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.
- Each department is responsible for determining the record (master) copy and adhering to the appropriate retention for that record series.
- Each department is also responsible for adhering to the appropriate retention schedule for any duplicate copies.
Although the definition of "Public Records" is very broad and inclusive, there are materials that are not considered public records.
- Examples include
- telephone directories
- blank forms
- junk mail
"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, firstname.lastname@example.org 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