HomeMy WebLinkAbout07-30-2004 Record Copy vs Duplicate Copys
hndrea Lorenzo-luaces
From: Carol Lallathin
Sent: Friday, July 30, 2004 7:59 AM
To: Andrea Lorenzo-luaces
Subject: FW: Record Copy vs Duplicate Copy
Andrea,
Here is answer to question as sent to the State re: Record Copy vs Duplicate Copy.
Carol Lallathin
Assistant to the City Clerk
x-225
-----Original Message -----
From: Golding, Elisabeth [mailto:EGolding@dos.state.fl.us]
Sent: Monday, July 26, 2004 3:39 PM
To: Carol Lallathin
Cc: Norman, Jody
Subject: RE: Record Copy vs Duplicate Copy
Ms. Lallathin:
Thank you for your inquiry regarding retention and disposition of original and duplicate
agendas.
First, all of the duplicates can be disposed of whenever your office no longer has any
need for them, under GS1-L for Local Government Agencies, Item #32, Minutes: Official
Meetings, retention 'b', or Item 123, Minutes:
Official Meetings (Supporting Documents), retention W .
The original, non -amended master could be considered a draft it is circulated specifically
for the purpose of review for grammar, spelling and content. If that is the case, it can
be disposed of under GS1-L, Item #242, Drafts and Working Papers (retain until obsolete,
superseded, or administrative value is lost).
However, if the non -amended agenda was distributed with the intent of it being a final
version, and then someone decided that they wanted to change what was to be discussed at
the meeting and the agenda was amended for that purpose, then the original non -amended
version would not be considered a draft for retention purposes and would probably fall
under GS1-L, Item #123,
Minutes: Official Meetings (Supporting Documents) (retention 3 fiscal years).
You do need to document internally each disposition of records, whether it be disposition
of eligible record (master) copies or duplicates. It sounds from your e-mail as if you
are familiar with the Records Disposition Form that we recommend for this purpose;
however, if you need more information about this process, please let me know and I will be
happy to provide additional assistance.
Beth Golding
Archives and Records Management
egolding@dos.state.fl.us
-----Original Message -----
From: Carol Lallathin[mailto:clallathin@winterspringsfl.org]
Sent: Monday, July 26, 2004 2:00 PM
To: BARM Email
oubject: Record Copy vs Duplicate Copy
***THIS IS THE DRAweb2 FORM ***
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This it the Address information from
Carol Lallathin
who is reachable at
clallathin@winterspringsfl.org.
Agency is: City of Winter Springs
Office is: 1126 E SR 434
City is: Winter Springs
State is: FL
Zip Code is: 32708
Phone number is: 407-327-5961
SUNCOM Phone is:
FAX number is: 407-327-4753
SUNCOM FAX is:
E-mail is: clallathin@winterspringsfl.org
Subject is: Record Copy vs Duplicate Copy
Date Needed is: 8-2-04
Carol Lallathin's question is:
I have original (master copy) of Agenda and I have 10 copies (duplicates) of
this Agenda and distribution has been made. There is an amendment to the
Agenda. I make changes to the "master" copy as Amended Agenda and make 10
copies (duplicates). What do we do with the original (non amended) master
copy - retain or dispose of using a disposition form? What do we do with
the non -amended 10 copies (duplicates) of the original - dispose of using a
disposition form? Or do we throw away so as not to get mixed up with the
Amended Agenda duplicate (10 copies)?
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