Records Retention

Records Retention Procedures

1) DETERMINE ELIGIBILITY OF DISPOSAL

Departments must determine if records are eligible for destruction by reviewing the guidelines in the General Records Schedule of the state of Florida.

Although the definition of "Public Records" is very broad and inclusive, there are materials that are not considered public records.

"Drafts" are prepared materials that constitute mere precursors of governmental "records" and are not, in themselves, intended as final evidence of the knowledge to be recorded.

2) REQUEST DISPOSAL APPROVAL

After determination of destruction date, the department should complete and forward the Records Disposition Request form to the Purchasing Services office, AOC 200, Sapana Shah, shahs@usf.edu for review and approval prior to disposal.

A copy of the Disposal Authorization signed by the Director or Associate Director of Purchasing will be returned to the department.

3) DISPOSE AND VERFIY

Upon receipt, the department may make arrangements for disposal of the records listed on the request.

Once disposal takes place, the department must sign, witness and return the original form to Purchasing Services AOC 200