HomeMy WebLinkAboutR-19-05 Revised Records Mgmt & Compliance PolicyRESOLUTION NO. R-19-05
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY,
FLORIDA, ADOPTING A REVISED CITY OF SEBASTIAN RECORDS
MANAGEMENT POLICIES AND PROCEDURES MANUAL 2019, AS THE
CITY'S OFFICIAL RECORDS MANAGEMENT POLICY; PROVIDING FOR
FUTURE AMENDMENTS BY THE CITY CLERK IN ACCORDANCE WITH
UPDATED FLORIDA RECORDS LAW AND NON -SUBSTANTIVE
ADMINISTRATIVE PRACTICES; PROVIDING FOR REPEAL OF
RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH;
PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City Clerk as the designated Records Management Liaison Officer in
2002 brought forward the first City Records Management Policy which was adopted by City
Council by Resolution No. R-02-34 and later amended; and
WHEREAS, the newly revised City of Sebastian Records Management Policies and
Procedures Manual 2019 is presented for approval by Council and incorporates more
streamlined policies, procedures and forms; and acknowledges the prevalence of increased use
of electronic records.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SEBASTIAN, FLORIDA as follows:
SECTION 1. The City of Sebastian Records Management Policies and Procedures
Manual 2019, as attached hereto as Exhibit "A", is hereby adopted as the revised City of
Sebastian's policy on Records Management.
SECTION 2. CONFLICT. All resolutions or parts of resolutions in conflict herewith are
hereby repealed, including Resolution No. R-14-04.
SECTION 3. SCRIVENER'S ERRORS. Sectlons of this resolution may be renumbered
or re -lettered and corrections of typographical errors which do not affect the intent may be
authorized by the City Manager, or the City Managers designee, without need of further action
of the City Council by filing a corrected copy of same with the City Clerk.
SECTION 4. EFFECTIVE DATE. This Resolution shall take effect upon its adoption.
The foregoing Resolution was moved for adoption by xovino
seconded by xinche_c . and upon, being put to a vote, the vote was as
follows:
Mayor Jim Hill aye
Vice Mayor Linda Kinchen ave
Council Member Ed Dodd aye
Council Member Albert lovino aye
Council Member Bob McPartlan absent
The Mayor thereupon declared this Resolution duly passed and adopted this 10th day
of April 2019.
ATTEST: `/�,'J^-����^�''�"^„'���
anette-Wliltains; tz
ity Clerk.
Approved -as to Fonm and Content for
Reliance.bylheEityISebastian Only:
Jim - is, iey
CIT*SBASTIAN, FLORIDA
By:
Jim
Cm ct
;i I_ Is
HOME OF PELICAN ISLAND
PUBLIC RECORDS
COMPLIANCE AND MANAGEMENT
PROCEDURES MANUAL
2019
Introduction
What is Public Records Compliance
Records Management Plan
Records Management Liaison Officer (RMLO)
Staff Liaison
Responsibilities
Recitals
Public Record Request Procedures
Subpoenas
E-mail & Text Messages
Fees
Scanning of Long Term and Permanent Records
Storage of Records
Destruction
Records Disposition Compliance
Vital Records
Forms
Definitions
State Law References
Forms for Use
INDEX
Fa
3
4
5
6
7-8
9-10
11
12
12
12
13
13
13
14-16
16
appendix
Introduction
Florida Law defines "public records" and establishes a Bureau of Archives and Records Management
within the Department of State Division of Library and Information Services. Florida Statutes and the
Florida Administrative Code provide for establishment of a proper records management program by
governmental agencies to manage the abundance of records created, provides that a Records
Management Liaison Officer be designated, and sets out specific guidelines which must be followed
relative to records retention, inspection and disposition, including paper and electronic records from
creation to destruction.
The City of Sebastian has designated the City Clerk as the Records Management Liaison Officer for the
City. The Police Department has designated the Police Chief as their Records Management Liaison
Officer. This manual has been prepared by the City Clerks' Office to serve as a guide to all City
Departments regarding state laws and codes relative to records management and to set out
administrative procedures for the proper handling of all City records received, created, or compiled by
City employees, this includes e-mail and texts.
The City Clerks' Office is scanning documents for retrieval and security purposes. This manual is subject
to change as we go through the process and as we expand the scanning system.
Each department, Airport, Building, Community Development, Finance, Human Resources, Golf Course,
Public Facilities, and the City Manager's Office should assign one liaison to oversee the proper storage
and disposition of their department's records.
This manual will be updated as laws and methods change, but most important is that we will all have the
same Information and that there are established procedures.
By: Jeanette Williams City Clerk
What is Public Records Compliance and Management and Why is it Necessary?
Public records management is not only a good business practice, but it is a legal obligation of the City.
Public officials are legally responsible for creating and maintaining records that document the
transactions of government as it conducts business. These records provide evidence of the operations
of government and accountability to its citizens. Public officials must maintain this information
according to established retention requirements regardless of the format in which they are kept; such as
paper, electronic records, or microfilm. Failure to maintain the records or to provide them for inspection
when requested could result in legal sanctions to the City and/or the records custodian, such as awards
of attorney fees or removal from office. As a result, it is imperative that City employees closely work
with the City Clerk for City records, Police Chief for the Police Department, and the City Attorney with
regard to retention, inspection, and destruction of public records.
Effective records management will allow an agency to maintain records from time of creation to
disposition.
Records management is a function of administrative management concerned with the creation,
processing, maintenance, protection, retrieval, retention, preservation, and disposition of records and
recorded information. Records disposition management is aimed at the systematic, timely, and effective
disposal or removal of obsolete or inactive records from office space and the effective, but economical
preservation of records.
Benefits of a Good Records Management Program
✓ Meet statutory requirements and compliance standards
✓ Define retention values and allow for a systematic disposition process
✓ Improve storage and retrieval systems
✓ Reduce the volume of records stored and need for storage space
✓ Lower risk and exposure to litigation
✓ Provide information and improve service to the citizens of Sebastian,
elected officials and staff
✓ Instant retrieval of information and increased office efficiency
✓ Identification and protection of vital records
✓ Security for permanent long-term records
Records Management Plan
✓ Establish and update proper records disposition procedures and distribute to all
departments.
✓ Utilize the prepared State of Florida Records Retention Schedules for the proper
disposition of its records
✓ Annually submit a proper compliance form to the Department of State, Bureau of
Archives and Records Management.
✓ Coordinate with and educate City personnel on the importance of public records law
and an efficient records management program through each Department's Liaison.
✓ Establish a Vital Records Program in the event of a disaster; the City will be able to
operate with minimal difficulty.
✓ All Records Disposition Forms for the City will flow through the City Clerk's Office; the
Police Department is responsible for their Records Disposition Forms.
✓ Meet as needed with staff liaisons for updates on state law, review procedures, and
discuss new ideas.
✓ continue the expansion of Laserfiche for better security and accessibility.
Records Management Liaison Officer (RMLO)
Florida Statutes 257.36(5) requires that governmental agencies appoint a Records Management Liaison
Officer to establish and maintain an active and continuing records management program. The City Clerk
is primarily responsible for the development of the City's records management program and ensuring
that records no longer needed are disposed of appropriately. The RMLO can assign coordination of
these and other interagency records management practices to his/her designee.
RMLO Responsibilities:
• Serves as the primary point of contact between the agency and the Bureau of Archives
and Records Management
• Coordinates and accommodates public records requests
• Conducts records inventory
• Coordinates interagency records management training
• Develops business procedures
General Record Duties and Responsibilities:
• Plans, schedules and coordinates the receipt, retention, storage, disposal and/or
placing of information in Laserfiche in accordance with City policies, ordinances, and
State Statutes
• Monitors retention schedules and destruction requests to ensure compliance with
established guidelines
• Establishes and maintains document descriptions such as lists, indexes, and other
retrieval aids for inactive files, destroyed records and historical documents. Directs filing
and cross indexing of documents. Ensures security of all records maintained in the City
Clerk's office and Police Department.
• Prepares necessary forms to submit to the Bureau of Archives and Records
Management
• Maintains a continuing retention and disposal system in accordance with the Bureau
of Archives
• Performs a variety of essential record keeping duties, and oversees department record
keeping and filing system
Staff Liaison
Each department, Airport, Building, Community Development, Finance, Golf Course, Human Resources,
Public Facilities, and the City Managers Office, shall assign one (1) staff member as the department's
"liaison". The staff person assigned as the liaison will meet on an as -needed basis to review records
laws and management practices, as well as formulate new procedures.
Responsibilities
The staff liaison will be responsible for educating other personnel within their department on the
importance of records management. Each liaison will be in charge of assuring that all of their
department's public records are maintained and preserved according to Florida Statutes. They shall
coordinate with the City Clerk's Office to properly administer their department's records utilizing the
appropriate records management schedule. When records are boxed and ready for storage or
destruction, labels shall be applied identifying the records management schedule number, date of
records in box, how long to be retained, and destruction date. The RMLO shall determine that the
records in the box do meet the requirements of the general retention schedule for destruction.
Records Inspection and Management Recitals
• The City will provide public records in accordance with Florida Law in a timely manner to the best of
our ability.
• The City may not require that a party requesting any document submit the request in writing or
provide their name or address as a condition to inspect the documents. If a request is verbal and asked
to remain anonymous, the request shall remain so.
• Access to public records is a statutory right, and, because of this, the custodian of record lacks
authority to limit access by a claim of interference in the day to day conduct of public business.
• According to F.S. 119.07, every person who has custody of a public record shall permit the record to be
inspected and examined by any person desiring to do so, at any reasonable time, under reasonable
conditions, and under supervision by the custodian of the public record or the custodian's designee.
• Those individuals who provide copies to the public must be knowledgeable of the records that are
exempt or confidential or that contain exempt or confidential information. If a question arises as to
whether or not a record or portion thereof is exempt or confidential, that question should be addressed
with the City Clerk.
• The City is not required to generate or create documents if a request asks for the documents that do
not exist; however, the City must produce responsive records that are available as of the date the
documents are produced to the requesting party for inspection and copying, even if all or a part of such
records did not exist as of the date the request was received.
• The City does not have an obligation to create new records or perform new analysis of existing
information. An electronic record is deemed to exist so long as a computer is readily programmed to
produce the record through simple sorting, filtering, or querying.
• Although required to provide the document of inspection, neither the City nor any of its employees
are required to answer questions regarding the documents.
• The City will utilize prepared State of Florida Records Schedules for the proper disposition of its
records (i.e. GSI-SQ.
• All Records Disposition Forms will come through the RMLO.
• No records shall be destroyed without the signature of the RMLO.
• No records shall be destroyed, other than duplicates and OSA records for recycling, by any department
personnel.
• Records Destruction shall be handled by the RMLO or designee.
• The City will utilize Laserfiche software for its imaging program or other compatible system if
Laserfiche is no longer available. All departments are required to use Laserfiche to store their records.
• All documents stored shall comply with the provisions of the Americans with Disabilities Act.
8
Public Record Request Procedure
Routine duplication of records which are immediately available may be provided by departments
All other public records requests shall be forwarded to the City's Clerk's office for processing. The
RMLO or designee will prepare a written request to department(s) seeking the requested information,
with a carbon copy to the City Manager and City Attorney. The records held by the departments should
be forwarded to the City Clerk's office for compilation and redaction to provide to the requestor. If the
department does not have any of the records requested they should acknowledge that as well.
The RMLO will acknowledge receipt of the public records request within 24 hours. After taking into
account the extent and nature of the request, the RMLO or designee may notify the requestor of
estimated costs and time of completion.
Any information exempt from public disclosure shall be redacted prior to releasing the record to the
requestor.
Exempt information in the files of former employees of the Police Department (stored in City
Administration) shall be redacted and reviewed by the Police Department's RMLO priorto release.
Should any person making a request for public records from any department of the City feel that he/she
is being restricted or circumvented from right of public access; said person should make their request to
the City Clerk for resolution.
If anyone from any department should have questions or need assistance on how to accurately perform
the public records request they have been given, please contact the City Clerk's office.
Subpoena Duces Tecum Procedure
Subpoena duces tecum is a court summons ordering the recipient to produce documents for use at a
hearing or trial. The subpoena should only ask for information relevant to a lawsuit, or information that
will reasonably lead to evidence in the lawsuit. The City Clerk will receive subpoenas for the City and
provide the City Attorney a copy to determine relevance and judicial involvement during the lawsuit's
discovery process.
Information exempt from disclosure under the Public Records Act should remain exempt and the statute
establishing the exemption should be cited in responding to the subpoena.
E -Mail & Text Message Procedures
E-mail that is a public record but contains exempt information should be produced with the exempt
information redacted. E-mail that does not fall within the definition of a public record should not be
produced. If in doubt as to whether an e-mail message is a public record, the department director
should contact the RMLO, who will discuss with the City Attorney as necessary.
The last employee to send an e-mail response with regard to the City's business is the archiver of that e-
mail chain.
There is no single retention period that applies to all e-mails or text messages. The period is determined
based on content, nature, and purpose. Retention periods can be found in the State's General Records
Schedule. E-mail and text message files should be a part of the same destruction requirements as all
other documents.
Most e-mail and text records fall within the following two categories:
a) Obsolete, superseded, or administrative value is lost OSA).
✓ E-mails or text messages created to communicate information of short term value and are not
intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or
procedures, certify a transaction, or become a receipt are considered "transitory messages".
✓ Routine announcements and information including notices of seminars or workshops,
appointments, holiday parties, queries regarding processes or ideas and general information
regarding programs;
✓ Reference files that are general information files used in daily functions of the administrative
area; and
✓ Meeting notices.
✓ E-mail or text messages that fall into the category of "retain until administrative purpose is
served" may be deleted on a daily basis.
b) Information content. E-mail or text messages that have a longer retention period (such as
correspondence or sender's memoranda) must be kept through the corresponding retention timeframe.
Unless an e-mail is printed and stored, it should be dropped in the Outlook Public Folders under the
corresponding retention category based on content.
Text messages requiring retention should be "screen -shot" and saved as images. Employees should
identify a retention location with the MIS Department's assistance.
Public record e-mail and text messages can be deleted after they have been retained for the correct
time period as determined by the retention schedule. A public record that is stored and accessible after
its retention period is still a public record and must be produced upon request.
Employees requiring assistance with the retention category should contact the City Clerk's office for
assistance.
S9
Guidelines for Public Record Fees
The City of Sebastian follows Chapter 119, Florida Statutes, in charging fees for copying the City's public
records based on current statute limitations. According to Section 119.07 F.S., if the nature of volume of
public records requested to be inspected, examined, or copied is such as to require extensive use of
information technology resources or extensive clerical or supervisory assistance by personnel of the
department, in addition to the actual cost of duplication, a special service charge may be imposed.
The amount to be charged shall reflect the actual hourly rate of the individual providing the service. In
keeping with the City of Sebastian's commitment to provide open access to public records, there will be
no special service charge for requests requiring one-quarter (1/4) hour or less in actual labor. However,
when a person requests public records which require more than one-quarter (1/4) hour in actual service
to locate, review for confidential information, copy, and re -file requested public records, the person will
be charged for all the time expended above one-quarter (1/4) hour.
Based upon the length of time estimated to provide the service and the cost of copying, a reasonable
deposit may be collected prior to the cost actually being incurred. Monies collected exceeding the actual
cost of assistance and copying shall be returned to the person requesting the public records. Whenever
feasible and a request is not extensive, records stored in tasefche may be provided by electronic e-mail
at no cost.
To protect the security of our system, the City shall not permit the transfer of records on a disc or other
electronic device inserted in our system unless the disc or device is procured and provided by the City at
actual cost or provided by the requester in its original, unopened packaging.
Nothing herein shall prohibit the City of Sebastian from providing free copies of public records to the
news media, government agencies, and public service groups for purposes of disseminating information
to the public, such as copies of City newsletters, City Council and other City Board agendas, and press
releases.
FEES
Paper Copies
One-sided copy of 8 Y=x 11 or 8%, x14 or 11x 17 $.15
Two-sided copy of 8 Y. x 11 or 8 Y. x14 or 11 x 17 .ZD
Blueprint copies (per page) 5.00
DVDs, CDs, Flash Drives Actual Cost
Shipping & Handling Actual Cost
Staff Services - Over 15 minutes - Actual cost of lowest paid staff member capable of fulfilling request
11
Scanning of Documents
The City of Sebastian utilizes Laserfiche software to scan and store records. Once records are scanned,
the paper copy can be destroyed and the scanned image becomes the record copy. The State of Florida
advises, "Agencies are not required to document the disposition of records with a retention of 'retain
until obsolete, superseded, or administrative value is lost (OSA)' EXCEPT for records that have been
scanned in accordance with Rule 1B-26, F.A.G. where the electronic version will serve as the record
copy." If you have a paper document that is considered OSA, you can destroy the paper document with
no documentation. If you scan that document into Laserfiche, it no longer becomes an OSA document
and will have to be documented when destroyed.
Efficient management of an electronic records management program is a four -faceted approach:
• Records Management Liaison Officer (RMLO) - City Clerk
• System Administrator- City Clerk's Office administers the city wide records program
• Technical Coordinators -MIS Department offers specialized technical guidance
• Department Ownership - Each department assigns one (1) liaison who will work
with us to achieve our goal of eliminating paper records.
The City Clerk's Office will
✓ Act as System Administrator for all City related records management issues;
✓ Conduct training in the use of the Laserfiche viewer software;
✓ Copy data to a CD or flash drive when requested for review by the public;
✓ Work with Municipal Code Corporation and MIS in installing upgrades,
continuing annual software maintenance, and researching upgrades for
improvement;
✓ Coordinate with all departments to determine their imaging needs.
Storage of Records
"Insofar as practicable, custodians of vital, permanent, or archival records shall keep them in fireproof
and waterproof safes, vaults, or rooms filled with noncombustible materials and in such arrangement as
to be easily accessible." Section 119.03(1) Florida Statutes
Most departments retain their own active records and some are in the process of scanning.
The City will utilize Laserfiche software to store long term electronic files. As the scanning process
continues, paper documents will be able to be destroyed, thus decreasing storage needs. Although
permanent records such as minutes, ordinances, and resolutions have been scanned, paper originals will
not be destroyed and they are housed in the vault of City Hall.
Destruction
Records, which are ready for destruction and have been properly documented, can be properly
destroyed as long as it has been documented on the "Paper Records Disposition Form."
The RMLO will sign off on all records to be destroyed.
12
Records Disposition Compliance
In 2001, Florida Law was changed to provide that agencies need not seek approval for destruction for
individual records, but must comply with Florida records law relative to disposition and destruction, and
submit an annual compliance report to the State of Florida, Division of Archives and Records
Management. The RMLO assumes this responsibility.
Vital Records
Vital records are an integral part of the Records Management Program for the City. Vital records are
those records which are critical to the continuation of government under crisis or emergency conditions,
and to the return to normal operations in a post -emergency situation.
Some examples of vital records are, but not limited to, the following:
Accounts Payable/Receivable
Contracts/Agreements
Financial Records Payroll/Employee Records
Minutes/Ordinances/Resolutions
Cemetery Records/Property Deeds
Computer Backup Tapes
Forms
Box label
Paper records disposition form
Electronic records disposition form
Volume guide
13
Definitions
Active Record - Documents and materials frequently used to conduct governmental activities
Administrative Value - The usefulness of records for the conduct of current and/or future
administrative business.
Archives -1. Records which are no longer required for current use but have been selected for
permanent preservation because of their historical value; 2. The agency responsible for
selecting, preserving, and making available records of permanent value; 3. The place (room,
building, or storage area) where archived records are kept.
Bureau of Archives and Records Management - Division of Library and Information Services
within the Department of State authorized with overseeing records laws and codes.
Confidential Record - Record deemed confidential and not subject to public disclosure and may
be released only to persons or entities specifically designated in a particular statute.
Cubic Foot - The volume of records, which will fill a space one foot high by one foot wide by one
foot long. This is the basic measurement used for records and archives.
Electronic Records - Refers to various technologies used for the storage of digitized
information.
Environmental Controls - The creation and maintenance of a storage environment for records
to ensure preservation. Controls include temperature, relative humidity, air quality, lighting,
elimination of pests, housekeeping, security, and protection of records from fire and water.
Exempt Records — A record, or portion thereof, exempt from mandatory disclosure
requirements which may or may not be released at a later time.
Files -A collective term usually applied to all records of an organization.
File Management - The application of records management techniques in filing practices.
Filing System - The overall system whereby records are stored, including procedures, physical
arrangement, classification system, and equipment.
Forms - A document with space(s) for the insertion of information.
General Schedule - A record retention schedule covering records common to several or all
departments of an organization or units of governmental agency.
Hard Copy- The original paper document or paper computer printout
14
Historical Records - Records that contain significant information about the past or present and
are therefore worthy of permanent preservation and systematic management for research.
Historical Value - Information about the present or past that makes the records worthy of
permanent preservation for research.
Inactive Records - Records that are completed or terminated and are suitable for boxed storage
or scanning or destruction.
Litigation Work- Records that contain the opinion or work product of an attorney representing
the City in a litigation manner.
Obsolete, Superseded, or Administrative Value Lost (OSA) - Records that are duplicates or
transitory and need not be documented for final disposition.
Permanent Records- Records considered being valuable or unique in documenting the history
of an organization, person, or place.
Preservation - Actions taken to slow or prevent the deterioration or damage of archival
records. Basic actions can be taken to provide adequate facilities for the protection, care, and
maintenance of archives and records.
Public Record -All documents, papers, letters, maps, books, tapes, photographs, flims, 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
connections with the transaction of official business by an agency, per F.S. 119.011(1).
Redact - To conceal from a copy of an original public record, or to conceal from an electronic
image that is available for public viewing, that portion of the record containing exempt
information.
Record Copy -The official copy of a record usually created and maintained by the office
primarily responsible for the information it contains.
Records Disposition- Planning and analysis to determine when a department's records are no
longer needed for the day-to-day conduct of business; such determination to include
planning for destruction, scanning before destruction and/or transfer to an off-site storage
facility.
Records Inventory - A detailed listing of the volume, scope, and complexity of an organization's
records in order to evaluate, appraise, and organize the collection.
15
Records Retention Schedule - State guidelines that list and describe record series and state
what to do with the records, how long to retain them, any special maintenance instructions,
and procedures for disposal. The retention schedule informs you of the length of time that
records have operational, legal, fiscal, or historical value. The City of Sebastian uses the General
Records Schedule GSI -SL, General Records Schedule, as provided by the State of Florida,
Department of State, Division of Library and Information Services, Bureau of Archives and
Records Management.
Record Series - A group or unit of related documents or information that is normally filed or
kept together because they relate to a particular subject, result from the same activity, or
document a particular transaction.
Retention Period - The period of time records must be kept according to legal and/or
organizational requirements.
Retrieval - The recovering of information by the recalling of records from storage in a records
center or archives.
RMLO-The person(s) with the responsibility to maintain the organizations records program in
accordance with Florida Law. The RMLO is assigned the responsibility for systematically
controlling the recorded information generated and received by the City.
Staff Liaison - The individual assigned the responsibility within a department for the full
coordination of records management and scanning operations for the department. The liaison
works close with the Assistant City Clerk.
Subpoena Duces Tecum - A court summons ordering the recipient to produce documents or
other tangible evidence for use at a hearing or trial.
Transitory Records -A record that relays information about time or a schedule such as one
might receive in a phone message i.e. meeting at 1 pm - once the event has passed, the record
is OSA.
Vital Records - Records which are essential for the ongoing business of an agency, without
which the agency could not function effectively. Vital records need to be identified and stored
under special environmental controls.
State Law References
• Chapter 119 Florida Statutes (Public Records)
• Section 257.36 Florida Statutes (Records Management)
• Chapter 1B-24.001 Florida Administrative Code
• Chapter 1B-24.003 Florida Administrative Code
• Chapter 18-26.003 Florida Administrative Code
• Department of State Electronic Opinion
• State of Florida Record Schedules -GS3-SL
16
CITY OF SEBASTIAN
ELECTRONIC RECORDS DISPOSITION DOCUMENT
When electronic records are no longer active and ready for retention or destruction in accordance with Florida Records
Law, we ask you to document destruction of those electronic records (emalls, databases, ww-data riles, LF imaged
records, i.e. anything stored In computer and not on paper) using this form and then submit the form to the City Clerks
Office for permanent retention. All departments of the City except for the Police Department will use State Records
Series GS14L.
Department
Department Head Signature
Printed Name and Title
Date
Your signature certifles that the records to be disposed of are correctly represented below, that any audit requirements for the records have been fully
Justified, and that further retention Is not required for any litigation pending or Imminent.
State Record Series Title and Brief Description
Series
Item
Nos
State Required Record Dates Earliest
Retention From -To Destruction
Time Date (Deletion)
DISPOSAL CERTIFICATE: The above listed electronic records
have been disposed of by deletion on the date shown above.
RMLO Signature Data Signature of Department Liaison or Staff Date
RMLO Printed Name
Printed Name
This form Is a permanent record (GSI -SL #45) and will be retained In the Office of the City Clerk once fully executed. A
copy of the form will be provided to you for your department records.
Electronic Records Disposition Form 6/24/14
CITY OF SEBASTIAN
PAPER RECORDS TRANSFER AND DISPOSITION DOCUMENT
When records are no longer active and ready for transfer for retention or destruction In accordance with Florida Records
Law, we ask you to document your records using this form and submit it along with the records to the City Clerks Office.
All departments of the City except for the Police Department will use State Records Series GSfSL. You can attach a
more comprehensive list of documents ifyou choose to, which will be retained with this disposition form as a
permanent record. For purposes of disposition, please do not include records with different destruction dates on the
same form.
SUBMITTED BY:
Department
Department Head Signature
Date
Printed Name and Title
For any records submitted for destruction, your signature conifios Mat the records to be disposed of are correctly represented below, Nat any audit
requirements for the records have boon fully Justified, and that further retention Is not required for any litigation pending or Imminent.
Box State Records Series Title and Brief Description
Nos. Series
Item
Nos.
DISPOSAL AUTHORIZATION: Disposal for the above listed
records is authorized. Any deletions or modifications are
Indicated.
RMLO Signature
Printed Name of RMLO
Paper Records Disposition Form 6,24/14
State Record Dates
Earliest
Volume In
Required From -To
Destruction
Cubic Feet
Retention
Date
1Banker box
Time
=1d
DISPOSAL CERTIFICATE: The above listed records have been
taken offsite for destruction by Southeast Secure Shredding.
Date Signature of Clerk Staff
Date
RECORD BOX LABEL
BOX # AND CONTENT:
DEPARTMENT:
RECORD DATE:
STATE SCHEDULE:
RETENTION TYPE AND #:
RETENTION TIME:
DESTRUCTION DATE:
RECORD BOX LABEL
BOX # AND CONTENT:
DEPARTMENT:
RECORD DATE:
STATE SCHEDULE:
RETENTION TYPE AND #:
RETENTION TIME:
DESTRUCTION DATE:
as-za-2014
Volume of Records Measurement Guide
Use this guide, in conjunction with the Records Disposition Authorization (Form RC -075 or Form
RC -109), to determine approximate volume of records. Public records are created and
maintained in a variety of formats, including hard copy and electronic. This guide is designed to
help you determine how to list the total volume of records on the disposition form, regardless
of format.
Paper Records
The volume of paper records is determined by cubic foot. A cubic foot is "a measure used to
indicate the quantity of materials, commonly used to describe the size of large collections.
Note: A records center box, which measures approximately 10 x 12 x 16 inches, is generally
counted as a cubic foot, even though it is slightly larger.'
(source: A Glossary of Archival and Records Terminology, Richard Pearce -Moses, 2005,
htro://www.archiv;sts.omlitusa�/introduaian.asp.I
To find cubic feet: Length x width x height (in Inches) divided by 1,728= cubic feet
Electronic Records
For electronic records, list the physical size of the Item(s) to be destroyed in either megabytes
(MB) or gigabytes (GB). To determine this Information, right click on the file or folder and
choose "properties."
Volume of Records
Hard Copy Records
1 15"
of letter size documents
1.0 cubic feet
12"
of legal size documents
1.0 cubic feet
1
Letter size vertical file drawer
1.6 cubic feet
1
Legal size vertical file drawer
2.0 cubic feet
1
Letter or legal size lateral file drawer [9.5" x 26" x 16"]
2.4 cubic feet
1
Record carton (standard banker's box) [20" x 12" x 16"]
1.0 cubic feet
1
Record carton (larger trans file box) 124" x 13" x 11"]
1.8 cubic feet
Magnetic Tapes and Electronic Records
1 2001
Cassette tapes
1.0 cubic feet
1 12
Magnetic tapes
1.0 cubic feet
1
5X" Floppy diskette
110 KB
1
3X" Floppy diskette
1.44 MB
1
Standard Compact Disc (CD)
700 MB
1
Standard Digital Versatile Disc (DVD)
4.7 GB
1
Standard Btu -ray Disc (BD)
25 GB
[ USB
Flash drives, external hard drives, and memory cards
Variable
Connecticut State Library, Office of the Public Records Administrator (04/2010)