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What is a Record? Arggg!!!
Meeting
Notes
Statistical
Analysis
Public Records Definitions

“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. (119.011(1),
F.S.).

THE FLORIDA SUPREME COURT FURTHER DEFINED PUBLIC RECORDS IN A SEMINAL 1980
LEGAL DECISION. IN SHEVIN V. BYRON, HARLESS, SCHAFFER, REID, AND ASSOCIATES (379
SO. 2D 633, FLA. 1980), THE COURT RULED THAT A PUBLIC RECORD:
. . . IS ANY MATERIAL PREPARED IN CONNECTION WITH OFFICIAL AGENCY BUSINESS
WHICH IS INTENDED TO PERPETUATE, COMMUNICATE, OR FORMALIZE
KNOWLEDGE OF SOME TYPE.

THEREFORE, ANY DOCUMENT MEETING THE ABOVE CRITERIA SET FORTH BY THE COURT IS
A PUBLIC RECORD REGARDLESS OF WHETHER IT IS IN FINAL FORM OR IS DESIGNATED BY
THE AGENCY AS A “DRAFT,” “WORKING COPY,” OR “PRELIMINARY VERSION.” IF AN
AGENCY HAS CIRCULATED A “DRAFT” FOR REVIEW, COMMENT, OR INFORMATIONAL
PURPOSES, THAT DRAFT IS A PUBLIC RECORD.

ELECTRONIC RECORDS ARE GOVERNED BY F.S. 119.

PAPER RECORDS ARE GOVERNED BY F. S. 119.

DIGITIZED OR IMAGED RECORDS ARE GOVERNED BY F.S. 119.
Public Records Definitions
ST PETE COLLEGE RECORDS ARE SUBJECT TO FLORIDA STATUTES
119, KNOWN AS THE PUBLIC RECORDS LAW, AND FLORIDA
ADMINISTRATIVE CODE. RECORDS MUST BE MADE AVAILABLE FOR
THE PUBLIC TO VIEW UPON REQUEST, UNLESS THE FLORIDA
STATUTES PROVIDE A SPECIFIC EXEMPTION.


NOTE: FERPA PROVIDES A FEDERAL EXEMPTION FROM
DISCLOSING STUDENT RECORDS EXCEPT FOR DIRECTORY
INFORMATION WITHOUT A SIGNED RELEASE.
THE GENERAL COUNSEL’S OFFICE COORDINATES PUBLIC
RECORDS REQUESTS.
Public Records Definitions
 RECORDS
RETENTION CAN BE BASED ON U.S.
FEDERAL LAW, STATE LAW, LOCAL LAW,
ACCREDITATION STANDARDS, OR AUDIT
REQUIREMENTS. (NOTE: IF ANY RETENTION
PERIODS ARE SHORTER THAN THE STATE OF
FL, THEN RECORDS MUST BE KEPT ACCORDING
TO FLORIDA STATE RETENTION GUIDELINES.)
 RECORDS
RETENTION PERIODS ARE
DETERMINED BY THE LEGAL, ADMINISTRATIVE,
FISCAL, AND HISTORICAL VALUE OF A RECORD.
Public Records Definitions
 PUBLIC
RECORDS STATUTES ALLOW FOR THE
DESTRUCTION OF RECORDS WHICH HAVE MET
THEIR RETENTION PERIODS.
 ELECTRONIC
RECORDS FOLLOW THE SAME
RETENTION GUIDELINES AS PAPER RECORDS AND
SHOULD BE DESTROYED WHEN THE
CORRESPONDING PAPER RECORDS ARE
DESTROYED.
 ONLY
ABOUT 2%-3% OF RECORDS HAVE A
PERMANENT RETENTION REQUIREMENT.
Records Retention
Schedules

SCHEDULES ARE PUBLISHED BY THE STATE OF
FLORIDA DIVISION OF LIBRARY AND INFORMATION
SERVICES, BUREAU OF ARCHIVES AND RECORDS
MANAGEMENT.

CURRENTLY THERE ARE 15 STATE OF FLORIDA
GENERAL RECORDS RETENTION SCHEDULES.
Records Retention
Schedules







GS1 ADMINISTRATIVE
GS2 LAW ENFORCEMENT
GS3 SUPERVISOR OF
ELECTIONS
GS4 HOSPITALS AND
MEDICAL
GS5 UNIVERSITY AND
COMMUNITY COLLEGE
GS6 BUILDING DEPT (NOW
MERGED WITH GS1)
GS7 PUBLIC SCHOOLS








GS8 FIRE DEPARTMENTS
GS9 STATE ATTORNEY
GS10 PUBLIC DEFENDER
GS11 CLERK OF COURT
GS12 PROPERTY
APPRAISER
GS13 TAX COLLECTOR
GS14 PUBLIC UTILITIES
GS15 LIBRARY
Records Retention
Schedules

STATE OF FLORIDA GENERAL RETENTION
SCHEDULES SPECIFY:

HOW PUBLIC RECORDS SHOULD BE
CLASSIFIED OR NAMED

HOW LONG EACH CLASSIFICATION OF
RECORDS MUST BE KEPT
 HOW/WHEN
PUBLIC RECORDS MAY BE
DESTROYED
Records Inventory

A PORTION OF YOUR RECORDS ARE DUPLICATES,
OR HAVE MET THEIR SCHEDULED RETENTION
PERIOD, AND CAN BE LEGALLY DESTROYED.

A PORTION OF YOUR RECORDS ARE INACTIVE
AND SHOULD BE TRANSFERRED TO STORAGE.

A PORTION OF YOUR RECORDS ARE ACTIVE AND
STILL NEEDED IN THE OFFICE ENVIRONMENT.
Preparing your Records

INVENTORY YOUR RECORDS IN ORDER TO DETERMINE WHAT
YOU HAVE, AND WHERE IT IS. BE SURE TO KEEP THE INVENTORY
LIST CURRENT.

DETERMINE THE APPROPRIATE RETENTION CODE FOR EACH
CLASSIFICATION OF RECORDS.

SELECT A FILING SYSTEM THAT WILL BEST SUIT YOUR NEEDS.

IT IS RECOMMENDED THAT YOU PURGE YOUR OFFICE OF
“INACTIVE” FILES AT LEAST ANNUALLY.
Preparing Your Records

ALPHA

NUMERIC

SUBJECT

GEOGRAPHIC

CHRONOLOGICAL
Preparing Your Records

BOX RECORDS ACCORDING TO THE FILING SYSTEM YOU CHOOSE.

ON-CAMPUS RECORDS ASSISTANCE IS ALWAYS AVAILABLE

STATE RETENTION SCHEDULES AVAILABLE ON SHARE POINT
(address below)
https://onecollegesupport.spcollege.edu/admin/ABS/Facilities/ESR/SitePages/Home.aspx
Preparing Your Records

WHEN SENDING “INACTIVE” FILES TO STORAGE, REMEMBER:

DO NOT MIX FILES WITH DIFFERENT RETENTION REQUIREMENTS IN THE
SAME BOX (I.E. RECORDS WITH A 3 YEAR RETENTION REQUIREMENT
SHOULD NOT BE PLACED INTO THE SAME BOX WITH RECORDS HAVING A 10
YEAR RETENTION REQUIREMENT).

USE THE REQUIRED BOX TYPE AND DO NOT PACK BOXES TOO TIGHTLY.

LEAVE ROOM FOR FUTURE ADDITIONS. AVOID PAPER CUTS, TORN
CUTICLES, AND OTHER INJURIES THAT MIGHT RESULT FROM TRYING TO
DIG THROUGH BOXES THAT HAVE BEEN OVER-STUFFED.
IMPORTANCE OF GOOD RECORDS
MANAGEMENT
COST SAVINGS/ COST REDUCTIONS.

COSTS ASSOCIATED WITH THE CREATION AND
STORAGE OF UNNECESSARY RECORDS (I.E.
PURCHASE OF FILING CABINETS).

COSTS ASSOCIATED WITH USING EXPENSIVE OFFICE
SPACE FOR FILE STORAGE.

COSTS INCURRED BY SEARCHING FOR LOST OR
MISSING FILES, CALCULATED AS FOLLOWS: HOURLY
SALARY (INCLUDING BENEFITS) X HOURS WORKED
FOR EACH EMPLOYEE INVOLVED IN THE SEARCH.
Importance Of Good Records
Management

PROTECTS THE ORGANIZATION IN THE EVENT OF
A LAWSUIT BY ENSURING THAT RECORDS ARE
RETAINED FOR THE REQUIRED PERIOD OF TIME.

PROTECTS THE ORGANIZATION IN THE EVENT OF
A LAWSUIT BY ENSURING THAT RECORDS WHICH
ARE NO LONGER REQUIRED ARE ROUTINELY
DESTROYED AS A PART OF ON-GOING BUSINESS
OPERATIONS, AND IN ACCORDANCE WITH THE
STATE RETENTION SCHEDULES.
Importance Of Good Records
Management
 NOTE:
SAVED COPIES MUST BE PRODUCED IN
THE EVENT OF A LAWSUIT, EVEN IF THE
ORIGINAL RECORDS WERE PREVIOUSLY
DESTROYED.
 NOTE:
HARD DRIVES CAN BE SEIZED DURING
INVESTIGATIONS
Importance Of Good Records
Management

PROTECTS THE ORGANIZATION BY ENSURING THAT
VITAL RECORDS OR THOSE WITH PERMANENT
RETENTION ARE BACKED UP ON AN ALTERNATIVE
MEDIUM AND ARE PROPERLY STORED.

ENSURES THAT RECORDS CAN BE FOUND WHEN
REQUESTED.
Electronic Records
 TREAT
YOUR ELECTRONIC FILING CABINET
JUST LIKE YOUR PAPER ONE!!
Electronic Records (Email)

HERE IS A SAMPLE OF MY ELECTRONIC ARCHIVE
INBOX:
INBOX
REFERENCE
INSURANCE CERTIFICATES
SHREDDER REPORTS
STUDENT INSURANCE
Email Quick Reference Guide
E-mail Messages Are Records When..
 They are made or received by your agency under Federal law or in connection with public business; and
 They are preserved or are appropriate for preservation as evidence of the organization, functions, policies,
decisions, procedures, operations, or other activities of the Government, or because of the information value
of the data they contain.
Principal Categories of E-mails to be Preserved
 Preserve any e-mail correspondence that:
 Documents the formulation and execution of basic policies and decisions and the taking of necessary actions
 Documents important meetings
 Facilitates action by you or your successors
 Makes possible a proper scrutiny by the Congress or by duly authorized agencies
 Protects the financial, legal, and other rights of the Government and of persons directly affected by the
Government’s actions
Points to Remember about E-mail
 Agency e-mail systems are for “official use” only by authorized personnel
 Before deleting any e-mail message, determine whether it meets the legal definition of a record and, if so,
preserve a copy of the message
 Printed messages kept as a record should contain essential transmission, receipt data, and attachments; if not,
print the data or annotate the printed copy
 File printed messages and essential transmission and receipt data with related files
 Delete messages that are not records when no longer needed
 Delete messages that are records, after they have been placed in a recordkeeping system
Courtesy-FL Gulf Coast ARMA
SPC Information Systems Usage

INFORMATION TECHNOLOGY USE THAT SUPPORTS AND ENABLES THE EFFECTIVE AND EFFICIENT
COMPLETION OF JOB DESCRIPTION DUTIES AND ASSIGNED TASKS IS ACCEPTABLE. (BOT # 6.900)

OCCASIONAL AND INFREQUENT PERSONAL USE BY EMPLOYEES THAT DOES NOT INTERFERE WITH
JOB DUTIES, SUPERSEDE WORK RESPONSIBILITIES, OR ADD ADDITIONAL COSTS TO THE COLLEGE
IS ACCEPTABLE. (BOT # 6.900)

USE BY FACULTY (AND STUDENTS UNDER THE DIRECTION OF FACULTY) THAT CONTRIBUTES TO
SCHOLARLY RESEARCH AND ACADEMIC WORK WITHIN THE BOUNDARIES OF THE APPROVED
CURRICULUM

THE BOARD RESERVES THE RIGHT TO REVIEW AND INSPECT ALL DATA AND MATERIALS ON ANY
COMPUTER, SERVER, NETWORK OR OTHER INFORMATION SYSTEMS FURNISHED BY THE COLLEGE
TO ANY STUDENT OR EMPLOYEE. (BOT # 6.900).

ALL ELECTRONIC RECORDS CREATED, TRANSMITTED OR RECEIVED IN CONNECTION WITH THE
TRANSACTION OF COLLEGE BUSINESS ARE CONSIDERED PUBLIC RECORDS. EMAIL
CORRESPONDENCE, AS WELL AS OTHER ELECTRONIC DOCUMENTS, MESSAGES OR RECORDS,
MUST BE PRESERVED AND MAINTAINED TO THE EXTENT POSSIBLE AND IN ACCORDANCE WITH
APPLICABLE STATE LAW, AND THESE BOARD OF TRUSTEES’ RULES AND PROCEDURES. FACULTY
AND STAFF ARE REQUIRED TO UTILIZE THEIR COLLEGE EMAIL ACCOUNT (INCLUDING, WHERE
APPROPRIATE, THEIR ANGEL/LMS ACCOUNT) WHEN TRANSMITTING AND RECEIVING ELECTRONIC
CORRESPONDENCE IN THE COURSE OF CONDUCTING WORK RELATED TO THE COLLEGE. IT SHOULD
BE NOTED, HOWEVER, THAT THE USE OF PERSONAL EMAIL ACCOUNTS OR OTHER NON-COLLEGE
ACCOUNTS TO COMMUNICATE COLLEGE RELATED BUSINESS IS SUBJECT TO DISCLOSURE
PURSUANT TO THE FLORIDA PUBLIC RECORD ACT. (CHAPTER 119, FLA. STATS and . BOT # 6.900)
Information Systems Usage

NOTE: DELETED E-MAIL MESSAGES CAN BE RECOVERED FROM
BACKUP TAPES OR BY SPECIAL SOFTWARE PROGRAMS.

NOTE: DOCUMENTS REQUESTED AS PART OF A PUBLIC RECORDS
REQUEST MUST BE PRODUCED.

NOTE: USE CAUTION WHEN WORDING E-MAIL MESSAGES. WHAT
WAS INTENDED AS INNOCENT OR HARMLESS COULD BE TAKEN
OUT OF CONTEXT AND MISCONSTRUED BY OTHERS.

SENSITIVE OR CONFIDENTIAL INFORMATION SHOULD NOT BE
DISCUSSED VIA E-MAIL!
Personal Shredders

PLEASE READ THE INFORMATION BELOW AND HAVE ALL USERS ACKNOWLEDGE THEIR
UNDERSTANDING BY REPLYING TO THIS EMAIL.


DUE TO FLORIDA STATUTES REGARDING PUBLIC RECORDS LAWS, SHREDDERS ARE NORMALLY
APPROVED ONLY FOR THOSE DEPARTMENTS THAT HAVE VERY LARGE AMOUNTS OF DOCUMENTS
THAT HAVE BEEN OTHERWISE PRESERVED, I.E.: SCANNED OR MICROFILMED.

FLORIDA STATUTES REQUIRE THAT WE RETAIN ALL RECORDS BASED ON ESTABLISHED RETENTION
PERIODS. ADDITIONALLY, WE MUST REPORT TO THE STATE, ANNUALLY, ALL RECORDS
DESTROYED. IN ORDER FOR THE COLLEGE TO COMPLY WITH THIS REQUIREMENT, IT IS NECESSARY
TO TRACK THE RECORDS THAT ARE SHREDDED AS WELL.

CONSIDERATION FOR A SHREDDER MUST MEET THE FOLLOWING REQUIREMENTS.
1) YOUR DEPARTMENT HEAD AND YOUR PROVOST MUST APPROVE.
2) YOU MUST BE WILLING TO ASSUME RESPONSIBILITY FOR WHAT IS SHREDDED.
3) YOU MUST ASSURE THAT ONLY DUPLICATES ARE SHREDDED.
4) ORIGINALS MUST FOLLOW THE RECORDS MANAGEMENT PROCESS FOR STORAGE OF RECORDS.


5) YOU MUST RECORD (BY WEIGHT, VOLUME, OR PIECES) THE AMOUNT OF PAPER SHREDDED, BY
RECORD TYPE. I CAN PROVIDE ASSISTANCE ON THIS IF NEEDED.
ALSO, YOU WILL BE ASKED TO PROVIDE ANNUALLY A TOTAL AMOUNT OF SHREDDING THAT HAS
BEEN DONE FOR INCLUSION IN THE REPORT TO THE STATE.
6) YOU MUST LIMIT ACCESS TO ONLY THOSE THAT ARE AWARE OF THESE PROCEDURES.
Contact Information:
KARA SCHRADER-SMITH
RISK MANAGEMENT
341-3080, or Ext 3080
[email protected]
Thank You For Attending
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RIM at St. Pete College - Florida Gulf Coast ARMA Chapter