HomeMy WebLinkAboutPublic Records PolicyCitv 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.
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• 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)
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