HomeMy WebLinkAboutR-07-12 Records Mgmt ProceduresRESOLUTION NO. R-07-12
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY,
FLORIDA APPROVING AN UPDATED RECORDS MANAGEMENT POLICIES
AND PROCEDURES MANUAL DATED MARCH 2O07, AS THE CITY'S OFFICIAL
RECORDS MANAGEMENT POLICY; PROVIDING FOR FUTURE AMENDMENTS
BY THE CITY CLERK IN ACCORDANCE WITH UPDATED ADMINISTRATIVE
PRACTICES AND STATE LAW REVISIONS; PROVIDING FOR REPEAL OF
RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Clerk, designated by ordinance of the City Council as the City of
Sebastian Records Management Liaison Officer, presented the first "City of Sebastian Records
Management Policies and Procedures" for adoption by Resolution No. R-02-34 on August 14, 2002;
and
WHEREAS, since the City Clerk has no administrative authority over City personnel other
than personnel in the City Clerks Office and the policy requires involvement of other City personnel,
City Council adopted the aforementioned as the City's official policy on records management; and
WHEREAS; over the past five years, State law, State retention schedules, and City policies,
fee schedules, and technology have changed, and although the previous resolution provided for
inclusion of administrative amendments and State law updates in the policy manual by the City
Clerk; the City Clerk feels it best that City Council adopt a completely updated "City of Sebastian
Records Management Policies and Procedures".
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA as follows:
Section 1. The "City of Sebastian Records Management Policies and Procedures
Manual" dated March 2007, as attached hereto as Exhibit "A", is hereby adopted as the City of
Sebastian's official policy on City records management.
Section 2. The City Clerk is authorized to amend the manual from time to time based on
updated administrative practices and state law revisions. Revised pages will reflect the revision
dates.
Section 3.
hereby repealed.
REPEAL. All Resolutions or parts of Resolutions in conflict herewith are
Section 4. EFFECTIVE DATE. This Resolution shall take effective immediately upon its
adoption.
The foregoing Resolution was moved for adoption by Councilmember
Paternoster . ThemotionwassecondedbyCouncilmember Neglia and,
upon being put to a vote, the vote was as follows:
Mayor Andea B. Coy
Vice Mayor Sal Neglia
Councilmember AI Paternoster
Councilmember Dale I. Simchick
Councilmember Eugene Wolff
aye
aye
aye
aye
aye
The Mayor thereupon declared this Resolution duly passed and adopted this 28th
day of March , 2007.
CITY OF SE STIAN, FLO DA
%
Andrea B. Coy, Mayor
AT T: � �
�` �-----
Sally A. io, MMC
City C
Approved as to Form and Content for
Relianc e' f Sebastian Only:
Rich S ringer
City Attorney
�ITI' L�F
�
��, . ,,,�,
�� �,
����^� �
-� _ �
H��u'lE �F PEL�C►�N ISLA�D
CITY OF SEBASTIAN
RECORDS MANAGEMENT
POLICIES AND PROCEDURES MANUAL
March 2007
Revised Sept. 2009
Revised Nov. 2011
INDEX
Introduction
What is Records Management?
Benefits
Goals
Terms and Definitions
State Law References
Records Management Liaison Officer and Records Program Manager
Records Management Committee
Records Management Policy
E-Mail and Internet Policy
Records Management Procedures
General Procedures
Forms and Instructions for Use
Destruction - Shred-It Recycling
Scanning of Long Term and Permanent Records
Storage of Records and Disks Off-Site
Annual Records Disposition Compliance Form Submittal
Vital Records
Copy Fees — Paper, DVD, CD, VHS, Audio & Extensive Searches
Social Security Collection Policy
Social Security Number Collection Policy Statement
Social Security Number Request Form
Appendices - State and City Law References
2
3
4-6
7
8
9
10-11
12-14
15
16
17-23
24
25
26
27
28
29-30
31-37
38
39
Chapter 119 Florida Statutes (Public Records)
Section 257.36 Florida Statutes (Records and Information Management)
Chapter 1 B-24.001 Florida Administrative Code (General Public Records Scheduling/Dispositioning)
Chapter 1 B-24.003 Florida Administrative (Records Retention Scheduling and Dispositioning)
Chapter 1 B-26.003 Florida Administrative Code (Electronic Recordkeeping)
Department of State Electronic Records Opinion
State of Florida Records Schedules
GS1-SL (State & Local Government Agencies)
GS2 (Law Enforcement)
GS3 (Elections)
INTRODUCTION
RECORDS MANAGEMENT
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, provide that a Records Management Liaison Officer be designated, and set
out specific guidelines which must be followed relative to records disposition, electronic
records, etc. all the way to destruction.
The City of Sebastian has designated the City Clerk as the Records Management Liaison
Officer (RMLO) by adoption of Ordinance No. 0-01-05, established a new position entitled
"Records Program Manager", and formed a"Records Management Committee." This
manual has been prepared by the City Clerks' Office to make available to all City
departments all 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. The Records Program Manager is the
primary point person within the City Clerk's Office and is in charge of liaison and records
disposition coordination.
Recent legislative changes provide that governmental agencies need no longer receive
approval for each record destroyed, but shall continue to follow Florida law as to proper
records disposition and shall submit annual compliance reports to the Division. The Division
provides general records schedules, which first define records' series, and then establish
retention periods for those series.
The City Clerk's office is scanning permanent and long-term city 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 assigns one representative to the Records Management Committee and
that person is responsible for following Florida law relative to his/her department's records
disposition. Our office will work closely with liaisons to assist them and to assure that proper
destruction scheduling is accomplished.
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 policies and procedures.
By:
Sally Maio, MMC
City Clerk (RMLO)
Donna Cyr
Records Program Manager
2
What is Records Manaqement and Why is it Necessary?
Effective records management will allow an agency to maintain records from time of creation to
disposition (Information Life Cycle).
"Records Management is good business. 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 (i.e., paper, microfilm, electronic records, magnetic tape, or
digital optical disk). "
- IIMC Records Management Bulletin
Benefits of a Good Records Manaqement Proqram
➢ 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 and long-term records
Our Goals for the City of Sebastian
➢ To establish and update proper records disposition procedures and disseminate them to all
departments
➢ To utilize State General Records Schedules to formulate a corresponding City Records
Schedule which will provide an easier tool and recognition of records types by all
departments
➢ To coordinate with and educate all city personnel on the importance of public records law and
an efficient records management program
➢ To meet at least quarterly with members of the Records Management Committee for updates
on state law and to review procedures and discuss new ideas
➢ To continue the expansion of our digital imaging system using Laserfiche and store all
scanned documents on a main server for better security and accessibility.
➢ To continue to work with Emergency Management program personnel so that in the event of
a disaster the city will start up again with little trouble.
3
Terms and Definitions
Active Record - Documents and materials frequently or regularly used to conduct government 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 archival records
are kept.
Bureau of Archives and Records Manaqement — Division of Library and Information Services within
Department of State — State Department 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.
Exemption — a record 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.
Files Manaqement - The application of records management techniques in filing practices.
Filinq System - The overall system whereby records are stored, including procedures, physical arrangement,
classification system and equipment.
Forms - A document, printed or otherwise procedures, 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.
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 record worthy of permanent
preservation for research.
Inactive Records - Records that are completed/terminated and are suitable for boxed storage or scanning.
Obsolete Superceded or Administrative Value Lost (OSA) — Records that are duplicates or transitory and
need not be documented for final disposition
4
Permanent Records - Records considered to be so valuable or unique in documenting the history of an
organization, person, or place, that they are preserved permanently — may be scanned and paper destroyed.
Preservation - Actions taken to slow or prevent the deterioration or damage of archival records. Basic actions
taken to provide adequate facilities for the protection, care and maintenance of archives and records.
Public Record - According to Section 119.011 (1) of the Florida Statutes: "Public Records' means 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."
Redact - means 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 or confidential information.
Records Center - A facility designed and constructed to provide low-cost, efficient storage and reference
service of inactive records.
Record Copy - The official copy of a record, usually created and maintained by the office primarily responsible
for the information it contains.
Record 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, transfer to
records center, scanning before destruction and/or transfer to an off-site storage facility.
Records Inventorv - A detailed listing of the volume, scope, and complexity of an organization's records in
order to evaluate, appraise and organize the collection.
Records Liaison Representative - the individual or individuals assigned the responsibility within a
department for the full coordination of records management and scanning operations for the department. The
Records Liaison Representative coordinates these operations by working in close association with the City's
Records Program Manager.
Records Proqram Manaqer - The individual within an organization who is assigned the responsibility for
systematically and scientifically controlling the recorded information generated and received by the
organization.
Records Retention Schedule — State Guidelines that list records series and state what to do with the records,
how long to retain them, any special maintenance instructions, and procedures for disposing of them. The
retention schedule informs you of the length of time that records have operational, legal, fiscal or historical
value. The City of Sebastian utilizes the General Records Schedule GS1-SL. General Records Schedule GS2
is used for Law enforcement, Correctional Facilities and District Medical examiners and the General Records
Schedule GS3 is used for Supervisors of Elections 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 or function, result from the same activity, or document a particular
transaction or activity.
Retention Period - The period of time that 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.
5
RMLO — Records Manaqement Liaison Officer — person with responsibility to maintain the organizations
records program in accordance with Florida law — City Clerk is designated by ordinance
Transfer Box - A standardized container for the transfer and storage of infrequently accessed records.
Transmittal Form - the form used to transfer from one department to the City Clerks Office.
Transitorv Records — a record that relays information about time or schedule such as one might receive in a
phone message, i.e., meeting at 2 pm — and once the event is past the record is OSA.
Vital Records - records which are essential for the ongoing business of an agency, and without which the
agency could not continue to function effectively. Vital records need to be identified and stored under special
environmental controls.
L•'�
State Law References
* Please see appendices for applicable state laws relative to
Records Management located at back of manual *
Appendices - State and City Law References:
* Chapter 119 Florida Statutes (Public Records)
* Section 257.36 Florida Statutes (Records and Information Management)
* Chapter 1 B-24.001 Florida Administrative Code (General Public Records Scheduling and Dispositioning)
* Chapter 1 B-24.003 Florida Administrative Code (Records Retention Scheduling and Dispositioning)
* Chapter 1 B-26.003 Florida Administrative Code (Electronic Recordkeeping)
* Department of State Electronic Opinion
" State of Florida Record Schedules
GS1-SL (State and Local Government Agencies)
GS2 (Law Enforcement)
GS3 (Elections)
7
Records Manaqement Liaison Officer (RMLO)
Florida Statutes 257.36 (5) requires that governmental agencies appoint a Records Management
Liaison Officer (RMLO) to establish and maintain an active and continuing records management
program. Code of Ordinances Section 2-2 designates the City Clerk as the Records Management
Liaison Officer for the City of Sebastian.
RMLO Responsibilities:
• Serves as the agency contact.
• Coordinates and accommodates public access requests.
• Conducts the agency's records inventory.
• Coordinates interagency records management training.
• Develops business procedures.
Thought ultimately responsible for the Records Program, the RMLO assigns coordination of these
and other interagency records management practices to the Records Program Manager.
Records Proqram Manaqer
The Records Program Manager is assigned by the Records Manager Liaison Officer to coordinate
and supervise the City of Sebastian's Records Management program.
General Duties and Responsibilities
• Plans, schedules and coordinates the receipt, retention, storage, disposal and/or the placing
of information in electronic media in accordance with City policies, ordinances and State
statutes.
• Monitors retention schedules and destruction requests to ensure compliance with established
guidelines.
• Indexes legal documents and enters required information into the computer.
• Inventories inactive files that are transferred to the City Clerk's Records Retention Center by
various departments. Such inventories contain the names of the files transferred as well as
beginning and ending dates in each file.
• Establishes and maintains documents 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 Clerk's office.
• Prepares the necessary forms to submit to the State of Florida, Bureau of Archives and
Records Management.
• Maintains a continuing retention and disposal system in accordance with the Bureau of
Archives. Annually, provides to each department utilizing the City's Record Retention Center
with an updated inventory of inactive files that are stored therein.
• May make duplicate copies of optically imaged documents and distributes as appropriate.
• PerForms a variety of essential record keeping duties, and oversees department record
keeping and filing system.
:
Records Manaqement Committee
Each department shall assign a staff member as the department's "Records Management
Liaison/Coordinator." This staff person shall be a member of the Records Management Committee.
Members of the Records Management Committee will meet on an as-needed basis to review
records laws and management practices as well as formulate new procedures. The Records
Management Committee members will educate other personnel within their departments on the
importance of records management and they shall administer their department's records through the
Records Program Manager.
Below is a list of all the departments with the City of Sebastian and their Records Management
Liaison/Coordinator:
Airport - Joe Griffin
Building Department — Linda Lohsl
City Clerk's Office — Donna Williams-Cyr
City Manager's Office - Jean Tarbell
Code Enforcement — Susan Lorusso
Finance Department — Debbie Krueger
Golf Course - Joy Green
Growth Management Department - Jan King
Human Resources - Vaunette Davis
MIS - Barbara Brooke-Reese
Police Department — Chief Michelle Morris
Debra Curry — PD Personnel
Gloria Brown — 911 / audio requests
Qwontrae (Shawn) Sands — Records
Melinda Srinivasan - P.D. Accreditation
Public Works & Engineering Department - Linda Kinchen
E
Citv Records Manaqement Policv
• The City will provide public records in accordance with Florida law in a timely manner to the
best of our ability. If a record is deemed to be public but is not in possession of the City, a
letter of request will be made to the individual or agency to provide the record.
All public records requests whether written or verbal (except those that are simple requests
for copies of documents which a department has in their possession and knows without
question contain no confidential or exempt information) shall be initiated through the City
Clerk's office via the Records Program Manager. The Records Program Manager will submit
a request memo to the appropriate department(s) through the City Clerk, City Manager and
City Attorney. (see sample attached), however, if a request is verbal and asked to be
anonymous, the request shall remain so.
• If the nature or 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 or Charter office involved, in addition
to the actual cost of duplication, a special service charge may be imposed.
• The City is not required to generate or create documents if a request asks for documents that
do not exist, however, the agency 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.
• Whenever feasible and a request is not extensive, we will provide records which are stored in
Laserfiche by e-mail at no cost or advise requestors where they can locate the record on-line.
• The City will utilize prepared State of Florida Records Schedules for the proper disposition of
its records (i.e., Schedules GS1-SL, GS2, GS3).
• Each City employee will sign the City E-mail and Internet Use Policy dated 2004 and abide
by its rules.
• Each department will maintain and update their public folders routinely and within a timely
manner within Outlook to retain e-mail public records in accordance with retention laws and to
make them available on the public computer located in the Clerks' Office.
• All records disposition forms will flow through the Records Program Manager.
• All records transmitted to the Records Program Manager for storage must be in a 1.5 cubic foot
box and include a completed "Records Transfer Request" and a box label on the front of the
box.
• No records shall be destroyed without the signature of the Department Head, Department
Liaison, Records Program Manager, and Records Management Liaison Officer.
• No records shall be destroyed, other than duplicates and OSA records for recycling, by any
department personnel.
�
• Records destruction shall be handled and witnessed only by the Records Program Manager
or his/her designee.
• The City will utilize a recycling program for destruction of its records, which will provide
immediate shredding services on-site as witnessed by the RPM or her designee.
• The City Clerk's Office will provide, as much as currently possible, an area for storage of
records. Each department will be designated shelf space in our file room.
• The City will utilize Laserfiche software for its imaging program or other compatible system if
Laserfiche is no longer available. All departments will be encouraged to begin using
Laserfiche as soon as reasonably and financially able.
• All records scanned onto electronic media will be copied and tested once a month, using
Laserfiche Plus by the Records Program Manager. This set will be stored in the safe room of
the City Clerk's office. The MIS dept. will run a system backup and store the tape off site.
This supercedes State law requirement to test all imaged documents every 10 years. (This
does not include audio and video tapes)
11
CVT4' OF
�� ������
��
��. ---- =-'�
HOME +OF PELICAIV 15LAND
City of Sebastian E-Mail and Internet Use Policy
Effective May 2004
This policy supercedes the E-mail Policy and the Internet Usage Policy dated July 25, 2000.
Scope:
This policy applies to all City of Sebastian employees and all other authorized users of the electronic
mail infrastructure made available by the City of Sebastian, including the Internet and Intranet. This
policy applies equally to all levels of management and to the personnel they supervise.
Purpose:
While the Internet and Electronic Mail are great resources for the City, it is the responsibility of each
employee to use this resource responsibly and respectfully. Users of the City's network and
computer resources have a responsibility not to abuse the network and to respect the rights of
others. This Policy provides guidelines for the appropriate and inappropriate use of information
technology. The purpose of this procedure is to delineate acceptable uses of e-mail and the
Internet/Intranet by employees and other authorized users of City of Sebastian Network Service.
Procedures:
A. The Internet/Intranet is to be used as a business tool for reasons that are necessary for the
accomplishment of an employee's job assignments.
Files downloaded from the Internet must be thoroughly scanned by anti-viral software
maintained by the MIS Division. This anti-viral software is not to be disabled by the user.
2. In accordance with departmental policy, executable files/software can only be
downloaded by individuals whose job descriptions include the testing of software.
3. Accessing, sending, storing, or displaying sensitive materials including, but not limited to,
gambling or other illegal activities, sexually explicit materials, or materials that include
profane, obscene, or discriminatory content is prohibited.
4. Data and files on the Internet must be considered copyrighted material and may not be
distributed or published in any form without the written permission of the originator.
5. In addition to work-related access, employees may briefly visit non-sensitive Internet sites
during non-work time, such as break, lunch, or before or after work hours. Examples of
acceptable sites are those dealing with health matters, weather, news, business topics,
community activities, career advancement, and personal enrichment. It is imperative that
common sense be used in viewing non-work related sites and they must not result in any
additional cost to the Department.
12
6. Inappropriate use of the Internet will be reviewed on a case-by-case basis and may lead
to disciplinary action up to and including dismissal.
B. E-mail is to be used for official city business that includes communications with other state
departments, governmental entities and private sector entities. Although the Department
does not prohibit all personal use of e-mail, a common sense approach should be applied.
1. Acceptable personal use of e-mail is where the communication is brief, does not interfere
with work, does not subject the Department to any additional cost, and is consistent with
the requirements contained in this policy.
2. Prohibited uses of e-mail include:
a. Non-city sponsored solicitations, including, but not limited to such things as
advertising the sale of property or other commercial activities;
b. Sending copies of documents in violation of copyright laws or licensing agreements;
c. Sending messages prohibited or restricted by government security laws or regulations
or any other communication that may adversely affect the City's ability to carry out its
mission. Messages which may reflect unfavorably on the City, or which may be
perceived as representing the City's official position on any matter when authority to
disseminate such information has not been expressly granted are also prohibited;
d. Sending confidential or proprietary information or data to persons not authorized to
receive it, either within or outside the City;
e. Sending content that may constitute sexual harassment or be considered
discriminatory, obscene, derogatory or excessively personal, whether intended to be
serious or humorous;
f. Sending communications reflecting or containing chain letters; illegal activity;
harassment; sensitive information including but not limited to gambling, or materials
that include profane, obscene, or inappropriate language, or racial, ethnic or other
discriminatory content;
g. Sending material promoting political positions or actions.
h. Inappropriate use of E-mail will be reviewed on a case-by-case basis and may lead to
disciplinary action up to and including dismissal.
3. The City of Sebastian does not intend to routinely monitor the contents of e-mail
messages. However, users should expect that electronic mail messages might be
accessed by authorized supervisors or System Administrators with or without the
permission of the employee. No employee should have any expectation of privacy as to
his or her Internet or E-mail usage.
C. All e-mail accounts must be established, terminated or transferred with a Computer Access
Change for promulgated by, and must be submitted to the MIS Division.
13
Retention and Access -- Electronic Mail:
A. Users should take note that the information generated on e-mail may be a public record
subject to public inspection and may not be confidential, unless specifically cited by Florida
Statute. Section 119.011 (1), F.S., defines public records as:
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.
B. Individual users are responsible for keeping and archiving their own business-related e-mail
in public folders set up by MIS for each department. Retention of these files is subject to
Florida State laws. For more detailed information regarding the definition and retention
schedule of public records, refer to Florida Statutes Chapter 119 and the City of Sebastian
Records Management Policies and Procedures Manual.
C. Any requests for access to the contents of e-mail in order to respond to legal process, such
as subpoenas and public records law requests, or for purposes involving litigation,
investigation or claim must be immediately brought to the attention of the City Clerk's office.
Enforcement:
City Department Heads, or their designee, are responsible for compliance with provisions of this
policy and reporting any suspected non-compliance to the Human Resources Department. Absent
direction from the City Council, the System Administrators must obtain consent of the City Clerk or
City Attorney prior to monitoring e-mail or internet activity originating from those charter offices.
I, have read this policy and agree to comply with all its terms
and conditions. I agree that all network activity conducted while doing City business and being
conducted with City resources is the property of the City of Sebastian. The City reserves the right to
monitor and log all network activity including E-mail, with or without notice and therefore users
should have not expectation of privacy in the use of these resources. I have received a written copy
of the City of Sebastian's E-mail/Internet Use Policy. I fully understand the terms of this policy and
agree to abide by them.
Accepted and Executed this day of
Employee Signature
14
Cit of Sebastian Records
y
Mana ement Proced u res
g
Public Records Retention Policy: Per Florida State Statute 119, "Public
records" means 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.
In accordance with this Statute all records must be easily obtainable for the
public. this includes e-mails.
15
General Procedures
Each department liaison shall follow records laws and coordinate with the Records Program
Manager to properly administer its departments' records utilizing the appropriate Records Retention
Schedule.
When records are boxed and ready for storage, scanning or destruction, forms and labels, as set out
in this manual, shall be completed and inserted prior to transmittal to the Records Program Manager.
The Records Program Manager shall determine that the records in the box do in fact meet the
requirements of the General Retention Schedule for storage or destruction.
Records Program Manager will copy the disposition form once signed by all parties and give it to the
department liaison for their records. The original disposition form will be filed in a binder in the City
Clerk's office.
Attached are each department's category lists that determine the proper retention schedules they
should use as a guide when filling out their individual Records Transfer Request forms. These
category lists are still a work in progress and the Records Program Manager will sit with each liaison
to see if any changes or additions need to be made.
Please see the next pages for individual forms and instructions.
�
Forms and Instructions
17
City of Sebastian
RECORDS TRANSFER REQUEST
CITY CLERKS OFFICE
Department
GS# ITEM Record Series File Name Record Box Volume Scheduled
# Dates No. Retention
From To Date
Department Signature
To be stored:
:.
Date
Instructions for Completinq the Records Transfer Request Form
This form is used when records are being brought to the City Clerk's office for storage in our file
room or vault.
GS# - Enter the General Retention Schedule you are using (i.e., GS1-SL, GS2 or GS3).
2. Item #- List the item number your records fall under in the General Retention Schedule.
3. Record Series File Name - Enter the name of the record series title the fit your records as
described in the General Retention Schedule.
4. Description - Enter a brief description of the contents in the box of records you are bringing
over to the City Clerk's office
5. Box #- Enter the temporary box number on the space provided.
6. Volume - Enter the volume of the box in cubic feet.
7. Scheduled Retention Date - Enter the date in which the records in the box can be destroyed.
Please print this date in RED.
8. Signature of the Department Head - Please have the Department Head sign in the space
provided.
9. Date - Enter the current date on this line
10. To be stored - Enter the room that the records are to be stored in (File room or Vault)
19
City of Sebastian
RECORDS DISPOSITION DOCUMENT
V h��n , r-: `� < <3�i'.�i�� :ii �[?��� :i''i: �.1`.'S1—I -'k�� 811C� l�l�� ��e t'���111��C� Iil l�le ���ilCi. O� l�lZ ��IlV ���� i . �d�i;�� �U�:w�� � >�i'.1'�C� "� ��� �)- 1�:� „�.,�1
i.
�,1'i-- e �''c�l' _.1 `c) ���a blD,' \�i� f. �o�°�t i �;l:�l��r .d'��) <§`�.
Deparhnent Department Head
SUBMITTED BY: I hereby certify that the records to be disposed of are correctly
represented below, that any audit requirements for the records have been fully
justified, and thaY further retention is not required for any litigation pending or
imminent.
Signature of Department Liaison
Print Name and Title
Date
No6ce of Intention
The scheduled records listed below are to be disposed of in the manner checked
below on
DATE
a. Destruction _ b. Scan prior to Destruction
-Landtill
- Shredding
-Recycle
c. Scanning and Retention of paper document
List of Record Series
Box Scheduled Item Title Retention Inclusive Volume in
No. No No. Dates Cubic Feet
DISPOSAL AUTHORIZATION: Disposal for the above listed records is DISPOSAL CERTIFICATE: The above listed recards have been disposed of in
authorized. Any deletions or modiFcations are indicated. the manner and on the date shown above.
Records Specialist Signature Date Signature of Person Witnessing Destruction Date
RMLO Signature Name and Title
�
Records Disposition Form
The Records Disposition Form is used when a series of records has met the required retention as
stated in the General Retention Schedule GS1-L, GS2 or GS3. This form is a permanent document
and will be retained in the City Clerk's Office once fully executed. A copy of this form will be
provided to each department liaison for their records. Below are the step-by-step instructions for
completing the Disposition form.
Department - Indicate what department the disposed records are coming from.
2. Department Head - Please have the department head sign his/her name in the space
provided.
3. Submitted by - The Department Liaison of the department should sign his/her name
and then PRINT their name and title underneath.
4. Notice of Intention - Indicate the date on which the records are to be destroyed.
Then choose which method of destruction you wish to use (i.e., landfill, shredding or
recycling)
NOTE: All shredding is done in the City Clerk's office by the Records Program
Manager. Under no circumstances should original documents that have met retention
be shredded by the department liaisons or staff personnel. Only DUPLICATES may be
shredded by departments.
5. Box Number - Each box of records that is to be destroyed should have a box number
attached to it. If you do not have a box number simply state "N/A" on the space
provided.
6. Scheduled Number - Indicate which General Retention Schedule you are using (i.e.,
GS1, GS2 or GS3)
7. Item Number - Please enter the item number located in the General Retention
Schedule that the records in the box contain.
8. Record Series Title - Please enter the Title of the Record series found in the General
Retention Schedule.
9. Retention - Please enter the retention for the record series located in the General
Retention Schedule.
10. Inclusive Date - Enter the years that the box of records contains.
11. Volume in Cubic Feet - Please enter the volume of the box in the space provided.
12. Disposal Authorization - TO BE COMPLETED BY THE CITY CLERK'S OFFICE!!!
13. Disposal Certificate - TO BE COMPLETED BY THE CITY CLERK'S OFFICE!!!!
21
Department:
GS#:
Item #:
Box#:
Description:
Department:
GS#:
Item #:
Box#:
Description:
RECORDS TRANSFER
Record Date From:
Record Date To:
Volume:
Retention Time:
Destruction Date:
RECORDS TRANSFER
22
Record Date From:
Record Date To:
Volume:
Retention Time:
Destruction Date:
Labelinq Boxes
Labeling the boxes helps in the easy retrieval of information when needed. By labeling boxes it will
aid the department and the City Clerk's office in locating records quickly and efficiently. On the box
label please provide the following information.
Department - Which department are these records from?
2. GS# - Which General Retention Schedule are you using
3. Item# - Indicate what Item number you are referencing in the General Retention Schedule
4. Box #- Write the box number in the space provided
5. Description - Write the record series title and a brief description of what contents are in the
box
6. Record date from and to - Write the years of the records in the spaces provided
7. Volume - Indicate the volume of the box in this space
8. Retention time - Please show the number of years as stated in the General Retention
Schedule
9. Destruction Date - Please indicate in RED when these records can be destroyed
23
Destruction
Proper and timely destruction of records in accordance with established retention schedules protects
the City's interests and alleviates the need for costly storage.
The City of Sebastian has contracted with Shred-It Recycling of Orlando, FL, which has installed
recycling bins in two of the City's buildings. These bins are located at the Police Department, and at
City Hall in the City Clerks office, MIS department, and between Growth Management and the
Building Department. Duplicate, OSA and trash paper can be inserted into these locked bins on a
daily basis and will be picked up and shredded on-site every four weeks.
Records, which are ready for destruction and have been properly documented, can be forwarded to
the Record Program Manager for verification. The Records Program Manager will then contact
Shred-It for special pickup.
The Records Program Manager or her designee will witness and sign off on all records shredded
onsite by Shred-It.
Hard drives that are damaged, no longer repairable and MIS has deemed can be destroyed must be
documented using a disposition sheet. The volume will be in units and as much information
documented on the sheet (serial number of drive, department and person it came from and
preferably time span of drive). The hard drives will be physically destroyed in house either by
piercing with four to five holes or by smashing the drive with a sledge hammer. The drives are then
stored until they can be taken to a Com-Cycle remote location to be shredded.
24
Scanninq of Lonq-term and Permanent Documents
The City of Sebastian utilizes LaserFiche Imaging software to scan and store long term and
permanent records. Once these records are scanned the paper can be destroyed and the scanned
image becomes the record copy. Most scanned documents are posted on the City's website for
informational and research purposes. The State of Florida advises, `Agencies are not required to
document the disposition of records with a retention of `retain until obsolete, superceded, or
administrative value is losf" (OSA) EXCEPT for records that have been microfilmed or scanned in
accordance with Rule 18-26, F.A.C., where microfilmed or electronic version will serve as the record
copy"
Efficient management of an electronic records manaqement proqram is a four-faceted approach:
■ Records Management Liaison Officer (RMLO) - City Clerk appointed by ordinance
■ System Administrator — Records Program Manager administers the city-wide records
program
■ Technical Coordinators — MIS Department offers specialized technical guidance
■ Department Ownership — each department assigns liaison who will work with us to achieve
our goal of eliminating paper records
The Records Program Manager will:
■ Act as System Administrator for all City related records management issues;
■ Conduct training in the use of the Laserfiche viewer software;
■ Back up Laserfiche data once each month using Laserfiche Plus;
■ Burn software and data to CD when requested for review by the public or staff;
■ 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.
MIS will run regular system backups and store tapes off site.
25
Storaqe of Records
`7nsofar as practicable, custodians of vital, permanent, or archival records shall keep them in
fireproof and waterproof safes, vaults, or rooms fitfed with noncombustible materials and in such
arrangement as to be easily accessible."
—Section 119.03 (1) F/orida Statutes
Boxes of retained records are stored, as much as possible, in the vault and safe area of the City
Clerk's Office on shelves assigned to departments.
Most departments retain their own active records and some are in the process of scanning.
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 safe.
�
Annual Records Disposition Compliance Submitted to the State
of Florida, Division of Archives and Records Manaqement
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 Division of Archives and Records
Management.
27
Vital Records
Vita� records are an integral part of the Records Management Program for the City of Sebastian.
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
Agreements
Financial records
Payroll/Employee Records
Minutes
Ordinances
Resolutions
Cemetery Records
Property Deeds
Computer Backup Tapes
:
COPY FEES
Florida Statutes Section 119.07 sets out appropriate fees for records inspection, examination
and duplication as follows:
119.07 Inspection, examination, and duplication of records; exemptions.--
(1)(a) 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. The custodian shall furnish a copy or a
certified copy of the record upon payment of the fee prescribed by law or, if a
fee is not prescribed by law, for duplicated copies of not more than 14 inches
by 81/Z inches, upon payment of not more than 15 cents per one-sided copy,
and for all other copies, upon payment of the actual cost of duplication of the
record. An agency may charge no more than an additional 5 cents for each
two-sided duplicated copy. For purposes of this section, duplicated copies shall mean
new copies produced by duplicating, as defined in s. 283.30. The phrase "actual cost of
duplication" means the cost of the material and supplies used to duplicate the
record, but it does not include the labor cost or overhead cost associated with
such duplication. However, the charge for copies of county maps or aerial
photographs supplied by county constitutional officers may also include a
reasonable charge for the labor and overhead associated with their
duplication. Unless otherwise provided by law, the fees to be charged for duplication
of public records shall be collected, deposited, and accounted for in the manner
prescribed for other operating funds of the agency. An agency may charge up to $1
per copy for a certified copy of a public record.
(b) If the nature or volume of public records requested to be inspected,
examined, or copied pursuant to this subsection is such as to require
extensive use of information technology resources or extensive clerical or
supervisory assistance by personnel of the agency involved, or both, the
a�y may charge, in addition to the actual cost of duplication, a special
service charge, which shall be reasonable and shall be based on the cost
incurred for such extensive use of information technology resources or the
labor cost of the personnel providing the service that is actually incurred bv
the a4encv or attributable to the aaencv for the clerical and suaervisorv
assistance required, or both. "Information technology resources" means data
processing hardware and software and services, communications, supplies, personnel,
facility resources, maintenance, and training.
29
PAPER COPIES:
One-sided copy of 8'/2 x 11 or 8'/2 x 14 or 11 x 17 .................... $.15
Two-sided copy of 8'/2 x 11 or 8'/2 x 14 or 11 x 17 ............... ....... .20
Certification of record .............................................................. 1.00 plus per page charge
Large maps ........................................................................... 5.00 per page
ELECTRONIC COPIES:
Audiotape.. . ... . ... . ... . .. . .. . ... . ... . .. . .. . .. . . .. . ... ... ... . ... . ... . .. . .. . ... . ... . .. . . 3.00
DVDor CD ............................................................................ 5.00
CD or audiotape of PD Dispatch / 911 calls ..................................10.00
VHS (outside service) ..............................................................10.00
Shipping & Handling (where applicable) ...................................... 5.00
EXTENSIVE USE OF INFORMATION TECHNOLOGY RESOURCES OR EXTENSIVE
CLERICAL OR SUPERVISORY ASSISTANCE BY PERSONNEL OF THE AGENCY:
If the nature or volume of public records requested is 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 or Charter office involved, in addition to the actual cost of
duplication, a special service charge may be imposed. The actual charge shall be reasonable and
based upon the labor costs actually incurred or attributable to the City for the clerical and
supervisory assistance required of such personnel providing the service.
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 thirty (30) minutes or less in actual labor.
However, when a person requests public records which require more than thirty minutes in actual
service to locate, review for confidential information, copy and re-file requested public records, the
person will be charged for all time expended above thirty minutes. 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.
Nothing herein shall prohibit the City 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.
Whenever feasible and the request is not extensive, we will provide records which are
stored in Laserfiche by e-mail at no cost or advise requestors where they can locate
the record on-line.
�
��r��
$����
��- __
H[}M€ OF PELICAN ISUICJD
CITY OF SEBASTIAN POLICY
SOCIAL SECURITY NUMBER COLLECTION
TO COMPLY WITH NEW STATE REGULATIONS
NEW REGULATIONS
FS 119.071 (5) (a) 2.a. states:
"An agency may not collect an individual's social security number unless the agency has stated in
writing the purpose for its collection and unless it is:
(I) Specially authorized by law to do so; or
(II) Imperative for the performance of that agency's duties and responsibilities as prescribed
by law."
FS 119.071 (5) (a) 2.b. states:
"Social security numbers collected by an agency may not be used by that agency for any purpose
other than the purpose provided in the written statement."
FS 119.071 (5) (a) 3 states:
"An agency collecting an individual's social security number shall provide that individual with a copy
of the written statement required in subparagraph 2."
FS 119.071 (5) (a) 4.a. states:
"Each agency shall review whether its collection of social security numbers is in compliance with
subparagraph 2. If the agency determines that collection of a social security number is not in
compliance with subparagraph 2, the agency shall immediately discontinue the collection of social
security numbers for that purpose. "
FS 119.071 (5) (a) 4.b. states:
"Each agency shall certify to the President of the Senate and the Speaker of the House of
Representatives its compliance with this subparagraph no later than January 31, 2008."
To implement these new regulations, the City of Sebastian is required to review its collection of
social security numbers from individuals and determine whether collection is authorized by law OR
imperative for the performance of the requesting departments' duties and responsibilities as
prescribed by law.
31
Each department provided information as to how and why they were collecting social security
numbers. Departments collecting SSNs provided information as follows:
Airport: Security Card ID Applications for Airport Leases and Users
Buildinq Department: Receives contractor licensing information frorr
SSN as a reference number
Finance Department: Vendor credit and qualification information
Growth Manaqement: Local Business Tax Application
Human Resources: New hire background checks, I-9 forms,
information
testing facility and it includes a
Workers comp and insurance
Police Department: Most incident, arrest, and criminal investigative reports contain SSNs
No other departments are collecting social security numbers.
Collection of social security numbers by the above referenced departments is found to be in
compliance because collection is specially authorized by law to do so, or imperative for the
perFormance of the departments' duties and responsibilities as prescribed by law.
The City of Sebastian is required to:
establish a policy on the collection of social security numbers (this document is the policy)
prepare and provide a written statement to be provided to an individual when the City
requires that individual's social security number (see attached — Exhibit 1)
32
DISCLOSURE OF SOCIAL SECURITY NUMBERS AND REQUESTS BY COMMERCIAL
ENTITIES FOR SOCIAL SECURITY NUMBERS HELD BY THE CITY
FS 119.071 (5) (a) 5. states:
"Social security numbers held by an agency are confidential and exempt from s. 119.07(1) and s.
24(a), Art. I of the State Constitution. This exemption applies to social security numbers held by an
agency before, on, or after the effective date of this exemption. "
FS 119.071 (4) (a) 1.
"The social security
contained in agency
State Constitution. "
states:
numbers of all current and former agency employees which numbers are
employment records are exempt from s. 119.07(1) and s. 24(a), Art. I of the
FS 119.071 (4) (a) 2. states:
"An agency that is the custodian of a social security number specified in subparagraph 1. and that is
not the employing agency shall maintain the exempt status of the social security number only if the
employee or the employing agency of the employee submits a written request for confidentiality to
the custodial agency. However, upon a request by a commercial entity as provided in sub-
subparagraph (5)(a)7.b., the custodial agency shall release the last four digits of the exempt social
security number, except that a social security number provided in a lien filed with the Department of
State shall be released in its entirety. This subparagraph is subject to the Open Government Sunset
Review Act in accordance with s. 119.15 and shall stand repealed on October 2, 2009, unless
reviewed and saved from repeal through reenactment by the Legislature."
FS 119.071 (4) (d) 1 states:
The home addresses, telephone numbers, social security numbers, and photographs of active or
former law enforcement personnel, including correctional and correctional probation officers,
personnel of the Department of Children and Family Services whose duties include the investigation
of abuse, neglect, exploitation, fraud, theft, or other criminal activities, personnel of the Department
of Health whose duties are to support the investigation of child abuse or neglect, and personnel of
the Department of Revenue or local governments whose responsibilities include revenue collection
and enforcement or child support enforcement; the home addresses, telephone numbers, social
security numbers, photographs, and places of employment of the spouses and children of such
personnel; and the names and locations of schools and day care facilities attended by the children of
such personnel are exempt from s. 119.07(1). The home addresses, telephone numbers, and
photographs of firefighters certified in compliance with s. 633.35; the home addresses, telephone
numbers, photographs, and places of employment of the spouses and children of such firefighters;
and the names and locations of schools and day care facilities attended by the children of such
firefighters are exempt from s. 119.07(1). The home addresses and telephone numbers of justices of
the Supreme Court, district court of appeal judges, circuit court judges, and county court judges; the
home addresses, telephone numbers, and places of employment of the spouses and children of
justices and judges; and the names and locations of schools and day care facilities attended by the
children of justices and judges are exempt from s. 119.07(1). The home addresses, telephone
numbers, social security numbers, and photographs of current or former state attorneys, assistant
state attorneys, statewide prosecutors, or assistant statewide prosecutors; the home addresses,
telephone numbers, social security numbers, photographs, and places of employment of the
spouses and children of current or former state attorneys, assistant state attorneys, statewide
prosecutors, or assistant statewide prosecutors; and the names and locations of schools and day
care facilities attended by the children of current or former state attorneys, assistant state attorneys,
33
statewide prosecutors, or assistant statewide prosecutors are exempt from s. 119.07(1) and s. 24(a),
Art. I of the State Constitution.
FS 119.071 (4) (a) 8. An agency that is the custodian of the personal information specified in
subparagraph 1., subparagraph 2., subparagraph 3., subparagraph 4., subparagraph 5.,
subparagraph 6., or subparagraph 7. and that is not the employer of the officer, employee, justice,
judge, or other person specified in subparagraph 1., subparagraph 2., subparagraph 3.,
subparagraph 4., subparagraph 5., subparagraph 6., or subparagraph 7. shall maintain the exempt
status of the personal information only if the officer, employee, justice, judge, other person, or
employing agency of the designated employee submits a written request for maintenance of the
exemption to the custodial agency.
FS 119.071 (5) (a) 6. states:
"Social security numbers may be disclosed to another agency or governmental entity if disclosure is
necessary for the receiving agency or entity to perform its duties and responsibilities."
FS 119.071 (5) (a) 7. a. (I) and (II) state:
"For purposes of this subsection, the term:
(I) "Commercial activity" means the provision of a lawful product or service by a commercial entity.
Commercial activity includes verification of the accuracy of personal information received by a
commercial entity in the normal course of its business; use for insurance purposes; use in identifying
and preventing fraud; use in matching, verifying, or retrieving information; and use in research
activities. It does not include the display or bulk sale of social security numbers to the public or the
distribution of such numbers to any customer that is not identifiable by the commercial entity.
(II) "Commercial entity" means any corporation, partnership, limited partnership, proprietorship, sole
proprietorship, firm, enterprise, franchise, or association that perForms a commercial activity in this
state."
FS 119.071 (5) (a) 7. b. (I), (II), (III), and (IV) state:
"An agency may not deny a commercial entity engaged in the performance of a commercial
activity access to social security numbers, provided the social security numbers will be used only
in the performance of a commercial activity and provided the commercial entity makes a written
request for the social security numbers. The written request must:
(I) Be verified as provided in s. 92.525; (see FS 92.525 at end of document)
(II) Be legibly signed by an authorized officer, employee, or agent of the commercial entity;
(III) Contain the commercial entity's name, business mailing and location addresses, and business
telephone number; and
(IV) Contain a statement of the specific purposes for which it needs the social security numbers and
how the social security numbers will be used in the perFormance of a commercial activity. The
aggregate of these requests shall serve as the basis for the agency report required in subparagraph
9."
34
FS 119.071 (5) (a) 7. c. states:
"An agency may request any other information reasonably necessary to verify the identity of a
commercial entity requesting the social security numbers and the specific purposes for which the
numbers will be used."
FS 119.071 (5) (a) 8.a. states:
"Any person who makes a false representation in order to obtain a social security number pursuant
to this paragraph, or any person who willfully and knowingly violates this paragraph, commits a
felony of the third degree, punishable as provided in s. 775.082 or s. 775.083.
b. Any public officer who violates this paragraph commits a noncriminal infraction, punishable by a
fine not exceeding $500 per violation."
FS 119.071 (5) (a) 9.a. and 9.b. (I) and (II) and 9.c. state:
"Every agency shall file a report with the Executive Office of the Governor, the President of the
Senate, and the Speaker of the House of Representatives by January 31 of each year.
b. The report required under sub-subparagraph a. shall list:
(I) The identity of all commercial entities that have requested social security numbers during the
preceding calendar year; and
(II) The specific purpose or purposes stated by each commercial entity regarding its need for social
security numbers.
c. If no disclosure requests were made, the agency shall so indicate."
FS 119.071 (5) (a) 10. states:
"Any affected person may petition the circuit court for an order directing compliance with this
paragraph. "
FS 119.071 (5) (a) 11. states:
"This paragraph does not supersede any other applicable public records exemptions existing
prior to May 13, 2002, or created thereafter. "
According to the City Attorney, 119.071 (5) (a) 11. means that the exemptions in place relative to
agency employees' social security numbers is not superseded by the new regulations requiring
release of SSNs to commercial entities, in other words, we do not have to release employee SSNs to
anyone.
To implement the above
request by a commercial
attached — Exhibit 3):
regulations, the City will prepare a form to be provided in the event of a
entity for social security numbers which will ask the following (see form
• Commercial entity name (corporation, partnership, limited partnership, proprietorship, so/e
proprietorship, firm, enterprise, franchise, or association that performs a commercial activity
in this state)
• Commercial entity business mailing address
• Commercial entity business location address
• Commercial entity telephone number
• Line for legible signature of authorized officer, employee or agent of commercial entity and
title
35
Line for statement of the specific purpose for which it needs the SSNs and how the SSNs will
be used in the perFormance of a commercial activity (includes verification of the accuracy of
personal information received by a commercial entity in the normal course of its business;
use for insurance purposes; use in identifying and preventing fraud; use in matching,
verifying, or retrieving information; and use in research activities. It does not include the
display or bulk sale of social security numbers fo the public or the distribution of such
numbers to any customer that is not identifiable by the commercial enfity)
Oath to be signed by signator in accordance with 92.525 and notarized
To complete the requirements of this section, the City will prepare and file a report with the Executive
Office of the Governor, the President of the Senate, and the Speaker of the House of
Representatives by January 31 of each year (see report letter format attached — Exhibit 4) which
includes the following:
• the identity of all commercial entities that have requested social security numbers during the
preceding calendar year, and
• the specific purpose or purposes stated by each commercial entity regarding its need for
social security numbers, of
• if no disclosure requests were made, indication to that effect
�
92.525 Verification of documents; perjury by false written declaration, penalty.--
(1) When it is authorized or required by law, by rule of an administrative agency, or by rule or order
of court that a document be verified by a person, the verification may be accomplished in the
following manner:
(a) Under oath or affirmation taken or administered before an officer authorized under s. 92.50 to
administer oaths; or
(b) By the signing of the written declaration prescribed in subsection (2).
(2) A written declaration means the following statement: "Under penalties of perjury, I declare that I
have read the foregoing [document] and that the facts stated in it are true," followed by the signature
of the person making the declaration, except when a verification on information or belief is permitted
by law, in which case the words "to the best of my knowledge and belief' may be added. The written
declaration shall be printed or typed at the end of or immediately below the document being verified
and above the signature of the person making the declaration.
(3) A person who knowingly makes a false declaration under subsection (2) is guilty of the crime of
perjury by false written declaration, a felony of the third degree, punishable as provided in s.
775.082, s. 775.083, or s. 775.084.
(4) As used in this section:
(a) The term "administrative agency" means any department or agency of the state or any county,
municipality, special district, or other political subdivision.
(b) The term "document" means any writing including, without limitation, any form, application,
claim, notice, tax return, inventory, affidavit, pleading, or paper.
(c) The requirement that a document be verified means that the document must be signed or
executed by a person and that the person must state under oath or affirm that the facts or matters
stated or recited in the document are true, or words of that import or effect.
Alfred Minner, City Manager
37
Date
4�1�' L�F
���T�
�v,�� v� ���ic,�� is��a
CITY OF SEBASTIAN
SOCIAL SECURITY NUMBER COLLECTION
POLICY STATEMENT
The City of Sebastian recognizes that an individual's social security number is a unique form of identification
that can be utilized to obtain sensitive information regarding that particular individual, however, the City must
collect social security numbers under certain circumstances in order for the City to be able to properly perform
its duties and functions as a municipal corporation and in order to ensure that such duties and functions are
performed accurately and efficiently. Due to the sensitive nature of an individual's social security number, the
City of Sebastian provides the following statement regarding the City's collection of social security numbers:
THE CITY OF SEBASTIAN COLLECTS YOUR SOCIAL SECURITY NUMBER ONLY FOR THE
FOLLOWING PURPOSES:
PERSONNEL MATTERS:
• New Hire Processing for ldentification and Tax Purposes
• Volunteer Processing
• Benefits Processing
BUSINESS TRANSACTIONS:
• Vendor Credit and Qualification
• Tax Reporting
REGULATORY MATTERS
• Contractor Licensing
• Business Tax Receipts
PUBLIC SAFETY
• Police Investigations
• Security Card ID Verification
Each individual who provides a social security number to the City of Sebastian shall be provided with a copy of
this statement in compliance with 119.071(5) FS (2007). Additional copies of this social security policy
statement may be obtained by contacting City Hall, 1225 Main Street, Sebastian, FL 32958.
City of Sebastian SSN Policy — Exhibit 1
:
.m �
$��T�N
�..►.-..
_ --
Hi7ME OF PELI[AN IiL;7NL�
CITY OF SEBASTIAN
SOCIAL SECURITY NUMBER REQUEST FORM
Florida Statutes 119.071 (5) (a) 7. a. (I) and (II) and 7.b. provide regulations for agencies to provide commercial
entities (any corporation, partnership, limited partnership, proprietorship, so/e proprietorship, firm, enterprise,
franchise, or association that performs a commercial activity in this state) with social security numbers for specific
commercial activities (verification of the accuracy of personal information received by a commercial entity in the
normal course of its business; use for insurance purposes; use in identifying and preventing fraud; use in matching,
verifying, or retrieving information; and use in research activities, but does not include the display or bulk sale of
social security numbers to the public or the distribution of such numbers to any customer that is not identifiable by
the commercial entity) when requested in writing by the commercial entity, and report same annually to the State of
Florida.
Commercial entity name (corporation, partnership, limited partnership, proprietorship, sole proprietorship, firm, enterprise,
franchise, or association that performs a commercial activity in this state
Commercial entity business mailing address
Commercial entity business location address
Commercial entity telephone number
Statement of specific purpose for which you need the SSNs and how the SSNs will be used in the performance of
your commercial activity (see above for legitimate purposes set out by FS 119.071)
Any person who makes a fa/se representation in order to obtain a social security number pursuant to this
paragraph, or any person who willfully and knowingly violates this paragraph, commits a felony of the third
degree, punishable as provided in s. 775.082 or s. 775.083. �FS 119.071 (5) (a)]
Under penalties of perjury, I swear or affirm that the facts stated herein by me in this document are true.
Legible signature of AUTHORIZED officer, employee or agent of commercial entity and title Date
State of Florida
County of Indian River
Before me personally appeared who provided as identification or is
personally known to me and who signed the above document on
SEAL
Notary Public
State of Florida My Commission Expires:
City of Sebastian SSN Policy — Exhibit 3
39