Records Disposal 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. While the most widely used schedule is GS1-S for financial records, medical areas may need to comply with the GS4 schedule and records involving student information may be covered in section GS5.
|GS1-S||State Government Agencies|
|Law Enforcement Agencies|
|Public Hospitals, Health Care Facilities and Medical Providers|
|GS5||University/Community College Records|
Although the definition of "Public Records" is very broad and inclusive, there are materials that are not considered public records.
- Examples include:
- Telephone directory
- Blank forms
- Junk mail
- Drafts - 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) Department Responsibilities
- 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.
- Each department is responsible for attaining proper approval before disposal of records.
3) REQUEST DISPOSAL APPROVAL
After determination of destruction date, the department should complete and forward the Records Disposition Request form to the Procurement Services office, SVC 1072 , George Cotter 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.
4) DISPOSE AND VERFIY
Upon receipt of disposal approval, the department may arrange for disposal of the records listed on the request.
Once disposal takes place, the department must sign, witness and return the original form to George Cotter.