COP 02-302: Records Retention and Disposition

Purpose Statement

This procedure describes the College’s procedures for the retention, disposition, and archival of public records under Florida's public records law found in Chapter 119, Florida Statutes.

Guidelines

1. Definitions.  
   1. Chapter 119, Florida Statutes, defines public records as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software or other material, regardless of physical form, or 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. The General Records Schedule contains the retention requirements issued by the Division of Library and Information Services of the Florida Department of State to establish disposition standards for public records common to specified agencies within the State of Florida which specify the minimum time such records are to be kept.
   3.  A Records Series is 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 form the same activity, or have certain common characteristics.
   4. Disposition is the the authorized destruction or archival transfer of records after all retention requirements have been satisfied.
   5. The Records Management Liaison Officer (RMLO) is an individual designated by the College that serves as the contact person to the Division of Library and Information Services and is assigned responsibilities of records retention and disposition for the College.
2. Responsibilities of the College Regarding Public Records.
   1. Chapter 257, Florida Statutes, specifies the records management responsibilities of public agencies.  All public records must be retained for a period of time that varies depending on the nature of the documents. Public records must be retained before final disposition for the minimum amount of time set by the Division of Library and Information Services. The State of Florida provides the retention schedules for agencies in the General Records Schedules.  The College and all College employees are responsible for complying with Chapter 119, Florida Statutes, and General Records Schedule(s), and specifically GS5, adopted by the Division of Library and Information Services. Most documents, including electronic messages created in any application, created or received by College employees in connection with official business are public records. Employees may not delete public records in their possession or control except in accordance with the General Record Schedule(s) applicable to the College.
   2. In the event of litigation, audit, or investigation, the Office of the General Counsel and Information Technology shall ensure that all disposition activities shall be suspended until further notice.
3. RLMO and Department Responsibilities.
   1. The RMLO is responsible for:
      1. Maintaining retention schedules and disposition documentation; 
      2. Coordinating staff training on records management; 
      3. Ensuring compliance with reporting requirements; and
      4. Serving as the point of contact with the Division of Library and Information Services.
   2. Before the RMLO or a College department disposes of records, the RLMO or a College departments must:
      1. Review department records annually to determine which retention requirements of the State’s General Records Schedules have been satisfied and must be disposed of by destruction or archiving;
      2. Confirm that all retention requirements have been met;
      3. Receive written approval from the RMLO before records disposition; and
      4. Submit a Records Disposition Form to the RMLO for approval including:
         1. Records series title and item number;
         2. Inclusive dates;
         3. Volume (paper or electronic);
         4. Method and date of disposition;
         5. Ensure confidential records are destroyed securely with an appropriate destruction method such as shredding; and
         6. Determine if records have historical value and may be transferred to the College archives.