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Records Retention
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CYCLE FOR RECORDS  

 

A Time-line for all schools and departments to routinely maintain, purge, dispose

and destroy records that have met the retention requirements are found  in the

GS1-SL and GS7 Schedules.   

 

RECORD STORAGE & DESTRUCTION

 

Records must meet or exceed the retention requirement as specified in the General Schedules before destruction can occur.

A Records Disposition Document must be completed, signed by the Principal/Director and forwarded to the Records Retention

Office for review. After reviewing, the Records Retention Specialist acknowledges that the retention requirements have been

met on the items submitted. Once final approval is granted by the Deputy Superintendent of Schools, an approved copy is sent

to the school site/department and disposal/destruction can occur.

 

The recommended methods of disposal/destruction are shredding or burning. In the case of burning, a work order is requested

through the Educational Facilities Department so that the records can be picked-up and stored at the Educational Facilities Department until burning can occur.

 

Guidelines

Records Deposition

 

IMAGING and MICROFILMING

 

Records of great importance and that are vital to the daily operations of the school district are systematically imaged

and/or microfilmed. Currently, records of historical significance are being imaged at the Records Retention Office.

Inactive student records are also being imaged. Vital records such as financial and budgetary information are out-sourced

annually.

 

DISASTER PREPAREDNESS

 

The School District has a plan in place for disaster recovery. Refer to the plan for specific instructions. With regards

to records, the director or principal will need to assess the situation and decide what steps need to be taken to minimizing

the damage. To salvage records, the director /principal will need to prioritize which records are most vital or valuable and

remove those records first. Vital records are defined as records that are needed to operate the school or department.

Retrieving records from the disaster must be done, carefully, by using protective gear such as: respirators, gloves,

jumpsuits, boots & goggles. Preservation of records will depend largely on the severity of damage and the time of

exposure. Records should be placed in a climate controlled environment with a temperature of 60-65 degrees and

humidity at 40-50 percent.

 

 

 


         
         

Please note: Florida has a very broad public records law. Most written communication to or from our state officials regarding
state business are public records that are available to the public and media upon request.