HomeMy WebLinkAboutM-97-0543•
ME MORANDUM
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TO: The Honorable Mayor and City Commission
FROM: Walter J. Foeman, City Clerk LV
I jKaj 6'�
SUBJ: Records Management Program
NHPRC Grant Requirements
DATE: July 10, 1997
Pursuant to City Ordinance #11159, the City Clerk is responsible for
administering the City's Archives and Records Management Program consistent
with Florida Statutes, Chapters 257 and 119, also governing the same.
The City Clerk was successful in obtaining a Federal grant in the amount of
$176,821 from the National Historical Publications and Records Commission to
implement an Archives and Records Management Program. This office is now
at the end of a two year grant cycle, of which a one year extension was given.
Certain deliverables were to be included to the funding agency at the end of said
grant period, including production of a records manual.
Respectfully submitted for your acceptance is a proposed records manual which
sets forth the organizational structure, purpose, scope and procedures, and
complies with Federal grant requirements.
The City Clerk will meet with the Budget Director and subsequently the City
Manager to analyze cost effectiveness of centralizing records management
functions.
Enclosure
WF/jkj
(file:rmp)
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RECORDS MANAGEMENT MANUAL
TABLE OF CONTENTS
History and Introduction......................................................................... 1
Inventory; Purpose and Scope............................................................... 2
Inventory; Duties and Responsibilities.................................................. 3
Department Records Liaison......................................................... 3
City Official or Department Director .............................................. 4
Archivist/Records Administrator................................................... 4
Insight to the Inventory Process............................................................. 5
Records Scheduling (Retention Disposition); Purpose and Scope..... 5
Records Scheduling; Duties and Responsibilities ................................ 5
Department Records Liaison......................................................... 5
City Official or Department Director .............................................. 7
Archivist/Records Administrator................................................... 7
Instructions to Complete Records Retention Schedule ........................ 6
(LSE105R4-93)
Records Destruction; Purpose and Scope ............................................ 8
Records Destruction; Duties and Responsibilities ............................... 8
Department Records Liaison......................................................... 8
City Official or Department Director ..............:.............................. 9
Archivist/Records Administrator.................................................. 9
Records Center; Purpose and Scope ................................................... 11
Records Center; Duties and Responsibilities ...................................... 12
Legal Custodian (of records at Records Center) .................................
12
Records Center; Transfer of Records; Duties and Responsibilities..
12
Department Records Liaison.......................................................
City Official or Department Director ............................................
12
13
Archivist/Records Administrator.................................................
Storage Materials...................................................................................
Packing Requirements; Duties and Responsibilities ..........................
13
14
15
Department Records Liaison.......................................................
15
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DepartmentalStaff........................................................................
15
Packing Records for Storage................................................................
15
Packing Records for Microfilming or Image Technology ...................
15
OversizedRecords ... ...............................................
16
.........u........os..s...0
Micrographics; Standards; Duties and Responsibilities ....................
17
Archivist/Records Administrator.................................................
17
Densityand Resolution.........................................................................
18
MicrofilmStock
18
......................................................................................
Other Microfilm Systems......................................................................
18
MicrofilmTargets ...................................................................................
18
MicrofilmProcessing.............................................................................
19
Microfilm Quality Assurance.................................................................
20
Microfilm Retakes and Supplements....................................................
21
Microfilm Reels, Containers and Labeling ..0.......................................
21
FileRetrieval Index System ...........uu............o......................................
21
MicrofilmStorage........................u......... .............................................
22
..
Retrieval Service; Purpose and Scope ................. I..............................
22
Records Check-out or Onsite Review ..................................................
22
Retrieval Service; Research; Duties and Responsibilities .................
23
Department Records Liaison.......... ............................................
23
Archivist/Records Administrator.................................................
24
Vital Records; Purpose and Scope ......................................................
24
Vital Records; Duties and Responsibilities ..........................................
25
Department Records Liaison.......................................................
25
City Official or Department Director ............................................
25
Archivist/Records Administrator.................................................
25
Insightto Vital Records..........................................................................
25
Archives; Purpose and Scope o...............o....o..00....................................
26
Archives; Duties and Responsibilities.................................................
27
City Official or Department Director.............. ...............................
27
Archivist/Records Administrator .....o.....o.....................................
27
Archives; Donations.....................u.......o....................a..........................
28
Archives; Standards; Storage and Preservation .................................
29
Definitions..............................................................................................
29
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APPENDICES
Department or Office Preliminary
Records Retention Control
Schedules
American National Standards
Institute, Catalog of Standards
Internet Website Homepage
Florida Administrative Code,
Chapter I13-24, Public Records
Scheduling and Dispositioning
Florida Administrative Code,
Chapter I13-26.0021, Records
Management Standards and
Requirements
Florida Archives Collection
Policy
City Attorney ...........................A-1
Building and Zoning..............A-4
Civil Service ..........................
A-11
Equal Opportunity................A-14
Finance .................................. A-18
Fire/Administration ...............A-37
GSA/Solid Waste...................A-42
Hearing Boards.....................A-50
Human Resources................A-55
Labor Relations .....................A-62
Planning.................................A-64
Public Works .........................A-67
Risk Management.................A-82
City Hall Basement...............A-84
.................................................. B-6
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Policy
Florida Public Records Storage'
Guidelines
FLORIDA STATUTES
Section 92.29, Photographic or
Electronic Copies
Pertinent portions of Chapter
257, Public Libraries and State
Archives
Chapter 119, Public Records
FORMS
Florida Division of Library and
Information Services Records
Disposition Request form
#LS5E107R4-93 & continuation
form #LS5E108R4-93
City Records Inventory
Worksheet form
Florida Division of Library and
Information Services Records
Retention Schedule form
#LS5E105R4-93 & continuation
form #LS5E106R4-93
Instructions for Records
Retention Schedule form
#LS5E105R4-93
City Transfer and Receipt for
............................................. B-18
............................................. B-19
............................................. B-20
............................................. B-28
............................................. B-52
............................................. B-54
............................................. B-57
........:........................:........... B-59
............................................. B-60
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Records Storage form
Cubic Foot Conversion Chart.............................................B-61
F. 5
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RECORDS MANAGEMENT MANUAL
HISTORY AND INTRODUCTION
The City Clerk took the initiative to introduce needed procedures for
the entire City organization to legally manage its public records. In
1994, the City passed Ordinance 11159 which outlined the City's
Archives and Records Management Program in accordance with
Florida Statutes 257. The City Clerk received grant funding in the
amount of $110,000 from the National Historical Publications and
Records Commission to implement the program. The majority of
City departmental and office records have been inventoried. This
inventory resulted in scheduling the legal disposition of over 11,000
cubic feet of public records.
Legal compliance with statutory requirements and cost effective
handling of public records behooves designation of one office or
department which is specifically assigned the responsibility.
The grant calls for the establishment of a central repository for
archival records. A central repository should house operations to
secure archival and permanent public records and storage of inactive
records until they may be destroyed pursuant to Florida Law.
Centralization ensures accountability for legal compliance and
retrieval of information. This approach promotes a focus on cost
effective records, management operations, facilitates clear cost
tracking, and produces an economy of scale. At ,present there are no
uniform applied standards or oversight. Consequently, historical
public records have deteriorated due to storage in areas with no
temperature or climatic control, security or protection against
flooding.
This program launches a partnership between the City Clerk's Office
and all departments and offices throughout the organization, in the
form of appointed Department or Office Records Liaisons. One
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employee from each department or office would be assigned to take
active responsibility for the handling of public records in his or her
department or office. With a dynamic training commitment, this
partnership keeps the overall program staffing costs down and raises
the organization's awareness of legal records management practices.
This manual sets forth standards and procedures for efficient and
legal management of public records. -
1. Inventory
Purpose and Scope
Chapter 119.09 of the Florida Statutes requires that "Public officials
shall assist the Division (of Library and Information Services) by
preparing an inclusive inventory of categories of public records in
their custody."
All public records are identified, described and listed by type or what
is referred to in this Manual as "record series". Public records for
purposes of this Manual, encompass all documents, papers, letters,
maps, books, photographs, films, sound recordings or other
materials 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 officer, employee, official
representative or appointed board/committee member of the City of
Miami. Public Records include supporting documents assembled or
created to be used in the preparation of other records which are
needed to trace actions, steps and decisions covered in the final
record. ' Records should be construed .as any information created or
received by the City of Miami in conducting public business. A
record series may contain both completed forms, interoffice
memoranda, and outside correspondence, such as a personnel file or
a bid file. For purposes of this Manual and the Records Program at
this time, electronic records and tapes have been omitted from the
definition here.
For purposes of this Records Program, intermediate records
(processing files) and drafts shall be included as public records
unless their physical arrangement is separate from other public
records.
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A record series inventory provides information to determine:
• State minimum retention (how long the record series must be
kept)
• If and when the records will be moved to inactive storage
• Classification as vital, permanent, archival
• Conversion to a more cost effective storage medium
• Destruction time
1. Inventory; Duties and Responsibilities
Duties and Responsibilities of Department Records Liaison
Annually, the Department Records Liaison shall complete a Record
Series Inventory for each new records series which has not been
addressed through this records inventory process. A separate
Worksheet is required for each type or group of records (record
series). A notation may be placed on the Worksheet of any
intermediate or draft records which can be easily separated with an
estimated volume in cubic feet. Please carefully read the definitions
of intermediate and draft records in Section 10.
The Department Records Liaison shall present to the City Official or
Department Director (includes designees of the Mayor,
Commissioners, City Manager, City Attorney or City Clerk) any record
which he believes should be classified as archival.
The Department Records Liaison shall present to the City Official or
Department Director any new record series which he believes should
be classified as vital. With the City Official's or Department Director's
concurrence as to the vital classification, a Record Series Inventory
should be immediately prepared by the Department Records Liaison
and submitted to the Archivist/Records Administrator. Please read
Sections 8 or 10 for clarification of vital.
Duties and Responsibilities of City Official or Department Director
The City Official or Department Director (includes designees of the
Mayor, Commissioners, City Manager, City Attorney or City Clerk)
shall review all records which are recommended by the Department
Records Liaison for classification as vital, and annually review the list
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of vital records to assure completeness.
10 for clarification of vital.
Please read Sections 8 or
The City Official or Department Director shall review all records which
are recommended by the Department Records Liaison for
classification as archival and independently as well make every effort
to identify archival records as they become known to him. Please
See Sections 9 or 10 for clarification of archival.
Insight to the Process
The following are key points to successfully complete an Record
Series Inventory
Describe fully ,the content, use and purpose
Provide the common file name
Identify whether the record is a duplicate
Identify whether the record has potential historical (archival) value
Identify whether the record is vital to the continuation of
government
Duties and Responsibilities of Archivist/Records Administrator
The Archivist/Records Administrator reviews the Worksheets to
assure there is an understanding of the inventory process and that
the key points, noted above, have been addressed. The inventory is
the foundation of the Records Management Program. There should
be an open line of communication and close working arrangement
between the Department Records Liaison and the Archivist/Records
Administrator during this process to assure a,thorough
understanding of the key points of the worksheet . The
Archivist/Records Administrator is available to respond to questions
at all times.
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1 2. Records Retention Disposition - Records Scheduling
Purpose and Scope
Chapter 257.36 of the Florida Statutes provides that no public record
may be destroyed without the approval of the Florida Division of
Library and Information Services.
Chapter IB-24 of the Florida Division of Library and Information
Services, Public Records Scheduling and Dispositioning, sets forth
standards and procedures for the scheduling and dispositioning of
public records to promote economical and efficient management of
records and to ensure that records of permanent and archival value
under the City's control are so designated.
General Records Retention Schedules have been issued by the
Florida Division of Library and Information Services for commonly
held records pertaining to public agencies. All record series shall be
assigned an appropriate retention schedule designation from the
State General Records Retention Schedules.
For those record series not listed in the General Records Retention
Schedules, a separate, individual schedule must be requested by the
Department Records Liaison. The State Division of Library and
Information Services is the final authority with respect to all records
retention dispositions.
2. Records Retention Disposition - Records Scheduling; Duties and
Responsibilities
Duties and Responsibilities of Department Records Liaison
The Department Records Liaison shall assign a schedule and item
from the General Records Schedules published by the Florida
Division of Library and Information Services and furnished by the
Archivist/Records Administrator for each record series. This
assigned schedule and item shall be placed on the corresponding
Record Series Inventory and returned to the Archivist/Records
Administrator. The Department Records Liaison should include
Intermediate records (processing files) and drafts in the Records
Scheduling process, unless their physical arrangement is easily
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separated from other public record series. If easily separated,'a
notation on the Records Series Inventory with their estimated volume
in cubic feet will suffice for the Department Records Liaison to obtain
authorization from the Archivist/Records Administrator and City
Official or Department Director for destruction.
The Department Records Liaison will submit to the Archivist/Records
Administrator his recommendation, if any, for the retention period
and final disposition of those record series not listed in the General
Records Retention Schedules. The Department Records Liaison
should submit each record series not listed in the General Records
Retention Schedules on a separate Records Retention Schedule
#LS5E105R4-93 form. In Item 7a, each record series should be
number sequentially; Item 7b, the Title, Description and
Recommended Retention, the recommended retention period and
final disposition and a full description of the record, which should
also be reflected on the Record Series Inventory.
The Department Records Liaison should also include in Item 7b
whether a record series is considered vital, permanent or archival. If
the record series is vital, Item 7b should include the length of time the
records will be vital to the continuation of municipal government
under crises or emergency conditions and to return to normal
operations in a post- emergency situation.
Instructions to Complete Records Retention Schedule
#LS5E105R4-93 form
Please refer to instructions. on the back of the form for Items 7a,b,c; 8
&. 9 only.
Leave the Schedule or Request number in the upper right corner _
blank.
Item 1 is City of Miami
Item 2 is the individual department
Item 3 is the department division or work area where the records.
reside
Item 4 is 3500 Pan American Drive, Miami, Florida 33133-0708
Item 5 is the Department Records Liaison and Clerk's Office
Archivist/Records Administrator with telephone numbers for both
14 6 �- �4.3
Item 6 is the signature of the City Official or Department Director
Item 7 is the item number; record series title or name; description;
and recommended length of retention including whether the record
series is considered vital, permanent or archival (Please carefully
read the instruction on the back of the form)
Items 8 & 9 are for the Florida Division of Library and Information
Services use only
Duties and Responsibilities of City Official or Department Director
The City Official or Department Director shall sign all Records
Retention Schedule #LS5E105R4-93 forms in the Box labeled Item 6,
Agency Certification. All intermediate and draft records, noted on the
Record Series Inventory, shall be approved for destruction by
signature of the City Official or Department Director anywhere on the
Record Series Inventory.
Duties and Responsibilities of Archivist/Records Administrator
The Archivist/Records Administrator approves all record series
dispositions, after review with the Department Records Liaison.
For those records not found on the General Records Schedules which
require submittal of an individual, separate Schedule, the
Archivists/Records Administrator shall number the Schedules (upper
right corner) and submit them to the Florida Division of Library and
Information Services. The Schedule numbering is sequential for the
City's program overall. The Archivist/Records Administrator is
responsible for coordination with the Florida Division of Library and
Information Services in obtaining retention disposition authority for
all record series.
The Archivist/Records Administrator shall review all requests for
destruction of intermediate and draft records noted on the Record
Series Inventories and requested by signature of the City Official or
Department Director having jurisdiction over the records.
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3. Records Destruction
Purpose and Scope
Chapter 257.36(7) of the Florida Statutes provides that no public
record may be destroyed without the approval of the Florida Division
of Library and Information Services.
This program provides a legal and systematic method to dispose of
public records thereby:
• Reducing physical storage space,
• Facilitating efficient. use of active records, and
• Minimizing Litigation exposure.
Permanent and archival records may either be preserved in their
existing medium or converted to microfilm or microfilm and image
technology.
3. Records Destruction; Duties and Responsibilities
Duties and Responsibilities of Department Records Liaison
Upon receipt of a Records Disposition Request (for destruction or
microfilm/destruction, form #LS5E107R4-93) from the
Archivist/Records Administrator, the Department Records Liaison
shall note the volume of records for destruction, and verify accuracy
of the inclusive dates. Any relevant finding aids, such as indexing,
which will assist in future retrieval should be attached to the Records
Disposition Request form by the Department Records Liaison. The
Department Records Liaison shall obtain an approval signature from
his City Official or Department Director on the Records Disposition
form, in the Box labeled Item 6.
The executed original Records Disposition Request (form
#LS5E107R4-93) is returned to the Archivist/Records Administrator
by the Department Records Liaison and serves to initiate pickup of
the records by the City Clerk's Office for inactive storage at the
Records Center until the destruction authorization date is reached or
for conversion to microfilm. The Department Records Liaison shall
16 8 97- 543
attach a copy or copies of the Records Disposition Request form to
the carton(s) of records in a conspicuous place.
There shall be close coordination between the Department Records
Liaison and Archivist/Records Administrator in development of a file
retrieval index system (index fields) of departmental records which
have been microfilmed or scanned to facilitate research and retrieval
in the future. The Department Records Liaison should assure the
submitted records are organized according to the proper sequential
order to facilitate future retrieval.
Duties and Responsibilities of City Official or Department Director
All Records Disposition Requests (form #LS5E107R4-93) shall be
approved and authenticated (in the Box labeled Item 6) by signature
of the City Official or Department Director having jurisdiction over the
records.
For microfilmed or scanned records, the City Official or Department
Director shall recommend to the.Archivist/Records Administrator the
information particular to each record series to develop a file retrieval
index system which will facilitate research and retrieval from
departmental records in the future.
Duties and Responsibilities of Archivist/Records Administrator
On a regular basis, the Archivist/Records Administrator shall
generate Records Disposition Requests (form #LS5E107R4-93),
pursuant to established Records Retention Schedules. The
Archivist/Records Administrator shall arrange meetings on a regular
basis to approve those Disposition Requests for destruction only
[with no conversion to another medium (Box 8, Notice of Intention,
labeled Item a, Destruction)] prior to submittal to the Florida Division
of Library and Information Services and the City Commission.
The following City representatives shall attend Records Disposition
Review meetings to approve and execute the Disposition Requests:
• City Clerk or his designee
• City Attorney's Office
• Finance Department
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• City Official or Department Director or his designee
The Records Disposition Requests for destruction only [with no
conversion to another medium (Box 8, Notice of Intention, labeled
Item a, Destruction)] executed by the City Official or Department
Director having jurisdiction over the records (Box labeled Item 6), as
well as the City Attorney's Office and Finance Department, are
submitted by the Archivist/Records Administrator to the Florida
Division of Library and Information Services for approval. Upon
receipt of the Division's authorization (executed Records Disposition
Request), a memorandum requesting final authority is submitted to
the City Clerk by the Archivist/Records Administrator for submittal to
the City Commission.
With documented approval of the -Florida Division of Library and
Information Services and the City Commission, the Archivist/Records
Administrator will arrange for disposal of the records or delivery to
the Records Center for conversion to another storage medium, such
as microfilm, microfilm and image technology, or image technology,
and/or archival preservation. The Records Disposition Request is
executed by the City Clerk or his designee and witnessed by the
Department Records Liaison in the box labeled Item 11, Disposal
Certificate.
The Archivist/Records Administrator shall maintain all Records
Disposition Requests, executed as outlined below. For Destruction
Only, the memorandum to the City Commission and an excerpt of the
pertinent minutes reflecting approval should be attached to the
Records Disposition Request:
Destruction Only
City Official or
Department Director
Department Records Liaison
City Clerk or his designee
Fla Div of Library & Information
Service
City Attorney's Office
Microfilm/Optical & Destruction
City Official or
Department Director
Department Records Liaison
City Clerk or his designee
Fla Div of Library & Information
Services
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Finance Department
City Commission
There shall be close coordination between the Department Records
Liaison and Archivist/Records Administrator in development of a file
retrieval index (fields) system for microfilmed or scanned
departmental records which will facilitate research and retrieval. The
Archivist/Records Administrator will take into account the data entry
labor time involved, estimated retrieval frequency and importance to
the conduct of business (vital records) in the index design, and
specifically the number and complexity of the index categories. The
Archivist/Records Administrator shall have jurisdiction over the index
system.
City Commission
The City Commission will approve all Records Disposition Requests
where the records are recommended for destruction only with no
conversion to another medium (Box 8, Notice of Intention, labeled
Item a, Destruction).
4. Records Center and Satellite Locations
Purpose and Scope
Pursuant to City Ordinance 11159, the City Clerk is responsible for
the proper and efficient management of all City records. Accordingly,
the City Clerk is responsible for assuring the safekeeping of public
records under Chapter 119 of the Florida Statutes and cost effective
asset management.
The following shall be centralized and physically housed in a Records
Center (and satellite locations as needed) and operated under the
jurisdiction of the City Clerk:
• Non -current records
• Archival records or manuscripts deemed to have intrinsic value
preserved in their hardcopy form after microfilming
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• AIII-Oicrofilming - Centralized microfilming provides hard dollar
savings in equipment and training. Security enhancements include
controlled access, modern fire detection and control equipment, as
well as permanently determined sequential file order for
microfilmed records. Removal of non -current records from active
office areas results in office space savings and improved staff
efficiency in use of file systems.
4. Records Center and Satellite Locations; Duties and Responsibilities
• Transport of non -current, permanent and archival records from
departments to Records Center
• Storage of non -current records and manuscripts deemed to have
historic value
• Conversion of certain permanent and archival records to microfilm
• Shipping microfilm to offsite storage
• Conversion of selected records to image technology,
• Development of file retrieval index systems (in cooperation with
responsible Department Records Liaison)
• Research and retrieval assistance
• Disposal of non -current records pursuant to State Retention
Schedules
4. Records Center and Satellite Locations; Legal Custodian
Upon the transfer and acceptance of non -current, permanent and
archival records or manuscripts to the Records Center, the City Clerk
shall be legal custodian of said records and manuscripts.
4. Records Center and Satellite Locations; Transfer of Records
Duties and Responsibilities
Duties and Responsibilities of Department Records Liaison
The Department Records Liaison, with the consent of the City Official
or Department Director, has responsibility for submittal of records to
the City Clerk's Office for storage or conversion to microfilm at the
Records Center based on efficient utilization of office space and file
equipment and basic operational needs. However, only record series
�o 12 97— 543
with a Transfer and Receipt for Records Storage form and an
accompanying Record Series Inventory and Records Retention
Schedule (form #LS5E105R4-93) will be considered for acceptance to
the Records Center.
The Department Records Liaison shall submit a Transfer and Receipt
for Records' Storage form to the Archivist/Records Administrator.
Any existing relevant finding aids, such as indexing, which will assist
in retrieval during the inactive storage time frame should be attached
to the Transfer form by the Department Records Liaison.' A copy of
the Transfer and Receipt for Records Storage form completed with
the Records Center carton number, signature of who in the City
Clerk's Office received the records, and date of pickup and
acceptance by the Records Center returned to the Department
Records Liaison by the Archivist/Records Administrator shall become
a finding aid or log for future retrieval requests.
Duties and Responsibilities of City Official or Department Director
For permanent, archival or vital records to be converted to another
storage medium, the City Official or designee, or Department Director
or designee and Archivist/Records Administrator shall develop a file
retrieval index system to facilitate research and retrieval in the future.
Duties and Responsibilities of Archivist/Records Administrator
In overseeing the Records Center operation, the Archivist/Records
Administrator will arrange for pickup of records from the requesting
Department Records Liaison upon delivery of a Transfer and Receipt
for Records Storage form and an accompanying Record Series
Inventory and Records Retention Schedule (form #LS5E105R4-93).
For permanent, archival or vital records to be converted to another
storage medium, the Records Liaison and Archivist/Records
Administrator will develop a File Retrieval Index System. For
inactive records, awaiting their assigned destruction time,
information from the Transfer and Receipt for Records Storage forms
will be developed into the Records Center Inactive Storage Finding
Aid or Log by the Archivist/Records Administrator. Both the file
retrieval index system and inactive storage finding aid or log are
designed solely to facilitate research and retrieval of departmental
records.
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97- 543
A copy of the. Transfer and, Receipt for Records Storage form,
completed with the Records Center carton number, signature of who
in the City Clerk's Office received the records, and date of pickup and
acceptance by the Records Center shall be returned to the
Department Records Liaison by the Archivist/Records Administrator.
The Archivist/Records Administrator shall reserve the right to refuse
pickup of any records which have not been packed according to the
guidelines set forth in Section 5 of this manual.
Capacity issues shall be referred to the City Clerk or his designee.
5. Storage Materials
All records transferred to the Records Center must be packed in
Records Center cartons (10" high x 12" wide x 15" deep) to meet
Public Records Storage Guidelines published by the Florida Division..
of Library and Information Services. Cartons may be obtained from
the Records Center for the stated use only. Refer to the Conversion
Chart attached to this Manual to estimate the quantity of cartons
needed. Please carefully read the definition of Records Center carton
in Section 10.
Binding cord and packaging brown paper for oversized records_ is
available to departments from the Records Center.
Departments are encouraged to label cartons with the Department,
Division, Record Series(s), Retention Schedule and Item number(s)
only and forego, if possible, any departmental numbering system.
Duties and Responsibilities of Archivist/Records Administrator
The Archivist/Records Administrator shall maintain a log to reconcile
the number of cartons issued to a department with the number of
cartons' -actually transferred.
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5. Storage Cartons - Packing Requirements; Duties and Responsibilities
Duties and Responsibilities of Department Records Liaison
The Department Records Liaison shall be responsible for providing
"hands-on" guidance to departmental staff assigned to packing
records for transfer to the Records Center for inactive storage or
conversion to another medium. Any packing difficulties encountered
by the Records Center will be referred to the Departmental Records
Liaison.
Duties and Responsibilities of Departmental Staff
a. Packing Records for Storage
al. Pack only one record series per carton.
a2. Pack records in sequential order based on their active
file arrangement.
a3. Allow space for records to be easily removed.
a4. Remove file folders. Use more space
efficient means of dividing files (colored paper), if
division of files is deemed necessary.
a5. Use PENCIL ONLY for all carton labeling.
a6. Label each carton with the Department, Division,
Record Series(s) Title as it appears on the Records
Retention Schedule
b. Packing Records for Microfilming or Image Technology
Care should be taken to preserve the original physical condition of
records to be microfilmed or scanned to allow for the camera or
scanner to accept and properly duplicate the record without jamming
interruptions.
b1. Pack only one record series per carton.
b2. Pack records in sequential order based on their active
file arrangement.
163. Allow space for records to be easily removed.
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97- 543
b4. Remove ALL staples, paper clips and to the extent
possible binding devices. Use rubber bands to
maintain file integrity.
b5. Insert a MISSING DOCUMENT OR PAGE explanatory
target to account for anything missing from the file.
(See forms)
b6. Maps and drawings should be rolled in heavy brown
paper, taped and labeled as noted in Item b8.
b7. Use PENCIL ONLY for all carton labeling.
b8. Label each carton with the Department or Office,
Division, Record Series Title as it appears on the
Records Retention Schedule
3. Oversized Records (larger than 8112" x W9
c1. Incidental or occasional oversized records should be
handled as outlined in Item b6 or folded and
.maintained in sequential order of the active file
arrangement. Please contact the Archivist/Records
Administrator for advice.
c2. Bound ledgers, computer printouts, and similar type
volumes should be secured in bundles with cord
available from the Records Center. Each bundle
should be labeled as outlined in Item b8. Each
Records Series should be bundled separately.
6. Micrographics
Purpose and Scope
Chapter 92.29 of the Florida Statutes provides that photographic
reproductions or reproductions through electronic recordkeeping
systems made by any federal, state, county or municipal government,
in the regular course of business, of any original record, document,
paper or instrument in writing or in an electronic recordkeeping
system shall in all cases and in all courts and places be admitted and
received as evidence with a like force and effect as the original.
24 16. 9?_ 543
Chapter 1 B-26.0021 of the Florida Division of Library and Information
Services, Microfilm Standards, sets forth specific standards,
specifications and procedures for microfilming of public records to
protect and preserve such records on microfilm.
Conversion of permanent and archival records to microfilm storage
translates into organizational cost avoidance, including, but not
limited to the following:
• protection against litigation and a risk reduction
• reduction in prime office space
• safeguard against destruction by disaster
• reduction in filing equipment
• quick and efficient handling - microfilm or image technology
ensures one-time filing; secure file sequence
All microfilming, including film processing, quality assurance,
indexing and storage, shall be the responsibility of the City Clerk.
Centralized microfilming provides cost savings in contractual
services or equipment and employee training. It ensures legal
compliance with State and National standards. Continuity in the
work and procedures results in enhanced product quality and
increased retrieval speed.
Only record series with a permanent retention disposition, according
to their approved Retention Schedule, shall be microfilmed. For
record series with a retention disposition of less than 10 years,
according to their approved Retention Schedule, a cost benefit
analysis shall be conducted to assure cost effectiveness of
microfilming versus hardcopy inactive storage.
6. Micrographics; Standards
Duties and Responsibilities of Archivist/Records Administrator and Records Center
a. Arrangement; The integrity of the original records series
shall be maintained by ensuring that the microfilm copies
serve the purposes for which the originals were created.
The microfilm copies shall contain all significant record
data shown on the originals and be arranged and indexed
17 97- 543 25
•
•
so that an individual document or component of a record
series can be located.
b. Density and Resolution; Density and Resolution for all microfilm
shall comply with Chapter I13-26.0021, Microfilm Standards,
Rules of the Florida Division of Library and Information Services
and hereafter referred tows Division's Microfilm Standards.
C. Microfilm Stock; The film stock used to make original microfilm
copies of record series shall be safety -based permanent record
film. Original microfilm copies shall not be used under any
circumstances for reference. Second generation (duplicate)
microfilm copies of all original microfilm shall be made of
ammonia -processed diazo or processed vesicular film for daily
reference use. Original and duplicate microfilm copies shall be
made as specified by the American National Standards Institute
(ANSI) Standards set forth in Chapter I13-26.0021 of the
Division's Microfilm Standards.
In the event second generation (duplicate) microfilm rolls are
damaged or lost, the Archivist/Records Administrator shall
request another duplicate be produced by the facility where the
original is stored. The facility shall provide a certification of
compliance to the Division's standards as well as those of the
American National Standards Institute.
d. Other Microfilm Systems; Microforms jackets, fiche or computer
output microfilm (COM) shall meet applicable standards of this
Section and Chapter I13-26.002-1 of the Division's Microfilm
Standards.
e. Targets; Each microfilm roll shall contain the following targets:
• Resolution to determine the sharpness of your image
• Density
18
26 97- 543
• Start & Contents, showing:
1. roll number
2. reduction ratio
3. date microfilmed
4. department and, or division having custody of the records
5. records series title
6. inclusive dates, names or other- information identifying the
first and last records on the roll
7. any indexes, registers or other finding aids for the records
• Explanatory (optional; use if necessary) "Document Missing";
"Retake of Preceding Document", etc.
• End of Roll
• Certificate of Authenticity; After the film has been inspected,
a Certificate of Authenticity shall be prepared, including:
1. beginning and ending file designations
2. department and, or division having custody of the records
3. date filmed
4. camera operator signature
Certificates of Authenticity for all microfilm rolls shall be filmed
separately and maintained as a permanent record.
f. Microfilm Processing; Film used to make microfilm originals
shall ,be processed so that the residual thiosulfate concentration
will not exceed 0.14 micrograms per square centimeter, and
tested according to American National Standards Institute
(ANSI) standard IT9A7, Standard for Photography (Chemicals) -
Residual Thiosulfate and Other Chemicals in Films, Plates and
Papers - Determination and Measurement.
1. Processing Lab; The Lab vendor shall comply with all
Florida Division of Library and Information Services
requirements and American National Standards Institute
Standards. With Each delivery, the Lab vendor shall
furnish to the Records Archivist/Records Administrator
19
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97- 543
certification of such compliance for each microfilm original,
and second generation (duplicate) copy:
• density and resolution tests conducted at the beginning
and end of each roll.
• residual (thiosulfate) and scratch tests conducted daily
The Lab vendor shall be certified by the film manufacturer
for daily lab processing conditions, including but not .
limited to density, contrast, temperature and speed index.
The Lab vendorshall be placed on notice with each and
every processing job to immediately notify the
Archivist/Records Administrator of any camera or camera
operator problems. Failure to do so will be considered in
procurement of further service.
g. Microfilm Qualify Assurance; Each original microfilm roll is
inspected image by image by the Records Center and Lab
vendor to ensure readability. There shall be random inspections
of original microfilm rolls by the Records Center to ensure
accurate file order and completeness, by manually comparing
with hardcopies.
1. Biennial Random Inspections Pursuant to Chapter 113-
26.0021(3)(j) of the Division's Microfilm Standards, at two
year intervals, randomly selected original microfilm rolls
shall, be inspected for potential blemishes by the facility
where the rolls are stored at the request of the
Archivist/Records Administrator. For each biennial
inspection, a different lot sample shall be chosen, allowing
some overlapping of inspection to note any changes in
previously inspected samples. Guidelines as set forth by
the Association for Information and Image Management
(AIIM) shall be followed. Any detected- blemishes shall
be reported to the Division of Library and Information
Services within 30 days by the Archivist/Records
Administrator.
20 97- 543
28
h. Retakes and Supplements; Following the "End of Roll" target,
any additions to the record series or necessary retakes shall be
spliced onto the microfilm roll and identified by an appropriate
target.
I. Microfilm Reels, Containers and Labeling:
1. . Original Microfilm Rolls shall be stored on reels and in
containers in accordance with the standards set forth in
Chapter IB-26.001(3)(h) of the Division's Microfilm
Standards. Each film container shall be labeled, showing:
• roll number
• department and division names
• record series title
• camera operator and filmed date
• inspector name and date of inspection
• beginning and ending file designations
2. Second Generation (duplicate) Microfilm Rolls shall be
stored on cartridges or such other containers (a) most
suitable to protect against dust and damage, (b) to
facilitate self -thread into reading equipment and (c) most
economical which will not damage the microfilm (American
National Standards Institute standards should be used as a
general guide). Each film cartridge shall be labeled,
showing:
• roll number
• department and division names
• record series title
• beginning and ending file designations
j. File Retrieval Index System; The Records Liaison and Records
Archivist/Records Administrator will develop a file retrieval
index system to facilitate future research and retrieval from
microfilm.
21
29
97- 543
k. Microfilm Storage; All original microfilm rolls shall not be used
for reference purposes and shall be protected from local area
disaster by offsite storage in a facility which complies with
Chapter IB-26.0021(3)(h)and (i) of the Division's Microfilm
Standards as well as American National Standards Institute
Standards. All second generation (duplicate) 'microfilm rolls
shall be maintained under the jurisdiction of the City Clerk in the
Records Center or satellite locations designated by the City
Clerk.
A log of the following information pertaining to offsite storage of
original microfilm rolls shall be the responsibility of the
Archivist/Records Administrator or his designee:
• roll number
• department and division names
• record series title
• camera operator and filmed date
• inspector name and date of inspection
• beginning and ending file designations
7. Retrieval Service
Purpose and Scope
The City Clerk's Staff at the Records Center shall endeavor to provide
timely service to everyone seeking to retrieve information from stored
non -current records or microfilmed permanent or archival records.
The Records Center shall maintain file retrieval index systems for
both stored and microfilmed records in aIformat designed
cooperatively with the responsible department, as well as a retrieval
index system for all other stored archival materials.
7. Retrieval Service; Records Check-out or Onsite Review
Members of the Public interested in reviewing inactive hardcopy
records or microfilmed records shall make such inquiry directly to the
office or department responsible for the record(s). In this way, the
staff most familiar with the'records being requested may assist the
30
22
543
public in retrieval. Once the office or department staff has retrieved
the record(s), the Records Center will monitor review of the record(s)
to ensure the file integrity and assist in making copies of any records.
The Records Center will ensure that sensitive records are not made
available to members of the public.
Inactive Hardcopy Records; Stored inactive hardcopy records may be
reviewed at the Records Center by anyone or checked out by
authorized employees from the designated department that
transferred the records to the Records Center. Each City Official or
Department Director shall furnish the Archivist/Records
Administrator with an employee list of the individual or individuals
authorized to check out their Office or Department records and
temporarily remove said records from the Records Center: The
Department Records Liaison shall make available the Records Center
carton numbers (from the Transfer and Receipt for Records Storage
form).
The Records Center shall maintain a log with the signatures of
individuals who have checked out records, the check-out date, along
with a description of the record.
Microfilmed Records; Microfilmed records may be reviewed onsite at
the Records Center by anyone. The Department Records Liaison
shall make available the Record Series Titles for office or
departmental records to assist in locating the record(s) on microfilm.
7. Retrieval Service; Research
Duties and Responsibilities of Department Records Liaison
The Department Records Liaison shall provide the Records Center
Carton Number (from the Transfer and Receipt for Records Storage
form) to anyone requesting to review or check-out inactive hardcopy
records. .The Department Records Liaison shall provide the Record
Series Title (from the Transfer and Receipt for Records, Storage form)
to anyone requesting to review microfilmed records.
23
31
.D'iaties and Responsibilities of Archivist/Records Administrator
The Records Center will furnish the requested inactive hardcopy
records storage carton(s) according to carton number furnished by
the Department Records Liaison for review or check-out. The
Records Center will monitor review of storage cartons by anyone who
is not a City employee or a City employee not from the office -or
department who transferred the records to the Records Center,
unless prior approval is furnished by an employee from the list of
authorized individuals described in this Section under Records
Check-out or Onsite Review. The Records Center will ensure that
sensitive records are not made available to members of the public.
The Records Center will assist in the review of microfilmed records
by furnishing the appropriate microfilm roll for the Record Series Title
furnished by the Department Records Liaison, and demonstrate
reader/printer equipment. operation. The Records Center is not
staffed to accommodate research projects.
8. Vital Records
Purpose and Scope
The protection of records that are essential to the continuation of
municipal government under crises or emergency conditions, and
essential to return to normal operations in a post -emergency
situation. The volume of vital records in an organization will
generally consist of not more than three to five percent of the entire
organization's records. The length of time that a record is vital varies
and may not coincide with its retention period. For example,
accounts receivable may be vital until payment is received; a property
deed may be vital as long as the property is owned. Please carefully
read the definition of vital record in Section 10.
The objective of the Records Program is to identify all hardcopy vital
records not electronically stored. This objective may only be
achieved with the diligent and continuous efforts of the City Official
or Department Directors and Department Records Liaisons to provide
up to date information to the Archivist/Records Administrator as to
any and all newly created record series that are considered vital
records.
32 24 97_ 543
The Office of Information Technology is responsible for the protection
of vital records maintained electronically on the City's mainframe
computer system and personal computer network. Until such time
that the Office of Information Technology is able to do so, each
employee is instructed to protect records stored on the hard drive of
their assigned personal computer by backing up electronic records
on a regular basis to safeguard against the loss of information due to
natural disaster, equipment malfunction or human error.
8. Vital Records; Duties and Responsibilities
Duties and Responsibilities of City Official or Department Director, Department Records
Liaison, Archivist/Records Administrator
The Archivist/Records Administrator, in cooperation with the
Department Records Liaisons, will maintain and update a list of vital
records annually. The Department Records Liaison will notify the
Archivist/Records Administrator of any and all newly created record
series that are considered vital records with the concurrence of their
respective City Official or Department Director. Following
notification, the Department Records Liaison shall complete a
Records Series Inventory for the vital record and submit it to the
Archivist/Records Administrator. Please see Section 1 of this Manual
for more information about the Records Series Inventory. If a record
is stored solely on an employee's personal computer harddrive, the
Department Records Liaison shall inform the Office of Information
Technology. In such case, the City Official or Department Director
shall require their employees to make duplicate copies of any vital
records stored solely on their personal computer harddrive. The
duplicate copies shall be provided to the Archivist/Records
Administrator for offsite storage.
Insight to the Process:
Identification of vital records takes into consideration and effects or
consequences, including financial impact, the loss of each category
of information would have on the continuation of municipal
government.
25
g7_ 543 33
The length of time a record is vital should be identified on the
Records Series Inventory and the Records Retention Schedule.
The following are some general areas for consideration. Please note
that some of these records are electronically stored on the City's
mainframe computer system or personal computer network, and as
such, may not be addressed in this Records Program. If a record is
stored solely on an employee's personal computer harddrive, the
Department Records Liaison shall inform the Office of Information
Technology.
• Financial Records - accounts receivable, loans and money
transactions, general ledger, registers, bank accounts, and other
records proving payment
• Employee Records - payroll and benefits
• Negotiable Instruments - notes, bonds, checks
• Insurance Policy Information
• Ownership Records - deeds, leases, titles, licenses, franchises,.
capital investments
• Major Contracts with amendments
• Charter and Ordinances (including zoning records)
• Police Identification and Fingerprint Records
9. Archives
Purpose and Scope
Archival records are those records which document the City's origin,
development, substantive activities, functions and policies which are
worthy of permanent preservation and special administration.
The Florida Library and Information Services Division will assist the
Archivist/Records Administrator to the extent possible in the
identification of archival records in the Records Retention Scheduling
process.
The Archives shall collect, preserve on microfilm and make
accessible those records of such historical value. Certain archival
records that are determined to have intrinsic value will be preserved
26
34 9543
•
•
in their original hardcopy form and on microfilm. Records with
intrinsic value may include documents that are published and paid for
in whole or in part by funds appropriated by the City, such as reports,
bibliographies, periodicals or other publications.
Other records that hold lasting importance for the interests and
history of the City will be accepted. selectively. Such records may
include:
• personal papers of officials or Miamians which reflect the history
of the City's government
• historical records not created by the: City government based on
their uniqueness and whether they are the best source of the
information they contain
The Archives shall be physically located at the Records Center or a
Records Center Satellite Location.
9. Archives; Duties and Responsibilities
Duties and Responsibilities of City Official or Department Director
Each City Official or Department Director shall identify all archival
records under his jurisdiction during the Records Retention
Scheduling process.
Duties and Responsibilities of Archivist/Records Administrator
With the concurrence of the City Clerk, and with the State of Florida
Archives Collection Policy as a guide, the Archivist/Records
Administrator shall:
• Authorize selective acceptance to the Archives of the following:
• public records or manuscripts which document the origin and
history of the government of the City of Miami and the
development of its departments which are worthy of
permanent preservation and administration because of their
importance;
• personal; papers of officials or Miamians whose papers reflect
the history of the City's government;
27
g7_ 54335
• historical records not created by the City government based
on their uniqueness and whether they are the best source of
the, information they contain.
• Determine records, manuscripts or papers which have intrinsic
value and should be microfilmed and preserved in their hardcopy
form. The National Archives and Records Service may be utilized
as a guide in making such determination;
• Identify all archival records (during the Records Retention
Scheduling process) to avoid destruction of such archival records
which have a retention period that is less than permanent;
• Oversee maintenance of the Archives in compliance with
requirements of the Florida Division of Library and Information
Services;
• Develop and assure a retrieval index system is maintained for
archival collections other than records (file retrieval index system
for records is addressed in Section 3).
9. Archives; Donations
The Archivist/Records Administrator will -attempt to secure the
unconditional release of any donation prior to its acceptance.
Conditions may be considered when the donation is a significant
addition to the Archives.
All donations shall have the approval of the City Commission per
recommendation of the City Clerk, along with release of ownership by
the Donor. Documentation proving the Donor's clear title to the
material may be requested by the City Clerk.
The Archivist/Records Administrator will appraise material for its
research or historical value in relation to the City, not monetary value.
2s 97- 543
36
9. Archives; Arrangement and Description - Reserved
9. Archives; Standards; Storage and Preservation
Archival collections will be stored under proper archival storage
conditions set forth in the Public Records Storage Guidelines
published by the Florida Division of Library and Information Services,
including, but not limited to, fireproof, and climate controlled vault
with the temperature maintained at a constant'68 degrees Fahrenheit.
and the relative humidity at 40 percent. The vault should be separate
from any working or office area in the Records Center. The records
themselves will be stored on steel shelving and in proper archival,
acid -free document cases and acid free folders.
Microfilming; Where possible, archival records will be microfilmed
according to the guidelines set forth in this Manual. Records with
intrinsic value will also be preserved in their original physical form.
10. Definitions
1. Archival means records or manuscripts which document the
origin and history of the government of the City of Miami and the
development of its departments which are worthy of permanent
preservation and administration because of their importance.
Archival also means personal papers of officials or Miamians
which reflect the history of the City's government; historical
records not created by the City government based on their
uniqueness and whether they are the best source of the
information they contain.
2. Archivist/Records Administrator means the employee designated
by the City Clerk to oversee and administer this Records Program;
also the Records Management Liaison Officer (RMLO) that
interacts with the Florida Division of Library and Information
Services and serves as the City's representative to the Division.
29
37
9'0-. 543
3. City Clerk means the City Clerk of the City of Miami, Florida, or
his/her duly designated representative, who has primary
supervisory authority over our government's records management
program.
4. City Official or Department Director means those individuals, either
appointed or elected, having sole responsibility for their respective
offices or departments. Said individuals may designate a member
of their staff to represent them in executive management decisions
as outlined in the Duties and Responsibilities of City Officials or
Department Directors sections of this manual.
S. Department Records Liaison means an employee of the City of
Miami, Florida, designated by each City Official or, Department
Director as defined in this Manual, who is charged to represent his
department and fulfill all obligations outlined in this Manual.
6. Disposition (Records Disposition Request) means the final
outcome of a record. It may include destruction, microfilming and
destruction, optical scanning and destruction, or inactive storage
at the Records Center as a part.of the archives. Please note that a
record may be placed in inactive storage at the Records Center
until a prescribed destruction time frame or until microfilming can
be completed, but this should not be interpreted at the record's
disposition. The Florida Division of Library and Information
Services LS5E107R4-93 form, entitled "Records Disposition .
Request", is completed for all records (record series) in the City by
the Department Records Liaisons. All disposition request forms
shall be approved and authenticated by signature of the City
Official or Department Director having jurisdiction over the
records.
7. Division means the Florida Division of Library and Information
Services physically located in Tallahassee, Florida, charged with
overseeing and administering the Records Program for the State.
30 97- 543
M
9. Draft means materials which constitute precursors of
governmental records and are not, in themselves, intended as final
evidence of the knowledge to'be recorded. Information in a form
which is not intended to perpetuate, communicate or formalize
knowledge of some type and which is fully represented in the final
product. Drafts are not considered public records.
9. Duplicate Record means convenience records or reproductions of
record master copies prepared simultaneously or separately,
which are designated as not being the official copy.
10.File Retrieval Index System means a finding aid developed for
each record series that is microfilmed, scanned, or archived. It is
designed with the mutual assistance of the jurisdictional City
Official or Department Director, Department Records Liaison, and
Archivist/Records Administrator. This System's objective is to
facilitate retrieval. The System design will take into account data
entry labor time involved, estimated retrieval frequency and
importance to the conduct of business, and specifically the
number and complexity of the index categories. The
Archivist/Records Administrator shall have final authority over the
System design.
II.Hardcopy means a record in paper physical form.
12.Inactive Record means a record no longer needed for use in the
department's office space, but which requires further retention due
to legal, administrative, historical or other enabling circumstances
until it may be destroyed pursuant to retention time frames set by
the Florida Division of Library and Information Services or
microfilmed and destroyed. It means the same as non -current.
31 39
97- 543
E
,13.Inactive Storage Finding Aid or Log means a finding aid developed
by the Archivist/Records Administrator from the Transfer and
Receipt for Records Storage forms used to trigger pickup and
delivery of records to the Records Center by the City Clerk's Staff.
The Log is for only inactive records awaiting their assigned
destruction time or disposition. The Log is designed solely for
retrieval.
14.Intermediate Record means processing files or temporary records
used to create, correct, reorganize, update or derive output from
master data files. Intermediate records are precursors of public
records and are not, in themselves, public records which must be
retained. Intermediate records only exist provided a final product
is subsequently generated which perpetuates, communicates or
formalizes knowledge of some type. In the absence of such a final
product, the intermediate record constitutes final evidence of the
knowledge to be recorded and shall be construed as a public
record.
15.Intrinsic Value means belonging to the essential nature or make-up
of the City government and its history; and deemed by the City
Clerk to be of sufficient value to be preserved in its original
physical form. To the extent possible, the record will also be
microfilmed.
16.Inventory (Records Series Inventory) means a systematic
categorization of all records in the City. Records are identified,
described and listed by record series. The inventory provides
information for the Archivist/Records Administrator to determine
how long the record series is required by State Law to be kept; if
and when the record series will be moved out of office space to
inactive storage at the Records Center; and if the record series will
be converted to another storage medium such as microfilm or
image technology. The City "Record Series Inventory" form is
completed by the Department Records Liaisons for all record
series in the City. The Worksheet should fully describe the
content, use or purpose of the record series, whether it is vital to
40 32 9 : - 543
El
the continuation of the government or has potential historical
value, the commonly used file name and whether it is a duplicate.
17.Non-current Record means the same as inactive record.
18.Permanent Record means all records required by the Florida
Division of Library and Information Services to be kept forever.
Retention (disposition) requirements are issued by the Division in
the form of General Records Schedules for records common to
municipalities or individually at the request of the municipality. A
Permanent Record may or may not be archival. Only archival
records with intrinsic value are maintained in their original
hardcopy form. All other permanent records are converted to a
more cost-effective and secure storage medium.
19.Public Record means all documents, papers, letters, maps, books,
photographs, films, sound recordings or other materials
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 officer, employee, official
representative, or appointed- board/committee member of the City
of Miami. Public Records also includes supporting documents
assembled or created to be :used in the preparation of other
records which are needed to trace actions, steps and decisions
covered in the final record. Public Records should be construed
as any information created or received by the City of Miami in
conducting public business. Unless otherwise specified (as
duplicate, intermediate, draft), they are the record master copy.
This Manual does not address electronic records. For purposes of
this Manual and the Records Program at this time, electronic
records and tapes have been omitted from the definition here.
20.Records Center means a central repository for storage of inactive
public records, as well as vital and archival records and materials.
The Records Center houses all microfilming services and may
house some optical scanning services.
33
97_ 543 41
21.Records Center Carton means corrugated fiber board, minimum
200 lbs. bursting pressure, stitched on the fastening corner,
reusable double -wall. Exceptions to this type and size should be
determined by what type of documents are to be stored on. a
situation by situation basis. Magnetic media and motion picture
film should be placed in storage cartons specially designed to
allow for vertical storage.
22.Records Management Liaison Officer means the Archivist/Records
Administrator designated by the City Clerk that interacts with the
Florida Division of Library and Information Services and serves as
the City's representative to the Division.
23.Record Master Copy means all public records which are not
duplicate, intermediate or draft and designated by the
Archivist/Records Administrator as the official record.
24.Record Series means a group of related documents arranged
under a single filing arrangement or kept together as a unit
because they consist of the same form, relate to the same subject,
result from the same activity or have certain common
characteristics. A Record Series is intended to include all.
references mentioned in the definition. of public records, and
unless specified as a duplicate, intermediate or draft, shall be the
record master copy.
25.Record Retention Schedule means a standard approved by the
Florida Division of Library and Information Services for the orderly
retention or disposition of public records, taking into consideration
their legal, fiscal, historical and administrative values. The
Division's LS5E107R4-93 form, entitled `.`Records Disposition
Request", is completed for all public records (record series) in the
City. All disposition request forms shall be approved and
authenticated by signature of the City Official or Department
Director having jurisdiction over the records. The completed form
establishes how long a record series will be kept and in what
storage medium it will be kept.
42 34�_�3
L1
•
26.Sensitive Record means those records dealing with secret,
classified, delicate government, criminal intelligence or
investigative information defined as exempt to the Florida Public
Records Law, Chapter 119 (119.07)
27.Storage Medium means the type or format used to maintain
records. Examples are hardcopy, microfilm, optical image.
28.Transfer and Receipt for Records Storage means the form that
initiates pickup of records by the City Clerk's Staff for delivery to
the Records Center for storage as inactive, archival or vital and
possible microfilming or scanning. The City's "Transfer and
Receipt for Records Storage" form is completed by the Department
Records Liaison and submitted to the Archivist/Records
Administrator. This form serves as the Department Records
Liaison's finding aid or log for future retrieval requests.
29.Vital Record means those records which contain information
essential to the continuity of government operations or to the
protection of individual citizen's rights and cannot be replaced.
They are those records needed in order to reestablish business
after a disaster. The length of time a record is vital varies and may
not coincide with its retention period (disposition). For example,
accounts receivable may be vital until payment is received.
35
97- 543 41
CITY ATTORNEY'
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
1
RECORDS SERIES TITLE DATES -LOCATION VOLUME RETENTIONIDISPOSITION C_
Administrative Convenience 1983-Present City Attorney .75 Cu Ft GS1-2a OSA, Destroy
Files
(Includes research files on various topics)
Administrative Support Records
1980-Present
City Attorney .
35.80 Cu Ft
GS1-3a 3 fiscal years after
(Includes budget, purchasing, manuals, reports,
audit, Destroy
memos,. correspondence, seminar and audit material)
Agreements: Non -Capital
1989-1995
City Attorney
2.5 Cu Ft
GS 1-65a 5 fiscal years after
Improvement
completion or termination of
contract after audit, Destroy,
If copies OSA, Destroy
Attorney Assignment Files
1986-1996
City Attorney
9.75 Cu Ft
GS1-27a 5 years after case
(Litigation Case Files)
closed or appeal process
expired, Destroy
Back Up Disks
1987-1995
City Attorney
6.8 Cu Ft
GS 1 -23 1 b 1 year after
(Electronic Records Software)
discontinued, Destroy
Bond Letters
1993-1996
City Attorney
1.2 Cu Ft
GS1-27a 5 years after case
(Litigation Case Files)
closed or appeal process
expired, Destory
City Commission Files
3/90-11/94
City Attorney
3.38 Cu Ft
GSI-3b OSA, Destroy
(Administrative Support Records)
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City Commission Meetings
8/96-9/96
City Attorney
.27 Cu Ft
GS 1-32b OSA, Destroy
(Minutes: Official Meetings (Transcripts)
Computer Program Disks and Manual
1995
City Attorney
2.5 Cu Ft
GS1-231b 1 year after
(Electronic Records Software)
discontinued, Destroy
Contract Files
1989-Present
City Attorney
17.34 Cu Ft
GS 1-60a 5 fiscal years after
® (Contracts: Non -Capital Improvement)
completion or termination of
contract, Destroy
Correspondence-Non:Routine
1985-Present
City Attorney
13 Cu Ft
GS1-27a 3 fiscal years after
audit, Destroy
Daily Planners
1978-1984
City Attorney
.47 Cu Ft
GS1-89a 1 year, Destroy
(Calendars)
N
Depositions
5/94-9/94
City Attorney
.28 Cu Ft
GS1-27a 5 years after case
�i
(Videos)
closed or appeal process
expired after audit, Destroy
Development Revenue Bonds
®
1992-1993
City Attorney
.50 Cu Ft
GS1-226a Retain until paid,
(Bonds and Bond Interest Coupons)
exchanged, or transferred,
Destroy
Historic and Environmental
1995-1996
City Attorney
2 Cu Ft
GSl-27b OSA, Destroy
Preservation Board Files
(Litigation Case Files)
Information/Research Files
1080-Present
City Attorney
13.82 Cu Ft
GS1-2a OSA, Destroy
(Administrative Convenience Files)
Legal Intern Files 1989-1990
City Attorney
.25 Cu Ft
GS1-66b 1 year after
(Personnel Records: OPS/Temporary Employment)
termination of employment,
Destroy
Legal Opinion Files 1955-Present
City Attorney
18 Cu Ft
GS1-26a Permanent
(Opinions: Legal (Attorney)
copies OSA, Destroy
Litigation Case Files 1955-Present
®
City Attorney
443.12 Cu Ft
27a 5 years after case closed
or appeal process expired
after audit, Destroy
Police Officer Survival Material 1982-1992
City Attorney
1.5 Cu Ft
GS1-147b OSA, Destroy
(Trainng Material Records)
Request for Proposals/Bond Counsel 1.982-1990
City Attorney
2 Cu Ft
GS 1-72a 5 fiscal years after
(Bid Records: Non -Capital. Improvement)
awarded after audit, Destroy
Time Sheets 1989-1993
City Attorney
.41 Cu Ft
GS1-6a 2 years provided
(Attendance Records)
posted to Employee Leave
Index Records, Destroy
®Zoning, Planning, Advisory Board 1988-1992
(Code Enforcement Board Case Files)
City Attorney
1 Cu Ft
GS1-236b OSA, Destroy
576.64 Cu Ft TOTAL
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Revised July 2,1996
BUILDING AND ZONING
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
RECORD SERIES TITL.F DATES LOCATION VOIATMEE RETENTIONmISPOSI ION
1. Administrative Convenience 11/23/93-Present 2nd floor .5 Cu Ft GS1-2a OSA, Destroy
Records (Charter, Code of Ordinances, Reading Files)
2. Administrative Support Records 11/1/77-Present 1 st & 2nd floors
(Includes general office files, correspondence, budget information)
3. Air Compressor Inspections 2/3/71-Present 2nd floor
(Inspector's Route Sheets: Daily)
4.Applications for Private School 1/7/94-Present 1st floor
Nursery (Licenses: Occupational)
5. Approved Applications for Permit 2/8/83-Present
( Applications: Building Permits)
6. Asbestos Lot Clearance Records 1/l/94-Present
(Environmental -Regulation Records)
7. Boilers, Elevators, Water Heater Cards 4/1/95-Present
(Administrative Convenience Records)
8. Building Applications and Permits 2/3/68-Present
(Permits: Building)
1 st floor
2nd floor
2nd floor
64.5 Cu Ft GS 1-3a 3 fiscal years after
audit, Destroy
15 Cu Ft GS6-13a 3 fiscal years after
audit, Destroy
.50 Cu Ft GS 1-221 a 1 calendar year
after expiration of license,
Destroy
11 Cu Ft GS64a 5 fiscal years after
audit, Destroy
2 Cu Ft GS 1-167a 5 fiscal years after
completion, Destroy
.25 Cu Ft GS I -2a OSA, Destroy
2nd floor 114 Cu Ft GS6-24a 15 years after audit,
Archivist should review prior
to destruction
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9. Building Permit Register
(Periodic Progress Reports: Internal)
10. Building Plans: Commercial
®11. Building Plans Records List
(Building Plans: Commercial)
12. Building Plans: Residential
(Building Plans: Commercial)
1/l/91-12/23/91 1st floor
1950-Present
1/l/90-12/30/94
1950-Present
13. Certificates of Use 8/17/93-Present
(Inspector's Route Sheets: Daily)
14. Certificates of Occupancy: 1/l/86-12/31/92
Specifications
® .15.Citation/Code Violation Cards 12/15/91-9/6/94
(Code Violation Records)
16. Contractor Changes: In -Hold Report 1/1/84-Present
(Periodic Progress Reports: Internal)
1 st floor
1 st floor
1 st floor
1 st floor
2nd floor
1 st floor
1 st floor
.01 Cu Ft GS 1-36a OSA, Destroy
20 Cu Ft GS1-216a Retain for life of
structure, Microfilmed,
Archival
.05 Cu Ft
GS1-216a Retain for life of
structure, this is a location
guide to the building plans
see .10
GS1-216a Retain for life of
structure, microfilmed and
included with Commercial
plans; Archival
.05 Cu Ft
GS6-13a 3 fiscal years after
audit, Destroy
15.5 Cu Ft
GS6-7a 15 years after issued,
Destroy
.25 Cu Ft
GS 1-237b OSA, Destroy
.50 Cu Ft GS 1-36a OSA, Destroy
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17.Contractor Files
4/1/49-Present
1st floor
32 Cu Ft
GS6-9a 3 fiscal years
(Certificates of Competency: Supporting Documentation)
after audit, Archivist should
review prior to destruction
18. Contractor Register
1 / 1 /84-Present
1 st floor
.50 Cu Ft
GS 1-36a OSA, Destroy
(Periodic Progress Reports: Internal)
® 19.Correspondence: Routine
11/1/77-Present
1st floor
72.5 Cu Ft
GS1-17a 3 fiscal years after
(Includes copies of permits, certificates of occupancy, registered mail receipts)
audit, Destroy
20. Daily Cash Receipts
7/27/95-Present
1st floor
1 Cu Ft
GS1-12a 3 fiscal years after
(Cash Receipts/Report Records)
audit, Destroy
21. Demolition Bids: Copies
1 /3/94-Present
2nd floor
1 Cu Ft
GS 1-72b OSA, Destroy
(Bid Records: Non Capital Improvement)
22-Demolition/Closed Files
2/3/45-Present
2nd floor
121 Cu Ft
GS6-24a 15 years after audit,
(Permits: Building)
Archivist should review prior
to destruction
23. Demolition Permits/Junk Files
1/1/85-12/31/89
2nd floor
2.5 Cu Ft
GS6-24a 15 years after audit,
® (Permits: Building)
Destroy
24. Electrical Building Applications/
1/l/80-Present
2nd floor
127 Cu Ft
GS6-24a 15 years after
Permits( Permits: Building)
audit, Archivist should
review prior to destruction
25. Electrical Certificates of Inspection
1/l/90-Present
2nd floor
5.25 Cu Ft
GS6-13a 3 fiscal years after
(Inspector's Route Sheets: Daily)
audit, Destroy
26. Electrical Contractor Records 10/ 1 /81-Present
(Certificates of Competency: Supporting Documentation)
27. Elevator Inspection Records 7/1/47-Present
(Building Plans: Commercial)
28. Personnel Records: Non Florida
Retirement System
29.Inspector's Daily Reports
(Inspector's Route Sheets: Daily)
30. Issued Permit Reports
(Periodic Progress Reports: Internal)
31. Labor Management Committee
(Minutes: Other Meetings)
1/l/80-Present
1/2/81-Present
1 st floor 4 Cu Ft
2nd floor 81 Cu Ft
f st & 2nd floors 12 Cu Ft
2nd floor
5/28/95-Present 1st floor
5/1/94-9/30/95
32. Code Compliance Files 1/1/94-Present
(Code Violation Records)
33. Mechanical Air Applications/Permits f/l/91-Present
(Applications: Building Permits),
7.5 Cu Ft
.50 Cu Ft
M
GS6-9a 3 fiscal years after
audit, Destroy
GS 1-216a Life of structure,
Archivist should review prior
to destruction
GS 1-162a 1 year after
termination of employee.
Prior to destruction check
with Human Resources to
ensure they have the original
and complete records, If so
Destroy
GS6-13a 3 fiscal years after
audit, Destroy
GS1-36a OSA, Destroy
2nd floor .50 Cu Ft GS1-33a 1 year after
superseded and audited,
Destroy
2nd floor 3 Cu Ft GS 1-237a 3 years after final
action after audit, Destroy
2nd floor 24 Cu Ft GS64a 5 fiscal years after
audit, Destroy
9
34. Mechanical Inspector's Daily Reports
1/1/93-Present
2nd floor
3 Cu Ft
GS6-13a 3 fiscal years after
(Inspector's Route Sheets: Daily)
audit, Destroy
35. Microfilm Request Log
1/l/89-12/31/94
1st floor
.50 Cu Ft
GSI-2a OSA, Destroy
(Administrative Convenience Records)
36. Microfilm Request Receipts
1/l/91-12/20/93
1st floor
.50 Cu Ft
GS1-12a 3 fiscal years after
(Cash Receipts/Report Records)
audit, Destroy
37. Monthly Certificate of Occupancy
5/1/93-Present
2nd floor
.50 Cu Ft
GS1-36a OSA, Destroy
Reports (Periodic Progress Reports: Internal)
38.-Monthly Code Compliance Reports
7/28/93-9/7/95
2nd floor
2 Cu Ft
GSI-36a OSA, Destroy
(Periodic Progress Reports: Internal)
- 39. Outside Contractors (Hired by Builder
1/l/93-Present
2nd floor
2 Cu Ft
GS6-24a 15 years after audit,
or Owner) (Permits: Building)
Destroy
40. Permit Records and Audit Reports
10/ 11 /94-Present
1 st floor
1.15 Cu Ft
GS 1-36a OSA, Destroy
(Periodic Progress Reports: Internal)
Computer generated and
®
microfilmed
41. Plat Books
No Dates
1 st floor
1.5 Cu Ft
GS6-17b OSA, Destroy
(Maps: Original)
42. Plumbing Inspections/Permits
I/l/19-Present
2nd floor
245 Cu Ft
GS6-24a 15 years after audit,
(Permits: Building)
older records have archival
value and must be
maintained, Archivist should
review prior to destruction
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43. Recertification of Building (40 yrs old) 11/30/75-Present 2nd floor
(Permits: Building)
44. Street Vendors Occupational License 8/17/93-8/8/95 1st floor
(Licenses: Occupational)
45. Real Property Records'
(Building Plans: Commercial)
46. Receipts: Registered and Certified
Mail
47. Recordings of Daily Fines
(Code Violation Records)
48. Requests for Police Dept. Clearance
(Employment Eligibility Records)
49. Requisitions
50. Route Cards: Demolition Files
(Permits: Building)
51. Solid Waste Code Enforcement
Violation Tickets
(Code Violation Records)
1910-1979
1/l/95-12/4/95
1 st floor
2nd floor
1/l/93-12/10/95 2nd floor
1/7/94-Present
9/8/89-9/26/90
2/1/45-Present
4/l/90-Present
1 st floor
27 Cu Ft
GS6-24a 15 years after audit,
Archivist should review prior
destruction
2 Cu Ft
GS 1-221 a I calendar year
after expiration of license
after audit, Destroy
75 Cu Ft
GS1-216a Retain for life of
structure, Archival
1 Cu Ft
GS 147a 1 fiscal year,
Destroy
3 Cu Ft
GS 1-237a 3 fiscal years after
final action and audit,
Destroy
.05 Cu Ft
GS 1-101 b OSA, Destroy
1 st floor .05 Cu Ft GS 1-22b OSA, Destroy
2nd floor 5.31 Cu Ft GS6-24a 15 years after audit,
Archivist should review prior
to destruction
1st floor 52 Cu Ft GS1-237a 3 fiscal years after
audit, Destroy
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52. Unsafe Structures Hearing Board Files 1/1/94-Present 2nd floor
(Code Enforcement Board Case Files)
* OSA - retain until obsolete, superseded, or administrative value is lost
0
0
1 Cu Ft GS 1-236a 5 years after
compliance and lien paid
after audit, Destroy
1,161.92 Cu Ft TOTAL
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CIVIL SERVICE DEPARTMENT
PRELIMINARY RECORDS RETENTION
CONTROL SCHEDULES
a�
RECORDS SERIES TITLE DATES
LOCATION CATION
VOLUME
RETENTIONIDISPOSITION
1. Administrative Support Records I/1/93-Present
Room 100
4.5 Cu Ft
GS1-3a 3 fiscal years after
audit, Archivist should
review prior to destruction
2. Affirmative Action Records 11/73-12/31/79
Room 100
2 Cu Ft
GSI-82a 2 years, Destroy
3. Civil Service Board Meetings: 1/1/67-Present
Room 100
2 Cu Ft
GS6-2a Permanent
Agendas
(Minutes: Official Meetings (Supporting Documents)
4. Civil Service Board Meetings: 1/l/62-Present
Room 100
5.33 Cu Ft
GSI-4a 2 years after
Audio Cassette Tapes
certification of transcript,
(Minutes: Official Meetings (Audio/Visual Recordings)
Destroy
5. Civil Service Board Meetings: 1/1/36-Present
Room 100
8 Cu Ft
GSI-123a 3 fiscal years after
Exhibits
audit, Archivist should
(Minutes: Official Meetings (Supporting Documents)
review prior to destruction
®
6.Civi1 Service Board Meetings: 1/l/21-Present
Room 100
22.60 Cu Ft
GS1-32a Permanent
Minutes
(Minutes: Official Meetings (Transcripts)
7. Civil Service Board Meetings: 1 /l /94-Present *
Room 100
.67 Cu Ft
GS 1-4a 2 years after
Video Tapes
certification of transcript,
(Minutes: Official Meetings (Audio/Visual Recordings)
Destroy
111.
Ln
8. Civil Service Board Members 1/l/47-Present Room 100
Photographs
9. Civil Service Board Year End 1995
Room 100
Report
(Operational and Statistical Report Records: Office)
10. Civil Service: Rules and 8/83
Room 100
Regulations
(Directives, Policies, Procedures)
11. Civil Service Subject Files 1/l/60-Present
Room 100
(Directives, Policies, Procedures)
.. 12. Fire Fighter Applicant 1/1/92-12/31/95
Room 100
Disqualifications
(Applications: Employment (Not Hired)
® 13. Legal Opinions 1/1/62-12/31/64
Room 100
(Opinions: Legal (Attorney)
14. Personnel Management Monthly 1/l/93-Present
Room 100
Report
(Operational and Statistical Report Records: Office)
2 Cu Ft Permanent
.05 Cu Ft GS 1-124a 1 fiscal year after
audit, Destroy
3 Cu Ft GS 1-186a OSA, Archivist
should review prior to
destruction
29 Cu Ft GS1-186a OSA, Archivist
should review prior to
destruction
.06 Cu Ft GS 1-24b OSA, Destroy
2 Cu Ft GS 1-26a Permanent
.45 Cu Ft GS1-124a 1 fiscal year after
audit, Destroy
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IS. Request for Extension of 1/1/85-12/31/93
Probationary Period
(Personnel Records: Non Florida Retirement System)
16. Request for Leave Without Pay 1/1/89-Present
(Leave Records)
17. Request for Paid Leave 1/l/90-Present
® (Leave Records)
18. Request for Seniority Credit 1/l/82-Present
(Personnel Records: Non.Florida Retirement System)
19. Request for Transfer of 1 / 1 /93-12/31 /94
Eligibility Rating
E
Room 100
.70 Cu Ft
GS 1-162b 1 year after M
termination of employment,
Destroy
d
Room 100
.30 Cu Ft
GS1-116a 2 years provided
`
posted to Employee Leave.
Index Records, Destroy
Room 100
.10 Cu Ft
GS 1-116a 2 years provided
posted to Employee Leave
Index Records, Destroy
Room 100
.20 Cu Ft
GS 1-162b 1 year after
termination, Destroy
Room 100
.07 Cu Ft
GS 1-101 a 2 years after
expiration of eligibility,
Destroy
83.03 Cu Ft TOTAL
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Revised July 15, 1996
EQUAL OPPORTUNITY DIVISION PROGRAM
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
1. Administrative Convenience 1964-1994
Rooms 100, 221 5.25 Cu Ft
GS1-2a OSA, Destroy
Records (Reference Manuals, Books, Trade Magazines)
® 2. Administrative Support Records 9/1/87-2/28/95
Rooms 100, 340 5 Cu Ft
GS1-3a 3 fiscal years after
(Includes budget, purchasing records, leave records, memos, travel reimbursements)
audit, Destroy
3. Administrative Support Records 1/1/82-5/31/92
2nd floor 4 Cu Ft
GSI-3a 3 fiscal years after
(Overtown Independent Review Panel Files)
audit, Archivist should
review prior to destruction
4. Administrative Support Records 12/l/90-12/31/93
Room 100 .41 Cu Ft
GS1-3a 3 fiscal years after
(Overtown Independent Review Panel Summary Reports)
audit, Archivist should
review prior to destruction
5. Administrative Support Records 4/28/93-4/28/94
Room 221 .25 Cu Ft
GS1-3b OSA, Destroy
(Take Our Daughters to Work Day)
6. Affirmative Action Records 1/l/74-Present
Rooms 100, 221,220 9.34 Cu Ft
GS1-82a 2 years, Destroy
(Includes AA Board Files, action plans, correspondence)
340
7. Affirmative Action Records 1/1/91-12/31/94
Room 221 1.25 Cu Ft
GS1-82a 2 years, Destroy
(Americans with Disabilities Act Files)
8.Affirmative Action Records 5/1/84-12/31/84
Room 100 2 Cu Ft
GS1-82a 2 years, Destroy
(Handicapped Accessibility Studies and Reports)
9. Affirmative Action Records 1/1/75-12/31/93 Rooms 100, 221, 340 36 Cu Ft
(Includes statistical reports on classified/unclassified positions)
10. Attendance Records 1 / 1 /86-12/31 /93 Room 100 3.6 Cu Ft
11. Class Specification Records 1/6/90 Room 100 1 Cu Ft
(Payroll File Detail Report by Position)
12. Class Specification Records 1/1/85-12/31/90 2nd floor .1 Cu Ft
(Personnel Activity Tables)
13. Comprehensive Employees 1%1/78-6/30/82 Rooms 220,340 2.2 Cu Ft
Training Act Records (CETA Files)
14. Correspondence: Routine 1/1/77-12/31/91 2nd floor .38 Cu Ft
15. Electronic Records Software No Date
(Payroll System: Unisys B25or B20 Software)
® 16. Employment Eligibility Records l/1/90-Present
(Certification Lists and Logs)
17. Employment Eligibility Records 1/l/86-6/30/86
(Eligible Registers Police and Fire)
18. Employment Examination 8/1/89-6/30/91
Records (Fire Fighter Interviews/Selections)
2nd floor . N/A
2nd floor, Rm 221 2.48 Cu Ft
2nd floor .25 Cu Ft
Room 220 .50 Cu Ft
GS 1-82a 2 -years, Destroy
GS 1-6a 2 years if posted to
Employee Leave Index
Records, Destroy
GS 1-14b OSA, Destroy
GS1-14b OSA, Destroy
GS I -95a 3 fiscal years after
final report, Destroy
GS 1-17a 3 fiscal years after
audit, Destroy
GS 1-231 a 1 year after
.superseded, Destroy
GS1-101b OSA, Destroy
GS1-101b OSA, Destroy
GS 1-102b OSA, Destroy
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19. Equal Employment Opportunity 1/1/72-Present
Rooms 220, 221
11.03 Cu Ft
GS1-103a 3 fiscal years
Compliance Records (Case Files)
340
after final action, Destroy
20. Equal Employment Opportunity 1/l/75-12/31/93
Rooms 100, 220,
13.48 Cu Ft
GS1-103a 3 fiscal years
Compliance Records (Consent Decree Reports)
221,340
after final action, Destroy
21. Equal Employment Opportunity 1/1/78-5/31/92
Room 220
.5 Cu Ft
GS1-103a 3 fiscal years
Compliance Records (Findings and Recommendations)
after final action, Destroy
22. Grievance Files 1/l/82-12/31/95
Rooms 100, 220,
33.94 Cu Ft
GS1-110a 3 fiscal years after
221
settlement, If copies OSA,
Destroy
23. Management Studies: Internal 1/l/78-12/31/95
Rooms 220, 221
2.1 Cu Ft
GS1-30a OSA, Destroy
24. Minutes: Official Meetings 10/1/84-Present
2nd floor, Rm 340
3.8 Cu Ft
GS1-32a Permanent
(Transcripts) (Affirmative Action Advisory Board)
25. Minutes: Official Meetings 5/l/89-10/31/93
Room 100
2.8 Cu Ft
GS1-32a Permanent
(Transcripts) (Overtown Independent Review Panel)
26. Minutes: Official Meetings 4/1/90-1/30/91
Room 221.
.01 Cu Ft
GS1-4a 2 years after
(AudioNisual Recordings) (Benefits Task Force Meetings)
certification of transcript,
Destroy
27. Minutes: Official Meetings 3/1/89-11/30/90
Room 100
.25 Cu Ft
GS1-4a 2 years after
(AudioNisual Recordings) (Citizens Review Panel Meetings)
certification of transcript,
Destroy
E
28. Minutes: Official Meetings 5/1/90-12/31/91 Room 221
(AudioNisual Recordings) (Discipline Task Force Meetings)
29. Minutes: Official Meetings ' 4/1/90-1/30/91 Room 221
(AudioNisual Recordings) (EEOC Task Force Meetings)
30. Minutes: Official Meetings 4/l/90-7/31/90 Room 100
(AudioNisual Recordings) (Hispanic Officers Association)
31. Minutes: Official Meetings 3/1/89-11/30/90 Room 100.
(AudioNisual Recordings) (Overtown Independent Review Panel Meetings)
.01 Cu Ft GS 1-4a 2 years after
certification of transcript,
Destroy
02 Cu Ft GS 1-4a 2 years after
certification of transcript,
Destroy
.25 Cu Ft GS 1-4a 2 years after
certification of transcript,
Destroy
.25 Cu Ft GS 1-4a 2 years after
certification of transcript,
Destroy
32. Payroll Records: Registers 11/1/90-1/30-91 Room 100 .25 Cu Ft
(Posted) (DIAR Payroll Reports)
33. Reading Files 1980 2nd floor
(Affirmative Action Advisory Board: Sexual Harassment)
* OSA - maintain until obsolete, superseded, or administrative value is lost
12 Cu Ft
GS1-59b OSA, Destroy
GS1-43a 1 year after audit,
Destroy
142.82 Cu Ft TOTAL
FINANCE DEPARTMENT
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULES
1.Accounts Payable: Vendor Files I/l/95-3/30/95 2nd floor
(Accounts Payable/Receivable Records: Supporting Documents)
2.Accounts Payable:Voucher 1/l/95-6/30/96 2nd floor
Community Development
(Vouchers: Federal Project Paid)
.309 Cu Ft GS 1-121 a 3 fiscal years after
audit, Destroy
2 Cu Ft GSI-156a 5 fiscal years after
completion or termination of
project, Destroy
3.Accounts Payable: Voucher 9/l/92-9/30/95 Archives room 2.94 Cu Ft GSI-121a 3 fiscal years
Monthly after audit, Destroy
(Accounts Payable/Receivable Records: Supporting Documents)
4.Accounts Payable :Voucher Registerl0/l/90-6/30/96 Archives room 3.38 Cu Ft GSI-194a 3 fiscal years after
(Vouchers: Journal) 2nd floor audit, Destroy
5.Accounts Payable: Voucher 10/1/92-6/30/96 Archives room 2.6 Cu Ft GSI-163a 3 fiscal years after
Selected for Payment 2nd floor audit, Destroy
(Vouchers: Individual Agency (Local)
i6.Accounts Payable: Wires, Checks, 10/3/92-12/11/93 Archives room 2 Cu Ft GS1=35a 4 years after audit,
and Deductions Destroy
(Payroll Records: Individual Employee (Posted)
7.Accounts Receivable: Adjustment 1/1/91-12/31/95 Archives room 5 Cu Ft GSI-121a 3 fiscal years after
Sheets audit, Destroy
(Accounts Payable/Receivable Records: Supporting Documentation)
co
'8.Accounts Receivable Billing 1994 Archives room 2 Cu Ft
Register and Recap Report
(Accounts Payable/Receivable Records: Summary)
9.Accounts Receivable Customer 1/1/94-12/31/94 Archives room 4 Cu Ft
Service Files
(Accounts Payable/Receivable Records: Supporting Documents)
IO.Accounts Receivable Monthly 7/l/92-2/29/93 Archives room 2 Cu Ft
Interest Register
(Accounts Payable/Receivable Records: Summary)
I I.Accounts Receivable Post Lien 2/4/92-12/31/93 Archives room .21 Cu Ft
Sale Reports
(Accounts Payable/Receivable Records: Supporting Documents)
12.Accounts.Receivable :Records,-.1/l/8742/31/95 . Archives room 287.08 Cu Ft
(Includes receipts, -transaction coding forms,. bill number for Liens,
Certificate of Use, Solid Waste, Occupational Licenses)
(Accounts Payable/Receivable Records: Supporting Documents)
13.Accounts Receivable Special Liens I/I/92-12/1/93 Archives room
Transferred to Billing System
® (Accounts Payable/Receivable Records: Supporting Documents)
14.Accounts Receivable System Lien 12/14/94 Archives room
Register
(Accounts Payable/Receivable Records: Supporting.Documents)
15.Accrued Leave Time Summary 12/l/91-8/31/96 Archives room
(Leave Records) . 2nd floor
1.10 Cu Ft
.30 Cu Ft
8.72 Cu Ft
GS 1-225a 10 years after audit
Destroy ?
GS 1-121 a 3 fiscal years after
audit, Destroy
GS1-225a 10 years after audit
Destroy ?
GS 1-121 a 3 fiscal years after
audit, Destroy
GS I -12 l a-3 fiscal years, after
audit, Destroy-
GS 1-121 a 3 fiscal years after
audit, Destroy
GS 1-121 a 3 fiscal years after
audit, Destroy
GS 1-116a 2 years provided
posted to Employee Leave
M
Ln
N
ko
oN
M
lG
16.Administrative Convenience 1/l/82-11/30/94 Archives room .41 Cu Ft GS1-2a OSA, Destroy
Records (Includes memos, seminar information,insurance maps)
17.Administrative Records: 1/1/74-Present
Achives room
31.34 Cu Ft
GS1-122a 10 years, Archivist
Department Head
2nd floor
should review prior to
destruction (Originals
pertaining to policy and
procedures 10 years,
copies/duplicates OSA)
18.Administrative Support Records 1/1/64-12/31/95
Archives room
183.2 Cu Ft
GS1-3a 3 fiscal years after
(Includes all sections of finance: budget, deceased clients,
2nd floor
audit, Destroy
1;
delinquent notices, liens, mortgages, new accounts, financial, collections)
19.Advanced Check Records 9/15/92-6/26/93
Archives room
.166 Cu Ft
GS1-59a 4 years after audit,
Payroll Records: Registers (Posted)
Destroy
., ..
20.Assessment Lien Statements 1990
Archives room
2 Cu Ft
GS 1-118a 3 fiscal years after
Ledgers: General (Supporting Documents)
audit, Destroy
21.Attendance Analysis Report 1/1/89-12/31/95
Archives room
1.86 Cu Ft
GS1-59a 4 years after audit,
(Payroll Records: Register (Posted)
Destroy
22.Attendance Records 1/1/70-8/31/96
Archives room
4.81 Cu Ft
GS 1-6a 2 years provided
2nd floor
posted to Employee Leave
Index Records, Destroy
23.Auditor and EOY Reports 1/1/90-12/31/93
Archives room
2 Cu Ft
GS1-73a 3 fiscal years after
(Audits: Internal)
after audit, Destroy
24.Audit Reports 1/1/90-9/30/93
Archives room
.30 Cu Ft
GS1-56a 10 fiscal years,
(Audits: Independent)
Destroy
•
;7
25.Audit Reports: Liens 7/l/90-5/31/95
(Audits: Internal)
26.Audit Reports: Final I/1/88-12/31/94
(Ledgers: General (Annual Summary)
27.13ank Payments Register Report 7/1/90-12/18/92
(Ledgers: General (Supporting Documents)
28.13ank Reconciliations/ Statementsl/1/88-3/31/95
(Bank Statements: Reconciliation)
29.Batch Transaction Records 8/l/90-3/15/95
(Includes sheets; logs, and listing reports) .
(Ledgers: General (Supporting Documents),
Archives room
Archives room
Archives room
Archives room
Archives room
11.1 Cu Ft
25 Cu Ft
3 Cu Ft
18.23 Cu Ft
9.74 Cu Ft
30.Beginning.Balances All Funds 1/l/92-12/31/95 2nd floor .98 Cu Ft
(Ledgers: General (Supporting Documents)
31.Bonds (Includes agreement, 1/1/68-12/31/93 Archives room 16.20 Cu Ft
sale, savings bonds,issue statements, certificates of use,closing documents, maturity schedule)
(Bonds and Bond Interest Coupons)
32.Capital Projects Files 1/1/84-12/31/88 Archives room 4.23 Cu Ft
(Project Files: Capital Improvement)
33.Certificates of Termination 1/1/91-12/31/94 Archives room 1.50 Cu Ft
(Attendance Records)
GS 1-73 a 3 fiscal years after
audit, Destroy
GS 1-117a Permanent
GS1-118a 3 fiscal years after
audit, Destroy
GS1-85a 3 fiscal years after
audit, Destroy
GS 1-I 18a 3 fiscal years after
audit, Destroy
GS 1- 118a 3 fiscal years after
audit, Destroy
GS 1-226a Retain until paid
exchanged, or transferred,
Destroy
GS1-136a 15 fiscal years
after completion of project,
Destroy
GS 1-6a 2 years provided
posted to Employee Leave
M
an
1
i�-
N
N
di
H
34.Certificates of Use Records 1/1/86-12/31/94
Archives room
15.26 Cu Ft
GSI-118a 3 fiscal years after
(Includes logs, usage code reports)
2nd floor
audit, Destroy
(Ledgers: General (Supporting Documents)
35.Certified Mail Receipts • 1/l/87-Present
Archives room
11.01 Cu Ft
GSI-47a 1 fiscal year,
(Receipts: Registered and Certified Mail)
Destroy
36.Check Differences & Issued 1/l/92-7/31/95
Archives room
5.09 Cu Ft
GSI-92a 3 fiscal years after
Reports
2nd floor
audit, Destroy
(Checks: Registers)
37.Checks: Canceled 1/l/70-Present
Archives room
168.42 Cu Ft
GSI-91a 5 fiscal years after
audit, Destroy
38.Checks: Log 1/1/92-12/31/93
Archives room
.42 Cu Ft
GSI-192a 3 fiscal years after
audit, Destroy
39.Check Registers 1/1/87-8/31/96
Archives room
15.25 Cu Ft
GS1-92a 3 fiscal years after
(Includes accounts payable
2nd floor
audit, Destroy
payroll, workmans comp, detailed)
(Checks: Register)
40. Checks: Unclaimed 1 / 1 /91-10/31 /94
Archives room
.24 Cu Ft
GS 1-177a 5 fiscal years
(Payroll)
audit, Destroy
(Stop Payment Requests)
41.Checks: Vouchers 1/l/83-8/31/96
Archives room
144.88 Cu Ft
GSI-163a 3 fiscal years after
(Vouchers: Individual Agency (Local)
2nd floor
audit, Destroy .
42.Claim File Summaries 2/l/94-8/31/94
Archives room
2.8 Cu Ft
GSI-115a 10 fiscal years
(Journal: General (Monthly Summary)
audit, Destroy ?
N
N
�i
43.Closing Reports(Real Estate) 3/l/91-12/31/95
2nd floor
.22 Cu Ft
GS1-136a 15 fiscal years
(Project Files: Capital Improvement)
after completion of project,
Destroy.
44.Code Enforcement Board Recordsl/1/90-8/31/96
2nd floor
2.8 Cu Ft
GS1-121a 3 .fiscal years after
(Includes reports on fines and liens)
audit, Destroy
(Accounts Payable/Receivable Records: Supporting Documents)
45.Collections Reports 1/1/89-6/30/95
Archives room
2.60 Cu Ft
GS1-90a 3 fiscal years after
(Cash Collection Records: Daily)
audit, Destroy
46.Col ections Reports 1/l/85-Present
2nd floor
10 Cu Ft
GS1-12a 3 fiscal years after
(Cash Receipt/Report Records)
audit, Destroy
47.Committment Fees 1/1/88-12/31/95
2nd floor
.20 Cu Ft
GS1-118a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, Destroy
48.Community Development Records 1 / 1 /75-9/30/96
Archives room
59.32 Cu Ft
GS 14 8a 5 fiscal years 'after
(Includes project files on housing, grant documents, budget ledgers, legal agreements)
completion or termination of
(Project Case Files)
project, Destroy
® 49.Conversion Registers 7/1/90-6/30/91
Archives room
2 Cu Ft
Gsl-36a OSA, Destroy
(Periodic Progress Reports: Internal)
50.Correction Transaction Log 1989
Archives room
.15 Cu Ft
GS 1-121 a 3 fiscal years after
(Accounts Payable/Receivable Records: Support Documents)
audit, Destroy
51.Cost Allocation Plans 1/l/80-12/31/86
Archives room
1.5 Cu Ft
GS1-88a 3 fiscal years after
(Budget Records: Supporting Documents)
audit, Destroy
M
N
�i
n
52.Daily Cash Collection Files 4/l/91-5/31/91
Archives room
1.5 Cu Ft
GSI-90a 3 fiscal years after
C�
e!o
(Cash Collection Records: Daily)
audit, Destroy'
53.Daily Cash Log 1990
Archives room
2 Cu Ft
GSI-90a 3 fiscal years after
Ell -
(Cash Collection Records: Daily)
audit, Destroy
54.Daily Cash Report 9/1/89-9/30/92
Archives room
2 Cu Ft
GSI-12a 3 fiscal years after
(Cash Receipt/Report Records)
audit, Destroy
Occupational Licenses
®
55.Daily File Maintenance Listing 2/l/91-12/31/93
Archives room
7 Cu Ft
.
GS 1-114a 3 fiscal years after
Report
audit, Destroy
(Journals: General (Daily Transaction)
56.Daily Financial Activity and 11/1/88-12/31/93
Archives room
39 Cu Ft
GSI-90a 3 fiscal years after
Collections
audit, Destroy
- (Cash Collection Records: Daily)
N
57.Daily Financial Activity Report 6/l/90-3/30/91
Archives room
2 Cu Ft
GSI-114a 3 fiscal years after
Certificate of Use
audit,Destroy
- (Journals: General (Daily Transaction)
58.Daily List of Posted Transactions 1/1/90-9/30/96
Archives room
10.81 Cu Ft
GSI-118a 3 fiscal years after
® By Batch (Report #17)
audit, Destroy
(Ledgers: General (Supporting Documents)
59.Daily Statement of Treasurer's 3/95
Archives room
2 Cu Ft
GS 1-118a 3 fiscal years after
Accountability
audit, Destroy
(Ledgers: General (Supporting Documents)
60.Daily Transactions Report 6/1/90-12/31/91
Archives room
4.33 Cu Ft
GS1-121a 3 fiscal years after
(Accounts Payable/Receivable Records: Supporting Documents)
audit, Destroy
C�
61.Deduction Registers 1/1/91-12/31/95
Archives room
4 Cu Ft
GS1-59a 4 years after audit,
(Payroll Records: Registers (Posted)
Destroy
62.Delinquent Notices 6/l/95-12/31/95
2nd floor
3.18 Cu Ft
GS1-la 1 year after returned
(Mail: Undeliverable First Class)
deliverable, Destroy
63.Delinquent Notices Register & 1 / 1 /91-1 /31 /93
Archives room
2 Cu Ft
GS 1-121 a 3 fiscal years after
Register of Letters Generated
audit, Destroy
(Accounts Payable/Receivable Records: Supporting Documentation)
64.Deposit Tickets 9/1/95-5/31/96
Archives room
'.388 Cu Ft
GS1-114a 3 fiscal years after
(Journals: General (Daily Transactions)
audit, Destroy
65.Detail Data Entry Report For 11/21/91
Archives room
2 Cu Ft
GS1-118a 3 fiscal years after
Occupational Licenses
audit, Destroy
(Ledgers: General (Supporting Documents)
N
66.Detailed Monthly Transactions 10/l/91-8/31/96
2nd floor
1.50 Cu Ft
GS1-118a 3 fiscal years after
by Division
audit, Destroy
(Ledgers: General (Supporting Documents)
67.Detailed Monthly Transaction I/l/88-11/30/95
® Report by Project
Archives room
9.07 Cu Ft
GS1-184a 5 fiscal years after
2nd floor
completion of project,
(Project Case Files)
Destroy
68. Detailed Revenue and Expediture 1 / 1 /86-7/31 /96
Archives room
38.12 Cu Ft
GS 1-184a 5 fiscal years after
by Project Report
2nd floor
completion of project,
(Project Case Files)
Destroy
rn
69-Direct Deposit Records 1/l/88-12/31/95
Archives room
.52 Cu Ft
GSI-84a I year after
(Bank Account Authorization Records)
superseded by new
authorization after audit,
I
Destroy
70.Dispatcher Check List 10/1/90-10/31/92
Archives room
.37 Cu Ft
GSI-121a 3 fiscal years after
(Accounts Payable/Receivable' Records: Supporting Documents)
audit, Destroy
71.Employee Vacation Payoff I/I/88-12/31/95
Archives room
1.17 Cu Ft
GS1-116a 2 years provided
(Leave Records)
2nd floor
posted to Employee Leave
Index Records, Destroy
72.Employee's Withholding Allowance 1 /1/78-12/31/95
Archives room
5.09 Cu Ft
GS1-158a 4 calendar years
Certificates (W-4 Forms)
after due date of tax, Destroy
73.Expenditure Report I/1/88-1 I/10/95
Archives room
52.7 Cu Ft
GSI-105a 3 fiscal years after
audit, Destroy
N
74.Famis Processing Control Report 9/1 /91-7/31 /93
Archives room
.47 Cu Ft
GS 1-118a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, Destroy
75.Financial Reports: Annual 1947-1995
Archives room
20.5 Cu Ft
GSI-107a 10 fiscal years
after audit, Archivist should
review prior to destruction
76.Financial Statements and Trial 10/1/93-9/30/93
Archives room
.20 Cu Ft
GS1-117a Permanent ?
Balances
(Ledgers: General (Annual Summary)
77.Fines and Forfitures (Bi-weekly I/1/85-12/31/93
Archives room
.068 Cu Ft
GSI-197a 2 years after
Payroll Listing of Special Codes)
verified, Destroy
(Payroll Records: Pay List)
M
78.Fiscal Month(12) Portion of Year. 9/30/87-11 /9/91
Archives room
.41 Cu Ft
GS 1-121 a 3 fiscal years after
Expired Report
audit, Destroy
an
(Accounts Payable/Receivable Records: Supporting Documents)
79.Fixed Asset Inventory Records 1/1/88-12/31/95
Archives room
23.83 Cu Ft
GS1-118a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, .Destroy
80.Fuel Reports: Monthly 1989
Archives room
.017 Cu Ft
GS1-213a 3 fiscal years -after
(Gasoline logs for City vehicles, gas purchases)
audit, Destroy
81.Fund Closings.. 1/1/8842/31/93
Archives room
1.17 Cu Ft
Gs1418a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, Destroy
82.General Ledger Account Analysis 1/1/89-12/31/94
2nd floor
43 Cu Ft
GS1-118a 3 fiscal years after
Report (Ledgers: General (Support Documents)
audit, Destroy
N
83.General Ledger Journal Entries.. 1/1/85-5/31/93
Archives room
6 Cu Ft
GS1-114a 3.fiscal years after
Reports
audit, Destroy
(Journals: General (Daily Transactions)
84.Grants: Inactive 1/1/85-12/31/87
(Grant Files)
Archives room
4 Cu Ft
GS1-109a 5 fiscal years after
completion of project after
85.Gross to Net Reports 1/1/90-8/21/96
Archives room
70 Cu Ft
GSI-59a 4 years after audit,
(Payroll Records: Registers (Posted)
2nd floor
Destroy
86.Inventory Log Sheet 8/l/90-12/31/91
Archives room
.034 Cu Ft
GS1-44a 3 fiscal years after
(Receiving Reports)
audit, Destroy .
n
87.Invoices' 1/1/93-8/31/96
2nd floor
6.3 Cu Ft
GS1-220a 3 fiscal years after
audit, Destroy
88.Journal Entries 1/I/88-8/31/96
Archives room
31.16 Cu Ft
GS1414a 3 fiscal years after
(Journals: General (Daily Transaction)
audit, Destroy
891abor Agreements 1/1/84-9/30/95
Archives room
1 Cu Ft
GS1-65a 5 fiscal years after
(Agreements: Non -Capital Improvment)
completion or termination of
contract, Destroy
90.Leasing Schedules(Vehicles) 1/l/90-12/31/93
Archives room
.94 Cu Ft
GS1-121a 3 fiscal years after
(Accounts Payable/Receivable Records: Supporting Documents)
audit, Destroy
91.Ledgers: General (Supporting 1/l/84-12/31/95
Archives room
14 Cu Ft
GS1-118a 3 fiscal years after
Documents) (Includes reconciliation adjustments)
2nd floor
audit, Destroy
92.Lien Log 7/l/85-12/31/87
Archives room
.017 Cu Ft
GS1-121a 3 fiscal years after a0
(Accounts Payable/Receivable Records: Supporting Documents)
audit, Destroy
93.Lien Sale Notice(Returned to Sender) I / 1 /87-5/31/94
Archives room
9.75 Cu Ft
GS14 1 year after returned
(Mail: Undeliverable First Class)
undeliverable, Destroy
94.Life Insurance Cards 1/l/87-12/31/92
Archives room
.45 Cu Ft
GS1-181a 5 fiscal years after
(Insurance Record Cards/Registers)
expiration after audit,
Destroy
95.Loan Projects: New Cases 1/1/91-12/31/94
2nd floor
.25 Cu Ft
GSI-136a 15 fiscal years
(Project Files: Capital Improvement)
after completion of project,
Destroy
96.Lot Clearance Certifications 1/1/77-12/31/91
Archives room
1 Cu Ft
GS1-121a 3 fiscal years after
(Accounts Payable/Receivable Records: Supporting Documents)
audit, Destroy
97.Memoranda 1/l/88-Present.
Archives room
4.7 Cu Ft
GS1-31a 3 fiscal years after
2nd floor
audit, Destroy i
98.Microfiche/Microfilm 1/l/64-Present _
Archives room
14.79 Cu Ft
GSI-117a Permanent ?
(Includes all reports)
2nd floor
99.Month End Report: Adjustment 1/1/93-2/29/94
Archives room
.20 Cu Ft
GSI-I I8a 3 fiscal years after
Errors
(Ledgers: General (Supporting Documents)
audit, Destroy
100.Monthly Collections Report 11/l/89-9/30/96
2nd floor
.178 Cu Ft
GSI-12a 3 fiscal years after
(Cash Receipts/Report Records)
audit, Destroy
101.Nuisance Abatement Board Files3/l/94-7/31/96.
2nd floor
10 Cu Ft
GSI-3a 3 fiscal years after
(Administrative Support Records)
audit, Destroy
102.Numerical Index of Transaction 4/20/89
2nd floor
.108 Cu Ft
GS 1- 118a 3 fiscal years after
Codes
audit, Destroy
(Ledgers: General (Supporting Documents)
103.Deleted See # 12
104.Occupational Licenses: Batch LogsN/A
Archives room
.06 Cu Ft
GSI-114a 3 fiscal years after
(Journals: General (Daily Transaction)
audit, Destroy
105.Occupational Licenses: Daily 1/1/88-12/31/89
Archives room
.30 Cu Ft
GSI- 90a 3 fiscal years after
Collection Report
audit, Destroy
(Cash Collection Records: Daily)
M
n
c�a
106.Paymaster Files 1/l/84-12/31/95 Archives room .70 Cu Ft GS1-59a 4 years after audit,
(Includes reports, loans, prior year deleted, payroll) 2nd floor Destroy an
(Payroll Records: Registers (Posted)
107.Payroll Calculation Summary 12/l/90-12/31/95 Archives room 1.30 Cu Ft GSI-59a 4 years after audit,
Total Report 2nd floor Destroy
(Payroll Records: Registers (Posted)
® 108.Payroll Cost Distribution 8/17/96-8/22/96
2nd floor
11 Cu Ft
GS1-129a 2 years after final
(Payroll Records: Deduction Authorizations)
action, Destroy
109.Payroll Deduction Authorization 1/1/78-7/31/95
Archives room
24.42 Cu Ft
GS1-129a 2 years after final
Records
action after audit, Destroy
(Payroll Records Deduction Authorizations)
110.Payroll Records(Police Depart.) 1/l/93-12/31/95
Archives room
2 Cu Ft
GS1-59a 4 years after audit, o
(Includes payroll authorization reports, hours to gross reports, corrections, comp time pay-off,
Destroy
memos)
(Payroll Records: Registers (Posted)
I I I.Payroll Register & Attendance 1916-1977
Archives room
4 Cu Ft
GS1-215a 50 years, Archivist
Records (Microfilm)
(Payroll Records: Registers Posted)
should review prior to
(Not
destruction
112.Payroll Report Requests 12/1/91-12/31/95
Archives room
.90 Cu Ft
GS1-129a 2 years after final
(Payroll Records: Deduction Authorizations)
action after audit, Destroy
I I3.Payroll Reports 1/l/88-12/31/90
Archives room
2.13 Cu Ft
GSI-59a 4 years after audit,
(Includes accrued leave time summary, check distribution, check register)
Destroy
(Payroll Records:Registers (Posted)
114.Penalty Update Register Report 6/2/95-6/30/96 Archives room
(Accounts Payable/Receivable Records: Supporting Documents)
115.Personnel Records: Non Florida 1/l/74-12/31/94 Archives room
Retirement System
116.Position Authorization Requests 1/1/93-12/31/95
(Position Description Records)
117.Post Closing Adjustment Records 1 / 1 /91-12/31 /94
(Ledgers: General (Supporting Documents)
118.Pre/Post Lien Sale Reports 1994-1995
(Ledgers: General (Supporting Documents)
119.Purchase Encumbrance Detail 1/l/87-11/09/95
Report
(Encumbrance Records)
120.Purchase Encumbrance 11/94
Reinstatement Report by Dept. and Division
® (Encumbrance Records)
121.Purchase Order Log Report 4/1/92-6/30/96
(Purchase Order Logs)
122.Purchasing Records 1/1/94-8/31/96
123.Quarterly to Date Register - 8/23/96
(Payroll Records: Registers (Posted)
Archives room
Archives room
Archives room
Archives room
Archives room
Archives room
Archives room
2nd floor
2nd floor
1.30 Cu Ft GS 1-121 a 3 fiscal years after
audit, Destroy .
1 Cu Ft GS 1=162b 1 year after
terminated, Destroy
.75 Cu Ft GS 1-24a 2 years after
superseded, Destroy
.35 Cu Ft GS1-118a 3 fiscal years after
audit, Destroy
3 Cu Ft GS1-118a 3 fiscal years after
audit, Destroy
26.03 Cu Ft GS1-20a 3 fiscal years after
audit, Destroy
.125 Cu Ft GS 1-3 fiscal years after
audit, Destroy
1.66 Cu Ft GS 1-114a 10 fiscal years
audit, Destroy
10.58 "Cu Ft GS 1-42a 3 fiscal years after
audit, Destroy
.216 Cu Ft GS 1-59a 4 years after audit,
Destroy
124.Quarterly Reports 8/96
2nd floor
.216 Cu Ft
GS1-35a 4 years after audit,
(Payroll Records: Individual Employee (Posted)
Destroy
12 5. Reconciliation Reports 1/1/77-9/30/94
Archives room
2.13 Cu Ft
GS1-129a 2 years after final
(Payroll Records: Deduction Aughtorization Records)
action, Destroy
126.Reimbursement Records 1/1/88-12/31/94
Archives room
.87 Cu Ft
GS1-121a 3 fiscal years after
(Includes auto insurance and tuition)
audit, Destroy
(Accounts Payable/Receivable Records: Supporting Documents)
127.Register of Letters Generated 4/20/93-4/17/94
2nd floor
.64 Cu Ft
GS1-29a OSA
(Mailing Lists)
Destroy
1.28.Request for Direct Payment 1/l/87-4/30/94
Archives room
1.55 Cu Ft
GS1-121a 3 fiscal years after
(Accounts Payable/Receivable Records: Supporting Documents)
audit, Destroy
129.Request for Leave Time 1994
Room 240
.103 Cu Ft
GS1-116a 2 years provided
(Leave Records)
posted to Employee Leave
Index Records, Destroy
130.Request for Personnel Action 1/1/90-8/31/96
Archives room
1.55 Cu Ft
GS1-14a 2 years after
(Class Specifications Records)
superseded, after audit
131.Re uest for Personnel Action 1 / 1 /90-12/31 /91 q
Archives room
1.25 Cu Ft
GS 1-197a 2 years after
Reports (Deduction Payments)
verified, Destroy
(Payroll Records: Pay List)
132.Request for Proposals 1/1/88-12/31/89
Archives room
2 Cu Ft
GS1-70a 15 years after
(Bid Records: Capital Improvement Successful Bids)
awarded after audit,
Destroy
Ln
r-
Ci'a
.eJ4
1
�e
133.Request for Proposals 1/l/88-3/4/94
(Bid Records: Non -Capital Improvement)
134.Requisitions 1/l/86-12/31/94
13 5. Requisitions for Duplicating 9/84-10/31/94
Services (Requisitions)
136.Revenues by Fund Account 9/30/91-11/30/95
(Ledgers: General (Supporting Documents)
137.Salary Schedules 1/1/81-12/31/90
(Class Specifications -Records)
138.Sales Tax Records (Paid) 1/1/9142/31/92
(Ledgers: General (Supporting Documents)
139.Sanitary Sewer Lien Court Cases I /1 /65-12/3 1/73
(Administrative Support. Records)
140.Savings Bond Report' 12/2/89-1/13/90
(Budget Records: Approved Annual Budget)
141.Social Security Controlled 12/l/84-10/30/95
Summary Records (Includes FICA Wage and Tax Data)
142.Solid Waste Batch Logs 12/88
(Journals: General ( Daily Transactions)
Archives room
Archives room
Archives room
Archives room
Archives room
Archives room
Archives room
Archives room
Archives room
2nd floor
Archives room
5 Cu Ft GS I -72a 5 fiscal years after
awarded after audit, Destroy
2.23 Cu Ft GS I -22a 3 fiscal years after
audit, Destroy
.017 Cu Ft GS 1-22a 3 fiscal years after
audit, Destroy
.35 Cu Ft GSI-118a 3 fiscal years after
audit, Destroy
2 Cu Ft GS 1-14a 2 years after
superseded, Destroy
2 Cu Ft GS 1- 118a 3 fiscal years after
audit, Destroy
2 Cu Ft GS1-3b OSA, Destroy
.25 Cu Ft GS 1-58a Permanent
.36 Cu Ft GS 1-144a 4 calendar years
after due date of tax after
audit, Destroy
.06 Cu Ft ' GS 1-114a 3 fiscal years after
audit, Destroy
143.Solid Waste Bill Register 1/1/87-12/31/89
Archives room
.15 Cu Ft
GS1-118a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, Destroy
144.Solid Waste Conversion Financial6/l/90-7/31/90
Archives room
2 Cu Ft
GS1-118a 3 fiscal years after
Register Report
audit, Destroy
(Ledgers: General (Supporting Documents)
145.Stop Payment Requests 4/l/93-12/31/94
Archives room
.37 Cu Ft
GS1-177a 5 fiscal years after
146.Subpoenas 2/1/91-6/30/91
Archives room
.068 Cu Ft
audit, Destroy
GS1-55a 2 years after case
(Worker's Compensation Records)
closed, Destroy
147.Subsidiary File Details by Project 1/1/88-11/30/95
M
Archives room
26.67 Cu Ft
GS1-118a 3 fiscal years after
Report
audit, Destroy
(Ledgers: General (Supporting Documents)
148.Subsidiary File Details by Fund 9/30/87-11/30/95
Archives room
5.54 Cu Ft
GS1-118a 3 fiscal years after
Report (Final Audit Report)
audit, Destroy
(Ledgers: General (Supporting Documents)
149.Subsidiaries on File Report 1/l/88-6/30/95
2nd floor
.70 Cu Ft
GS1-118a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, Destroy
150. Summary of Transaction Reports 10/ 1 /92-12/31 /95
Archives room
8.42 Cu Ft
GS 1-121 a 3 fiscal years after
(Accounts Payable/Receivable Records: I Supporting Documents) 2nd floor
audit, Destroy
151.Tax Roll-Real/Personal Property 1965
Archives room
3.9 Cu ft
GS 13-55a 7 fiscal years after
(Tax Rolls)
audit, Destroy
152.Taxes: Real Estate Tax Collection 1989
Archives room
2 Cu Ft
GS 1-121 a 3 fiscal years after
(Accounts Payable/Receivable Records: Supporting Document)
audit, Destroy
n
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153.Titles on File Report 2/22/91
2nd floor
.108 Cu Ft
GS I -36a OSA Destroy
M.
(Periodic Progress Reports: Internal) .
154.Transaction Payment Log 1989
Archives room
.15 Cu Ft
GS1-121a 3 fiscal years afters
(Accounts Payable/Receivable Records: Supporting Documents)
audit, Destroy
155.Transfer of Funds 1/1/83-5/31/95
Archives room
.064 Cu Ft
GS1-118a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, Destroy
156.Transfer Lien Certificates & 1/l/78-Present
2nd floor
.25 Cu Ft
GS1-118a 3 fiscal years after
Merged Lien Certificates
audit, Destroy
(Ledgers: General (Supporting Documents)
157.Training Manuals and Workbooks1990-1993
Archives room
11.08 Cu Ft
GS1-147a OSA, Destroy
(Training Material Records)
158.Tria1 Balance by Fund, Subfund,1/1/89-11/30/95
Archives room
30.5 Cu Ft
GS1-117a Permanent
and Project
(Ledgers: General (Annual Summary)
159.Types of Hours Utilization Report 1/1/88-12/31/95
Archives room
2.5 Cu Ft
GSI-59a 4 years after audit,
(Payroll Records: Registers (Posted)
Destroy
160:Unemployment Compensation 1/1/88-12/31/89
Archives room
.50 Cu Ft
GS1-149a 3 fiscal years after
Records
audit, Destroy
161.Unpaid Employee Listings Reportl/l/95-12/31/95
Archives room
.09 Cu Ft
GS1-197a 2 years after
(Payroll Records: Pay List)
verified, Destroy
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162. W-2 Forms
1 /1 /88-12/31 /91
163. Wage and Tax Statements 1986
Payroll Records: Individual Employee (Posted)
164.Year to Date Register 1/96-8/31/96
(Payroll Records: Register (Posted)
165. Wrecker and Tow Logs 8/1 /95-8/31 /96
(Ledger: General (Supporting Documents)
166.1099-Forms 1/1/86-12/31/91
Archives room .13 Cu Ft GS 1-157a 4 calendar years
after due date of tax, Destroy
Archives room 1 Cu Ft GS1-35a 4 years after audit,
Destroy
c�a
2nd floor 1 Cu Ft GS1-59a 4 years after audit,
Destroy
2nd floor 1 Cu Ft GS 1-118a 3 fiscal years after
audit, Destroy
Archives room .068 Cu Ft GS 1-159a 4 calendar years
after due date of tax, Destroy
1,672.64 Cu Ft TOTAL
The inventory for treasury management is not yet completed.
* OSA - Retention is retain until obsolete, superseded, or administrative value is lost.
* Microfilmed records hold the same retention as the paper copy. In some instances the microfilm is bad, which requires
maintaining the paper copy.
•
Ul
LID
Revised July 9, 1996
FIRE DEPARTMENT/ADMINISTRATION t
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
�n
RECORDS SERIFS TITLE DATES LOCATION VOLUME RET NTION/IIISPOSITION
1. Administrative Convenience 1986-Present 2nd floor 22 Cu Ft GS 1-2a OSA, Destroy
Records (Includes supervisor's copies of administrative files)
2. Administrative Support Records 4/3/60-Present 2nd & 5th floor 117 Cu Ft GS 1-3a 3 fiscal years after
(Includes agendas, resolutions, agreements, correspondence, reports, budget information) audit, Archivist should
review prior to destruction
3. Deleted
4. Attendance Records 4/9/41-12/30/92 5th floor 22.5'Cu Ft GS1-6a 2 fiscal years after
audit, Destroy
5. Budget Records: Approved
Annual Budget
6. Budget Records: Supporting
Documentation
7. Building Plans: Commercial
(Fire Station Maps & Drawings)
8. Certificates of Inspection
(Buildings Demolished)
10/ 1 /83-12/31 /94 5th floor 3 Cu Ft
1/l/68-Present Sth floor
2/15/79-12/11/85 5th floor
12/18/58-Present 2nd floor
17.5 Cu Ft
12.88 Cu Ft
GS1-58b OSA, Destroy
GS 1-88a 3 fiscal years after
audit, Destroy
GS 1-216b OSA, Destroy
16 Cu Ft GS8-12a Life of structure,
Archivist should review prior
to destruction
M
di
9. Certificate's of Inspection 3/13/88- Present
2nd floor
30 Cu Ft
GS8-12a Retain for life of
(Fire Prevention Code Enforcement Approval Files)
structure, Destroy
10. Certificates of Inspection 2/28/60-Present
2nd floor
308 Cu Ft
GS8-12a Retain for life of
(Fire Prevention Active Working Files)
structure, Archivist should
review prior to destruction
11. Class Specification Records 1/l/95-Present
5th floor
.5 Cu Ft
GSl-14a 2 years after
(Request for Personnel Action)
superseded, Destroy
12. Code Violation Records 1/1/91-Present
2nd floor
20 Cu Ft
GS1-237a 3 years after final
(Code Enforcement Board Non -Compliance Files)
action, Destroy
13. Correspondence: Non -Routine 1/1/86-Present
2nd & 5th floor
1.5 Cu Ft
GS1-16a OSA, Destroy
14. Disciplinary Case Files: 1/1/79-Present
5th floor
5.79 Cu Ft
GS1-98a 5 years after action,
00
Employee (Formal Discipline)
Destroy
M
15. Directives, Policies, Procedures 1/1/80-Present
5th floor
12 Cu Ft
GS1-186a OSA, Destroy
(Official Notices for Fire Dept. Personnel)
16. Environmental Regulation 2/26/93-3/1/93
5th floor
.5 Cu Ft
GS1-167a 5 fiscal years after
®_ Records (Asbestos Reports)
completion, Destroy
17. Expenditure Reports 1/l/73=Present
5th floor
51.5 Cu Ft
GS1-105a 3 fiscal years after
(Financial Reports, account balances, general fund)
audit, Destroy
18. Financial Reports: Annual I/1/74-Present
5th floor
.62 Cu Ft
GS1-107b OSA, Destroy
Ll
19. Grants Files
1/1/90-Present
20.Incident Records 1/10/93-Present
(Fire Fighter & Exposure Reports, Injury Reports)
21. Insurance Records: Claims 8/13/92-3/31/94
(Insurance. Schedule for City Property)
5th floor
5th floor
5th floor
22. Leave Records 1/3/50-Present 5th floor
(Employee_ Sick Leave Certificates)
23. Memoranda 3/l/86-12/31/92 5th floor
2 Cu Ft GS1-109a 5 fiscal years after
completion of project, If
copies OSA, Destroy
2 Cu Ft GS8-26a 5 years after
incident, Destroy
8.5 Cu Ft GS 1- I I l a 5 years after final
disposition of claim, If copies
OSA, Destroy
14 Cu Ft GS 1-116a 2 years provided
posted to Employee Leave
Index Records, Destroy
2 Cu Ft
24. Minutes: Official Meetings 7/23/90-10/22/90
5th floor
.5 Cu Ft
(Transcripts) (Arbitration Transcript Minutes) .
25. Notices: Violation 1/1/87-12/31/95
2nd floor
12 Cu Ft
(Order Notice of Violations)
26. Payroll Records: 4/1/73-Present
5th floor
8 Cu Ft
Individual Employee (Posted) (Employee Firemen's Relief & Pension Fund
Forms)
27. Payroll Records: Register 1/23/93-9/2/95
5th floor
20.88 Cu Ft
(Posted)(Payroll Reports for Fire Fighter Employees)
28. Permits/Fees: Fire Code 1/1/85-12/31/92
2nd floor
.5 Cu Ft
(Master Register For Certificate of Use)
GS 1 -3 1 a OSA, Destroy
GS 1-32a Permanent
GS8-30a 3 fiscal years, If
copies OSA, Destroy
GS1' 35a 4 years after audit,
If copies OSA, Destroy
GS 1-59a 4 years after audit,
If copies OSA, Destroy
GS8-32a 3 fiscal years after
audit, Destroy
•
29. Permits/Fees: Fire Code 1 / 1 /90-12/31 /92
2nd floor
(Fire Alarm Permits)
30. Inspection Records: 1/1/90-12/31/92
2nd floor
Apparatus & Equipment (Fire Flow Tests)
31. Personnel Records: Non 1/1/69-Present
5th floor
Florida Retirement System (Employee ID Cards)
32. Personnel Records: Locator 4/3/50-10/4/94
5th floor
(Current Employee Information Reference Cards)
33. Personnel Files: Non 5/9/50-Present
2nd & 5th floor
Florida Retirement System (In -active & Retired Employee Files)
34. Position Description Records 8/30/95-12/15/95 5th floor
(Position Authorization Requests)
35. Pre -Employment Records 1/3/93-2/l/94
(Not Hired) (Disqualified Applicants)
Destroy
36. Project Files: Capital 1/l/76-Present
Improvement (Closed Capital Improvement Projects)
37. Project Files: Federal
(FEMA Files)
4/1/92-4/11/95
5th floor
5th floor
5th floor
66 Cu Ft GS8-32a 3 fiscal years after
audit, Destroy
.33 Cu Ft GS8-27a 3 fiscal years after
audit, Destroy
.30 Cu Ft GS 1-162b OSA, Destroy
1.25 Cu Ft GS 1-131 a OSA, Destroy
58 Cu Ft GS 1-162b 1 year after
terminated, Caution! check
with Human Resources prior
to destruction
.10 Cu Ft GSI-38a 2 years after
superseded, Destroy
6 Cu Ft GS 1-134a 2 years after
application deadline,
6.5 Cu Ft GSI-136a 15 fiscal years
after completion, If copies
OSA, Destroy
107.12 Cu Ft GSI-137a 5 fiscal years after
completion of project,
Destroy
0
i
38. Reference Files: Equipment 1/1/45-Present 2nd & 5th floor 59.43 Cu Ft
(Reference Books and Manuals)
39. Requisitions 10/l/78-9/30/79 5th floor
40. Training Material Records 1986-93 2nd & 5th floor
* OSA - maintain until obsolete, superseded, or administrative value is lost
GS 1-223 a OSA, Destroy
1 Cu Ft GS 1-22b 1 fiscal year,
Destroy
09 Cu Ft GS1-147a OSA, Destroy
952.96 Cu Ft TOTAL
GSA/SOLID WASTE,
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULES
RECORDS SERIES TITLE DATES
LOCATION
VOLUME
BETFNTIONIDLUflCMON
I -Accounts by Street Address 1 / 1 /96-12/31 /96
2nd floor
2.20 Cu Ft
GS.1-118a 3 fiscal years after
Report
audit, Destroy
(Ledgers: General (Supporting Documents)
® 2.Account Receivable Service Detail 91/96-Present
2nd floor
.20 Cu Ft
GS1-53a 3 fiscal years after
Daily Maintenance Report
audit, Destroy
(Maintenance Records: Vehicle)
3.Accrued Leave Time Summary 1 / 1 /92-12/31 /96
2nd floor
1.56 Cu Ft
GS 1-116a 2 years provided
Report
Director's Office
posted to Employee Leave
(Leave Records)
Index Record, Destroy
N
4-Administrative Records: Department 1987-Present
Admin. Office
18 Cu Ft
GS1-122a 10 years, Destroy
Head
(Director's Project Files)
5.Administrative Support Records 1955-Present
File Room
154 Cu Ft
GS1-3a 3 fiscal years after
(Includes reports, budget, special collections files,
2nd Floor
audit, Destroy Caution!
purchasing records, personnel, and correspondence)
Director's Office
Archivist should review prior
to destruction: some records
may have archival value
n
an
6.Apprenticeship Program 1988-Present
File Room
6 Cu Ft
GSI-66b I year after
(Personnel Records: OPS/Temporary)
termination of employment,
Check with Human
Resources prior to
Destruction
7.Asset Report 1989
File Room
I Cu Ft
GSI- I I8a 3 fiscal years after
(Ledgers: General (Supporting Documents)
audit, Destroy
8.Attendance Analysis Report 6/92-9/94
Admin. Office
.10 Cu Ft
GS 1-6b OSA, Destroy
(Attendance Records)
9.Authorization and Overtime 1 /96-12/96
2nd floor.
.22 Cu Ft
GS I -6a 2 years provided
Requests
posted to Employee Leave
(Attendance Records)
Index Records, Destroy
10:Authorization for. Disability -- 19914 995 i '
2nd floou .__
..07 Cu-Ft'-
GS I -55b OSA, Destroy
Status
(Workman Compensation. Records)
I I.Bid Records: Non -Capital 1983-I993
File Room
2 Cu Ft
GSI-72a 5 fiscal years after
Improvement
awarded, Destroy If
®
procurement has originals,
OSA, Destroy
12.Building and Vehicle Maintenance1995
File Room
.10 Cu Ft
GSI-53a 3 fiscal years after
Monthly Totals Report
audit, Destroy
(Maintenance Records: Vehicle)
13.Central Transfer Station Waste 1994-1996
2nd floor
7 Cu Ft
GS1-44a 3 fiscal years after
Receipt
audit, Destroy
(Receiving Reports)
14.Change of Attendance Records Form 1993-1995 2nd floor
(Attendance Records)
I5.Check Registers 1/l/92-12/31/96 2nd floor
(Checks: Registers)
16.Collection Reports(Auctions) 1994-1996
• (Inventory Records: Property)
17.Commercial Can Route Report 9/96
18.Commission Agendas 1989-1996
(Minutes: Official Meetings (Transcripts)
a° 19.Commission Minutes . 12/92-12/94
(Minutes: Official Meetings (Transcripts)
20.Daily List of Posted Transaction 1993-1995
by Batch Report
(Ledgers: General (Supporting Documentation)
21.Detailed Monthly Transaction by 1/l/92-12/31/96
Division Reports
(Ledgers: General (Supporting Documentation)
.68 Cu Ft GS 1-6a 2 years provided
posted to Employee Leave
Index Record, Destroy
2 Cu Ft GS 1-92b OSA, Destroy
Admin. Office .78 Cu Ft
2nd floor 1 Cu Ft
Admin. Office 13.5 Cu Ft
File Room
File Room 2 Cu Ft
Next to File Room .19 Cu Ft
Director's Office
File Room
75 Cu Ft
GS 1-40a 3 fiscal years after
audit, Destroy
GS 1-32b OSA, Destroy
GSI-32b OSA, Destroy
GS I- I l 8b OSA, Destroy
GSI-I l8b OSA, Destroy
22.End of Year Inventory 10/93 File Room 1 Cu Ft GSI-180a 2 fiscal years after
(Includes Building and Vehicle Maintenance Heavy Equipment) audit, Destroy
(Inventory Records: Equipment)
M
i
23.17EMA Files 1.991-1994 2nd floor 16 Cu Ft GSI-137a 5 fiscal years after
(Project Files: Federal) completion of project, �.
Destroy
24.Financial Transaction Coding 1982-1996 Director's Office .75 Cu Ft GSI-133a 3 fiscal years after
Form audit, Destroy
(Postage Records)
25.Fleet Repair Orders 1975-1989 File Room 12 Cu Ft GSI-157a 3 fiscal years after
( Vehicle Accident Reports) audit, Destroy
26.Fleet Report Repair Expenses 1/1/89-12/31/90 File Room 2 Cu Ft GSI-53a 3 fiscal years after
(Maintenance Records: ;Vehicle) audit;.Destroy
27.Fuel/Repair Reports 1/l/84-12/31/94 File Room- 7.5 Cu Ft GSI-53a 3 fiscal years after.
(Maintenance Records: Vehicle). audit, Destroy
28.Fueling Facility Inventory Form 1/95-3/95 Admin. Office .10 Cu Ft GS1-51a 3 fiscal years after
(Supply Records) audit, Destroy
29.Fueling Tickets 1/1/83-12/31/94 File Room 27 Cu Ft GSI-185a 3 fiscal years after
(Fuel Reports: Monthly) audit, Destroy
30.Garage Division Mobile Equipment1979-1987 File Room 3 Cu Ft GS1-21a 1 year after
Pool disposition of equipment
(Maintenance Records: Equipment) after audit, Destroy
31.Graphic Delivery Tickets 1/1/80-12/31/91
( Receiving Reports)
32. Hours to Gross Report 1 / 1 /94-12/31 /96
(Payroll Records: Individual (Posted)
33.Index Code Master List Report 1991
(Vehicle Logs)
® 34.Invoices 1974-1996
(Includes fuel, garage, phone bills)
35.Maintenance Motor Pool Revenue1989-1996
Report
(Ledgers: General (Supporting Documentation)
.36.MCI Management Reports 1993
:.-..�.%'(Telephone Call Records: Long Distance)
37.Motor Pool Vehicle Files 1/1/70-Present
(Maintenance Records: Vehicle)
38.Motor Vehicle Record Cards 1957-Present
(Maintenance Records: Equipment)
39.Parts Transaction Forms 1986-4/93
(Maintenance Records: Vehicle)
40.Payroll Cost Distribution 1/95-12/96
(Payroll Records: Deduction Authorizations)
File Room 7 Cu Ft GS 1-44a 3 fiscal years after M
audit, Destroy 14!!V
2nd floor 2.25 Cu Ft GS 1-35b OSA, Destroy !
File Room
1 Cu Ft
GS 1-224a 1 fiscal year after
audit, Destroy
File Room
67.5 Cu Ft
GS 1-220a 3 fiscal years after
Admin.Office
audit, Destroy
Admin. Office
4.3 Cu Ft
GS 1-I 18a 3 fiscal years after
File Room
audit, Destroy, If Finance has
original OSA
File Room
2 Cu Ft
GS1-28a 3 fiscal years after
audit, Destroy
File Room
22 Cu Ft
GS 1-53a 3 fiscal years after
Management
audit, Destroy
Management File
1 Cu Ft
GS 1-21 a 1 year after
disposition of equipment,
Destroy
File Room
5 Cu Ft
GS1-53a 3 fiscal years after
audit, Destroy
2nd floor
1 Cu Ft
GS1-129b OSA, Destroy
0
41.Payroll Register
1971-1995
File Room
8.35 Cu Ft
GS1-59b OSA
(Payroll Records: Registers (Posted)
2nd floor
1
42.Pending Liens Report
11/96
2nd floor
.10 Cu Ft
GS1-36a OSA, Destroy
(Periodic Progress Reports)
43.Personnel Files
1968-Present
2nd floor
89.4 Cu Ft
GS1-162b 1 year after
(Personnel Records: Non -Florida Retirement System)
File Room
termination, Caution! Check
Director's Office
with Human Resources prior
to destruction
44.Purchase Encumbrance Detail
7/96
2nd floor
.10 Cu Ft
GS 1-20b OSA, Destroy
Report
(Encumbrance Records)
45.Purchasing Records
1986-Present
File Room
13 Cu Ft
GS1-42b 1 year, Destroy
46.Requests-f6r:Salary.°Advances...
1991-1996;
2nd floor,
.30 Cu Ft
GSI-35b�OSA, Check.with . .
(Payroll Records: Individual Employee(Posted)
Labor Relations prior to
destruction
47.Requisitions
1980-Present
File Room
6.75 Cu Ft
GS1-22b 1 fiscal year,
(Includes electonic requistion reports for duplication)
Director's Office
Destroy
services)
48.Solid Waste Call -In Sheet
1/1/94-12/31/96
2nd floor
.65 Cu Ft
GS1-6a 2 years provided
(Attendance Records)
posted to Employee.Leave
Index Records, Destroy
49.Time Attendance Sheet Reports
1/92-12/96
2nd floor
3 Cu Ft
GS1-6b OSA, Destroy
(Attendance Records)
o
01
50.Time Cards 1977-1995 File Room
(Attendance Records)
51.Toll Slips 1/l/87-12/31/91. File Room
(Cash Register Tapes)
52.Transfer of Funds and 1982-1993
Expenditures
® (Expenditure Records)
53.Vehicle Assignment and Usage 12/91
Report
(Equipment Usage Reports)
�- 54.Vehicle Maintenance by Cost Index1991
Code Report
(Maintenance Records: Vehicle)
55.Vehicle Master List Report 1991-1993
(Vehicle Logs)
File Room
File Room
File Room
File Room
56.Vehicle Report 1/1/90-12/31/95
File Room
(Maintenance Records: Vehicle)
57.Vendor Information Files 1990-Present
File Room
(Vendor Files)
2nd floor
58.Waste Transfer Station Receipts 1995
2nd floor
(Receiving Reports)
39.5 Cu Ft GS 1-6a 2 years provided
�+
posted to Employees Leave
Index Records, Destroy
2 Cu Ft GS 1-179a 2 fiscal years after
audit, Destroy
3 Cu Ft GS1-105a 3 fiscal years after
audit, Destroy
.25 Cu Ft GS 1-104a 1 year after
disposition of equipment,
Destroy
1.20 Cu Ft GS1-53a 3 fiscal years after
audit, Destroy CO
2.8 Cu Ft GS 1-224a 1 fiscal year after
audit, Destroy
1.75 Cu Ft GSI-53a 3 fiscal years after
audit, Destroy
9.5 Cu Ft GS 1-97b OSA, Destroy
.50 Cu Ft GS1-44a 3 fiscal years after
audit, Destroy
59. Work Orders 1 / l /69-12/31 /96 File Room, 102.75 Cu Ft GS 1-141 a 3 fiscal years after
(Includes reports for printshop, Printshop, and audit, Destroy
heavy equipment, and fleet) Director's office
680.65 Cu Ft TOTAL
0
* OSA - Retention is to retain until obsolete, superseded, or administrative value is lost.
•
M
zn
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01
ON
M
a)
Revised July 1, 1996 ,
OFFICE OF THE HEARING BOARDS �
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
RECORDS SERIES TITLE DATES VOLUME ME ETENTIONLDISPOSITION
1. Addition/Revision For Residential/ 2/10/64-9/30/84 1 Cu Ft GS6-29a 10 years after final
Commercial Property (Zoning Variance Request Disposition, Destroy
and Determining Records)
® 2. Administrative SupportRecords 1/18/95-Present .25 Cu Ft GS1-3a 3 fiscal years after audit,
Destroy
3. Advertisements: Legal 9/26/69-Present . 2.5 Cu Ft GS1-25a 5 years after mailed after
audit, Destroy
4. Amendments and Articles
4/28/83-Present
8 Cu Ft
GS1-32b OSA, Originals filed with
(Minutes: Official Meeting)
tn
the City Clerk tn
5. Cash Receipt/Report Records
1/l/71-12/31/86
2 Cu Ft
GS1-12a 3 fiscal years after audit,
Destroy
6. Code Enforcement Board Case Files
1/l/78-Present
48.5 Cu Ft
GS1-236a 5 years after compliance
•
and lien paid after audit, Destroy
7: Code Enforcement Board Case Log
1/9/82-12/15/93
6 Cu Ft
GS1-236a 5 years after compliance
Sheets
and lien paid after audit, Destroy
8. Code Enforcement Board Meetings
1 /8/82-Present
12.5 Cu Ft
GS 1-4a 2 years after certification of
(Minutes: Official Meeting Audio/Visual Recordings)
transcript, Destroy
9. Code Violation Records 3/11/84- Present
40 Cu Ft
GS1-237a 3 fiscal years after final
action after audit, Destroy.
10. Covenants/Unity of Title (Zoning 1/5/77-11/15/95
6 Cu Ft
GS6-29b OSA, Destroy
Variance Request Determining Records)
11. Expenditure Control Sheet 10/31/85-9/23/86
.05 Cu Ft
GS1-105b OSA, Destroy
(Expenditure Reports).
® 12. Hearing Board Firm Mailing Book 7/5/85-3/11/94
.19 Cu Ft
GS1-47a 1 fiscal year, Destroy
(Receipts: Registered and Certified Mail)
13. Impact Fee Files 3/24/95-11/15/95
1 Cu Ft
GS6-29a 10 years after final
(Zoning Variance Request and Determining Records)
disposition,'Destroy
.14. Law Books no dates
2 Cu Ft
GS1-2a OSA, Destroy
(Administrative Convenience- Records)-. , _ ..
Ln
15. Major Use Special Permit 5/5/84-10/15/86
1 Cu Ft
GS6-29a 10 years after final
(Zoning Variance Request and Determining.Records)
disposition, Destroy
16. Minutes: Official Meetings (Transcripts) 1/13/93-10/26/95
4 Cu Ft
GS1-32b OSA, Official copies filed
®
with the City Clerk, Destroy
17. Minutes: Official Meetings (Transcripts) 5/2/53-3/1/94
9.5 Cu Ft
GS1-32a Permanent, If filed with the
(From various Board Minutes)
City Clerk retention is OSA, Check
before destruction
18. Notices to the Public 1 /5/94-12/ 1 /95
6 Cu Ft
GS 1-1 a 1 year after returned
(Mail: Undeliverable First Class)
undeliverable, Destroy
�t
rn
19.Ordinances
1991
.19 Cu Ft
GS1-228b OSA, Originals filed with
the City Clerk, Destroy
20. Planning Advisory Board Files
12/2/52-Present
32.5 Cu Ft
GS1-173a 10 years after approved,
(Comprehensive Master Plan: Proposed)
Destroy, Archivist should review
prior to destruction
®
21. Planning Advisory Board Files
12/4/91-11/1/95
2 Cu Ft
GS1-174a 3 fiscal years after audit
(Comprehensive Master Plan: Supporting Documentation)
Destroy
F-. 22. Planning Advisory Board Meeting
1/5/84-11/1/95
8.74 Cu Ft
GS1-4a 2 years after certification
Minutes (Minutes: Official Meetings
of transcript, Destroy
AudioNisual Recordings)
23. Planning and Zoning Board Agendas
10/71-12/31 /89
3 Cu Ft
GS6-2b OSA, Originals should be
(Minutes: Official Meetings Supporting Documentation)
filed with the City. Clerk, If not,
a.
Permanent, Archivist should review
prior to destruction
24.Planning and Zoning Board Members
5/1/83-11/30/87
2 Cu Ft
GS1-32b OSA, Originals filed with
Appointments
the City Clerk, Destroy
25.Planning and Zoning Reference Manuals
1952-Present
21.69 Cu Ft
GS1-2a OSA, Destroy
(Administrative Convenience Records)
26. Plat Books
1954-1981
4.11 Cu Ft
GS6-17b OSA, Destroy
N
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27. Public Hearing Index Cards
6/27/55-11/10/89
1.5 Cu Ft
GS6-29a 10 years after final
(Zoning Variance Request and Determining
Record)
disposition, Destroy
28. Requisitions
1/1/79-12/31/84
2 Cu Ft
GS1-22b' 1 fiscal year, Destroy
® 29.Resolutions
11/10/73-11/16/95
7.9 Cu Ft
GS1-32b OSA if originals are filed
with the City Clerk, If not
permanent, Archivist should review
prior to destruction
30. Software Manuals for Burroughs.
9/1/83-5/31/85
.14 Cu Ft
GS1-231a 1 year after superseded,
and Unisys (Electronic Records Software)
Destroy
M
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31. Special Zoning. Requests (Zoning
2/11/85-1/5/95
66 Cu Ft
-GS6-29a 10 years after final
Variance Request and Determining Records)
disposition, Destroy
32. Status Index Cards
12/11/39-Present
1.86 Cu Ft
GS6-29a 10 years after final
(Zoning Variance Request and Determining Records)
disposition, Archivist should review
®
prior to destruction
33. Studies (Comprehensive Master Plan:
3/1/91-6/30/95
3.4 Cu Ft
GS1-173a 10 years after approved,
Proposed)
Destroy
34. Zoning Atlas (Maps: Original)
1/1/52-1/1/93
9.08 Cu Ft
GS6-17b OSA, Destroy
35. Zoning Board Case Files Working
1/6/86-10/2/95
12.5 Cu Ft
GS6-29b OSA, Destroy
Copies( Zoning and Variance Request and Determining Records)
0
11
36. Zoning Board Case Files (Zoning 1/7/74-12/17/84
Variance Request and Determining Records)
37. Zoning Board Meeting Minutes 1/3/80-11/l/95
(Minutes: Official Meetings Audio/Visual Recordings)
38. Zoning Cases on Appeal 3/7/80-12/5/95
(Zoning Variance Request and Determining Records)
39. Zoning Variance Request and 1/l/21-Present
Determining Records
(Plans, Photographs, Negatives, and Technical Drawings)
*OSA- maintain until obsolete, superseded, or administrative value is lost
31 Cu Ft GS6-29a 10 years after final
disposition, Destroy
13.81 Cu Ft GS 1-4a 2 years after certification
of transcript, Destroy
6 Cu Ft GS6-29a 10 years after final
disposition, Destroy
252 Cu Ft GS6-29a 10 years after final
disposition, Archivist should review
prior to destruction
631.91 Cu Ft TOTAL
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L,
JUN E 24, 1996
HUMAN RESOURCES
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
1.Administrative Convenience 1/l/79-Present Room 340, 2nd 21.37 Cu Ft GSI-2a OSA, Destroy
Records (Reference Manuals and Books) l Ith floors
2.Administrative Records: Director 1/l/82-Present 2nd floor 23_Cu Ft 'GSI-122a 10 years, Archivist
should review prior to
® destruction, Destroy
3.Administrative Support Records 1/1/82-12/31/94 Rooms 231, 340 .92 Cu Ft GSI-88a 3 fiscal years after
(Budget Preparation) audit, Destroy
4.Administrative Support Records 1 /l /89-12/31 /92 Room 340 .43 Cu Ft GS 1-3a 3 fiscal years after
(Civil Service Board Records) audit, Destroy
5.Administrative Support Records, 1/1177-Present1- Room 231, 2nd floor 23.34 Cu Ft GSI-3a 3 fiscal years after.
(Classification/Pay/Salary) audit, Archivist should
review prior to destruction,
Destroy
6.Administrative Support Records 1/l/71-4/30/94 2nd & 1 Ith floor .87 Cu Ft GS1-3a 3 fiscal years after
(Consent Degree Reports) audit, Check with Equal
Opportunity Division
Program prior to destruction
7.Administrative Support Records 1/1/77-12/31/95 2nd floor 3.5 Cu Ft GSI-3a fiscal years after
(Legal Cases) audit, Destroy
8.Administrative Support Records 1/l/82-Present Room 340, 48.39 Cu Ft GS1-3a 3 fiscal years. after,
(Personnel Management/Administration) 2nd floor audit, Archivist should
review prior to destruction,
Destroy
9.Administrative Support Records 12/l/86-12/31/91
(Personnel Management: Internship Program)
IO.Administrative Support Records 1/1/81-12/31/94
(Problem Cases: Employees)
I I Administrative Support Records 1/l/82-Present
(Recruitment & Selection)
12.Administrative Support Records 1/173-12/31/95
(Service Award Program Files)
13.Administrative Support Records 1/1/78-Present
(Testing and Validation)
14.Advertisements: Job 1/1/82-Present
(Job Register Announcements)
Room 340 .75 Cu Ft GSI-3a 3 fiscal years after
audit, Destroy
Room 340 .2.65 Cu Ft GSI-3a 3 fiscal years after
audit, Destroy
2nd floor 8 Cu Ft_ GS 1-3a 3 fiscal years after
audit, Destroy
Room 231 2.5 Cu Ft GS1-3a 3 fiscal years after
audit, Archivist should
review prior to destruction,
Destroy
2nd & 11 th floors 25.6 Cu Ft
Room 340,2nd 57.76 Cu Ft
11 th floor
15.Advertisements: Job 1/l/85-Present Room 340, 2nd floor 5.76 Cu Ft
.(Notification Cards)
16. Affirmative Action Records 1 /l /85-12/31 /91 2nd & 11 th floors .70 Cu Ft
17.Applications: Employment (Not 1983, I/l/88-Present Room 340, 2nd floor 62.46 Cu Ft
.Hired) (Includes eligible/ineligible for police, fire, and others)
GS1-3a 3 fiscal years after
audit, Destroy
GS 1 -8 1 a 180 days after &
expiration of announcement,
Destroy
GS 1 -8 1 a 180 days after
expiration of announcement,
Destroy
GSI-82a 2 years,
Destroy
GS1-24a 2 years after
application deadline, Destroy
%D
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CYD
I
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18.Appl ications: Employment (Not 1/1/86-12/31/90
11th floor
.135Cu Ft GS1-24a 2 years after
Hired) (Employee Transfer Requests)
application deadline,
Destroy
` 19.Applications:Employment (Not 1 /1 /84-10/31 /87
Room 209
2 Cu Ft GS 1-24a 2 years after
Hired) ( Log Sheets: 922)
application deadline, Destroy
20.Applications: Employment (Not 1 /1 /82-12/31 /93
Room 231
.73 Cu Ft GS 1-24a 2 years after
Hired) (Logs: 925)
application deadline, Destroy
21.Applications: Leave of Absence 1/1/93-12/31/93
2nd floor
.13. Cu Ft GS1-5a 1 year provided
posted to applicable leave
balance report, after audit,
Destroy
22.Attendance Records 1/l/81-Present
(Includes leave balances)
23.Audits: Supporting 1 /1/47-12/31 /94
Documentation (Includes classification/pay)
2nd & 11 th floors 1.87 Cu Ft
Room 340, 2nd floor 16.28 Cu Ft
24.Class Specification Records 1/l/62-Present Room 340, 2nd floor 9.22 Cu Ft
® (Includes classification/pay schedules, surveys, studies, plans, job positions,
and requests for personnel action)
25.Class Specification Records No Dates 2nd floor 25.4 Cu Ft
( Job Specifications)
GS 1-6a 2 years provided
posted to Employee Leave
Index Records after audit
Destroy
GS 1-57a 3 fiscal years
after audit, Destroy
GS 1-14a 2 years after
superseded, Archivist should
review prior to destruction,
Destroy
GS 1-14a 2 years after .
superseded, Destroy
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0
0
0
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26.Complaints:Citizens/ 1/l/85-12/31/94
Consumer/Employees (Employee Case Files)
27.Comprehensive Employees . 1979
Training Act (CETA) Records
Room 340, 2nd floor 1.2 Cu Ft
Room 231 .18 Cu Ft
GSI-110a 3 fiscal years after
settlement after audit,
Destroy
GS 1-95b OSA, Destroy
28. Contracts: Non -Capital 1/l/84-12/31/93
Room 340, 2nd floor
.38 Cu Ft
GS1-60b OSA, Destroy
Improvement (Includes labor contracts and agreements for Police, Fire, and Others)
29.Correspondence: Routine 1/1/85-Present
Room 340, 2nd &
5.12 Cu Ft
GSI-17a 3 fiscal years after
11 th floors
audit, Destroy
30.Directives/Polices/Procedures 7/1/77-12/31/89
2nd floor
1.5 Cu Ft
GSI-186a, OSA, Destroy
(Personnel Policy and Procedure Manual)
31.Employment Eligibility Records 1/l/84-12/31/94
2nd floor
3.27 Cu Ft
GSI-10la 2 years after
(Background Investigation Requests)
expiration of eligibility,
Destroy
32.Employment Eligibility Records 1/1/53-Present
Rooms 209,340 &
28.26 Cu Ft
GSI-10la 2 years after
(Eligibility Register Records)
11 th floor
expiration of eligibility,
Destroy
33.Employment Eligibility Records 1/1/82-12/31/93
Room 340,2nd floor
.6 Cu Ft
GSI-10la 2 years after
(1-9)
expiration of eligibility,
Destroy
34.Employment Eligibility Records 1/l/75-12/31/89
Room 340
12 Cu Ft
GSI-101a 2 years after
(Job Recruitment Cards) (Includes white and yellow cards for all eligible and ineligible)
expiration of eligibility,
Destroy
35.Employment Eligibility Records 1/l/86-Present
2nd floor
.37 Cu Ft
GSI-10la 2 years after
(Requisition for Employee)
expiration of eligibility,
Destroy
00
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36.Examination Result Records 1/l/80-12/31/94 Room s40,1 lth floor 3.53 Cu Ft
(Job Analysis) (Includes questionnaires, studies, reports, videos)
37.Examination Result Records 1/1/54-12/31/92 1 Ith floor .20 Cu Ft
(Job Classification Index Cards)
38.Examination Result Records 1 / 1 /80-12/31 /95 11 th floor 2.46Cu Ft
(Sign -In Lists)
39.Examination Result Records 1940, 1953-Present 11 th floor 39 Cu Ft
(Summaries)
40.Examination Result Records 1/l/52-Present 1 Ith floor 116.66 Cu Ft
(Includes test scores, answer sheets,eligible register, microfilm copies, videos)
41.Information Request Records
1 /1 /92-12/31 /96
Room 209
1.75 Cu 'Ft
(Requests for Personnel Records)
42.Leave Records
1/l/89-6/30/94
Room 340, 2nd floor
1.6 Cu Ft
Studies:Internal
1/l/87-12/31/94
Room 231
2.44 Cu Ft
•43.Management
(Special Projects)
44.Periodic Progress Reports:
3/14/96
2nd floor
.108 Cu Ft
Internal (Civil Service Monthly Reports)
45.Periodic Progress Reports:
3/9/96
2nd floor
.30 Cu Ft
Internal (HRD Request 58 Reports)
46.Periodic Progress Reports: 1/l/91-12/31/94 2nd floor .25 Cu Ft
Internal (Medical Roster)
GS 1-102a 2 years after
examination, Destroy
GS1-102a,2 years after
examination, Destroy
GS 1-102a 2 years after.
examination, Destroy
GS 1-102a 2 years after
examination, Destroy
GS 1-102a 2 years after
examination, Destroy
GS 1-23a 1 fiscal year after
audit, Destroy
GS 1- I l 6a 2 years provided
posted to Employee Leave
Index Records, after audit,
Destroy
GS 1-30a OSA, Destroy
GS1-36a OSA, Destroy
GS1-36a OSA, Destroy
GSl-36a OSA, Destroy
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47.Periodic Progress Reports: 1/l/88-12/31/93 11th floor
Internal (Monthly Status/Project Reports)
48.Personnel Files:Non Florida 1/l/30-Present Rooms 209, 340
Retirement System
(Includes active/inactive records, retirement, resignation)
49.Personnel Records:Non Florida 1/l/93-Present
Retirement System (Commendation/Reprimand Forms)
® 50.Personnel Records: Non Florida 1/1/47-Present
Retirement System (Employment History Cards)
51.Personnel Records:Non Florida 1/l/49-Present
Retirement System (Medical Files)
Room 209
Room 209
.60 Cu Ft GS 1-36a OSA, Destroy rn
0
C�
743 Cu Ft GS 1-162a 50 years after
termination of employment,
Destroy i
6 Cu Ft GS 1- 162a 50 years after
termination of employment,
Destroy
18 Cu Ft GS 1-162a 50 years after
termination of employment,
Destroy
2nd floor, Room 340 319.25 Cu Ft
52.Personnel Records: OPS/ 9/1/88-12/31/92 2nd floor 8 Cu Ft
Temporary Employment (Medical Files Temporary Employees)
53. Position Description Records 1/188-12/31/95 2nd floor 1.55 Cu Ft
(Position Authorization Requests)
54.Pre-Employment Records: 1/l/85-Present 2nd & 1 Ith floor 40.3 Cu Ft
Not Hired (Interview Process/Procedures)
55.Pre-Employment Records:. 1/l/87-12/31/93 Room 340, 2nd floor 3.8 Cu Ft
Not Hired (Includes summaries, letters of inquiry, resumes, and correspondence) -
56.Purchasing Records 1/l/85-Present 2nd & 1 Ith floor 1.9 Cu Ft
GS 1-162a 50 years after
termination of employment,
Destroy
GS 1-66a 3 fiscal years after
audit, Destroy
GS 1-24a 2 years after
superseded, Destroy
GS I -134a 2 years after
application deadline, Destroy
GS 1-134a 2 years after
application deadline, Destroy
'GS 1-42b 1 fiscal year,
Destroy
0
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57.Reading Files .
58.Telephone Call Logs:
Long Distance
59.Training Material Records
(Includes manuals, videos)
60.Visitor Logs
1/l/79-Present Room 340, 2nd & 11.31 Cu Ft
11 th floors
1983,1 /1 /89-12/31 /94 2nd & 11 th floors .50 Cu Ft
No Date, 1991 2nd floor 22.17 Cu Ft
GS 1-43 a 1 fiscal year after
audit, Destroy
GS 1-145a OSA, Destroy
GS 1-147a OSA, Destroy
1 /1 /94-Present 11 th floor .125 Cu Ft GS 1-54a 1 year, Destroy
1,741.448 Cu Ft TOTAL
* OSA - maintain until obsolete, superseded, or administrative value is lost
* As the inventory progresses additional records, generated by the HR Department may be found in other aocations
0
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o
LABOR RELATIONS
eYa
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULES
RECORDS SERIES TITLE DATES LOCATION
VOLUME
RETENT10N/ni�pnciTinN
�
Accounts Payable/Receivable 1 / 1 /91-12/31 /92 Room 430
.04 Cu Ft
GS 1-121 a 3 fiscal years after
Records (Supporting Documents)
audit, Destroy
Administrative Convenience 1/1/91-Present Room 430
.20 Cu Ft
GS1-2a OSA, Destroy
® Records
(Includes newspaper articles)
Administrative Support Records 1/l/76-Present Room 430
31.39 Cu Ft
GS1-3a 3 fiscal years after
(Includes department memos, budget information, travel authorizations,
audit, Destroy
leave time, labor issues, payroll, pension information)
Agreements: Non -Capital 1/1/70-Present Room 430
17.79 Cu Ft
GS1-65a 5 fiscal years after
Improvement
completion or termination of
(Includes AFSCME, FPO, IAFF, SEA Files)
contract, Destroy
Disciplinary Case Files: Employee
GS1-99a 3 years after final
(Informal Discipline)
action, Destroy
Grievance Files 1/l/62-Present Room 430
32.61 Cu Ft
GS1-110a 3 fiscal years after
settlement after audit,
Destroy
Leave Records 1/1 /84-Present Room 430
8.87 Cu Ft
GS 1-116a 2 years after
(Includes leave of absence requests, vacation payoffs,
posted to Employee Leave
sick leave, membership to sick leave pool, severance pay,
Index Records, Destroy
reports of sick leave, donation of time requests, authorization
to use time pool, reports on usage, and comp time)
requests to convert to cash)
Purchase Orders
Retirement Plans (401 & 457)
Unemployment Compensation
Records
0
1/1/91-12/31/92 - Room 430
1/l/90-Present
1/1/89-12/31/94
Room 430
Room 430
08 Cu ft
2.2 Cu Ft
.14 Cu Ft
93.32 Cu Ft TOTAL
GS 1-42a 3. fiscal. years after
audit, Destroy
GSl-
GS1-149a 3 fiscal years after
audit, Destroy
W
Lo
O
Revised July 5,1996
PLANNING
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
RECORDS SERIES TITLE DATES LOCATION VOLUME ETENTION/i1ISPOSITION
1.Administrative Support Files 1/l/85-Present 3rd floor 42 Cu Ft GS1-3a 3 fiscal years after audit,
Destroy
2-Aerial Photograph Index 1/1/48-12/31/74 3rd floor 4.54 Cu Ft GS6-25a Permanent, Archival
(Surveys: Aerial)
3.Atlas Used for Planning 1/l/70-Present 3rd floor
(Maps: Original)
4.Certificates of Occupancy Index Cards 1/l/60-Present 3rd floor
5.Certificates of Use 1/l/89-Present 3rd floor
6.Correspondence: Routine 1/l/79-Present 3rd floor
7.Covenants 1/l/81-12/31/91 3rd floor
1&(Contracts/Agreements)
8.Drawings and Plans 1928-Present 3rd floor
(Architectural Plans/Specifications: Preliminary Drawings)
9.Lot Clearance Files: Ticketing 1/l/92-12/31/94 3rd floor
(Code Violation Records)
18.82 Cu Ft GS6-17b OSA, Destroy
1.1 Cu Ft GS6-8a 15 years after issued, Destroy
50.37 Cu Ft GS6-13a 3 fiscal years after audit,
Destroy
37 Cu Ft GS1-17a 3 fiscal years after audit,
Destroy
2 Cu Ft GS1-15b OSA, Originals
filed with the City Clerk, Destroy
5.13 Cu Ft GS1-204a Retain until completion
and acceptance, Archivist should
review prior to destruction
.5 Cu Ft GS1-237a 3 fiscal years after audit,
Destroy
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IO.Memoranda
1/l/83712/3193
3rd floor
3 Cu Ft
GS1-31a 3 fiscal years after audit,
�a
Destroy
I (.Ordinances
I/1/64-12/31/90
3rd floor
6 Cu Ft
GS1-228b OSA, Originals are filed
I
with the City Clerk, Destroy`'
12.Attendance Records
6/1/88-12/31/94
3rd floor
3 Cu Ft
GS1-6a 2 years provided posted to
Employee Leave Index Records after
audit, Destroy
®
13.Planning Advisory Board Files
6/10/92-7/14/93
3rd floor
2 Cu Ft
GSI-33a 1 year after superseded,
(Minutes: Other Meetings)
Destroy, Office of the Hearing Boards
should maintain original copies
14.Planning Meeting: Project Tapes
5/1/88-12/31/92
3rd floor
.25 Cu Ft
GS1-4a 2 years after certification of
(Minutes: Official Meetings AudioNisual
Recordings)
of transcript, Destroy
15.Planning Project Files: Maps/Plans
1/1/70-Present
3rd floor
197 Cu Ft
GS1-184a 5 years after completion,
u,
(Project Case Files)
Archivist should review prior to
destruction
16.Plat Books
1/1/25-Present
3rd floor
10.5 Cu Ft
GS6-17a Permanent, Archival
(Maps: Original)
17.Signage Permits
1/1/77-Present
3rd floor
12 Cu Ft
GS6-23a 3 fiscal years after audit,
(Permits/Applications: Sign)
Destroy
18.Special Permits: Class 1
1/1/91-Present
3rd floor
11 Cu Ft
GS6-24a 15 years after audit, Destroy
(Permits: Building)
1-9.Special Permit Files: Class 11
l/l/85-Present
3rd floor
198.5 Cu Ft
GS6-24a 15 years after audit, Destroy
(Permits: Building)
M
0
20.Special Permits Files: Class A 1/1/83-12/31/89 3rd floor 2 Cu Ft GS6-24a 15 years after audit, Destroy
(Permits: Building)
21.Special Permit Files: Class B (Permits: Building) 1/1/84-12/31/90 3rd floor 2.5 Cu Ft GS6-24a 15 years after audit, Destroy
rn
22.Tree Removal Permits 1/1/80-12/31/87 3rd floor 1 Cu Ft GS6-23a 3 fiscal years after audit,
(Permits/Applications: Sign) Destroy
604.71 Cu Ft TOTAL
* OSA- maintain until obsolete, superseded, or administrative value is lost
Revised June 24,1996
PUBLIC WORKS
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULE
RECORDS SERIES TITLE DATES LOCATION RETENTION/DISPOSITION
1. Administrative Information Support Files
I/l/40-Present 3rd & 4th floor
GSI-3a 3 fiscal years provided
(Administrative Support Records)
applicable audits have been released
40 Cu Ft, Destroy
2. Administrative Survey Files
1/I/82-Present 3rd floor
GSI-3a 3 fiscal years provided
(Administrative Support Records)
applicable audits have been released
11.5 Cu Ft, Destroy
3. Aerial Drawings, Sutveys,Photographs, Negatives
1/l/31-12/31/84 3rd & 4th floor
GS6-25a Permanent
(Surveys: Aerial)
77.5 Cu Ft, Archival
4. Affirmative Action Files and Reports
7/l/75-12/31/89 4th floor
GSI-82b Retain until obsolete,
(Affirmative Action Records)
superseded, or administrative value is
lost
1 Cu Ft, Destroy
5. Aperature Cards: Plans
1968-12/31/77 3rd floor
GSI-216a Retain for life of structure
(Building Plans: Commercial)
2.64 Cu Ft, Archivist should review
6. Architectual Plans
1/1/25-12/31/90 3rd floor
GSI-216a Retain for life of structure'
(Building Plans: Commercial)
63 Cu Ft, Archival
7. Assessment Files: Sewer/ Highway
1/1/60-Present 4th floor
GSI-174a 3 fiscal years provided
(Comprehensive Master Plans: Supporting Documents)
applicable audits have been released
13 Cu Ft, Destroy
8. Bench Mark Permit Lists
(Administrative Support Records)
9. Bench Mark Index Reference Cards
(Adminstrative Support Records)
10. Bid Tabulation Sheets
(Bid Records: Bid Tabulations)
11. Bonds and Guarantees/Engineering Reports
exchanged (Bonds and Bond Interest Coupons)
12. Cable TV Files and Permits
(Permits: Building)
13. Cadastral Files: Drawings and Surveys
40 (Surveys: Aerial)
14. Cash Permits: Plans and Drawings
if (Building Plans: Commercial)
15. City Commission Minutes
(Minutes: Official Meetings)
1/l/73-12/31/84 3rd floor
1/l/38-Present
1/l/78-Present
3rd floor
3rd & 4th floor
1/l/24-12/31/87 3rd floor
10/l/85-Present 4th floor
1/1/58-12/31/94 3rd floor
1 / 1 /36-Present 4th floor
1/1/91-12/31/94 3rd floor
GS 1-3a 3 fiscal years provided
applicable audits have been released
1.7 Cu Ft, Destroy
GS I -3a 3 fiscal years provided
Ell -
applicable audits have been released
.5 Cu Ft, Destroy
GSI-70b Retain'until obsolete,
superseded, or administrative value is
lost
6.5 Cu Ft, Destroy
GS1-226a Retain until paid,
or tansferred
4 Cu Ft. Archivist should review
co
GS6-24a 15 years provided applicable
audits have been released
1 Cu Ft, Destroy
GS6-25a Permanent
18.5 Cu Ft; Archival
GS1-216a Retain for life of structure,
on computer retain until obsolete,
superseded, or administrative value is
lost
18 Cu Ft, Archival
GS1-32b Retain until obsolete,
superseded, or administrative value is
lost
16. City Project Files 1/l/27-Present
(Bid Records: Capital Improvement Successful Bids)
17. City Property: Surveys and Drawings
(Surveys: Aerial)
18. Code Enforcement Files
(Code Enforcement Board Case Files)
19. Contract Files
(Contracts: Capital Improvement)
20. Correspondence
0 (Correspondence: Routine)
21. Correspondence Index Cards
(Correspondence: Routine)
22. Covenants: Sewer Contract
(Contracts: Capital Improvement)
7 Cu Ft, Destroy
4th floor GS 1-70a 15 years after awarded
provided applicable audit have been
released
40 Cu Ft, Destroy Archivist should
review
1/l/25-12/31/94 3rd & 4th floor GS6-25a Originals Permanent
7.5 Cu Ft, Archival on 3rd floor,
copies Administratively valuable on
4th floor, 56.6 Cu Ft, Destroy
1/1/88-Present 3rd floor GS1-236b Reatin until obsolete,
superseded, or administrative value is
lost
2 Cu Ft, Destroy
1 / 1 /68-Present 4th floor GS 1-15a 15 years after completion or
termination of the contract
111.4 Cu Ft, Destroy
1 / 1 /78-12/31 /94 3rd floor GS 1-17a 3 fiscal years provided
applicable audits have been released
4.5 Cu Ft, Destroy
1/1/51-12/31/65 3rd floor GS1-17a 3 fiscal years provided
applicable audits have been released
.5 Cu Ft, Destroy
1 / 1 /65-12/31 /89 3rd & 4th floors GS 1-15a 15 years after completion or
termination of the contract
3 Cu Ft, Archivist should
review
23. Cut Sheet of Storm Sewers Forms
1/2/80-11/30/82
3rd floor
(Maps: Original)
24. Deed Dedications/ Plat Books 1-51
6/19/29-Present
3rd floor
(Maps: Original)
25. Deed Records
1923-1962
3rd floor
(Deeds: Agency Property)
® 26.
Detail Plats
1/1/26-12/31/49
3rd floor
(Maps: Original)
27. Drawings/ Plans/Surveys: Supporting Documentation
1/l/23-Present
3rd & 4th floor
(Maps: Original)
28. Earned Time/Attendance Sheets
(Attendance Records)
29. Employee Rosters
(Attendance Records)
30. Engineer Field Book
(Surveys: Aeriel)
M
GS6-17a Permanent C�'J
3 Cu Ft, Archival
GS6-17a Permanent
12 Cu Ft, Archival
GS1-218a Retain as long as agency
retains property, Destroy
.5 Cu Ft, Archivist should review
GS6-17a Permanent
18 Cu Ft, Archival
GS6-17a Originals - Permanent,
Archival; Copies, Retain until
obsolete, superseded, or administrative o
value is lost
314 Cu Ft
1/l/89-Present 3rd floor GS1-6a 2 fiscal years provided
posted to Employee Leave Index
Cards, after audit
4 Cu Ft, Destroy
1/10/73-11/1/90 3rd floor GS1-6a 2 fiscal years provided
posted to Employee Leave Index
Cards, after audit
2 Cu Ft, Destroy
1/1/41-12/31/94 3rd floor GS6-25a Permanent
79.5 Cu Ft, Archival
31. Engineering Reports
(Contracts: Capital Improvement)
32. FEMA Storm Sewer Audit/Cleaning Project
(Project Files: Federal)
0 . 1
33. Field Book Line and Grade Index Cards
(Surveys:Aerial)
34. Field Daily Reports
(Attendance Records)
35. Final Plats (A-Z)
(Maps: Government Land Office)
1/1/65-12/31/72 3rd floor
11 /92-6/30/95 4th floor
1/1/41-12/31/90 3rd floor
1 /2/76-12/31 /90 3rd floor
1/l/81-Present
36. Folio Plats 1-134
( ) 1/1/25-12/31/81
(Maps: Original)
37. Government Maps and Charts 1 / 1 /22-12/31 /51
(Maps: Original)
38. Hurricane Andrew Repair Files and Informal Bids 1/1/92-7/31/95
(Bid Records: Capital Improvement Sucessful Bids)
l
GS1-17a 15 years after completiion or
termination
2 Cu Ft, Destroy
GS.1-137a 5 fiscal years after
completion or termination of project
provided applicable audits have been
released
2 Cu Ft, Destory
GS6-25a Permanent
11.5 Cu Ft, Archival
GS1-6a 2 years provided posted to
Employee Leave Index Records after
audit, 6.5 Cu Ft,Destroy
3rd floor GS6-15a Retain until obsolete,
superseded, or administrative value is
lost
12 Cu Ft, Destroy
3rd floor GS6-17a Permanent
18 Cu Ft, Archival
3rd floor GS6-17a Permanent
1.5 Cu Ft, Archival
4th floor GS 1-70b Retain until obsolete,
superseded, or administrative value -is
lost
39. Inactive Employee Files: Retired or Resigned
(Personnel Records)
40. Insurance Maps
(Map: Original)
® 41. Inventory of Public Property
(Inventory Records: Property)
42. Lien Reports/Lien System
(Administrative Support Records)
43. Line & Grade Permits
(Permits: Building)
44. Mapped Street Plats
(Maps:Original)
45. Maps, Atlas; Plans, Permit Sheets
(Maps: Original)
1/1/47-12/31/80 4th floor
1/1/21-12/31/27 4th floor
1/1/85-12/31/90 3rd floor
1 /1 /77-12/31 /92 4th floor
12/1/33-6/20/91 3rd floor
1/1/51-12/31/80 3rd floor
1 /1 /27-12/31 /94 4th floor
Ln
4.5 Cu Ft, Destroy
GS 1-162b 1 year after termination of
employment
4 Cu Ft, Destroy
GS6-17a Permanent
.4 Cu Ft, Archival, Revised edition
1987
GS 1-40b Retain until obsolete,
superseded, or administrative value is
lost
4 Cu Ft, Destroy
GS1-3a Retain until obsolete,
superseded, or administrative value is
lost
2.25 Cu Ft, Destroy
Early Bound Vols. Permanent
.5 Cu Ft, Archival, More recent: GS6-
24a 15 years provided applicable
audits have been released
2 Cu Ft, Destroy
GS6-17a Permanent
1.5 Cu Ft, Archival
GS6-17b Copies, Retain until
obsolete, superseded, or administrative
value is lost
57 Cu Ft, Archivist should
review
46. Master Drainage Plan Proposals
(Comprehensive Master Plans: Proposed)
47. Metro Dade Water Sewer Authority: Plans
(Building Plans: Commercial)
48. Microfilm Contract Files
(Contracts: Capital Improvement)
49. Monument Distance Index Cards
(Surveys: Aerial)
50. Municipal and County Atlas Sheets
(Surveys: Aerial)
51. Municipal Atlas Index
(Surveys: Aerial)
® 52. North Police Substation Files
(Administrative Support Records)
53.Old Waivers of Right of Way Dedication
(Administrative Support Records)
1/28/85 4th floor GSI-173a IOyears after approved
I Cu Ft, Destroy
1 / 1 /91-Present 4th floor GS I -216a Retain for life of structure
2 Cu Ft, Destroy
1/1/62-1976 4th floor GSI-15b Retain until obsolete,
superseded, or administrative value is
lost
2 Cu Ft, Destroy
1/1/38-Present 3rd floor GS6-25a Permanent
1.0 Cu Ft, Archival
1/1/23-Present 3rd & 4th floor GS6-25a 3rd floor Permanent
4th floor copies, retain until obsolete,
superseded, or administrative value is
lost
46.25 Cu Ft, Archival/Copies destroy
1/ 1 /41 -Present 3rd floor GS6-25a Permanent
20 Cu Ft, Archival
1/l/88-12/31/94 4th floor GS1-3a 3 fiscal years provided
applicable audits have been released
2 Cu Ft, Destroy
9/1/88-12/31/90 3rd floor GSI-3a 3 fiscal years provided
applicable audits have been released
1 Cu Ft, Destroy
54.Ordinances
55. Paving Contract Maps
*(Maps: Original)
56. Paving and Sidewalks Index Reference Cards
(Maps: Original) _
57. Paving Project Index Maps
Original)
58. Permit Record Logs
59. Plans, Maps, Drawings: Microfilm Reels
(Maps: Original)
1/l/46-12/31/90 .3rd floor
1/1/16-12/30/90 3rd. floor
1/l/38-Present 3rd floor
1 / 1 /80-12/31 /90 4th floor
1 /1 /51-12/31 /94 4th floor
1951-1971
3rd & 4th floor
GS 1-228b Retain until obsolete,
superseded, or administrative value is
lost
2 Cu Ft, Destroy
GS6-17a Permanent
6 Cu Ft, Archival
GS6-17a Permanent
.5 Cu Ft, Archival
GS6-17b Copies Retain until (Maps:
obsolete, superseded, or administrative
value is lost
7 Cu Ft, Destroy -4
GS1-3b Retain until obsolete,
superseded, or administrative value is
lost, maintain the older volumes,
Archivist should review
1.5 Cu Ft
GS6-17b Retain until obsolete,
superseded, or administrative value is
lost .
6.4 Cu Ft Originals are maintained
permanently, microfilm is in state of
deterioration
W
N
60. Plat Books A&B 1965 3rd floor GS6-17b Retain until obsolete,
(Maps: Original) superseded, or administrative value is a
lost
3.84 Cu Ft, Archivist should review
61. Plat Sheet Files 1/l/64-12/31/86 4th floor GS6-17b Retain until obsolete,
(Maps: Original) superseded, or administrative value is
lost
20 Cu Ft, Archivist should review
® 62. Plats: Private 4/l/76-12/31/86 3rd floor GS6-15b Retain until obsolete,
(Maps: Government Land Office) superseded, or administrative value is
lost
15 Cu Ft, Destroy
63. Project Files: Storm/Sanitary Sewers 1/l/58-Present 4th floor GS1-15a 15 years after completion or
(Contracts: Capital Improvement) termination of contract provided
applicable audits have been released
56 Cu Ft, Destroy
64. Project Job Request Form 1/1/60-Present 3rd floor GSl-15a 15 fiscal years after
(Contracts: Capital Improvement) completion or termination of contract
4 Cu Ft, Destroy
i 65. Project Plans, Photographs,Files: Highway Improvement I/l/69-12/31/91 4th floor GS6-16b Copies Retain until
(Maps: Highway) obsolete, superseded, or adinistrative
value is lost
19.25 Cu Ft, Destroy
66. Project Shop Drawings 1/l/77-12/31/78 4th floor GS1-216b Retain until obsolete,
(Building Plans: Commercial) superseded, or administrative value is
lost, moved to survey section
5 Cu Ft, Destroy
rn
67. Reading Files: Construction, Sewers, Highways
1/l/81-Present
3rd & 4th floors GSI-2a Retain until obsolete,
(Administrative Convenience Records)
superseded, or administrative value is
=
lost
13 Cu Ft, Destroy
68. Record Plat Index Cards
1 / 1 /41-Present
3rd floor
GS6-17a Permanent
1
(Maps: Original)
.29 Cu Ft, Archival
69. Record Plats (Subdivision)
1/1/23-12/31/79
3rd floor
GS6-17a Permanent
(Maps: Original)
24 Cu Ft, Archival
70. Record Profile Index Cards
1/1/41-12/31/94
3rd floor
GS6-17a Permanent
(Maps: Original)
.
1 Cu Ft, Archival
71. Recorded Plat Files
5/l/86-10/1/94
4th floor
GS1-3a 3 fiscal years -provided
(Administrative Support Records)
applicable audits have been released
5 Cu Ft, Destroy, Archivist should
review
'
72. Reference Books and Manuals
1/l/37-Present
3 & 4 floors
GS1-2a Retain until obsolete,
(Administrative Convenience Records)
superseded, or administrative value is
lost
45.5 Cu Ft, Destroy Archivist should
review for archival value
73. Request for Qualifications
12/28/94-Present
4th floor
GSI-70a 15 years after awarded
(Bid Records: Capital Improvement Successful Bids)
provided applicable audits have been
released
74. Resolutions
1 /1 /26-12/31 /86
3rd floor
10.5 Cu Ft, Destroy
GS 1-32b Retain until obsolete,
superseded, or administrative value is
lost
6.25 Cu Ft, Destroy
75. Right of Way Street Files/Pemits
(Permits: Building)
I/1/41-Present
76. RFP's Surveying Services 1/1/94-12/31/95
(Bid Records: Capital Improvement Successful Bids)
® 77. Sanitary Sewer House Connection Surveys
(Surveys: Aerial)
78. Sanitary Sewer Inspection Cards
(Surveys: Aerial)
79. Sanitary and Storm District Calculation Files
(Administrative Support Records)
80. Sewer and Underground Index Cards
(Surveys: Aerial)
1/l/19-12/31/50
1/l/24-12/31/50
1/l/51-12/31/77
3rd & 4th floor GS6-24a 15 years proviced applicable
audits have been released
17 Cu Ft
3rd floor GS 1-70a 15 years after award
provided applicable audits have been
released
3.75 Cu Ft, Destroy
4th floor GS6-25a Permanent
1 Cu Ft, Archival
4th floor GS6-25a Permanent
1 Cu Ft, Archival
4th floor GS 1-3a 3 years provided applicable
audits have been released
1 Cu Ft, Archivist should review
1/l/14-12/31/90 4th floor GS6-25a Permanent
2.5 Cu Ft, Archival
81. Sewer Contracts: Drawings/ Supporting Documentation I/ I /25-Present
(Maps: Original)
82. Sewer Pump Stations
(Map: Original)
3rd floor GS6-17a Drawings Permanent,
16.5 Cu Ft, Archival; Supporting
Documentation, Retain
until obsolete, superseded, or
adminiatrative value is lost
34 Cu Ft, Destroy
1/l/29-12/31/72 3rd floor GS6-17a Permanent
1.5 Cu Ft, Archival
0
N
T-
83. Sewer Section Designs History Reports
(Surveys: Aerial)
84. Sewer Survey Field Books
(Surveys: Aerial)
85. Sidewalk Cafes: Permits/Supporting Documentation
(Permits: Building)
is 86. Sidewalks: Plans, Drawings, Surveys
(Maps: Original)
87. Site Photographs
(Surveys: Aerial)
88. Site Plans
(Building Plans: Commercial)
89. Special Events Applications
(Licenses: Occupational)
0,
90. Special Project Files
(Project Files: Capital Improvement)
91. State Road Maps, Drawings, Aerial Blueprints
(Surveys: Aerial)
92. Storm Drainage Master Plan
(Contracts: Capital Improvement)
T-
N
1/1/27-1977 4th floor GS6-25a Permanent
2 Cu Ft, Archival
LO
12/31/14-1/l/78 4th floor GS6-25a Permanent
13 Cu Ft, Archival
1/189-Present 3rd floor GS6-24a 15 years provided applicable
audits have been released
1 Cu Ft, Destroy
1/1/33-12/31/56 3rd floor
I /l /81-12/31 /92 4th floor
1/1/78-12/31/86 4th floor
1/l/90-Present 3rd floor
1/1/60-12/31/92 4th floor
1/1/29-Present 3rd floor
9/86 4th floor
GS6-17a Permanent
3 Cu Ft, Archival
GS6-25a Permanent
6 Cu Ft, Archival
GS1-216a Life of structure
.75 Cu Ft, Destroy
1 calendar year after
expiration of license provided
applicable audits have been released
.5 Cu Ft, Destroy
GS1-136a 15 fiscal years after
completion of project,
12 Cu Ft, Destroy
GS6-25a Permanent
58 Cu Ft, Archival
GS1-15a 15 years after completion or
termination of the contract
co
3 Cu Ft, Destroy
91 Storm Sewer Maps/Sheets
1/1/24-12/31/68
4th floor
GS6-17a Originals Permanent
(Maps: Original)
Copies GS6-17b Retain until
obsolete, superseded, or administrative
value is lost
107.56 Cu Ft, Archival
94. Storm and Sanitary Index Location Log
4/l/56-Present
4th floor
GS6-17a.Permanent
(Maps: Original)
.03 Cu Ft, Archival
95. Storm Water Adjustment Files
1/l/88-Present
4th floor
GS6-lb Retain until obsolete,
(Adjustment Hearings Case Files:Building Code Board)
superseded, or administrative value is
lost
1 Cu Ft, Destroy
96. Street Files
1/1/80-Present
4th floor,
GS1-3a 3 fiscal years provided
(Administrative Support Records)
applicable audits have been released
20 Cu Ft, Destroy
97. Street Lighting: Drawings
1/l/66-12/31/88
3rd floor
GS6-17b Retain until obsolete,
(Maps: Original)
superseded, or administrative value is
lost
4.5 Cu Ft, Archivist should review
98.. Subdivision Forms and Procedure Files
1/l/77-12/31/81
3rd floor
GS1-3a 3 fiscal years provided
(Administrative Support Records)
applicable audits have been released
2 Cu Ft, Destroy
99. Subject Index Cards
1/1/23-12/31/68
3rd floor
GS6-17a Permanent
(Maps: Original) '
1.5 Cu Ft, Archival
100.,Survey Request Forms
1/5/78-Present
3rd floor
1 year after request
.75 Cu Ft, Destroy
N
N
101. Surveys and'Calculations
(Surveys: Aerial)
102. Tax Map Prints
(Maps: Original)
003. Telephone Line and Utility Pole Permits/Plans
(Permits: Building)
104. Tentative Plat Files
(Maps: Government Land Office)
105. Tracings: Plans and Drawings
(Maps: Original)
106. Traffic Signal Safety Improvement Permits
0 Permits: Building)
107. Transportation Studies and Files
(Contracts: Capital Improvement)
108,. Underground Detail Sheet Maps
(Maps: Original)
1/l/38-Present
1/1/41-12/31/94
1/l/24-Present
6/11/76-Present
1 / 1 /26-12/31 /92
3rd floor GS6-25a Originals Permanent, Copies
4b, Retain until obsolete, superseded,
or administrative value is lost
6 Cu Ft, Archival
3rd floor GS6-17b Retain until obsolete,
superseded, or administrative value is
lost
12 Cu Ft, Archivist should review
4th floor GS6-24a 15 years provided applicable
audits have been released
37 Cu Ft, Archival
M
N
VD
LID
T1
3rd & ,4th floor GS6-15a Retain until obsolete,
superseded, or administrative value is
lost 00
25.75 Cu Ft, Destroy
3rd & 4th floor
1 / 1 /69-12/31 /89 4th floor
1/1/68-12/31/90 4th floor
1/1/26-12/31/51 3rd floor
GS6-17a Permanent
30 Cu Ft, Archival
GS6-24a 15 years provided applicable
audits have been released
2 Cu Ft, Destroy
GS1-15a Retain until obsolete,
superseded, or administrative value is
lost
2 Cu Ft, Destroy
GS6-17a Permanent
36 Cu Ft, Archival
109. Underground Gas Line: Requests/Plans
(Building Plans: Commercial)
110. Undeground Permits/Plans
(Building Plans: Commercial)
® 111. Underground Survey Field Books
!" (Surveys: Aerial)
112. Utility Permits
(Permits: Building).
113. Water and Sewer Distribution System: Drawings
(Building Plans: Commerical)
114. Water and Sewer Permits.
(Permits: Building)
115. Water Index Sheets
(Maps: Original)
116. Waterfront. Permits: Supporting Documentation
(Permits: Building)
W
1/l/52-3/31/71 4th floor 106.5 Cu Ft, Archival �+
a�
1/l/59-Present 4th floor GS1-216a Life of structure
11 Cu Ft, Archivist should review`
1 /1 /85-Present 4th floor GS 1-216a Life of structure
2 Cu Ft, Destroy
1 / 1 /24-12/31 /77 4th floor GS6-25a Permanent
7 Cu Ft, Archival
1/190-12/31/91 4th floor GS6-24a 15 years provided applicable
audits have been released
2.75 Cu Ft, Destroy
1 / 1 /27-12/31 /92 4th floor GS 1-216a Life of structure 00
62 Cu Ft, Archival
1/l/68-12/31/90 4th floor
1/1/27-12/31/30 4th floor
1/l/80-12/31/92 3rd floor
* OSA- maintain until obsolete, superseded or administrative value is lost
GS6-24a 15 years provided applicable
audits have been released
4 Cu Ft, Destroy
GS6-17a Permanent
6 Cu Ft, Archival
GS6-24a 15 years provided applicable
audits have been released
12 Cu Ft, Destroy
2,056.51 Cu Ft TOTAL
Ln
N
RISK MANAGEMENT
PRELIMINARY RECORDS RETENTION CONTROL SCHEDULES
RECORDS SERIES TITLE DATES r.nVATrnN vnr rrn" n.....,."....,,.,,,_�.......s..._�_.
c�
1.*Administrative Support Records
Risk Management
2.5 Cu Ft
GS1-3a 3 fiscal years after
(Includes budget material, expenditure of funds, office services)
audit, Destroy
• 2.*Attendance Records
Risk Management
.5 Cu Ft
GS1-6a 2 years provided
posted to Employee Leave
Index Records, Destroy
3.Certificate of Insurance Forms 1/1/88-12/31/95
Risk Management
.50 Cu ft
GS1-181a 5 fiscal years after
(Insurance Record Cards/Registers)
expiration after audit,
Destroy
4.*Contracts: Non -Capital Improvement
P P
Risk Management
2 Cu Ft
N
00
GS1-60 5 fiscal years after �
completion or termination of
contract, Destroy
5.General Liability Files 1/l/84-Present
Risk Management
18 Cu Ft
GS1-I I la 5 years after final
(Insurance Records:Claims)
disposition of claim, Destroy
.6.*Insurance Records: Policy
Risk Management
GS1-112a 5 calendar years
after expiration or
cancellation of policy,
Destroy
7.Liability Files: Police Related I/1/80-Present
Risk Management
28 Cu Ft
GSI-I I la 5 years after final
(Insurance Records: Claims)
disposition of claim, Destroy
8.Permanent Disability Files 1/l/60-Present
(Worker's Compensation Records)
9.Project Files: Federal 1992-Present
(FEMA Files)
IO.Public Official Liability Files 1/l/65-12/31/95
is (Insurance Records: Claims)
11.Workers' Compensation Cases 1/1/69-12/31/95
(Closed Cases)
12. Workers' Compensation Cases 1 /l /90-Present
(Active Cases)
13.Special Events Liability Files 1/1/83-12/31/95
(Insurance Records: Claims)
Risk Management 22 Cu Ft
Risk Management
Risk Management 4 Cu Ft
Conference room 235 Cu Ft
Risk Management ' . 89.53 Cu Ft
Risk Management 3 Cu Ft
GS1-55a 2 years after case
closed after audit, Destroy
GS 1=137a 5 fiscal years after
completion of project after
audit, Destroy
GS 1-111 a 5 years after final
disposition of claim, Destroy
GS1-55a 2 years after case
closed after audit, Destroy
GS1-55a 2 years after case
closed after audit, Destroy
GS 1- I I I a 5 years after final
disposition of claim, Destroy
405.03 Cu Ft TOTAL
* OSA - Retention is to retain until obsolete, superseded, or administrative value is lost.
* Dates unavailable.
M
0o
1.0
N
•
•
Revised July 1,1996
RECORDS LOCATED IN THE BASEMENT OF CITY HALL
PRELIMINARY RECORD RETENTION SCHEDULE
Administrative Records: Department 1/l/55-12/31/91 1st room 205.5 Cu Ft GS1-122a 10 years Destroy,
Head (These include the Mayor's office, City Manager's office and the commissioners) these records have water and mold
damage
Agreements: Capital Improvement 1 / 1 /76-12/31 /80 1 st room 4 Cu Ft GS 1-64a 15 years after completion
or termination of contract after audit,
Destroy, these records have water
and mold damage and have been
microfilmed
Applications: Employment 1 / 1 /78-12/31 /92 1 st room
(Applications for the Planning and Zoning Advisory Board and Zoning Board)
Bid Records:Capital Improvement 4/l/75-4/7/81 1st room
Successful Bids
Budget Records: Approved
Annual Budget
Checks: Canceled
2 Cu Ft GS1-24a 2 years after application
deadline, Destroy
4 Cu Ft GS 1-70a 15 years after awarded after
audit, these records have water
and mold damage, they have been
microfilmed
10/ 1 /90-9/30/93 1 st room 1 Cu Ft GS 1-58b OSA, Destroy
1/1/79-8/8/86 1st room .5 Cu Ft GS1-91a 5 fiscal years after audit,
Destroy
n
N
00
11
Contracts: Capital Improvement 1/l/72-12/31/89
Election Ballots
11/1987
Minutes: Official Meetings 3/l/87-4/30/89
(Supporting Documents: Court Reporter's Notebooks)
Ordinances 5/l/57-6/30/60
Poll Lists
Position Description Records
Registered Voters List
Resolutions
4/1 /60-11 /3.0/71
1/1/81-12/31/84
May 27, 1980
4/1 /74-12/31 /79
C�
1 st room
18 Cu Ft
GS 1-15a 15 years after completion
or termination of contract after audit,
these records have water and mold
D.
damage, they have been microfilmed
1 st room
2 Cu Ft
GS3-10a 1 year after certification of
election, Destroy
1 st room
1 Cu Ft
GS 1-123a 3 fiscal years after audit,
Destroy
l st room
2 Cu Ft
GS 1-228a Permanent, these records
have water and mold damage,
they have been microfilmed
Ln
00
1st room
2 Cu Ft
GS3-63a 1 year after certification of
- <1
election, Destroy
1st room
1 Cu Ft
GS1-38b OSA, Destroy
Ist room
2 Cu Ft
GS3-82a 1 year after certification of
election, Destroy
1 st room
2 Cu Ft
GS 1-32a Permanent, these records
have water and mold damage,
they have been microfilmed
247 Cu Ft TOTAL
* OSA- maintain until obsolete, superseded, or administrative value is lost
co
N
ANSI: How to use the ANSI Catalog 9 0
American National Standards Institute
How to use the ANSI Catalog
The Basics WWW.ANSI.ORG or 212-642-4900, 212-764-3274
This electronic edition of ANSrs Catalog contains a comprehensive listing of the over 12,000 approved American National Standards
available for purchase from ANSI. Each listing includes the standard's designation (including its year of approval), title, and selling price. It
also contains information about Other publication and services available from ANSI.
To help you find the standard or standards you are looking for, you can search on designation and/or title. You can also search a listing of
retired designations
Once your search is complete, you can get more information about how to order standards from ANSI.
The Fine Print
About the Catalog Listings
Each ANSI Catalog listing includes the standard's designation (including year of approval), full title, and ANSI list price. Each listing also
indicates whether the standard was published by ANSI (quantity and member discounts apply), and whether it is a Safety and Health
standard. See also "Legend" below.
More about designations
The designations of American National Standards reflect ANSrs role as national coordinator of voluntary standards activities and as
approval organization and clearinghouse for consensus standards.
The standards are identified by the alphanumeric designation of the organization that administered the development work, preceded by
ANSrs acronym and that of the organization; for example, ANSI/CABO A117.1-1992. If an Accredited Standards Committee developed
the standard, the committee designation is used, in which case, ANSrs acronym precedes the alphanumeric identifier and year date for
example, ANSI X3.218-1993. An acronym glossary is also available
The year date shown in the sponsor's designation indicates the latest edition of the standard approved by ANSI. In some instances, that
edition may have been succeeded by a subsequent document that is pending ANSI approval. Information on such subsequent editions may
be obtained by writing directly to the sponsor.
International Standards
To find information on international standards and standardization activities, you can access other internet standards resources. The current
ISO Price List is now available.
Retired Designations
Retired Designations is a listing of standards which have either been replaced or withdrawn since the last update of the ANSI Catalog. The
listing includes the designations of replacement standards and dates of withdrawal. You can search this listing to find specific standards.
Updates to Catalog Data
This electronic edition of the ANSI Catalog is periodically updated.
ASTM and SAE AMS Guides
You can also reference the ASTM Book of Standards and the Guide to Aerospace Materials (SAE AMS).
543
B-1
3'�- 129
•
, Chapter 1 B-24; Florida Administrative Code
PUBLIC RECORDS SCHEDULING AND DISPOSITIONING
1 B-24.001
General.
18-24.002
Definitions.
1B 24.004
Developing Requests for Records Retention Schedules.
1 B-24.005
Submitting Proposed. Records Retention Schedules.
1 B-24.006
Division Criteria for Processing Proposed Records Retention Schedules.
1 B-24.007
Division Action.
113-24.008
Revising Records Retention Schedules.
1 B-24.009
General Records Schedules.
18-24.010
Records Disposition.
18-24.011
Division Criteria for Approval of Records Disposition Requests.
113-24.012
Disposition Certificate.
1 B-24.013
Penalty for Violation. (Repealed)
1 B-24.001 General.
(1) This chapter establishes standards and procedures for the scheduling and dispositioning of public
records to promote economical and efficient management of records and to ensure that records of archival value
under an agency's control are so designated and ultimately transferred to the Florida State Archives.
(2) Each agency in the State of Florida is responsible for complying with the provisions of this chapter.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History —New 1-&80, Formerly 1A-24.01, 1A-24.001, Repromulgated 3-23-93.
1 B-24.002 Definitions.
For the purpose of this chapter.
(1) "Agency" means any state, county, or municipal officer, department, division, board, bureau,,
commission or other separate unit of government created or established by law.
(2) "Custodian" means the elected or appointed state, county, or municipal officer or officers charged by law
with the responsibility of maintaining the office having public records.
(3) "Database Management System" means a set of software programs that controls the organization,
storage, and retrieval of data (fields, records and files) in a database. The system also controls the security and
integrity of the database.
(4) "Division" means the Division of Library and Information Services of the Department of State.
(5) "Florida State Archives" means the establishment maintained by the Division for the preservation of
those public records and other papers that have been determined by the Division to have sufficient historical or other
value to warrant their continued preservation by the State and which have been accepted by the Division for deposit
in its custody.
(6) "General Records Schedules" means retention requirements issued by the Division to establish
disposition standards for public records common to specified'agencies within the State of Florida which state the
minimum time such records are to be kept.
m "Electronic Records" means any information that is recorded in machine readable form.
(8) "Public Records" are those as defined in section 119.011, Florida Statutes.
(9) "Record (Master) Copy" means public records specifically designated by the custodian as the official
record.
(10) "Duplicate (or Convenience) Records" means reproductions of record (master) copies, prepared
simultaneously or separately, which are designated as not being the official copy.
130 B-2 . 9 7 --e 5 11 3
(11) "Record Series" means a group of related documents arranged under a single filing arrangement or
kepftogether as a unit because they consist of the same form, relate to the same subject, result from the same
activity, or have certain common characteristics.
(12) "Records Retention Schedule" means a standard approved by the division for the agency's orderly
retention, transfer, or disposition of public records taking into consideration their legal, fiscal, historical, and
administrative values.
(13) "Records Disposition Request" means an authorization approved by the division for the orderly transfer
or disposition of records once the retention established has been satisfied.
(14) "Intermediate Records" (Processing Files) are temporary records used to create, correct, reorganize,
update, or derive output from master data files. Intermediate records are precursors of public records and are not, in
themselves, public records which must be retained. Intermediate records only exist provided a final product is
subsequently generated which perpetuates, communicates, or formalizes knowledge of some type. In the absence of
such a final product, processing files constitute final evidence of the knowledge to be recorded and shall not be
construed as intermediate files for the purposes of this chapter.
(15) "Supporting Documents" means public records assembled or created to be used in the preparation of
other records which are needed to trace actions, steps, and decisions covered in the final or master record.
(16) "Drafts" are materials which constitute precursors of governmental "records" and are not, in
themselves, intended as final evidence of the knowledge to be recorded. Information in a form which is not intended
to perpetuate, communicate, or formalize knowledge of some type and which is fully represented in the final product
is a "draft" and not a "public record."
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History —New 1-8-80, Amended 1-4-84, Formerly 1A-24.02, 1A-24.002, Amended 1-7-88, 3-23-93.
1 B-24.004 Developing Requests for Records Retention Schedules.
(1) Each agency shall submit to the Division a request for records retention on Department of State Forth
LS5E 105, "Records Retention Schedule" which is hereby incorporated by reference and made a part of this rule, for
all records series. A copy of Forth LS5E 105, effective March 23, 1993, 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.
(2) Retention and scheduling of intermediate files are not feasible due to their transitory nature, and do not
require submission of Form LSSE 105 "Records Retention Schedule" or Form LS5E 107, "Records Disposition
Request" which is hereby incorporated by reference and made a part of this rule. A copy of Forth LSSE 107,
effective March 23, 1993, may be obtained from the Bureau of Archives and Records Management, Department of
State, Mail Station 9A, The Capitol, Tallahassee, Florida 32399-0250.
Specific Authority 257.14 FS
Law Implemented 257.36 FS
History —New 141-80, Amended 1-4-84, Formerly 1A-24.04, 1A-24.004, Amended 1-7-88, 3-23-93.
18-24.005 Submitting Proposed Records Retention Schedules.
(1) Form LSSE 105, "Records Retention Schedule" and when needed, continuation sheet Form LS5E 106,
"Records Retention Schedule (Continued)" which is hereby incorporated by reference and made a part of this rule,
shall be used when submitting a proposed retention schedule to the Division for records which are continuing to
accumulate and which should be disposed of periodically. A copy of Form LS5E 106, effective March 23, 1993, may
be obtained from the Bureau of Archives and Records Management, Department of State, Mail Station 9A, The
Capitol, Tallahassee, Florida 32399-0250.
(2) Any number of record series may be submitted in a single request. Forth LSSE 105 is to be signed by
the custodian of the records or designee, and submitted to the Division for review.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History —New 141-80, Formerly 1A-24.05, 1A-24.005, Amended 1-7-88, 3-23-93.
1 B-24.006 Division Criteria for Processing Proposed Records Retention Schedules.
(1) Each proposed 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.
B-3 9'1 -- 5 4 3 131
(2) In addition, the prod records retention schedule is reviewed to o6nine 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 of the citizens of the state.
(3) In the event that records are of archival value, an indication is made on the schedule that such historical
records are to be transferred to the Florida State Archives upon the satisfaction of the disposition requirements of
the schedule.
(4) 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.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 1-&80, Formerly 1A-24.06, 1A-24.006, Amended 1-7-88, 3-23-93.
1 B-24.007 Division Action.
(1) The Division, upon applying its criteria, returns the Records Retention Schedule to the agency indicating
one of the following actions: approval, approval with amendments, or disapproval with comments noted on the form.
(2) Once approved by the Division, the Records Retention Schedule becomes the official retention for the
records series of the submitting agency.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 141-80, Formerly 1A-24.07, 1A-24.007, Amended 1-7-88, 3-23-93.
1 B-24.008 Revising Records Retention Schedules.
After an agency has established approved records retention schedules 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
in block 7B, and submitted to the Division for evaluation and approval in accordance with Rules 1 B-24.006 and 1 B-
24.007. The schedule shall receive the next consecutive number.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 1-8-80, Amended 1-4-84, Formerly 1A-24.08, 1A-24.008, Amended 1-7-88, 3-23-93.
1 B-24.009 General Records Schedules.
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 18-24.005 of this
chapter, but does not eliminate the requirement to submit a Records Disposition Request for approval, as provided
by Rule 18-24.010 of this chapter.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 1-8-80, Amended 1-4-84, Formerly 1A-24.09, 1A-24.009, Amended 1-7-88, 3-23-93.
1 B-24.010 Records Disposition.
(1) Notwithstanding an approved Records Retention Schedule or General Records Schedule, prior to
disposition of any public record, an agency must submit a Records Disposition Request (Form LS5E 107), except as
specified in Rule 1 B-24.010(3).
(2) Form LS5E 107, and when needed, continuation Form LS5E 108, "Records Disposition Request
(Continued)" which is hereby incorporated by reference and made a part of this rule. A copy of Form LS5E 108,
effective March 23, 1993, which may be obtained from the Bureau of Archives and Records Management,
Department of State, Mail Station 9A, The Capitol, Tallahassee, Florida 32399-0250, shall be completed and signed
by the custodian of the records or designee, and submitted to the Division for approval.
(3) Record (Master) Copy and duplicate 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. Knowledge of
disposal eligibility of these records is the responsibility of the Agency.
(4) After processing, the request will be returned to the agency indicating approval, approval with
amendments, or disapproval with.comments noted on the form.
B-4
132
-' 4 3
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 1-8-80, Amended 1-4-84, Formerly 1A-24.10, 1A-24.010, Amended 1-7-88, 3-23-93, 7-1-95.
1 B-24.011 Division Criteria for Approval of Records Disposition Requests.
Each Form LSSE 107'Records Disposition Request" submitted for approval will be reviewed to ensure that:
(1) The request is property signed by the custodian;
(2) An approved Records Retention Schedule or General Records Schedule exists for the record series;
(3) The dates requested for disposition do not conflict with the established schedule;
(4) The applicable schedule is not in conflict with the requirements of any law or any other relevant and
appropriate information before the Division;
(5) The Auditor General's Office has no objection; and
(6) The records have no archival value.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 1-8-80, Formerly 1A-24.11, 1A-24.011, Amended 1-7-88, 3-23-93.
16-24.012 Disposition Certificate.
(1) After a Records Disposition Request has been approved by the Division and returned to the'agency,
space provided on the form shall be used to record the destruction or other disposition for the listed record series.
(2) The form, when signed by the custodian or designee of the records, becomes the disposition certificate
and shall be retained as a permanent record by the agency.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 1-"0, Fonnedy 1A-24.12, 1A-24.012, Amended 1-7-88, 3-23-93.
I B-24.013 Penalty for Violation.
Specific Authority 257.14 FS.
Law Implemented 257.36 FS.
History -New 14-80, Formerly 1A-24.13, 1A-24.013, Amended 1-7-88, Repealed 3-23.93.
B-5 97-- 543133
Chapter 1 B-26, Florida Administrative Code
RECORDS MANAGEMENT — STANDARDS AND REQUIREMENTS
18-26.0021 Microfilm Standards.
(1) Purpose. The purpose of this section is to provide standards for microfilming of public records to assure that the
film, photographing methods, processing, handling, and storage is in accordance with methods, procedures, and
specifications designed to protect and preserve such records on microfilm.
(2) Definitions. When used in this section the following terms and definitions apply:
(a) Permanent record — Any public record that has been determined by the Division of Library and Information
Services to have sufficient historical or other value to warrant its continued preservation. Each record series shall be
considered on an individual basis by the Division of Library and Information Services in making this decision. See section
119.011(1), F.S., for a definition of a public record.
(b) Long-term record — Any record that has an established retention period of more than 10 years.
(c), Medium -term record — Any record that has an established retention period of less than 10 years.
(d) Original microfilm — Camera microfilm whether produced by conventional source document or Computer Output
Microfilm (COM) methods, and regardless of emulsion or base.
(e) Silver original microfilm — Camera microfilm meeting the requirements of the American National Standards
Institute (ANSI) standards:
1. ANSI/IT9.6 — American National Standard for photography (film) — safety photographic film.
2. ANSI/NAPM 9.1 — American National Standard for photography (film) — archival records, silver -gelatin type, with
a base of safety cellulose ester and polyester having silver -gelatin emulsion.
3. ANSI/IT9.10 — American National Standard for photography (film) — methods for determining curl.
4. ANSI/NAPM IT9.7 — American National Standard method for determining the brittleness of photographic films
and papers.
American National Standards Institute (ANSI) standards may be obtained from the American National Standards Institute,
Inc., 11 West 42nd Street, New York, N.Y. 10036.
(f) Duplicate microfilm — Second generation negative or positive microfilm meeting the requirements of American
National Standards Institute (ANSI) standards ANSI/NAPM IT9.1 referenced in paragraph (e) above, or.
1. ANSI/IT 9.5 — American National Standard for photography (film) — ammonia -processed diazo film —
specifications for stability.
2. ANSI/IT 9.12 — American National Standard for photography (film) — processed vesicular film — specifications
for stability, whether produced from an original negative or from an original positive.
(3) Standards for microfilming permanent and long-term public records:
(a) Arrangement and reproduction, general — The integrity of the original records shall be maintained by insuring
that the microfilmed copies are adequate substitutes for the original records and that they serve the purposes for which the
original records were created or maintained. To insure this:
1. The microfilm copies shall contain all significant record data shown on the originals;
2. The records on microfilm shall be arranged, identified, and indexed so that an individual document or component
of records can be located with reasonable facility;
3. The photographic densities on negative microfilm shall be at the lowest level commensurate with intended use.
Where possible, the delta densities on negative copies shall be as follows:
a. Background densities on negative -appearing camera microfilm. Gross background densities from 0.80 to 1.50 in
dear -base, negative appearing film are recommended depending on the type of original document and on the reduction.
Groups 1 to 5 indicate the density range at which these documents likely can be microfilmed successfully.
(1) Group 1. High -quality, high contrast printed books, periodicals and black typing. Density of 1.3 to 1.50.
(11) Group 2. Fine line originals, black opaque penal writing and documents with small, high -contrast printing. Density
of 1.15 to 1.40.
(III) Group 3. Pencil and ink drawings, faded printing and very small printing, such as the footnotes at the bottom of a
printed page. Density of 1.0 to 1.20.
(IV) Group 4. Low -contrast manuscripts and drawings; graph paper with pale, fine -colored lines; letters typed with a
worn ribbon; and poorly printed, faint documents. Density of 0.80 to 1.0.
M Group 5. Although not a general practice, some poor -contrast documents may require a background density of
0.70 to 0.85.
B-6
134 9543
5
b. The base -plus -fog density of unexposed, processed, Gear -base film shall not exceed 0.10. When a tinted base
.film is used, the density will increase by 0.1 or 0.2, which must be added to the 0.10 value.
c. The ultimate density criteria are for the microfilm to be legible for its intended use, for example, reading,
duplicating or printing hardcopies, and for all images in a roll to be duplicated at the same duplicator exposure.
4. Resolution requirements are dependent upon the reduction ratio being utilized. The following is the recommended
minimum resolving power (line pairs per mm.) for each reduction ratio:
Reduction Resolving Power Ratio (tines pairs per mm.)
8:1
80
12:1
108
15:1
106
16:1
114
17:1
107
20:1
112
21.2:1
119
24:1
120
28:1
126
30:1
135
33.9:1
136
36:1
1"
42.4:1
136
48:1
134
(b) Roll microfilm identification and arrangement —
1. The photographic images at the beginning of each roll of microfilm shall include:
a. Information identifying the agency and organization to which the records relate,
b. The title of the records,
c. The microfilm roll number,
d. The inclusive dates, names, or other data identifying the first and last records on the roll, and
e. Any indexes, registers, or other finding aids for the records on the roll.
2. If the microfilm is to be used in evidence, appropriate certifications are required at the beginning and end of each
roll.
(c) Unit microfilm arrangement — microfilm systems employing unit microforms jackets, fiche, etc. shall be so
designed that:
1. The resulting microfilm file is an accurate representation of the original records, and
2. Any indexes, registers, or other finding aids essential to the operation of the system are microfilmed and located in
a readily identifiable place with a collection of microfilmed records.
(d) Applicability of standards to Computer Output Microfilm — Computer Output Microfilm (COM) systems, which
produce original permanent and long term records on microfilm with no paper originals shall be designed so that the resulting
microfilm product meets applicable standards set forth in this section.
(e) Microfilm stock — permanent and long term records. The film used to make the original microfilm copies of
permanent records shall be safety -base permanent record film specified by the American National Standards Institute (ANSI)
Standards set forth in paragraph (2)(e). The film used to make the original microfilm copies of long term records shall be
safety -base permanent record film specified by the American National Standards Institute (ANSI) Standards set forth in
paragraph (2)(e), unless a security duplicate` is made in accordance with ANSI Standard IT9.5, Ammonia Processed Diazo
Films or IT9.12, Processed Vesicular Film, paragraph (2)(0, and stored in accordance with paragraph (2)0, permanent and
long-term storage standards.
(f) Film processing — film used for microphotographic copies of permanent records shall be processed so that the
residual thiosulfate concentration will not exceed 0.14 micrograms per square centimeter. The test used for determining the
concentration of residual thiosulfate on processed film shall be those specified in American National Standards Institute
(ANSI) standard IT9.17, Standard for Photography (Chemicals) — Residual Thiosulfate and Other Chemicals in Films, Plates,
and Papers — Determination and Measurement.
(g) Microfilm use criteria — the following criteria shall be observed in using microfilm of permanent records:
1. Original microfilm of permanent and long term records shall not be used for reference purposes. Negative or
positive duplicates, such as silver, vesicular, or diazo of the original negatives shall be provided for reference use.
2. Adequate measures shall be taken to keep the original microfilm dean and unscratched.
(h) Standards for reels and containers -- the following standards are to be observed in packaging silver original
microfilm copies of permanent and long term records. The standards shall also be applied to silver duplicate microfilm to
assure maximum protection against deterioration:
1. Microfilm stored in roll form shall be wound on cores or on reels of a type specified by American National
Standards Institute (ANSI) standard MS34 Standard for dimensions for 100-foot Reels for Processed 16mm and 35mm
Microfilm. The materials used for the cores and reels shall be non -corroding such as plastic compounds or non-ferrous
metals. Steel reels shall be used only if the reels are well protected by lacquer, enamel, tinning, or other corrosion -resistant
B-7 135
g7_ 543
finish. Plastics and lacquer thatight give off reactive fumes or exudations during storage shall not be used. If plastic
materials are used, they shall. be free of peroxides.
2. Paper strips which have not.been deacidified or rubber bands shall not be used for confining film on reels or
cores. No materials are to be used that shall ignite, decompose, or develop reactive fumes and vapors.
3. Closed containers made of inert materials such as metal or plastic of proven quality shall be used. The container
shall be sealed where needed to maintain prescribed humidity limits or to protect film against gases and impurities. If the
temperature and humidity controls are maintained as prescribed in subparagraph (i)2. below, and if there is good ventilation in
the storage area, the containers need not be sealed. Open containers, such as acid -free boxes or folding cartons, may be
used only if it has been determined by the manufacturer that the container material is acid free and will have no adverse
effect on the film over long periods of time.
(i) Permanent and long -tern storage standards — The following standards are applicable to the storage of microfilm
copies of permanent and long-term records:
1. The microfilm is to be kept in a fire resistant vault or room. The storage area is not to be used as an office or
working area. No flammable materials shall be stored in the storage area. For full protection against exposure to fire and
associated hazards, fire resistive safes or insulated containers shall be placed within fire resistive vaults or rooms constructed
in accordance with recommendations of the National Fire Protection Association standard NFPA 232. A copy of the standard
may be obtained by writing to NFPA, 1 Batterymarch Park, P.O. Box 9101, Quincy MA 02269-9101.
2. The relative humidity and temperature of the storage vault or room shall be maintained at a constant level.
Optimum levels are below 21 Celsius for temperature and between 20% and 50% for humidity according to ANSI/NAPM
IT9.11. 1993. Rapid cycling and wide ranges of humidity or temperature shall be avoided and shall in no instance exceed plus
or minus 5 percent humidity or plus or minus 5 degrees F. temperature in a 24-hour period. Where inactivity of the film
permits, protection may be increased by conditioning and sealing the film at a lower temperature. Moreover, a lower
temperature can compensate for a higher humidity, but the maximum humidity shall not exceed 50%. Film stored at
humidities below 20 percent and temperatures below 21 degrees Celsius shall be sufficiently warmed and reconditioned
before using to avoid damage in handling.
3. Air conditioning shall be kept under sufficient control to meet the standards for temperature and humidity as
specified in 2. above. Dehumidifiers employing inert desiccants may be used provided the humidifier is equipped with filters
capable of removing dust particles down to 0.3 micrograms per square centimeter in size and is controlled to maintain the
relative humidity. Water trays or saturated chemical solutions shall not be used to increase the humidity level because there
is serious danger of over humidification.
4. Silver -gelatin microfilm shall not be stored with other types of film in the same room or in rooms connected by
ventilating ducts because gases given off by the non -silver gelatin microfilm may damage or destroy the safety -film base.
0) Microfilm inspection — A number of different representative samples of film shall be inspected at 2 year intervals.
If deviation from recommended temperature and humidity has occurred, inspection shall be made at 1 year intervals. For
each biennial inspection, a different lot sample shall be chosen, allowing some overlapping of inspection to note any changes
in previously inspected samples. Guidelines as set forth in the National Bureau of Standards Handbook 96, Inspection of
Processed Photographic Record Films for Aging Blemishes shall be followed. If such inspections indicate the presence of
blemishes, the Division of Library and Information Services, Department of State, the Capitol, Tallahassee, Florida 32399-
0250 shall be notified within 30 days after the inspection is completed. Reports shall include the minimum of the following
information:
1. Quantity of microfilm of permanent records on hand, that is, the number of rolls, microfiche, jackets, etc.,
2. Quantity of microfilm inspected,
3. Condition of the microfilm,
4. Corrective action required.
(4) Standards for filming medium -term public records.
(a) Records with a medium tern retention period of less than 10 years — Records to be retained less than 10 years
may be microfilmed in accordance with agency standards and requirements for the retention of the records, including the
option of using any film, processing system, or storage containers the agency may select.
(b) Storage standards for medium term microfilm — Temperature and humidity of medium -term storage areas shall
be maintained in accordance with American National Standards Institute (ANSI) standard NAPM IT 9.11. Walls and
enclosures shall be so designed to prevent moisture from condensing on surfaces when exterior temperatures are below the
dew point. Inspection and viewing of medium term film may be done in the same area — separate work and storage areas
need not be maintained, but good housekeeping practices shall be followed. Separate storage rooms shall be maintained for
films that release acid fumes.
(c) Cost benefit analysis — Before records with a retention period of less than 10 years are committed to microfilm, a
cost benefit analysis shall be prepared to insure that the project or system contemplated is cost effective.
Specific Authority 257.14 FS.
Law Implemented 257.36(1)(a) FS.
Tit1 Ch1B-26Sec1B-26.0021 Microfilm Standards
History —New 12-22-86, Amended 2-7-96.
136 B-8 �'�— 541a
FLORIDA SWATE ARCHIVES
COLLECTION DEVELOPMENT
POLICY
INTRODUCTION
The Florida State Archives Collection Development policy sets forth the
documentation goals and objectives of the Archives. The policy defines the scope and
content of the collection, provides a framework for appraisal decisions, and gives
standards to insure consistency in the selection of archival materials for continued
preservation. In order to reflect changing research trends, archival resources, and
collection strengths and weakness, this policy will be reviewed annually. The Collection
Development Policy is divided into three sections: Florida State Archives Mission and
Programs; Collection Area Scope and Priorities; and Procedures Affecting Collection
Policy.
B-9
FLOR/DA STARCH/VES lI/11SS10NOIND PROGRAMS
Mission
The Florida State Archives is the central repository for the archives of state
government. In the broadest sense, the purpose of the Florida State Archives is to
preserve and make available to the public the permanent historic public and private
records of Florida in its custody. The Archives' specific mandate in Section 257.35,
Florida Statutes, authorizes the Florida State Archives to accept, arrange and preserve
records and manuscripts transferred to its custody; to provide a public research room
where the materials may be studied; to promote and encourage research in Florida
History; to assist governmental agencies, libraries and institutions and individuals in
preserving and making available those records deemed archival and/or historical; and to
publish guides, indexes, or any other publications that further the knowledge of Florida
history.
Organiza tion
The Florida State Archives program is a part of the Bureau of Archives and
Records Management, Division of Library and Information Services, under the office of
Florida's Secretary of State. The Bureau of Archives and Records Management has
statewide responsibility to promote the economical and efficient management of public
records as defined in Chapter 119, Florida Statutes, and to preserve those records
having long term or permanent historical value. The Bureau provides service and
technical assistance to the general public and state, county and local governments on
management and preservation of records. The Bureau is organized into three sections:
Public Services (Florida State Archives); Records Analysis (records storage and records
management); and Technical Services (micrographics).
Programs
Collections
State Government Public Records are the core of the Archives' collections.
Approximately 30,000 cubic feet of records document the activities of Florida's
Territorial and State government from 1821 to the present. These materials
provide a record of the functions and the activities of the State government's
three branches: executive, legislative and judicial. The Manuscript holdings of the
Florida State Archives are composed of various collections from private citizens,
religious organizations, businesses, and other non-public entities. The Florida
Photographic Collection consists of over 750,000 images that document Florida
people and places from the middle of the nineteenth century to the present. The
Genealogical Collection contains books, 'microfilm, and other publications that
provide an extensive information resource for genealogists. The Archives' Local
Public Records Collection includes a limited amount of materials from various
county and municipal governments around the state.
Research
The Florida State Archives places special emphasis on making its collections
available to a wide variety of researchers. These include historians, lawyers,
government officials, students, genealogists and others interested in Florida's
138
B-10
97- 543
11LORIDA STATE ARCIIIVES COLLECTION DEVELOPMENT POLICY
government, it people and the events that have shaped its history. All materials
in the Archives' collections are available to researchers on equal terms of access
and the Archives does not grant privileged or exclusive use to any persons or
person.
All public records transferred to the custody of the Florida State Archives
are subject to the provisions of the Public Records Law (Chapter 119, Florida
Statutes). In addition, Section 257.35(1)(b) states that "any public record or other
record provided by law to be confidential or prohibited from inspection by the
public shall be made accessible only after a period of 50 years from the date of the
creation of the record." Access to non-public manuscript and photographic
collections donated to the Archives may be subject to restrictions placed upon
them by the donor (Section 257.35, Florida Statutes) Public record, manuscript
and photographic collections in the process of'being arranged, described or
preserved are generally not open to public use. The Archives will make every
effort to accommodate a user's need in gaining access to unprocessed materials.
Use of records, donated historical materials and facilities in the Florida State
Archives is governed by rule 1 B-11, Florida Administrative Code.
Research in the Archives' collections is supported by a variety of finding
aids, guides and indexes. The Archives Integrated Information Management
System (AIIMS) is designed to assist researchers in locating information about
Public Record and Manuscript collections in the Florida State Archives. These
collections have been cataloged and given descriptive subject headings. The
system uses these standardized headings to search for related collections.
Automated access is provided to the genealogical collection through the State
Library's LION system. The Archives also provides printed collection descriptions
and several subject guides to collections.
Public Programs
In order to inform the public about the availability of its collections and to
encourage the preservation of historical records, the Archives is involved in several
public programs to publicize its collections and assist others in preserving archival
materials. Activities include exhibits, information brochures, guides, workshops,
and educational programs. The Archives makes every effort to inform researchers
of the availability of materials and to increase access to its collections. The
Archives will provide upon request technical assistance to agencies, organizations,
and individuals on the care and preservation of archival materials.
Acquisition and Appraisal
The Florida State Archives only collects materials related to Florida. The
Archives places special emphasis on obtaining materials for collection areas that
are under -documented. Records are selected that have strong information quality
and content and meet accepted archival appraisal criteria. In general, the Archives
will accept records in a wide variety of formats including paper originals,
microfilm, photographs, audio recordings, and electronic. The Archives does not
collect artifacts, newspapers, or other materials not related to Florida.
Public Records are identified and appraised primarily through the Bureau's
records scheduling and disposition process. Manuscripts and photographs are
received primarily through donor contact with the Archives. When resources
permit, the Archives actively solicits manuscript and photographic materials. The
Archives does not purchase manuscripts and photographs. Genealogical materials
and publications are received through donations and purchases.
B-11 97- 543" "'
LvivtLt-k0 t . k t L. AitL ju v L6 I,ULLI+ GI'IUN DEVELOPMENT POLICY
The Archives may also collect ancillary records of other governments. if
those records relate to the history of Florida.
All collection acquisitions are reviewed and approved by the Acquisition
Committee and must conform to the guidelines outlined in the Collection
Development Policy.
Collection Management
All public record and manuscript materials acquired by the Archives are
accessioned, arranged and described according- to established professional
standards. The Document Preservation Laboratory is responsible for the
maintenance of records in the Archives including conservation treatments,
preservation planning, and disaster planning.
0�-L 543
140 B-12
.As_JviuLt-1,,1t>1L' t"%A_111V1'.3 I,VLLL't,11V1V LL' YL'LVd'1V1L'1Vt YVLlI,Y
COLLECTION AW A SCOPE AND PR/IT/ES
State Government Public Records Collection
The State Government Public Records Collection documents the history, organization,
and function of Florida State Government and its influence and impact upon the lives of
its citizens and the protection of their civil rights. Public Records are defined in Chapter
119, Florida Statutes, as " documents, papers, letters, maps, books, tapes ... or other
material, regardless of physical form or characteristics, made or received pursuant to law
or ordinance or in the connection with the transaction of official business by any
agency." The State Government Public Records Collection consists of approximately
30,000 cubic feet of records documenting the history of Florida's Government from the
territorial period to the present. Records from the three branches of government are
found in this group of records.
The Florida State Archives will collect State Government Public Records in the following
areas:
Records designated by law as having permanent value.
Records of continuing value that are critical to the operations of an agency
because the information contained in them is administrative, legal or
financial in nature.
Records that have intrinsic value based upon the physical form of the
record, its uniqueness or other factors arising out of its creation or use.
Records that document the formation of policy, development of programs
and administration of agencies.
Records reflecting an agency's functions and activities.
Records with extended and unbroken time series offering uniform and
comparable information on the operations and programs of an agency.
Records that are legally and physically accessible.
. The Archives seeks to develop its State Government Public Records Collection
through the continued acquisition of records that meet the standards outlined in this
collection policy. The Archives places an emphasis on collecting records containing
information related to the environment, social services and economic development and
planning. In addition, the Archives seeks to obtain records from agencies currently
under -documented or not documented in this collection area including the Departments
of Agriculture, Legal Affairs, Commerce, Transportation, Environmental Protection,
Corrections, Law Enforcement, Lottery and the Citrus Commission.
8-13 141
97- 543
n•i.v.JLuLt% L3 JLtit L tIANA-All V liJ I,VLLL' 1,11V1�! LL' V L' _AJriV1L' 1N 1 rUlau X
COLLECTION AMEA SCOPE AND PRIORITIES
Manuscript Collection fflon-Government Records]
The Manuscript Collection of the Florida State Archives contains records of private
'individuals and organizations. Records in this collection include diaries, correspondence,
journals, business and church records, maps, photographs and other related materials.
The Manuscript Collection documents the lives of Florida citizens from the territorial
period to the present day.
The Florida State Archives will collect private manuscript collections and non -
government archival records in the following areas:
Private papers of public officials whose Public Records are in.the Archives.
Significant collections of private papers of individuals or'of families which
reflect the social, economic, military or political history of Florida.
Records of organizations, institutions and businesses in Florida which reflect
religious, social, civic, educational or economic development.
Private papers which document the exploration, settlement or development
of the state.
Private papers and records that compliment existing private records or
Public Records in the Archives, or those private papers which fill in.gaps in
under -documented collection areas.
Records that have intrinsic value based upon the physical form of the
record, its uniqueness or other factors arising out of its creation or use.
Records that provide the most accurate, understandable and accessible
source of information to researchers.
Special collecting emphasis is placed upon records that represent unique Florida
industries, labor organizations and special interest groups. The Archives also seeks
records of underrepresented groups including women, African Americans, and American
Indians.
97- 543
142 B-14
i uviuLta 01 tx 111, ru�,t.tll V l'�J I.VLLilt- I WIN 1JL' V LLVY1V1L1V 1' Yl)EIC V
PROCEDURES AFOCTING COLLECT/O*OL/CY
Archival Appraisal
Appraisal is primarily the responsibility of the Bureau of Archives and Records
Management's Records Analysis Section. This appraisal responsibility is a part of the
Section's scheduling and disposition function. The appraisal of non -Public Records is a
function of the Bureau's Public Services Section.
While responsibility is given to the two Sections to appraise specific types of
records, the Bureau's appraisal process is one involving the input of all professional staff
members and is based upon accepted professional appraisal criteria.
Acquisition Committee
The Acquisition Committee actively formulates collection development strategies
based upon guidelines established in this Collection Development Policy. The Committee
reviews all prospective acquisitions and recommendations for deaccessioning and makes
recommendations to the Bureau Chief on what actions should be taken. The Committee
appraises all acquisitions and is involved in the re -appraisal of Archives collections.
Records Transfers (Custody)
All Public Records accessioned into the Archives must be properly scheduled
through the Bureau of Archives and Records Management's Records Analysis Section.
Public Records transferred to the Florida State Archives are subject to the conditions
outlined in the "Transmittal/Receipt, Transfer of Public Records to the Florida State
Archives," form LS51807.
All non -government records transferred to the Florida State Archives are subject to
the conditions outlined in the "Florida State Archives, Deed of Gift," form LS5P806. No
materials will be accepted by the Florida State Archives unless accompanied by the
completed 'Transfer or "Deed of Gift" form.
Restrictions on Access and Use
Public Records transferred to the Florida State Archives shall be open to inspection
and examination by the public unless prohibited by law (Section 119.07, Florida
Statutes). Materials not falling under the category of Public Records will be made
available to all researchers unless restrictions on access to these materials, requested by
the donor for reasons of privacy or confidentiality, are specifically noted on the "Deed of
Gift" form. Any restrictions imposed by the donor must have a date of termination
(Section 257.350)(b), Florida Statutes).
All materials transferred or donated to the Archives may not be removed from the
Archives. Researchers using the materials will be supplied copies upon request of any
items in the collection, in accordance with the policies of the Public Services Section,
unless such photocopying or other reproduction is specifically prohibited or would be
detrimental to the collection. Use of materials in the Florida State Archives is subject to
Rule 1 B-1 1, Florida Administrative Code.
B-15 97- 543
143
11,5 COLLECTION, DEVELOPMENT POLICY'
Deaccessioning/Disposition of Materials
Recommendations for disposition of accessioned Public Records Collections may
be made as a result of archival re-evaluation. Such disposition of Public Records will be
made only after prior approval of the agency and with the authorization of the Director of
Library and Information Services, in accordance with the disposition, provisions and
procedures covered by Chapter 257, Florida Statutes.
Manuscripts and non -government records which are determined to have no
permanent value or historical interest will be returned to the donor or otherwise disposed
of according to the wishes of the donor as stated in the "Deed of Gift." If no provision
is made, the Archives will use its discretion in disposition of unwanted materials. The
Archives does not sell unwanted materials as a means of disposition.
Individual records weeded, sampled, or otherwise removed from the Archives'
collection areas because they have been reappraised as having no permanent archival
value will be disposed of in accordance with Bureau procedures. Disposition of such
materials must have the approval of the Chief of the Bureau of Archives and Records
Management.
Loans of Materials to/from the Archives
The Archives will not loan original materials from its collections for any purpose
except those authorized by the Director of the Division of Library and Information
Services.
The Archives will accept the loan of original materials only when a transfer of
custody or donation is unobtainable or when materials are in'immediate danger of being
lost or destroyed. The acceptance of the loan of archival materials will be made only
with the approval of the Director of the Division of Library and Information Services and
must have a date of termination.
The loan materials to the Archives for exhibits and of original photographs to the
Archives for duplication purposes is not subject to the rules outlined in this procedure.
Cooperative Agreements
When materials offered to the Archives do not fall under the categories and
standards outlined in this Policy, prospective donors will be referred when possible to
appropriate repositories. Donors of such materials related to Florida will be referred first
to the Florida Collection of the State Library of Florida, and then to the Director of the
Division of Historical Resources.
Tax Appraisals
The Archives cannot appraise donated materials to determine their fair market
value since the Archives is considered an interested .party in the transaction. Such
evaluations do not meet the IRS definition of "qualified appraisal." To qualify as
acceptable for income tax use, the appraisal must be performed by an objective, qualified
appraiser, unconnected with either the donor or the institution, hired for this purpose by
the donor.
144 s-16 97- 543
- — — —. •.• - — •,. _ ,• . —, —� .i T Lw.) a. V iiA-jA,; 1Ml 111 \ "Ald V L' L V t-1V1L' tV 1 i lJl-jl l_, Y
In addition, the Archie cannot provide tax advice or Apretation of the tax
laws to answer individual questions. Donors'�should consult an expert tax advisor for
specific questions on the use of gifts of property for charitable contribution deductions.
IThe Archives can assist a donor by providing the names and addresses of qualified
manuscript appraisers, if a professional appraisal seems desirable or necessary.
Copyright
As stated on the "Deed of Gift" form, all materials transferred to the Florida State
Archives become the sole and absolute property of the Archives. All rights, title, and
interest in and to these materials, together with all literary property rights that the
donor(s) holds are transferred to the Florida State Archives. The Archives, as owner of
literary rights transferred by the "Deed of Gift," may exercise or transfer to a third party
the right of quotation or publication.
Publication of donated historical materials, where the literary property right in the
materials is vested in the State, is prohibited without the written authorization of the
Director of the Division of Library and Information Services (1 B-11.005(2)(c) Florida
Administrative Code).
It is the responsibility of the researcher to determine the status of copyright in the
records he uses. The researcher is liable for any copyright infringement in his use of
materials. Researchers are encouraged to confer with the Archives' professional staff on
any question of literary property rights.
Ll
I
J
I
B-17
97- 543 145
0
State of Florida
Public Records Storage
Guidelines
Jim Smith
Secretary of State
Approved by
Department of State
Division of Ubrary and
Information Services
Records Management program
The Capitol
Tallahassee, Florida 32399-0250
(904) 487-2180 Suncom 277-2180
B-18 97 " 543
147
•
CONTENTS
INTRODUCTION V
PART I
PERMANENT RECORDS CENTER FACILITIES
A. RECORDS CENTER SITE SELECTION 1
B. RECORDS CENTER STRUCTURE 1
C. SECURITY AND PROTECTION OF RECORDS 3
D. EQUIPMENT AND SUPPLIES 4
PART II
TEMPORARY
STORAGE FACILITIES 8
A.
SITE SELECTION 8
B.
CONSTRUCTION 8
C.
SECURITY 8
D.
EQUIPMENT 8
PART III
ARCHIVAL
RECORDS -
9
A.
BULDING STRUCTURE
9
B.
BUILDING EQUIPMENT
9
C.
STORAGE CONDITIONS
10,
D.
ARCHIVAL SUPPLIES
12
E.
ARCHIVAL SECURITY
12
148 97- 543
INTRODUCTION
It is a requirement of Chapter 257.036, Florida Statutes for the
Division of Library and Information Services to develop standards for
recordkeepi.ng practices. In complying with this requirement, the Bureau
of Archives and Records Management. has determined that the text of this
publication constitutes the optimal and minimal standards for off -site
records storage operations and archival reposi.tori.es.- It should be
understood that while all "Records Centers" and "Archives" should meet
the optimal requirements, availability and economical considerations may
prohibit such. In this case, care should be taken to insure that the
facility used protects the records from harm as much as possible.
97- 543
v 149
PART I
PERMANENT RECORDS CENTER FACILITIES
A. RECORDS CENTER SITE SELECTION
The following criteria should be followed in selecting the site for
a records storage facility:
I. Location - Records Centers should be located convenient to
the agencies being served, but not necessarily in high
density commercial office areas. A good rule of thumb
for most metropolitan areas is not more than-5-7 miles
from.the agencies being served.. As the cost of
transporting and servicing records increases, the cost
effectiveness decreases*,,
2. 'Expansion - If future growth is anticipated, the site
should be large enough to allow for expansion of the
facility. Parking should be adequate for Records Center,
personnel plus several parking spaces for visitors to the
Center.
3. Drainage - The site should have suitable drainage and not
be in a flood plain.
4. Security - The site should be located within the coverage
area of an urban fire station and near a regularly
patrolled police route.
B. RECORDS CENTER STRUCTURE
Although no construction specifications are required by the Bureau
of Archives and Records Management, local building and zoning codes
should be adhered to and the following standards should be considered
during the planning period or facility selection process:
1. Construction - Records Centers should be simple in style,
functional in arrangement and constructed of non-
combustible materials.
2. Ceiling Height - Ceiling height in the storage area is the
primary factor. This determines the number of cartons
stored per square foot (density). For example, ceiling
heights of 20-22 feet and shelving height of 16-18 feet
provide 5.3 cubic feet of records storage per square foot
of floor space, including aisles and access areas.
150 -1
g" - 543
3. Floor strength - A minimum floor load of 300 lbs per
square foot is required utilizing standard 42" x 30"
shelves holding six cartons per shelf, 14 shelves high.
a. Generally, floors should be concrete, sealed or
painted to reduce the dust factor, and a .
regular maintenance program,of sweeping and
cleaning should be practiced.
b. If a two story building is a necessity or
requirement, a professional architect or
engineer should be consulted to insure safe
floor loads for the second floor and/or
mezzanines.
4. Loading Dock - A standard height loading dock with
sufficient truck "turn -around" space must be considered
for ease of records accessioning.
5. Receiving/Shipping Area - Adequate space should be
available for large shipments of cartons arriving and
pending shelving. This space should be immediately
adjacent to the loading dock and main entry into the
stack area or access corridors to the shelving area.
6. Stack Area Environment - Ideally the entire stack area
should be temperature controlled, i.e. air conditioning
and heating. In large areas this may prove to be too
expensive and not necessarily needed for short term
retention of inactive or non -current records. In lieu of
air conditioning, fresh air ventilating fans installed on
the roof are acceptable. These ventilating fans should
have equal intake and exhaust at different ends of the
stack area. This ensures a constant flow of air across
the stored records.
7. Fireproof Vault - If the storage of microfilm or magnetic
media such as tapes or discs) is anticipated, a
fireproof vault is essential. This vault should meet the
requirements of Chapter 1B-26.0021(3)(i), Florida
Administrative Code which specifies that "The storage
area is not to be used as an office or working area.- No
flammable materials will be stored in the storage area.
For full protection against exposure to fire and
associated hazards, fire resistive safes or insulated
containers should be placed with fire resistive vaults or
rooms constructed in accordance within recommendations of
the Fire Protection Association in their publication NFPA
232, Protection of Records, 1980." "The relative
humidity and temperature of the storage vault or room are
-to be maintained at a constant level (optimum levels are
70 F for temperature and 40=-50% for humidity). Rapid and
wide -range cycling of humidity or temperature must be
avoided and should in no instance exceed +/-5% humidity
or +/-5 F temperature in a twenty-four hour period."
Additionally, there should be no electrical outlets or
-2-
Q 7 -- M
151
•
11
motors in proximity to areas where magnetic media is
stored_.
8. Reference Rooms - The center should have a viewing area or
examination room where a number of records storage
cartons can .be brought to the area for examination by
auditors, researchers, etc. This area should be open
enough to facilitate visual supervision by records center
staff.
9. Office Space - Adequate space should be provided for
records center employees.
C. SECURITY AND PROTECTION OF RECORDS
Security of the stored records .is a vital consideration. The
records should be as secure in the records center as they were in the
originating office. These considerations include:
1. Detection Systems - The facility should have smoke
detection, sprinkler, and intrusion alarm systems, all.
monitored 24 hours per day. These systems should be
covered by an adequate maintenance program.
2. Fire Extinguishers - Fire extinguishers should be
positioned throughout the facility and well marked as to
their location.
3. Environmental Security - The records storage -area should
be windowless for security, and to protect the records
from storm damage, sun fading, and for more efficient
climate control.
4. Security Placement - Electrical, communications, fire
detection extinguishing devices, wiring, and pipes should
be installed in aisle corridors and/or work space rather
than over records storage.
5. Sanitation - Smoking, drinking, or eating should be
prohibited in records storage areas.
6. Pest Control - This is highly recommended to insure roach,
rat and insect control in shelving areas. Caution should
be exercised in'avoiding pest control chemicals with
vapors injurious to paper. Direct spraying on records
containers should be avoided.
7. Accessibility - Accessibility should be restricted to
Records Center personnel (or other authorized persons)
only. Restricted access can be accomplished in a variety
of ways:
a. single door access to records storage areas
controlled by a receptionist.
152 3 9 J - 5
b. doors entering the records storage areas should
be locked and opened only by authorized
personnel.
c. doors marked as official "EXIT's" should be
unobstructed, unlocked, have exit alarm
systems, and be in accordance with state and
local Fire Codes.
d. name tags for authorized persons.
8. Public Research Rooms - These areas should be easy to
supervise. Records users should be required to check all
briefcases or anything else than can be used to conceal
records. Smoking, eating or drinking should be
controlled in these areas.
D. EQUIPMENT AND SUPPLIES
The equipment used in records center operations should be practical
and functional. Listed below are the basic types of equipment and
supplies necessary for operating a sophisticated records center.
1. Shelving - There are two types of shelving units which are
most commonly installed in records centers. They are the
"mobile" shelving units and "open" stationary shelving.
a. "Mobile" shelving is adjustable shelving units
mounted on roller bearings that run on tracks
fastened to the floor. Easy side -to -side
movements create an aisle between any two units
providing the ability to roll the units in
either direction, which in effect "moves" the
aisle space to wherever it is needed. This
shelving arrangement provides 2 to 2 1/2 times
the capacity of conventional shelving in
comparable space. The units can be closed
together and locked to provide.additi.onal
security. Although this arrangement utilizes
the maximum floor space providing maximum
density, they are not normally constructed for
high ceiling areas as previously discussed.
Installation of this type of equipment is
extremely costly and professional installation
is required.
b. "Open" type shelvi.ng'is preferred in an inactive
.or semi -active records center. Generally open
type shelving is used for standard records
center cartons (10" x 12" x 15"). Steel posts
and shelves, and steel frame with wood shelves
represent the two most common shelving modes.
Many shelf sizes are available but most common
is the 42" (width) x (30" (depth). This
accommodates three records center cartons left
-to right and two deep. For optimum strength
the leading edge of the shelf.should be
-4 97 543 153
reinforced. Single unit arrangements consist
of banks of single shelving unite with an aisle
on each side. Although cartons are easily
accessible from either aisle, this single unit
does not achieve maximum utilization of floor
space. Double unit arrangements are comprised
of two rows of single units back-to-back. This
arrangement is the most efficient and practical
both operationally and functionally compared to
the single unit arrangement. Back-to-back
shelving units should be bolted together to
give maximum strength and when properly braced
represent no threat to tipping. If overturning
or tipping of units is a concern, rows can be
structurally tied across the aisles. (See your
supplier for details or instructions in
installations).
2. Cartons - The type of cartons should be determined by what
type of documents are to be stored. By using a standard
size carton, maximum utilization of shelving is attained.
It is not recommended that varying size boxes be used.
a. Carton size - The majority of documents which
need to be stored are letter size (8 1/2" x
11"), and legal size (8 1/2" x 14"). Other
smaller sized documents can be easily arranged
in the storage.carton. The standard carton
used by most records centers is 10" high x 12"
wide x 15" deep. Larger cartons such as
transfer cases are available, but the size and
weight prohibit easy and frequent access in
-most cases. Smaller sized cartons are also
available but should be used sparingly as they
may require special shelving or location
systems. Occasionally large size documents, as
blueprints or ledger -books require storage.
Most carton variations are available from
suppliers, but since these types of documents
are an exception, it is recommended to purchase
these only when the situation requires them.
b. Weight - Cartons are manufactured using various
grades of corrugated fiber board (cardboard).
A minimum of 200 lbs. bursting pressure is
recommended since anything less will not
withstand the weight of the paper or frequent
handling. For added durabi li. ty it is
recommended that the carton be stitched on the
fastening corner rather than glued. Carton
construction is either single -wall or double-
wall.- Single -wall containers are adequate for
short term storage. Price per carton is most
economical if re -use of -the carton is not a
consideration. Double -wall cartons withstand
frequent handling and are more durable for
-5- 154 97- 543
stacking or shipping from remote locations to
the records center. This carton is generally
made from high -quality corrugated fiber board
and can be re -used many times, the largest
disadvantage to this type, of carton is that it
is priced much higher than single -wall, throw
away cartons.
c. Assembly - Cartons are shipped flat in bundles
from manufacturers and must be assembled prior
to use. Carton assembly varies with
manufacturer. Generally, cartons are assembled
using a reinforced 2 1/2" gummed tape.
d. Special Media - Magnetic media and motion
picture film should be placed in storage
cartons specially designed to allow for
vertical storage of the media.
3. Ladders - Pulpit type ladders of wood or metal
construction, are both economical and practical.
However, most stock pulpit ladders do not have enough
built in safety features, and numerous options must be
added to the basic ladder offered by manufacturers.
a. Safety hand rails are recommended on both the
left and right hand sides of the ladder.
b. Stair treads on the manufacturers ladders
usually have a waffle or ribbed plate which is
adequate for safety. However, other tread
styles are available as options such as rubber -
covered and open grid. The open grid is
preferred since they are anti-skid and self
cleaning; rubber treads come loose around the
edges and wear thin. Treads are generally 16"
to 18" wide and 8" to 10" deep. distance.
between steps should be approximately 12". 12"
allows a box to be set on the tread while
referencing and eliminates some bending over by
user.
c. The work platform should be added to the ladder
to work safely and with greater ease. The
platform should extend the width of the ladder
and be 10" to 12" in depth and fastened to the
top of the ladder.
d. Rubber tipped legs or casters that lock in place
when weight i.a placed on them is a must in
order to assure ladder stability. The ladder
should be equipped with rolling casters for
ease in movement.
e. The height and width of ladders are available in
various sizes. Generally ladders with five
steps can service shelving units nine feet
high. Seven, eight and nine -step ladders are
available to service shelving exceeding nine
feet. Width of the ladders is an important
consideration not only for maneuvering between
-6• 9 K) _ 155
rows, but also for safety. The base should be
wide enough so that the ladder will not tip
over.
4. Carts - Rolling platform carts are recommended for dock
and stack areas. These carts hold twenty standard
storage boxes each. The platform cart is 15" wide and
61" long. The two end racks or stakes are made of 1"
inside diameter pipe with four cross slats of steel
welded to the upright pipe. The overall height of the
end racks or stakes is 51" high. Platform carts are
mounted on four ball bearing 6" x 1 1/2" black solid
rubber wheels. Both wheels at one end of the cart are
swivel mounted and the two wheels at the other end are
rigid. This allows easy steering and maneuverability in
the stack area, docks, and when being transported by
truck. This type of rolling platform cart is recommended
since boxes are handled only once from pick-up point to
placing them on shelves. For smaller operations a
variety of handcarts are available. Manufacturers offer
various sizes and weight load capabilities. The records
center should also have some smaller metal carts with
capacities for 2 to 6 records center cartons for use in
retrieval of selected records for researchers.
-7-
156
97- 543
PART II
TEMPORARY STORAGE FACILITIES
There are times when a records center facility is not available and
scheduled inactive records must be moved out of high cost office space
and placed in low cost storage areas. Insofar as practicable records
should not be placed in uncontrolled attics, basements or closets due to
fire and water hazards and total inaccessibility of the records unless
specifically designated for storage. Therefore, it becomes necessary to
establish minimum recommended storage standards. These standards are
recommended as a temporary alternative until a more suitable facility
can be located or constructed.
A. SITE SELECTION
The facility should be'located in a low cost area, while still
being in a relatively close proximity and insofar as practicable meet
the site standards for permanent records center facilities (see PART I,
A).
B. CONSTRUCTION
The building should not be located in a flood plain and totally
free of leaks or other openings which will allow the climate to affect
the records.
C. SECURITY
The building should be separate from other facilities and
accessible to only authorized personnel. It should be constructed of
fire resistant materials.
D. EQUIPMENT
If shelving units are not available, the storage cartons should be
stacked on pallets, never directly on the floor. Stacking the cartons
four high is the maximum recommended due to crushing.
Some sort of pest control should be obtained to prevent damage to
the records.
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97- 543
PART III
.,F ARCHIVAL RECORDS
This section pertai.ns�only to those records that have permanent
retention value,that are going to be preserved in their original format
on a permanent basis in the records storage facility. This does not
include records with permanent retention values that are temporarily
stored in a records center awaiting either microfilming or transfer to a
permanent repository., In general all storage standards for permanent
records center (PART I) apply in addition to standards outlined below.
In addition, standard conservation practices as put forth by the Society
of American Archivists' Basic Manual Series, Archives & Manuscripts-.
Conservation, a Manual on Physical Care and Management Chicago: SAA,
1983). should be observed.
A. BUILDING STRUCTURE
1. The structure should be as fire proof and secure as
possible. Fire control devices should be limited to
early detection devices, halon fire extinguishing systems
and localized conventional fire extinguishers. Overhead
sprinkler systems should be avoided.
2. Shared Archives and Records Center facilities - In many
instances it will be economically feasible to share a
structure between an archives and records center
operation. In these cases an area separated by a fire
wall and fireproof doors from the main records storage
area should be secured for archival storage. This area
should be so constructed so as to allow for separate or
enhanced environmental control systems.
B. BUILDING EQUIPMENT
Heating, air conditioning, and ventilation systems servicing
storage areas housing books and records of permanent value preferably
should be separate from the system.servicing office areas and be
equipped with filters designed to remove dirt and harmful gases, such as
hydrogen sulfide, nitrogen dioxide and sulphur dioxide, which create
acid in paper. Electrostatic filtering systems should not be used in
storage areas housing books or records of permanent value since they
generate ozone, which is destructive to paper. In some areas with low
Sulphur Dioxide and Nitrogen Dioxide levels, conventional fiberglass
filters are acceptable, but in any case, it is critical that filters are
replaced when they become dirty.
158 -9- 9 :� — 543
C. . STORAGE CONDITIONS
Books and records of permanent value must be protected from the
destructive effects of extreme variations in temperature and humidity,
air pollution, natural and artificial light, fire, mold, vermin,
insects, and water damage. Controlled environmental conditions suitable
for books, records, or other forms of documentation, arrest such
materials' inevitable deterioration, and should be maintained as closely
as possible.
1. Temperature and Humidity - These elements should be kept
within the range of 70 degrees +/-2 degrees F and a
relative humidity of 50% +/-5%. Books and paper records
can be stored at low temperatures and low relative
humidity, but materials frequently taken from storage for
use should not be kept at a temperature lower than 60
degrees F or a relative humidity lower than 45%. If
materials stored under such conditions are to be removed
frequently for consultation, provision should be made for
some kind of warm-up room to avoid having condensation
form on their surface. Leather bindings are kept best
between 45 - 55% relative humidity, while vellum or
parchment need to be stored between 50 and 60%.
Maintaining temperature and relative humidity readings
within the limits of 20 degrees F and 10% relative
humidity to avoid extreme fluctuations in either
condition is as important as the temperature and humidity
itself. Rapid changes in relative humidity cause damage
to archival and library materials, and some laboratory
evidence suggests that frequent changes in temperature
and humidity speeds up the breakdown of paper.
Mold or mildew will be prevented by maintaining the
temperature and relative humidity within the limits
stated above. In no case should permanently valuable
material be allowed to remain for any length of time in
storage areas where the temperature is above 80 degrees F
and relative humidity is above 70%. Archival and library
materials should be inspected periodically to observe any
evidence of mold formation.
2. Lighting Conditions - Archival and library materials
should be protected from the harmful effects of
ultraviolet rays in sunlight and fluorescent light.
Exposure to direct sunlight should be avoided and
ultraviolet filters should be used on fluorescent tubes
and windows in permanent records storage areas. Stack
lights should remain off except when necessary to
retrieve records or perform maintenance and other duties.
3. Vermin Control - Insect infestations and rodent problems
can be avoided by good housekeeping practices,
supplemented, when necessary, by the use of insecticides
-10-
97- �43 159
D.
and the trapping or poisoning of rodents. Smoki.ng,,
eating, and drinking, by 'staff and visitors alike, must
be prohibited in all storage and reference areas.
4. Fire Prevention and Control - Collections of permanent
value should be stored in enclosed stack areas of fire-
resistant construction protected.by fire walls, fire-
rated doors, fire detectors and halogen fire suppression
system controls.
Automatic fire dampers for heating, ventilating, and
air conditioning systems in repositories should be
installed in accordance with the National Fire Code of
the national Fire Protection Association. No smoking
should be permitted i.n any records storage or reference
room.
5. Water Damage Control - Storage areas for books or
documents of permanent value should not be below ground
level unless such areas have adequate equipment to detect
and prevent water damage from flooding. Shelving in all
storage areas housing books or records of permanent value
should be installed with bottom shelves at least 6 inches
from the floor. Such shelving should be of fire -
retardant material (.e.g., metal), chemically neutral, and
of proper size and strength to carry the weight of
materials assigned to individual shelves. Every effort
should be made to avoid placing of shelving beneath
overhead water lines or in the proximity of windows.
6. Microfilm Storage - The standards as apply for records
centers PART I, B, 7) and Chapter 1B-26.0021(3)(i),
Florida Administrative Code, are recommended for archival
microfilm storage. Working copies of microfilm should be
physically removed from areas where. the security film is
stored.
7. Electronic Media - Storage areas should be protected from
high intensity magnetic or electrical fields such as
power generators, transmission lines, electric motors,
radar, magnetic door locks and other magnetic security
devices. The building should also have proper lightning
arrestors. Media should be stored on racks designed for
that purpose, be properly grounded and at least 2 feet
away from any electrical outlets. Media should be
inspected and rewound once a year.
ARCHIVAL SUPPLIES
1. Cartons and Folders.- All paper and board stock should be
acid -free and buffered to have an alkaline reserve with a
minimum pH of 8.5. In addition, archival storage
containers should contain no li.gnin, groundwood, alum -
rosin sizing of reactive metalic materials.
160 -„- 97- 543
.5
sS.S y.
2. Fasteners - Most plastic items, such as paper clips and
sheet protectors are acceptable for use with archival
materials. Acceptable materials include polyester,
polyethylene, and triacetate. Avoid the use of poly-
vinyl chloride which is most commonly found in
photographic albums, sleeves, and slide enclosures.
3. Photographic Storage Supplies - Acid -free paper and the
plastic products described above are acceptable
photographic storage mediums. Avoid the use of envelopes
with center seams and always insert photographs into
envelopes with the emulsion side away from the seam.
Albumen prints (ca. 1850-1895) should be stored in paper
envelopes without neutral pH buffering or insert plastic
sleeves.
E. ARCHIVAL SECURITY
1. Staff - A staff security officer who is responsible for
building and staff security measures, should be
appointed. Background checks should be made of all new
employees to guard against internal theft. Keys to
secure areas should only be provided to persons who need
constant access to those areas. Employees should be
instructed on appropriate procedures to be taken in the
event of patron theft.
2. Patrons - Records of patron use, such as guest registers,
call slips, and archival or manuscript forms, should be
maintained indefinitely. These records should be
maintained for reasons of collection security and kept
confidential. Patrons utilizing valuable materials
should be interviewed and oriented to collections before
use. Proper identification, e.g. a drivers license, etc.
can be incorporated into the use procedure. Patrons
should use materials in areas which are visible to staff
at all times. The quantity of materials allowed patrons
at any one time should be limited. 'Materials used must
be maintained in their original order and not altered in
any way. Patrons should not be allowed to bring coats,
briefcases, purses, or other paraphernalia into reading
or research rooms. Researchers should make all research
notes with lead pencil or typewriter.
3. Collections - Archival materials or books should be
sufficiently cataloged, accessioned or described to
enable repositories to identify missing items. Where
feasible, all materials should be insured against theft
At a level reflecting current market values. Materials
utilized by patrons should be routinely checked before
replacement in storage areas. Acquisition and accession
-12- 97- 543 161
records should be microfilmed and stored in an area,
removed from the repository or library.
4• Building - The entry and.ezi.t of patrons from secure areas
should be controlled. Doors and windows should be
secured by dead bolt locks and other sturdy equipment.
Where funding permits, security might include the wiring
of doors and the use of other sensing devices and alarms
which will detect and warn of unauthorized intrusions. A
secured vault area should be provided for the most
valuable holdings of a repository or library.
-13-
162
97- 543
11
U
FLORIDA STATUTES (1995)
CHAPTER 92: WITNESSES, RECORDS, AND DOCUMENTS
92.29 Photographic or electronic copies. ---
Photographic reproductions or reproductions through electronic
recordkeeping systems made by any federal, state, county, or
municipal governmental board, department or agency, in the regular
course of business, of any original record, document, paper or
instrument in writing or in an electronic recordkeeping system, which
is, or may be, required or authorized to be made, filed, or recorded
with that board, department or agency shall in all cases and in all
courts and places be admitted and received as evidence with a like
force and effect as the original would be, whether the original record,
document, paper, or instrument in writing or in an electronic
recordkeeping system is in existence or not.
History: s. 1, ch. 20866, 1941; s. 7, ch. 94-348.
8-19 163
97- 543
FLORIDA STATUTES (1996)
CHAPTER 257: PUBLIC LIBRARIES AND STATE ARCHIVES
257.14 Division of Library and Information Services; rules. ---
The Division of Library and Information Services may adopt rules to
carry out the provisions of this chapter. :
History: s. 2, ch. 61-402; s. 4, ch. 63-39; ss. 10, 35, ch. 69-106; s. 21,
ch. 69-353; s. 3, ch. 83-24; s. 19, ch. 86-163. -
257.35 Florida State Archives: ---
(1) There is created within the Division of Library and Information
Services of the Department of State the Florida State Archives for the
preservation of those public records, as defined in s. 119.011(1),
manuscripts, and other archival material that have been determined
by the division to have sufficient historical or other value to warrant
their continued preservation and have been accepted by the division
for deposit in its custody. It is the duty and responsibility of the
division to:
(a) Organize and administer the Florida State Archives.
(b) Preserve and administer such records as shall be transferred to
its custody; accept, arrange, and preserve them, according to
approved archival practices; and permit them, at reasonable times
and under the supervision of the division, to be inspected, examined,
and copied. All public records transferred to the custody of the
division shall be subject to the provisions of s. 119.07(1), except that
any public record or other record provided by law to be confidential
or prohibited from inspection by the public shall be made accessible
only after a period of 50 years from the date of the creation of the
164
B-20
97- 543
record. Any nonpublic manuscript or other archival material which is
placed in the keeping of the division under special terms and
conditions, shall be made accessible only in accordance with such
law terms and conditions and shall be exempt from the provisions of
s. 119.07(1) to the extent necessary Io meet the terms and conditions
for a nonpublic manuscript or other archival material.
(c) Assist the records and information management program in the
determination of retention values for records.
(d) Cooperate with and assist insofar as practicable state institutions,
departments, agencies, counties, municipalities, and individuals
engaged in activities in the field of state archives, manuscripts, and
history and accept from any person any paper, book, record, or
similar material which in the judgment of the division warrants
preservation in the state archives.
(e) Provide a public research room where, under rules established by
the division, the materials in the state archives may be studied.
(f) Conduct, promote, and encourage research in Florida history,
government, and culture and maintain a program of information,
assistance, coordination, and guidance for public officials,
educational institutions, libraries, the scholarly community, and the
general public engaged in such research.
(g) Cooperate with and, insofar as practicable, assist agencies,
libraries, institutions, and individuals in projects designed to
preserve original source materials relating to Florida history,
government, and culture and prepare and publish handbooks, guides,
indexes, and other literature directed toward encouraging the
preservation and use of the state's documentary resources.
B-21 97- 543 165
(h) Encourage and initiate efforts to preserve, collect, process,
transcribe, index, and research the oral history of Florida
government.
(i) Assist and cooperate with the records and information
management program in the training and information program
described in s. 257.36(1)(g).
(2) Any agency is authorized and empowered to turn over to the
division any record no longer in current official use. The division, in
its discretion, is authorized to accept such record and, having done
so, shall provide .for its administration and preservation as herein
provided and, upon acceptance, shall be considered the legal
custodian -of such .record. The division is empowered to direct and
effect the transfer to the archives of any records that are determined
by the division to have such historical or other value to warrant their
continued preservation or protection, unless the head of the agency
which has custody of the records certifies in writing to the division
that the records shall be retained in the agency's custody for use in
the conduct of the regular current business of the agency.
(3) Title to any record transferred to the Florida State Archives, as
authorized in this chapter, shall be vested in the division.
(4) The division shall make certified copies under seal of any record
transferred to it upon the application of any person, and said
certificates shall have the same force and effect as if made by the
agency from which the record was received. The division may charge
a fee for this service based upon the cost of service. .
(5) The division may establish. and maintain a schedule of fees for
services which shall include, but not be limited to, restoration of
archival materials, storage of archival materials, special research
services, and publications..
166 B-22
9 7- �' �
(6) The division may establish and maintain as part of the state
archives a Florida State Photographic Collection. The division shall:
(a) Acquire, identify, appraise, arrange, index, restore, and preserve
photographs, motion pictures, drawings, and other iconographic
material considered appropriate for preservation.
(b) Initiate appropriate action to acquire, identify, preserve, recover,
and restore photographs, motion pictures, and other iconographic
material considered appropriate for preservation.
(c) Provide for an index to the historical photographic holdings of the
Florida State Photographic Collection and the State of Florida.
Any use or reproduction of material deposited with the Florida State
Photographic Collection shall be allowed pursuant to the provisions
of paragraph (1)(b) and subsection (4) provided that appropriate
credit for its use is given.
(7) The division shall promulgate such rules as are necessary to
implement the provisions of this act.
History: s. 3, ch. 81-173; s. 131, ch. 83-217; s. 45, ch. 86-163; s. 1, ch.
89-63; s. 1, ch. 91-53; s. 6, ch. 91-221; s. 113, ch. 96-406.
Note. Formers. 267.042.
257.36 Records and information management. ---
(1) There is created within the Division of Library and Information
Services of the Department of State a records and information
management program. It is the duty and responsibility of the division
to:
B-23 167
11
(a) Establish and administer a records management program directed
to the application of efficient and economical management methods
relating to the creation, utilization, maintenance, retention,
preservation, and disposal of records.
(b) Establish and operate a records center or centers primarily for the
storage, processing, servicing, and security of public records that
must be retained for varying periods of time but need not be retained
in an agency's office equipment or space.
(c) Analyze, develop, establish, and coordinate standards,
procedures, and techniques of recordmaking and recordkeeping.
(d) Ensure the maintenance and security of records which are
deemed appropriate for preservation.
(e) Establish safeguards against unauthorized or unlawful removal or
loss of records.
(f) Initiate appropriate action to recover records removed unlawfully
or without authorization.
(g) Institute and maintain a training and information program in: 1. All
phases of records and information management to bring approved
and current practices, methods, procedures, and devices for the
efficient and economical management of records to the attention of
all agencies. 2. The requirements relating to access to public records
under chapter 119.
(h) Provide a centralized program of microfilming for the benefit of all
agencies.
(i) Make continuous surveys of recordkeeping operations.
B-24
168
97` 543
0) Recommend improvements in current records management
practices, including the use of space, equipment, supplies, and
personnel in creating, maintaining, and servicing records.
(k) Establish and maintain a program in cooperation with each agency
for the selection and preservation of records considered essential to
the operation of government and to the protection of the rights and
privileges of citizens.
(1) Make, or have made, preservation duplicates, or designate existing
copies as preservation duplicates, to be preserved in the place and
manner of safekeeping as prescribed by the division.
(2)(a) All records transferred to the division may be held by it in a
records center or centers, to be designated by it, for such time as in
its judgment retention therein is deemed necessary. At such time as it
is established by the division, such records as are determined by it as
having historical or other value warranting continued preservation
shall be transferred to the Florida State Archives.
(b) Title to any record detained in any records center shall remain in
the agency transferring such record to the division.
(c) When a record held in a records center is eligible for destruction,
the division shall notify, in writing, by certified mail, the agency which
transferred the record. The agency shall have 90 days from receipt of
that notice to respond requesting continued retention or authorizing
destruction or disposal of the record. If the agency does not respond
within that time, title to the record shall pass to the division.
(3) The division may charge fees for supplies and services, including,
but not limited to, shipping containers, pickup, delivery, reference,
and storage. Fees shall be based upon the actual cost of the supplies
s-25 97- 543 169
and services and shall be deposited in the Records Management
Trust Fund.
(4) Any preservation duplicate of any record made pursuant to this
chapter shall have the same force and effect for all purposes as the
original record. A transcript, exemplification, or certified copy of such
preservation duplicate.shall be deemed, for all purposes, to be a
transcript, exemplification, or certified copy of the original record.
(5) For the purposes of this section, the term "agency" shall mean
any state, county, or municipal officer, department, division, bureau,
board, commission, or other separate unit of government created or
established by law. It is the duty of each agency to:
(a) Cooperate with the division in complying, with the provisions of
this chapter and designate a records management liaison officer.
(b) Establish and maintain an active and continuing program for the
economical and efficient management of records.
(6) Each agency shall submit to the division in accordance with the
rules of thedivision a list or schedule of records in its custody that
are not needed in the transaction of current business and that do not
have sufficient administrative, legal, or fiscal significance to warrant
further retention by the agency. Such records shall, in the discretion
of the division, be transferred to it for further retention and
preservation, as herein provided, or may be destroyed upon its
approval.
(7) No record shall be destroyed or disposed of by any agency unless
approval of the division is first obtained. The division shall adopt
reasonable rules not inconsistent with this chapter which shall be
9
170 8-26 17e 543
binding on all agencies relating to the destruction and disposal of
records. Such rules shall provide, but not be limited to:
(a) Procedures for complying and submitting to the division lists and
schedules of records proposed for disposal.
(b) Procedures for the physical destruction or other disposal of
records.
(c) Standards for the reproduction of records for security or with a
view to the disposal of the original record.
History: s. 5, ch. 67-50; ss. 10, 35, ch. 69-106; s. 4, ch. 81-173; s. 24,
ch. 83-339; s. 46, ch. 86-163; s. 8, ch. 95-296.
Note. Former s. 267.061.
257.37 Legislative intent. ---
In enacting this law, the Legislature is cognizant of the fact that there
may be instances where an agency may be microfilming and
destroying public records or performing other records management
programs pursuant to local or special acts. The Legislature is further
aware that it may not be possible to implement this chapter in its
entirety immediately upon its enactment, and it is not the legislative
intent by this chapter to disrupt the orderly microfilming and
destruction of public records pursuant to such local or special acts
above referred to, provided that such agencies make no further
disposition of public records without approval of the Division of
Library and Information Services of the Department of State pursuant
to such rules and regulations as it may establish.
History: s. 11, ch. 67-50; ss. 10, 35, ch. 69-106; s. 54, ch. 86-163.
Note. Formers. 267.10.
s-27 97- 543 171
r1
L_J
Florida Statutes (Supplement 1996)
CHAPTER 119: PUBLIC RECORDS
119.011 Definitions. ---
For the purpose of this chapter:
(1) "Public records" means all documents, papers, letters, maps,
books, tapes, photographs, films, sound recordings, data
processing software, or other material, regardless of the physical
form, characteristics, or means of transmission, made or
received pursuant to law or ordinance or in connection with the
transaction of official business by any agency.
(2) "Agency" means any state, county, district, authority, or
municipal officer, department, division, board, bureau,
commission, or other separate unit of government created or
established by law including, for the purposes of this chapter, the
Commission on Ethics, the Public Service Commission, and the
Office of Public Counsel, and any other public or private agency;
person, partnership, corporation, or business entity acting on
behalf of any public agency.
(3)(a) "Criminal intelligence information" means information with
respect to an identifiable person or group of persons collected by
a criminal justice agency in an effortto anticipate, prevent, or
monitor possible criminal activity.
(b) "Criminal investigative information" means 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, but not
limited to, information derived from laboratory tests, reports of
investigators or informants, or any type of surveillance.
B_2II 173
(c) "Criminal intelligence information" and "criminal investigative
information" shall not include: 1. The time, date, location, and
nature of a reported crime. 2. The name, sex, age, and address of
a person arrested or of the victim of a crime except as provided
in s. 119.07(3)(f). 3. The time, date, and location of the incident
and of the arrest. 4. The crime charged. 5. Documents given or
required by law or agency rule to be given to the person arrested,
except as provided in. s. 119.07(3)(f), and, except that the court in
a criminal case may order that certain information required by
law or agency rule to be given to the person arrested be
.maintained in a confidential manner and exempt from the
provisions of s. 119.07(1) until released at trial if it is found that
the release of such information would: a. Be defamatory to the
good name of a victim or witness or would jeopardize the safety
of such victim or witness; and b. Impair the ability of a state
attorney to locate or prosecute a codefendant. 6. Informations
and indictments except as provided in s. 905.26.
(d) The word "active". shall have the following meaning: 1.
Criminal intelligence. information shall be considered "active" as
long as it is related to intelligence gathering conducted with a
reasonable, good faith belief that it will lead to detection of
ongoing or reasonably anticipated criminal activities. 2. 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
intelligence and criminal investigative information shall be
considered "active" while such information 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 s. 775.15 or other statute of limitation:
(4) "Criminal justice agency" means any law enforcement agency,
court, or prosecutor. The term also includes any other agency
charged by law with criminal law enforcement duties, or any
agency having custody of criminal intelligence information or
criminal investigative information for the purpose of assisting
... � a-29
174 543
such law enforcement agencies in the conduct of active criminal
investigation or prosecution or for the purpose of litigating civil
actions under the Racketeer Influenced and Corrupt Organization
Act, during the time that such agencies are in possession of
criminal intelligence information or criminal investigative
information pursuant to their criminal law enforcement duties.
The term also includes the Department of Corrections.
History: s. 1, ch. 67-125; s. 2, ch. 73-98; s. 3, ch. 75-225; ss. 1, 2,
ch. 79-187; s. 8, ch. 85-53; s. 1, ch. 88-188; s. 5, ch. 93-404; s. 5,
ch. 93-405; s. 5, ch. 95-207; s. 6, ch. 95-296; s. 10, ch. 95-398; s.
40, ch. 96-406.
119.0115 Videotapes and video signals; exemption from chapter.
Any videotape or video signal which, under an agreement with an
agency, is produced, made, or received by, or is in the custody of,
a federally licensed radio or television.station or its agent is
exempt from this chapter.
History: s. 1, ch. 80-1.
119.02 Penalty.
A public officer who knowingly violates the provisions of s.
119.07(1) is subject to suspension and removal or impeachment
and, in addition, is guilty of a misdemeanor of the first degree,
punishable as provided in s. 775.082 or s. 775.083.
History: s. 2, ch. 5942, 1909; RGS 425; CGL 491; s. 1, ch. 17173,
1935; CGL 1936 Supp. 7520(6); s. 73, ch. 71-136; s. 6, ch. 75-225;
s. 4, ch. 84-298.
119.021 Custodian designated.
The elected or appointed state, county, or municipal officer
charged with the responsibility of maintaining the office having
public records,or his or her designee, shall be the custodian
thereof.
History: s. 2, ch. 67-125; s. 3, ch. 83-286; s. 753, ch. 95-147.
3: M
97- 543 175
119'.'03. 1 Keeping records in safe places; copying or repairing
certified copies.
Insofar as practicable, custodians of vital, permanent, or archival
records shall keep them in fireproof and waterproof safes, vaults,
or rooms fitted with noncombustible materials and in such
arrangement'as to be easily accessible for convenient use. All
public records should be kept in'the buildings in which they are
ordinarily used. Record books should be copied or repaired,
renovated, or rebound if worn, mutilated, damaged, or difficult to
read. Whenever any state, county, or municipal records are in
need of repair, restoration, or rebinding, the head of such state
agency, department, board, or commission, the board of county
commissioners of such county, or the governing body of such
municipality may authorize that such records be removed from
the building or office in which such records are ordinarily kept for
the length of time required to repair, restore, or rebind them. Any
public official who causes a record book to be copied shall attest
it and certify on oath that it is an accurate copy of the original.
book. The copy shall then have the force and effect of the
original.
History: s. 3, ch. 67-125; s. 4, ch. 83-286.
119.041 Destruction of records regulated.
(1) Every public official shall systematically dispose of records no
longer -needed, subject to the consent of the records and
information management program of the Division of Library and
Information Services of the Department of State in accordance
With s. 257.36.
(2) Agency orders that comprise final agency action and that
must be indexed or listed pursuant to s. 120.53 have continuing
legal significance; therefore, notwithstanding any other provision
of this chapter or any provision of chapter 257, each agency shall
permanently maintain records of such orders pursuant to the
applicable rules and guidelines of the Department of State.
6-31
176 9 `�_ 543
History: s. 4, ch. 67-125; ss. 10, 35, ch. 69-106; s. 5, ch. 83-286; s.
5, ch. 86-163; s. 1, ch. 91-30; s. 1, ch. 91-191; s. 17, ch. 96-410.
119.07 Ins pection,,.examination, and duplication of records;
exemptions. ---
(1)(a) Every person who has custody of a public record shall
permit the record to be inspected and examined by any person
desiring to do so, at any reasonable time, under reasonable
conditions, and under supervision by the custodian of the public
record or the custodian's designee. The custodian shall furnish a
copy or a certified copy of the record upon payment of the fee
prescribed by law or, if a fee is not prescribed by law, for
duplicated copies of not more than 14 inches by 81/2 inches,
upon payment of not more than 15 cents per one-sided copy, and
for all other copies, upon payment of the actual cost of
duplication of the record. An agency may charge no more than an
additional Scents for each two-sided duplicated copy. For
purposes, of this section, duplicated copies shall mean new
copies produced by duplicating, as defined in s. 283.30. The
phrase "actual cost of duplication" means the cost of the material
and supplies used to duplicate the record, but it does not include
the labor cost or overhead cost associated with such duplication.
However, the charge for copies of county maps or aerial
photographs supplied by county constitutional officers may also
include a reasonable charge for the labor and overhead
associated with their duplication. Unless otherwise provided by
law, the fees to be charged for duplication of public records shall
be collected, .deposited, and accounted for in the manner
prescribed for other operating funds of the agency. An agency
may charge up to $1 per copy for a certified copy of a public
record.
(b) If the nature or volume of public records requested to be
inspected, examined, or copied pursuant to this subsection is
such as to require extensive use of information technology
resources or extensive clerical or supervisory assistance by
personnel of the ragency involved, or both, the agency may
charge, in addition to the actual cost of duplication, a special
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service charge, which shall be reasonable and shall be based on
the cost incurred for such extensive use of information
technology resources or the labor cost of the personnel
providing the service that is actually incurred by the agency or
attributable to the agency for the clerical and supervisory
assistance required, or both. "Information technology resources"
shall have the same meaning as in s.. 282.3.03(13).
(c) When ballots are produced under this section for inspection
or examination, no persons other than the supervisor, of elections
or the supervisor's employees shall touch the ballots. The
supervisor of elections shall make a reasonable effort to notify all
candidates by telephone or otherwise of the time and place of the
inspection or examination. All such candidates., or their
representatives, shall be allowed to be present during the
inspection or examination.
(2)(a) A person who has custody of a public record and who
asserts that an exemption provided in subsection (3) or in a
general or special law applies to a particular public record or part
of such record shall .delete or excise from the record only that
portion of the record with respect to which an exemption has
been asserted and validly applies, and such person shall produce
the remainder of such record for inspection and examination. If
the person who has custody of a public record contends that the
record or part of it is exempt from inspection and examination, he
or she shall state the basis of the 'exemption which he or she
contends is applicable to the record, including the statutory
citation to an exemption created or afforded by statute, and, if
requested by the person seeking the right under this subsection
to inspect, examine, or copy the record, he or she shall state in
writing and with particularity the reasons for the conclusion that
the record is exempt.
(b) In any civil action in which an exemption to subsection (1) is
asserted, if the exemption is alleged to exist under or by virtue of
paragraph (c), paragraph (d), paragraph (e), paragraph (k),
paragraph (1), or paragraph (o) of subsection "(3), the public
178 B-33 a l�
tSFi
record or part thereof in question shall be submitted to the court
for an inspection in camera. If an exemption is alleged to exist
under or by virtue of paragraph (b) of subsection (3), an
inspection in camera will be discretionary with the court. If the
court finds that the asserted exemption is not applicable, it shall
order the public record or part thereof in question to be
immediately produced for inspection, examination, or copying as
requested by the person seeking such access.
(c) Even if an assertion is made by the custodian of a public
record that a requested record is not a public record subject to
public inspection and examination under subsection (1), the
requested record shall, nevertheless, not be disposed of for a
period of 30 days after the date on which a written request
requesting the right to inspect, examine, or copy the record was
served on or otherwise made to the custodian of the record by
the person seeking access to the record. If a civil action is
instituted within the 30-day period to enforce the provisions of
this section with respect to the requested record, the custodian
shall not dispose of the record except by order of a court of
competent jurisdiction after notice to all affected parties.
(d) The absence of a civil action instituted for the purpose stated
in paragraph (c) will not relieve the custodian of the duty to
maintain the record as a public record if the record is in fact a
public record subject to public inspection and examination under
subsection (1) and will not otherwise excuse or exonerate the
custodian from any unauthorized or unlawful disposition of such
record.
(3)(a) Examination questions and answer sheets of examinations
administered by a governmental agency for the purpose of
licensure, certification, or employment are exempt from the
provisions of subsection (1) and s. 24(a), Art. I of the State
Constitution. A person who has taken such an examination shall
have the right to review his or her own completed examination.
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® 1 i
(b) Active criminal intelligence information and active criminal
investigative information are exempt from the provisions of
subsection,-(1) and s. 24(a), Art. I of the State Constitution.
(c) Any information revealing the identity of a confidential
informant or a confidential source is exempt from the provisions
of subsection (1) and s. 24(a), Art. I of the State Constitution.
(d) Any information revealing surveillance techniques or
procedures or personnel is exempt from the provisions of
subsection (1) and s. 24(a), Art. 1 of the State Constitution. Any
comprehensive inventory of state and local law enforcement
resources compiled pursuant to part 1, chapter 23, and any
comprehensive policies or plans. compiled by a criminal justice
agency pertaining to the mobilization, deployment, or tactical
operations involved in responding to emergencies, as defined in
s. 252.34(3), are exempt from the provisions of subsection (1) and
s. 24(a), Art: I of the State Constitution and unavailable for
inspection, except by personnel authorized by a state or local law
enforcement agency, the office of the Governor, the Department
of Legal Affairs, the Department of Law Enforcement, or the
Department of Community Affairs as having an official need for
access to the inventory or comprehensive policies or plans.
(e) Any information revealing undercover personnel of any
criminal justice agency is exempt from the provisions of
subsection (1) and s. 24(a), Art. I of the State Constitution.
(f) Any criminal intelligence information or criminal investigative
information including the photograph, name, address, or other
fact or information which reveals the identity of the victim of the'
crime of sexual battery as defined in chapter 794; the identity of
the victim of the crime of lewd, lascivious, or indecent assault
upon or in the presence of a child, as defined in chapter 800; or
the identity of the victim of the crime of child.abuse as defined by
chapter 827 and any criminal intelligence information or criminal
investigative information or other criminal record, including
those portions of court records and court proceedings, which
may reveal the identity of a person who is a victim of any sexual
B-35
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9543
offense, including a sexual -offense proscribed in chapter 794,
chapter 800, or chapter 827, is exempt from the provisions of
subsection (1) and s. 24(a), Art. I of the State Constitution.
(g) Any criminal intelligence information or criminal investigative
information which reveals the personal assets of the victim of a
crime, other than property stolen or destroyed during the
commission of the crime, is exempt from the provisions of
subsection (1) and s. 24(a), Art. I of the State Constitution.
(h) All criminal intelligence and criminal investigative information
received by a criminal justice agency prior to January 25, 1979, is
exempt from the provisions of subsection (1) and s. 24(a), Art. I of
the State Constitution.
(i) 1. The home addresses, telephone numbers, social security
numbers, and photographs of active or former law enforcement
personnel, including correctional and correctional probation
officers, personnel of the [Footnote 1] Department of Health and
Rehabilitative Services whose duties include the investigation of
abuse, neglect, exploitation, fraud, theft, or other criminal
activities, and personnel of the Department of Revenue or local
governments -whose responsibilities include revenue collection
and enforcement or child support enforcement; the home
addresses, telephone numbers, social security numbers,
photographs, and places of employment of the spouses and
children of such personnel; and the names and locations of
schools and day care facilities attended by the children of such
personnel are exempt from the provisions of subsection (1). The
home addresses, telephone numbers, and photographs of
firefighters certified in compliance with s. 633.35; the home
addresses, telephone numbers, photographs, and places of
employment of the spouses and children of such firefighters; and
the names and locations of schools and day care facilities
attended by the children of such firefighters are exempt from
subsection (1). The home addresses and telephone numbers of
justices of the Supreme Court, district court of appeal judges,
circuit court judges, and county court judges; the home
addresses, telephone numbers, and places of employment of the
B-36 97- 543 181
spouses and children of justices and judges; and the names and
locations of schools and day care facilities attended by the
children of justices and judges are exempt from the provisions of
subsection (1). The home addresses, telephone numbers, social
security numbers, and photographs of current or former state
attorneys, assistant state attorneys, statewide prosecutors, or
assistant statewide prosecutors; the home addresses, telephone
numbers, social security numbers, photographs, and places of
employment of the spouses and children of current or former
state attorneys, assistant state attorneys, statewide prosecutors,
or assistant statewide prosecutors; and the names and locations
of schools and day care facilities attended by the children of
current or former state attorneys, assistant state attorneys,
statewide prosecutors, or assistant statewide prosecutors are
exempt from subsection (1) and s. 24(a), Art. I of the State
Constitution. The home addresses and home telephone numbers
of county and municipal code inspectors and code enforcement
officers are confidential and exempt from the provisions of
subsection (1) and s. 24(a), Art.'l of. the State Constitution. 2. An
agency that is the custodian of the personal information specified
in subparagraph 1. and that is not the employer of the officer,
employee, justice, judge, or other person specified in
subparagraph 1. shall maintain the confidentiality of the personal
information only if the. officer, employee, justice, judge, other
person, or.employing agency of the designated employee
submits a written request for confidentiality to the custodial
agency.
Q) Any information provided to an agency of state government or
to an agency of a political subdivision of the state for the purpose
of forming ridesharing arrangements, which information reveals
the identity of an individual who has provided his or her name for
ridesharing, as defined in s. 341.031, is exempt from the
provisions of subsection (1) and s. 24(a), Art. I of the State
Constitution.
(k) Any information revealing the substance of a confession of a
person arrested is exempt from the provisions of subsection (1)
and s. 24(a), Art. I of the State Constitution, until such time as the
182 B-37 07— 543
criminal case is finally determined by adjudication, dismissal, or
other final disposition.
(1) 1. A public record which was prepared by an agency attorney
(including an attorney employed or retained by the agency or
employed or retained by another public officer or agency to
protect or represent the interests of the agency having custody of
the record) or prepared at the attorney's express direction, which
reflects a mental impression, conclusion, litigation strategy, or
legal theory of the attorney or the agency, and which was
prepared exclusively for civil or criminal litigation or for
adversarial administrative proceedings, or which was prepared in
anticipation of imminent civil or criminal litigation or imminent
adversarial administrative proceedings, is exempt from the
provisions of subsection (1) and s. 24(a), Art. I of the State
Constitution until the conclusion of the litigation or adversarial
'administrative proceedings. For purposes of capital collateral
litigation as set forth in s. 27.7001, the Attorney General's office is
entitled to claim this exemption for those public records prepared
for direct appeal as well as for all capital collateral litigation after
direct appeal until execution of sentence or imposition of a life
sentence. 2. This exemption is not waived by the release of such
public record to another public employee or officer of the same
agency or any person consulted by the agency attorney. When
asserting the right to withhold a public record pursuant to this
paragraph, the agency shall identify the potential parties to any .
such criminal or civil litigation or adversarial administrative
proceedings. if a court finds that the document or other record
has been improperly withheld under this paragraph, the party
seeking access to such document or record shall be awarded
reasonable attorney's fees and costs in addition to any other
remedy ordered by the court.
(m) Sealed bids or proposals received by an agency pursuant to
invitations to bid or requests for proposals are exempt from the
provisions of subsection (1) and s. 24(a), Art. I of the State
Constitution until such time as the agency provides notice of a
decision or intended decision pursuant to s. 120.57(3)(a) or within
10 days after bid or proposal opening, whichever is earlier.
B-38 97_ 543 183
art.
(n) when an agency of the executive branch of state government
seeks to acquire real property by purchase or through the
exercise of the power of eminent domain all appraisals, other
reports relating to value, offers, and counteroffers must be in
writing and are exempt from the provisions of subsection (1) and
s. 24(a), Art. I of the State Constitution until execution of a valid
option contract or a written offer to sell that has been
conditionally accepted by the agency, at which time the
exemption shall expire. The agency shall not finally accept the
offer for a period of 30 days in order to allow public review of the
transaction. The agency may give conditional acceptance to any
option or offer subject only to final acceptance by the agency
after the 30-day review period. if a valid option contract is not
executed, or if a written offer to sell is not conditionally accepted
by the agency, then the exemption from the provisions of this
chapter shall expire at the conclusion of the condemnation
litigation of the subject property. An agency of the executive
branch may exempt title information, including names and
addresses of property owners whose property is subject to
acquisition by purchase or through the exercise of the power of
eminent domain, from the provisions of subsection (1) and s.
24(a), Art. I of the State Constitution to the same extent as
appraisals, other reports relating to value, offers, and
counteroffers. For the purpose of this paragraph, "option
contract" means an agreement of an agency of the executive
branch of state government to purchase real property subject to
final agency approval. This paragraph shall have no application
to other exemptions from the provisions of subsection (1) which
are contained in other provisions of law and shall not be
construed to be an express or implied repeal thereof.
(o) Data processing software obtained by an agency under a
licensing agreement which prohibits its disclosure and which
software is a trade secret, as defined in s. 812.081, and agency -
produced data processing software which is sensitive are exempt
from the provisions of subsection (1) and s. 24(a), Art. i of the
State Constitution. The designation of agency -produced software
as sensitive shall not prohibit an agency head from sharing or
•
184 97 - 513
exchanging such software with another public agency. As used in
this paragraph: 1. "Data processing software" has the same
meaning as in s.' 282.303(8). 2. "Sensitive" means only those
portions of data processing software, including the specifications
and documentation, used to: a. Collect, process, store, and
retrieve information which is exempt from the provisions of
subsection (1); b. Collect, process, store, and retrieve financial
management information of the agency, such as payroll and
accounting records; or c. Control and direct access
authorizations and security measures for automated systems.
(p) All complaints and other records in the custody of any unit of
local government which relate to a complaint of discrimination
relating to race, color, religion, sex, national origin, age,
handicap, marital status, sale or rental of housing, the provision
of brokerage services, or the financing of housing are exempt
from the provisions of subsection (1) and s. 24(a), Art. I of the
State Constitution until a finding is made relating to probable
cause, the investigation of the complaint becomes inactive, or the
complaint or other record is made part of the official record of
any hearing or court proceeding. This provision shall not affect
any function or activity of the Florida Commission on Human
Relations. Any state or federal agency which is authorized to
have access to such complaints or records by any provision of
law shall be granted such access in the furtherance of such
agency's statutory duties, notwithstanding the provisions of this
section. This paragraph shall not be construed to modify or
repeal any special or local act.
(q) All complaints and other records in the custody of any agency
in the executive branch of state government which relate to a
complaint of discrimination relating to race, color, religion, sex,
national origin, age, handicap, or marital status in connection
with hiring practices, position classifications, salary, benefits,
discipline, discharge, employee performance, evaluation, or other
related activities are exempt from the provisions of subsection (1)
and s. 24(a), Art. I of the State Constitution until a finding is made
relating to probable cause, the investigation of the complaint
becomes inactive, or the complaint or other record is made part
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97- 543 185
0. 0
0-
of the official record of any hearing or court proceeding. This
provision shall not affect any function or activity of the Florida
Commission on Human Relations. Any state or federal agency
which is authorized to have access to such complaints or records
by any provision of law shall be granted such access in the
furtherance of such agency's statutory duties, notwithstanding
the provisions of this section.
(r) All records supplied by a telecommunications company, as
defined by s. 364.02, to a state or local governmental agency
which contain the name, address, and telephone number of
subscribers are confidential and exempt from the provisions. of
subsection (1) and s. 24(a), Art. I of the State Constitution.
(s) Any document which reveals the identity, home or
employment telephone number, home or employment address, or
personal assets of ther victim of a crime and identifies that person
as the victim of a crime, which document is received by any
agency that regularly receives information from or concerning
the victims of crime, is exempt from the provisions of subsection
(1) and s. 24(a), Art. I of the State Constitution. Any information
not otherwise held confidential or exempt from the provisions of
subsection (1) which reveals the home or employment telephone
number, home or employment address, or personal assets of a
person who has been the victim of sexual battery, aggravated
child abuse, aggravated stalking, harassment, aggravated
battery, or domestic violence is exempt from the provisions of
subsection (1) and s. 24(a), Art. -1 of the State Constitution, upon
written .request by the victim, which must include official
verification that an applicable crime has occurred. Such
information shall cease to be exempt 5 years after the receipt of .
the written request. Any state or federal agency which is
authorized to have access to such documents by any provision of
law shall be granted such access in the furtherance of such
agency's statutory duties, notwithstanding the provisions of this
section.
(t) Any financial statement which an agency requires a
prospective bidder to submit in order to prequalify for bidding or
186 B-41
t1P::
for responding to a proposal for a road or any other public works
project is exempt from the provisions of subsection (1) and s.
24(a), Art. I of the State Constitution.
(u) Where the alleged victim chooses not to file a complaint and
requests that records of the complaint remain confidential, all
records relating to an allegation of employment discrimination
are confidential and exempt from the provisions of subsection (1)
and s. 24(a), Art. I of the State Constitution.
(v) Medical information pertaining to a prospective, current, or
former officer or employee of an agency which, if disclosed,
would identify that officer or employee is exempt from the
provisions of subsection (1) and s. 24(a), Art.] of the State
Constitution. However, such information may be disclosed if the
person to whom the information pertains or the person's legal
representative provides written permission or pursuant to court
order.
(w) 1. If certified pursuant to subparagraph 2., an investigatory
record of the Chief Inspector General within the Executive Office
of the Governor or of the employee designated by an agency
head as the agency inspector general under s. 112.3189 is
exempt from the provisions of subsection (1) and s. 24(a), Art. 1 of
the State Constitution until the investigation ceases to be active,
or a report detailing the investigation is provided to the Governor
or the agency head, or 60 days from the'inception of the
investigation for which the record was made or received,
whichever first occurs. Investigatory records are those records
which are related to the investigation of an alleged, specific act or
omission or other wrongdoing, with respect to an identifiable
person or group of persons, based on information compiled by
the Chief Inspector General or by an agency inspector general, as
named under the provisions of s. 112.3189, in the course of an
investigation. An investigation is active if it is continuing with a
reasonable, good faith anticipation of resolution and with
reasonable dispatch. 2. The Governor, in the case of the Chief
Inspector General, or agency head, in the case of an employee
designated as the agency inspector general under s. 112.3189,
B-42 97-- 543 187
may certify,;such investigatory records require an exemption to
protect ttie',integrity of the investigation or avoid unwarranted
damage to an individual's good name or reputation. The
certification shall specify the nature and purpose of the
investigation and shall be kept with the exempt records and made
public when the records are made public. 3. The provisions of
this paragraph do not apply to whistle -blower investigations
conducted pursuant'to the provisions of ss. 112.3187, 112.3188,
112.3189, and 112.318.95. .
(x) The social security numbers of all current and former agency
employees which numbers are contained in agency employment
records are exempt from subsection (1) and exempt from s.' 24(a),
Art. I of the State Constitution. As used in this paragraph, the
term "agency" means an agency as defined in s. 119.011.
(y) The audit report of an internal auditor prepared for or on
behalf of a unit of local government becomes a public record
when the audit becomes final. As used in this paragraph, "unit of
local government" means a county, municipality, special district,
local agency, authority, consolidated city -county government, or
any other local governmental body or public body corporate or
politic authorized or created by general or special law. An audit
becomes final when the audit report is presented to the unit of
local government. Audit workpapers and notes related to such
audit report are confidential and exempt from the provisions of
subsection (1) and s. 24(a), Art. I of the State Constitution until
the audit is completed and the audit report becomes final.
(z) Bank account numbers or debit, charge, or credit card
numbers given to an agency for the purpose of payment of any
fee or debt owing are confidential and exempt from subsection
(1) and s. 24(a), Art. I of the State Constitution. However, such
numbers may be used by an agency, as needed, in any
administrative or judicial proceeding, provided such numbers are
kept confidential and exempt, unless otherwise ordered by the
court. This paragraph is subject to the Open Government Sunset
Review Act of 1995 in accordance with s. 119.15, and shall stand
B-43
188
® r 1({
I 41 n
' repealed on October 2, 2001, unless reviewed and saved from
repeal through reenactment by the Legislature.
(aa) Any data, record, or document used directly or solely by a
municipally owned utility to prepare and submit a bid relative to
the sale, distribution, or use of any service, commodity, or
tangible personal property to any customer or prospective
customer shall be exempt from the provisions of subsection (1)
and s. 24(a), Art. I of the State Constitution. This exemption
commences when a municipal utility identifies in writing a
specific bid to which it intends to respond. This exemption no
longer applies when the contract for sale, distribution, or use of
the service, commodity, or tangible personal property is
executed, a decision is made not to execute such contract, or the
project is no longer under active consideration. The exemption in
this paragraph includes the bid documents actually furnished in
response to the request for bids. However, the exemption for the
bid documents submitted no longer applies after the bids are
opened by the customer or prospective customer. This paragraph
is subject to the Open Government Sunset Review Act of 1995 in
accordance with s. 119.15, and shall stand repealed on October 2,
2001, unless reviewed and saved from repeal.through
reenactment by the Legislature.
(4) Nothing in this section shall be construed to exempt from
subsection (1) a public record which was made a part of a court
file and which is not specifically closed by order of court, except
as provided in paragraphs (c), (d), (e), (k), (1), and (o) of
subsection (3) and except information or records which may
reveal the identity of a person who is a victim of a sexual offense
as provided in paragraph (f) of subsection (3).
(5) An exemption from this section does not imply an exemption
from or exception to s. 286.011. The exemption from or exception
to s. 286.011 must be expressly provided.
(6) Nothing in subsection (3) or any other general or special law
shall limit the access of the Auditor General or any state, county,
municipal, university, board of community college, school
B-44 q7- 543 189
9
district,."pecial district internal auditor to public records when
E
such auditor states in writing that such records are needed for a
properly authorized audit or investigation. Such auditor shall
maintain the confidentiality. of any public records that are
confidential or exempt from the provisions of subsection (1) and
shall be subject to the same penalties as the custodians of those
public records for violating confidentiality.
(7)(a) Any person or organization, including the [Footnote 1]
Department of Health and Rehabilitative Services, may petition
the court for an order making public the records of the [Footnote
1] Department of Health and Rehabilitative Services that pertain
to investigations of alleged abuse, neglect, abandonment, or
exploitation of a child, a disabled adult, or an elderly person. The
court shall determine if good cause exists for public access to
the records sought or a, portion thereof. In making this
determination, the court shall balance the best interest of the
disabled adult, elderly person, or child who is the focus of the
investigation, and in the case of the child, the, interest of that
child's siblings, together with the privacy right of other persons
identified in the reports against the public interest. The public
interest in access to such records is reflected in s. 119.01(1), and
includes the need for citizens to know of and adequately evaluate
the actions of the [Footnote 1] Department of Health and
Rehabilitative Services and the court system in providing
disabled adults, elderly persons, and children of this state with
the protections enumerated in ss. 415.101 and 415.502. However,
nothing in this subsection shall contravene the provisions of ss.
415.51 and 415.107, which protect the name of any person
reporting the abuse, neglect, or exploitation of a child, a disabled
adult, or an elderly person.
(b) 1. In..cases involving the death of a disabled adult or an elderly
person as the result of abuse, neglect, or exploitation, there shall
be a presumption that the best interest of the disabled adult or
elderly person and the public interest will be served by full public
disclosure of the circumstances of the investigation of the death
and any other investigation concerning the disabled adult or
190 B-45
elderly person. 2. In cases involving the death of a child as the
result of abuse, neglect, or abandonment, there shall be a
presumption that the best interest of the child and the child's
siblings and the public interest will be served by full public
disclosure of the circumstances of the investigation of the death
of the child and any other investigation concerning the child and
the child's siblings.
(c) In cases involving serious bodily injury to a child, a disabled
adult or an elderly person, the [Footnote 1] Department of Health
and Rehabilitative Services may petition the court for an order for
the immediate public release of records of the [Footnote 1]
department which pertain to the investigation of abuse, neglect,
abandonment, or exploitation of the child, disabled adult, or
elderly person who suffered serious bodily injury. The petition
must be personally served upon the child, disabled adult, or
elderly person, the child's parents or guardian, the legal guardian
of that person, if any, and any person named as an alleged
perpetrator in the report of abuse, neglect, abandonment, or
exploitation. The court must determine if good cause exists for
the public release of the records sought no later than 24 hours,
excluding Saturdays, Sundays, and legal holidays, from the date
the [Footnote 1] department filed the petition with the court. If the
court has neither granted nor denied the petition within the 24- -
hour time period, the [Footnote 1] department may release to the
public summary information including: 1. A confirmation that an
investigation has been conducted concerning the alleged victim.
2. The dates and.brief description of procedural activities
undertaken during the [Footnote 1] department's investigation. 3.
The date of each judicial proceeding, a summary of each
participant's recommendations made at the judicial proceedings,
and the rulings of the court. The summary information may not
include the name of, or other identifying information with respect
to, any person identified in any investigation. In making a
determination to release confidential information, the court shall
balance the best interests of the disabled adult or elderly person
or child who is the focus of the investigation and, in the case of
the child, the interests of that child's siblings, together with the
privacy rights of other persons identified in the reports against
B-46 97- 543
191
the public interest for access to public records. However, nothing
in this paragraph- shall contravene the provisions of ss. 415.51
and 415.107, which protect the name of any person reporting
abuse, neglect, or exploitation of a child, a disabled adult, or an
elderly person.
(d) In cases involving the death of a child or a disabled adult or
an elderly person, the [Footnote 1] Department of Health and
Rehabilitative Services may petition the court for an order for the
immediate public release of records of the [Footnote 1]
department which pertain to the investigation of abuse, neglect,
abandonment, or exploitation of the child, disabled adult, or
elderly person who died. The [Footnote 1] department must
personally serve the petition upon the child's parents or
guardian, the legal guardian of the disabled adult or elderly
person, if any, and any person named as an alleged perpetrator in
the report of abuse, neglect, abandonment, or exploitation. The
court must determine if good cause exists for the public release
of the records sought no later than 24 hours, excluding
Saturdays, Sundays, and legal holidays, from the date the
[Footnote 1] department filed the petition with the court. If the
court has neither granted nor denied the petition within the 24-
hour time period, the [Footnote 1] department may release to the
public summary information including: 1. A confirmation that an
investigation has been conducted concerning the alleged victim.
2. The dates and brief description of procedural activities
undertaken during the [Footnote 1] department's investigation. 3.
The date of each judicial proceeding, a summary of each
participant's recommendations made at the judicial proceedings,
and the ruling of the court. In making a determination to release
confidential information, the court shall balance the best
interests of the disabled adult or elderly person or child who is
the focus.of the investigation and, in the case.of the child, the
interest of that child's siblings, together with the privacy right of
other persons identified in the reports against the public interest.
However, nothing in this paragraph shall contravene the
provisions of ss. 415.51 and 415.107, which protect the name of
any person reporting abuse, neglect, or exploitation of a child, a.
disabled adult, or an elderly person.
192 - 6-47 9 7 -
(e) When the court determines that good cause for public access
exists, the court shall direct that the [Footnote 1] department
redact the name of and other identifying information with respect
to any person identified in any unfounded report or proposed
confirmed report or report closed without classification, or in any
report that has not yet been classified pursuant to s. 415.1045(7),
until such time as the court finds that there Is probable cause to
believe that the person identified committed an act of alleged
abuse, neglect, or abandonment.
(8) The provisions of this section are not intended to expand or
limit the provisions of Rule 3.220, Florida Rules of Criminal
Procedure, regarding the right and extent of discovery by the
state or by a defendant in a criminal prosecution or in collateral
postconviction proceedings. This section may not be used by any
inmate as the basis for failing to timely litigate any postconviction
action.
History: s. 7, ch. 67-125; s. 4, ch. 75-225; s. 2, ch. 77-60; s. 2, ch.
77-75; s. 2, ch. 77-94; s. 2, ch. 77-156; s. 2, ch. 78-81; ss. 2, 4, 6,
ch. 79-187; s. 2, ch. 80-273; s. 1, ch. 81-245; s. 1, ch. 82-95; s. 36,
ch. 82-243; s. 6, ch. 83-215; s. 2, ch. 83-269; s. 1, ch. 83-286; s. 5,
ch. 84-298; s. 1, ch. 85-18; s. 1, ch. 85-45; s. 1, ch. 85-73; s. 1, ch.
85-86; s. 7, ch. 85-152; s. 1, ch. 85-177; s. 4, ch. 85-301; s. 2, ch.
86-11; s. 1, ch. 86-21; s. 1, ch. 86-109; s. 2, ch. 87-399; s. 2, ch. 88-
188; s. 1, ch. 88-384; s. 1, ch. 89-29; s. 7, ch. 89-55; s. 1, ch. 89-80;
s. 1, ch. 89-275; s. 2, ch. 89-283; s. 2, ch. 89-350; s. 1, ch. 89-531;
s. 1, ch. 90-43; s. 63, ch. 90-136; s. 2, ch. 90-196; s. 4, ch. 90-211;
s. 24, ch. 90-306; ss. 22, 26, ch. 90-344; s. 116, ch. 90-360; s. 78,
ch. 91-45; s. 11, ch. 91-57; s. 1, ch. 91-71; s. 1 ch. 91-96; s. 1, ch.
91-130; s. 1, ch. 91-149; s. 1, ch. 91-219; s. 1, ch. 91-288; ss. 43,
45, ch. 92-58; s. 90, ch. 92-152; s. 59, ch. 92-289; s. 217, ch. 92-
303; s. 1, ch. 93-87; s. 2, ch. 93-232; s. 3, ch. 93-404; s. 4, ch. 93-
405; s. 4, ch. 94-73; s. 1, ch. 94-128; s. 3, ch. 94-130; s. 67, ch. 94-
164; s. 1, ch. 94-176; s. 1419,, ch. 95-147; ss. 1, 3, ch. 95-170; s. 4,
ch. 95-207; s. 1, ch. 95-320; ss. 1, 21 33 59 69 71 89 % 11, 12, 14, 15,
16, 18, 19, 20, 22, 23, 249 259 26, 299 30, 31, 32, 33, 34, 35, 36, ch.
95-398; s. 1, ch. 95-399; s. 121, ch. 95-418; s. 3, ch. 96-178; s. 1,
B-48 193
0 .0
ch. 96-230; s. 5, ch. 96-268; s. 4, ch. 96-290; s. 41, ch. 96-406; s.
18, ch. 96-410.
[Footnote 1] Note. The Department of Health and Rehabilitative
Services was redesignated as the Department of Children and
Family Services by s. 5, ch. 96-403,. and the Department of Health
was created by s. 8, ch. 96-403.
119.08 Photographing public records. ---
(1)(a) In all cases where the public or any person interested has a
right to inspect or take extracts or make copies from any public
record, instruments or documents, any person shall hereafter
have the right of access to said records, documents or
instruments for the purpose of making photographs of the same
while in the possession, custody and control of the lawful
custodian thereof, or his or her authorized deputy.
(b) This section applies to the making of photographs in the
conventional sense by utilization of a camera device to capture
images of documents, paper, books, receipts, paper
photographs, and other similar media and excludes the
duplication of microfilm in the possession of the clerk of the
circuit court where a copy -of the microfilm may be made available
by the clerk.
(2) Such work shall be done under the supervision of the lawful
custodian of the said records, who shall have the right to adopt
and .enforce reasonable rules governing the said work. Said work
shall, where possible, be done in the room where the said
records, documents or instruments are by law.kept, but if the
same in the judgment of the lawful custodian of the said records,
documents or instruments be impossible or impracticable, then
the said work shall be done in such other room or place as nearly
adjacent to the room where the said records, documents and
instruments are kept as determined by the lawful custodian
thereof.
��
194 543
(3) Where the providing of another room or place is necessary,
the expense of providing the same shall be paid by the person
desiring to photograph the said records, instruments or
documents. While the said work hereinbefore mentioned is in
progress, the lawful custodian of said records may charge the
person desiring to make the said photographs for the services of
a deputy of the lawful custodian of said records, documents or
instruments to supervise the same, or for the services of
the said lawful custodian of the same in so doing at a rate of
compensation to be agreed upon by the person desiring to make
the said photographs and the custodian of the said records,
documents or instruments, or in case the same fail to agree as to
the said charge, then by the lawful custodian thereof.
History: s. 8, ch. 67-125; s. 1, ch. 89-57; s. 756, ch. 95-147.
[Footnote 1]
119.09 Assistance of the Division of Library and Information
Services, records and information management program, of the
Department of State.
The Division -of Library and Information Services, records and
information management program, of the Department of State
shall have the right to examine into the condition of public
records and shall give advice and assistance to public officials in
the solution of their problems of preserving, creating, filing, and
making available the public records in their custody. Public
officials shall assist the division by preparing an inclusive
inventory of categories of public records in their custody. The
division shall establish a time period for the retention or disposal
of each series of records. Upon the completion of the inventory
and schedule, the division shall (subject to the availability of
necessary space, staff, and other facilities for such purposes)
make space available in its records center for the filing of
semicurrent records so scheduled and in its archives for
noncurrent records of permanent value and shall render such
other assistance as needed, including the microfilming of
records so scheduled.
History: s. 9, ch. 67-125; ss. 10, 35, ch. 69-106; s. 6, ch. 83-286; s.
7, ch. 86-163.
B-50 97_ 543 195
'"
0 . 0
119.092 Registration by federal. employer's registration number.
Each state agency which registers or licenses corporations,
partnerships, or other business entities shall include, by July 1,
1978, within its numbering system, the federal employer's
identification number of each corporation, partnership, or other
business entity registered or licensed by it. Any state agency may
maintain a dual numbering system in which the federal
employer's identification number or the state agency's own
number is the primary identification number; however, the
records of such state agency shall be designed in such a
way that the record of any business entity is subject to direct
location by the federal employer's identification number. The
Department of State shall keep a registry of federal employer's
identification numbers of all business entities, registered with the
Division of Corporations, which registry of numbers may be used
by all state agencies.History: s. 1, ch. 77-148.
119.10 Violation 'of chapter; penalties. ---
(1) Any public officer who violates any provision of this chapter is
guilty of a noncriminal infraction, punishable by fine not
exceeding $500.
(2) Any person willfully and knowingly violating any of the
provisions of this chapter is guilty of a misdemeanor of the first
degree, punishable as provided in s. 775.082 or s. 775.083.
History: s. 10, ch. 67-125; s. 74, ch. 71-136; s. 5, ch. 85-301.
196 B-51 97-- 543
STATE OF FLORIDA
DEPARTMENT OF STATE
Division of Library and
Information Services
Form ME107114-93
CORDS DISPOSITION REQVT
NO.
PAGE 1 OF PAGES
1. AGENCY,
2. DIVISION
3. BUREAU
CITY OF MIAMI
4. ADDRESS (Street, City, and Zip Code)
5. CONTACT (Name & Telephone Number)
3500.Pan American Drive
Miami, Florida 33133-0708
6. SUBMITTED BY: I hereby certify that the records to be disposed of
SUBMIT TO:
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
Mail Station 9A
The Capitol
Signature Date
Tallahassee, FL 32399-0250
Name and Title
7. BUREAU OF ARCHIVES & RECORDS MANAGEMENT REVIEW
S. NOTICE OF INTENTION
(FOR DIVISION USE ONLY)
The scheduled records fisted in Item 9 are to be disposed of in the
manner checked below (specify only one):
TECHNICIAN REVIEW
ANALYST REVIEW
_ a. Destruction _ b. Microfilming and Destruction
ARCHIVIST REVIEW
c. Other
SUPERVISOR REVIEW
_
9. UST OF RECORD SERIES
d.
f.
g.
a.
b.
C.
Retention
e.
Volume
Disposition
Schedule
Item
Tide
(Division
Inclusive
in
Action and Date
No.
No.
use Only)
Dates
Cubic Feet
Completed After
Authorization
• NOTE: FOR CONTINUATION USE Form LSSE108 •
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 Tide
Director, Division of Library Date
and Information Services
Witness
NOTE: Upon disposition retain this form for your records. 197
M
91 r-I r" A 6-%
STATE OF FLORIDA
DEPARTMENTvisionOF Sand CORDS DISPOSITION REQ T NO.
Division of Library end0
Information Services (CONTINUED) PAGE OF PAGES
Form LS6E708F4-83
1. AGENCY 2. DIVISION 3. BUREAU
CITY OF MIAMI
a. b.
Schedule Item
No. I No.
9. UST OF RECORD SERIES
d.
C. Retention
Tide (Division
use Only)
f.
g.
e.
Volume
Disposition
Inclusive
in
Action and Date
Dates
Cubic Feet
Completed After
Authorization
n
•:
City of Miami
Record Series Inventory
1. Date prepared
2. Building and address
3.Office and room #
4. Series location
5. Contact person & phone#
r6-Series Title
7. Inclusive dates
8. Series description
9. Medium
10. Record Format
Opaper
O Folders or loose paper
Omicroform
OBound volume
0 electronic
OCard file
0 audiovisual
OPlan & drawings
OMaps
O Computer generated
11. Storage Medium
12. Arrangement
0 4 drawer vertical
O Subject file classification system
05 drawer vertical
OAlphabetical by name
04 drawer lateral
O Alphabetical by subject
O5 drawer lateral
O Geographical (specify)
O Open shelving
0 Numerical by (specify)
O map drawers
Chronological
O boxes
OOther (specify)
13. Volume (in cu. ft.)
, ,
14. Originals(u duplicate explain location & medium)
Oyes O No
15. Condition
0 Good
OFair
OPoor
u 7- 543 19
B-54
r
200
16. Vital records status. 0 Yes 0 No
17. Restricted O Yes ONO
Confidential 0 Yes 0 No
18. Finding Aids
19. Annual accumalation.
Cubic Feet
Inches
2U.Cutoff (e.g. end of rascal year)
21. Disposition Authority:
22. Additional information:
23. Preparer nacre and department
B-56 r �,
STATE OF FLORIDA
DEPARTMENT OFST
Division of Library andnd
Information Services
ORDS RETENTION SCHED
SCHEDULE NO.
Form LSSE105R4-93
PAGE 1 OF PAGES
1. AGENCY
2. DIVISION
3. BUREAU
CIT17 OF MIAMI
4. ADDRESS (Street, City, and Zip Code)
5. CONTACT (Name & Telephone Number)
3500 Pan American Drive
Miami, Florida 33133-0708
6. AGENCY CERTIFICATION
1 hereby certify that 1 have examined this schedule and that records
SUBMIT TO:
required for audit have been identified.
Florida Department of State
Bureau of Archives and Records Management
Signature Date
Mail Station 9A
The Capitol
Tallahassee, FL 32399-0250
Name and Title
7. LIST OF RECORD SERIES
a.
b.
C.
ACTION TAKEN
ITEM
TITLE, DESCRIPTION AND RECOMMENDED RETENTION
(FOR DIVISION
NO.
USE ONLY)
NOTE: FOR CONTINUATION USE Form LS5E106
S. ACTION AUTHORIZED AS INDICATED IN COLUMN 7c.
9. BUREAU OF ARCHIVES & RECORDS MANAGEMENT REVIEW
(FOR DIVISION USE ONLY)
(FOR DIVISION USE ONLY)
TECHNICIAN REVIEW
ANALYST REVIEW
ARCHIVIST REVIEW
Director, Division of Library Date
and Information Services
SUPERVISOR REVIEW
11�b/ 9 7 — E),43 "1
STATE OF FLORIDA p r
DEPARTMENTOFSTnd CORDS RETENTION SCHED E SCHEDULE NO.
Division of Library and
trdormation Services' PAGE OF PAGES
Fo.m LS6E,06Ra-ss (CONTINUED) —
1. AGENCY 2. DIVISION 3. BUREAU
CITY OF MIAMI
7. LIST OF RECORD SERIES
a b. C.
ACTION TAKEN
ITEM TITLE, DESCRIPTION AND RECOMMENDED RETENTION (FOR DIVISION
NO.
USE ONLY)
a-58 107-- 543
INSTRU .TIONS FOR PREPARING FORM LS5E105
FOR COMPLETE INSTRUCTIONS REFER TO BASICS OF RECORDS MANAGEMENT HANDB
SCHEDULE NO.:
Indicate the Schedule No. in the upper right corner.
RECOMMENDED RETENTION
Indicate the recommended retention period for
PAGE NOs.:
Indicate the Page Number and the Total Number of
the Record Series.
Pages in the upper right corner.
EXAMPLES OF RETENTION PERIODS INCLUDE: -
* Three (3) fiscal years provided applicable
BLOCKS 1-5:
Provide complete identification for each item.
audits have been released.
* Permanent; microfilm optional.
BLOCK 6:
Complete with agency authorizing signature, date,
* Permanent; retain in office ten (10) years;
name, and title.
then transfer to the Florida State Archives.
* Twenty (20) years; retain in office three (3)
BLOCK 7a:
Indicate the item number of each Record Series
fiscal years provided applicable audits have
listed, beginning with one (1).
been released, then store in offsite storage
BLOCK 7b:
Provide the following information for each Record
area.
Series:
NOTE: PLEASE LEAVE ONE (1) INCH. OF BLANK SPACE BETWEEN
ITEMS (RECORDS SERIES) TO ALLOW FOR ANNOTATIONS IN THE
TITLE
REVIEW PROCESS.
Give the exact title of the Record Series.
BLOCK 7c: For Division Use Only.
DESCRIPTION
Describe the records as clearly as possible
BLOCK 8• For Division Use Only.
including the type of records (e.g.,
correspondence, reports, forms, tabulations,
BLOCK 9: For Division Use Only.
etc.) and whether they are the Record (Master)
Copy or the Duplicate Copy. Also, indicate
whether the records are included in the audit
process. This description should provide
positive identification of the records to avoid
destroying the records prematurely or keeping
them longer than necessary.
Use Form LS5E106134-93 for continuation when necessary.
REMARKS:
B-_59 _ 5 4 3 203
TRANSFER & RECEIPT
INACTIVE RECORDS STORAGE
OR CONVERSION TO MICROFILM OR IMAGE TECHNOLOGY
TO: CITY CLERK
RECORDS CENTER
FROM: Dept., Div., & Address
5. Dept. Records Liaison &
Telephone #
6. Department Head: signature
7. Are Records to be Converted
to another medium (microfilm
or optical image): yes or no
Submit Separate Transfer form
for each record series to be
converted to another medium
8. Restrictions, if any:
9. Specific Location of Records
Records Center Use Only
1. Pickup Date
2. Acceptance by Center Date
3. Received By: signature
4. Job #
10. Cubic Feet Transferred
11. List of Records Transferred
a. Rec Ctr b. Dep Box # c. Record d. Inclusive e. Retention
Box # pencil only Series Title Dates for Schedule &
as it each box Item #
appears on
Retention
Schedule
Items 11b,c,d & e should be completed by the Dept Records Liaison.
Departments are encouraged to label storage boxes with the Record
Series Title(s), Retention Schedule & Item number(s). All labeling
and, or numbering should be in PENCIL ONLY.
B-60 9 7 r 543
204
RECORDS VOLUME CONVERSION
TO CUBIC FOOT MEASUREMENTS
Cubic Feet
Letter -size drawer or box
1.5
Legal -size drawer or box
2
Letter -size, 36" shelf
2
Legal -size, 36" shelf
2.5
3x5 card, ten 12" rows
1
3x5 card, five 25" rows
1
4x6 card, six 12" rows
1
5x8 card, four 12" rows
1
Tab card, five 14" boxes
1
Tab card, five 14" boxes
1
MI-1
543 205