Records Management, Retention, Disposition And Disposal: 6.11

ADMINISTRATIVE PROCEDURES

PURPOSE

This procedure establishes a system to control the retention, disposition and disposal of public records maintained by the College.

PROCEDURE

The College catalogs and stores a variety of documents for a wide-range of retention periods with varying requirements for confidentiality that are stored locally at an off-site location. The College catalogs and stores a variety of documents for a wide-range of retention periods with varying requirements for confidentiality. Documents are stored locally at an off-site location.

1. RETENTION
   
   1. The College will retain all required records, including hard copy, digital and electronic communication, according to the retention schedules set forth by the Florida Department of State Division of Library & Information Services and in consultation with the College’s Office of Records Management.
   2. All College departments are required to identify the records for their area of responsibility that need to be retained and the method of storage.
   3. Records that are to be stored in hard copy format should be boxed and a label affixed to the end of the box that indicate type of record, content, record creator, department name, purpose and destruction date.
   4. Microfilm is a permanent record that has been determined by the State Division of Library and Information Services to have sufficient legal, fiscal, historical or other value and has an established retention period of more than 10 years.

   Any department desiring to store a copy of their permanent microfilmed records with the Department of State must do so through the College's Records Management Liaison Officer (RMLO).

   The RMLO will ensure the records are scheduled, along with submitting Transmittal and Receipt for Records Storage Form to the Division of Library information Services, Florida Department of State, for reservation and public accessibility by the Florida State Archives. Upon approval of the request, the RMLO will send microfilm via certified mail or bonded carrier.

2. DISPOSITION/DESTRUCTION
   
   1. Disposition is the application of approved retention schedules to record series titles. Records shall be destroyed as soon as legally possible. Guidance can be found at:

      https://dos.myflorida.com/library-archives/records-management/. Final determination for the destruction of records shall vest with the RMLO.

   2. Any department wanting to destroy records will submit the completed Records Disposition Form to the RMLO or his/her designee. A separate request form must be completed for each record series as defined in Rule 1B-24.001(3) (k), Florida Administrative Code. The department must also ensure that the records are properly labeled with record title, site, department, identifying box number and inclusive record dates.
   3. When a Records Disposition Form is received, the RMLO or his/her designee will process the request pursuant to the retention schedules prescribed by the Florida Department of State Bureau of Archives and Records Management.
   4. The RMLO or his/her designee will return a copy of the Records Disposition Form to the department noting the assigned retention period and storage location. If the supervisor has any objections to the assigned retention period, he/she must notify the RMLO within 30 days of receipt.
   5. When the retention period has been met for an individual record series, the RMLO or his/her designee will follow the requirements of the Florida Department of State, Bureau of Archives and Records Management, as outlined in Florida Administrative Code Rule 1B-24.001(3)(k), which outlines the destruction of public records.

   The College approved method of destruction for public records depends on the type of records being disposed:

   • Confidential records (those specifically exempted by law from public inspection) will be shredded due to their confidentiality.
   • Non-confidential records will be recycled, when possible, or disposed of properly.
   • The volume of records for which the RMLO has provided permission to dispose of must be reported by the RMLO to the Florida Department of State via an affidavit to the Bureau of Archived and Records Management, of the Florida Department of State. The conversion chart for the volume can be found at https://dos.myflorida.com/library-archives/records-management/dispose-of-public-records/volume/.

    

3. TRAINING—All College employees are expected to participate in records management training as needed to satisfy any compliance requirement updates in accordance with the guidelines of the Florida Department of State, Division of Library and Information Services.

History:

Adopted: 07/02/86; Revised: 08/10/89, 01/10/90, 06/17/93, 08/30/93; Formerly: 5.008