Definition - Public Record (per state of Florida):
“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.”
Disposition of a Public Record:
The Florida Administrative Code states that “prior to records disposition, an agency must ensure that retention requirements have been satisfied.”
When you are ready to dispose of records, please follow these steps:
- Contact the Purchasing Dept. (ext. 1050) to request the “Records Disposition Document” form.
- Fill out the form and return it to the Purchasing Dept. for verification, authorization and a number assignment.
- Once you receive authorization, you may proceed with the disposition of your records. Please contact the Purchasing Dept. if you require the name of a disposition vendor (you will need to submit a Request for Purchase before proceeding).
- When the records have been disposed of, fill in 7. Disposal Certificate on the Records Disposition Document (a witness signature is required as well) and return the form to the Purchasing Dept. for filing.
NOTE: Before proceeding with any records destruction, you MUST receive signed authorization from the Custodian of Records.
To get current information, go to Florida’s web site:
http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm
