HomeMy WebLinkAbout2005 02 14 Regular 505 City's Record Copies once scanned
COMMISSION AGENDA
ITEM 505
Consent
Informational
Public Hearing
Regular . X
February 14. 2005
Regular Meeting
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Authorization
REQUEST:
The City Clerk requests the City Commission determine what
should be done with City's "Record Copy" (specifically concerning
Agendas, Minutes, Ordinances, and Resolutions) once they have
been imaged.
PURPOSE:
This Agenda Item is to have the City Commission decide the
disposition of the City's "Record Copy" (specifically concerning
Agendas, Minutes, Ordinances, and Resolutions) once they have
been imaged. The State of Florida has noted that "These records
may have archival value."
CONSIDERATIONS:
In the City of Winter Springs's current Records Management
Program, the first Department to have their most important
documents (Ordinances, Resolutions, Agendas, Minutes, Agenda
Items and Contracts) scanned into the "Laserfiche" system is the
Office of the City Clerk. This operation is expected to begin within
the next few weeks, as implementation was just held during the
week of January 31 - February 4, 2005.
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - FEBRUARY 14,2005
REGULAR AGENDA ITEM "50S"
PAGE20F5
The State of Florida has determined that the "Record Copy" of
Agendas, Minutes, Ordinances and Resolutions - "May have
archival value."
In this case, the State of Florida has also declared that once the
original (paper version) Agendas, Minutes, Ordinances and
Resolutions have been imaged, (as in our City's Records
Management Program), then that imaged document is now
considered the "Record Copy" and the previous (paper version) of
such documents can now be "disposed" of in any of the following
ways:
Option A:
~ The City of Winter Springs can have these "permanent"
(paper version) records (Agendas, Minutes, Ordinances
and Resolutions) given to the State of Florida's Department
of Archives
· Cost: N/ A
· Location: Tallahassee, Florida
· Comments: The State of Florida has very little
room and is not interested in archiving documents
from local municipalities
Option B:
~ The City of Winter Springs can have these "permanent"
(paper version) records (Agendas, Minutes, Ordinances
and Resolutions) given to a local Museum
· Cost: $0
· Name/Location: The Museum of Seminole County
History
· Comments: This organization does accept historical
documents. Once given to them - the documents
are no longer the City's. This organization does not
have a large storage area, however, giving them all
of our Agendas, Minutes, Ordinances, and
Resolutions may not work with their space
constraints
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - FEBRUARY 14, 200S
REGULAR AGENDA ITEM "SOS"
PAGE30FS
Option C:
~ The City of Winter Springs can have these "permanent"
(paper version) records (Agendas, Minutes, Ordinances
and Resolutions) given to a local Library
· Cost: N/A
· Location: Seminole County, Florida
· Comments: They do not store or archive documents
· Other: See "Option H"
Option D:
~ The City of Winter Springs can have these "permanent"
(paper version) records (Agendas, Minutes, Ordinances
and Resolutions) stored at an off-site storage location
· Cost: There is a $75.00 a month minimum charge
for storage of documents. Our fee would be
approximately $75.00 a month [based on thirty (30)
cubic feet.] (To retrieve a document, it can be
delivered to us for a cost of $15.00 to $18.00 for
next day service or we can come by to pick up
documents - this cost would be around $5.00)
· Name/Location: Iron Mountain - Various locations
throughout Florida
· Comments: Records are bar coded when stored
Option E:
~ The City of Winter Springs can have these "permanent"
(paper version) records (Agendas, Minutes, Ordinances
and Resolutions) kept on site
· Cost: N/A
· Location: City Hall (West Storage Room/Vault)
· Comments: Would not free up any storage space
for other documents
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - FEBRUARY 14,2005
REGULAR AGENDA ITEM "505"
PAGE40F5
Option F:
~ The City of Winter Springs can have these "permanent"
(paper version) records (Agendas, Minutes, Ordinances
and Resolutions) disposed of through a licensed, bonded
disposal company (i.e, destroyed)
· Cost: $0
· Name/Location: "Accurate Recycling," Tampa,
Florida
· Comments: The City has previously used this
company which picks up large quantities of boxed
records and disposes of them, with a receipt being
provided to the City
Option G:
~ One option the Commission may wish to consider is to just
keep the signed paper version of the City's first Ordinance,
the first Resolution and the first Agenda Minutes from the
City's .first Meeting of the City Commission and their
Advisory Boards and Committees and display them at City
Hall or a location of the City Commission's choice
Option H:
~ One additional option the Commission may also wish to
consider is if a Library is built in the City of Winter
Springs, (possibly in the Town Center), then an official
agreement could be made to have a Winter Springs
historical room, in which historical items related to Winter
Springs' could be displayed in this room, and to include all
of the paper versions of the City's Ordinances, Resolutions,
Agendas and Minutes.
· Cost: To be determined
· Name/Location: Town Center of Winter Springs,
Florida
· Comments: The Library would already be staffed,
so perhaps City Staff could periodically add to
displays and/or make changes to the displays to
keep the "historical room" maintained
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING - FEBRUARY 14,2005
REGULAR AGENDA ITEM "505"
PAGE50F5
RECOMMENDATION:
The City Commission is asked to make a decision on what they
would like to do regarding the disposition of the City's "Record
Copy" (specifically concerning Agendas, Minutes, Ordinances, and
Resolutions) once they have been imaged.
ATT ACHMENTS:
A, Excerpt from the Florida Administrative Code, IB-24.003 (10)
B. Page 132 from the Florida League of Cities' "Records
Management Technology Plan" (which shows page 22 of the
State of Florida's Disposition Schedule - related to "Original
Minutes" as a disposition example)
COMMISSION ACTION:
ATTACHMENT
" A"
lB-24.003 Records Retention Scheduling and Dispositioning.
(1) Each agency shall submit to the Division a request for records retention on Department of State Form LS5E-l05REff.1-0l,
"Records Retention Schedule" which is hereby incorporated by reference and made part of this rule, for all records series. A copy
of Form LS5E-l05REff.1-0l, effective, January 2001, may be obtained from the Bureau of Archives and Records Management,
Department of State, Mail Station 9A, The Capitol, Tallahassee, Florida 32399-0250. This schedule shall be developed to reflect
the legal, fiscal, historical and administrative requirements of the agency for each record series. The schedule shall designate
whether the series constitutes a record (master) copy or duplicate. Form LS5E-l05REff.l-Ol is to be signed by the custodian of the
records, or his or her designee, and submitted to the Division for determination of official retention requirements,
(2) Retention and scheduling of intermediate files are not feasible due to their transitory nature, and do not require submission
of Form LS5E-105REff.l-Ol "Records Retention Schedule".
(3) Each Records Retention Schedule is analyzed by the Division in the context of an agency's statutory functions and
authorities. Florida Statutes, administrative rules, operating procedures, applicable federal regulations and other such sources shall
be researched to assist in the determination of a record's value.
(4) In addition, the Records Retention Schedule is reviewed to determine whether the records merit further retention by the
State in the Florida State Archives. This determination is based upon whether the records have significant legal, fiscal,
administrative or historical information value to merit such further retention. The main objectives of this determination are to
preserve those records pertaining to the operation of government and to protect the rights and interests ofthe citizens of the state.
(5) In the event that records are of archival value, an indication is made on the Records Retention Schedule that such historical
records are to be transferred to the Florida State Archives as part of the retention requirements.
(6) Local government records having archival value may be loaned to local historical records repositories for preservation
provided they are maintained under the provisions of Chapter 119, Florida Statutes.
(7) The Division, with information submitted on Form LS5E-105REff.1-0l, "Records Retention Schedule" and its own
research into the legal, fiscal, historical and administrative value of the record series, shall create an official "Records Retention
Schedule". Once approved by the Division, the Records Retention Schedule becomes the official retention for the record series of
the submitting agency.
(8) After an agency has established an approved Records Retention Schedule in accordance with the foregoing procedures, it
may become apparent that the schedule needs to be revised. When changes are necessary, the specific record series of the approved
schedule shall be resubmitted by the agency, with an appropriate explanation for the revision. The approved Records Retention
Schedule shall receive the next consecutive number.
(9) General Records Schedules are originated by the Division and are used by agencies designated by the Division. Utilization
of General Records Schedules eliminates the need to comply with the provisions of Rule 18-24.003(1), F.A.C. of this chapter.
(10) Prior to records disposition, an agency must ensure that retention requirements have been satisfied. The minimum
requirements for each records disposition is the identification and documentation of the following:
(a) Schedule number;
(b) Item number;
(c) Record series title;
(d) The inclusive dates; and
(e) The volume in cubic feet.
A public record may be destroyed or otherwise disposed of only in accordance with retention schedules established by the Division.
Photographic reproductions or reproductions through electronic recordkeeping systems may substitute for the original or paper
copy, per Section 92.29, F.S. Minimum standards for image reproduction shall be in accordance with Rules lB-26.0021 and
18-26.003, Florida Administrative Code.
(11) Each agency shall submit to the Division, once a year, a signed statement attesting to the agency's compliance with
records disposition laws, rules, and procedures.
(12) Any record series identified, by either a General Records Schedule or approved Records Retention Schedule, indicating
archival value cannot be destroyed without the approval of the Florida State Archives.
(13) The Division shall compile an annual summary of agency records scheduling and disposition activities to inform the
Governor and the Legislature on statewide records management practices and program compliance.
Specific Authority 257.36 F8. Law Implemented 257.36 F8. History-New 2-20-01.
- 44
ATTACHMENT
"B "
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Winter Springs, Florida
Records Management Plan
MICROGRAPHICS: QUAUTY CONTROL RECORDS ltem# 282
This record series consists of, but is not limited to, test results and microfilm inspection records for all archival microfilm as required by
Chapter 1 B-26.0021 (3)(f) , and 1 B-26.0021 (3)G), FAC.
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MINORITY CERTIFICATION CASE FILES ltem# 169
This record series consists of case files referencing women and minority companies that have applied for certification with the 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 ltem# 32
This record series consists of any information which is the official record of meetings as defined in Florida Statutes Section 286.011 (1)
and (2); which may include transcriptions and/or agenda. See also "MINUTES: OFFICIAL MEETINGS {HANDWRITTEN/ AUDIO/
VISUAL RECORDINGS)," "MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)," and/or "MINUTES: OTHER
MEETINGS." These records may have archival value.
RETENTION:
a) Record copy. Permanent.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
MINUTES: OFFICIAL MEETINGS (HANDWRITTENI AUDIOI VISUAL RECORDINGS) Item# 4
This record series consists of handwritten, audio and/or visual recordings of official meetings as defined in s. 286.011 (2), F.S. See also
"MINUTES: OFFICIAL MEETINGS," and/or "MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)."
RETENTION:
a) Record copy. 2 years after adoption of the official minutes.
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 "MINUTES:
OFFICIAL MEETINGS," "MINUTES: OFFICIAL MEETINGS (HANDWRITTENI AUDIO/ VISUAL RECORDINGS)."
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: OTHER MEETINGS Item# 33
This record series consists of minutes and all supporting documentation from meetings which are not induded in "MINUTES: OFFICIAL
MEETINGS." These records may have archival value.
RETENTION:
a) Record copy. 1 year.
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/or news releases received from other offices for
informational purposes. See also "PUBLIC INFORMATION FilES," and/or "PUBLICATIONS AND MEDIA ITEM RECORDS." These
records may have archival value.
RETENTION:
a) Record copy. 90 days.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
NOISE EXPOSURE MEASUREMENT RECORDS Item# 283
This record series consists of sbJdies and measurements of the noise levels employees are exposed to by location or job dassification.
These documents may include incident reports, risk management assessments, and other necessary data to support the possibility of
exposure. Refer to 29 CFR 1910.95.
RETENTION:
a) Record copy. 2 calendar years.
b) Duplicates. Retain until obsolete, superseded or administrative value is lost.
Page 22
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. It may also indude activity reports demonstrating the productivity of an employee or the work
tasks completed for a period of time (daily/weekly/hourly, etc.).
@ Florida League of Cities, Inc.
All rights reserved.
Page 132
August 16, 2004