HTML is not powerful
enough for clienUserver applications.
Personnel Files
Personnel Files may be the most sensitive record government creates,
due in main part to the personal nature of the data base. Under Florida Law,
however, Personnel Files are clearly Public Records open to inspection by any
person. However, Personnel Files usually also contain information which is
specifically exempt from inspection (see section 119.07, F.S. for general access
requirements and some specific exemptions). Although section 119.07, F.S.
provides some specific exemptions to Public Records Access, most Florida
statutory access exemptions are spread throughout nearly the entire body of
Florida Legislation. The Government-in-the-Sunshine Manual, published by the
First Amendment Foundation, and referenced as a source used during the
compilation of this report, provides the best current list of exemptions in statutory
order; second only to the statutes themselves. In addition, some Federal
requirements also must be considered in addition to Florida Law, as a basis for
determining access relative to Personnel Files. Following is a general
discussion of these access requirements.
Generally, medical information about a specific employee is exempt from
general inspection, Although it is perfectly legal to collect such information, it is
generally protected. Statistical information about medical or health information
is generally open to inspection provided personal identifiable information is
withheld. See 119.07 (3) for a body of information which is exempt from general
inspection for a specific group of employees.
Title I of the Americans with Disabilities Act precludes filing disabilities
information (read medical) within the Personnel File. Further, Title VII of the
Civil Rights Act of 1964, the Age Discrimination in Employment Act, and the Civil
Rights Act of 1991 seem to preclude filing information about race, sex, age and
national origin in a Personnel File. Information about race, sex, age and national
origin can obviously include a nearly limitless number of specific records and
can create a great deal of doubt as to whether or not a specific piece of
information should be placed in the Personnel File, and then whether or not it is
open to inspection. The problem with many Personnel Files is that they are
used as a catch all for information that relates to a specific employee - a case
21
file of sorts. Although this practice is convenient, it usually creates the potential
for information that is not open to inspection being seen by unauthorized parties
during routine and otherwise legal record reviews.
The best practice is to create only those records about an individual that
are directly related to and necessary for work performance. The lengthy
retention for terminated personnel files approved by the Florida Department of
State is primarily for retirement purposes. That is, documents relating to length
of service and rates of pay - documents used to calculate retirement. Nearly
every other record commonly found within a Personnel File is frequently
identified as another Record Series Title with a far shorter retention. To file
documents with Record Series Title and Retention in mind will greatly mitigate
exposure to violations of employee privacy issues by allowing Agencies to
legally destroy information within relatively short periods of time as a series
other than Personnel File; and by eliminating accidental review since the
offending information is not in the Personnel File in the first place.
Personnel staff in a position to grant access to Personnel Files should be
thoroughly schooled in State and Federal Requirements relative to all aspects of
employee data. The "List of Published Sources," is an excellent source of
information to begin this schooling.
22
FILING SYSTEMS
Filing systems must address storage and retrieval. Commonly, agencies
emphasize storage devices and not retrieval. The most common arrangement
throughout the City is alphabetical subject while the most common equipment is
vertical file cabinets followed by lateral file cabinets, both utilizing a drawer.
Common to the lateral file cabinets are hanging folders, together with manila
folders. .
Agency Wide Filing
At present, every unit throughout the City maintains a unique filing
system. Arrangement, equipment and supplies should be standardized.
Attached to this report is a sample list of file codes and files names. This
Modified Alpha-Numeric System is Mnemonic, which means helping, or meant to
help, the memory. The key to the system is the coding. J The file codes consist of
a combination of letters and numbers representing a particular function, The
subjects are assigned file codes to facilitate classifying, sorting and filing. The
coding system consists of a three letter symbol (short title mnemonic symbol) for
each major category.
The coding scheme allows for maximum flexibility and permits the addition
of new symbols without changing symbols assigned to other subjects and
without breaking the continuity of the pattern. Inventory data must be used to
identify and therefore, code all record series titles. Codes must be maintained
on PC to facilitate the inclusion of new codes and the printing of manuals. The
system creates a cross index by subject and provides a measure of security. No
index, no access. The system is driven by an application written using Microsoft
Access. The application is provided with this Plan.
The City should adopt a policy of imposing annual cut offs to facilitate
dispositioning standards together with color coded dates or date labels. The
City should also discontinue mixing records with different retention within the
same file unless the City is prepared to keep all the records for the longest
retention, It would be better in most instances to physically separate records
with different retentions for destruction purposes. For example, the retention for
Residential Bulding Plans is 15 years after issuance of certificate of occupancy
while the retention for Commercial Building Plans is life of structure (see GS6,
attached). Since the Building Department currently files Commercial Plans
separately from Residential, disposition will be greatly_ simplified. Destruction,
when approved by the Department of State is the most cost effective records
management solution the City may employ short of not creating the records in
the first place.
23
Open shelf lateral filing equipment, as is usually seen for instance in
Doctor's offices, is far superior in every way to standard vertical file cabinets as
a means of providing access to hard copy files. A fewer number of open shelf
units, on less floor space, for less initial equipment cost per cubic foot stored,
will provide nearly twice the density of storage per square foot of floor space as
compared to standard file cabinets. Further, end tab filing will allow for
enhanced systems designed to reduce misfiles, and speed retrieval and refile
activities.
Open shelf units come in a variety of sizes, an option between single and
double entry, and choice between cantilever and four post configuration. All the
choices, including floor plan design, can be quite confusing. Unit and file folder
specifications are included with this report to assist the City in the selection of
specific equipment and supplies. Equipment so described in included State
Contract Number 420-420-96-1 .
The City Clerk's FileNault storage area would make an excellent pilot for
a system as described above. Through the State Contract, a vendor is available
to design a floor plan and provide equipment as discussed to produce a high
density central file room. The construction of a new Police Department offers a
similar opportunity to design a central file room dedicated to Police requirements
(see rooms 139, 140, 141 and 142, Police Department Construction Plans).
24
MAINTENANCE
The entire records management plan outlined above requires constant
monitoring to ensure continuing legal compliance, economy and efficiency.
Florida Law requires each public agency designate a Records Management
Liaison Officer (RMLO) in writing to ensure that the records management
program remains viable. Training options are limited. There is only one course
in records management certified by the Florida Institute of Government. The
course is usually offered at the University of Central Florida. The course may
also be conducted on site to allow more employees to attend and reduce travel
expenses. The Department of State also provides training. However, four
professional associations offer training, publications, technical standards and
assistance in the area of information management and archives. I suggest the
RMLO investigate each:
ARMA
Association of Records Managers and Administrators
4200 Somerset Drive
Suite 215
Prairie Village, KS 66208
AIIM
Association for Information and Image Management
1100 Wayne Avenue, Suite 11000
Silver Spring, MD 20910-5699
(301) 587-8202
Fax: (301) 587-2711
Society of Florida Archivists
R. A. Gray Building
500 South Bronough
Tallahassee, FL 32399
(904) 487-2073
Florida Records Management Association
P. O. Box 12606
Gainesville, FL 32604
(Or contact the Florida Department of State)
Further, training for the RMLO alone is not enough. The RMLO, to be
effective, will require a network of contacts throughout the City. There should be
one contact for each unit in each location. These contacts need training in State
and Federal requirements as well as in house procedures. The RMLO cannot
perform all activities described within this report alone. Beginning with the
25
inventory, staff at all levels must provide input, assistance and cooperation.
Therefore, Management support for the RMLO and the Records Management
Program is mandatory.
Florida Law requires that the RMLO cooperate with the Department of
State and act as liaison for all City records functions. Duties include, but are not
limited to: an analysis of inventory data; generation of disposition forms;
establishing service priorities; coordinating equipment selection and
procurement; coordinating systems implementation throughout the agency to
include files; coordinating off site storage selection and activities; coordinating
microfilm conversion and vendor selection; vital records protection; training unit
contacts; keeping abreast of current technologies, techniques and legal
requirements.
Additionally, the RMLO should be involved in the procurement of all
information technologies and equipment, and systems for the City. The purpose
being to ensure that such technologies, equipment and systems merge properly
with the City Records Management Plan and with all appropriate Federal, State
and Local legal requirements. Therefore, no such procurement should proceed
without approval of the RMLO.
Future records management functions to be implemented, not addressed
by this report, will also become the responsibility of the RMLO. These include
document standards, documentation standards and information flow, and data
processing recovery. Attention to these details can make a significant impact at
the City, yet must await implementation of the immediate plan.
Florida Data Bank, Inc. remains available to assist with the
implementation of this Plan. Thank you for this opportunity to be of assistance.
26
LIST OF PUBLISHED SOURCES USED DURING
THE COMPILATION OF THIS REPORT
Section 92.29, Florida Statutes (F.S.), Photographic Copies as Evidence
Chapter 119, F.S., Public Records
Chapter 257, F,S., Public Libraries
Chapter 1 B-24, Florida Administrative Code (F.AC.), Public Records
Scheduling and Dispositioning
Chapter 1 B-26, F.A C., Records Management - Standards and Requirements
Leqal Requirements for Business Records.
Donald S. Skupsky, JD, CRM
General Records Schedules GS1 .2.3.6. and 8
Florida Department of State
Public Records Storaqe Guidelines, Florida Department of State
Maqnetic Media Guidelines, Florida Department of State
Practice for Operational Procedures/Inspection and Quality Control
of First-Generation. Silver Microfilm of Documents, ANSI/AIIM
MS23-1991
Government-in-the-Sunshine Manual, First Amendment Foundation,
Volume 18, 1996 Edition
"PC Magazine," Ziff-Davis Publishing Company,
Volume 15, No.8, April 23, 1996
"Job Discrimination Handbook," Bureau of Business Practice,
1992
"Laws Enforced by the U.S. Equal Employment Opportunity Commission,"
EEOC
"The Practical Guide to Employment Law," Bureau of Business Practice, Inc.,
1995
27
SPECIFICATIONS FOR HARD COpy RECORDS STORAGE FACILITY
Hard copy records shall be stored in a free standing, single tenant,
concrete or masonry structure of Type 4 protected, non-combustionable heavy
resistant construction as specified by the Standard Buildinq Code, SBCCI. It
shall meet or exceed the recommendations of the Florida Department of State
found in Public Records Storaqe Guidelines; and shall be equipped with
intrusion and fire alarms and a water sprinkler fire suppression system,
monitored 24 hours by UL approved agencies. Documentation to verify present
monitoring agreements must be attached to the bid response.
HARD COpy RECORDS STORAGE SERVICES:
Vendor shall provide:
1. Records storage containers;
2. Pick-up and delivery via a bonded courier;
3. Computer indexing to include destruction dates;
4. Access to records 24 hours a day, seven days a week;
5. A written, quarterly index of record holdings;
6. Destruction services in accordance with Rule Chapter 1 B-24, Florida
Administrative Code.
7. A written statement of confidentiality from each applicable employee.
Retrieval/Refi Ie
Regular Business Hours
per item
Emergency/After Business Hours
per item
Delivery/Pick-up
Regular Business Hours
per item
Emergency/After Business Hours
per item
28
Storage Boxes
1.2 cubic foot box
0.6 cubic foot box
1 .7 cubic foot box
Monthly Storage
Facsimile Transmission
Research Charge
Destruction Date Change
Permanent Deletion
Repackaging Damaged Containers
Data Entry
Customer Delivery/Pick-up
Photocopies
Accession Fee
Computer Indexing
Fumigation
Destruction
29
each
each
each
per cubic foot
per page
per hour
each
each
per item
per line
per transaction
per page
per item
per line
per cubic foot
per cubic foot
SPECIFICATIONS FOR VAULT STORAGE FACILITIES FOR SECURITY
MICROFILM AND MAGNETIC MEDIA
Security microfilm and magnetic media shall be stored in a free standing, single
tenant, concrete or masonry structure of Type 4 protected, non-combustionable
heavy resistant construction as specified by the Standard Buildina Code, SBCCI.
It shall meet or exceed the recommendations of the Florida Department of State
found in Public Records StoraQe Guildelines and shall be equipped with
intrusion and fire alarms, monitored 24 hours by UL approved agencies.
Documentation to verity present monitoring agreements must be attached to the
bid response.
SECURITY MICROFILM AND MAGNETIC MEDIA SERVICES
Vendor shall provide:
1. Media storage containers;
2. Pick-up and delivery via a bonded courier;
3. Computer indexing;
4. Access to records 24 hours a day, seven days a week;
5. A written, quarterly index of record holdings;
6. Destruction services in accordance with Rule Chapter 1 B-24, Florida
Administrative Code;
7. Inert gas fire suppression equipment;
8. Storage to meet or exceed requirements of Rule Chapter 1 B-26, Florida
Administrative Code;
9. Magnetic media transport containers shall be used for all pick-up and
deliveries of magnetic media.
10. A written statement of confidentiality from each applicable employee.
RetrievallRefile
Regular Business Hours
per item
Emergency/After Business Hours
per item
30
Delivery/Pick-up
Regular Business Hours
Emergency/After Business
Hours
Monthly Storage
Destruction Date Change
Permanent Deletion
Data Entry
Customer Delivery/Pick-up
Accession Fee
Computer Indexing
Destruction
31
per item
per item
per cubic foot
each
each
per line
per transaction
per item
per line
per cubic foot
SPECIFICATIONS FOR COMPUTER OUTPUT MICROFILM (COM)
and
SOURCE DOCUMENT MICROFILM SERVICES
Vendor shall provide:
1. 16mm source document, roll and jacket services w/blip and sequential
document numbers;
2. 35mm source document, roll and jacket services with sequential
document numbers;
3. Hard copy pick-up and preparation services;
4. 105mm COM Fiche recording;
5. Processing for all microforms;
6. Duplication services for all microforms;
7. Computer indexing for all microforms;
8. All microforms shall meet or exceed the requirements of Chapter 1 B-26,
Florida Administrative Code;
9. Hard copy destruction services in accordance with Chapter 1 B-24, Florida
Administrative Code,
10. Vendor will conduct and document appropriate resolution, density and
Methelyne Blue tests at intervals sufficient to ensure microfilm products meet or
exceed the requirements of Rule Chapter 1 B-26, Florida Administrative Code.
11. A written statement of confidentiality from each applicable employee.
All microfilm prices shall be for a finished product, to include processing.
16mm Planetary Filming
per Image
16mm Continuous Feed Filming
per image
35mm Planetary Filming
per image
Computer Output Microfilm
per original
32
Single Level Blip each
Sequential Number each
16mm Jacketing per jacket
35mm Jacketing per jacket
Fiche Duplication per duplicate
Computer Programming per hour
Computer Indexing per entry
Document Preparation per hour
16mm Diazo Duplication per 100 ft roll
35mm Diazo Duplication per 100 ft roll
Silver Duplication per 100 ft roll
COM form slides each
33
SPECIFICATIONS FOR ELECTRONIC IMAGING
Vendor shall provide document electronic imaging services in accordance with
Rule Chapter 1 B-26 of the Florida Administrative Code.
Scanning pages to Group IV Text
Image File
per image
OCR
per image
Mastering images to CR-ROM
per image
Indexing images via document
control number (bar code)
per image
Upload and index data to master
database
per entry per field
Complete Database index of
all images
per entry per field
Document Preparation
per hour
Viewing Software Stand Alone
each
Network
each
Search Software Stand Alone
each
Network
each
Software Installation
each
Software Training
each
34
SPECIFICATIONS FOR OPEN SHELF
LATERAL FILE UNITS
1 Starter and add on units as required.
2. 22 gauge, single entry.
3. 36" wide, 12" deep, and 76" high.
4. Baked enamel finish.
5. 2.0" base.
6. 8 shelves, 7 openings.
7. 4 post, with adjustable shelves.
8. 4 adjustable dividers per opening.
9. Each shelf to include a slotted back stop.
10. Wall mounts to be installed to prevent tipping of units, if required.
11. Price to include delivery and installation.
SPECIFICATIONS FOR FILE FOLDER
1. 11 point manila, with
2. full end, double tab,
3. letter size.
35
COMMISSION AGENDA
ITEM C
REGULAR
CONSENT X
INFORMA TIONAL
August 12. 1996
Meeting
MGR.!? JJ }1IDEPT
.
Authorization
REQUEST: City Manager requesting authority to enter into a contract with Florida Data
Bank, Inc. to perform Phase I of the Records Management Improvement
Program.
PURPOSE: The purpose of this agenda item is to acquire Commission authority for the City
Manager to initiate Phase I of the Records Management Improvement Program
for the Clerk's office.
CONSIDERA TIONS:
This agenda item is needed to authorize the initiation of Phase I in the three phase
program to modernize records management in the City.
During the budget discussion the Commission gave tentative approval of the three
phase Records Improvement Project with Phase I being initiated in the current
budget year.
The purpose of the Records Management Improvement Project is to make our
Clerk's Office the most efficient and technologically advanced commission
records organization in the State through modernization, automation and
centralization of records.
Page 1
The Records Management Improvement Project will result in the following:
a. A City wide filing index system.
b. A state approved document retention schedule.
c. Micro filing of all permanent records.
d. Digitized imaging of all mid range records.
e. Elimination of all records according to the approved retention schedule.
r Centralized filing system.
g. Off site storage of all permanent records.
h. A large reduction in current files and file space requirements.
There are three phases in the project that will be completed over four years.
Phase I
Phase II
Phase III
Master Plan
Records Reduction
Recovery Plan Phase
$ 3,990
64,500
22 000
$ 90,490
FUNDING:
The cost of Phase I will be funded from General Fund Reserve.
IMPLEl\'IENTATION SCHEDULE:
Phase I of the project will be initiated immediately upon Commission approval
and should be completed by September 30, 195:6
RECOMIVIENDA TION:
The City Commission authorize the City Manager to initiate Phase I of the
Records Improvement Project and enter into an agreement with Florida Data
Bank, Inc. In the amount of $3,990 to perform Phase I of the project.
A TTACH1\1ENTS:
1) Records Management Schedule
2) Florida Data Bank, Inc. Letter of April 26, 1996
3) Agenda Add-On D of April 22, 1996
4) Agenda Item I of March 25, 1996
COMl\'llSSION ACTION:
Page 2
RECORDS MANAGEMENT
Task ELM EY..N E:'LM ~ TOTAL
E.has.e. Requirements
I Complete Record? Management Study 4,000 4,000
II Complete Records Inventory 1,000 1,000
II Complete Records Destruction 1,500 1,500
II Complete Off-Site Storage of Inactive Records 8,000 8,000
II Microfilm Personnel Files 2,400 2,400
II Microfilm, Scan Minutes,Ordinances, Resolutions 2,500 2,500
II Purchase Optical Character Reader 1 ,400 1,400
II Microfilm Building Plans 1,700 1,700
II Implement Computer Output Microfilm 4,000 4,000 4,000 12,000
II Provide Records ManagementTraining 1,000 1,000 1,000 3,000
II Purchase Microfilm Reader/Printer 10,000 10,000
II Purchase Computer Output Microfilm Reader 3,000 3,000
II Implement City-wide Index System 5,000 5,000
II Microfilm Remaining Long Term Retention Records 5,000 5,000
II Procure Central Files Equipment 8,000 8,000
III Write Data Processing Recovery Plan 10,000 10,000
III Secure Site for D.P. Recovery System 12,000 12,000
4,000 36,500 23,000 27,000 90,500
Consultant Sel\lices 4,000 2,000 6,000 11,000 23,000
Records Services Management 20,100 9,000 4,000 33,100
4,000 22,100 15,000 15,000 56,100
Equipment Purchases 14,400 8,000 12,000 34,400
4,000 36,500 23,000 27,000 90,500
E a. So ':4 M.J. i I W o? :.s.. r.. I r I '-, ..
FDB
P.O. Box 7:17:'1
Winler Haven. Florida :.I3,'~R:j- 7:>7~
941-297.36YI
Fa:" !)41.2Y3-!i7t;.;
April 26: 1996
Mr. Ronald W. McLemore
City Manager
City of Winter Springs
1126 East S.R. 434
Winter Springs, FL 32708
Faxed to: (407) 327-6912
Dear Mr. McLemore:
Thank you for this opportunity to propose development of a
comprehensive records management plan for the City of Winter Springs. !
enjoyed meeting and talking with you and the other staff members, and am very
excited about the possibilities of helping you develop a plan for the City. I must
say, I am very impressed with the Seminar you conducted for the City Clerk and I
am very pleased that you invited me to attend. I'm sure the benefits of that
meeting will be visible for many years to come.
There is no question in my mind that a great deal can be accomplished
towards streamlining and economizing records management functions. I've
listed specific goals that I've learned over the years address the key results a
comprehensive records program should achieve:
1. retention and disposition of records In accordance with all state and
federal requirements:
2. management access to both active and inactive records in an accurate
and timely fashion (to include a filing system and consideration of imaging
potential);
3. retention of all records under secure conditions, preventing
unauthorized access by both employees and third parties;
4. protection of all records from physical calamity and decay;
5. provision for the timely destruction of records at the end of their
retention period in a secure manner;
6. conversion of long term retention records to microfilm;
1 he. inrl:'g-r;l[l:d .\ppro;\ch III Intllr'l:l;\riol1 :'v1.\!l;I~l"I\(':l1r.
-------.. - ." .. -.-.. -. '
.\I!';ll"\" . .\:..:."~~a _ llatlil:JOn' . BII..ln" .. (.ha\.::"u,n .. (,il1l'.:n'1:t::. - l)..l:l~=". f),..n\'I:I'
H.I:-:I' 'I ,': . HOll.',' 'I: . I<W II ,;1' ( :'1" . l.n, . \:l~<';"" . :-. <"., Y<lrk (:i,': - ( ):1:,\;\:\<1 . E.1.,r 11.1\'
t )r;:,\.I:'~(' \ 1I',lnt\'.. ()r!~U~{:" . P!lIl~lth'lplll~I" P:\I'("111'\.. t'f:I\:f.l"oH.:\.' . ";.l('~~111r"r1t(I" ~'''t Dic:!o
, ,"',ut f:.ll1l,:,,,'l'''' ~.I'I.J"''''. r.lI~~n.l" \\'..l..hil:~ttJ:t l) l , .. ',\ i,:'llll~(.)n
E l::r.. s ':' M 1:1. i I W o? ..=, f.. I r-I':" .
2
7. provision for disaster recovery; and
8. achievement of these goals in the most cost-efficient manner
avaiiable.
I do not mean to imply that many of these goals are not being addressed
now. I merely mean that a plan should exist and that the plan should address
these areas. Complete implementation of these goals is a long process. My
role as a consultant will be to describe the steps in priority order to achieve an
initial partial implementation, together with ongoing technical assistance to
achieve a complete implementation within the three year deadline you have
established as a goal. For instance, a full disaster recovery plan will require a
specialized consulting project for data processing and voice recovery and
another for business recovery. if you choose that route. However. vital records
protection is within the scope of my initial proposed report.
I propose to spend approximately two working days on site collecting
data, sampling key record collections and interviewing key personnel. I will
require a staff member both days to assist me with logistics. Prior to data
collection I'll discuss logistic requirements with the assigned staff member. I'll
also provide that staff member with a list of information I believe is best collected
by in-house personnel. May I suggest the appropriate staff member is the City
Clerk, Margo M. Hopkins.
I'll require approximately three to four weeks to review the data and write
the plan. The plan will describe in detail steps to be taken to achieve all eight
goals described above. Included will be specific recommendations and where
appropriate, bid specifications for implementation. I believe my twenty-three
years experience working with Florida Public Records (to include working with
six Florida Secretaries of State in the Records Program) will provide you an
exceptional product. Not only am I able to \Mite the plan. but unlike most
consultants. I will not then disappear unless you want me to. My company is
able to assist with full implementation, providing great consistency in the
program. If you allow me. I will transform the records program for the City of
Winter Springs into a state of the art, model program that will be the envy of
every municipality in Florida. Your ability to provide services to your clients will
dramatically improve. At the same time, in house user satisfaction will be
complete.
Perhaps you would like to discuss my performance with existing clients.
City Electric System, Key West. is well into the implementation of a similar plan
I've written for them. That agency claims a cost avoidance of $235,000.00 in just
one area as a result of my recommendations. The contact person is Ms. Susy
Pita, Records Management Liaison Officer, (305) 295-1023.
2
- .. -:
E .::J. s. .~ 1'1.::J. i I W -=- S. to in,=-o .
9g4574371:3
P.04
3
Florida Data Bank manages the records of Polk County School Board tc
include off-site storage, retrieval, files management, Computer Output Microfilm
16mm and 35mm source document filming and indexing, optical scanning,
system design, tape rotation, vital records protection and a wide range of
consulting services. We have created electronic images that provide OCR
search capabilities for their Minutes series. We have microfilmed over five
million images and processed thousands of cubic feet of records for them during
our four year relationship. They have also recently engaged me under a
consulting contract to write specifications for their main frame computer
operations. My expertise is very broad. The contact person is Mr. \/Ilard H.
Hurst, Assistant Superintendent, Division of Technological Services, (941) 534-
0693.
The client I've done the worst job for is the City of Edgewater. The City
Clerk, Susan J. Wadsworth can tell you how we correct our mistakes: (904)
424-2400. If you would like additional references. and I have many in all areas
of Florida Public Records management, please telephone me at the letterhead
telephone number, extension 302. I look forward to hearing from you.
My total fee for this service is $3,990.00 inclusive.
Sincerely,
. \ '
'. i I \",/
,'~-., .
:~ !!!~!t~ it! :'
/ '.~\!.:J\Je /1!' ,\-:,:i~v'-i
,-"". -, \. ' '
Steve M. Lewis
Vice-President - Government Sector'
3
'." ..~. ..,
... ...... ..... ....... ..... .........-.-
COMMISSION AGENDA
ADD-ON
REGULAR
CONSENT
INFO Rl\tIA TI ON AL X
ITEM D
April 22. 1996
Meeting
MGR JfWJlI /DEPT ~.ti-.
Authorization
REQUEST: City Clerk updating City Commission on City Clerk's Strategic Planning
Workshop which was held on April 19, 1996.
PURPOSE: To inform the City Commission of the City Clerk's Strategic Planning Workshop
which was held on April 19, 1996, to help the City Clerk in developing strategies
for increasing the efficiency and effectiveness of the operations of the City Clerk's
office.
CONSIDERA nONS:
The City Manager has challenged the City Clerk to develop the best and most
technologically advanced Clerk's office and Records Management System in the
State within five years and encouraged the Clerk to reach out to other Clerks in
the State for assistance in developing a plan for accomplishing this goal.
On March 25, 1996, staff provided the Commission with an informational item
advising the Commission ofa Strategic PaInning Workshop for the Clerk's Office
scheduled for April 19, 1996.
In attendance at the Workshop were: Grace Chewing, City Clerk for the City of
Orlando; Gerri Zambri, City Clerk for the City ofLongwood; Cindy Bonham, City
Clerk for the City of Oviedo; Marsha Stiller, Clerk of Court for Martin County
who is a member of the Florida Supreme Court Records Retention and Access
Sub-Committees; Steve Lewis, Consultant, from the Florida Data Bank, Inc., and
!vIr. Lewis' guest, Jim Dowling.
. ,
The workshop was a great success. Everyone reported they learned a great deal.
ISSUE ANALYSIS:
The issue is to help the City Clerk find the best and most effective way of planning
the records management for the City of Winter Springs and the best technical
system that is available in order for the City of Winter Springs to have the most
technologically advanced Clerk's office and records management system in the
State.
From the Information gained at this meeting, we have been able to establish a clear
direction involving the following steps:
Management Support
Strategic Plan
Inventory
Im p lementatio nIT raining
Disposal of Retention
Schedule Process and Disposal
Off-Site Storage
.Microfilm and Imaging
Establish an Agency Wide Filing System
Institute a Vital Records Retention Program
Develop and Implement Document Standards
Data Process Recovery Plan
At the next Commission Meeting staffwill be providing the Commission with a
three year plan to bring the City Clerk's Office into compliance with current law
and modem practice of records management with the assistance of a consultant.
RECOlVIlVIENDATION: None at this time
IlVIPLElYIENT A TION SCHEDULE:
A TTACHl\tIENTS:
1) Prior Commission item
2) Meeting outline
COiVIl\tIISSION ACTION:
0"
COMMISSION AGENDA
ADD ON
ITEM I
REGULAR
CONSENT
INFOR.J.v[A TION AL X
March 25. 1996
Meeting
MGR~0.~ /DEPT~.~
Authorization
REQUEST: City Clerk advising the Commission of the City Clerk's Strategic Plann,ing
Workshop being organized for the Clerk's office.
PURPOSE: The purpose of this informational item is to make the Commission aware of the
City Clerk's Strategic Planning 'Workshop planned for April 19, 1996.
CONSIDERA nONS:
The City Manager has challenged my office to become the best and most
technologically advanced municipal records management organization in the State
within 5 years.
The purpose of the meeting is to share ideas with Clerks who have developed
good records management systems that can be used to develop a plan of action for
reaching this goal.
This workshop will be very much like the very successful workshop we had on
Information Systems last month that resulted in us developing a clear direction and
consensus for development of an information management system in the City.
As with th~ Infonnation System Workshop, there is no cost for this workshop
other than the reimbursement of millage for the participants and lunch.
FUNDING: The cost for this workshop should be less than $500.00 and will be charged to the
City Clerk's budget, line code 1210-54300 - Promotional Expense.
..'" l:-
IiYIPLEiYIENT A TION SCHEDULE:
Following the workshop I will compile a 5 year plan. The plan will be submitted
to the Commission as an informational item after approval by the City Manager.
RECOi\'fiYIENDA TION:
The Commission accept this informational item and provide any comments the
Commission deems appropriate.
ATTACHiYIENTS:
1. Letter to be sent out to the workshop participants. .
2. Copy of the 'Workshop Agenda.
COi\'IlVIISSION ACTION:
~ ..1 '-
Reeular Meetine City Commission
Aueust 12. 1996
95-96-23 Paee 3
CONSENT AGENDA
Land Management Division
A. Requesting commission approval which will grant the City Manager authority to execute a blanket
distribution easement agreement in favor of Florida Power Corporation for that entire property where
the new Police Station will be located in order to provide power to the building. PURPOSE: to grant
the City Manager authority to execute a blanket distribution easement agreement in favor of Florida
Power Company for that entire property where the new Police Station will be located.
Public Works Department
B. Requesting authorization to execute Supplement #2 to Amendment 45 for Consulting Engineering
Services - Traffic Engineering and Planing Services. PURPOSE: to request authorization to execute
Supplement #2 to Amendment 45 Consulting Engineering Services for Traffic Engineering Services
to update the Traffic Circulation Element of the Comprehensive Plan with Conklin, Porter & Holmes
Engineers, Inc.
. , .0" '. ~~.
.;"qry Miulagei~i::
";' ':G:~).~equesting authority to enter into a contract with Florida Data Bank, Inc., to perform Phase I of
the Records Management Improvement Program. PURPOSE: to acquire Commission authority for
the City Manager to initiate Phase I of the Records Management Improvement Program for the
Clerk's office.
Commissioner FelTing had a question on Item C regarding the dollar amounts. Mayor Bush also had
a question on Item C regarding microfilming vs. laser technology. Manager McLemore spoke
regarding the "life span" of laser technology vs. microfilming.
Mr. Steve Lewis, Vice President of the Government Sector for Florida Data Bank, spoke regarding
micro filming vs. laser technology regarding permanent retention.
Commissioner McLeod had questions on Item B. Commissioner McLeod mentioned a typo on
Exhibit 1 "above" should be "below" and also 3.2.3 says the information is below in 3.2.5, but
looking at 3.2.5 - is blank. Manager McLemore said we can pull this item and bring it back or the
Commission can give him the latitude to just fix the above. Commissioner McLeod said his other
question is Exhibit 2, if we previously had $36,000 authorized on Amendment 45, why at the same
time wasn't the Commission told about the additional 10,000; 4,000 and 3,000 (17,000) by the
consultants. Manager McLemore stated that it was thought that that information was available from
prior studies that had been done, we cannot produce that information from the old Tipton studies.
Manager McLemore stated that he, the City Attorney and Kip Lockcuff (p.W.fUtility Director) have
done extensive work with the various engineering firms in trying to locate that information and we
cannot locate it, therefore, we are going to have to regenerate it. Manager McLemore stated that
they have been told that the age ofthat information would probably render it obsolete even if we had
it. Discussion. McLemore stated that the information is needed for the reevaluation of the impact
fees and this modeling is required in order to revaluate the impact fees. McLemore stated that the
purpose of the project is not to do a model, the purpose of the project is to reestablish new rates for
the City's impact fees.
.~, '"~
Reswlar Meeting: City Commission
Aug:ust 12. 1996
95-96-23 Pag:e 4
Attorney Kruppenbacher said if the Commission approves the Consent Agenda, he asked that the
motion says that it is adopting the following: The distribution easement will be an agreement for the
distribution of electric energy and service, there is no authority being granted by this City to place any
communication services or facilities on the easement property without the prior consent of the City.
ACTION: Motion was made by Commissioner Ferring to approve the Consent Agenda
including the Attorney's statement (above). Seconded by Commissioner LangeIJotti.
Discussion. Vote: Commissioner Femng: aye; Commissioner Langellotti: aye; Commissioner Gennell:
aye; Commissioner McLeod: aye. Motion passes.
INFORMATIONAL AGENDA )
Land Management Division
A. Updating the Commission on the construction progress of the Public Safety Complex. PURPOSE:
to update the Commission on the status of the Public Safety Complex as of July 22. 1996:
Motion was made by Commissioner Ferring to accept Item A on the Informational Agenda.
Seconded by Commissioner McLeod. Discussion. Vote: Commissioner Langellotti: aye;
Commissioner Gennel1: aye; Commissioner McLeod: aye; Commissioner Ferring: aye. Motion
passes.
REGULAR AGENDA
Parks and Recreation Department
A. Requests that the City Commission review information regarding the "Seminole County
Greenways Trails & Bikeways- Conceptual Master Plan" and the proposed recommendation for
addressing the development of a "Trails and Bikeways Conceptual Master Plan" for the City of
Winter Springs. PURPOSE: to update the Commission on the "Seminole County Greenways Trails
& Bikeways- Conceptual Master Plan" for the City of Winter Springs:
Don Wilson, Parks and Recreation Director and Ben Griffith, Seminole county Planner gave a
presentation.
Mr. Wilson stated in October 1995 the Commission appointed him to the Cross Seminole Trails Task
Force and said the Task Force is made up of24 people and started meeting in November 1995 and
have met every month since that time. Mr. Wilson said he feels the Task Force has come up with a
very good product, a positive product of Seminole County. Mr. Wilson stated that the Task Force
will continue to meet for at least the next 6 to 8 months regarding the overall conceptual master plan.
Mr. Wilson also stated that the Chairman of the Task Force, Mr. Grey Wilson is present along with
about 1/3 of the Task Force are also present.
Mr. Wilson said they are present tonight for two reasons, 1) to give the Commission a brief overview
of the Seminole County Rails to Trails Master Plan; 2) to get the Commission's direction regrading
the Parks and Recreation Department's recommendation regarding getting the City's plan developed
so that they can "many" into Seminole County's plan.
Mr. Ben Griffith, Seminole County Planner, gave the Commission an over view of the Master Plan.
Mr. Griffith said there are three major components of a Trail and Greenway System: 1) recreation -
. . ..... .
'~'. .
-'
"", "
, .
/
\
State of Florida
GENERAL RECORDS SCHEDULE
FOR
STATEANDLOCALGOVERNMENTAGENC~S
(SCHEDULE GS1)
,
Depa~ment of State
Sandra B. Mortham
Secretary of State
Division of Library and Information Services
Records Management Program
The Capitol
Tallahassee, Florida 32399-0250
(904)487-2180 Suncom 277-2180
I
'1
TABLE OF CONTENTS
General Information and Instructions
I. Statutory Authority
II. Determining Retention Requirements
III. Scheduling and Disposition of Public Records
IV. Instructions for Completing the
Records Disposition Request Form III
GENERAL RECORDS SCHEDULE GS1 1
Cross Reference by Title 67
GENERAL RECORDS SCHEDULE GS1
General Information and Instructions
I. STATUTORY AUTHORITY
This General Records Schedule is issued by the Department of State. Division of Library and Information
Services. Bureau of Archives and Records Management in accordance with the statutory provisions of
Chapters 119 and 257. Florida Statutes.
Chapter 119. F.S.. defines "public records" in terms of physical characteristics: and in legal and/or official
documentation relationships. it also defines "agency:' providing an inclusive listing of state. local and
special government officials and organizational elements subject to laws and regulations pertaining to public
records. In addition. the Chapter establishes the legal basis for the custody and disposal of public records
and for public access to these records.
Chapter 257. F.S.. establishes the State's Records Management and Archives Program under the direction of
the Division of Library and Information Services. Department of State: it specifically provides for a system
for the scheduling and disposal of public records. The Chapter also authorizes the Division to establish and
coordinate standards. procedures. and techniques for efficient and economical record making and keeping.
II. DETERMINING RETENTION REQUIREMENTS
In determining the retention requirements of public records. four values must be evaluated to assure that the
. records will fulfill their reason for creation and maintenance. These are the administrative. legal. fiscal and
the historical value. These four values have been considered in depth to detennine the retention requirement
of the records listed herein.
III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS
The procedures for scheduling and disposal of public records. applicable to all agencies. consist of two
separate but related actions:
A. Establishing a Records Retention Schedule - A .schedule describing the records and setting the
retention period is required for each record series. or type. of record. This detemlines officially the
length of time that the record series must be retained to meet retelllion requirements.
I. General Records Schedules establish disposition standards for records common to several or all
government agencies. The records covered by these schedules pertain to both administrative and
program functions of the agencies. General Records Schedule GS I is applicable to administrative
records only and may be used by any state or local government agency. All other General Records
Schedules are applicable to program records of specific functional organizations which may have
unique retelllion requirements. These genera] records schedules ha\'e been designed to complement
each other to cover as many administrative and program records as possible. For example: While
the General Records Schedule GS I will contain retention requirements for the general
administrative and routine business records for government agencies. Law Enforcel~lent agencies
should refer to the General Records Schedule GS2 to obtain retention requirements for records
unique to law enforcement operations. Such records would obviously include criminal investigative
records. traffic citation records. and inmate records. Should duplicate records series be listed in
two general records schedules. the retention requirements contained in the program schedule shall
take precedence. In other words. if a record series is contained in both the GS I and the GS2. law
enforcement agencies should abide by the retention requirements cited in the GS2. The retention
period stated in the applicable schedule is the MINIMUM time a record is to be maintained. If two
or more record series are filed together. the combined file must be retained through the longest
retention period of those records. A General Records ScheduJe" eliminates the need for the creation
and submission of an individual Records Retention Schedule. Form LS5EI05. However. an agency
desiring a lesser retention period than th~t stated in a General Records Schedule must apply for the
establishment of an individual agency retention schedule with proper justification.
fi'C"' '.
t.
2. Individual Records Schedules are established when the agency submits a Records Retention
Schedule. Fonn LS5EI05. to the Division of Library and Information Services and receives
approval from the Division. Once an official retention value has been established for a record
series. records in the series are eligible for disposal action when they have met the retention
requirements. The schedule remains effective until there is a change in series content or other
factors are introduced which would affect the initial approved retention period. at which time a new
individual records schedule should be submitted for approval.
B. Obtaining Disposition Authorization - When records have met retention requirements established by a
General Records Schedule or an individual agency retention schedule. an agency may initiate disposition
action by submitting a Records Disposition Request. Form LS5E I 07. to the Division. Rule I B-
24.010(3). Florida Administrative Code. however. states that "records with a retention of "obsolete.
superseded or administrative value is lost" are not required to be submitted on a Records Disposition
Request prior to disposal." The request. when approved by the Division. authorizes the disposition of
the listed records. It also serves as a certificate of records destroyed when signed by an agency official.
The request must be submitted and approved before actual disposition is carried out. The request
assures that there is no premature destruction of records. or that records to be destroyed do not have an
immediate or urgent value beyond the original retention period.
It["'." . :
V
Full instructions for disposal procedures and completing the Records Disposition Request. Form LS5E I 07
are provided on the next page and in the Basics of Records Management handbook.
II
IV. Instructions for Completing
the Records Disposition Request Form
STEP 1. NUMERIC SEQUENCE OF THE DISPOSITION REQUEST
Indicate the schedule or request number in the box in the upper right corner. This number is your tracking
and audit trail number. and the maintenance of the numeric sequencing of the disposition requests and the
assignment of this number is the responsibility of the RNU-O. It is, important for filing and tracking purposes
that the disposition requests be maintained in numerical order.
STEP 2. IDENTIFICATION INFORMATION AND AGENCY CERTIFICATION
In the numbered spaces 1-6. identify the agency and the person submitting the disposition request. Space 6
must contain an authorizing signature, date. name. and title for tlle request to be processed.
STEP 3. LISTING OF RECORDS SERIES TO BE DESTROYED
Space 9 refers to the entire lower half of the fonn. It is here that you should identify each of the records
series that you are seeking approval to destroy. For each line item. you should identifY the schedule number
(GS 1. for example). the item number (# 18a). and the exact title of the records that corresponds to this
schedule and item number (Correspondence: Routine). Please use the title indicated in the General Schedule
you are using. This prevents confusion during the process of approval. You then identify the date range of
the records tl1at you would like to destroy (0 I/O 1/91 - 12/31/92). Fina1ly. you should identify the number of
cubic feet occupied by the records. If you need help in determining this number. there is a conversion chart
available in Appendix C of the Basics of Records Management Handbook. At this point. the Records
Disposition Request fonn is complete. The fonn should be mailed to the address that appears on the front of
the fonn.
HELPFUL HINT I: A disposition request need not be submitted to the Bureau of
Archives and Records Management if the records being destroyed have a retention value
that requires them to be retained only until they are obsolete. superseded. or
administratively useless. Such "OS A" records can be destroyed by agencies as soon as the
records have served their purpose. Please refer to Rule IB-24. Florida Administrative
Code. for further details.
HELPFUL HINT 2: If you are submitting several line items. you can significantly
increase the turnaround time if you will group records series together in chronological
order. In other words. place a1l the Routine Correspondence you have together. identifying
relevant dates from earliest to latest. You can tllen proceed to identify the next record
series and the relevant date range for the records in that series. This will substantially
improve our ability to process your request correctly and efficiently.
Upon receipl of your request. the Records Management Analysts on staff will process your fonn. If the
Analysts encounter a difficulty during the approval process. someone. wi1l call you to discuss tlle problem and
to suggest a possible remedy. The fonn wi1l then be returned to you either approved. disapproved. or
approved with corrections. This is your official approval to proceed with the disposition of the records
indicated on this fonn. If you have any questions. you should call the Bureau for clarification.
III
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
t:'
ACCESSION RECORDS: LIBRARY Item# 77
This record series consists of a listing of books, periodicals, filmstrips, film and
other materials assigned, added or available at the' library including cards and
printouts. See also "LIBRARY SHELF LIST."
RETENTION:
a) Record copy. Retain for life of material.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ACCIDENT RECORDS: FATALITY Item# 78
This record series consists of traffic accident reports, general correspondence and
property receipts concerning a fatality accident. The traffic accident report includes
information on vehicles involved, occupants, time, and circumstances. See also
"ACCIDENT RECORDS: NON-FATALITY," "INJURY REPORTS," and/or
"WORKER'S COMPENSATION RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. R~tain until obsolete, superseded or administrative value is lost.
~'!!''''
',"-,.;jl
" .
ACCIDENT RECORDS: NON-FATALITY Item# 79
This record series consists of traffic accident reports, general correspondence and
property receipts concerning a non-fatality accident. The traffic accident report
includes information on vehicles involved, occupants, time, and circumstances.
See also "ACCIDENT RECORDS: FATALITY," INJURY REPORTS," and/or
"WORKER'S COMPENSATION RECORDS."
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ACCOUNTS PAYABLE/RECEIVABLE RECORDS: SUMMARY Item# 225
This record series consists of documentation of receipts and disbursements in
summary. Records include the vendor name, vendor invoice and number, date of
invoice, warrant number, date of warrant and the amount of the warrant. See also
"ACCOUNTS PAYABLE/RECEIVABLE RECORDS:SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. 10 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
1
4!96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
ACCOUNTS PAYABLE/RECEIVABLE RECORDS: SUPPORTING DOCUMENTS
Item# 121
This record series consists of documentation of receipts and disbursements and
the individual items leading to the summary information: Records include the
vendor name, vendor invoice and number, date of invoice, warrant number, date of
warrant and the amount of the warrant. See also "ACCOUNTS PAYABLE /
RECEIVABLE RECORDS: SUMMARY."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ADMINISTRATIVE CONVENIENCE RECORDS Item# 2
This record series consists of a subject file, generally filed alphabetically, which is
located away from the official files, such as in the Director's and other supervisory
offices. The file contains DUPLICATES of correspondence, reports, publications,
memoranda, etc., and is used as a working file or reference file on subjects which
are currently significant or which may become significant in the near future. The
material filed in this series is NOT the official file or record copy but is maintained
for the convenience of the officials in carrying out their elected or appointed duties.
RETENTION:
a) Record COpy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ADMINISTRATIVE SUPPORT RECORDS Item# 3
This record series consists of records accumulated relative to internal
administrative activities rather than the functions for which the office exists.
Normally, these records document procedures; the expenditure of funds, including
budget material; day-to-day management of office personnel including training and
travel; supplies, office services and equipment requests and receipts and other
recorded experiences that do not serve as official documentation of the programs
of the office. However, because the content of these records vary so greatly in
content and value (containing some duplicates and record copies), a relatively
large proportion of them are of continuing value and may be subject to the audit
process. Note: Reference a more applicable records series first if one exists.
"These records may have archival value." .
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
2
496
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
,p.-....
. ,
T
ADMINISTRATOR RECORDS: PUBLIC OFFICIALS/AGENCY HEADS Item# 122
This record series consists of office files documenting the substantive actions of
elected or appointed officials and/or the agency head. These records constitute
the official record of an agency's performance of its' functions and formulation of
policy and program initiative. This series will include various types of records such
as correspondence; memoranda; statements prepared for delivery at meetings,
conventions or other public functions that are designed to advertise and promote
departmental programs, activities and policies; interviews; and reports concerning
agency program development and implementation. The filing of these materials
together in a central unified file is encouraged. In addition, state agencies may
wait until the completion of term before offering files to the Florida State Archives.
"These records may have archival value."
RETENTION:
a) Record copy. 10 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ADVERTISEMENTS: JOB (DISCRIMINATION CHARGES FILED) Item# 80
This record series consists of advertisements to inform eligible job seekers of
openings for available job vacancies. Notices include position number, position
title, monthly salary range, job location, minimum qualifications brief description of
duties, where to apply for a job and special instructions. This records series
applies only to those advertisements where discrimination charges were filed. See
also "ADVERTISEMENTS: JOB (NO DISCRIMINATION CHARGES FILED)."
RETENTION:
a) Record copy. 180 days after settlement.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
.(/"",
.~'
ADVERTISEMENTS: JOB (NO DISCRIMINATION CHARGES FILED) Item# 81
This record series consists of advertisements to inform eligible job seekers of
openings for available job vacancies. Notices include position number, position
title, monthly salary range, job location, minimum qualifications, brief description of
duties, where to apply for a job and special instructions. This records series
applies only to those advertisements where no discrimination charges were filed.
See also "ADVERTISEMENTS: JOB (DISCRIMINATION CHARGES FILED)."
RETENTION:
a) Record copy. 180 days after expiration of announcement.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
3
4'9(,
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
ADVERTISEMENTS: LEGAL Item# 25
This record series consists of advertisements which have appeared in newspapers
or in the "Administrative Weekly" on matters pertaining to the agency and other
legal ads which mayor may not indirectly affect the agency; i.e., bid invitations for
construction jobs, public hearings or notices, public sales. See also "BID
RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BID, "BID RECORDS:
CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS" BID RECORDS: NON-
CAPITAL IMPROVEMENT."
RETENTION:
a) Record copy. 5 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AFFIRMATIVE ACTION RECORDS Item# 82
This record series consists of copies of reports submitted to the Equal Employment
Opportunity Commission (EEOC) per their requirements for the agency's
affirmative action plan. It may also include discrimination complaints,
correspondence and investigative papers pertaining to the agency's affirmative
action plan. See also. "EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE
REPORTS," and/or "MINORITY CERTIFICATION RECORDS."
RETENTION:
a) Record copy. 2 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AGREEMENTS: CAPITAL IMPROVEMENT Item# 64
This record series consists of legal documents, correspondence, reports, etc.,
relating to negotiation, fulfillment and termination of capital improvement
agreements to which the agency is a party. "Capital improvements" shall mean
enhancement to buildings, fixtures and all other improvements to land. In addition,
it includes agreements with architects, engineers, builders, and construction
companies. See also "AGREEMENTS: NON-CAPITAL IMPROVEMENT,"
"CONTRACTS: CAPITAL IMPROVEMENT," "CONTRACTS: NON-CAPITAL
IMPROVEMENT," "LEASES: CAPITAL IMPROVEMENT," "LEASES: NON-
CAPITAL IMPROVEMENT" and/or "LEASES: REAL PROPERTY."
RETENTION:
a) Record copy. 15 years after completion or termination of contract provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
4
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
f:F~:'
ll'.. .'
. '.
. .:
AGREEMENTS: NON-CAPITAL IMPROVEMENT' Item# 65
This record series consists of legal documents, correspondence, reports, etc.,
relating to negotiation, fulfillment and termination of non-capital improvement
agreements to which the agency is a party. In addition, it includes the various
agreements entered into for goods and services and includes the purchase of gas,
fuel oil and annual purchases of inventory maintained items. See also
AGREEMENTS: CAPITAL IMPROVEMENT," "CONTRACTS: CAPITAL
IMPROVEMENT," "CONTRACTS: NON-CAPITAL IMPROVEMENT," "LEASES:
CAPITAL IMPROVEMENT," "LEASES: NON-CAPITAL IMPROVEMENT" and/or
"LEASES: REAL PROPERTY."
RETENTION:
a) Record copy. 5 fiscal years after completion or termination of contract provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ANIMAL CONTROL RECORDS: DOMESTIC Item# 234
This record series consists of copies of applications, registrations, licenses, ~
violation notices, Health Department correspondences, tag receipts and other ~
pertinent information regarding animal control.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPLICATIONS: EMPLOYMENT (NOT HIRED) Item# 24
This record series consists of all applications for employment received from
individuals seeking employment but were not hired. These files may contain the
applications for employment, resumes, correspondence, physical exams, test
scores, background investigations and other supporting documentation. See also
"EMPLOYMENT ELIGIBILITY RECORDS" and/or "EMPLOYMENT
EXAMINATION RECORDS." .
RETENTION:
a) Record copy. 2 years after application deadline.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
5
4;96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
APPLICATIONS: LEAVE OF ABSENCE Item# 5
This record series consists of a request from each permanent employee
documenting any deduction from the employee's sick, annual, and administrative
leave and personal holiday. This information is compiled on the permanent
Attendance and Leave Report and is filed alphabetically by employee and therein
chronologically. See also "ATTENDANCE RECORDS: OPsrrEMPORARY
EMPLOYMENT," "LEAVE RECORDS," and/or "LEAVE INDEX RECORDS."
RETENTION:
a) Record copy. 1 year provided posted to applicable leave balance report and
provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPRAISALS: LAND PURCHASES (NOT PURCHASED) Item# 164
This record series consists of documents pertaining to land not purchased by an
agency of local government and all supporting documents. See also
APPRAISALS: LAND PURCHASES (PURCHASED)."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPRAISALS: LAND PURCHASES (PURCHASED) Item# 172
This record series consists of documents pertaining to land purchased by an
agency of local government and all supporting documents. See also
"APPRAISALS: LAND PURCHASES (NOT PURCHASED)."
RETENTION:
a) Record copy. Retain as long as agency retains property.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY DRAWINGS
Item# 204
This record series consists of those graphic and engineering preliminary drawing
records that depict conceptual as well as precise measured information essential
for the planning and .construction of facilities. See also "BUILDING PLANS:
COMMERCIAL." .
RETENTION:
a) Record copy. Retain until completion and acceptance.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
6
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
f'~'
~...
,. ":
.
.....
ATTENDANCE RECORDS: Item# 6
This record series consists of attendance and leave reports for each employee for
each pay period. See also "ATTENDANCE RECORDS: OPSfTEMPORARY
EMPLOYMENT," "LEAVE INDEX RECORDS" andior "LEAVE RECORDS."
RETENTION:
a) Record copy. 2 years provided posted to 'Employee Leave Index Records'
provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ATTENDANCE RECORDS: COMMITTEE Item# 209
This record series consists of attendance records for committee meetings. See
also" LEAVE RECORDS," and/or "LEAVE INDEX RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ATTENDANCE RECORDS: OPSITEMPORARY EMPLOYMENT Item# 7
This record series consists of Other Personnel Services (O.P.S.) employees' time
cards and a compilation of those time cards. See also "APPLICATIONS: LEAVE
OF ABSENCE," LEAVE RECORDS," LEAVE INDEX RECORDS," and/or "TIME
CARDS: OPSfTEMPORARY EMPLOYMENT."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~I
W
AUDITS: AUDITOR GENERAL Item# 8
This record series consists of an annual report issued by the Auditor General to
establish the position of the agency being audited against its standard of
performance. These records are created pursuant to Florida Statutes Section
11.45. See also "AUDITS: INDEPENDENT," "AUDITS: INTERNAL," "AUDITS:
STATE/FEDERAL" and/or "AUDITS: SUPPORTING DOCUMENTS."
uThese records may have archival value."
RETENTION:
a) Record copy. 10 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~~.
7
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
AUDITS: INDEPENDENT Item# 56
This record series consists of a report issued by an independent auditor to
establish the position of the agency being audited against its standard of
performance. The audits may be instigated by any agency, organization or internal
management. These records are created pursuant to Florida Statutes Section
11.45. See also "AUDITS: AUDITOR GENERAL," "AUDITS: INTERNAL,"
"AUDITS: STATE/FEDERAL" and/or "AUDITS: SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. 10 fiscal years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AUDITS: INTERNAL Item# 73
This record series consists of a report issued by an internal auditor to establish the
position of the agency being audited against its standard of performance. The
audits may be instigated by any agency, organization or internal management.
These records are created pursuant to Florida Statutes Section 11.45. See also
"AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," "AUDITS:
STATE/FEDERAL" and/or "AUDITS: SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits' have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AUDITS: STATE/FEDERAL Item# 83
This record series consists of a report issued by a federal or state auditor to
establish the position of the agency being audited against its standard of
performance. The audits may be instigated by any agency, organization or
internal management. These records are created pursuant to Florida Statutes
Section 1.45 (6)(d)(7). See also "AUDITS: AUDITOR GENERAL," "AUDITS:
INDEPENDENT," "AUDITS: INTERNAL" and/or "AUDITS: SUPPORTING
DOCUMENTS." uThese records may have archival value."
RETENTION:
a) Record copy. 10 fiscal years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
8
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
e~":.
,
";,t. .
AUDITS: SUPPORTING DOCUMENTS Item# 57
This record series consists of the documentation and supporting documents used
to develop the audit report with all bills, accounts, records and transactions. The
audit may be instigated by any agency, organizatio'n or internal management. See
also "AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," "AUDITS:
INTERNAL" and/or "AUDITS: STATE/FEDERAL"
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BAD CHECK RECORDS Item# 9
This record series consists of an itemization of bad checks received. See also
"CHECKS: CANCELED," "CHECKS: STUBS," "CHECKS: LOGS," "CHECKS:
REGISTERS," and/or "STOP PAYMENT REQUESTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
fr'..
~
BALANCE SHEETS Item# 176
This record series consists of balance sheets that contain information as to what
money was collected for, the amount collected, and the date.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BANK ACCOUNT AUTHORIZATION RECORDS Item# 84
This record series consists of an authorization to maintain a bank account and
who is authorized to sign off on the account.
RETENTION:
a) Record copy. 1 year after superseded by new authorization provided applicable
audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
9
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
BANK STATEMENTS: RECONCILIATION Item# 85
This record series consists of monthly statements of bank accounts to show debits,
credits and cash balance in the account.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BARGAINING RECORDS: CONTRACTS Item# 201
This record series consists of articles of the contract between the agency and the
labor organization. See also "BARGAINING RECORDS: SUPPORTING
DOCUMENTS" and/or "PUBLIC EMPLOYEE RELATION FILES."
,
RETENTION:
a) Record copy. 5 fiscal years after expiration or cancellation of contract.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BARGAINING RECORDS: SUPPORTING DOCUMENTS Item# 87
This record series consists of supporting material between agency and the labor
organization. See also "BARGAINING RECORDS: CONTRACTS," and/or
"PUBLIC EMPLOYEE RELATION FILES."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item# 70
This record series consists of information relative to the processing and letting of
capital improvement successful bids including legal advertisements, "Requests for
Proposal," technical specifications, correspondence, "Invitations to Bid," bid
tabulations and bid responses. "Capital Improvements" shall mean enhancement
to buildings, fixtures and all other improvements to land. See also "BID
RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS" and/or "BID
RECORDS: NON-CAPITAL IMPROVEMENT."
RETENTION:
a) Record copy. 15 years after awarded provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
10
4.96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
f)
BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item# 71
This record series consists of information relative to the processing and letting of
capital improvement unsuccessful bids including le~al advertisements, "Requests
for Proposal," technical specifications, correspondence, "Invitations to Bid," bid
tabulations and bid responses. "Capital Improvements" shall mean enhancement
to buildings, fixtures and all other improvements to land. See also "BID
RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS" and/or "BID
RECORDS: NON-CAPITAL IMPROVEMENT"
RETENTION:
a) Record copy. 5 fiscal years after awarded provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BID RECORDS: NON-CAPITAL IMPROVEMENT Item# 72
This record series consists of information relative to the processing and letting of
successful and unsuccessful non-capital improvement bids including legal
advertisements, "Requests for Proposal," technical specifications,
correspondence,"lnvitations to Bid," bid tabulations and bid responses. See also
"BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS" and/or "BID
RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS."
RETENTION:
a) Record copy. 5 fiscal years after awarded provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
(,
.,j
BIOGRAPHICAL FILES Item# 190
This record series consists of vitaes, biographies, photographs and newspaper
clippings of employees.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
'-
11
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
BONDS AND BOND INTEREST COUPONS Item# 226
This record series consists of receipts and certificates of payment signed and
sealed by the official or paying agent. Also, bonds and coupons include identifying
date, number of each bond, and quality and value of bond by maturity. In
connection therewith, paid bonds and bond interest coupons may be disposed of
by incineration, shredding or otherwise provided that the governing body keeps
the receipts and certificate of payment signed and sealed by the official or paying
agent charged with the responsibility for the payment. See also BONDS:
REGISTERS."
RETENTION:
a) Record copy. Retain until paid, exchanged or transferred.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BOND RESOLUTIONS Item# 191
This record series consists of reports of principal, interest, paying agents and
reports. This series documents legal agreements made to finance buildings.
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BUDGET RECORDS: APPROVED ANNUAL BUDGET Item# 58
This record series consists of the approved annual budget and its amendments
are filed chronologically. See also "BUDGET RECORDS: SUPPORTING
DOCUMENTS," "These records may have archival value."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BUDGET RECORDS: SUPPORTING DOCUMENTS Item# 88
This record series consists of any supporting documentation supporting budget
matters and is filed chronologically. See also "BUDGET RECORDS: APPROVED
ANNUAL BUDGET."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audifs have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
12
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
~"\
\.1' ,
~~..- '
BUILDING PLANS: COMMERCIAL Item# 216
This record series consists of graphic and engineering records that depict
conceptual as well as precise measured information essential for the planning and
construction of commercial buildings. See also "ARCHITECTURAL PLANS /
SPECIFICATIONS: PRELIMINARY DRAWINGS."
RETENTION:
a) Record copy. Retain for life of structure.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CABINET AFFAIRS FILES Item# 11
This record series consists of the Cabinet agendas, back-up materials and minutes
and any other information received from any office on all subject matters relating to
a Cabinet agenda item or a potential agenda item. Note: This record series does
not include the Secretary of State's official record of the Cabinet agendas and
minutes. See also "MINUTES: OFFICIAL MEETINGS (TRANSCRIPTS)
"MINUTES: OFFICIAL MEETINGS (AUDIONISUAL RECORDINGS)," and/or
"MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)." "These
records may have archival value. " C
RETENTION:
a) Record copy. 5 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CALENDARS Item# 89
This record series consists of a calendar showing official daily appointments and
meetings.
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CASH COLLECTION RECORDS: DAILY Item# 90
This record series consists of daily cash listings and transaction tapes. See also
"CASH RECEIPT/REPORT RECORDS", "DEPOSIT SLIPS," and/or "RECEIVING
REPORTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
.
13
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
CASH RECEIPT LISTINGS: FEDERAL REVENUE SHARING Item# 130
This record series consists of cash receipts/reports and listings for federal revenue
sharing programs. See also "PROJECT FILES: FEDERAL," and/or "VOUCHERS:
FEDERAL PROJECT PAID."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CASH RECEIPT/REPORT RECORDS Item# 12
This record series consists of a copy of each receipt written for cash which is
numbered sequentially and used to balance for cash deposits. See also "CASH
RECEIPT/REPORT RECORDS: DAILY," "DEPOSIT SLIPS" and/or "RECEIVING
REPORTS. "
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CASH REGISTER TAPES Item# 179
This record series consists of output media generated by an electronic cash
register or electronic device. It includes tapes of daily cash or check transactions
and may include refunds or rebates.
RETENTION:
a) Record copy. 2 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CEMETERY RECORDS Item# 235
This record series consists of each burial showing the date of burial and name of
person buried, together with lot, plot, and space in which the burial was made.
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
14
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
~- '.
.'-
CERTIFICATION FORWARD DOCUMENTS Item# 13
This record series consists of lists of encumbrances to be applied against certified
forward money which is money brought forward from the previous fiscal year for
goods and services which were not received until the current fiscal year. See also
"ACCOUNTS SUPPORTING DOCUMENTS: SAMAS" and/or ENCUMBRANCE
RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHARTERS, AMENDMENTS, BYLAWS AND CONSTITUTIONS Item# 207
This record series consists of documents setting forth the aims and principles of
an organization, by which an organization is authorized or establishing the
makeup of an organization. See also "PROCLAMATIONS/RESOLUTIONS."
"These records may have archival value."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost. (])
CHECKS: CANCELED Item# 91
This record series consists of canceled checks issued for authorized payments or
refunds. This may include the electronic transfer of funds. Retention is consistent
with Florida Statute Chapter 95.11 (2)(b). See also "BAD CHECK RECORDS,"
and/or "STOP PAYMENT REQUESTS."
RETENTION:
a) Record copy. 5 fiscal years provided applicable audits have been released.
b) Duplicates_ Retain until obsolete, superseded or administrative value is lost.
CHECKS: LOG Item# 192
This record series consists of a listing of checks either received or dispersed. See
also "BAD CHECK RECORDS," and/or "STOP PAYMENT REQUESTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
15
4:9(,
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
CHECKS: REGISTERS Item# 92
This record series consists of a register of all checks issued which includes check
number, date, amount, individual or vendor, and purpose. See also "BAD CHECK
RECORDS," and/or "STOP PAYMENT REQUESTS." .
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHECKS: STUBS Item# 93
This record series consists of check stubs for all checks written against the
accounts administered by the agency. The stubs contain information relating to the
amount of the check, to whom the check was issued, the purpose of the check, the
date and the check number. Also contained on the stub is the remaining balance
after the check is written and the amount of the deposits when made. See also
"BAD CHECK RECORDS," and/or "STOP PAYMENT REQUESTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain. until obsolete, superseded or administrative value is lost.
CLASS SPECIFICATION RECORDS Item# 14
This record series consists of information describing each class specification and
may include minimum qualifications. See also "POSITION DESCRIPTION
RECORDS. "
RETENTION:
a) Record copy. 2 years after superseded provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
16
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
r.~"
l
CODE ENFORCEMENT BOARD CASE FILES Item# 236
This record series consists of case files of the Code Enforcement Board including
affidavits, letters and, orders of the board. It may include documentation and
working papers which are used to complete the file'. See also "CODE VIOLATION
RECORDS."
RETENTION:
a) Record copy. 5 years after compliance and lien paid provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CODE VIOLATION RECORDS Item# 237
This record series consists of case files of the Code Enforcement Board including
affidavits, letters and, orders of the board. It may include documentation and
working papers which are used to complete the file. See also "CODE
ENFORCEMENT BOARD CASE FILES."
RETENTION:
a) Record copy. 3 years after final action provided applicable audits have been
released. e
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item# 94
This record series consists of individual complaints received from citizens,
consumers or employees. This file includes the name, address, date of complaint,
telephone number, the complaint to whom referred and date, action taken and
signature of person taking the action.
RETENTION:
a) Record copy. 2 years after resolved provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
17
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
COMPREHENSIVE EMPLOYEES TRAINING ACT (CET A) RECORDS Item# 95
This record series consists of the programs under CET A Grants: NYC-2, Old
Workers, CSSEP I and II, PSE I and II, Title VI, and HRDP, plus CETA Audit
Manual, all reports and supporting documents. Should programs possess
nonexpendable property, authorized official may dispose of this property in
accordance with agency's disposition policies. Also, this Training Act became
obsolete in 1985 and was replaced by Job Training Partnership Act (JTPA)
Records. See also "JOB TRAINING PARTNERSHIP ACT (JTPA) RECORDS."
RETENTION:
a) Record copy. 3 fiscal years after final report provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COMPREHENSIVE MASTER PLANS: ADOPTED Item# 166
This record series consists of adopted original and succeeding plans of local
governmental agencies required by the State of Florida. Plans may contain
elements such as growth management, sanitary sewer records, drainage records,
future land use records, traffic circulation, economic assumptions, conservation,
housing, recreation and open space, solid waste, electric utilities, portable water,
intergovernmental coordination, mass transit and all other local governmental
related functions. See also "COMPREHENSIVE MASTER PLANS: PROPOSED"
and/or "COMPREHENSIVE MASTER PLANS: SUPPORTING DOCUMENTS."
"These records may have archival value."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COMPREHENSIVE MASTER PLANS: PROPOSED Item# 173
This record series consists of proposed original and succeeding plans of local
governmental agencies required by the State of Florida. Plans may contain
elements such as growth management, sanitary sewer records, drainage records,
future land use records, traffic circulation, assumptions, conservation, housing,
recreation and open space, solid waste, electric utilities, portable water,
intergovernmental coordination, mass transit and all other local governmental
related functions. See also "COMPREHENSIVE MASTER PLANS: ADAPTED"
and/or "COMPREHENSIVE MASTER PLANS: SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. 10 years after disapproved.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
18
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
c.
~. "
COMPREHENSIVE MASTER PLANS: SUPPORTING DOCUMENTS Item# 174
This record series consists of supporting documents for original and succeeding
plans of local governmental agencies required by the State of Florida. Plans may
contain elements such as growth management, sanitary sewer records, drainage
records, future land use records, traffic circulation, economic assumptions,
conservation, housing, recreation and open space, solid waste, electric utilities,
portable water, intergovernmental coordination, mass transit and all other local
governmental related functions. See also "COMPREHENSIVE MASTER PLANS:
ADAPTED" and/or "COMPREHENSIVE MASTER PLANS: PROPOSED." "These
records may have archival value."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CONTINUING EDUCATION RECORDS: IN-HOUSE Item# 217
This record series consists of in-house continuing education records.
RETENTION:
a) Record copy. 5 calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C:,
"'l;:/
CONTRACTS: CAPITAL IMPROVEMENT Item# 15
This record series consists of legal documents, correspondence, reports, etc.,
relating to negotiation, fulfillment and termination of capital improvement contracts
to which the agency is a party. "Capital Improvements" shall mean enhancement
to buildings, fixtures and all other improvements to land. In addition, it includes
contracts with architects, engineers, builders, and construction companies. See
also "AGREEMENTS: CAPITAL IMPROVEMENT," "AGREEMENTS: NON-
CAPITAL IMPROVEMENT," "CONTRACTS: NON-CAPITAL IMPROVEMENT,"
"LEASES: CAPITAL IMPROVEMENT," "LEASES: NON-CAPITAL
IMPROVEMENT" and/or "LEASES: REAL PROPERTY."
RETENTION:
a) Record copy. 15 years after completion or termination of contract provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
19
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
CONTRACTS: NON-CAPITAL IMPROVEMENT Item# 60
This record series consists of legal documents, correspondence, reports, etc.,
relating to negotiation, fulfillment and termination of non-capital improvement
contracts to which the agency is a party. In addition, it includes the various
contracts entered into for goods and services and includes the purchase of gas,
fuel oil and annual purchases of inventory maintained items. See also
"AGREEMENTS: CAPITAL IMPROVEMENT," "AGREEMENTS: NON-CAPITAL
IMPROVEMENT," "CONTRACTS: CAPITAL IMPROVEMENT," "LEASES:
CAPITAL IMPROVEMENT," "LEASES: NON-CAPITAL IMPROVEMENT"
and/or "LEASES: REAL PROPERTY." .
RETENTION:
a) Record copy. 5 fiscal years after completion or termination of contract provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CORRESPONDENCE: NON-ROUTINE Item# 16
This record series consists of correspondence of a non-routine nature that is
associated with a specific project or other record series. This correspondence
does set policy, establish procedures, form a contract, certify a transaction,
become a receipt, alter personnel status, set a fee, become a license, or disclose
information of a restricted nature. See also "CORRESPONDENCE: ROUTINE,"
"INFORMATION REQUEST RECORDS," MEMORANDA," and/or "READING
FILES."
RETENTION:
a) Record copy. Retain as long as item it relates to.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CORRESPONDENCE: ROUTINE Item# 17
This record series consists of routine correspondence of any nature that is not
associated with any specific project or other record series. This correspondence
does not set policy, establish procedures, form a contract, certify a transaction,
become a receipt, alter personnel status, set a fee, become a license, or disclose
information of a restricted nature. See also "CORRESPONDENCE: NON-
ROUTINE," "INFORMATION REQUEST RECORDS," MEMORANDA" and/or
"READING FILES." "These records may have archivaf value."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
20
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
Jr
~~ .:
;t .'
DEEDS: AGENCY PROPERTY Item# 218
This record series consists of agency property deeds. Series may include
appraisals, surveys, and other supporting documents.
RETENTION:
a) Record copy. Retain as long as agency retains property.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DEPOSIT SLIPS Item# 96
This record series consists of deposit receipts and the bank validated deposit slips
showing the source of the money, amount and date of deposit. See also "CASH
COLLECTION REPORTS:DAIL Y," and/or "CASH RECEIPT/REPORT RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DIRECTIVES/POLICIES/PROCEDURES Item# 186
This record series consists of the official management statements of policy for the
organization, supporting documents, and the operating procedures which outline
the methods for accomplishing the functions and activities assigned to the agency.
It includes all memoranda and correspondence generated relating to the policies
and procedures which are to be followed by employees. See also
CORRESPONDENCE: NON-ROUTINE," "CORRESPONDENCE: ROUTINE,"
"DISASTER PLANS," and/or "MEMORANDA." "These records may have
archival value. II
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost
after superseded provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~.
~
DISASTER PLANS Item# 210
This record series consists of disaster preparedness and/or recovery plans
adopted by an agency. See also "DIRECTIVE/POLICIES/PROCEDURES."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
21
4i9(,
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
DISCIPLINARY CASE FILES: EMPLOYEE (FORMAL DISCIPLINE) Item# 98
This record series consists of sustained formal discipline cases investigated that
allege employee misconduct and/or violate department regulations and orders,
state and federal statutes, and local. ordinances. It includes statements by the
employee, witnesses, and the person filing .the complaint. "Formal discipline" is
defined as disciplinary action involving demotion, removal from office, suspension,
or other similar action. A statement of the final action taken in reference to formal
discipline MUST be filed in the personnel file, and this statement is retained in
accordance with the retention requirement for personnel records. See also other
DISCIPLINARY CASE FILES," "PERSONNEL RECORDS: FLORIDA
RETIREMENT SYSTEM," and/or "PERSONNEL RECORDS: NON FLORIDA
RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 5 years after final action.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DISCIPLINARY CASE FILES: EMPLOYEE (INFORMAL DISCIPLINE) Item# 99
This record series consists of sustained informal discipline cases investigated that
allege employee misconduct and/or violate department regulations and orders,
state and federal statutes, and local ordinances. It includes statements by the
employee, witnesses, and the person filing the complaint. "Informal discipline" is
defined as any disciplinary action involving written and verbal reprimands,
memoranda, or other similar action. A statement of the final action taken in
reference to informal discipline MUST be filed in the personnel file, and this
statement is retained in accordance with retention requirements for personnel
records.
RETENTION:
a) Record copy. 3 years after final action.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DISCIPLINARY CASE FILES: EMPLOYEE (NOT SUSTAINED/UNFOUNDED)
Item# 100
This record series consists of formal and informal disciplinary cases that were
determined as not sustained, unfounded, or exonerated charges. It is not
necessary to file a statement of final action in the personnel regarding unsustained
or unfounded disciplinary matters. .
RETENTION:
a) Record copy. 1 year after final action.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
22
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
tS"
if: '~~1
~~
ELECTRONIC RECORDS SOFTWARE Item# 231
This record series consists of proprietary and non-proprietary software as well as
related documentation that provides information about the content, structure and
technical specifications of computer systems necessary for retrieving information
retained in machine-readable format. These records may be necessary to an audit
process.
RETENTION:
a) Record copy. 1 year after superseded.
b) Duplicates. 1 year after discontinued.
EMPLOYEE PRE-COUNSELING RECORDS Item# 206
This record series consists of material and supporting documentation which
provide documentation of initial contact with an employee regarding incidents
which mayor may not lead to disciplinary action. This series is not considered in
and of itself a part of the employee discipline record. This record series should be
filed separately from the employee's personnel record.
RETENTION:
a) Record copy. 1 year after final action.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
flFJ;,.:!
I [(:j' .,:.
"""'-"
~
EMPLOYMENT ELIGIBILITY RECORDS Item# 101
This record series consists of a listing of all eligible candidates for a vacated
position of employment. List includes name, address, home and work phone
number, position vacated and social security number. See also "APPLICATIONS:
EMPLOYMENT (NOT HIRED)," "PERSONNEL RECORDS: FLORIDA
RETIREMENT SYSTEM," and/or ~IPERSONNEL RECORDS: NON FLORIDA
RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 2 years after expiration of eligibility.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
23
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
EMPLOYMENT EXAMINATION RECORDS Item# 102
This record series consists of test plans, announcements, grades, grading scales,
keyed exams, test monitor's list of candidates, any research toward the
development of the tests, and any other selection or screening criteria. See
"APPLICATIONS: EMPLOYMENT (NOT HIRED)," "PERSONNEL RECORDS:
FLORIDA RETIREMENT SYSTEM," an'd/or "PERSONNEL RECORDS: NON
FLORIDA RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 2 years after examination.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ENCUMBRANCE RECORDS Item# 20
This record series consists of documents and reports which document funds that
have been encumbered. See also "CERTIFICATION FORWARD DOCUMENTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ENDOWMENTS, BEQUESTS AND TRUST FUND RECORDS Item# 211
This record series consists of creating, establishing or contributing to endowments,
bequests and trust fund records. uThese records may have archival value. 11
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ENVIRONMENTAL REGULATION RECORDS Item# 167
This record series consists of permits, reviews, supporting documents and
correspondence resulting from environmental regulation requirements in and/or
effecting municipal/county/state agencies.
RETENTION:
a) Record copy. 5 fiscal years after completion provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or admlnistrative value is lost.
24
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
o
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item# 103
This record series consists of EEO-5 and supporting documents, reviews,
background papers and correspondence relating to employment papers and
correspondence relating to employment statistics (race, sex, age, etc.). See also
"AFFIRMATIVE ACTION RECORDS," and/or "MINORITY CERTIFICATION
RECORDS."
RETENTION:
a) Record copy. 3 fiscal years after final action provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EQUIPMENT USAGE RECORDS Item# 104
This record series consists of hours worked, equipment cost per hour, materials,
etc., used for cost figures. See also "MAINTENANCE RECORDS: EQUIPMENT,"
"VEHICLE RECORDS," and/or "VEHICLES: ACCIDENT REPORTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
o
EXCISE TAXI SPECIAL ASSESSMENT RECORDS: DISBURSEMENT/ RECEIPT
Item# 168
This record series consists of the cash disbursements and cash receipts that
pertain to general or specific laws or State Constitution authorizing collection
proceedings. See also "EXCISE TAX/SPECIAL ASSESSMENT RECORDS:
JOURNALS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EXCISE TAX/SPECIAL ASSESSMENT RECORDS: JOURNALS Item# 175
This record series consists of journals that pertain to general or special laws or
State Constitution authorizing collection proceedings. See also "EXCISE
TAX/SPECIAL ASSESSMENT RECORDS: DISBUHSEMENT/RECEIPT"
RETENTION:
a) Record copy. 7 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
25
4.'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
EXPENDITURE PLANS: CAPITAL Item# 208
This record series consists of capital improvement expenditure plans.
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EXPENDITURE REPORTS Item# 105
This record series consists of documentation showing in summary fashion how
agency funds, appropriated and non-appropriated, are dispersed. See also
"VOUCHERS: INDIVIDUAL AGENCY."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FEASIBILITY STUDY RECORDS Item# 106
,
This record series consists of working papers, correspondence, consulting firm
reports and man~gement committee reports investigating various projects of the
governing agency.
RETENTION:
a) Record copy. 5 years after completion of study provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINAL ORDERS Item# 74
This record series consists of written final agency decisions which result from a
proceeding under Florida Statutes Sections 120.54(4), 120.56, 120.565 and
120.57(1), (2) or (3), which is not a rule and which has been filed with the agency
clerk. It includes final agency decisions which are affirmative, negative, injunctive
or declaratory in form. It also includes all material explicitly adopted in it. See also
"FINAL ORDERS: INDEX," "FINAL ORDERS: LIST" and/or "FINAL ORDERS:
SUPPORTING DOCUMENTS." "These records may have archival value."
RETENTION:
a) Record copy. Permanent. _
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
26
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
;#~!
'"
FINAL ORDERS: INDEX Item# 75
This record series consists of an index of all final orders alphabetically arranged
by main headings taken from the Florida Statutes index, when applicable. The
applicable titles and citations of the Florida Statutes construed within the final
order may determine the main subject headings and subheadings in the index.
The numbers of the final orders are listed sequentially below the subheading.
Cross references are used to direct the user to subject headings which contain the
relevant information. See also "FINAL ORDERS," "FINAL ORDERS: LIST" and/or
"FINAL ORDERS: SUPPORTING DOCUMENTS." HThese records may have
archival value. "
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINAL ORDERS: LIST Item# 67
This record series consists of those final orders which do not contain statements of
agency policy or statements of precedential value. Pursuant to Florida Statutes
Chapter 120.57(3), informal disposition may be made of any proceeding by
stipulation, agreed statement or consent order. See also "FINAL ORDERS,"
"FINAL ORDERS:INDEX" and/or "FINAL ORDERS:SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
r:
~Lj
FINAL ORDERS: SUPPORTING DOCUMENTS Item# 76
This record series consists of all notices, pleadings, motions and immediate
rulings; evidence received or considered; a statement of matters officially
recognized; questions and proffers of proof and objections and rulings thereon;
proposed findings and exceptions; any decision, opinion, proposed or
recommended order, or report by the officer presiding at the hearing and all staff
memoranda or data submitted to the hearing officer during the hearing or prior to
its disposition, after notice of the submission to all parties, if such communications
are public records. See also "FINAL ORDERS," "FINAL ORDERS: INDEX" and/or
"FINAL ORDERS: LIST."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
27
4:96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) Item# 107
This record series consists of the official statement of the financial status of the
specific entity concerning its operation for the preceding year as required by
Florida Statutes Section 218.32. A copy of the statement is submitted to the
Department of Banking and Finance. See also "FINANCIAL REPORTS: ANNUAL
(SUPPORTING DOCUMENTS." HThese records may have archival value."
RETENTION:
a) Record copy. 10 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINANCIAL REPORTS, LOCAL GOVERNMENT: ANNUAL (SUPPORTING
DOCUMENTS) Item# 108
This record series consists of the supporting documents of the financial status of
the specific entity concerning its operation for the preceding year as required by
Florida Statutes Section 218.32. A copy of the statement is submitted to the
Department of Banking and Finance. See also "FINANCIAL REPORTS:
ANNUAL."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FUEL REPORTS: MONTHLY Item# 213
This record series consists of monthly reports consisting of totals of gasoline,
diesel and oil used. See also "MAINTENANCE RECORDS: EQUIPMENT,"
"VEHICLE EXPENSE RECORDS," and/or "VEHICLE RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
28
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
~-
~.
GRANT FILES Item# 109
This record series consists of financial, management and any other related
material which is generated subsequent to applicationfor and/or expenditure of
grant funds. Check with applicable granting agency for any additional
requirements. See also "PROJECT CASE FILES," "PROJECT FILES: FEDERAL,"
and/or "PROJECT FILES: NON-CAPITOL."
RETENTION:
a) Record copy. 5 fiscal years after completion of project provided applicable
audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
GRIEVANCE FILES Item# 110
This record series consists of records of all proceedings in the settlement of
disputes between employer and employee. See also "PERSONNEL RECORDS:
FLORIDA RETIREMENT SYSTEM," and/or "PERSONNEL RECORDS: NON
FLORIDA RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 3 fiscal years after settlement provided applicable audits have @
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
HEALTH EXAMINATION RECORDS: ROUTINE (PERSONNEL) Item# 212
This record series consists of personnel routine health examination records. See
also "PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM," and/or
"PERSONNEL RECORDS: NON FLORIDA RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 5 calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INFORMATION REQUEST RECORDS Item# 23
This record series consists of correspondence accumulated in answering inquiries
from the public. See also "CORRESPONDENCE: NON-ROUTINE" and/or
"CORRESPONDENCE: ROUTINE."
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
29
4'9(,
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
INJURY REPORTS Item# 188
This record series consists of reports prepared covering those members and
employees who were off duty due to injury or illness on or off duty. See also
"ACCIDENT RECORDS: FATALITY," "ACCIDENT RECORDS: NON-FATALITY,"
and/or "WORKERS' COMPENSATION RECORDS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INSPECTION RECORDS: FIRE/SECURITY/SAFETY Item# 193
This record series consists of inspection reports for fire, security, and safety.
RETENTION:
a) Record copy. 1 year after inspection, provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INSPECTION REPORTS: FIRE EXTINGUISHER.( ANNUAL) Item# 219
This records series consists of annual fire extinguisher inspection reports.
RETENTION:
a) Record copy. Retain for life of equipment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INSURANCE RECORD CARDS/REGISTERS Item# 181
This record series consists of all expenditures for insurance premiums, shown as
journal entries, with the list of carriers and the amounts due to them. See also
other "INSURANCE RECORDS."
RETENTION:
a) Record copy. 5 fiscal years after expiration provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
30
4%
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
$',
ii' .
tt~b .
INSURANCE RECORDS: CLAIM Item# 111
This record series consists of correspondence and claims applications to the
insurance company for claims made by the agency under coverage of the various
insurance policies. See also other "INSURANCE RECORDS."
RETENTION:
a) Record copy. 5 years after final disposition of claim provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INSURANCE RECORDS: POLICY Item# 112
This record series consists of policies, claim filing information, premium payment
records, etc. which includes fire, theft, liability, medical, life, etc. on agency's
property and/or employees. See also other "INSURANCE RECORDS."
RETENTION:
a) Record copy. 5 calendar years after expiration or cancellation of policy
provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
.l\1P!\';
.~
INVENTORY RECORDS: EQUIPMENT Item# 180
This record series consists of perpetual inventory of expendable parts and
supplies. See also "INVENTORY RECORDS: PROPERTY," and/or "SUPPLY
RECORDS."
RETENTION:
a) Record copy. 2 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INVENTORY RECORDS: PROPERTY Item# 40
This record series consists of all information regarding the purchase, maintenance
and data collection involving all Operating Capital Outlay (O.C.O.) items which
require an identification number and tag. Included in these reports are items sold
through the auctions process as well as the Fixed Inventory Report showing all
property owned by the agency. See also "INVENTORY RECORDS:
EQUIPMENT," and/or "SUPPLY RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
31
.t;':!(,
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
INVOICES Item# 220
This record series consists of vendor invoices for items purchased, received or
paid for.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JOB TRAINING PARTNERSHIP ACT (JTPA) RECORDS Item# 113
This record series consists of a list of participating individuals and pilot programs,
employees' proposals, and information on potential volunteer businesses and
evaluations. Should programs possess nonexpendable property, authorized
official may dispose of this property in accordance with agency's policies. See
also "COMPREHENSIVE EMPLOYEES TRAINING ACT (CETA) RECORDS."
RETENTION:
a) Record copy. 3 fiscal years after annual report provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JOURNALS: GENERAL (DAILY TRANSACTION) Item# 114
This record series consists of daily or monthly financial transactions documenting
receipts and disbursements in summary and the individual items leading to the
summary information. Records includes the vendor name, vendor invoice and
number, date of invoice, warrant number, date of warrant and the amount. See
also "CASH RECEIPT/REPORT RECORDS," and/or "VOUCHERS: INDIVIDUAL
AGENCY."
RETENTION:
a) Record copy. 3 fiscal years provide'd applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
32
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
t;F.'"
it: ."
JOURNALS: GENERAL (MONTHLY SUMMARY) Item# 115
This record series consists of daily or monthly financial transactions documenting
receipts and disbursements in summary and the individual items leading to the
summary information. Records includes the vendor name, vendor invoice and
number, date of invoice, warrant number, date of warrant and the amount. See
also "CASH RECEIPT/REPORT RECORDS," and/or "VOUCHERS: INDIVIDUAL
AGENCY."
RETENTION:
a) Record copy. 10 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
KEY CONTROL RECORDS Item# 189
This record series consists of the key control system which includes a complete
inventory of all keys, reports of any malfunctioning locks, broken or lost keys and
receipts for keys drawn by employees. See also "VISITOR LOGS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost. ~
b) Duplicates. Retain until obsolete, superseded or administrative value is lost. ~
LEASES: CAPITAL IMPROVEMENT Item# 62
This record series consists of legal documents, correspondence, reports, etc.,
relating to negotiation, fulfillment and termination of capital improvement leases to
which the agency is a party. "Capital Improvements" shall mean enhancement to
buildings, fixtures and all other improvements to land. In addition, it includes
leases with architects, engineers, builders and construction companies. See also
"AGREEMENTS: CAPITAL IMPROVEMENJ"," "AGREEMENTS: NON-CAPITAL
IMPROVEMENT," "CONTRACTS: CAPITAL IMPROVEMENT," "CONTRACTS:
NON-CAPITAL IMPROVEMENT," "LEASES: NON-CAPITAL IMPROVEMENT"
and/or "LEASES: REAL PROPERTY."
RETENTION:
a) Record copy. 15 years after completion or termination of contract provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
33
4.96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
LEASES: NON-~APITAL IMPROVEMENT Item# 63
This record series consists of legal documents, correspondence, reports, etc.,
relating to negotiation, fulfillment and termination of non-capital improvement
leases to which the agency is a party. In addition, it includes the various leases
entered into for goods and services and includes the purchase of gas, fuel oil,
annual purchases of inventory maintained items. See also "AGREEMENTS:
CAPITAL IMPROVEMENT," "AGREEMENTS: NON-CAPITAL IMPROVEMENT,"
"CONTRACTS: CAPITAL IMPROVEMENT," CONTRACTS: NON-CAPITAL
IMPROVEMENT" "LEASES: CAPITAL IMPROVEMENT" and/or "LEASES: REAL
,
PROPERTY. "
RETENTION:
a) Record copy. 5 fiscal years after completion or termination of contract provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LEASES: REAL PROPERTY Item# 61
This record series consists of real property leases to which the agency is a party.
"Real Property" means land, buildings, and fixtures. The terms "land," "real
estate," "realty" and "real property" may be used interchangeably. See also
"AGREEMENTS: CAPITAL IMPROVEMENT," "AGREEMENTS: NON-CAPITAL
IMPROVEMENT," "CONTRACTS: CAPITAL IMPROVEMENT," "CONTRACTS:
NON-CAPITAL IMPROVEMENT," "LEASES: CAPITAL IMPROVEMENT" and/or
"LEASES: NON-CAPITAL IMPROVEMENT."
RETENTION:
a) Record copy. 15 years after completion or termination of contract provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LEAVE INDEX RECORDS: FLORIDA RETIREMENT SYSTEM (FRS) Item# 18
This record series consists of a record of the total hours used and accrual of sick
and vacation leave for all employees in the agency. See also II LEAVE INDEX
RECORDS: NON FLORIDA RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 25 years after separation or termination of employment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
34
-I 'CJ6
.It
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
c",
~ "
LEAVE INDEX RECORDS: NON FLORIDA RETIREMENT SYSTEM (NON FRS)
Item# 182
This record series consists of a record of the total hours used and accrual of sick
and vacation leave for all employees in the agency: See also" LEAVE INDEX
RECORDS: FLORIDA RETIREMENT SYSTEM. "
RETENTION:
a) Record copy. 50 years after separation or termination of employment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LEAVE RECORDS Item# 116
This record series consists of documentation of sick, vacation and other types of
leave submitted by employee to document authorized absence. The above
documents could be used to indicate whether this time is to be paid or held for
compensatory time. Also, items could be used to document payroll records or
applicable retirement plans. This series may also include leave balance reports.
See also "APPLICATIONS: LEAVE OF ABSENCE," "ATTENDANCE RECORDS:
COMMITTEE," "ATTENDANCE RECORDS: OPSITEMPORARY EMPLOYMENT," Q~:(
and/or "ATTENDANCE RECORDS: SENIOR MANAGEMENT/SELECT ~
EXEMPT./CAREER SERVICE," and or "LEAVE INDEX RECORDS."
RETENTION:
a) Record copy. 2 years provided posted to 'Employee Leave Index Records'.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LEDGERS: GENERAL (ANNUAL SUMMARY) Item# 117
This record series consists of ledgers containing accounts to which debits and
credits are posted from supporting documents of original entry. Includes all
permanent ledger entries. Also includes listings of accounts which contains the
detailed and summary of financial transactions for each month.
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
35
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
LEDGERS: GENERAL (SUPPORTING DOCUMENTS) Item# 118
This record series consists of ledgers containing accounts to which debits and
credits are posted from supporting documents of original entry. Includes all
permanent ledger entries. Also includes listings of accounts which contains the
detailed and summary of financial transactions for each month. See also
"JOURNALS: GENERAL (DAILY TRANSACTION," "JOURNALS: GENERAL
(MONTHLY SUMMARY," and/or "LEDGERS: GENERAL (ANNUAL SUMMARY)."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LEGISLATION RECORDS Item# 119
This record series consists of proposed legislation for the Florida Legislature and
all supporting documentation.. "These records may have archival value."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LIBRARY CIRCULATION RECORDS Item# 233
This record series consists of the transactions devised to make library materials
and equipment available to the entire library clientele. Also, includes delinquent
records and charges, copies of incoming and outgoing interlibrary loan requests
for books, magazine articles, microfilms, renewals and subject searches.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LIBRARY SHELF LIST Item# 120
This record series consists of library shelf listings of books, periodicals, filmstrips,
film and other materials. See also "ACCESSION RECORDS: LIBRARY."
RETENTION:
a) Record copy. Retain for life of material.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
36
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
(:.:'
LICENSES: OCCUPATIONAL Item# 221
This record series consists of applications and supporting records of licenses
issued to business, professional, or occupation within "local governing authority's"
jurisdiction.
RETENTION:
a) Record copy. 1 calendar year after expiration provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LITIGATION CASE FILES Item# 27
This record series consists of legal documents, notes, reports, background
material, etc. created in the preparation of handling legal disputes. See also
"OPINIONS: LEGAL (ATTORNEY)," and/or "OPINIONS: LEGAL (SUPPORTING
DOCUMENTS."
RETENTION:
a) Record copy. 5 years after case closed or appeal process expired provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
O'1i1
. L,f\-
"
MAIL: UNDELIVERABLE FIRST CLASS Item# 1
This record series consists of mail from any agency mailing, returned due to an
incorrect address or postage of the intended person or agency. See also
"MAILING LISTS," and/or "POSTAGE RECORDS."
RETENTION:
a) Record copy. 1 years after returned undeliverable.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAILING LISTS Item# 29
This record series consists of only those mailing lists not used in mailing out no
cost publications, as defined in Florida Statutes Section 283.55. See also "MAIL:
UNDELIVERABLE FIRST CLASS," and/or "POSTAGE RECORDS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
37
4i96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
MAINTENANCE RECORDS: EQUIPMENT Item# 21
This record series consists of information reflecting individual history of major
equipment repair and maintenance, i.e. work orders, dates, locations, cost of
parts, etc. Also, this series includes electronic equipment and devices that require
program changes and repairs. See also "EQUIPMENT USAGE RECORDS,"
and/or "VEHICLE LOGS."
RETENTION:
a) Record copy. 1 years after disposition of equipment provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAINTENANCE RECORDS: VEHICLE Item# 53
This record series consists of mileage, gas, duplicate maintenance records, and
expenditure records. A car log reflects activity of autos used by agency personnel
for daily routine business. See also "EQUIPMENT USAGE," "MAINTENANCE
RECORDS: EQUIPMENT," "VEHICLE RECORDS," "VEHICLE ACCIDENT
REPORTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MANAGEMENT STUDIES: INTERNAL Item# 30
This record series consists of documents accumulated in preparing internal work
count studies and system studies for reference purposes. See also "PERIODIC
PROGRESS REPORTS: INTERNAL."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MATERIALS SAFETY RECORDS Item# 227
This record series consists of a list of toxic substances to which an employee is,
has been or may be exposed to during the course of their employment with an
employer who manufacturers, produces, uses, applies or stores toxic substances
in the work place.
RETENTION:
a) Record copy. 30 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
38
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
tic"",
!.t.
MEMORANDA Item# 31
This record series consists of interoffice or interdepartmental communications
which do not subsequently result in the formulation of policies. See also
CORRESPONDENCE: NON-ROUTINE," "DIRECTIVES/POLICIES/
PROCEDURES," and/or "CORRESPONDENCE: ROUTINE."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MINORITY CERTIFICATION CASE FILES Item# 169
This record series consists of case files referencing women and minority
companies that have applied for certification with the city/county/state agency.
See also "AFFIRMATIVE ACTION RECORDS," and/or "EQUAL EMPLOYMENT
OPPORTUNITY COMPLIANCE RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~,
'~
MINUTES: OFFICIAL MEETINGS (AUDIONISUAL RECORDINGS) Item# 4
This record series consists of audio and/or video recordings of official meetings as
defined in Florida Statutes Section 286.011 (2). See also "CABINET AFFAIRS
FILES," "MINUTES: OTHER MEETINGS" and/or "MINUTES: OFFICIAL
MEETINGS (TRANSCRIPTS)."
RETENTION:
a) Record copy. 2 years after certification of transcript.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item# 123
This record series consists of supporting documents for minutes and agendas
generated by official meetings. See also "CABINET AFFAIRS FILES," "MINUTES:
OTHER MEETINGS," "MINUTES: OFFICIAL MEETINGS (AUDIONISUAL
RECORDINGS)" and/or "MINUTES: OFFICIAL MEETINGS (TRANSCRIPTS)."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
39
4i9(,
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
MINUTES: OFFICIAL MEETINGS (TRANSCRIPTS) Item# 32
This record series consists of transcripts and the agenda and any information
which is the official record of meetings as defined in Florida Statutes Section
286.011 (2). See also "CABINET AFFAIRS FILES," "MINUTES: OTHER
MEETINGS" and/or "MINUTES: OFFICIAL MEETINGS (AUDIONISUAL
RECORDINGS)." uThese records may have archival value."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MINUTES: OTHER MEETINGS Item# 33
This record series consists of minutes from all staff meetings which are not
included in "MINUTES: OFFICIAL MEETINGS." See also "MINUTES: OFFICIAL
MEETINGS (AUDIONISUAL RECORDINGS)" and/or "MINUTES: OFFICIAL
MEETINGS (TRANSCRIPTS)."
RETENTION:
a) Record copy. 1 year after superseded p!ovided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
NEWS RELEASES Item# 34
This record series consists of news releases distributed by the agency and news
releases received from other offices for informational purposes. See also "PUBLIC
INFORMATION CASE FILES," and/or "PUBLICATION AND MEDIA ITEM
RECORDS." uThese records may have archival value."
RETENTION:
a) Record copy. 90 days.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
40
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
C'i.
t~.
OPERATIONAL AND STATISTICAL REPORT RECORDS: OFFICE Item# 124
This record series consists of daily, weekly, monthly, biannual, and annual
narrative and statistical reports of office operations made within and between
agency departments.
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
OPINIONS: LEGAL (ATTORNEY). Item# 26
This record series consists of written opinions of lasting significance establishing
policy or precedent answering legal questions from all program areas involving
questions of interpretation of Florida or federal law. See also "LITIGATION CASE
FILES," and/or "OPINIONS: LEGAL (SUPPORTING DOCUMENTS)." "These
records may have archival value."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
i~n
~
OPINIONS: LEGAL (SUPPORTING DOCUMENTS). Item# 125
This record series consists of the supporting documentation to the opinions that
answer legal questions from all program areas involving questions of interpretation
of Florida or Federal law. See also "LITIGATION CASE FILES," and/or
"OPINIONS: LEGAL (ATTORNEY)."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
41
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
ORDINANCES Item# 228
This record series consists of an official legislative action of a governing body,
which action is a regulation of a general and permanent nature and enforceable as
a local law. See also "ORDINANCES: SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ORDINANCES: SUPPORTING DOCUMENTS Item# 229
This record series consists of supporting documentation to the ordinance, which is
a regulation of a general and permanent nature and enforceable as a local law.
See also "ORDINANCES."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ORGANIZATION CHARTS Item# 126
This record series consists of organizational charts that show lines of authority and
responsibility agency-wide, within and between the various departments of the
agency. See also "DIRECTIVES/POLICIES/PROCEDURES," and/or "DISASTER
PLANS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PARKING DECAL/PERMIT RECORDS Item# 127
This record series consists of parking applications for automobile and motor bike
decals for employees. See also "VEHICLE RECORDS."
RETENTION:
a) Record copy. 2 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
42
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
f~:\
PAYROLL RECORDS: CERTIFICATION REPORT Item# 195
This record series consists of records signed by the supervisor of each department
approving the hours worked by the employees.
RETENTION:
a) Record copy. 2 calendar years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PAYROLL RECORDS: CORRECTION FORMS Item# 196
This record series consists of manual payroll correction forms that are prepared to
calculate manually prepared checks, used as input to data processing.
RETENTION:
a) Record copy. 2 years provided posted to applicable retirement plan.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item# 129
This record series consists of forms authorizing direct deductions for insurance,
union dues, credit unions, savings bonds, charitable contributions, etc. See also
other "PAYROLL RECORDS," and/or "SOCIAL SECURITY CONTROLLED
SUMMARY RECORDS."
RETENTION:
a) Record copy. 2 years after final action provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
'~~if."i'
lj~E~~'Ji~
j.
PAYROLL RECORDS: INDIVIDUAL EMPLOYEE (NOT POSTED) Item# 214
This record series consists of any payroll record not posted to the employee's
applicable retirement plan, in any format (plus indices, if applicable), which are
used to document payment for retirement or other purposes during an employee's
duration of employment and also lists each rate(s) of pay changes. See also
"PAYROLL RECORDS: INDIVIDUAL EMPLOYEE (POSTED)," and/or "SOCIAL
SECURITY CONTROLLED SUMMARY RECORDS."
RETENTION:
a) Record copy. 50 years. .
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
43
496
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
PAYROLL RECORDS: INDIVIDUAL EMPLOYEE (POSTED) Item# 35
This record series consists of any payroll record posted to the employee's
applicable retirement plan, in any format (plus indices, if applicable), which are
used to document payment for retirement or other purposes during an employee's
duration of employment and also lists each rate(s) of pay changes. See also other
"PAYROLL RECORDS: INDIVIDUAL EMPLOYEE (NOT POSTED)," and/or
"SOCIAL SECURITY CONTROLLED SUMMARY RECORDS."
RETENTION:
a) Record copy. 4 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PAYROLL RECORDS: PAY LIST Item# 197
This record series consists of records sent to the departments, and used to verify
the payroll certifications report. Includes employee name, amount paid, and hours
worked.
RETENTION:
a) Record copy. 2 years after verified.
b) Duplicates. Retain.until obsolete, superseded or administrative value is lost.
PAYROLL RECORDS: REGISTERS (NOT POSTED) Item# 215
This record series consists of records not posted to the employee's applicable
retirement plan, in any format (plus indexes, if applicable), which are used to
document payment for retirement or other purposes during an employee's duration
of employment and also lists each rate of pay. See also other "PAYROLL
RECORDS: REGISTERS (POSTED)," and/or "SOCIAL SECURITY CONTROLLED
SUMMARY RECORDS."
RETENTION:
a) Record copy. 50 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
44
4'%
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
/"
{
PAYROLL RECORDS: REGISTERS (POSTED) Item# 59
This record series consists of records posted to the employee's retirement plan, in
any format (plus indexes, if applicable), which are used to document payment for
retirement or other purposes during an employee's' duration of employment and
also lists each rate of pay. Please note that the information in this record series
should be posted to an applicable retirement plan. See also other "PAYROLL
RECORDS: REGISTERS (NOT POSTED)," and/or "SOCIAL SECURITY
CONTROLLED SUMMARY RECORDS."
RETENTION:
a) Record copy. 4 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PAYROLL RECORDS: TRIAL BALANCE Item# 183
This record series consists of manual record of payroll totals for the net and gross
wages, FICA wages, retirement wages and deductions, tax and other deductions.
See also other "PAYROLL RECORDS," and/or "SOCIAL SECURITY
CONTROLLED SUMMARY RECORDS."
RETENTION: G
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PERIODIC PROGRESS REPORTS: INTERNAL Item# 36
This record series consists of documents accumulated in compiling, reviewing, and
submitting internal progress reports. See also "MANAGEMENT STUDIES:
INTERNAL."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
"-
45
4,96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item# 19
This record series consists of an application for employment, resume, personnel
action reports, directly related correspondence, oath of loyalty, fingerprints,
medical examination reports, performance evaluation reports, worker's
compensation reports, and other related materials. (Note: Contact your agency's
Personnel Office prior to destruction in case they want to review the records).
See also "EMPLOYMENT EXAMINATION RECORDS," "DISCIPLINARY CASE
FILES," "PRE-EMPLOYMENT RECORDS: HIRED," and other "PERSONNEL
RECORDS."
RETENTION:
a) Record copy. 25 years after separation or termination of employment.
b) Duplicates. 1 year after termination of employment.
PERSONNEL RECORDS: LOCATOR Item# 131
This record series consists of a log or card of where to locate personnel including
name of individual, location to be found, date, address, emergency contact and
other general information.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PERSONNEL RECORDS: NON FLORIDA RETIREMENT SYSTEM Item# 162
This record series consists of an application for employment, resume, personnel
action reports, directly related correspondence, oath of loyalty, fingerprints,
medical examination reports, performance evaluation reports, worker's
compensation reports, and other related materials. (Note: Contact your agency's
Personnel Office prior to destruction in case they want to review the records.)
See also "EMPLOYMENT EXAMINATION RECORDS," "DISCIPLINARY CASE
FILES," "PRE-EMPLOYMENT RECORDS: HIRED," and other "PERSONNEL
RECORDS."
RETENTION:
a) Record copy. 50 years after termination of employment.
b) Duplicates. 1 year after termination of employment.
46
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
(:.
PERSONNEL RECORDS: OPS/TEMPORARY EMPLOYMENT Item# 66
This record series consists of all information relating to each O.P.S. or temporary
employee within each agency. Also, records may include an employment
application and/or resume, personnel action forms and any correspondence
relating to that individual. Temporary employment may include personnel from a
local employment agency. See also "EMPLOYMENT EXAMINATION RECORDS,"
"DISCIPLINARY CASE FILES," "PRE-EMPLOYMENT RECORDS: HIRED,"
and other "PERSONNEL RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. 1 year after termination of employment.
PETTY CASH DOCUMENTATION RECORDS Item# 202
This record series consists of receipts, bills and monthly balances indicating
amount needed for replenishing this revolving account. See also "ACCOUNTS
PAYABLE/RECEIVABLE RECORDS: SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. "3 fiscal years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~...,
j".j,..
,"
POSITION DESCRIPTION RECORDS Item# 38
This record series consists of specifically assigned duties and responsibilities for a
particular position, including percentage breakdown of duties. See also "CLASS
SPECIFICATION RECORDS."
RETENTION:
a) Record copy. 2 years after superseded provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
POSTAGE RECORDS Item# 133
This record series consists of a detailed listing showing the amount of postage
used, date, unused balance and purpose. See also "MAILING LISTS," and/or
..MAIL: UNDELIVERABLE FIRST CLASS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
47
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
.r.,:
tl
SEARCH COMMITTEE RECORDS Item# 199
This record series consists of minutes, reports, vitaes, resumes, references of
applicants and the affirmative action compliance report.
RETENTION:
a) Record copy. 2 years after position filled.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item# 144
his record series consists of an agency's copy of the State's FICA report mailed to
the Division of Retirement. Report lists the total taxable wages plus the amount
withheld from employee wages plus employer's contribution. See also "PAYROLL
RECORDS: DEDUCTION AUTHORIZATIONS," "PAYROLL RECORDS:
INDIVIDUAL EMPLOYEE (POSTED)," and/or "PAYROLL RECORDS:
REGISTERS (POSTED).
RETENTION:
a) Record copy. 4 calendar years after due date of tax provided applicable audits
have been released.
b) Duplicates. R~tain until obsolete, superseded or administrative value is lost. G
STATE AUTOMATED MANAGEMENT ACCOUNTING SYSTEM (SAMAS)
REPORTS Item# 50
This record series consists of reports of all updated transactions entered into the
system and a financial statement for each month for all divisions and/or bureaus of
the agency. (Note: This description and retention periods includes any records in
the custody of Comptroller's Office or any computer records.) See also
"ACCOUNTS PAYABLE/RECEIVABLE RECORDS:SUPPORTING DOCUMENTS"
and/or "FINANCIAL REPORTS: ANNUAL(LOCAL GOVERNMENT)."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
57
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
REGISTRATIONS: MOTOR VEHICLE Item# 171
This record series consists of registration, title, contracts, warranties, inspection
reports and other required documentation.
RETENTION:
a) Record copy. 1 year after disposition of vehicle.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REQUISITION LOGS Item# 48
This record series consists of a log of outstanding and paid requisitions and
purchase orders which is used for cross-reference purposes. See also
"PURCHASE ORDER LOGS" "PURCHASING RECORDS" and/or
,
"REQUISITIONS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REQUISITIONS Item# 22
This record series consists of a copy of the requisition which is retained by the
originating office while another copy is sent to supply, purchasing, graphics,
duplicating or other sections for action. See also "PURCHASE ORDER LOGS,"
"PURCHASING RECORDS," "PURCHASING RECORDS: REGISTERS," arid/or
"REQUISITION LOGS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. 1 fiscal year.
SALARY COMPARISON REPORTS Item# 49
This record series consists of a report which is distributed and provided for
reference purposes only. This data is compiled from records located in the
Personnel Office.
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
56
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
"-'.
1!"
.e
RECORDS RETENTION SCHEDULE FORMS Item# 68
This record series consists of the records retention schedule forms that are
submitted to the Department of State, Division of Library and Information Services,
Bureau of Archives and Records Management, requesting retention
requirements of public records in accordance with Florida Statutes Chapters 119
and 257. See also "RECORDS DISPOSITION REQUEST FORMS."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REFERENCE FILES: EQUIPMENT Item# 223
This record series consists of equipment specifications, technical manuals,
brochures, bulletins, operating instructions, etc.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~
~
REFUND REQUESTS Item# 46
This record series consists of request for refund and a copy of the Revolving Fund
warrant to document payment of the refund. See also "CASH COLLECTION
RECORDS: DAILY."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTRATIONS: BICYCLE Item# 165
This record series consists of records pertaining to the registration of bicycles
including name of owner, type of bicycle, serial number and description.
RETENTION:
a) Record copy. 1 year after expiration.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
55
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
READING FILES Item# 43
This record series consists of duplicates of all outgoing correspondence which is
filed chronologically. See also "CORRESPONDENCE: NON-ROUTINE" and/or
"CORRESPONDENCE: ROUTINE."
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RECEIPTS: REGISTERED AND CERTIFIED MAIL Item# 47
This record series consists of receipts for registered and certified mail sent out or
received by a particular office. See also ..MAIL: UNDELIVERABLE FIRST
CLASS," and/or "POSTAGE RECORDS."
RETENTION:
a) Record copy. 1 fiscal year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RECEIVING REPORTS Item# 44
This record series consists of documentation for the receipt of equipment, supplies
ordered or services for payment. See also "CASH COLLECTION RECORDS:
DAILY" and/or "CASH RECEIPT/REPORT RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RECORDS DISPOSITION REQUEST FORMS Item# 45
This record series consists of the records destruction request forms that are
submitted to the Department of State, Division of Library and Information Services,
Bureau of Archives and Records Management, requesting authorization for
destruction of public records in accordance with Florida Statutes Chapters 119 and
257. See also "RECORDS RETENTION SCHEDULE FORMS."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
54
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
~'::,
t.-
PUBLICATIONS AND MEDIA ITEM RECORDS Item# 198
This record series consists of records used to generate publications such as
catalogs, pamphlets and leaflets and other media items including rough, blue
lined, and final copies. See also "NEWS RELEASES," and/or "PUBLIC
INFORMATION CASE FILES."
RETENTION:
a) Record copy. Retain until receipt of final copy.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PURCHASE ORDER LOGS Item# 69
This record series consists of a log of outstanding and paid requisitions and
purchase orders which is used for cross-reference purposes. See also
"PURCHASING RECORDS," "REQUISITION LOGS" and/or "REQUISITIONS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PURCHASING RECORDS Item# 42
This record series consists of a copy of the purchase order which is retained by
the originating office while another is sent by the purchasing office to the
appropriate vendor for action. See also "PURCHASING RECORDS: REGISTERS,"
"REQUISITIONS," and/or "REQUISITIONS: LOGS."
RETENTION:
a) Record copy_ 3 fiscal years provided applicable audits have been released.
b) Duplicates. 1 fiscal year.
o
53
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
PUBLIC INFORMATION CASE FILES Item# 128
This record series consists of, speeches and drafts, contact prints, negatives,
enlargements from negatives and transparencies created as illustrations in agency
publications or as visual displays of agency activities. See also "NEWS
RELEASES" and/or "PUBLICATIONS AND MEDIA ITEM RECORDS." "These
,
records may have archival value. 11
RETENTION:
a) Record copy. 90 days.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PUBLIC PROGRAMIEVENT RECORDS: CONTRACTED Item# 238
This record series consists of case files of various agencies provided or sponsored
events or programs which are available to the public or segments of the public.
Files may include, copies of contracts or agreements, participant or performer
information, program details and arrangements, photo or video tapes. See also
"PUBLIC PROGRAM/EVENT RECORDS: NON-CONTRACTED."
RETENTION:
a) Record copy. 5 fiscal years after completion of contract provided applicable
audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PUBLIC PROGRAM/EVENT RECORDS: NON-CONTRACTED Item# 239
This record series consists of case files of various agencies provided or sponsored
events or programs which are available to the public or segments of the public.
Files may include, copies of contracts or agreements, participant or performer
information, program details and arrangements, photo or video tapes. See also
"PUBLIC PROGRAM/EVENT RECORDS: CONTRACTED."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
52
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
PROPERTY CONTROL RECORDS Item# 222
This record series consists of a description of all property of a non-consumable
nature, the value of which is 500 dollars or more, and the normal expected life of
which is 1 year or more as required by Florida Statutes Section 274.02. The record
contains the class and type, number of units, make and manufacturer, year and
model, manufacturer's serial number or other identifying marker attached to the
property, the value or cost of the property, date acquired, the location, custodian,
date of inventory, condition of property, final detailed disposition of property and
any additional information that may be necessary. This record includes a form
which is completed by the individual department when the property or equipment is
relocated, transferred, surplused, sold, scrapped, traded in, abandoned or stolen.
RETENTION:
a) Record copy. Retain for life of equipment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROPERTY TRANSFER FORMS Item# 41
This record series consists of all capital and non-capital property transfer forms to
declare surplus or transfer to another unit of local or state government. This
series does not include real property transfers.
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
J~.
:rt,;'
PUBLIC EMPLOYEE RELATION FILES Item# 140
This record series consists of reviews, background papers and correspondence
relating to collective bargaining, grievances, judicial review and employment
discriminations statistics (race, sex, age, etc.). See also "BARGAINING
RECORDS," and/or "BARGAINING RECORDS: CONTRACTS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
51
-1'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
PROJECT FILES: FEDERAL Item# 137
This record series consists of original approved project contracts, agreements,
awards, and line-item budgets, budget amendments, cash requests,
correspondence and audit reports. (NOTE: Check with applicable agency and/or
the Code of Federal Regulations (CFR) for any additional requirements.) See also
"GRANT FILES," "PROJECT CASE FILES," "PROJECT FILES: CAPITAL
IMPROVEMENT" "PROJECT FILES: PRIORITY REPORTS," "PROJECT FILES:
,
REAL PROPERTY LEASES" and/or "VOUCHERS: FEDERAL PROJECT PAID."
RETENTION:
a) Record copy. 5 fiscal years after completion of project provided applicable
audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROJECT FILES: NON-CAPITAL IMPROVEMENT Item# 138
This record series consists of correspondence or memorandums (incoming and
outgoing), drawings, resolutions, narratives, budget revisions, survey information,
change orders, computer runs and reports all pertaining to projects in progress,
construction and contract specifications for various proposed projects sent out for
bid. Files may contain materials relating to specific projects, such as convention
center, municipal/county library, provided by the agency. See also "GRANT
FILES," "PROJECT FILES: CAPITAL IMPROVEMENT," "PROJECT FILES:
FEDERAL" and/or "VOUCHERS: FEDERAL PROJECTS PAID."
RETENTION:
a) Record copy. 5 fiscal years after completion of project provided applicable
audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROMOTION RECORDS: EMPLOYEE (NOT PROMOTED) Item# 139
This record series consists of an application for promotion, any promotional level
tests and the test results for employees not promoted. See also "APPLICATIONS:
EMPLOYMENT (NOT HIRED)," "EMPLOYMENT EXAMINATION RECORDS"
"PERSONNEL RECORDS," "PERSONNEL RECORDS: FLORIDA RETIREMENT
SYSTEM," and/or "PERSONNEL RECORDS: NON FLORIDA RETIREMENT
SYSTEM."
RETENTION:
a) Record copy. 2 years after reviewed for promotion.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
50
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
r"
l'
"-.
PROJECT CASE FILES Item# 184
This record series consists of unique correspondence, working papers, reports,
research and back-up material pertaining to a specific departmental project. See
also "GRANT FILES," "PROJECT FILES: CAPITAL IMPROVEMENT," "PROJECT
FILES: FEDERAL," "PROJECT FILES: PRIORITY REPORTS," "PROJECT FILES:
PROGRAM DEVELOPMENT" and/or "PROJECT FILES: REAL PROPERTY
LEASES."
RETENTION:
a) Record copy. 5 fiscal years after completion of project provided applicable
audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROJECT FILES: CAPITAL IMPROVEMENT Item# 136
This record series consists of correspondence or memorandums (incoming and
outgoing), drawings, resolutions, narratives, budget revisions, survey information,
change orders, computer runs and reports all pertaining to capital improvement
projects in progress, construction and contract specifications for various proposed
projects sent out for bid. Files may contain materials relating to specific projects, @
such as convention center, municipal/county library, provided by the agency. See
also "PROJECT CASE FILES" "PROJECT FILES: FEDERAL," "PROJECT FILES:
NON-CAPITAL IMPROVEMENT," "PROJECT FILES: PRIORITY REPORTS,"
"PROJECT FILES: REAL PROPERTY LEASES" and/or "VOUCHERS: FEDERAL
PROJECTS PAID."
RETENTION:
a) Record copy. 15 fiscal years after completion of project.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
49
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
PRE-EMPLOYMENT RECORDS: NOT HIRED Item# 134
This record series consists of applications, resumes, credential information, Pre-
employment Physical, documentation of interviews (including audio tapes) and
supporting documentation for those individuals not hired. See also
"APPLICATIONS: EMPLOYMENT (NOT HIRED," "EMPLOYMENT ELIGIBILITY
RECORDS," "EMPLOYMENT EXAMINATION RECORDS," "PERSONNEL
RECORDS:FLORIDA RETIREMENT SYSTEM," and/or "PERSONNEL RECORDS:
NON FLORIDA RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 2 years after application deadline.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROCLAMATIONS/RESOLUTIONS Item# 142
This record series consists of an expression of a governing body concerning
administrative matters, an expression of a temporary character or a provision for
the disposition of a particular item of the administrative business of a governing
body or organization. See also "CHARTERS/AMENDMENTS/BY-LAWS/
CONSTITUTIONS," and/or "DIRECTIVES/POLICIES/PROCEDURES."
"These records may have archival value. 11
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROCLAMATIONS/RESOLUTIONS: SUPPORTING DOCUMENTS Item# 143
This record series consists of an expression of governing body concerning matters
of administrative, an expression of a temporary character, or a provision for the
disposition of a particular item of the administrative business of the governing
body or organization. See also "PROCLAMATIONS/RESOLUTIONS" and/or
"DIRECTIVES/POLICIES/PROCEDURES. "
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
48
4.'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
STOP PAYMENT REQUESTS Item# 177
This record series consists of the request that is sent to the bank in order to void a
lost check. See also "BAD CHECKS," "CHECKS: LOG," and/or "CHECK
REGISTERS."
RETENTION:
a) Record copy. 5 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SUPPLY RECORDS Item# 51
This record series consists of documentation of a perpetual inventory of
expendable supplies located in a central supply office for use by agency
employees. Included in this series is a listing of all available supplies which is
distributed periodically or upon request. See also "INVENTORY RECORDS,"
and/or "INVENTORY RECORDS: PROPERTY."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TELEPHONE CALL LOGS: LONG DISTANCE Item# 145
This record series consists of information of long distance calls which is recorded
on this log to reconcile calls made with telephone bills. See also "TELEPHONE
CALL RECORDS: LONG DISTANCE."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TELEPHONE CALL RECORDS: LONG DISTANCE Item# 28
This record series consists of documentation of separately billed long distance
telephone service.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
58
4:96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
..-.
:t
"
.,
TIME CARDS: OPS/TEMPORARY EMPLOYMENT Item# 200
This record series consists of Other Personnel Services (OPS) employees' time
cards and a compilation of those time cards. See also "ATTENDANCE RECORDS:
OPSITEMPORARYEMPLOYMENT."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRAINING MATERIAL RECORDS Item# 147
This record series consists of materials used in training, such as films, slides,
commentaries, manuals, workbooks and other related items. This records series
does not include individual training records. Check with applicable training
agencies (i.e. state and federal agencies, etc.) for these retention requirements.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C...
~.' ,,,
... ,.'.
"';,:.
TRAINING RECORDS: EMPLOYEE Item# 148
This record series consists of a record for each employee in the department which
may include all educational and training records of the employee. See also
"PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM," and/or
"PERSONNEL RECORDS: NON FLORIDA RETIREMENT SYSTEM."
RETENTION:
a) Record copy. 2 years after completion of training.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
59
4i9(j
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
TRANSITORY MESSAGES Item# 146
This record series consists of those records that are created primarily for the
communication of information, as opposed to communications designed for the
perpetuation of knowledge. Transitory messages do not set policy, establish
guidelines or procedures, certify a transaction, or become a receipt. The informal
tone of transitory messages might be compared to the communication that might
take place during a telephone conversation or a conversation in an office hallway.
Transitory messages would include, but would not be limited to: E-mail messages
with short-lived, or no administrative value, voice mail, self-sticking notes, and
telephone messages.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRAVEL RECORDS Item# 52
This record series consists of records containing detailed information pertaining to
expenses incurred during travel and the authorized per diem rate indicated, unless
reimbursement is to be made on the actual cost of lodging and meal allowances.
The appropriate supporting documents may also be included such as itineraries
and etc. with the voucher.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
UNEMPLOYMENT COMPENSATION RECORDS Item# 149
This record series consists of reports submitted to the State on a quarterly basis
stating name of each employee, employee number, amount of wages paid during
quarter subject to unemployment benefits, social security number, number of
weeks covered and other pertinent information which is retained by the State for
determination of unemployment benefits due to applicants for same. Also
includes, receipts and statements of charges.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
60
-1.96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
r\
!lL .. "
UTILITY CUSTOMER RECORDS Item# 170
This record series consists of individual account records, meter cards and
readings, payment receipts and deposit records for utility services.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VALIDATING MACHINE TAPE RECORDS Item# 230
This record series consists of tapes of daily cash or check transactions. Also, may
include refunds or rebates. See also" CASH RECEIPT/REPORT RECORDS"
and/or "CASH COLLECTION RECORDS: DAILY."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE ACCIDENT REPORTS Item# 151
This record series consists of reports of employees that are involved in accidents 0
in an agency vehicle or in their own vehicle during the course of agency business.
See also "ACCIDENT RECORDS: FATALITY," "ACCIDENT RECORDS: NON-
FATALITY," "INJURY REPORTS," and/or "VEHICLE RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE EXPENSE RECORDS Item# 185
This record series consists of records for gas, tires, repairs, etc. used for agency
cars. See also "MAINTENANCE RECORDS: EQUIPMENT" and/or "VEHICLE
RECORDS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
61
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
VEHICLE LOGS Item# 224
This record series consists of activity of auto used by agency personnel for daily
routine business. The log shows the name of the driver, destination and total trip
mileage.
RETENTION:
a) Record copy. 1 fiscal year provided applicaole audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE RECORDS Item# 154
This record series consists of all pertinent records pertaining to each vehicle
owned by the agency. The records usually consist of the vehicle registration
papers, copy of the title, inspection information, maintenance agreements, credit
card information, confidential tag issuance information and any other information
relating to the vehicle. See also "VEHICLE ACCIDENT RECORDS," and/or
"VEHICLE EXPENSE RECORDS."
RETENTION:
a) Record copy. 1 year after disposition of vehicle provided applicable audits have
been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VENDOR FILES Item# 97
This record series consists of vendor invoices for items purchased or leased,
received and paid for. See also "VOUCHERS: INDIVIDUAL AGENCY."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VISITOR LOGS Item# 54
This record series consists of records documenting employees' and visitors'
entrance into an agency's building during and/or after office hours. See also "KEY
CONTROL RECORDS."
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
62
4'96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
'" . ~
VOUCHERS: FEDERAL PROJECT PAID Item# 156
This record series consists of vouchers paid for federally funded projects. Check
with applicable agency for any additional requirements. See also "PROJECT
FILES: FEDERAL."
RETENTION:
a) Record copy. 5 fiscal years after completion or termination of project provided
applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VOUCHERS: INDIVIDUAL AGENCY (LOCAL) Item# 163
This record series consists of paid vouchers, supported with a copy of the
purchase requisition, a copy the purchase order and the vendor's invoice, and
supporting documents. The check number and other pertinent information are
posted to the voucher. See also "VENDOR FILES," "JOURNALS: GENERAL
(DAILY SUMMARY)," "JOURNALS: GENERAL (MONTHLY SUMMARY), and/or
other "VOUCHERS."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~..-.
~~,/
VOUCHERS: INDIVIDUAL AGENCY (STATE) Item# 155
This record series consists of paid vouchers, supported with a copy of the
purchase requisition, a copy of the purchase order and the vendor's invoice and
supporting documents. The check number and other pertinent information are
posted to the voucher. See also "VENDOR FILES," "JOURNALS: GENERAL
(DAILY SUMMARY)," "JOURNALS: GENERAL (MONTHLY SUMMARY), and/or
other "VOUCHERS."
RETENTION:
a) Record copy. 5 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
63
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
VOUCHERS: JOURNAL Item# 194
This record is used to make special corrections, budget allocations, penned
entries from financial statements and to adjust entries from preliminary to final
closing.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits havE? been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
W-2 FORMS Item# 157
This record series consists of information from employer to employee concerning
total wages paid during previous year. Information includes name, address, social
security number, gross income, amount of federal tax and social security withheld.
The retention period mentioned below for the record (master) copy was
established pursuant to Section 2? CFR 31.6001-1 (2). See also "W-4 FORMS,"
"W-9 FORMS," "1099 FORMS," "1099 REPORTS" and/or "941-E FORMS."
RETENTION:
a) Record copy. 4 calendar years after due date of tax.
b) Duplicates. Retain,until obsolete, superseded or administrative value is lost.
W-4 FORMS Item# 158
This record series consists of information from employee to employer concerning
dependent deductions claimed. Information includes name, address, social
security number, marital status, and number of dependents claimed. The .
retention period mentioned below for the record (master) copy was established
pursuant to Section 26 CFR 31.6001-1(2). See also "W-2 FORMS," "W-9
FORMS," "1099 FORMS," "1099 REPORTS" and/or "941-E FORMS."
RETENTION:
a) Record copy. 4 calendar years after due date of tax.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
W-9 FORMS Item# 178
This record series consists of the information used in creating the 1099 report that
is given to the customer and the Internal Revenue Service (IRS). The customer
certifies backup withholding status and reporting number: See alsq "W-2 FORMS,"
"1099 FORMS," "1099 REPORTS" and/or "941-E FORMS."
RETENTION:
a) Record copy. 4 calendar years after due date of tax.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
64
4/96
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
c.::
WORK ORDERS Item# 141
This record series consists of information reflecting the individual history of major
or minor maintenance or services requiring a work .order request. Work order
includes dates, locations, cost of labor, hours worked, equipment cost per hour,
material used and cost, and other pertinent details. This item does not include
equipment maintenance records. See also "MAINTENANCE RECORDS:
EQUIPMENT."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
WORKERS' COMPENSATION RECORDS Item# 55
This record series consists of the first report of injury and the employer's
supplemental reports. These records are created pursuant to Florida Statutes
Section 440.09.
RETENTION:
a) Record copy. 2 years after case closed provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
.i(""':-"
~ .,
~'
1099 FORMS Item# 159
This record series consists of a form required to be filled out and sent to the
Internal Revenue Service (IRS) for an over collection of employer tax, under
section 31.01 Code ot-Federal Regulation. The retention period for the record
copy is pursuant to Section 26 CFR 31.6001-1. See also "W-2 FORMS," "W-4
FORMS," "W-9 FORMS," "1099 REPORTS" and/or "941-E FORMS."
RETENTION:
a) Record copy. 4 calendar years after due date of tax.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
65
4196
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
1099 REPORTS Item# 160
This record series consists of employer filing an annual report to Internal Revenue
Services (IRS) for previous year's refund of employees. The retention period
mentioned below for the record (master) copy was established pursuant to Section
26 CFR 31.6001-1. See also "W-2 FORMS,""W-4 FORMS," "W-9 FORMS,"
"1099 FORMS" and/or "941-E FORMS."
RETENTION:
a) Record copy. 4 calendar years after due date of tax.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
911 LOGS: DAILY Item# 232
This record series consists of a daily listing which shows the 911 telephone calls
received by time, address, complaint, officer handling the call, handling time,
phone number called from, remarks and reference signal.
RETENTION:
a) Record copy. 1 year after received.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
941-E FORMS Item# 161
This record series consists of reports submitted to the Department of Treasury -
Internal Revenue Service Center in Atlanta, Georgia. See also "W-2 FORMS,"
. "W-4 FORMS," "W_9 FORMS," "1099 FORMS" and/or "1099 REPORTS."
RETENTION:
a) Record copy. 4 calendar years after due date of tax provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
66
4/96
APPENDIX
GENERAL RECORDS SCHEDULE GS1
STATE AND LOCAL GOVERNMENT
CROSS REFERENCE
ABSTRACTS
See II DEEDS: AGENCY PROPERTY II
ADMINISTRATIVE LEAVE RECORDS
See "APPLICATIONS: LEAVE OF ABSENCE"
AMENDMENTS (TO CHARTER)
See II CHARTERS, AMENDMENTS, BYLAWS AND CONSTITUTIONS"
ANNOUNCEMENTS, JOB
See "APPLICATIONS: EMPLOYMENT (NOT HIRED) "
ANNUAL BUDGETS
See "BUDGET RECORDS: APPROVED ANNUAL BUDGET"
ANNUAL FINANCIAL STATEMENTS
See "STATE AUTOMATED MANAGEMENT ACCOUNTING SYSTEM
REPORTS"
ANNUAL LEAVE RECORDS
See "LEAVE RECORDS"
APPOINTMENT BOOKS
See "CALENDARS"
APPROVED BUDGETS
See "BUDGET RECORDS: APPROVED ANNUAL BUDGET"
AUDIO RECORDINGS
See "MINUTES: OFFICIAL MEETINGS (TRANSCRIPTS) "
AUTOMOBILE MAINTENANCE RECORDS
See "VEHICLE EXPENSE RECORDS"
BUILDING LOG
See "VISITOR LOGS"
67
~":" :.
'l
,~.
~
4'96
.\
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
~"".
t~j
ARREST RECORDS: OFFENDER INFORMATION Item# 32
This record series consists of information for each adult and juvenile arrested. The
adult records include complete name, alias or nickname, residence, sex, age, date
of birth, place of birth, height, weight, color of hair, color of eyes, complexion, race,
date of arrest, offense committed, car make, year, license number, state,
occupation, habits, closest relative or friends, scars, marks, tattoos, any
abnormalities and special remarks. The juvenile records include name, parent's
name, telephone numbers, occupations, offense, date and time occurred and the
action taken. See also "CRIMINAL INVESTIGATIVE RECORDS:," "MASTER
NAME INDEXES" and/or "RAP SHEETS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ARREST WARRANTS/CAPIAS/ORDERS: SATISFIED Item# 7
This record series consists of arrest warrants which have been satisfied. It
includes the name of the individual being arrested, the offense and the name of
the arresting officer. See also "ARREST WARRANTS/CAPIAS/ORDERS:
WITHDRAWN OR CANCELED," "COURT ORDERS," and/or "WARRANT CARD
FILES."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost. '
C.,
. .', \
-j
ARREST WARRANTS/CAPIA~/ORDERS: WITHDRAWN OR CANCELED
Item# 8
This record series consists of arrest warrants which after issued, were withdrawn,
canceled, or otherwise disposed of in a manner other than arrest. See also
"ARREST WARRANTS/CAPIAS/ORDERS: SATISFIED," "COURT ORDERS,"
and/or "WARRANT CARD FILES."
RETENTION: .
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C."
A
,
3
2/96
i.......
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
AMBULANCE LOGS l~m#5
This record series consists of a record of ambulances dispatched at police request
through a central communications facility. It may serve as the basis for changes
submitted by the ambulance companies. Information may include date/time called,
location of call, zone, ambulance called and responding, special remarks, call
canceled and reason and offense number.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item# 6
This record series consists of a report which is required of all sheriffs who receive
commissions or other remuneration's. The report contains an annual listing of all
fees, commissions or other remuneration's received by him/her. It shows in detail
the purpose, character and amount of all official expenses and the unexpected
budget balance.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPLICATIONS: INTERCEPTION OF WIRE AND ORAL COMMUNICATIONS
. Item# 58
This record series consists of applications for an order authorizing the interception
of a wire or oral communications and orders granted pursuant to Florida Statutes
Chapter 934. Also included are original recordings of the contents of any wire or
oral communication made under Florida Statutes Section 934.09.
RETENTION:
a) Record copy. 10 years provided such applications, orders granted and original
recordings shall not be destroyed except upon an order of the issuing judge or
denying judge. Florida Statutes sections 934.09(7)(a) and (c).
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
2
2/96
",
'.
. ,
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
C."",
,,;_ J
ACCIDENT RECORDS: INDEX Item# 120
This record series consists of traffic accident reports, general correspondence,
property receipt, request for blood test, blood test analysis, printout, accident
supplement, supplemental report, photograph copies and National Crime
Information Center (NCIC) and Florida Crime Information Center (FCIC) computer
printout information. The traffic accident report includes information on vehicles
involved, occupants, time, location, diagram of how the accident happened, the
description of the accident, parties involved, cause of the accident and prevailing
conditions. The record copy of this document is located at the Department of
Highway Safety and Motor Vehicles; however, the record copy on this series'
retention is for duplicates retained by each police/sheriff department. See also
"CHEMICAL ANALYSIS RECORDS: TEST REPORT," "CHEMICAL ANALYSIS
RECORDS: LOG," and/or "TRAFFIC CITATIONS."
RETENTION:
a) Record copy. Retain as long as item it relates to.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C)
ACTIVITY REPORTS Item# 3
This record series consists of reports of activities of individual law enforcement
officers on each shift. The reports include original comparative monthly reports on
all criminal activity occurring, including complaints and arrests, infqrmation relative
to traffic violations, accidents, rescue service calls, hours worked, zone, miles
traveled, actual miles patrolled by officer, location of officer, reason for stopping
for each action, type of call, time of call, complaint's address and special details
worked. See also "COMMUNICATIONS TAPE RECORDINGS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ALARM RECORDS Item# 4
This record series consists of alarm registration records and night reference forms.
It may consist of forms completed by a business naming emergency contacts,
name of business owner, type of alarm, location of safe and alarm company name.
See also "EMERGENCY CONTACT LISTS," and/or "SPECIAL WATCH
RECORDS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost. ()
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
2/96
,~
/ ,.
take precedence. The retention period stated in the applicable schedule is the MINIMUM time a
"j record is to be maintained. If two or more record series are filed together, the combined file must
be retained through the longest retention period of those records. A General Records Schedule
eliminates the need for the creation and submission of an individual Records Retention Schedule,
Form LS5E105. However, an agency desiring a lesser retention period than that stated in a
General Records Schedule must apply for the establishment of an individual agency retention
schedule with proper justification.
2. Individual Records Schedules are established when the agency submits a Records Retention
Schedule, Fonn LS5E105, to the Division of Library and Infonnation Services and receives
approval from the Division. Once an official retention value has been established for a record
series, records in the series are eligible for disposal action when they have met the retention
requirements. The schedule remains effective until there is a change in series content or other
factors are introduced which would affect the initial approved retention period, at which time a
new individual records schedule should be submitted for approval.
B. Obtaining Disposition Authorization - When records have met retention requirements established
by a General Records Schedule or an individual agency retention schedule, an agency may initiate
disposition action by submitting a Records Disposition Request, Fonn LS5E107, to the Division.
Rule IB-24.01O(3), Florida Administrative Code, however, states that "records with a retention of
"obsolete, superseded or administrative value is lost" are not required to be submitted on a Records
Disposition Request prior to disposal." The request, when approved by the Division, authorizes the
disposition of the listed records. It also serves as a certificate of records destroyed when signed by an
agency official. The request must be submitted and approved before actual disposition is carried out.
The request assures that there is no premature destruction of records, or that records to be destroyed
do not have an inunediate or urgent value beyond the original retention period.
Full instructions for disposal procedures and completing the Records Disposition Request, Fonn LS5E107
are contained in General Records Schedule GS I and the Basics of Records Management handbook.
11
GENERAL RECORDS SCHEDULE GS2
General Information and Instructions
I. STATUTORY AUTHORITY
This General Records Schedule is issued by the Department of State, Division of Library and Infomlation
Services, Bureau of Archives and Records Management in accordance with the statutory provisions of
Chapters 119 and 257, Florida Statutes.
Chapter 119, F.S., defines "public records" in temlS of physical characteristics; and in legal and/or official .,.
docwnentation relationships, it also defines' "agency," providing an inclusive listing of state, local and
special government officials and organizational elements subject to laws and regulations pertaining to
public records. In addition, the Chapter establishes the legal basis for the custody and disposal of public
records and for public access to these records.
Chapter 257, F.S., establishes the State's Records Management and Archives Program under the direction
of the Division of Library and Infomlation Services, Department of State; it specifically provides for a
system for the scheduling and disposal of public records. The Chapter also authorizes the Division to
establish and coordinate standards, procedures, and techniques for efficient and economical record
making and keeping.
II.
DETERMINING RETENTION REQUIREMENTS
In determining the retention requirements of public records, four values must be evaluated to assure that
the records will fulfill their reason for creation and maintenance. These are the administrative, legal,
fiscal and the historical value. These four values have been considered in depth to determine the retention
requirement of the records listed herein.
III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS
The procedures for scheduling and disposal of public records, applicable to all agencies, consist of two
separate but related actions:
A. Establishing a Records Retention Schedule - A schedule describing the records and setting the
retention period is required for each record series, or type, of record. This determines officially the
length of time that the record series must be retained to meet retention requirements.
1. General Records Schedules establish disposition standards for records common to several or all
agencies of the State of Florida. The records covered by these schedules pertain to both
administrative and program functions of the agencies. General Records Schedule GS 1 is
applicable to administrative records only and may be used by any agency of the state. All other
General Records Schedules are applicable to program records of specific functional organizations
of the state which may have unique retention requirements. These general records schedules
have been designed to complement each other to cover as many administrative and program
records as possible. For example: General Records Schedule GS2 will contain program records
for Law Enforcement agencies and administrative records for the agency will be contained in
General Records Schedule GSl. Should duplicate records series be contained in these two
~eneral records schedules. the retention reauirements of General Records Schedule GS2 shall
~'\
'.
. ....
n
-.,,)
("". )
. ~"
C'
,
,.-
J .
.../
TABLE OF CONTENTS
General Information and Instructions
.
I. Statutory Authority
II. Determining Retention Requirements
III. Scheduling and Disposition of Public Records
GENERAL RECORDS SCHEDULE GS2
1
~ ~
~!
,'~ ". :;':
9/.
...;.
-':',
.4..c.....:...,.......;".......::-
G..
--...,. ..'
:. .., .... -~..,;....-.':~, .....;.:.,..::-::..:-
~..",-'p'''''.,,:...I;,..,:
.~.:..:-.; .J ~,..~:::.,
..H.....~.,.
.. ....,~~':"
.:- ':::.:1',.- '~:.~ .-....;,..~....
..' ; .._-... ,'~ -."....:.,.....,.. . ~"';-"
j.~;~~.~!.;;:;~~~i.~:;;;:~~.;.
....,Jo,.
..::-.
. .,State of Florida ,~
~. ~. .... .' .-. ..' ".,.
. :4" .-'" "
:-,:.
..\'-. .
. ..:'ji
'-GENERAL'RECORDS. SCHEDULE GS2.
LAW ENFORCEMENT RECORDS
,-~.
".~~:~
MARCH 1996 .
;.
- ,';'"
~ -- ...-.... ;'.; ...~70:~
.: ::'~2?};~~~tF~l~
.'; .:~t~~\~~.E:,;:~~:.:~ ~~~;(t:;. .
.. .-. .. ',. . .'....
."'~'
." ;.
.:-.'
.' ~.'
:..' .-: 'i ;-::.:.:.. ~.
t'~~'
\. l-': ...."'.......;
.~ ..~~~i~ft:f
~~ ~'~:r .';':~;-~. ~'<~::;:;.:' .
;*I;~~f
~. ~f;.;L~ it:~: ,~:..j)- .::r~ ~:~ (~;~~..:;_ '~~l;':A-~:.:~~'
_:!;~~~~~~i&t~\
:,~:..: ;._,..~
. ~,
..
".
. "'..'
~I
.., ....~ .~
^
.,.~&;t-
..!t~{it~~il::,i.~;:t
l"'"C"
~ ~ .' .....,.
..~r
"", J~' ~...:;.~~,r_J
" ~'f".t .
",_1
~;~?~t;~;~H\~~~t~:.~+"
..-
,':- ,,'.' ;.l~~-:;~i~~i&!~~(
".\ .. ":..:~'"-o'_- .:.
~:.. '.',} ~". I:'
..i'_; .
~.~ . , . .:;.~~~~;: .
~\ . '-. ~ l..(......,.._..,_._:,~..'
::/':~";~ . ~. ~
'.~: .
S.A.M.A.S. REPORTS
See "STATE AUTOMATED MANAGEMENT ACCOUNTING SYSTEM
REPORTS"
SICK LEAVE RECORDS
See "LEAVE RECORDS"
SOCIAL SECURITY WITHHOLDING RECORDS
See "PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS"
SYSTEM STUDIES
See "MANAGEMENT STUDIES: INTERNAL"
VACATION LEAVE RECORDS
See "LEAVE RECORDS"
VOICE RECORDINGS
See "TRANSITORY MESSAGES"
VOUCHERS FOR REIMBURSEMENT OF EXPENSE
See "TRAVEL RECORDS"
WARRANT REGISTERS
See "CHECKS: REGISTERS"
WARRANTS
See "CHECKS: CANCELED"
WORK COUNT STUDIES
See "MANAGEMENT STUDIES: INTERNAL"
70
4/96
LEAVE SLIPS
See "APPLICATIONS: LEAVE OF ABSENCE"
MAIL RECEIPTS
See "RECEIPTS: REGISTERED AND CERTIFIED MAIL"
OFFICE EQUIPMENT FILES
See "MAINTENANCE RECORDS: EQUIPMENT"
PAID PURCHASE ORDER LOGS
See "REQUISITION LOGS"
PERSONAL HOLIDAY RECORDS
See "APPLICATIONS: LEAVE OF ABSENCE"
PLANS
See "ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY
DRAWINGS"
PRESS RELEASES
See "NEWS RELEASES"
PROGRESS REPORTS
See "PERIODIC PROGRESS REPORTS: INTERNAL"
PROPERTY ACCOUNTABILITY AND MAINTENANCE
See "MAINTENANCE RECORDS: EQUIPMENT"
PROPERTY LISTS
See "INVENTORY RECORDS: PROPERTY "
PUBLIC HEARINGS/NOTICES
See "ADVERTISEMENTS: LEGAL"
PUBLIC INQUIRIES
See "INFORMATION REQUEST RECORDS"
REAL PROPERTY ACQUISITION AND DISPOSITION FILES
See" DEEDS: AGENCY PROPERTY"
RESUMES
See "APPLICATIONS: EMPLOYMENT (NOT HIRED) "
69
f'
A,
V
"-
4/96
C.E.T.A. RECORDS
See "COMPREHENSIVE EMPLOYEES TRAINING ACT (CETA) RECORDS"
CERTIFIED MAIL RECEIPTS
See "RECEIPTS: REGISTERED AND CERTIFIED MAIL"
C. I. P. PLANS
See "EXPENDITURE PLANS: CAPITAL
DEDUCTION AUTHORIZATIONS CARDS
See "PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS"
EMPLOYEE LEAVE SLIPS
See "APPLICATIONS: LEAVE OF ABSENCE"
EMPLOYER'S SUPPLEMENTARY REPORT
See "WORKERS' COMPENSATION RECORDS"
EXECUTIVE ORDERS
See "POLICIES: OFFICIAL"
EXPENDITURE RECORDS
See "PURCHASING RECORDS"
FIRST REPORT OF INJURY
See "WORKERS' COMPENSATION RECORDS"
GAS TICKETS
See 'VEHICLE EXPENSE RECORDS"
HEARINGS, PUBLIC
See "ADVERTISEMENTS: LEGAL"
INTERNAL AUDIT REPORTS
See "AUDITS: AUDITOR GENERAL"
INTERNAL MANAGEMENT STUDIES
See "MANAGEMENT STUDIES: INTERNAL"
INVENTORY RECORDS (SUPPLIES)
See "SUPPLY RECORDS"
J.T.P.A. RECORDS
See "JOB TRAINING PARTNERSHIP ACT (JTPA) RECORDS"
68
4/96
-y
I
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
ASSIGNMENT ORDERS: SHIFT ASSIGNMENT Item# 9
This record series consists of schedules assigning law enforcement officers to the
shifts they will be working. Also included are special assignments for extra work,
etc.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AUCTION RECORDS Item# 10
This record series consists of a list of abandoned and unclaimed articles (Le.
vehicles, bicycles, surfboards) and found property which is advertised, and
consequently sold at public auction. The information includes the auction receipt
form which consists of a financial report of monies received for items sold at
auction.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.' ,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BOLO (BE ON THE LOOKOUT) FORMS Item# 11
This record series consists of information compiled any time a "Be On the
Lookout" (BOLO) is requested by any member of the department. This form is .
completed to provide uniformity in communication. After broadcast on radio and/or
telecommunications, the form is used for in-house information. See also
"BULLETINS: DAILY."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete;' superseded or administrative value is lost.
BOND: RECEIPT RECORDS Item# 13
This record series consists of information which indicates the name, charge, date,
time, item, bond amount, bond issuer, trial date and arresting officer name
recording all bonds rendered to prisoner in jail and their receipt.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
4
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
(O~
,:...._1
BOND: REGISTERS Item# 14
This record series consists of information used by all offices accepting appearance
bonds. It contains the bond number, date received, name of defendant, amount of
paper bond, amount of cash bond, from whom the cash was received, the name of
the bondsman, by whom it was accepted, the court to which it is returnable, the
disposition of the cases and bond, interest rate, due date, date of disposition and
the number of the check which disposed of the bond. This record series is Auditor
General's form 57-11 or its equivalent.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BOOKING RECORDS Item# 16
This record series consists of information on all prisoners taken into custody and
placed in jail as a result of a court action, awaiting bond or any other reason. The
records indicate the term to be served, the name and the pertinent facts of the
prisoner, reason for being placed in jail, offense, the scheduled date of release C:-.-"",
and the method of release. This records series includes information gathered on - j
arrested individuals soon after booking for classification purposes and
consideration for release-on-recognizance or signature release. The entire
package consist of an initial intake form, a copy of the individual booking card, a
copy of the criminal report affidavit (when applicable), a copy of the individual's
local, state and national arrest record (if previously arrested), an information
release form (if considered for release-on-recognizance), a copy of the court order
granting release-on-recognizance (when applicable) and signature release form
(when applicable). Addition information may include name, race, sex, age, date of
birth, place of birth, weight, hair color, eye color, date, booking number, social
security number, time, interviewer, address, length of residence, phone number,
marital status, educational level, dependents, job title, employer, health problems,
alcohol/drug usage, charge, referrals, release-on-recognizance evaluation,
arresting officer, booking officer, time of arrest, place of arrest, personal
references and probable cause summary, See also "INMATE INCARCERATION
RECORDS," and/or "JAIL DOCKET BOOKS,"
RETENTION:
a) Record copy, 1 year after released provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost
0_"-
:- ..
5
2/96
5'
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
BULLETINS: DAILY Item# 33
This record series consists of a bulletin which the communications dispatchers
prepare each day to provide basic information to the officers. The bulletin covers a
twenty-four hour period. Information on the bulletin consists of what officers are on
duty, what vehicles are assigned to the officers and any special messages to the
officers, such as description of suspicious persons. See also "BOLO FORMS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHEMICAL ANALYSIS RECORDS: LOG Item# 122
This record series consists of a log of all "Chemical Test Report Forms." See also
"CHEMICAL ANALYSIS RECORDS: TEST REPORT," and/or "CRIMINAL
INVESTIGATIVE RECORDS:."
RETENTION:
a) Record copy. 2 years after last entry.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHEMICAL ANALYSIS RECORDS: TEST REPORT Item# 17
This record series consists of information generated when chemically testing
individuals either arrested for driving while intoxicated or suspected of driving
under the influence of alcohol or drugs. Information includes city and county in
which test was performed, date and time of test, type of testing instrument, serial
number of instrument, location of instrument, subject's name, age, race, sex,
blood alcohol test results, chemical test operator, arresting officer and agency,
citation number, charge, accident (if any), operational checklist, total time
subject was observed, date of preventive maintenance, date and time simulation
performed, date last simulation test conducted, simulator concentration, results of
simulation test and operator and chemical test operator and agency. This
information shall be recorded on the "Chemical Test Report Form," and each test
shall be recorded on a log, both of which shall be approved by the Department of
Highway Safety and Motor Vehicles as required by Florida Administrative Code
Rule 158-3.03. See also "CHEMICAL ANALYSIS RECORDS: LOG," and/or
"CRIMINAL INVESTIGATIVE RECORDS:."
RETENTION:
a) Record copy. 2 years after submitted.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
6
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
.0.
\._->
CIVIL INDEXES Item# 18
This record series consists of an index of parties to civil suits listed alphabetically
by plaintiff with date served and by whom,
RETENTION:
a) Record copy. 3 years after last entry provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CIVIL RETURNS Item# 19
This record series consists of information which should be used by all sheriffs
serving process and the original attached to the paper served. The returns are for
individual, substitute, corporation, not found, other and incompetent. They contain
the name of the plaintiff and defendant, type of writ, case number, cause of action,
court, receipt, deposit, attorney, date received, name, date, time of service and
the costs. This records series is Auditor General's Form 57-14 or its equivalent.
See also "EXECUTION RECORDS," and/or "EXECUTION WRIT OF EXECUTION
CASE FILES." .
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
Coo,
,
./
CODE SHEETS Item# 20
This record series consists of code sheets which are used to transmit statistical
information for crime prevention.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COMMITMENT AND RELEASE LISTS. Item# 22
This record series consists of lists of individuals booked into and released from the
booking facility during a twenty-four hour period (midnight to midnight).
Information includes date, booking number, name, race, sex, age, charge, court,
arresting officer, bond amount, how released and date returnable. See also
"BOOKING RECORDS."
RETENTION:
a) Record copy. 1 year after released provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C"\
. ,
7
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
COMMITMENT TO SERVE SENTENCE FORMS Item# 21
This record series consists of forms completed by the court and signed by the
judge which commits an individual to jailor to pay a fine. It includes name of
person charged, date of conviction, type of offense, amount of fine and length of
sentence. This is a duplicate record because the record copy is on file with the
Clerk of the Circuit Court.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COMMUNICATIONS TAPE RECORDINGS Item# 23
This record series consists of twenty-four hour tape recordings of radio and
telephone communications and complaint calls. The recordings are made for back-
up of activity reports, complaint cards (form one cards) and office operations. It
includes tapes of telephone calls coming into and going out of the police/sheriff
department which are used to record initial incoming calls and complaints, and
general conversations of persons calling outside and are of no value to the
department except to verify times complaints are phoned into the department.
RETENTION: '
a) Record copy. 30 days.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COMPLAINT LOGS Item# 24
This record series consists of a log of all complaints to which a unit responded
showing name of victim, address, time, charges, complaint number assigned,
report number, date, capsule information on complainant, nature of complaint,
officers dispatched (if any) and disposition of case. See also "COMPLAINT
RECORDS."
RETENTION:
a) Record copy. 2 years after last entry provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
8
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
n
'- .
COMPLAINT RECORDS Item# 25
This record series consists of a card filled out by the desk officer at the time of the
original call for service for each crime, disturbance, or complaint reported showing
date, time, type of call, number of complaint, name of complainant, address and
phone number, name of victim (if any), desk officer, officer assigned, how the
complaint was reported, location of complaint, responding officer, action taken on
call, time and date unit is dispatched, arrived at scene and returned to service,
response and immediate disposition. See also "COMPLAINT LOG," and/or
"CRIMINAL INVESTIGATIVE RECORDS:."
RETENTION:
a) Record copy. 2 fiscal years provided applicable audits have been released.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
CONFISCATED INTOXICATING BEVERAGE RECORDS: F.S. 562.38 Item# 26
This record series consists of itemized records of the seizure of all intoxicating
liquors, wines or beers which includes a complete record of the destruction of such
liquors and which records are verified by the signature of the sheriff in person. C-..,.../'.:
This records series is created in accordance with Florida Statutes Section 562.38, '
See also "CONFISCATED INTOXICATING BEVERAGE RECORDS: F.S. 568.12."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded o~ administrative value is lost.
CONFISCATED INTOXICATING BEVERAGE RECORDS: F.S. 568.12 Item# 123
This record series consists of itemized records of the seizure of all intoxicating
liquors, wines or beers which includes a complete record of the destruction of such
liquors and which records are v'erified by the signature of the sheriff in person.
This records series is created in accordance with Florida Statutes Section 568.12.
See also "CONFISCATED INTOXICATING BEVERAGE RECORDS: F.S. 562.38,"
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
O..~
.-
9
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT .
COURT ARRAIGNMENT LISTS Item# 28
This record series consists of a daily list of court appearances giving name of
defendant, charge and disposition,
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
COURT ORDERS Item# 29
This record series consists of forms completed by the court and signed by the
judge which sentences an individual, either by fine, jail term, dismissal or any other
court disposition, It includes name of person charged, name of trial court, judge,
complainant, date of conviction, type of offense, amount of fine and length of
sentence. See also "ARREST WARRANTS/CAPIAS/ORDERS: SATISFIED,"
"ARREST WARRANTS/CAPIAS/ORDERS: WITHDRAWN OR CANCELED,"
"CRIMINAL INVESTIGATIVE RECORDS:," and/or "APPLICATIONS:
INTERCEPTION OF WIRE AND ORAL COMMUNICATIONS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CRIMINAL HISTORY DISSEMINATION RECORDS: FCIC/NCIC Item# 42
This record series consists of a log relating to criminal history dissemination
reflecting date of release, to whom the information relates, to whom the information
was released, state identification or F.B.1. number and the purpose for which the
information was requested. These re~ords are created and maintained pursuant to
federal regulations under 28 CFR Subpart C and Florida Statutes Sub-sections.
943.053 and 943.055.
RETENTION:
a) Record copy. 4 years after distributed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
10
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
c~
CRIMINAL INTELLIGENCE INFORMATION RECORDS Item# 30
This record series consists of information with respect to an identifiable person or
group of persons collected by a criminal justice agency in an effort to anticipate,
prevent or monitor possible criminal activity, (See Florida Statutes Section 119.001
(3)(a)) Criminal intelligence information shall not include the time, date, location
and nature of a reported crime; the name, sex, age and address of a person
arrested or of the victim of a crime except as provided in Florida Statute Section
119.07 (3)(h); the time, date and location of the incident and of the arrest; the
crime charged; the documents given or required by law or agency rule to be given
to the person arrested except as provided in Florida Statutes Section 119,07
(3)(h); and information and indictments except as provided in Florida Statutes
Section 905.26. (See Florida Statutes Section 119,011 (3)(c)) Criminal intelligence
shall be considered "active" as long as it relates to intelligence gathering
conducted with a reasonable, good faith belief that it will lead to detection of
ongoing or reasonably anticipated criminal activities. In addition, criminal
intelligence information shall be considered "active" while such is directly related
to the pending prosecutions or appeals. The word "active" shall not apply to
information in cases which are barred from prosecution under the provisions of
Florida Statutes Section 775,15 or other statute of limitation. (See Florida Statutes
Section 119,011 (d)) See also "CRIMINAL INVESTIGATIVE RECORDS:."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C.,
:-;)
C'-".
- .
. .
.~
1 1
2/96
(-
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT'
CRIMINAL INVESTIGATIVE RECORDS: ALL OTHER FELONIES Item# 126
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
. prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint c1assificat!on (Le. size, shape), F.B.I. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMNAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 3 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
12
7../96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: CAPITAULlFE FELONY Item# 31
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (Le. size, shape), F.B.I.. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS." .
RETENTION:
a) Record copy. 50 years after offense committed, or 4 years after death of
individual, whichever occurs earlier.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
13
r~
. . ,
"'" _I
C."
oJ
(.,~)
~
2/96
.'
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: DEGREE OF CRIME UNKNOWN
Item# 129
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing'an arrest or
prosecution in the foreseeable future, In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (i.e. size, shape), F.B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, co~respondence subject to the subject or casej
the disposition of the case, the bond; fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 4 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
14
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: DUI-DUBAL (FELONY) Item# 133
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119,07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, .., criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals, The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (Le. size, shape), F.B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine a'nd cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release,' reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 45 days after final disposition.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
15
2/96
'.
~~
\~L::j
C.-.",
,." i
-.,.
f".... .\,
~.
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: DUI-DUBAL (MISDEMEANOR)
Item# 132
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (Le. size, shape), F.B.I. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond; fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 45 days after final disposition.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
16
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: FIRST DEGREE FELONY Item# 125
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals, The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (Le. size, shape), F.B.1. history
number, state identification'number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 4 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
17
. J
~
l- ;
,:_)
(;~
';.'-
c
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT.
CRIMINAL INVESTIGATIVE RECORDS: FIRST DEGREE MISDEMEANOR
Item# 127
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
,
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119,011 (3)(c)) Crimina/Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest
or prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (i.e. size, shape), F.B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, cqrrespondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 2 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
18
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: INDEX Item# 131
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119,07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, ... criminal investigative,
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint c1as.sification (Le. size, shape), F.B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. Retain as long as item it relates to.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
19
G
...:..,-..
(\
,o".?
C..''
..J
2/96
~
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: JUVENILE OFFENDER Item# 130
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the 'name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section .
775,15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (Le. size, shape), F.B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. Retain until Subject is 19.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
20
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: NON-CRIMINAL VIOLATION Item# 48
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119,07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
- prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (Le. size, shape), F.B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 1 year after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
21
r.~
t"- ;
("'\.
/
c....,
: '...;
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: SECOND DEGREE MISDEMEANOR
Item# 128
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119.001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119.07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26. (See Florida
Statutes Section 119.011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals. The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (L e. size, shape), F. B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case;
the disposition of the case, the bond;' fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 1 year after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
22
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
CRIMINAL INVESTIGATIVE RECORDS: VIOLATION OF F.S. 517 Item# 124
This record series consists of information with respect to an identifiable person or
group of persons compiled by a criminal justice agency in the course of conducting
a criminal investigation of a specific act or omission, including information derived
by laboratory tests, reports of investigators or informants, or any type of
surveillance. (See Florida Statutes Section 119,001 (3)(b) Criminal investigative
information shall not include the time, date, location and nature of a reported
crime; the name, sex, age, and address of a person arrested or of the victim of a
crime except as provided in Florida Statutes Section 119,07 (3)(h); the time, date
and location of the incident and of the arrest; the crime charged; the documents
given or required by law or agency rule to be given to the person arrested except
as provided in Florida Statutes Section 119.07 (3)(h); and information and
indictments except as provided in Florida Statutes Section 905.26, (See Florida
Statutes Section 119,011 (3)(c)) Criminal Investigative information shall be
considered "active" as long as it is related to an ongoing investigation which is
continuing with a reasonable, good faith anticipation of securing an arrest or
prosecution in the foreseeable future. In addition, ... criminal investigative
information shall be considered "active" while such is directly related to pending
prosecutions or appeals, The word "active" shall not apply to information in cases
which are barred from prosecution under the provisions of Florida Statutes Section
775.15 or other statute of limitation. (See Florida Statutes Section 119.011 (d))
The file may also contain fingerprint cards of the person arrested by the police /
sheriff department, fingerprint classification (t.e. size, shape), F.B.1. history
number, state identification number, the original arrest report, supplemental arrest
reports, arrest affidavit, the original booking slips, jail commitment sheets, first
appearance sheets, arrest booking sheets, copies of warrants, photographs (mug
shot and the negative), narrative, correspondence subject to the subject or case,
the disposition of the case, the bond, fine amount of bond for the person to be
released from jail, posted fine and cost bond, commitment orders, court orders,
record of offender's incarceration (if applicable), Florida Statutes number, rights
under Miranda, family history, releasing orders, date of release, reason, court
dispositions and medical information. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS."
RETENTION:
a) Record copy. 5 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
23
2/96
('.l
-"': ;'
C."
. .
'j
C'"
. '
. r;/
~...~-
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
DETENTION FACILITY LOGS Item# 34
This record series consists of a log maintained in the detention facility of all
activities occurring during a shift.
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DISPOSITIONS: NOLLE PROSEQUI Item# 72
This record series consists of copy of the disposition that the State Attorney's
Office sends when a case has been Nolle Prosequi, See also "ARREST
WARRANTS/CAPIAS/ORDERS: SATISFIED."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administr~tive value is lost.
EMERGENCY CONTACT LISTS Item# 35
This record series consists of a listing of telephone numbers of individuals to be
contacted in the event of an emergency involving their business or property. It may
include a card which is a part of a form sent out by the city/county Occupational
License Inspector. It asks the licensee to complete and return for contact in case
of an emergency. See also "SPECIAL WATCH RECORDS," and/or "ALARM
RECORDS. "
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EMPLOYEE IDENTIFICATION RECORDS Item# 36
This record series consists of identification cards and photographs of all
employees which may include the employee's name, date of birth, height, weight,
sex, race, agency head's name and agency being represented by the employee.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
24
').196
, ,
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
r"'.
\-.,;~)
EVENT LOGS Item# 38
This record series consists of a running log of entries that are of special interest to
officers/deputies, See also "BOLO FORMS" and/or "BULLETINS: DAILY,"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EVIDENCE PROCESSING RECORDS Item# 39
This record series consists of a record of evidence held in the evidence room and
its future disposition. The record is completed when officers turn in property for
safe keeping, evidence or found property, A description of the property and the
property form number is stated in the officer's offense report. The property form
contains the offense number, date, person received from, received by, arrest
number (if applicable) and a description of the' property. After the property is
disposed of by law or court order, notations are made on the form showing date
and final disposition. It includes receipts of all incoming and outgoing property in
the evidence room, the evidence card which is an index card listing the property,
case number, officer, suspect or victim, and the stolen property card which
maintains an index by classification of the type of property. See also "PROPERTY
RECORDS: CONFISCATED."
RETENTION:
a) Record copy, 60 days after disposition of-property provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
('>-'
, .::, .~.
EXECUTION DOCKET RECORDS Item# 41
This record series consists of dockets which contain a list of all executions, orders
and decrees directed to the sheriff in relation to the collection of monies and a
,
statement of monies credited on such orders, executions and decrees, and when,
to whom and by whom paid. This record is created in accordance with Florida
Statutes Section 30.17. See also "EXECUTION RECORDS," and/or "SATISFIED
WRIT OF EXECUTION CASE FILES."
RETENTION:
a) Record copy. 1 year after inspection provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C'-'"
-
25
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
EXECUTION RECORDS Item# 40
This record series consists of an execution which is received after a judgment is
entered by a court of proper jurisdiction and issued by the clerk of that particular
court. Said execution is good to levy on the property and goods of the defendant.
See also "EXECUTION DOCKET RECORDS," and/or "SATISFIED WRIT OF
EXECUTION CASE FILES."
RETENTION:
a) Record copy. 20 years after final judgment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FIELD INTERROGATION REPORTS Item# 43
This record series consists of a limited informational report filled out by an officer
on persons or vehicles that are suspicious at the time or place of contact, not of a
criminal nature. It records the subject's name, address, height, weight, color of hair
and eyes, date, time and location of occurrence, name of associates, officer's
name who is conducting the interrogation and reason(s) stopped. No arrest are
made or other reports filed of this momentary detention. In addition, this report
series may include the field interview report which will require follow-up, research
and/or an interchange of information over an extended period of time. See also
"WARNING TICKETS.".
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value. is lost.
FINE AND FORFEITURE RECEIPT RECORDS Item# 44
This record series consists of receipts given to a person charged with an offense
by the Sheriffs Office. It lists the person's name, amount of fine and date paid.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
26
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
(.~
, ~~,.I/
FINElESTREATED BOND REPORTS Item# 45
This record series consists of amount of fine or estreated bonds transferred to the
Fine and Forfeiture Fund, It includes defendant's name, court case number, date
of commitment and amount.
RETENTION:
a) Record copy, 3 fiscal years provided applicable audits have been released,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINGERPRINT CARDS Item# 46
This record series consists of fingerprint cards which verify a subject's identity and
which are also used in the identification and apprehension of suspects. The card
contain the subject's fingerprints as well as all necessary information required to
identify the individual. These cards are completed on all persons arrested and all
persons receiving identification cards for identification and apprehension of
subjects and identification of prospective employees. The cards include fingerprint
classifications, number, name, address, date of birth, social security number,
description, alias, place of birth, date of arrest, signature of subject, photograph,
occupation and place of employment. See also "CRIMINAL INVESTIGATIVE
RECORDS:," "FINGERPRINT CLASSIFICATION INDEXES," and/or "LATENT
FINGERPRINT CARDS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, super?eded or administrative value is lost.
c......,
. }
.-.....
FINGERPRINT CLASSIFICATION INDEXES Item# 47
This record series consists of a number index by fingerprint classification. The
classification assigns numerical values to identify fingerprint patterns. See also
"FINGERPRINT CARDS," and/or "LATENT FINGERPRINT CARDS:."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
0",
,', . ~
27
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
FIREARM QUALIFICATIONS RECORDS Item# 48
This record series consists of records generated by each officer/deputy in their
attempt to become qualified to carry a firearm and to update those qualifications
on a periodic basis.
RETENTION:
a) Record copy. 50 years after separation or termination of employment.
b) Duplicates. 1 year after termination of employment.
GUNSHOT WOUND REPORTS Item# 50
This record series consists of reports made by any physician, nurse or other
employee thereof and any employee of a hospital, sanitarium, clinic or nursing
home who knowingly treats any person suffering from a gunshot wound or other
wound indicating violence or who may receive a request for such treatment.
These reports are made in compliance with Florida Statutes Section 790.24.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is IQst.
HEADCOUNT RECORDS , Item# 51
This record series consists of a daily list of all inmates incarcerated in each
detention facility. This information includes date, name, race, sex, age, charge, cell
location and prisoner counts, made four times daily, at six hour intervals, .and are
signed by the employee making the count.
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete"superseded or administrative value is lost.
28
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
(',....\
. )
INMATE INCARCERATION RECORDS Item# 53
This record series consists of information gathered on inmates sentenced to serve
time. It includes the booking card, verification letters, interview form, psychological
testing results (when applicable), information release form, contact sheets, school
attendance reports, copy of commitment papers, copies of incident reports,
applicable disciplinary reports, applicable letters and memoranda, property cards
and a copy of pre-sentence investigation reports. If the inmate has been placed on
a work release program, additional records would include work release rules, court
order placing subject on work release, disbursement of funds form, time card and
progress reports, This series also includes receipts of inmate money and
personal property taken for safekeeping upon being booked into the detention
facility. It contains receipts of money returned to the arrestee upon release.
Records are also maintained on all purchasing transactions between the inmate
and the prison commissary and all acceptance of money and clothing receive from
the public for inmates. This includes date, receipt number, article received, money
received, name of inmate receiving article/money and name of officer accepting
article/money. In addition, this records series consists of a transfer order which is a
form verifying that property has been transferred with an inmate when he/she is
transferred to or received from a municipal/county facility or state institution. This
information includes name, property, cash amount, releasing officer, transporting
officer, receiving officer and date,
RETENTION:
a) Record copy. 1 year after released provided. applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
('.'';
"
,..
INMATE VISITORS LOGS Item# 55
This record series consists of information concerning visitors entering jail facilities
for the purpose of visiting inmates. Information includes date, visitor's relationship
to inmate, passes which permit visitors to enter jail facilities and visit an inmate,
location, authorization and remarks.
RETENTION:
a) Record copy, 1 year after last visit provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
c\
29
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
INQUIRY RECORDS Item# 56
This record series consists of internal request for criminal or vehicle checks. It
includes a handwritten form which is used by the dispatcher while waiting for a
computer answer on a specific clearance check on subjects, driver's license,
vehicle tags and miscellaneous articles marked with serial numbers (i.e. firearms,
bicycles, televisions, tape recorders, etc.). The dispatcher then gives information
on any wants to the field units and final clearance request check from F.C.I.C.
These clearance request checks include the following information on the person
being checked: date of birth, race, sex, address, person requesting the record
check and agency represented,
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INSPECTION RECORDS: DETENTION FACILITIES Item# 57
This record series consists of inspection reports of detention facilities made by the
Officer-in-Charge and/or prison inspectors and a copy of any official response
made by the Officer-in-Charge. Copies of this report are filed with the Department
of Corrections as well as the Clerk of the Circuit Court; however, the record copy
and duplicates referenced below are for those found in the detention facility.
RETENTION:
a) Record copy. 3 years after report provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
30
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
(,i
,,,.-,1
INTERNAL INVESTIGATION RECORDS: FINAL ACTION Item# 59
This record series consists of cases investigated that allege employee misconduct
and/or violate department regulations and orders, state and federal statutes and
municipal ordinances. The completed investigation file indicates the finding of
either sustained, not sustained, unfounded or exonerated charges. It includes
statements by officer, person filing complaint and witnesses, if any. "Formal
discipline" shall be defined as including demotions, removals, suspensions or
similar action and "informal discipline" shall be defined as including written or
verbal reprimands, memoranda or similar action, See also "INTERNAL
INVESTIGATION RECORDS: SUSTAINED FORMAL," and/or "INTERNAL
INVESTIGATION RECORDS: SUSTAINED INFORMAL."
RETENTION:
a) Record copy. 50 years after separation or termination of employment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INTERNAL INVESTIGATION RECORDS: NOT SUSTAINED/UNFOUNDED
Item# 136
This record series consists of cases investigated that allege employee misconduct
and/or violate department regulations and orders, state and federal statutes and
municipal ordinances and the charges were found to be not sustained or
unfounded. See also "INTERNAL INVESTIGATION RECORDS: SUSTAINED
FORMAL" and/or "INTERNAL INVESTIGATION RECORDS: SUSTAINED
INFORMAL."
RETENTION:
a) Record copy, 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C'.~"
/
c
31
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
INTERNAL INVESTIGATION RECORDS: SUSTAINED FORMAL Item# 134
This record series consists of cases investigated that allege employee misconduct
and/or violate department regulations and orders, state and federal statutes and
municipal ordinances and the charges were sustained and formal discipline given.
It includes statements by officer, person filing complaint and witnesses, if any.
"Formal discipline" shall be defined as including demotions, removals,
suspensions or similar action. See also "INTERNAL INVESTIGATION RECORDS:
FINAL ACTION," "INTERNAL INVESTIGATION RECORDS: NOT SUSTAINED /
UNFOUNDED," and/or "INTERNAL INVESTIGATION RECORDS: SUSTAINED,"
RETENTION:
a) Record copy. 5 years after final disposition.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INTERNAL INVESTIGATION RECORDS: SUSTAINED INFORMAL Item# 135
This record series consists of cases investigated that allege employee misconduct
and/or violate department regulations and orders, state and federal statutes and
municipal ordinances and the charges were sustained and informal discipline
given. It includes statements by officer, person filing complaint and witnesses, if
any. "Informal discipline" shall be defined as including written or verbal
reprimands, memoranda or similar action. See also "INTERNAL INVESTIGATION
RECORDS: FINAL ACTION," "INTERNAL INVESTIGATION RECORDS: NOT
SUSTAINED/UNFOUNDED," and/or "INTERNAL INVESTIGATION_RECORDS:
SUSTAINED FORMAL."
RETENTION:
a) Record copy. 3 years after final disposition.
b) Duplicates. Retain until obsolete",superseded or administrative value is lost.
INVENTORY RECORDS: KNIFE Item# 63
This record series consists of an inventory of all butcher knives, vegetable knives,
meat blades and cleavers. The inventory is maintained on a current basis.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
32
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
INVENTORY RECORDS: PRISON COMMISSARY Item# 80
This record series consists of a record which is filled in daily for the cart that goes
into the cells.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost
after superseded provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JAIL DOCKET BOOKS Item# 61
This record series consists of prisoner name, sex, jail number, type of offense and
the arresting officer's name. These records are created pursuant to Florida
Administrative Code 33-8.02(7). See also "BOOKING RECORDS," and/or
"INMATE INCARCERATION RECORDS."
RETENTION:
a) Record copy. Permanent.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
JUVENILE RECORDS Item# 62
This record series consists of a 3 X 5 index card which includes the name,
address, race, sex, date of birth, date of incident, nature of incident, case number
and charge, detention orders; disposition of charge; a transcript fro~ the Children,
Youth and Families Program of the Department of Health and Rehabilitative
Services (HRS) when referred (which includes full name, address, date of birth,
race, sex, height, weight, color of eyes, color of hair, date of arrest, whom he/she
was released to with date and time, parent's name with addresses and telephone
number, arresting officers and witnesses); fingerprints and photograph. See
also "CRIMINAL INVESTIGATIVE RECORDS:," and/or "CRIMINAL RECORDS:
OFFENDER INFORMATION."
RETENTION:
a) Record copy. Retain until Subject is 19.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
33
(:7~,
\, .. j
... ~ OF
('j
o
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
LATENT FINGERPRINT CARDS: ALL OTHER FELONIES Item# 140
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 3 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: CAPITAULlFE FELONY Item# 64
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 50 years after offense committed, or 4 years after death of
individual, whichever occurs earlier.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: DEGREE OF CRIME UNKNOWN Item# 143
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 4 years after offense committed.
b) Duplicates. Retain until obsolete,'- superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: DUI-DUBAL (FELONY) Item# 147
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 45 days after final disposition.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
34
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
LATENT FINGERPRINT CARDS: DUI-DUBAL (MISDEMEANOR) Item# 146
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 45 days after final disposition.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: FIRST DEGREE FELONY Item# 139
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 4 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: FIRST DEGREE MISDEMEANOR Item# 141
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 2 years after offense committed.
b) Duplicates. Retain until obs~letef superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: INDEX Item# 145
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. Retain as long as item it relates to.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
35
r,)
t ')
'"
(;
C.,'
. :." .
2/96
,...-,
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
LATENT FINGERPRINT CARDS: JUVENILE OFFENDER Item# 144
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. Retain until Subject is 19.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: NON-CRIMINAL VIOLATION Item# 137
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION: '
a) Record copy. 1 year after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LATENT FINGERPRINT CARDS:SECOND DEGREE MISDEMEANOR Item# 142
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on file at the
police/sheriff department.
RETENTION:
a) Record copy. 1 year after offense committed.
b) Duplicates. Retain until obsolete.. superseded or administrative value is lost.
LATENT FINGERPRINT CARDS: VIOLATION OF F.S. 517 Item# 138
This record series consists of cards which contain the latent finger and palm prints
which are found at the scene of the crime without identification of suspects. The
prints are compared against suspects who have fingerprint cards on
file at the police/sheriff department..
RETENTION:
a) Record copy. 5 years after offense committed.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
-'
36
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
/.~
J' !
'- ..1
LIABILITY RELEASE RECORDS Item# 65
This record series consists of a form releasing the police/sheriff department from
any and all liability claims. See also "WAIVER FORMS."
RETENTION:
a) Record copy. 4 fiscal years,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MASTER NAME INDEXES Item# 66
This record series consists of information on each individual having been field
interrogated or arrested, suspects or accomplices in crime, the name of victims,
complainants and witnesses to police incidents. It may contain name, address,
date of birth, race, sex, date of incident and type of incident of persons and
businesses in contact with the police/sheriff department, the nature of that contact
and the report recording the event. See also "CRIMINAL INTELLIGENCE
INFORMATION RECORDS," "CRIMINAL INVESTIGATIVE RECORDS:" and/or
"CRIMINAL RECORDS: OFFENDER INFORMATION."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost. ()
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MEAL RECORDS Item# 68
This record series consists of a report describing the food or prisoners' meals and
a report prepared daily listing the names of prisoners contained in jail and which of
those received meals.
RETENTION:
a) Record copy. 180 days.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
(-..'...'
'""
37
2/96
(
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT .
MEDICAL MATERIALS RECORDS: MISSING Item# 69
This record series consists of reports to the Officer-in-Charge of all missing or lost
drugs, medications, hypodermic needles or other medical instruments.
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MEDICAL RECORDS: INMATE Item# 54
This record series consists of a record which is maintained on every inmate
examined or treated by detention facility medical personnel. This information
includes medication check, prisoner medical information card, description of
prescriptions, medical treatment report, medical information sheet and medical
screening form. The medical treatment report consists of an inmate's name, jail
number, brief medical history as provided by the inmate, initial medical screening
information, dates of the treatment, medication provided, results of medical tests
and name of family doctor. The records release authorization record, which
consists of authorization by an inmate to release medical records to the medical
staff of the detention facility, includes doctor or hospital to whom request for
medical records is made, address of doctor or hospital, medical person to whom
records are requested, name and address of inmate and date. The medical
screening card consists of all medical information obtained during the initial
medical screening of an inmate soon after the inmate has been booked and also
includes name of inmate, date, medical history, medications being taken" blood
pressure reading, temperature, examination of teeth, allergies, initial screening
disposition, family doctor, occupation, education, race, sex, age, marital status,
name of person performing screening and treatment provided.
RETENTION:
a) Record copy. 4 years after released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MODUS OPERANDI RECORDS Item# 70
This record series consists of modes of operation of crimes and offenses
committed by known persons arrested.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b} Duplicates. Retain until obsolete, superseded or administrative value is lost.
38
2/96
~ .
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
(~
'""'-?
NO CHARGE SERVICE REPORTS Item# 71
This record series consists of date, style of case, person(s) served, person or
agency for whom served, date and time service performed and name of deputy /
officer making service. No charge agencies include State Attorney's offices, felony
courts, grand juries and county and circuit courts.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
NOTICES: REMOVAL OF ABANDONED OR JUNKED VEHICLE Item# 149
This record series consists of notices to vehicle or property owner to remove
abandoned or junked vehicles, See also "VEHICLE RECORDS: IMPOUNDED."
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
NOTICES: TO APPEAR IN COURT Item# 73
This record series consists of the name and address of the person, the offense
charged, time and place of appearance, name and address of the court, name of
arresting officer and the signature of the person.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C'~
. ,
!.;io-o'
OPERATION IDENTIFICATION FORMS Item# 74
This record series consists of a' form which is filed out by citizens who borrow an
engraver to mark their possessions for identification purposes in case of theft, loss
or burglary. The form contains owner's name, address, telephone number,
description of articles marked and identifying mark, number, etc.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
c
39
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
PARKING VIOLATION LISTINGS Item# 75
This record series consists of information pertaining to parking tickets issued, paid
and those that are delinquent. It contains tag number of vehicle in violation, date,
time, location, make of vehicle and officer's badge number
RETENTION:
a) Record copy. 1 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PAWN SHOP RECORDS Item# 79
This record series consists of records submitted to the police/sheriff department
showing items that have been purchased by a junk dealer, scrap-metal processor,
person dealing in secondhand goods or foundry in accordance with Florida
Statutes Chapter 538.04.
RETENTION:
a) Record copy. 1 year after acquisition provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PERMITS: GOING OUT OF BUSINESS SALE/FIRE DAMAGED GOODS SALE
Item# 76
This record series consists of an application and the subsequent authorization for
a "going out of business sale" or a "fire damaged goods sale" after the application
has been investigated and approved. The application contains a description of the
place where the sale is to be held, the nature of the occupancy, where by lease or
sub-lease, the effective date of termination of such occupancy, the means to be
employed in purchasing such sale a~d a list of the goods, wares and merchandise
to be offered for sale, The permit is valid for thirty (30) days and may be renewed
once but for no longer than thirty (30) days in addition to the original period. The
permit authorizes only the one type of sale described in the application at the
location named and authorizes the sale of only the goods described in the
inventory attached to the application. The application is Auditor General's form 59-
20 or its equivalent and the permit is Auditor General's form 59-21 or its equivalent
and both are furnished by the Department of Banking and Finance. These records
are pursuant to Florida Statutes Section 559.21.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
40
2/96
! .
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
r"'-
~. .;
'-.:;./
PHYSICAL FORCE RECORDS Item# 77
This record series consists of written reports made by any police officer/deputy or
an employee of a detention facility who applies physical force to a prisoner or an
arrestee. The report contains a statement of the force used and the circumstances
under which it is used.
RETENTION:
a) Record copy. 4 years after incident provided applicable audits have been
released.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
POLYGRAPH RECORDS Item# 78
This record series consists of original forms relating to polygraph tests given to
prospective employees, suspects, etc. The record is maintained on all subjects
given a polygraph test and contains pre-examination records, charts and
examination question records for persons interviewed and who have submitted to
polygraph examinations, juvenile release form, lie detector examination statement
of consent, polygraph analysis report, examiner's original test question list,
examination chart tracing report, the chart of polygraph results, conclusions, ()
statement of interviewee and background information.
RETENTION:
a) Record copy. 2 years after submitted.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C-'~
, .
41'
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT .
PROPERTY RECORDS: CONFISCATED Item# 27
This record series consists of itemized records of all property held by the sheriff's
department pursuant to Florida Statutes Chapters 705, 790 and 932. See also
"EVIDENCE PROCESSING RECORDS," and/or "INMATE INCARCERATION
RECORDS."
RETENTION:
a) Record copy. 1 year after disposition of property provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RADAR CALIBRATION RECORDS Item# 83
This record series consists of a certificate which is used to record radar calibration
in compliance with Florida Administrative Code Rule 15B-2.09.
RETENTION:
a) Record copy. 1 years after disposition of equipment provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RADIO LOGS Item# 84
This record series consists of listings of each radio call made from the dispatcher
to any unit and from any unit to the dispatcher. The log includes the time and date
of the call, who made the call, contents of the call, the dispatcher's name, location
of the call, which unit was sent to the scene and other pertinent information.
RETENTION:
a) Record copy. 1 fiscal year.
b) Duplicates. Retain until obsolete! superseded or administrative value is lost.
RAP SHEETS Item# 85
This record series consists of criminal histories of employees, potential
employees, arrested individuals or criminal suspects.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
42
7./96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
".""
r J
.. :..;/
RECORD OF PRE-NUMBERED FORMS Item# 86
This record series consists of information which should be used by all police /
sheriff departments having employees or deputies/officers authorized to accept
public money, The form contains the necessary information assigning the blanks
to the employee and all pertinent information relating to the return of the forms. It
also contains the signature of the individual who receives the forms and the
individual who checks in the returned forms. The records series is Auditor
General's form 57-19 or its equivalent.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTER OF FELONS LISTS Item# 87
This record series consists of a list of all felons who enter the country or reside in
the county, as required by Florida Statutes Section 775.13. The list contains the
crime for which the individual was convicted, place of conviction, sentence
imposed (if any), name, alias (if any), address and occupation of the felon.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
(,-,
. J
I
-"
REGISTER OF SPECIAL DEPUTY SHERIFFS Item# 88
This record series consists of information which is required by all sheriffs and is
designed to satisfy the requirements of Florida Statutes Section 30.09(4). This
register of special deputies contains all pertinent terms and circumstances of the
appointment. The records series is Auditor General's form 57-16 or its equivalent.
RETENTION: .
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
UC-\
.,1
43
2/96
.,,;-~
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
REGISTRATIONS: BONDSMAN Item# 15
This record series consists of records submitted by each registered bondsman
which includes a photocopy of power of attorney certified with the Clerk's office
and a photocopy of the license. The retention periods are for records found in the
police/sheriff department.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTRATIONS: FIREARM Item# 49
This record series consists of all guns owned by the police/sheriff department and
other weapons coming to the attention of the police/sheriff department, such as the
tax exempt transfer and registration of a firearm for law enforcement use only.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REQUISITION OF THE SHERIFF Item# 89
This record series consists of information which is used for making requisitions to
the Board of County Commissioners for budgetary allotments and may also be
used as a requisition for equipment funds. It contains the type of items for which
the requisition is made, the total budget, amount previously received, amount
requisitioned, total requisition to date and the percentage of annual allotment
which the requisition covers. The records series is Auditor General's form 57-2 or
its equivalent.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SATISFIED WRIT OF EXECUTION CASE FILES Item# 91
This record series consists of all records created in the satisfaction of an
execution. These records are created in pursuant to Florida Statutes Chapter 56.
See also "EXECUTION RECORDS" and/or "EXECUTION DOCKET RECORDS."
RETENTION:
a) Record copy. Retain until satisfied or expired.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
44
2/96
" .
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
C""
~:...:.-;)
SEIZURE OF UNSTAMPED CIGARETTES REPORTS Item# 92
This record series consists of copies of reports submitted to the Division of
Beverage, Department of Business Regulations, pertaining to the seizure of any
unstamped cigarettes, under Florida Statutes Section 210.18 (7), by the sheriff or
his deputies. These reports contain a description of all such unstamped cigarettes
seized so that the state may be kept informed as to the size of the illicit cigarette
business.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SPECIAL WATCH RECORDS Item# 93
This record series consists of an information form reflecting businesses,
residences, etc, that need special watch. It includes name, address, phone number
and brief comment on why there is a special watch. It also includes daily bulletins,
information and special requests that are placed in the read-off book. This
information concerns calls received from citizens and various businesses
(")
concerning extra patrol, notification of different occurrences in their areas, etc. See 'j
also "EMERGENCY CONTACT LISTS" and/or "TRESPASS WARNING
AUTHORIZATION FORMS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C~-
... .1
45
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
STATUS CARDS Item# 95
This record series consists of cards that are designed to assist the radio operator
in keeping track of the cars assigned to his/her radio channel. They provide the
operator a system to know the status of cars that are busy, but not dispatched, via
a complaint card. They are not used to dispatch cars on calls. The complaint card
is used for this purpose. Any action that is taken as a result of a car being out of
service via a status card is documented by other forms, Le. traffic citation, offense
report or a complaint card being written. The only action that would ever be taken
based on the status card is a verbal warning given to a person committing a minor
traffic violation. See also "COMPLAINT RECORDS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SUBPOENA LOGS Item# 97
This record series consists of a log of subpoenas in detail served on police
officers/deputies.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TELECOMMUNICATIONS TERMINAL LOGS . Item# 98
This record series consists of a log of original entries made on an office's
equipment by office personnel or other law enforcement agency personnel
including daily activity and messages received or transmitted on the
telecommunications terminal. See also "TELECOMMUNICATIONS TERMINAL
MESSAGES."
RETENTION:
a) Record copy. 1 year after transmittal.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
46
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
("'"
" )
TELECOMMUNICATIONS TERMINAL MESSAGES Item# 99
This record series consists of telecommunications messages pertaining to
investigations by sheriff/police department and other law enforcement agencies
nationwide used in the apprehension of criminals and exchange of police
information. It also includes daily administrative messages from and to F,C,I.C -
N,C.I.C. telecommunications user and base terminals. See also
"TELECOMMUNICATIONS TERMINAL LOGS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
TELEPHONE CALL LOGS: AFTER HOURS Item# 100
This record series consists of a list of calls received by dispatch after business
hours for other office within the police/sheriff department.
RETENTION:
a) Record copy. 180 days after last entry.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
('''\
, ,
~#I
TRAFFIC CITATION LOGS Item# 101
This record series consists of a log listing citations issued, ticket number, name of
violator, date ticket was issued and the officer's name. See also "TRAFFIC
CITATION TRANSMITTAL RECORDS" and/or "TRAFFIC CITATIONS,"
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRAFFIC CITATION TRANSMITTAL RECORDS Item# 102
This record series consists of lists of those traffic citations and the citation
numbers which have been issued and sent to the Department of Highway Safety
and Motor Vehicles. The retention periods referenced below are for those records
found in the sheriff/police department, not in the Highway Safety and Motor
Vehicles. See also "TRAFFIC CITATION LOGS" and/or "TRAFFIC CITATIONS."
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
(:
47
2/96
(-
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
TRAFFIC CITATIONS Item# 103
This record series consists of prenumbered traffic citations and complaints
containing notices to appear and which meet the requirements of the Regulation of
Traffic on Highway Act or the Florida Uniform Traffic Control Law, which notify the
alleged violator to appear and answer to charges of violating traffic or other
municipal ordinances. The traffic citation and complaint contains the case docket
number, court location, name, address and pertinent facts of the offender,
description of the vehicle, types of offense and prevailing conditions, name and
badge number of the officer or other complainant, court appearance date and the
signature of the offender, The record series may also be known as a "parking
ticket," "parking citation," "traffic summons" or a non-moving citation." See also
"ACCIDENT RECORDS:," "TRAFFIC CITATION LOGS," "TRAFFIC CITATION
TRANSMITTAL RECORDS" and/or "NOTICES: TO APPEAR IN COURT."
RETENTION:
a) Record copy. 180 days after citation.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRAINING RECORDS: INSTRUCTOR Item# 105
This record series consists of a record of each course 'that is taught by the police /
sheriff department. It may include the schedules, course material and any
development material. This records series consists of information created
pursuant to Florida Statutes Section 943.175. See also "EMPLOYMENT
EXAMINATION RECORDS."
RETENTION:
a) Record copy. 2 years after training.
b) Duplicates. Retain until obsolete,- superseded or administrative value is lost.
TRAINING RECORDS: PERSONNEL Item# 104
This record series consists of a record of each law enforcement employee in the
police/sheriff department which may include all educational and training records of
the employee. These records are created in pursuant to Florida Statutes Section
943.135. See also "TRAINING RECORDS: INSTRUCTOR."
RETENTION:
a) Record copy. 50 years after separation or termination of employment.
b) Duplicates. 1 year after termination of employment.
48
2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
o
TRESPASS WARNING AUTHORIZATION FORMS Item# 106
This record series consists of forms documenting an agency's relationship
between the sheriff/police department and a certain property owner for the
purpose of issuing trespass warnings. See also "EMERGENCY CONTACT
LISTS," "SPECIAL WATCH RECORDS," and/or "WARNING TICKETS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRIP TICKET RECORDS Item# 107
This record series consists of mileage logs of vehicles used by correctional
officers during their tours of duty. Information includes date, vehicle numbers,
description of vehicle, place and time of departure, destination, time of arrival,
mileage, inmates transported, booking number and transporting officers.
RETENTION:
a) Record copy, 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
()
UNIFORM CLOTHING FORMS Item# 108
This record series consists of a form which lists items of police officer/deputy
uniforms issued to departmental personnel who have a need and are qualified to
wear them. These forms can be used to authorize issuance of specified items by
an authorized vendor.
RETENTION:
a) Record copy. 1 fiscal year after return of the items provided applicable audits
have been released. ,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
0"'''\.
- I
49
2/96
'-,
r '\
\
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT .
UNIFORM CRIME (UCR) REPORTS Item# 109
This record series consists of reports which are created pursuant to requirements
designated in Florida Statutes Section 943.05. They include information on all
traffic citations, whether D. W.I., whether written for accidents, etc.; all offenses
such as homicides, rapes, etc.; age, sex and residence of all persons arrested;
larcenies broken down into categories, etc.; complete juvenile reporting as to
offense, age, etc.; annual and monthly report compiled on all; police injuries and/or
death included.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VALIDATION RECORDS Item# 110
This record series consists of information which is sent out by the Florida
Oepartment of Law Enforcement (FDLE) for validation on accuracy of information
which each agency has placed into the Florida Crime Information Center (F.C.I.C.)
data base. The validation record which is sent out by FDLE includes a receipt
certificate that is returned to FDLE immediately upon receipt of the monthly
validation list. After returning the receipt certificate, the agency goes through the
entire list of entries to certify that the information in the F.C,I.C. data base is
accurate and still outstanding. The agency is required to return a certificate form or
letter to FDLE within forty-five (45) days. This information is validated against the
"Criminal Investigative Records. These records are created in pursuant to Florida
Administrative Code Rule 11 C-6.007.
RETENTION:
a) Record copy. 60 days after submitted.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE LISTS: STOLEN OR RECOVERED Item# 96
This record series consists of lists received on a monthly basis from the
Department of Highway Safety and Motor Vehicles of all motor vehicles stolen or
recovered during the previous month as required by Florida Statutes Section
319.26. This requirement was repealed by Laws of Florida Chapter 82-134. See
also "VALIDATION RECORDS,"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
so
2/96
.. .
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
""-
I.. "
f. )
"'.~'
VEHICLE PROCESSING LOGS Item# 112
This record series consists of a log of vehicles which are to be processed for
prints, when and by whom.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE RECORDS: CHECK LIST Item# 111
This record series consists of a check sheet which is used by sheriff/police
supervisors at the beginning of each work shift to record the condition of vehicles
and equipment.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE RECORDS: IMPOUNDED Item# 52 (,","..."
This record series consists of cards or sheets for each vehicle which is impounded .
by the police/sheriff department. The information contained on the card or sheet
consists of the make and model of the vehicle, the year, color, identification
number, tag number, condition of the vehicle, damage to the vehicle (if any),
where impounded, name and address of owner (if available), an inventory of the
vehicle and its contents, reason for impounding (Le. accident, abandoned vehicle,
recovered stolen vehicle or vehicle used in commission of a crime), charge (if
any), date and time of impounding, wrecker, time and to whom released, address
of person to whom vehicle was,released, by whom released, computer printout
showing want and registered o\yner and authorizations to release an impounded
car as the case is closed, which includes whatever conditions (if any) are
imposed on release. See also "NOTICES: REMOVAL OF ABANDONED OR
JUNKED VEHICLE," "PROPERTY RECORDS: CONFISCATED" and/or
"EVIDENCE PROCESSING RECORDS,"
RETENTION:
a) Record copy. 3 years after disposition of vehicle provided applicable audits
have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C:-'
'~
51
2/96
(-
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
VEHICLE RECORDS: TACHOMETER READING Item# 113
This record series consists of records which monitor the speed of the vehicle over
a twenty-four (24) hour period. In addition, it monitors if the lights or sirens were
used.
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
WAIVER FORMS Item# 114
This record series consists of forms filled out by people giving the sheriff/police
permission to give out information they have regarding them. See also "LIABILITY
RELEASE RECORDS,"
RETENTION:
a) Record copy. Retain as long as item it relates to.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
WARNING TICKETS Item# 115
This record series consists of warning tickets which list name and address of
person warned. See also ''TRESPASS WARNING AUTHORIZATION FORMS."
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value 'is lost.
WARRANT CARD FILES Item# 116
This record series consists of an alptlabetical name file which contains a record of
warrants that are to be served. See also "ARREST WARRANTS / CAPIAS /
ORDERS: SATISFIED," "ARREST WARRANTS / CAPIAS / ORDERS:
WITHDRAWN OR CANCELED" and/or "WARRANT CASE FILES:
OUTSTANDING."
RETENTION:
a) Record copy. 1 year after served.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
../
52
'2/96
GENERAL RECORDS SCHEDULE GS2
LAW ENFORCEMENT
WARRANT CASE FILES: OUTSTANDING Item# 117
This record series consists of individual case files on outstanding criminal warrants
that are to be issued to individuals located outside the county or state. Included
are copies of the letter of transmittal, a copy of the warrant and any other pertinent
information related to the warrant. See also "ARREST WARRANTS / CAPIAS /
ORDERS: SATISFIED," "ARREST WARRANTS/CAPIAS/ORDERS: WITHDRAWN
, OR CANCELED" and/or "WARRANT CARD FILES,"
RETENTION:
a) Record copy. Retain until served or withdrawn.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
WRECKER SERVICE RECORDS Item# 118
This record series consists of wrecker rotation records which include the date,
time, wrecker requested/called, zone or unit, wrecker responding, called by whom,
whether particular wrecker summoned was by utilization of a rotation list or at the
vehicle owner's request (a reference to verify fairness in wrecker company usage if
contested) and special remarks. Also included in this series are the wrecker
company's towing and storage rates and notification to the sheriff/police
department by all wrecker companies when a vehicle is towed from private
property, These records are in compliance with Florida Statutes Section
715.07(2).
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
53
-.
~
("..-
. - -"
,
I
1(....... .
C-'--'~
"
~~/
C~
2196
..
"
.,
',"
State of Florida
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
MARCH 1996
~
Sandra B. Mortham
- Secretary of State
~
Department of State
Division of Library and
Information Sen'ices
Records Management Program
The Capitol
Tallahassee, Florida 32399-0250
(904).t87-2180 Suncom 277-2180
"
..
"
FLORIDA DEPARTMENT OF STATE
BUREAU OFARCHJVES AND RECORDS MANAGE}fIENT
, NOTICE OF, CORRECTIONS TO GS 3: ELECTIONS
Effective March 21, 1996,
All statements in hqJfl are corrections,
'.. .....-.~ . . #.
.. .~.
-:- ....
Item # 57, Petition Signature Records: Initiative Petitio-If.- .. '
- - - . - .
This record series consists of initiative petition:retords :re-questing various.
questions, candidates for office, and other items not on the ballot. These records
contain qualified signatures of either inadequate o'r adequate numbers of registered
voters, These records are created pursuant to Florida Statutes Section 99,097 (5).
Tht\.retention period is pursuant to Florida Statutes 100.371 (4).
Recommended Retention:
Record (mllster) COP}' - 1 year fOl/owing the election to which it pertl;zns.
Duplicate - Retain until obsolete, superseded, or administrative value is lost.
"','t
,~
.'
~
TABLE OF CONTENTS
General Information and Instructions
I. Statutory Authority
II. Determining Retention Requirements
III. Scheduling and Disposition of Public Records
~
GENERAL RECORDS SCHEDULE GS3
1
,
GENERAL RECORDS SCHEDULE GS3
Genera/Information and Instructions
I. STATUTORY AUTHORITY
This General Records Schedule is issued by the Department of State, Di\;sion of Library and Information
Services, Bureau of Archives and Records Management in accordance \\ith the statutory prO\isions of
Chapters 119 and 257, Florida Statutes,
Chapter 119, F,S., defines "public records" in terms of physical characteristics; and in legal and/or official
documentation relationships, it also defines "agency," providing an inclusive listing of state, local and
special government officials and organizational elements subject to laws and regulations pertaining to .,
public records, In addition, the Chapter establishes the legal basis for the custody and disposal of public
records and for public access to these records.
Chapter 257, F.S.. establishes the State's Records Management and Archives Program under the direction
of the Divi~n of Library and Infonnation Services. Department of State: it specifically pro\;des for a
system for Ute scheduling and disposal of public records. The Chapter also authorizes the Di\;sion to
establish and coordinate standards, procedures. and techniques for efficient and economical record
making and keeping,
II. DETERMINING RETENTION REQUIREMENTS
In determining the retention requirements of public records, four values must be evaluated to assure that
the records will fulfill their reason for creation and maintenance, These are the administrative. legal.
fiscal and the historical value. These four values have been considered in depth to detennine the retention
,_, requirement of the records listed herein,
III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS
The procedures for scheduling and disposal of public records, applicable to all agencies, consist of two
separate but related actions:
A. Establishing a Records Retentio-n Schedule - A schedule describing the records and setting the
retention period is required for each recorcLseries. or type. of record. This detennines officially the
length of time that the record series must be retained to meet retention requiremerus.
1. General Records Schedules establish disposition standards for records common to several or all
agencies of the State of Florida. The records covered by these schedules pertain to both
administrative and program functions of the agencies. General Records Schequle GS I is.
applicable to administrative records only and may be used by any agency of the state. All other
General Records Schedules are applicable to program records, of specific functional organizations
of the state which may have unique retention requirements. These general records schedules
have been designed to complement each oUler to cover as many administrative and program
records as possible, For example: General Records Schedule GS3 will contain program records
for Supervisors of Elections and administrative records for the agency will be contained in
General Records Schedule GS I, Should duplicate records series be contained in these two
general records schedules. the retention requirements of General Records Schedule GSJ shall
t
take precedence, The retention period stated in the applicable schedule is the MINIMUM time a
record is to be maintained. If two or more record series are filed together, the combined file must
be retained through the longest retention period of those records. A General Records Schedule
eliminates the need for the creation and submission of an indi...idual Records Retention Schedule,
Fonn LS5EI05, However, an agency desiring a lesser retention period than that stated in a
General Records Schedule must apply for the establishment of an indi\idual agency retention
schedule with proper justification,
2, Individual Records Schedules are established when the agency submits a Records Retention
Schedule. Form LS5EI05, to the Division of Library and Information Services and receives
approval from the Division. Once an official retention value has been established for a record
series, records in the series are eligible for disposal action when they have met the retention
requirements, The schedule remains effective Wlill,t,here is a change in series content or other
factors are introduced which would affect the initial approved retention period, at which time a
new individual records schedule should be submitted for approval.
B, Obtaining Disposition Authorization - When records have met retention requirements established
by a General Records Schedule or an individual agency retention schedule, an agency may initiate
disposition action by submitting a Records Disposition Request, Form LS5EI07, to the Division.
Rule IB-24.010(3), Florida Administrative Code, however, states that "records with a retention of
"obsole~ superseded or, administrative value is lost" are not required to be submitted on a Records
Disposition Request prior ~o disposal." The request, when approved by the Division, authorizes the
disposition of the listed records. It also serves as a certificate of records destroyed when signed by an
agency official. The request must be submitted and approved before actual disposition is carried out.
The request assures that there is no premature destruction of records. or that records to be destroyed
do not have an immediate or urgent value beyond the original retention period.
Full instructions for disposal procedures and completing the Records Dispos{tion Request. Fonn LS5E107
are contained in General Records Schedule GS I and the Basics of Records Management handbook.
11
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
AFFIDAVITS/DECLARATIONS: EXECUTED AT POLL (NON-ELECTION YR.)
Item# 3
This record series consists of an affidavit executed by voter at the polls to modify
or reinstate voter registration. This affidavit is sworn to and signed by the voter,
and is also sworn and subscribed to by the precinct election official. The records
series includes "Reinstatement of Voter," Flocida Statutes Section 97.091 (3) and
"Signatures Differs," Florida Statutes Section 101.49. See also "CHANGE OF
RESIDENCE RECORDS:," "CHANGE OF NAME RECORDS" and/or
"DECLARATION TO SECURE ASSISTANCE RECORDS,"
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~
AFFIDAVITS/DECLARATIONS: EXECUTED AT POLL (NON-U.S. OFFICE)
Item# 2
This record series consists of an affidavit executed by voter at the polls to modify
or reinstate voter registration. This affidavit is sworn to and signed by the voter,
and is also sworn and subscribed to by the precinct election official. The records
series includes "Reinstatement of Voter," Florida Statutes Section 97.091 (3) and
"Signatures Differs," Florida Statutes Section 101.49. See also "CHANGE OF
.-. RESIDENCE RECORDS:," "CHANGE OF NAME RECORDS" and/or-"
"DECLARATION TO SECURE ASSISTANCE RECORDS."
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AFFIDAVITS/DECLARATIONS: EXECUTED AT POLL (U.S. OFFICE) Item# 1
This record series consists of an affidavit executed by voter at the; polls to modify
or reinstate voter registration. This affidavit is sworn to and signed by the voter,
and is also sworn and subscribed to by the precinct election official. The records
series includes "Reinstatement of Voter," Florida Statutes Section 97.091 (3)
and "Signatures Differs," Florida Statutes Section 1 01.49. The retention' period is
pursuant to Title 42, U,S. Code 1974. See also "CHANGE OF RESIDENCE
RECORDS:," "CHANGE OF NAME RECORDS" and/or "DECLARATION TO
SECURE ASSISTANCE RECORDS,"
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
2.'%
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
ANNEXATION RECORDS Item# 4
This record series consists of copies of description of property being annexed by
government (local) that will change precinct boundaries or lines. This record
series may include correspondence, reports, maps, certifying statements and
municipal service plans. These records are created pursuant to Florida Statutes
Section 98.031.
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPLICATIONS: ABSENTEE BALLOT/REGISTRATION (NON-ELECTION YR)
Item# 7
This rec01d series consists of an application from members of the armed forces,
federal personnel and other absent electors for absentee ballots and absentee
registration. These records are created pursuant to Florida Statutes Section
97.064. See also "VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
- APPLICATIONS: ABSENTEE BALLOT/REGISTRA TION (NON-U.S:-OFFICE)
Item# 6
This record series consists of an application from members of the armed forces,
federal personnel and other absent electors for absentee ballots and absentee
regist~ation. These records are created pursuant to Florida Statutes Section
97.064. See also "VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
2
2!96
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
APPLICATIONS: ABSENTEE BALLOT/REGISTRATION(U.S. OFFICE) Item# 5
This record series consists of an application from members of the armed forces,
federal personnel and other absent electors for absentee ballots and absentee
registration. These records are created pursuant to Florida Statutes Section
97.064. The retention period is pursuant to Title 42, U.S. Code 1974. See also
"VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPLICATIONS: REPLACEMENT OF REGISTRATION 10 CARD Item# 8
This record series consists of an application by a qualified voter for replacement
of a lost,~olen, destroyed, or mutilated voter registration card. The application
contains necessary information for making changes. These records are created
pursuant to Florida Statues Section 97.072(1). For the retention of records
created pursuant to Florida Statutes Sect,ion 97.072(2), also see "CHANGE OF
PARTY RECORDS:," "CHANGE OF NAME RECORDS:" and/or "CHANGE OF
RESIDENCE RECORDS:."
RETENTION:
a) Record copy. 1 year.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
BALLOTS: NON-ELECTION YR. Item# 9
This record series consists of record cards, voting machine ballot cards, except
when reference is made to write-in ballots, paper ballots, electronic or
electromechanical tabulation cards and other ballot materials. These records are
created pursuant to Florida Statutes Section 101.5609.
RETENTION:
a) Record copy. 1 year. -::
b) Duplicates. Retain until, obsolete, superseded or administrative value is lost.
3
2/96
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
BALLOTS: NON-U.S. OFFICE' ., .. Item# 10
This record series consists of record cards, voting machine ballot cards, except
when refefence is made to write-in ballots, paper ballots, electronic or
electromechanical tabulation cards and other ballot materials. These records are
created pursuant to Florida Statutes Section 101.5609.
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BALLOTS: U.S. OFFICE Item# 11
This record series consists of record cards, voting machine ballot cards, except
when reference is made to write-in ballots, paper ballots, electronic or
electrom~chanical tabulation cards and other ballot materials. These records are
created pursuant to Florida Statutes Section 101.5609. The retention period is
pursuant to Title 42, U.S, Code 1974.
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CAMPAIGN RECORDS: CONTRIBUTIONS AND EXPENDITURES Item# 12
'" This record series consists of statements of contributions and expenCITfures of
each registered candidate. The retention period of 10 years from date of receipt
for the record copy was pursuant to Florida Statutes Section 98,161. See also
"CAMPAIGN RECORDS: TREASURERS REPORT."
RETENTION:
a) Record copy. 10 years after received.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~
,
CAMPAIGN RECORDS: TREASURERS APPOINTMENT LIST Item# 13
This record series consists of a list of the names and addresses of the campaign
treasurer and deputy campaign treasurer for each candidate and political
committee. These records are created pursuant to Florida Statutes Section
106.021 (1 )(a).
RETENTION:
a) Record copy. 10 years after received.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
4
21')6
GENERALRECORDS SCHEDULE GS3
ELECTION RECORDS
CAMPAIGN RECORDS: TREASURERS REPORT . Item# 14
This record series consists of a report of all contributions received, and
expenditures made by campaign treasurers for candidates or political
committees. The record copy of this document for federal, state, and multi-
county races is filed with the Florida Division of Elections; however, the record
copy discussed in this retention is for the duplicates of the above mentioned
races retained by the city/county elections office. and for the record copy of all
other races. These records are created pursuant to Florida Statutes Section
98.161. The retention period for the record copy was established pursuant to
Florida Statutes Section 98.161. See also "CAMPAIGN RECORDS:
CONTRIBUTIONS AND EXPENDITURES."
RETENTION:
a) Record copy. 10 years after received,
b) Dupli~tes. Retain until obsolete, superseded or administrative value is lost.
CANDIDATES FILING FEE REPORTS Item# 15
This record series consists of a report compiled by the county supervisor of
elections, submitted to the Department of State which contains the names, party
affiliations, and addresses of all candidates and the office for which they
qualified. These records are created pursuant to Florida Statutes Section
99.092.
,- RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CANDIDATES QUALIFYING RECORDS: CANDIDATE Item# 16
This record series consists of-reports filed by each candidate to include
qualifying papers, candidate oath, party affiliation and petitions. The record copy
of this document for federal, state and multi-county races is filed with the Florida
Division of Elections; however the record copy discussed in the following
retention is for the duplicates of the above mentioned races retained by the
city/county elections office and for the record copy of all other, races. These
records are created pursuant to Florida Statutes Section 99,061. See also
"FINANCIAL DISCLOSURE STATEMENT:."
RETENTION:
a) Record copy. After term of office,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
5
2!?6
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
CANDIDATES QUALIFYING RECORDS: POLITICAL COMMITTEE Item# 17
This record series consists of reports filed by each candidate to include
qualifying papers, candidate oath, party affiliation and petitions. The record copy
of this document for federal, state and multi-county races is filed with the Florida
Division of Elections; however the record copy discussed in the following
retention is for the duplicates of the above mentioned races retained by the
city/county elections office and for the record copy of all other races. These
records are created pursuant to Florida Statutes Section 99.061. See also
"FINANCIAL DISCLOSURE STATEMENT."
RETENTION:
a) Record copy. 2 years after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~
CANVASSING CERTIFICATE RECORDS: NON-ELECTION YR. Item# 18
This record series consists of The total number of votes cast for each person for
each office and the and the office for which each was nominated or elected. The
record copy of this document for federal, state and multi-county races is filed
with the Florida Division of Elections which will be maintained permanently;
however, the record copy discussed in the following retention is for the duplicate
of the above mentioned races retained by the city/county elections office and for
..-- the record copy of all other races.
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CANVASSING CERTIFICATE-RECORDS: NON-U.S. OFFICE Item# 19
This record series consists of The total number of votes cast for each person for
each office and the and the office for which each was nominated or elected. The
record copy of this document for federal,' state and multi-county races is filed
with the Florida Division of Elections which will be maintained permanently;
however, the record copy discussed in. the following retention.is for the
duplicate of the above mentioned races retained by the city/county elections
office and for the record copy of all other races. These records are created
pursuant to Florida Statutes Section 102.151. .
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
6
2!%
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
CANVASSING CERTIFICATE RECORDS: U.S. OFFICE Item# 20
This record series consists of The total number of votes cast for each person for
each office and the and the office for which each was nominated or elected. The
record copy of this document for federal, state and multi-county races is filed
with the Florida Division of Elections which will be maintained permanently;
however, the record copy discussed in the fO!!.Clwing retention is for the duplicate
of the above mentioned races retained by the city/county elections office and for
the record copy of all other races. These records are created pursuant to Florida
Statutes Section 102.151. The retention period is pursuant to Title 42, U.S. Code
1974.
RETENTION:
a) Record copy. 670 days after certification of election.
b) Dupli~tes. Retain until obsolete, superseded or administrative value is lost.
CERTIFIED CANVASSING BOARD REPORTS Item# 21
This record series consists of a certified report compiled by the county
supervisor which will be transmitted to the Department of $tate listing the names
of all county and district officers nominated or elected, the office for which each
was nominated or elected, and the mailing address of each. These records are
created pursuant to Florida Statutes Section 102.151.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
CHANGE OF NAME RECORDS: NON-ELECTION YEAR Item# 22
This record series consists otinformation which electors have sent in to notify
the Supervisor of Elections in writing of their change of name because of
marriage or other legal process. These records are created pursl!ant to Florida
Statutes Section 97,091 (2)(b). '
RETENTION:
a) Record copy. l' year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
7
2/%
!
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
CHANGE OF NAME RECORDS: NON-U.S. OFFICE Item# 23
This record series consists of information which electors have sent in to notify
the Supervisor of Elections in writing of their change of name because of
marriage or other legal process. These records are created pursuant to Florida
Statutes Section 97.091 (2)(b).
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHANGE OF NAME RECORDS: U.S. OFFICE Item# 24
This record series consists of information which electors have sent in to notify
the Supet:iiisor of Elections in writing of their change of name because of
marriage or other legal process, These records are created pursuant to Florida
Statutes Section 97.091 (2)(b). The retention period is pursuant to Title 42, U.S,
Code 1974.
RETENTION:
a) Record copy, 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
-- CHANGE OF PARTY RECORDS: NON-ELECTION YEAR --'ltem# 25
This record series consists of certificates of a change of party affiliation. See
also "REGISTERED ELECTORS REPORTS."
RETENTION:
a) Re~ord copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHANGE OF PARTY RECORDS: NON-U.S. OFFICE "' Item# 26
This record series consists of certificates of a change of party affiliation. See
also "REGISTERED ELECTORS REPORTS."
RETENTION:
a) Record copy. 1 year after certification of election.
, b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
8
2/96
.
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
CHANGE OF PARTY RECORDS: U.S.'OFFICE . Item# 27
This record series consists of certificates of a change of party affiliation. The
retention period is pursuant to Title 42, U,S. Code 1974. See also
"REGISTERED ELECTORS REPORTS."
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHANGE OF RESIDENCE RECORDS: NON-ELECTION YEAR Item# 28
This record series consists of an affidavit signed by the elector affirming change
of residence. These records are created pursuant to Florida Statutes Section
97.091 (2)(a).
RETENTiON:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHANGE OF RESIDENCE RECORDS: NON-U.S. OFFICE Item# 29
This record series consists of an affidavit signed by the elector affirming change
of residence. These records are created pursuant to Florida Statutes Section
97.091 (2)(a).
,_.. RETENTION:
a) Record copy. 1 year after certification .of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CHAt-.fGE OF RESIDENCE RECORDS: U.S. OFFICE Item# 30
This record series consists of an affidavit signed by the elector affirming change
of residence, These records are creaJed pursuant to Florida Statutes Section
97.091 (2)(a). The retention period is pursuant to Title 42, U,S. CO.de 1974.
RETENTION: -
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or admiQistrC!tive value is lost.
9
2/96
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
DECLARATION TO SECURE ASSISTANCE RECORDS: NON-ELECTION YR.
Item# 33
This record series consists of electors needing assistance in voting due to some
physical disability or who are unable to read or write. This elector must be
approved by the Supervisor of Elections. The list compiled must be delivered to
the concerned precinct on election day. These records are created pursuant to
Florida Statutes Section 101.051 (4).
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DECLARATION TO SECURE ASSISTANCE RECORDS: NON-U.S. OFFICE
~ Item# 32
This record series consists of electors needing assistance in voting due to some
physical disability or who are unable to read or write. This elector must be
approved by the Supervisor of Elections. The list compiled must be delivered to
the concerned precinct on election day. These records are created pursuant to
Florida Statutes Section 101.051(4).
RETENTION:
a) Record copy, 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DECLARATION TO SECURE ASSISTANCE RECORDS: U.S. OFFICE
Item# 31
This r\3cord series consists of electors needing assistance in voting due to some
physical disability or who are unable to read or write. This elector must be
approved by the Supervisor of Elections. The list compiled must be delivered to
the concerned precinct on election day. These records are created pursuant to
Florida Statutes Section 101.051 (4). The retention period is pursLtant to Title 42,
U.S. Code 1974. . "
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
10
2.'')6
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
ELECTION RETURNS: PRECINCT . Item# 34
This record series consists of the results of the voting for each office or other
items on the ballot as the court is completed. These records are created
pursuant to Florida Statutes Section 101.55 and 101.5614.
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ELECTION RETURNS: TABULATION Item# 35
This record series consists of the results of the voting for each office or other
items on the ballot as the court is completed. These records are created
pursuant to Florida Statutes Section 101.55 and 101.5614.
RETENTtQN:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINANCIAL DISCLOSURE STATEMENT: APPOINTED OFFICIAL (LOCAL)
Item# 37
This record series consists of records disclosing financial status which is
submitted by appointed and employed "Local Officers." These records are
-- created pursuant to Florida Statutes Section 111.01, 112.313(9), ana'"
112.3145(2). See also "CANDIDATES QUALIFYING RECORDS:,"
RETENTION:
a) Record copy. 4 years after expiration of final term.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINANCIAL DISCLOSURE STATEMENT: APPOINTED OFFICIAL (STATE)
-; Item# 36
This record series consists of records' disclosing financial status which is
submitted by individuals appointed "State Officers." These reccirds are
created PLJrsuant to Florida Statutes Sections 111.01, 112.313.(9), and
112.3145(2). See Also "CANDIDATES QUALIFYING RECORDS:."
RETENTION:
a) Record copy. 4 years after expiration of final term.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
1 1
2/%
:-
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
FINANCIAL DISCLOSURE STATEMENT: ELECTED OFFICIAL Item# 38
This record series consists of records disclosing financial status which is
submitted by candidates for public office. Candidates must file their statements
of financial interests with the Supervisor of Elections. These records are created
pursuant to Florida Statutes Sections 111.01, 112.313(9), and 112,3145(2). See
also "CANDIDATES QUALIFYING RECORDS:."
RETENTION:,
a) Record copy. 4 years after expiration of final term.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINANCIAL DISCLOSURE STATEMENT: NOT SPECIFIED STATE
EMPLOYEE Item# 39
This reco~ series consists of records disclosing financial status which is
submitted by state and local government employees who are not "Specified
State Employees," yet are subject to some disclosure requirement. These
records are created pursuant to Florida Statutes Sections 111.01,
112.313(9), and 112.3145(2). See also "CANDIDATES QUALIFYING
RECO~DS:."
RETENTION:
a) Record copy, 4 years after termination of employment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FINANCIAL DISCLOSURE STATEMENT: SPECIFIED STATE EMPLOYEE
Item# 40
This r~cord series consists of records disclosing financial status which is
submitted by specified state employees. These records are created pursuant to
Florida Statutes Sections 111 :-01, 112.313(9), and 112.3145(2). See also
"CANDIDATES QUALIFYING RECORDS:."
RETENTION:
a) Record copy. 4 years after terminatio'n of employment.
b) Duplicates. Re~~in until obsolete, superseded or administrative value is lost.
12
2/%
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
FINANCIAL DISCLOSURE STATEMENT: UNSUCCESSFUL CANDIDATE
Item# 41
This record series consists of records disclosing financial status which is
submitted by unsuccessful candidates for public office. Candidates must file their
statements of financial interests with the Supervisor of Elections, These records
are created pursuant to Florida Statutes Sections 111.01, 112.313(9), and
112.3145(2). See also "CANDIDATES QUAUFYING RECORDS:."
RETENTION:
a) Record copy. 4 years after term of office sought.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
JOURNALS: ELECTIONS FINANCIAL TRANSACTIONS (SUMMARY) Item# 42
This reco1d series consists of summaries of all elections financial transactions.
See also "ACCOUNTS PAYABLE/RECEIVABLE: SUMMARY" and/or
"ACCOUNTS PAYABLE/RECEIVABLE: SUPPORTING DOCUMENTS."
RETENTION:
a) Record copy. 10 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAIL: UNDELIVERABLE FIRST CLASS (NON-ELECTION YEAR) Item# 43
" This record series consists of voter identification cards, absentee balrms, and
other required election materials which cannot be delivered, in a non-election
year, to the elector due to incorrect place of residence address.
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAIL: UNDELIVERABLE FIRST CLASS (NON-U.S. OFFICE) -; Item# 44
This record series consists of voter identification cards, absentee ballots, and
other required non-U.S. office election materials which cannot be delivered to
the elector due to an incorrect place of residence address.
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
13
2/96
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
MAIL: UNDELIVERABLE FIRST CLASS (U.S. OFFICE) , Item# 45
This record series consists of voter identification cards, absentee ballots, and
other required U.S. office election materials which cannot be delivered to the
elector due to an incorrect place of residence address. The retention period is
pursuant to Title 42, U.S. Code 1974.
RETENTION:
a) Record copy, 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAPS: ASSESSMENT Item# 46
This record series consists of maps prepared by the property appraiser giving
street, township, range for each quadrant of the county upon which the approved
platted sl!bdivisions are drawn and affixed. These records are created pursuant
to Florida Statutes Section 98.031.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAPS: PLAT Item# 47
This record series consists of maps approved and certified by the government
entity showing stress names and geographical boundaries of approve,(l
subdivision and development therein which aids the supervisor of elections in
establishing, changing, reorganizing precincts and polling place locations.
These records are created pursuant to Florida Statutes Section 98,031.
RETE,NTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAPS: PRECINCT Item# 48
This record series consists of printed copies of map outlining precinct
boundaries and affixing precinct numbers thereon which are available for
general use/sale. These records are created pursuant to Florida Statutes
Section 98,031 (4). See also "PRECINCT BOUNDARY RECORDS."
RETENTION: ' '
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
14
2/%
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
MENTAL COMPETENCY RIGHTS RESTORED RECORDS: NON-ELECTION
YEAR Item# 51
This record series consists of a list of persons who have been adjudicated
mentally competent by a judge and have had their civil rights restored by order
of the court during a non-election year. The record copy is maintained by the
Clerk of the Circuit Court. These records are created pursuant to Florida
Statutes Section 98.301 (3). See also "REMOVAL OF VOTER REGISTRATION
RECORDS: U.S. OFFICE."
RETENTION:
a) Record copy. 1 year.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
MENTAL'iCOMPETENCY RIGHTS RESTORED RECORDS: NON-U.S. OFFICE
Item# 50
This record series consists of a list of persons who have been adjudicated
mentally competent by a judge and have had their civil rights restored by order
of the court for an election for a non-U.S. office. The record copy is maintained
by the Clerk of the Circuit Court. These records are created pursuant to Florida
Statutes Section 98.301(3). See also "REMOVAL OF VOTER REGISTRATION
RECORDS: U.S. OFFICE."
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MEN""f.AL COMPETENCY RIGHTS RESTORED RECORDS: U.S. OFFICE
Item# 49
This record series consists of-a list of persons who have been adjudicated
mentally competent by a judge and have had their civil rights restored by order
of the court for an election for U,S. office; The record copy is mail1tained by the
Clerk of the Circuit Court. These recOrds are created pursuant to Florida
Statutes Section 98.301 (3). The retention period is pursuant to Title 42, U.S.
Code 1974. See also "REMOVAL OF REGISTRATION RECQRDS: NON-U,S.
OFFICE."
RETENTION: ,
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
15
2/%
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
NOTICES: SOLICITATION OF VOTERS Item# 52
This record series consists of notices submitted to Supervisor of Elections by
any person, political committee, committee of continuous existence, or other
group or organization that intends to solicit voters on election day. These
records are created pursuant to Florida Statutes Section 102.031.
RETENTION:
a) Record copy. 1 year after certification of eleCtion.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
OATHS: NON-ELECTION YEAR Item# 53
This record series consists of oaths for acquisition of list of registered voters,
challengett voters, candidates' oaths and affidavits for preregistration; precinct
election board oaths; appointment of deputy supervisors of elections, and
volunteer deputy voter registrars in an non-election year. These records are
created pursuant to Florida Statutes Sections 97.051, 98,211, 98.271, 99.021,
101.111, and 102.012. See also "CANDIDATES QUALIFYING RECORDS:
CANDIDATE."
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
OATHS: NON-U.S. OFFICE Item# 54
This record series consists of oaths for acquisition of list of registered voters,
challenged voters, candidates' oath and affidavits for preregistration; precinct
election board oaths; appointment of deputy supervisors of elections, and
volunteer deputy voter registr?rs for an election for non-U.S, office. These
records are created pursuant to Florida Statutes Section 97.051. 98.211, 98.271,
99.021,101.111, and 102.012. ..-
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
16
2!?6
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
OATHS: u.s. OFFICE Item# 55
This record series consists of oaths for acquisition of list of registered voters,
challenged voters, candidates' oath and affidavits for preregistration; precinct .
election board oaths; appointment of deputy supervisors of elections, and
volunteer deputy voter registrars for an election for U,S. office. These records
are created pursuant to Florida Statutes Sections 97.051, 98.211, 98.271,
99.021, 101.111, and 102.012. The retentionper'iod is pursuant to Title 42, U.S.
Code 1974. See also "CANDIDATES QUALIFYING RECORDS: CANDIDATE."
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PETITI01tSIGNATURE RECORDS: INITIATIVE PETITION Item# 57
This record series consists of initiative petition records requesting various
questions, candidates for office and other items not on the ballot. These records
contain qualified signatures of either an inadequate or adequate number of
registered voters. These records are created pursuant to Florida Statutes
Section 99.097(5). The retention period is pursuant to Florida Statutes Sections
100.371(3). See also "CANDIDATE QUALIFYING RECORDS: CANDIDATE."
RETENTION:
a) Record copy. 4 years after date signed. .
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
17
2.'')(,
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
PETITION SIGNATURE RECORDS: NON-ELECTION YEAR .. Item# 58
This record series consists of non-election year records requesting various
questions;' candidates for office and other items not on the ballot. These records
contain qualified signatures of either an inadequate or adequate number of
registered voters. These records are created pursuant to Florida Statutes
Section 99.097(5). See also "CANDIDATES QUALIFYING RECORDS:
CANDIDATE."
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PETITION SIGNATURE RECORDS: NON-U.S. OFFICE Item# 59
This recc*d series consists of non-U.S. office records requesting various
questions, candidates for office and other items not on the ballot. These records
contain qualified signatures of either an inadequate or adequate number of
registered voters. These records are created pursuant to Florida Statutes
Section 99.097(5). The retention period is pursuant to Florida Statutes Section
100.371(4). See also "CANDIDATES QUALIFYING RECORDS: CANDIDATE."
RETENTION:
a) Record copy. 1 year after issue appears on ballot.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PETITION SIGNATURE RECORDS: U.S. OFFICE Item# 60
This record series consists of U,S. Office records requesting various
questions, candidates for office and other items not on the ballot. These records
. contained qualified signatures of either an inadequate or adequate number of
registered voters. These records are created pursuant to Florida Statutes
Section 99,097(5). The retention pedod is pursuant to Title 42, U. S. Code 1974.
See also "CANDIDATES QUALIFYING RECORDS: CANDIDATE-"
RETENTION: '
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded. or administr9tive value is lost.
18
2/96
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
PETITION SIGNATURE RECORDS: UNDUE BURDEN . Item# 61
This record series consists of undue burden records requesting various
questions,"candidates for office and other items not on the ballot. These records
contained qualified signatures of either an inadequate or adequate number of
registered voters. These records are created pursuant to Florida Statutes
Section 99.097(5). See also "CANDIDATES QUALIFYING RECORDS:
CANDIDATE."
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
POLL LISTS: NON-ELECTION YEAR Item# 62
This rec(}ffi series consists of electors who have voted or a list of registered
electors, of which those electors who have voted are indicated. These records
are created pursuant to Florida Statutes Section 101.23.
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or admini,strative value is lost.
POLL LISTS: NON-U.S. OFFICE Item# 63
.-, This record series consists of electors who have voted or a list of registered
electors, of which those electors who have voted are indicated. These records
are created pursuant to Florida Statutes Section 101.23.
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
POLL LISTS: U.S. OFFICE "' Item# 64
This record series consists of electors who have voted or a list of registered
electors, of which those electors who have voted are indicated. These records
are created pursuant to Florida Statutes Section 101.23. The retention period is
pursuant to Title- 42, U.S. Code 1974. -
RETENTION:
a) Record copy. 670 days after certification of electio'n.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
19
2/')6
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
POLL LOCATION RECORDS Item# 65
This record series consists of listing of addresses of polling location sites. These
records are created pursuant to Florida Statutes Section 98.031.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
POLL WATCHERS RECORDS: NON-ELECTION YEAR Item# 66
This record series consists of lists submitted for approval to the Supervisor of
Elections from each political party, each candidate and other groups and
organizations. The supervisor shall furnish to each precinct this list of poll
watchers designated and approved for such precinct pursuant to Florida
Statutes section 101.131 (2).
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
POLL WATCHERS RECORDS: NON-U.S. OFFICE Item# 67
This record series consists of lists submitted for approval to the Supervisor of
Elections from each political party, each candidate and other groups and
.." organizations. The supervisor shall furnish to each precinct this list orpoll
watchers designated and approved for such precinct pursuant to Florida
Statutes Section 101.131 (2).
RETENTION:
a) Regord copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
POLL WATCHERS RECORDS: U.S. OFFICE "' Item# 68
This record series consists of lists submitted for approval to the Supervisor of
Elections from each political party, each candidate and other groups and
~rganizations. The supervisor shall furnish to each precinct t!1is list of poll
watchers designated and approved for such precinct pursuant to Florida
Statutes Section 101,131 (2). The retention period is pursuant to Title 42, U. S.
Code 1974. . '
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
20
2.'')6
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
PRECINCT BOUNDARY RECORDS . .Item# 69
This record series consists of maps drawn to scale with all major observable
features, worded description of the geographical boundaries and all precinct
reorganization correspondence. These records are created pursuant to Florida
Statutes Section 98.031 (a), (b), and (c). See also "MAPS: PRECINCT."
RETENTION:
a) Record copy. 2 years after next reapportionment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PRECINCT REGISTERS: NON-ELECTION YEAR Item# 70
This record series consists of a register of each registered voter with the
precinct. The precinct register shall contain the date of the election, the precinct
number, -abd the fojlowing information concerning each registered elector: last
name, first name, middle name or initial, party affiliation, residence address,
registration number, date of birth, sex, race, state or county of birth, and other
identifying data. These records are created pursuant to Florida Statutes Section
98.461. See also "VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PRECINCT REGISTERS: NON-U.S. OFFICE Item# 71
This record series consists of a register of each registered voter within the
precinct. The precinct register shall contain the date of the eJection, the precinct
number, and the following information about each registered elector: last name,
first name, middle name or initial, party affiliation, residence address, registration
number, date of birth, sex, race, state or county of birth, and other identifying
data. These records are created pur:.suant to Florida Statutes Section 98.461.
See also 'VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administr~~ive value is lost.
21
2/96
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
PRECINCT REGISTERS: U.S. OFFICE . Item# 72
This record series consists of a register of each registered voter with the
precinct. The precinct register shall contain the date of the election, the precinct
number, and the following information concerning each registered elector: last
name, first name, middle name or initial, party affiliation, residence address,
registration number, date of birth, sex, race, state or county of birth, and other
identifying data. These records are created pursuant to Florida Statutes Section
98.461. The retention period is pursuant to Title 42, U.S. Code 1974. See also
"VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~
PROTEST OF ELECTION RETURNS: NON-ELECTION YEAR Item# 73
This record series consists of copies of Protest of Election Returns to
Canvassing Board or to Circuit Judge. These records are created pursuant to
Florida Statutes Sections 102.166 and 102.167.
RETENTION:
a) Record copy, 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PROTEST OF ELECTION RETURNS: NON-U.S. OFFICE Item# 74
This record series consists of copies of Protest of Election Returns to
Canvassing Board or to Circuit Judge. These records are created pursuant to
Florid~ Statutes Section 102.166 and 102.1676.
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete,-superseded or administrative value is lost.
PROTEST OF ELECTION RETURNS: U.S. OFFICE Item# 75
This record series consists of copies of Protest of Election returns to
Canvassing Board or to Circuit Judge. These records are created pursu'ant to
Florida Statutes Sections 102.166 and 102.167.. "(he r.etention period is pursuant
to Title 42, U.S. Code 1974.
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
22
2/96
~
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
PURGE FORMS: NON-ELECTION YEAR ' Item# 76.
This record series consists of forms mailed to each elector who did not vote in
any electiOn in the County during the past 2 years, or did not make a written
request that his registration records be updated, pursuant to Florida Statutes
Section 98,081 (1). See also "PURGE LISTS."
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PURGE FORMS: NON-U.S. OFFICE Item# 77
This record series consists of forms mailed to each elector who did not vote in
any election in the County during the past 2 years, or who did not make a written
request tt1at his registration records be updated, pursuant to Florida Statutes
Section 98.081 (1). See also "PURGE LISTS,"
RETENTION:
a) Record copy, 1 year after certification of election.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
PURGE FORMS: U.S. OFFICE Item# 78
This record series consists of forms mailed to each elector who did not vote in
... any election in the County during the past 2 years, or did not make awritten
request that his registration records be updated, pursuant to Florida Statutes
Section 98,081. The retention period is pursuant to Title 42, U,S. Code 1974.
See also "PURGE LISTS."
RETENTION:
.'
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PURGE LISTS Item# 79
This record series consists of a listing of persons who have not voted in 2 years
and have bee~ purged from the mailing list of electors, pursuant to Florida
Statutes Section 98.081 (2), See also "PURGE FORMS: U.S. OFFICE.""
RETENTION:
a) Record copy. 1 year after purge date.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
23
2/')6
'!
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
REGISTERED ELECTORS REPORTS .' Item# 80
This record series consists of a report compiled by the county supervisor to be
submitted Yo the Department of State listing the. total number of registered
electors of each political party in which any elector has registered and the
number of electors registered as independents or without party affiliation. These
records are created pursuant to Florida Statutes Section 98.231.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administra~ive value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTERED VOTERS LISTS: NON-ELECTION YEAR Item# 81
This record series consists of a listing of registered voters. Information of elector
includes &me, address, race, sex, date of birth, precinct number, party
affiliation and state or county of birth. These records are create pursuant to
Florida Statutes Section 98.461. See also "VOTERS REGISTRATION BOOKS,"
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTERED VOTERS LISTS: NON-U.S. OFFICE Item# 82
,-,' This record series consists of a listing of registered voters. Informatior'f6f elector
includes name, address, race, sex, date of birth, precinct number, party
affiliation and state or county of birth, These records are created pursuant to
Florida Statutes Section 98.461. See also "VOTERS REGISTRATION BOOKS."
RET~NTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTERED VOTERS LISTS: U.S.' OFFICE Item# 83
This record series consists of listing of registered voters. Information of elector
- includes name, address, race, sex, date of birth, precinct number, party
affiliation and state or county of birth. These records are created pursuant to
Florida Statutes Section 98.461. The retention period, is pursuant to Title 42,
U.S. Code 1974. See also "VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
24
2.'96
.~
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
REGISTRATION RECORDS: DAILY REPORT (NON-ELECTION YEAR)
Item# 85
This record series consists of a listing of voter registration information required
under Florida Statutes Section 98.111.
RETENTION:
a) Record copy, 1 year.
b) Duplicates.. Retain until obsolete, superseded or administrative value is lost.
REGISTRATION RECORDS: DAILY REPORT (NON-U.S. OFFICE) Item# 84
This record series consists of a listing of voter registration information required
under Florida Statutes Section 98.111.
RETENTION:
a) Recor~opy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REGISTRATION RECORDS: DAILY REPORT (U.S. OFFICE) Item# 86
This record series consists of a listing of voter registration information required
under Florida Statutes Section 98.111. The retention period is pursuant to Title
42, U.S. Code 1974.
RETENTION:
'.. a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REMOVAL OF VOTER REGISTRATION RECORDS: NON-ELECTION YEAR
.'
Item# 88
This record series consists ofa list compiled monthly by the Supervisor of
Elections from other agencies of persons that have deceased, adjudicated
mentally incompetent, and persons convicted of a felony. Each egtry will contain
the name, address, age, race, sex. AlsO, the Clerk of the Circuit Court will
provide a list to the county supervisor of persons whose mental competency has
been restored. This information is used to update the registratton books. These
records are created pursuant to Florida Statutes Section 98.301. See also
"VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
25
2!'J6
..
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
REMOVAL OF VOTER REGISTRATION RECORDS: NON-U.S. OFFICE
Item# 87
This record series consists of a list compiled monthly by the Supervisor of
Elections from other agencies of persons that have deceased, adjudicated
mentally incompetent, and persons convicted of a felony. Each entry will contain
the name, address, age, race, and sex. Also" the Clerk of the Circuit Court will
provide a list to the county supervisor of perSGns whose mental competency has
been restored. This information is used to update the registration books. These
records are created pursuan~ to Florida Statutes Section 98.30~. See 'also
'VOTERS REGISTRATION BOOKS."
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
~
REMOVAL OF VOTER REGISTRATION RECORDS: U.S. OFFICE Itern# 89
This record series consists of a list compiled monthly by the Supervisor of
Elections from other agencies of persons that have deceased, adjudicated
mentally incompetent and persons convicted of a felony. Each entry will contain
the name, address, age, race, and sex. Also, the Clerk of the Circuit Court will
provide a list to the county supervisor of persons whose mental competency has
been restored. This information is used to update the registration books. These
." records are created pursuant to Florida Statutes Section 98.301. Thefetention is
pursuant to Title 42, U.S. Code 1974. See also "VOTERS REGISTRATION
BOOKS."
RETENTION:
a) Re90rd copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SIGNATURE IDENTIFICATION SLIPS: NON-ELECTION YEAR", Item# 90
This record series consists of the eleCtors' signature identification'slips prepared
at each precinct which is later sent to the Supervisor of Elections with the
election returns after each election. These records are createq pursuant to
Florida Statutes Section 101.47. .
RETENTION:
a) Record copy. 1 year.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
26
2/96
.,
, .
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
SIGNATURE IDENTIFICATION SLIPS: NON-U.S. OFFICE ' 'Item# 91
This record series consists of the electors' signature identification slips prepared
at each precinct which is later sent to the Supervisor of Elections with the
election returns after each election. These records are created pursuant to
Florida Statutes Section 101.47.
RETENTION:
a) Record copy.' 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SIGNATURE IDENTIFICATION SLIPS: U.S. OFFICE Item# 92
This record series consists of the electors' signature slips prepared at each
precinct which is later sent to the Supervisor of Elections with the election
returns a1\€r each election. These records are created pursuant to Florida
Statutes Section 101.47. The retention period is pursuant to Title 42, U.S, Code
1974.
RETENTION:
a) Record copy. 670 days after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VOTER REGISTRATION RENEWAL CARDS Item# 93
..-, This record series consists of postcards or renewal cards which verif~' the
qualifications of the elector. These records are created pursuant to Florida
Statutes Section 98.201.
RETENTION:
a) Record copy, Retain until expiration date of the following odd numbered year,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VOTERS REGISTRATION BOOKS -< Item# 94
This record series consists of the official registration information for all qualified
voters in each county. These records are created pursuant to Florida Statutes
98.101. The retel1tion period for the record copy is subsequent to Attorney
General opinion 86-18 and Florida Division of Elections opinion of July 23, 1987.
See also "APPLICATIONS: ABSENTEE BALLOT/REGISTRATION:" and/or
"REGISTERED VOTERS LISTS:."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
27
2!?6
-!
# ~
..
GENERAL RECORDS SCHEDULE GS3
ELECTION RECORDS
VOTING MACHINE TESTING RECORDS Item# 95
This record series consists of maintenance records, calibration, certification
and/or testing of voting machines, These records are created pursuant to Florida
Statutes Sections 101.35 and 101.5605.
RETENTION:
a) Record copy. 1.year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VOTING MACHINE VOTES CAST SUMMARY LISTING: NON-ELECTION '
YEAR Item# 97
This record series consists of an aggregated number of votes cast per machine
per election. These records are created pursuant to Florida Statutes Section
101.54. ~
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VOTING MACHINE VOTES CAST SUMMARY LISTING: NON-U.S. OFFICE
Item# 98
This record series consists of an aggregated number of votes cast per
,.... machine per election. These records are created pursuant to Florida ~,'
Statutes Section 101.54.
RETENTION:
a) Record copy. 1 year after certification of election.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VOTING MACHINE VOTES CAST SUMMARY LISTING: U.S. OFFICE Item# 96
This record series consists of an aggregated number of votes case per machine
per election. These records are created pursuant to Florida Statutes Section
101.54. The retenti,on period is pursuant to Title 42, U.S. Code 1974.
RETENTION:
a) Record copy. 670 days after certification of election,
b) Duplicates. Retain until obsolete, superseded Qr administrative value is lost.
28
2/%
"
State of Florida
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENT RECORDS
MARCH 1996
Sandra B. Mortham
Secretary of State
Department of State
Division of Library and
Information Services
Records Management Program
The Capitol
Tallahassee, Florida 32399-0250
(904)487-2180 Sun com 277-2180
TABLE OF CONTENTS
General Information and Instructions
I. Statutory Authority
II. Determining Retention Requirements
III. Scheduling and Disposition of Public Records
GENERAL RECORDS SCHEDULE GS6
1
.
,
.;
GENERAL RECORDS SCHEDULE GS6
,r.
!'
'I
General Information and Instructions
I. STATUTORY AUTHORITY
This General Records Schedule is issued by the Department of State, Division of Library and Information
Services, Bureau of Archives and Records Management in accordance \vith the statutory provisions of
Chapters 119 and 257, Florida Statutes.
Chapter 119, F,S" defines "public records" in terms of physical characteristics; and in legal and/or official
documentation relationships. it also defines "agency," providing an inclusive listing of state, local and
special government officials and organizational elements subject to laws and regulations pertaining to
public records. In addition, the Chapter establishes the legal basis for the custody and disposal of public
records and for public access to these records.
Chapter 257, F,S., establishes the State's Records Management and Archives Program under the direction
of the Division of Library and Information Services, Department of State; it specifically provides for a
system for the scheduling and disposal of public records, The Chapter also authorizes the Division to
establish and coordinate standards, procedures, and techniques for efficient and economical record
making and keeping,
II.
DETERMINING RETENTION REQUIREMENTS
;~
'-J
In determining the retention requirements of public records, four values must be evaluated to assure that
the records will fulfill their reason for creation and maintenance, These are the administrative, legal,
fiscal and the historical value, These four values have been considered in depth to determine the retention
requirement of the records listed herein,
III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS
The procedures for scheduling and disposal of public records, applicable to all agencies, consist of two
separate but related actions:
A. Establishing a Records Retention Schedule' - A schedule describing the records and setting the
retention period is required for each record series, or type, of record, This determines officially the
length of time that the record series must be retained to meet retention requirements,
1. General Records Schedules establish disposition standards for records common to several or all
agencies of the State of Florida, The records covered by these schedules pertain to both
administrative and program functions of the agencies, General Records Schedule GS 1 is
applicable to administrative records only and may be used by any agency of the state. All other
General Records Schedules are applicable to program records of specific functional organizations
of the state which may have unique retention requirements. - These general records schedules
have been designed to complement each other to cover as many administrative and program
records as possible. For example: General Records Schedule GS6 will contain program records
for Building departments and administrative records for the agency will be contained in General
Records Schedule GS1. Should duplicate records series be contained in these two general records
schedules. the retention requirements of General Records Schedule GS6 shall take precedence,
~
The retention period stated in the applicable schedule is the MINIMUM time a record is to be
maintained, If two or more record series are filed together, the combined file must be retained
through the longest retention period of those records, A General Records Schedule eliminates
the need for the creation and submission of an individual Records Retention Schedule, Form
LS5E105, However, an agency desiring a lesser retention period than that stated in a General
Records Schedule must apply for the establishment of an individual agency retention schedule
with proper justification,
2. Individual Records Schedules are established when the agency submits a Records Retention
Schedule, Form LS5E105, to the Division of Library and Information Services and receives
approval from the Division, Once an official retention value has been established for a record
series, records in the series are eligible for disposal action when they have met the retention
requirements, The schedule remains effective until there is a change in series content or other
factors are introduced which would affect the initial approved retention period, at which time a
new individual records schedule should be submitted for approval,
B, Obtaining Disposition Authorization - When records have met retention requirements established
by a General Records Schedule or an individual agency retention schedule, an agency may initiate
disposition action by submitting a Records Disposition Request, Form LS5E107, to the Division.
Rule IB-24,OlO(3), Florida Administrative Code, however, states that "records with a retention of
"obsolete, superseded or administrative value is lost" are not required to be submitted on a Records
Disposition Request prior to disposal." The request, when approved by the Division, authorizes the
disposition of the listed records, It also serves as a certificate of records destroyed when signed by an
agency official. The request must be submitted and approved before actual disposition is carried out.
The request assures that there is no premature destruction of records, or that records to be destroyed
do not have an immediate or urgent value beyond the original retention period,
Full instructions for disposal procedures and completing the Records Disposition Request, Form LS5E107
are contained in General Records Schedule GS 1 and the Basics of Records Management handbook.
11
.,
J
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENTS
~!..
. .'
ADJUSTMENT HEARINGS CASE FILES: BUILDING CODE BOARD Item# 1
This record series consists of case files documenting approval contrary to
building code.
RETENTION:
a) Record copy. Retain for life of structure.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AGENDAS Item# 2
This record series consists of agendas, including supporting documents, of
regular or special meetings,
RETENTION:
a) Record copy. Permanent.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
ANNEXATION RECORDS Item# 3 C
This record series consists of copies of description of property being annexed by
government (local) that will change precinct boundaries or lines, This record
series may include correspondence, reports, maps, certifying statements and
municipal service plans, These records are created pursuant to Florida Statutes
Section 98,031,
RETENTION:
a) Record copy, Permanent.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
APPLICATIONS: BUILDING PERMIT Item# 4
This record series consists of an application completed whenever a licensed
building contractor or mechanical contractor applies to construct structures of
any nature. Application shows the date, the location, type of structure and plans
if required. Application may include permits for gas, plumbing, electric and
construction projects,
RETENTION:
a) Record copy, 5 fiscal years provided applicable auCfits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
2/96
"
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENTS
BONDS: REGISTERS Item# 5
This record series consists of a register prepared by the government agency
or paying agent as evidence of payment. Shall show on what authority bonds
and bond interest coupons were issued, identifying date, number of each bond
and quality and value of bond coupons by maturity, Shall also show that the
same have been paid, upon what authority they were destroyed, and date
'destroyed.
RETENTION:
a) Record copy, Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
BUILDING PLANS: RESIDENTIAL Item# 6
This record series consists of graphic and engineering records that depict
conceptual as well as precise measured information essential for the planning
and construction of residential buildings.
RETENTION:
a) Record copy, 15 years after issuance of certification of occupancy,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CERTIFICATE OF OCCUPANCY Item# 7
This record series consists of licensed contractors holding a current certificate of
competency permit issued by the "local governing authority's" jurisdiction.
RETENTION:
a) Record copy. 15 years after issued,
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
CERTIFICATE OF OCCUPANCY: COMMERCIAL Item# 30
This record series consists of a certificate initiated by the building department
and used for the final approval on a new building, a new addition, or remodeling.
RETENTION:
a) Record copy. Retain for life of structure.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
2
2/96
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENTS
'1"'.::,
1;.. :
CERTIFICATE OF OCCUPANCY: SPECIFICATIONS Item# 8
This record series consists of the specification plans provided by a licensed
contractor, holding a current certificate of competency, issued by the "local
governing authority's" jurisdiction.
RETENTION:
a) Record copy, 15 years after issued,
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
CERTIFICATE OF OCCUPANCY: SUPPORTING DOCUMENTS Item# 9
This record series consists of supporting documents of licensed contractors
holding a current certificate of competency issued by the "local governing
authority's" jurisdiction,
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CERTIFICATE OF OCCUPANCY: TEMPORARY Item# 10
This record series consists of temporary licensed contractor, holding a current
certificate of competency, issued by the "local governing authority's" jurisdiction.
RETENTION:
a) Record copy. 1 year after expiration provided applicable audits have been
released,
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
tl!;
EASEMENT CONVEYANCES Item# 11
This record series consists of a duplicate easement conveyance, The record
copy is filed with the Clerk of the Court.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INSPECTION RECORDS: BRIDGE/MAINTENANCE Item# 12
This record series consists of inspection records of the maintenance and
condition of bridges.
RETENTION:
a) Record copy. Retain for life of structure,
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
3
2/96
~
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENTS
INSPECTOR'S ROUTE SHEETS: DAILY Item# 13
This record series consists of daily inspection sheets used by the inspector for
recording violations and other requirements that have not met building standards
codes.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released,
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
LICENSE INDEXES: OCCUPATIONAL Item# 14
This record series consists of indexes for licenses issued to business,
professional or occupation within "local governing authority's" jurisdiction,
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAPS: GOVERNMENT LAND OFFICE Item# 15
This record series consists of maps of government land offices, See also
"MAPS; HIGHWAY," MAPS: ORIGINAL," MAPS: RIGHT-OF-WAY," MAPS:
SALES," MAPS: SECTIONAL," MAPS: SUBDIVISION PLATS" and/or "MAPS:
U,S, GEOLOGICAL SURVEY"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAPS: HIGHWAY Item# 16
This record series consists of highway maps. See also "MAPS: GOVERNMENT
LAND OFFICE," "MAPS: ORIGINAL," "MAPS: RIGHT-OF-WAY," "MAPS:
SALES," "MAPS: SECTIONAL," "MAPS: SUBDIVISION PLATS" and/or "MAPS:
U,S. GEOLOGICAL SURVEY"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
4
2/96
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENTS
F-"".
~j
MAPS: ORIGINAL Item# 17
This record series consists of maps containing the original information for
MAPS: GOVERNMENT LAND OFFICE, MAPS: HIGHWAY, MAPS: RIGHT-OF-
WAY, MAPS: SALES, MAPS: SECTIONAL, MAPS: SUBDIVISION
PLATS/PLOTS and MAPS: U,S. GEOLOGICAL SURVEYS,
RETENTION:
a) Record copy. Permanent.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
MAPS: RIGHT-OF-WAY Item# 18
This record series consists of maps of state and county roads right-of-way. See
also "MAPS: GOVERNMENT LAND OFFICE," "MAPS: HIGHWAY," "MAPS:
ORIGINAL," "MAPS: SALES," "MAPS: SECTIONAL," "MAPS: SUBDIVISION
PLATS" and/or "MAPS: U.S. GEOLOGICAL SURVEY"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C"
~-. ..,
,.
MAPS: SALES Item# 19
This record series consists of sales maps, See also "MAPS: GOVERNMENT
LAND OFFICE," "MAPS: HIGHWAY," "MAPS: ORIGINAL," "MAPS: RIGHT-OF-
WAY," "MAPS: SECTIONAL," "MAPS: SUBDIVISION PLATS" and/or "MAPS:
U,S, GEOLOGICAL SURVEY.",
RETENTION:
a) Record copy, Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAPS: SECTIONAL Item# 20
This record series consists of sectional maps, See also "MAPS: GOVERNMENT
LAND OFFICE," "MAPS: HIGHWAY," "MAPS: ORIGINAL," "MAPS: RIGHT-OF-
WAY," "MAPS: SALES," "MAPS: SUBDIVISION PLATS" and/or "MAPS: U,S.
GEOLOGICAL SURVEY"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
5
2/96
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENTS
MAPS: SUBDIVISION PLATS Item# 21
This record series consists of subdivision plat maps. See also "MAPS:
GOVERNMENT LAND OFFICE," "MAPS: HIGHWAY," "MAPS: ORIGINAL,"
"MAPS: RIGHT-OF-WAY," "MAPS: SALES," "MAPS: SECTIONAL" and/or
"MAPS: U,S. GEOLOGICAL SURVEY"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MAPS: U.S. GEOLOGICAL SURVEY Item# 22
This record series consists of survey maps drawn to scale with all major
observable features, worded description of the geological boundaries and all
related documentation. See also "MAPS: GOVERNMENT LAND OFFICE,"
"MAPS: HIGHWAY," "MAPS: ORIGINAL," "MAPS: RIGHT-OF-WAY," "MAPS:
SALES," "MAPS: SECTIONAL" and/or "MAPS: SUBDIVISION PLATS,"
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PERMITS/APPLICATIONS: SIGN Item# 23
This record series consists of sign permits and applications.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PERMITS: BUILDING Item# 24
This record series consists of gas, plumbing, electric and construction permits.
These permits are filed with the building department.
RETENTION:
a) Record copy, 15 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
6
2/96
'.
GENERAL RECORDS SCHEDULE GS6
BUILDING DEPARTMENTS
;7~"'~
~. ."
SURVEYS: AERIAL Item# 25
This record series consists of case files including negatives, prints, and
supporting documents,
RETENTION:
a) Record copy. Permanent.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
TAX EXEMPTIONS: AD VALOREM (ECONOMIC DEVELOPMENT) Item# 26
This record series consists of DR Form 418 exemptions forms for Ad Valorem
Taxes of economic development proposals and plans,
RETENTION:
a) Record copy, 3 fiscal years provided applicable audits have been released.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
VALIDATING MACHINE TAPE RECORDS Item# 27
This record series consists of tapes of daily cash or check transactions, Also,
may include refunds or rebates.
RETENTION:
a) Record copy, 3 fiscal years provided applicable audits have been released.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
.~
~
WARRANTS: DISHONORED CHECKS Item# 28
This record series consists of an itemization and register of dishonored check
warrants received,
RETENTION:
a) Record copy, 7 calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ZONING VARIANCE REQUEST AND DETERMINING RECORDS Item# 29
This record series consists of requests for zoning variance and determining
records,
RETENTION:
a) Record copy. 10 years after final disposition.
b) Duplicates, Retain until obsolete, superseded or administrative value is lost.
7
2/96
~. ~ i
,i. .ol!'J"
""'
(~'I
I
'.-'
State of Florida
GENERAL RECORDS SCHEDULE
FOR
FIRE DEPARTMENTS
(SCHEDULE GSB)
Department of State
Sandra B. Mortham
Secretary of State
Division of Library and Information Services
Records Management Program
, The Capitol
Tallahassee, Florida 32399-0250
(904)487-2180 Suncom 277-2180
.. -?'
.
"-,
"
TABLE OF CONTENTS
General Information and Instructions
I. Statutory Authority
II. Determining Retention Requirements
III. Scheduling and Disposition of Public Records
GENERAL RECORDS SCHEDULE GS8
1
I. .~"
.
.
.--..."
THE GENERAL RECORDS SCHEDULES
OF
THE BUREAU OF
ARCHIVES AND RECORDS MANAGEMENT
General Information and Instructions
I. STATUTORY AUTHORITY
This General Records Schedule is issued by the Department of State. Division of Library and Infonnation
Services. Bureau of Archives and Records Management in accordance with the statutory provisions of .
Chapters 119 and 257. Florida Statutes.
Chapter 119, F.S.. defines "public records" in tenns of physical characteristics: and in legal ancIJor official
documentation relationships. it also defines "agency." providing an inclusive listing of state. local and
special. government officials and organizational elements subject to laws and regulations pertaining to
public records. In addition, the Chapter establishes the legal basis for the custody and disposal of public
records and for public access to these records.
Chapter 257, F.S.. establishes the State's Records Management and Archives Program under the direction
of the Division of Library and Information Services. Department of State: it specifically provides for a
system for the scheduling and disposal of public records. The Chapter also authorizes the Division to
establish and coordinate standards. procedures. and techniques for efficient and economical record
making and keeping.
II. DETERMINING RETENTION REQUIREMENTS
In determining the retention requirements of public records. four values must be evaluated to assure that
the records will fulfill their reason for creation and maintenance. These are the administrative. legal.
fiscal and the historical value. These four values have been considered in depth to determine the retention
requirement of the records listed herein.
III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS
.....
The procedures for scheduling and disposal of public records. applicable to all agencies. consist of two
separate but related actions:
A. Establishing a Records Retention Schedule - A schedule describing the records and setting the
retention period is required for each record series. or type. of record. This determines officially the
length of time that the record series must be retained to meet retention requirements.
"
.
.
I. General Records Schedules establish disposition standards for records common to several or all
agencies of the State of Florida. The records covered by these schedules pertain to both
administrative and program functions of the agencies. General Records Schedule GS I is
applicable to administrative records only and may be used by any agency of the state. All other
General Records Schedules are applicable to program records of specific functional organizations
of the state which may have unique retention requirements. These general records schedules
have been designed to complement each other to cover as many administrative and program
records as possible. For example: General Records Schedule GS7 will contain program records
for Public Schools and administrative records for the agency will be contained in General
Records Schedule GS 1. Should duplicate records series be contained in these two general records
schedules. the retention requirements of General Records Schedule GS7 shall take precedence.
The retention period stated in the applicable schedule is the MINIMUM time a record is to be
maintained. If two or more record series are filed together, the combined file must be retained
through the longest retention period of those records. A General Records Schedule eliminates
the need for the creation and submission of an individual Records Retention Schedule. Form
LS5E 105. However. an agency desiring a lesser retention period than that stated in a General
Records Schedule must apply for the establishment of an individual agency retention schedule
with proper justification.
(j
2. Individual Records Schedules are established when the agency submits a Records Retention
Schedule. Fonn LS5E 105. to the Division of Library and Infonnation Services and receives
approval from the Division. Once an official retention value has been established for a record
series. records in the series are eligible for disposal action when they have met the retention
requirements. The schedule remains effective until there is a change in series content or other
factors are introduced which would affect the initial approved retention period. at which time a
new individual records schedule should be submitted for approval.
('"
.'
-
B. Obtaining Disposition Authorization - When records have met retention requirements established
by a General Records Schedule or an individual agency retentio~ schedule. an agency may initiate
disposition action by submitting a Records Disposition Request. Form LS5EI07. to the Division.
Rule lB-24.0 10(3). Florida Administrative Code, however. states that "records with a retention of
"obsolete. superseded or administrative value is lost" are not required to be submitted on a Records
Disposition Request prior to disposal." The request. when approved by the Division. authorizes the
disposition of the listed records. It also serves as a certificate of records destroyed when signed by an
agency official. The request must be submitted and approved before actual disposition is carried out.
The request assures that there is no premature destruction of records. or that records to be destroyed
do not have an immediate or urgent value beyond the original retention period.
Full instructions for disposal procedures and completing the Records Disposition Request. Fonn LS5E 107
are contained in General Records Schedule GS I and the Basics of Records Management handbook.
c
II
. . .:P
~
"
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
ACTIVITY REPORTS: DAILY Item# 1
This record series consists of a record of daily activities.
RETENTION:
a) Record copy. 1 calendar year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
AGENDAS Item# 2
This record series consists of agendas, including supporting documents, of
regular or special meetings. See also "MINUTES: NON-OFFICIAL MEETINGS,"
"MINUTES: OFFICIAL MEETINGS (AUDIONISUAL RECORDINGS)" and/or
"MINUTES: OFFICIAL MEETINGS (TRANSCRIPTS)."
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ALARM REPORTS Item# 3.
This record series consists of the location, the date, the times involved, type of
run, the equipment used, the hydrant used, the damage of the fire, the firemen
reporting for the fire, the cause of the fire, and any comments concerning the
details of the fire.
RETENTION:
a) Record copy. 5 years after fire.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ALARM REPORTS: ARSON (FATALITY) Item# 4
This record series consists of the location, date, time, type of arson, equipment
used, hydrant used, damage estimate of the fire, deaths which might result from
the fire, firemen reporting for the fire and any comments made concerning the
details of the fire. A police report and photographs are usually included.
RETENTION:
a) Record copy. 25 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
.,'
1
2'96
:,"
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
/-~
f ;
-'-
ALARM REPORTS: ARSON (NON-FATALITY) Item# 5
This record series consists of the location, date, time, type of arson, equipment
used, hydrant used, damage estimate of the fire, firemen reporting for the fire.
and any comments made concerning the details of the fire. A police report and
photographs are usually included.
RETENTION:
a) Record copy. 10 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPARATUS PUMP TESTS Item# 6
This record series consists of pump tests for apparatus and equipment.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsol.ete, superseded or administrative value is lost.
APPLICATIONS: FLAMMABLE LIQUIDS STORAGE Item# 7
This record series consists of an application filled out whenever a licensed (_:
petroleum equipment operator or mechanical contractor needs to install tanks
containing flammable liquids. Application shows the date, the location where the
tanks will be installed, the owner of the business and building, the amount and
size of the tanks to be installed, and the signature of the applicant.
RETENTION:
a) Record copy. Retain until removal of tank.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
APPLICATIONS: L-P GAS INSTALLATION PERMIT Item# 8
This record series consists of an application submitted by a licensed LP gas
company when they want to install LP gas tanks andlor appliances. Contains
the amount of installation fee paid, name and address of the installer, the name
and address where the tanks are being installed, the type and number of tanks,
the kind of appliances, how the installation is tested, the time tested, and by
whom.
RETENTION:
a) Record copy. Retain until removal of tank.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C-.
. .
'.".'
2
2'96
\ \,
i .'
?
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
ATHLETIC EXAMINATION GRADING SHEETS Item# 9
This record series consists of the agility scores of applicants for various events.
RETENTION:
a) Record copy. 1 year after test.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
ATHLETIC EXAMINATION RELEASE FORMS Item# 10
This record series consists of the signatures of applicants releasing the city from
responsibility in case of injury during the agility test.
RETENTION:
a) Record copy. 1 year after test.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
,.
ATHLETIC TEST SUMMARIES Item# 11
This record series consists of the total grade for all events for all applicants.
RETENTION:
a) Record copy. Retain until obsolete, -superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CERTIFICATE OF INSPECTIONS Item# 12
This record series consists of a certificate initiated by the building department
and used by the fire inspector when he inspects a building to determine if the
type of occupancy is suitable for the use intended.
RETENTION:
a) Record copy. Retain for life of structure.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
-'
3
2'96
...;.... 'Of
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
r"\
Q ,
"< .'.;
CONSOLIDATED REPORTS: DAILY Item# 14
This record series consists of a 24 hour report on alarms consisting of the
time, location, alarm number, and the officer in charge.
RETENTION:
a) Record copy. 1 year after report.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
CONSOLIDATED REPORTS: MONTHLY Item# 15
This record series consists of monthly recap and yearly comparison chart of
activity in fire suppression.
RETENTION:
a) Record copy. 10 years after report.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
DRIVER ENGINEER INFORMATION CARDS Item# 16
This record series consists of personal data on driver engineers including
operator's license number and the vehicle to which he is assigned.
RETENTION:
a) Record copy. Retain until termination of employment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
("'j
-- .~'"
DRIVER ENGINEER REMOVAL FORMS Item# 17
This record se.ries consists of information on the removal of a driver engineer
and his replacement.
RETENTION:
a) Record copy. Retain until termination of employment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
EMERGENCY FIRE AND DISPATCH RECORDS Item# 18
This record series consists of the time the alarm was received, the company
or companies responding, the time the run was completed, etc.
RETENTION:
a) Record copy. 1 year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
0__-
: i
4
2'96
./
.'
.......
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
FIRE INVESTIGATION RECORDS Item# 20
This record series consists of the investigation report, photographs, laboratory
reports, constitutional rights card, confession, statement, newspaper articles,
police reports, insurance documents, juvenile reports, drawings,
correspondence, and other data relevant to an investigation.
RETENTION:
a) Record copy. 25 years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
FIRE PREVENTION RECORDS: SUMMARY OF LOSS REPORT Item# 21
This record series consists of a monthly report showing losses of $1,000 or
more.
RETENTION:
a) Record copy. 10 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost:
GAS TANK INSTALLATION CARDS Item# 22
This record series consists of the address, name of the licensed contractor, size
and type of tank, and position (above ground or below ground.)
RETENTION: .
a) Record copy. Retain until installation Gomplete.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
HOSE RECORDS Item# 23
This record series consists of the size, type, brand, type material used, hours
used, types of use, and the condition of each section of hose.
RETENTION: :
a) Record copy. Retain for life of equipment.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
-"
5
2.'96
~ ....
..
,
\
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
(~,
HOSE RECORDS: TEST REPORT Item# 24
This record series consists of the test of each hose at the station.
RETENTION:
a) Record copy. 3 years after test.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
HYDRANT RECORDS Item# 25
This record series consists of the location of the hydrant, the make, its size, the
valve size, and the last date checked. Also contains any work done on the
hydrant.
RETENTION:
a) Record copy. Retain for life of hydrant.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
INCIDENT RECORDS Item# 26
This record series consists of a report by the officer in charge containing the
location of the incident, owner information, the type of incident, action taken by
the fire department, equipment used, insurance information, comments to
describe the incident and any other pertinent facts concerning the fire or
equipment used. Also included are false alarms, automobile alarms, etc.
RETENTION:
a) Record copy. 5 years after incident provided applicable audits have been
released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C";
.~
INSPECTION RECORDS: APPARATUS AND EQUIPMENT Item# 27
This record series consists of a record of the condition of apparatus and
equipment.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
C:":
-.+
6
296
-'"
--.
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
INSPECTION RECORDS: MONTHLY Item# 28
This record series consists of the total number of inspections, the total violations
issued, total violations corrected, pending corrections, and any other relevant
information.
RETENTION:
a) Record copy. 3 years after report.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
NOTICES: APPARATUS REPAIR Item# 29
This record series consists of a request for repairs on apparatus.
RETENTION:
a) Record copy. 1 fiscal year provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
NOTICES: VIOLATION Item# 30
This record series consists of violation notices for fire safety and for parking in a
fire lane.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PERFORMANCE RECORDS: DAILY Item# 31
This record series consists of the instructor's rating of individual drill
performance.
RETENTION:
a) Record copy. 3 years after appointment to permanent position.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
PERMITS/FEES: FIRE CODE Item# 32
This record series consists of fire code permits and fees.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
7
2'96
.-..... .,'
GENERAL RECORDS. SCHEDULE GS8
FIRE DEPARTMENTS
c~;
RADIO LOGS: COMMUNICATIONS Item# 33
This record series consists of documentation showing signing in and out on
radio log, including name and time.
RETENTION:
a) Record copy. 1 fiscal year.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
REPAIR LOGS: APPARATUS (DAILY) Item# 34
This record series consists of apparatus repaired, the type of repair, the
mechanics assigned and the date logged in for repairs.
RETENTION:
a) Record copy. 3 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RESCUE REPORTS: FIELD Item# 35
This record series consists of patient's name, address, age, sex, alarm, number,
incident address, patient's problem on arrival, and treatment given. C)
RETENTION:
a) Record copy. 5 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RESCUE REPORTS: MONTHLY Item# 36
This record series consists of a breakdown of the types of rescue calls and types
of injuries, a breakdown of runs, major equipment used, air cylinders filled, fuel
usage, and total mileage for the month.
RETENTION:
a) Record copy. 3 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
0'.:>'
. !
8
2'9(,
./
i:
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
RESCUE SQUADS INSTRUCTIONAL AND LECTURING ACTIVITY RECORDS
Item# 37
This record series consists of a breakdown by rescue number of the training
given to other fire companies and outside organizations on rescue techniques.
Also included is a list of the persons present, the length of the lecture, and total
student hours.
RETENTION:
a) Record copy. 3 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
RUN REPORTS: EMERGENCY Item# 38
This record series consists of a report on patients who have been revived, or
attempted to be revived, by the administration of drugs, both intercardiac and
intravenously, and by using counter-shock treatment. Run reports will include
patient's name, home address, age or date of birth, sex and race; call
identification number, unit number of responding vehicles; transporting vehicle, if
applicable; location of scene or incident; location of patient and destination of
each call. See Florida Administrative Code Section 100-66.060 for further
report details. See also "RESCUE REPORTS: FIELD" andlor "RUN REPORTS:
NON-EMERGENCY." .
RETENTION: ,
a) Record copy. 5 years after last entry provided applicable audits have been
released.
b) Duplicates. Retain u'ntil obsolete, superseded or administrative value is lost.
RUN REPORTS: NON-EMERGENCY Item# 39
This record series consists of reports on non-emergency miscellaneous runs
where no treatment is rendered. See also "RUN REPORTS: EMERGENCY."
RETENTION:
a) Record copy. 4 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
......
9
2'96
." .
". ,
-,
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
(':=-'
\:.: .)
SAFETY REPORTS Item# 40
This record series consists of accident investigation, recommendations, fire
safety reports, personal safety reports, equipment safety reports, vehicular
safety reports, including accident and injury reports, etc.
RETENTION:
a) Record copy. 3 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
SPECIFICATIONS: APPARATUS AND EQUIPMENT Item# 41
This record series consists of specifications for the purchase of fire and rescue
apparatus and equipment.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
STATE FIRE MARSHAL REPORTS: MONTHLY Item# 42
This record series consists of monthly-reports containing total fires, total fire
alarms, and the estimated fire losses for the month. This record series is a
duplicate record. The record copy is with the Statement Fire Marshal's Office.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
r"
C.)
SUPPLY RECORDS: STATION REGISTER Item# 43
This record series consists of registers from stations requesting supplies.
RETENTION: '
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TIRE LOGS Item# 44
This record series consists of a list of all tires purchased including the cost of the
tire, the purchase order number, the tire serial number, the date purchased, and
the vehicle using the tire.
RETENTION:
a) Record copy. Retain until all listed tires are salvaged provided applicable
audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
c;
10
2'96
...--J'
..
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
TRAINING RECORDS: IN-SERVICE Item# 45
This record series consists of a record of in-service training received by each
employee.
RETENTION:
a) Record copy. 3 years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
TRAINING RECORDS: STUDENT EVALUATIONS Item# 46
This record series consists of a composite rating by instructors of a trainee's
performance.
RETENTION:
a) Record copy. 1 year after appointment to permanent position.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
VEHICLE RECORDS: REGISTRATION/LIST (EQUIPMENT) Item# 47
This record series consists of the record of an individual vehicle, including the
registration, underwriters reports, list of equipment on the truck, accident reports,
correspondence pertaining to the vehicle, mileage, gas and oil consumption,
batteries and tires used, filters used, a list of parts used including the date
purchased, from whom purchased, the amount of purchase, and the purchase
order number.
RETENTION:
a) Record copy. Retain for life of vehicle provided applicable audits' have been
released.
b) Duplicates. Retain until obso)ete, superseded or administrative value is lost.
VEHICLE RECORDS: REGISTRATION/LIST (SUPPORTING DOCUMENTS)
Item# 48
This record series consists of the record of an individual vehicle, including the
registration, underwriters reports, list of equipment on the truck, accident reports,
correspondence pertaining to the vehicle, mileage, gas and oil consumption,
batteries and tires used, filters used, a list of parts used including the date
purchased, from whom purchased, the amount of purchase, and the purchase
order number.
RETENTION:
a) Record copy. 3 fiscal years provided applicable audits have been released.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
./
11
2%
GENERAL RECORDS SCHEDULE GS8
FIRE DEPARTMENTS
WEATHER AND RAINFALL REPORTS Item# 49
This record series consists of reports on the current rainfall and weather
conditions.
RETENTION:
a) Record copy. Retain until obsolete, superseded or administrative value is lost.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
12
296
.. ;:~, -: I
..
/,',""
I
~.
('~
'.
(~
....
__...........1
SiATE OF FLORIDA
bEPARTMENT OF STATE RECORDS DISPOSITION REQUEST. <'03
Oivi:3ion ot Libr .ty end NO.
Information Setvicc:J
Form LS6El 07R4.93 PAGE 1 OF 7 PAGES
-
1. AGENCY 2. DIVISION 3. BUREAU
City of Winter Springs City Wide
4. ADDRESS tStreet, City, and Zip Code) 5. CONTACT (Name & Telephone Numberl
1126 East State Road 434 Margo M. Hopkins
Winter Springs, FL 32708-2799 (407)327-1800
SUBMIT TO: 6. SUBMITTED BY: f hereby certify that the records to be disposed of
are correctly represented below, that any audit requirements for the
records have been fully justified. and that further retention is not
Florida Department of State required for any litigation pending or imminent.
Bureau of Archives and Records Management ~~. ~)~~ .y-/D- 97
Mail Station 9A
The Capitol Sig ture Date
Tallahassee, Fl 32399-0250
Maroo M. Honkins. City Clerk
Name and Title
7. BUREAU OF ARCHIVES & RECORDS MANAGEMENT REVIEW 8. NOTICE OF INTENTION
(FOR DIVISION USE ONL Y) The scheduled records listed in Item 9 are to be disposed of in the
manner checked below (specify only one):
TECHNICIAN REVIEW
ANAL YST REVIEW ..x. a. Destruction - b. Microfilming and Destruction
ARCHIVIST REVIEW c. Other
-
SUPERVISOR REVIEW
9. LIST OF RECORD SERIES
d. f. g.
a. b. c. Retention e. Volume Disposition
Schedule Item Title (Division Inclusive in Action and Date
No. No. use Only) Dates Cubic Feet Completed After
Authori:c:ation
GSl 57 Audits: Supporting Documents 3/1/59-9/30/c2
GSl 79 Accident Records: non fatality 3/1/59-9/30/~5
GSl 225 Accounts Payable/Receivable Record Summary 3/1/59-9/30/~5
GSl 121 . Accounts Payable/Receivable Supporting Docs 3/1/59-9/30/~2
GSl 2 Administrative Convence Records 3/1/59-9/30/c5
GSl 3 Administrative Support Records 3/1/59-9/30/(5 ~
GSl 122 Administrator Records: Public Officials Age cy ~
Heads 3/1/59-9/30/15
GSl 80 Advertisements: Job Discrimination Charges
Filed 3/1/59-9/30/c5 Cfl'(,
GS1 81 Advertisements: No Job Discrimination ChargEs c;:.o
Filed 3/1/59-9/30/c5 t'ij
GSl 25 Advertisements Legal 3/1/59-9/30/(0
GSl 82 Affirmative Action Records 3/1/59-9/30/c3
GS1 64 Agreenebts: Capital Improvements 3/1/59-9/30/10 o ~
GSl 65 Agreements: Non Capital Improvements '3/1/59-9/30!C 0 ~<lL
GSl 24 . Applications: Employment Not Hired 3/1/59-9/30/c3 oct
GSl 164 Aoorausal<s: Land Purchases Not Purchased 3/1/59-9/30/c2 ...J
GSl 204 Architectural Plans/Specifications Prelimin ry ~p
Drawings 3/1/59-9/30/ 5
GSl 6 Attendance Records 3/1/59-9/30/ 3 ,...
GSl 209 Attendance Records Committee 3/1/59-9/30!' 2 'J
GSl 7 Attendance Records OPS/Temp. Employment 3/1/59-9/30/' 2
GSl 56 Audi ts: Independent 3/1/59-9/30/1 5
GSl 73 Audits: Internal 3/1/59-9/30/' 2
. NOTE: FOR CONTINUATION USE Form LS5E108 .
10. DISPOSAL AUTHORIZATION (FOR DIVISION USE ONLY) 11. DISPOSAL CERTIFICATE: The above listed records have been
Disposal for the above listed records is authorized, Any deletions or disposed of in the manner and on the date shown in column g.
modifications are indicated.'
Signature Date
Name and Title
Director, Division of Library Date
and Information Services
Witness
NOTE: Upon disposition retain this form for your records,
1. AGENCY
... :.
- ....
STATE OF FLORlOA
. DEi'ARTMENT OF STATE
Divi.ion of Ubr.uy and
Intormation Servjces
Form LS6El081\4-93
RECORDS DISPOSITION REQUEST
(CONTINUED)
2. DIVISION
City of Winter SorinQ:s
City Wide
9. UST OF RECORD SERIES
8.
Schedule
No.
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl'
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GS1
GS1
GSl
GS1
GSl
GSl
GSl
GS1
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
GSl
71
72
88
89
90
130
12
179
13
91
192
92
93
14
236
237
94
95
15
60
17
96
231
101
102
20
167
103
104
168
175
105
106
107
108
213
109
23
188
193
181
III
180
40
220
114
115
189
118
221
27
1
21
53
b.
Item
No.
c.
Title
9
176
84
85
201
87
70
Bad Check Recrods
Balance Sheets
Bank Account Authorization Records
Bank Statements ReconcilIation
Bargaining Records: Contracts
Bargaining Records: Supporting Documents
Bid Records Capital Improvement Successful
Bids
Bid Records Unsuccessful Bids
Bid Records Non Capital Improvements
Budget Records Support Documents
Calendars
Cash Collection Records Daily
Cash Receipt Listings: Federal Revenue Sharin
Cash Receipt/Report Records
Cash Register Tapes
Certification Forward Documents
Checks: Canceled
Checks: Log
Checks: Registers
Checks: Stubs
Class Specifications Records
Code Enforcement Board Case Files(After
Compliance)
Code Violation Records
. Complaints: Citizens/Consumers/Employees
Comprehensive Employee Training Act Records
Contracts: Capital Improvement
Contracts: Non Capital Improvement
Correspondence: Toutine
Deposit Slips
Electronic Records Software
Employment Eligibility Records
Employment Examination Records
Encumbrance Records
Environmental Regulation Records
Equal Employment Opportunity Compliance Recor
Equipment Usage Records
Excise Tax/Special Assessment Records Disburs
'ment Reciepts
Excise Tax/Special Assessment Records Journal
Expenditure Reports
Feasibility Study Records
Financial Reports: Annual Government-Local
Financial Reports: Annual Government-Local
Supporting Documents
Fuel Reports: Monthly
Grant Files . .
Information Request Records
Injury Reports
Inspection Records:Fire/Security/Safety
Insurance Record Cards/Registers
Insurance Record Claim
Inventory Records: Equipment
Inventory Records: Property
Invoices
Journals: General Daily Transactions
Journals: Monthly Summary
Key Control Records
Ledgers: General - Supporting Documents
Licenses: Occupational
Litigation Case Files
Mail: Undeliverable First Class
Maintenance Records - Equipment
Maintenance Records - Vehicle
3. BUREAU
d.
Retention
(Division
use Only)
e.
Indusive
Dates
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/8
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/8
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/3019
3/1/59-9/30/9
3/1/59-9/30/9
;3/1/59-9/30/9
i3/1/59-9/30/9
:1/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/8
/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/8
13/1/59-9/30/9
~/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
/1/59-9/30/9
j/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/8
/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
3/1/59-9/30/9
~/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
NO. b3
PAGE --2- OF -1- PAGES
f. g.
Volume Disposition
in Action and Date
Cubic Feet Completed After
Authorization
""2
o
~
!
P
qJ
Q)
di:
a:
~
()
~
r
-
.....J
, ...
3
STATE OF FLORIDA
'OEPARTMENT OF STATE
Olvi.ion of Ubtary and
In' ormation S<<vic~
Form LS6El08f14-93
RECORDS DISPOSITION REQUEST
(CONTINUED)
..:r.
- '-.
1. AGENCY
City of Winter Springs
City Wide
8. b.
Schedule Item
No. No.
GSl 30
GSl 31
GSl 4
GSl 123
GSl 124
GSl 125
GSl 229
GSl 126
GSl 195
GSl 196
GS1. 129
GSl 197
GSl 183
GSl 36
GSl 66
GSl 202
GSl 38
GSl 133
GSl 143
GSl 184
GSl 136
GSl 138
GSl 222
GSl 41
GSl 140
GSl 128
GSl 238
GSl 239
GSl 198
GSl 69
GSl 42
GSl 43
GSl 47
GSl 44
GSl 223
GSl 46
GSl 48
GSl 49
GSl 177
GSl 145
GSl 28
GSl 147
Gsl 146
GSl 52
GSl 149
GSl 170
GSl 230
GSl 151
GSl 185
GSl 224
GSl 154
GSl 97
GSl 163
GSl 194
GSl 157
GSl 158
GSl 178
GSl 141
GSl 55
GSl 159
GSl 160
GSl 232
GSl 161
2. DIVISION
9. LIST OF RECORD SERIES
c.
Title
Management Studies Internal
Memoranda
Minutes: Official Meetings - Audio
Minutes Official Meetings Supporting Docs.
Operational & Statistical Report Records
Opinions Legal Support Documents
Ordinances Supporting Documents
Organization Charts
Payroll Records: Certification Report
Payroll Records: Correction Forms
Payroll Records Deduction Authorization
Payroll Records Pay List
Payroll Records Trial Balance
Periodic Progress Reports
Personnel Records Temporary Employment
Petty Cash Documentation Records
Position Description Records
Postage Records
Proclamation/Resolution Supporting Docs.
Project Case Files
Project Case Files Capital Improvement
Project Case Files Non Capital Improvement
Property Control Records
Property Transfer Forms
Public Employee Relation Files
Public Information Case Files
Public Program/Event Records Contracted
Public Program Event Non Contracted
Publication & Media Item Records
Purchase Order Logs
Purchasing Records
Reading Files
Receipts - Registered & Certified
Receiving Reports
Reference Files; Equipment
Reference Requests
Requisition Logs
Salary Comparison Reports
Stop Payment Requests
Telephone Call Logs: Long Distance
Telephone Call Records - Long Distance
Training Material Records
Transitory Messages
Travel Records
Unemployment Compo Records
Utility Customer Records
Validating Machine Tape Records
Vehicle Accident Report
Vehicle Expense Records
Vehicle Logs
Vehicle Records
Vendor Files
Vouchers: Individual Agency - Local
Vouchers: Journal
W-2 Forms
W-4 Forms
W-9 Forms
Work Orders
Workers/ Compo Records - Closed
1099 Forms
1099 Reports
911 Logs: Daily
94l-E Forms
d.
Retention
(Division
use Only)
3, BUREAU
e.
Inclusive
Dates
3/1/59-9/30/9
3/1/59-9/30/9
4/27/82-9/30/ 3
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/8 )
3/1/59-9/30/9 )
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/i/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
:3/1/59-9/30/9
13/1/59-9/30/9
. 3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9D
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
NO. b.3
PAGE 3. OF --1- PAGES
f.
Volume
in
Cubic Feet
g.
Disposition
Action and Date
Completed After
Authorization
'<
o
i
-iJ
f1
1
C:J..
<1:.
ti
8-
Q)
~
--'
~
~-
3
STATE OF FLORIDA
DEPARTMENT OF STATE
Dlvi.lon of Ubrwy .nd
Inform.tion Servlee:e
Form LS6El 08R4.93
RECORDS DISPOSITION REQUEST
(CONTINUED)
1. AGENCY
City of Winter Springs
a.
Schedule
No.
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
Gs2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
32
7
8
9
10
11
13
14
16
33
122
17
18
19
20
22
21
23
24
25
26
28
29
42
30
126
129
133
132
125
127
131
130
48
128
124
34
72
35
36
38
39
43
44
45
46
47
50
56
57
2. DIVISION
City Wide
9. LIST OF RECORD SERIES
b.
Item
No.
c.
rrtle
3
4
5
6
58
Activity Reports
Alarm Records
Ambulance Logs
Annual Report to the Commission
Application: Interception of Wire and Oral
Communica tion
Arrest Records: Offender Information
Arrest Warrants/CAPIAS/Orders satisfied
Arrest Warrants/CAPIAS Withdrawn or Canceled
Assignment Orders: Shift Assignment
Auction Records
BOLO Forms
Bond Recript Records
Bond Registers
Booking Records
Bulletins: Daily
Ghemica1 Analysis Records Logs
Chemical Analysis Records Test Reports
Civil Indexes
Civil Returns
Code Sheets
Commitment & Release Lists
Commitment to Serve Sentence Form
Communication Tape Recordings
Complaint Logs
Complaint Records
Confiscated Intoxicating Beverage Records
Court Arraignment lists
Court Orders
Criminal History Disseminatin Records
Criminal Intelligence Information Records
Criminal Investigative Records: All Other
Felonies
Criminal Investigative Capital/Degree of
Crime Unknown
Criminal Investigative Records OUI OUBAL
Felony
Criminal Investigative Records DUI DUBAL
Misdemeanor
Criminal Investigative Records First Degree
Felony
Criminal Investigative Records Misdemeanor
Criminal Investigative Records Index
Criminal Investigative Records Juvenile Offen(
Criminal Investigative Records Non Criminal
Vio1atin
Criminal investigative Recrods Second Degree
Misdemeanor
Criminal Investigative Records Violation of
F.S. 517
Detention Facility Logs
Dispositions: Nolle Prosequi
Emergency Contact Lists
Employee Indentification Records
Event Logs
Evidence Processing Records
Field Interrogation Reports
Fine & Forefeiture.Recript Records
Fine/Estreated Bond Reports
Fingerprint Cards
Fingerprint Classification Indexes
Gun Shot Wound Reports
Inquiry Records
Inspection Records: Detention Facilities
d.
Retention
(Division
use Only)
3. BUREAU
e.
Inclusive
Dates
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/8
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59~9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
13/1/59-9/30/9
'3/1/59-9/30/9
I
~/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
/1/59-9/30/9
p/l/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/3095
/1/59-9/30/9(
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9'
/1/59-9/30/9'
/1/59-9/30/91
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/91
/1/59-9/30/9l
/1/59-9/30/9
/1/59-9/30/9l
/1/85-9/30/9'
NO.' b1
PAGE ~ OF -1- PAGES
f. g.
Volume Disposition
in Action and Date
Cubic Feet Completed After
Authorization
;z
o
1
V)
.-J
~
dj
a:::
i1
~
~
.-oJ
~
,.-
:3
STATE OF FLORIDA
, DEi'ARTMENT OF STATE
Oivi.ion of Ub,ary and
Inlormation SetvICM
Form LS6El08R4-93
RECORDS DISPOSITION REQUEST
(CONTINUED)
1. AGENCY
(:~:.;: City of Winter Springs
8.
Schedule
No.
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2 .
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS@
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
GS2
145
137
142
138
65
66
69
70
71
149
73
74
75
79
77
78
27
83
84
85
86
87
88
15
49
93
95
97
98
99
100
101
102
103
105
106
107
108
109
110
96
112
III
52
113
114
115
116
117
118
2. DIVISION
City Wide
9, LIST OF RECORD SERIES
b. .
Item
No.
d.
Retention
(Division
use Only)
c.
Title
136
134
135
61
140
143
Internal Investigation Records Not Sustained
Unfounded
Internal Investigation Records Sustained Form 1
Internal Investigation Records Sustained Info ma
Jail Dockets- Duplicates
Latent FingerPrint Cards: all other felonies
Latent Fingerprint cards degree of Crime
Unknown
Latent Fingerprint Cards DUI-DUBAL Felony
Latent Fingerprint Cards DUI-DUBAL Misdemeano
Latent Fingerprint Cards First Degree Felony
Latent Fingerprint Cards First Degree Mis-
demeanor
Latent Fingerprint Cards Index
Latent Fingerprint Cards Non Criminal Violati
Latent Fingerprint Cards Second Degree Mis-
demeanor
Latent Fingerprint Cards Violation of S.S. 51
Liability Release Records
Master Name Index
Medical Materials Records Missing
Modus Operandi Records
No Charge Service Reports
Notices: Removal of Abandoned or Junk Vehicle
Notices: to appear in Court
Operation Identification Forms
Parking Violation Listings
Pawn Shop Records
Physical Force Reports
Polygraph Records
Property Records: Confiscated
Radar Calibration Records
Radio Logs
Rap Sheets
Record of Pre-Numbered Forms
Register of Felons List
Register of Special Deputy Sherriffs
Registrations: Bondsman
~egistrations: Firearms
3pecial Watch REcords
:>tatus Cards
:>ubpoena Logs
relecommunications Terminal Logs
relecommunications Terminal Messages
relephone Call Logs - After Hours
~raffic Citation Logs
~raffic Citation Transmittal Records
raffic Citations
raining Records: Instructor
~respass Warning Authorization Forms
~rip Ticket Records
Pniform Clothes Forms
pniform Crime Reports
~alidation Records
Wehicle Lists: Stofen or Recovered
Wehicle Processing Logs
Wehicle REecords: Check List
Wehicle REcords: Impounded
Wehicle REcords: Tachometer REading
Waiver Forms
i1arning Tickets
i1arrant Cards Files
i1arrant Case Files: Outstanding
i1recker Service REcords
147
146
139
141
3. BUREAU
e.
Indusive
Dates
15/1/59-9/30/9'
/1/59-9/30/9(
/1/59-9/30/9
/1/59-9/30/9'
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9E
/1/59-9/30/9
/1/ 59-9 /30/9!
/1/59-9/30/9!
/1/59-9/30/9
~/1/59-9/30/9
/1/59-9/30/9
lS/l/59-9/30/9
/1/59-9-/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
~/1/59-9/30/9
'3/1/59-9/30/9
3/1/59-9/30/9
/1/59-9/30/95
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9~
3/1/59-9/30/9b
3/1/59-9/30/9
3/1/59-9/30-9b
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
NO. W
PAGE -L OF l PAGES
f.
Volume
in
Cubic Feet
g.
Disposition
Action and Date
Completed After
Authorization
:z.
Q
~
~
01
t
..J
P
oj
~
i2
o
0..
'.0
~
--J
---
~-
3
STATE OF flORIDA
. DEPARTMENT OF STATE
Olvi.lan 01 Ubr.ty and
Inlorm.tion Setvlcee
Form LS6El 08R4-93
RECORDS DISPOSITION REQUEST
(CONTINUED)
l~' .~~.::~
\.: .-
, . AGENCY
City of Winter Sprin~s
City Wide
a.
Schedule
No.
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
GS3
31
34
35
37
38
39
41
42
43
44
45
46
47
48
51
50
49
52
53
54
55
57
58
2. DIVISION
9. LIST OF RECORD SERIES
b.
Item
No.
c.
rrtfe
7
pplication: Absentee Ballot Registration
Non-Election
pplication Absentee Ballot Registration
Non-U.S. Office
pplication Absentee Ballot REgistration U.S.
Office
6
5
9
10
11
12
13
14
15
16
17
~allots: Non-Election year
~allots Non U.S. Office
~allots U.S. Office
ampaign Records: Contribution Expenditures
~ampaign Records: Treasurers Appointment List
ampaign Treasurers Report
andidates Filing Fee Reports
andidates Qualifying Records
andidates Rualifying Records Political
Committee
anvassing Certificate Records Non Election yr
anvassing Certificate Records Non U.S. Office
anvassing Certificate Records U.S. Office
ertified Canvassipg Certificate Reports
hange of Name Records Non Election yr.
hange of Name Reocrds Non U.S. office
hange of Name U.S. Office
rhange of Party Records Non Election Yr.
hange of Party Records Non U.S. Office
hange of Name U.S. Office
~hange of Residence Records Non Election yr.
hange of Residence Records Non U.S. Office
hange of Residence Records U.S. Office
Declaration to Secure Assistance REcords
non-election yr.
Jec1aration to secure assistance records non-
U.S. Office
eclaration to secure assistance records
U.S. Office
lection REturns: Precinct
lection Returns Tabulation Duplicates
~inancia1 Disclosure Statement Appointed offic'al
and local
~inancia1 Disclosure Statement Electro Officia
inancial Disclosure Statement not specified
State employee
inancial Disclosure Statement unsuccessful
candidate
oumals: Election Financial Transactions
summary
non election yr
non U.S. office
U.S. office
18
19
20
21
22
23
24
25
26
27
28
29
30
33
32
~ai1 undeliverable
~ail undeliverable
~il undeliverable
~aps: assessment
:-laps: Plat
aps: precinct
ental Competency
First Class
first class
first class
Rights restored records
non election yr.
ental Compentency records rights restored
non U.S. offic~
ental Compentency records rights restored
U.S. offic ~
Notices - Solicitation of Voters
paths: non-election year
paths: non U.S. office
paths U.S. Office
Petition Signature Records: initiative petitic
Petition Signature Records non election year
d.
Retention
(Division
use Only)
3. BUREAU
e.
Inclusive
Dates
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/8
3/1/59-9/30/8
3/1/59-9/30/8
3/1/59-9/30/8
3/1/59-9/30/8
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
:3/1/59-9/30/9
!3/ 1/ 59-9 /30/9
.3/1/59-9/30/9
3/1/59-9/30/9p
3/1/59-9/30/91>
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/8
3/1//59-9/30/ 5
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/95
3/1/59-9/30/91)
3/1/59-9/30/95
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
3/1/59-9/30/9
,
NO. (:,3
PAGE -..6.... OF -2- PAGES
f. g,
Volume Disposition
in Action and Date
Cubic Feet Completed After
Authorization
-z:.
o
'+-,
~
e
~
tu
<>
fr
f
-'
..,.j
,-
3
'. STATE OF FLOAJOA
, OE'?ARTMENT OF STATE
Oiviaion of Ub,ary and
Information Scwvica
Form LS6E1OSF\4-93
RECORDS DISPOSITION REQUEST
(CONTINUED)
NO. ~3
PAGE L OF L PAGES
1. AGENCY
2. DIVISION
3. BUREAU
rf',~::,
t :.;~, City of Winter SnrinQ:s
City Wide
9. LIST OF RECORD SERIES
d. f. g.
8. b. c. Retention e. Volume Disposition
Schedule Item rltfe (Division Inclusive in Action and Date
No. No. use Only) Dates Cubic Feet Completed After
Authorization
GS3 59 Petition Signature REcords Non U.S. Office /1/59-9/30/9'
GS3 60 Petition Signature Records U.S. Office /1/59-9/30/9
GS3 61 etition Signature Records Undue burden /1/59-9/30/9
GS3 62 Poll Lists: non election yr. /1/59-9/30/9
GS3 63 Poll Lists: Non U.S., office /1/59-9/30/9
GS3 64 Poll Lists U.S. Office /1/59-9/30/9
GS3 65 Poll Location Records /1/59-9/30/9
GS3 66 Poll Watchers Records non Election yr. ~/1/59-9/30/9
GS3 67 Poll Watchers Records Non U.S. Office ~/1/59-9/30/9'
GS3 68 Poll Watchers Records U.S. office /1/59-9/30/9
GS3 69 Precienct Boundary Records /1/59-9/30/9
GS3 70 Precinct Registers Non Election yr /1/59-9/30/9
GS3 71 Precinct Registers non U.S. office /1/59-9/30/9
GS3 72 Precinct Registers U.S. Office /1/59-9/30/9
GS3 73 Protest of Election Returns Non election yr. /1/59-9/30/9
GS3 74 Protest of Election Returns Non U.S. Office /1/59-9/30/9
GS3 75 Protest of Election Returns U.S. Office /1/59-9/30/9
GS3 76 Purge Forms Non Election year /1/59-9/30/9
GS3 77 Purge Forms Non U.S. Office /1/59-9/30/9
GS3 78 Purge Forms U.S. Office /1/59-9/30/9
GS3 79 Purge Lists /1/59-9';30/9
GS3 80 REgistered Electors Reports /1/59-9/30/9
GS3 81 Registered Voters Lists non Election yr. 13/1/59-9/30/9
GS3 82 Registered Voters Lists Non U.S. office 13/1/59-9/30/9
GS3 83 Registered Voters Lists U.S. office 13/1/59-9/30/9
GS3 85 Registration Records Daily Report Non elect.
year 1:1/1/59-9/30/9 ;Z
GS3 86 Registration REcords: Daily REport Non U.S.
office /1/59-9/30/9 ()
GS3 88 Removal of Voter Registration Records non- 1
election yr. /1/59-9/30/9
GS3 87 Removal of Voter Registration non U.S. offic /1/59-9/30/9
GS3 89 Removal of Voter Registration Records U.S. "
office /1/59-9/30/9 CZl.
GS3 90 Signature Identification Non Election year ,3/1/59-9/30/9 ,-t
GS6 4 Applications: Building Permit ;3/1/59-9/30/9
GS6 6 Building Plans: Residential 3/1/59-9/30/8 --'
GS6 7 Certificate of Occupancy ~/1/59-9/30/8 p
GS6 8 Certificate of Occupancy Specifications ~/1/59-9/30/8
GS6 9 Certificate of Occupancy supporting Docs. ~/1/59-9/30/9 al
GS6 10 Certificate of Occupancy Temporary ~/1/59-9/30/9
GS6 11 Easement Conveyances ~/1/59-9/30/9 ~
GS6 13 Inspectors Route Sheets: Daily ~/1/59-9/30/9
GS6 14 License Indexes: Occupational ~/1/59-9/30/9
GS6 23 Permits/Application: Sign ~/1/59-9/30/9 cr.
GS6 24 Permits: Building 8/1/59-9/30/8
GS6 29 Zoning Variance Request & Determining Record 3/1/59-9/30/8
1
~
F
,-J
---'"
-
'3