General Records Schedule GS11

State of Florida

GENERAL RECORDS SCHEDULE GS11

FOR

CLERKS OF COURT

EFFECTIVE: June 2023

Rule 1B-24.003(1)(h), Florida Administrative Code

Florida Department of State

Division of Library and Information Services

Tallahassee, Florida

850.245.6750

recmgt@dos.myflorida.com

info.florida.gov/records-management

General Records Schedule GS11 for Clerks of Court

GENERAL RECORDS SCHEDULE

GENERAL INFORMATION AND INSTRUCTIONS

FOREWORD

The general records schedules established by the Department of State are intended for use by state,

county, city and special district public records custodians. If you are unsure of your organization’s status

as a “public agency,” consult your legal counsel and/or the Florida Attorney General’s Office for a legal

opinion. The Department of State publishes the following general records schedules:

GS1-SL

State and Local Government Agencies

GS2

Criminal Justice Agencies and District Medical Examiners

GS3

Election Records

GS4

Public Hospitals, Health Care Facilities and Medical Providers

GS5

Public Universities and Colleges

GS7

Public Schools Pre-K-12 and Adult and Career Education

GS8

Fire Departments

GS11

Clerks of Court

GS12

Property Appraisers

GS13

Tax Collectors

GS14

Public Utilities

GS15

Public Libraries

All Florida public agencies are eligible to use the GS1-SL, which provides retention periods for the most

common administrative records, such as routine correspondence and personnel, payroll, financial and

legal records. General records schedules GS2 through GS15 are applicable to program records of

specific functional areas, such as elections administration, tax collecting or law enforcement, each of

which has unique program responsibilities and thus unique records retention requirements. The GS2

through GS15 should be used in conjunction with the GS1-SL to cover as many administrative and

program records as possible.

The retention periods set forth in the general records schedules are based on federal and state laws and

regulations, general administrative practices and fiscal management principles. Please note that these

are minimum retention periods; public agencies may retain their records longer at their discretion. In fact,

certain accreditation committees may have standards that require longer retention periods. Contact your

accrediting organization for more information on their requirements. In addition, federal, state or local

laws and regulations regarding recordkeeping and records retention for specific agencies or specific types

of records might require a longer retention than indicated in this general schedule. Agencies should be

aware of all laws and regulations relating to their records and recordkeeping requirements. However,

remember that a public agency is not permitted to reduce the retention periods stated in a general

records schedule.

For additional information on records retention and disposition, please refer to Managing Florida’s Public

Records handbook, which, along with all Florida general records schedules, is available on the

Department of State’s Records Management website at info.florida.gov/records-management/

General Records Schedule GS11 for Clerks of Court

TABLE OF CONTENTS

FOREWORD ................................................................................................................................. i

TABLE OF CONTENTS ............................................................................................................... ii

I. STATUTORY AUTHORITY .................................................................................................. i

II. DETERMINING RETENTION REQUIREMENTS ................................................................ i

III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS ............................................ ii

IV. DISTINGUISHING BETWEEN THE DIFFERENT TYPES OF RETENTION PERIOD

REQUIREMENTS .............................................................................................................. iv

V. ARCHIVAL VALUE ............................................................................................................. v

VI. ELECTRONIC RECORDS .................................................................................................. v

VII. FACTORS THAT MAY INFLUENCE THE DISPOSITION OF RECORDS ....................... vi

VIII. REFORMATTING STANDARDS AND REQUIREMENTS ................................................ vi

IX. RECORDS VOLUME CONVERSION TO CUBIC FOOT MEASUREMENTS .................. vii

RECORDS RETENTION SCHEDULES ...................................................................................... 1

CROSS-REFERENCE ................................................................................................................. 5

CROSS-REFERENCE: JUDICIAL RECORDS ............................................................................ 6

ALPHABETICAL LISTING ............................................................................................................ 8

NUMERICAL LISTING ................................................................................................................. 9

General Records Schedule GS11 for Clerks of Court

I. STATUTORY AUTHORITY

This general records schedule is issued by the Department of State’s Division of Library and Information

Services in accordance with the statutory provisions of Chapters 119 and 257, Florida Statutes.

Chapter 119, Florida Statutes, defines the terms “public records,” “custodian of public records” and

“agency,” as well as the fundamental process by which disposition of public records is authorized under

law.

Chapter 257, Florida Statutes, establishes the Florida State Archives and the Records and Information

Management Program under the direction of the Division of Library and Information Services and

specifically provides for a system for the scheduling and disposition of public records. Chapter 257 also

authorizes the Division to establish and coordinate standards, procedures and techniques for efficient and

economical records creation and recordkeeping, and it requires all agencies to appoint a Records

Management Liaison Officer (RMLO).

II. DETERMINING RETENTION REQUIREMENTS

In determining public records retention requirements, four values must be considered to ensure that the

records will fulfill their reason for creation and maintenance: administrative, legal, fiscal and historical.

These four values have been evaluated in depth to determine the retention requirements of the records

listed in this general records schedule.

There are two particular financial factors that may impact the retention period of an agency’s records:

A. Audits - The term “audit” is defined by Section 11.45, Florida Statutes, as encompassing financial,

operational and performance audits. The Florida Auditor General’s Office describes these audits

as follows:

1. Financial audit means an examination of financial statements in order to express an

opinion on the fairness with which they are presented in conformity with generally

accepted accounting principles and an examination to determine whether operations are

properly conducted in accordance with legal and regulatory requirements. Financial

audits must be conducted in accordance with auditing standards generally accepted in

the United States and government auditing standards as adopted by the Florida Board of

Accountancy. Audit requirements for state financial assistance provided by State of

Florida agencies to nonstate entities are established by the Florida Single Audit Act,

Section 215.97, Florida Statutes. When applicable, the scope of financial audits shall

encompass the additional activities necessary to establish compliance with the Single

Audit Act Amendments of 1996, 31 U.S.C. ss. 7501-7507, and other applicable federal

laws.

2. Operational audit means an audit conducted to evaluate management's performance in

establishing and maintaining internal controls, including controls designed to prevent and

detect fraud, waste and abuse, and in administering assigned responsibilities in

accordance with applicable laws, administrative rules, contracts, grant agreements and

other guidelines. Operational audits must be conducted in accordance with government

auditing standards. Such audits examine internal controls that are designed and placed in

operation to promote and encourage the achievement of management's control

objectives in the categories of compliance, economic and efficient operations, reliability of

financial records and reports, and safeguarding of assets, and identify weaknesses in

those internal controls.

3. Performance audit means an examination of a program, activity or function of a

governmental entity conducted in accordance with applicable government auditing

standards or auditing and evaluation standards of other appropriate authoritative bodies.

The term includes an examination of issues related to a number of defined criteria.

General Records Schedule GS11 for Clerks of Court

The Records Management Program does not track or maintain information on which audits apply

to which records in which agencies. Different agencies are subject to different types of audits at

different times, and each agency is responsible for knowing what audits might be conducted and

retaining needed records for that purpose. For instance, some agencies might be subject to the

Federal Single Audit Act, while others are not. In general, any records relating to finances or

financial transactions might be subject to audit.

Audits may be conducted by the Florida Auditor General, independent public accountants, or

other state or federal auditors, as well as grant funding agencies and national or statewide

professional accreditation or certification groups. Your finance office, your legal office and the

Auditor General’s Office are good sources of information regarding which specific records your

agency should retain for audit purposes.

Because conceivably any record in any agency might be required for audit, we are no

longer including the “provided applicable audits have been released” language on

selected retention items. Each agency is responsible for ensuring that any and all

auditable records are maintained for as long as necessary to meet that agency’s audit

requirements.

B. Grants - Any public agency receiving local, state or federal grant money will need to be familiar

with grantor agency requirements.

III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS

The procedures for scheduling and disposition of public records, which are applicable to all public

agencies, consist of two separate but related actions:

A. Establishing a Records Retention Schedule - A retention schedule describing the records and

setting the minimum retention period is required for each record series. A record series, as

defined in Rule 1B-24, Florida Administrative Code, is “a group of related public records arranged

under a single filing arrangement or kept together as a unit (physically or intellectually) because

they consist of the same form, relate to the same subject or function, result from the same

activity, document a specific type of transaction, or have some other relationship arising from their

creation, receipt, or use.” Examples of series that agencies might maintain are Personnel Files,

Client Case Files, Project Research Files, Equipment Maintenance and Repair Records, and

Procurement Files. Each record series might contain records in a variety of forms and formats

that collectively document a particular program, function or activity of the agency.

The records retention schedule officially establishes the minimum length of time that the record

series must be retained. This retention applies to the agency’s record (master) copy of the

records - those public records specifically designated by the custodian as the official

record. The retention period for duplicates – copies of records that are not the official

record of an agency – is always “Retain until obsolete, superseded, or administrative

value is lost” (“OSA”) unless otherwise specified. Therefore, we are no longer including

the OSA retention statement for duplicates in each retention item.

1. General records schedules establish retention requirements for records documenting

administrative and program functions common to several or all government agencies,

such as personnel, accounting, purchasing and general administration. General records

schedules can cover a significant proportion of an agency’s record series. The General

Records Schedule GS1-SL for State and Local Government Agencies can be used by all

state and local agencies in determining their records retention requirements.

Certain agencies can use other general records schedules in conjunction with the GS1-

SL. For example, along with using the GS1-SL, public universities and colleges should

use the GS5 for Public Universities and Colleges for program records unique to their

functions and activities. Similarly, along with using the GS1-SL, State Attorneys should

General Records Schedule GS11 for Clerks of Court

iii

use the GS2 for Criminal Justice Agencies and Medical Examiners and property

appraisers should use the GS12 for Property Appraisers. Please see the Forward for a

complete list of general records schedules, and contact the Records Management

Program to verify which general records schedules are appropriate for use by your

agency.

If a similar record series is listed in two general record schedules, the schedule with the

longer retention requirement shall take precedence.

REMEMBER: The retention period stated in the applicable schedule is the minimum

time a record must be maintained. If two or more record series are filed together, the

combined file must be retained through the longest retention period of those records.

2. Individual records schedules establish retention requirements for records that are

unique to particular agencies. These schedules are used for records that are not in a

general schedule. Individual records schedules may only be used by the agency for

which they were established.

To establish an individual records schedule, an agency must submit a Request for

Records Retention Schedule, Form LS5E105REff.2-09, to the Records Management

Program for review and approval. This “105” form is available on the Records

Management website at info.florida.gov/records-management/forms-and-publications/

Records become eligible for disposition action once they have met the retention

requirements specified in an established retention schedule and any other applicable

requirements (e.g., litigation). The individual schedule remains effective until there is a

change in series content or until other factors are introduced that would affect the

retention period, at which time a new individual records retention schedule should be

submitted for approval. If a new general records schedule is later established that

requires an equal or longer retention period for the same records, that general records

schedule supersedes the individual records schedule. If you have an individual schedule

that requires a longer retention, contact the Records Management Program for guidance.

B. Final Disposition of Public Records - Section 257.36(6), Florida Statutes, states that “A public

record may be destroyed or otherwise disposed of only in accordance with retention schedules

established by the division.” This means that all records, regardless of access provisions, must be

scheduled before disposition can occur (see Sections 119.07-119.0714, Florida Statutes,

regarding access provisions). Agencies must identify an appropriate general records schedule or

individual records schedule for any records being disposed of. If an appropriate retention

schedule for the records does not exist, one must be established by following the procedures

listed above for individual records schedules.

Agencies must maintain internal records disposition documentation, including retention

schedule number, retention schedule item number (including, when needed, the suffix ‘a’ for the

record copy or ‘b’ for duplicates), record series title, inclusive dates, volume in cubic feet of

physical records destroyed (for electronic records, record the number of bytes and/or records

and/or files if known, or indicate that the disposed records were in electronic form), disposition

action (manner of disposition) and date. A form titled Records Disposition Document, which is

recommended for use in documenting records disposition, is available on the Records

Management website at info.florida.gov/records-management/forms-and-publications/

. Agencies

must maintain this documentation as a permanent record but should not submit it to the Records

Management Program for review or approval.

General Records Schedule GS11 for Clerks of Court

IV. DISTINGUISHING BETWEEN THE DIFFERENT TYPES OF RETENTION PERIOD

REQUIREMENTS

When trying to determine when records are eligible for disposition, agencies must be aware of the

different types of retention requirements. For instance, records with a retention of “3 anniversary years”

will have a different eligibility date from records with a retention of “3 fiscal years” or “3 calendar years.”

A. Anniversary Year - from a specific date

Example: 3 anniversary years

If a record series has a retention of “3 anniversary years,” the eligibility date would be 3

years after the ending date of the series.

B. Calendar Year - January 1 through December 31

Example: 3 calendar years

If a record series has a retention of “3 calendar years,” the eligibility date would be 3

years after the end of the calendar year of the last record in the series.

C. Fiscal Year - depends on agency type

• State government agencies, school districts - July 1 through June 30

• Local government agencies - October 1 through September 30

Example: 3 fiscal years

If a record series has a retention of “3 fiscal years,” the eligibility date would be 3 years

after the end of the fiscal year of the last record in the series.

D. Months or Days

Examples: 6 months; 90 days

If a record series has a retention of “6 months,” the eligibility date would be 6 months

after the ending date of the record series.

If a record series has a retention of “90 days,” the eligibility date would be 90 days after

the ending date of the record series.

E. Retain until obsolete, superseded, or administrative value is lost (OSA)

With this retention, a record is eligible for disposition whenever it is no longer of any use

or value to the agency or when it has been replaced by a more current record. The

retention could vary from less than one day to any length of time thereafter.

F. Triggering Event

With this retention, records become eligible for disposition upon or after a specific

triggering event.

Examples:

Retain until youth turns age 25.

General Records Schedule GS11 for Clerks of Court

Retain for life of the structure.

3 anniversary years after final action.

Example: Calculating Eligibility Dates

If the ending date for a specific record series is 7/31/2017, when are these records eligible for disposition

under different retention period types?

Retention Period

Start Counting

From

Add # of

Years

Retain

Through

3 anniversary years

7/31/2017

= 7/31/2020

3 fiscal years (local govt.)

9/30/2017

= 9/30/2020

3 fiscal years (school district)

6/30/2018

= 6/30/2021

3 calendar years

12/31/2017

= 12/31/2020

V. ARCHIVAL VALUE

A. State Agencies - The State Archives of Florida identifies records having enduring historic,

administrative or fiscal value that may be eligible for permanent preservation. If a record series

description indicates that the records “may have archival value,” the state agency must contact

the State Archives of Florida for archival review before disposition of the records. The RMLO or

other agency representative should contact the Archives by telephone at 850.245.6750 or by

email at recmgt@dos.myflorida.com

. The Archives will provide guidance for the transfer of the

records to the State Archives or other appropriate disposition of the records. For records

indicating both a Permanent retention and possible archival value, agencies should contact the

State Archives after five years for archival review and guidance as to whether, when and how to

transfer the records to the Archives.

B. All Other Agencies - When preparing to dispose of records that have met their required

retention, carefully consider the potential historical research value of those records. Some

records that do not have a permanent retention still might have enduring value to your community

as evidence of the interactions between government and citizens and as sources of information

about local government, society and culture. For your convenience, we have indicated that “This

series may have archival value” for series that are most likely to have such historical or archival

value. Not all such records will be determined to be archival; conversely, some records without

this statement in the series description might have archival value. Records of historical value to

your community should be preserved locally for the benefit of historians and other researchers.

Technical assistance in determining archival value is available from State Archives staff at

850.245.6750.

VI. ELECTRONIC RECORDS

Records retention schedules apply to records regardless of the format in which they reside. Therefore,

records created or maintained in electronic format must be retained in accordance with the minimum

retention requirements presented in these schedules. Printouts of standard correspondence are

acceptable in place of the electronic files. Printouts of electronic communications (email, instant

messaging, text messaging, multimedia messaging, chat messaging, social networking, or any other

current or future electronic messaging technology or device) are acceptable in place of the electronic

files, provided that the printed version contains all date/time stamps and routing information.

However, in the event that an agency is involved in or can reasonably anticipate litigation on a particular

issue, the agency must maintain in native format any and all related and legally discoverable electronic

files.

General Records Schedule GS11 for Clerks of Court

VII. FACTORS THAT MAY INFLUENCE THE DISPOSITION OF RECORDS

A. Litigation - When a public agency has been notified or can reasonably anticipate that a potential

cause of action is pending or underway, that agency should immediately place a hold on

disposition of any and all records related to that cause. Your agency’s legal counsel should

inform your Records Management Liaison Officer and/or records custodian(s) when that hold can

be lifted and when the records are again eligible for disposition.

B. Public Records Requests - Pursuant to Section 119.07(1)(h), Florida Statutes, the custodian of a

public record who has made an assertion that a requested record is not a public record subject to

public inspection or copying pursuant to Chapter 119, Florida Statutes, may not dispose of a

record “for a period of 30 days after the date on which a written request to inspect or copy the

record was served on or otherwise made to the custodian of public records by the person seeking

access to the record. If a civil action is instituted within the 30-day period to enforce the provisions

of this section with respect to the requested record, the custodian of public records may not

dispose of the record except by order of a court of competent jurisdiction after notice to all

affected parties.” This 30-day requirement does not supersede the established records retention

schedule(s). Agencies cannot dispose of records at the end of the 30-day period following a

public records request unless disposition is authorized by the applicable retention schedule.

C. Accreditation Standards - Some public agencies receive national or statewide accreditation or

certification by professional societies, organizations and associations. Examples include the Joint

Commission on the Accreditation of Healthcare Organizations, the Commission on Accreditation

for Law Enforcement Agencies and COLA (formerly the Commission on Office Laboratory

Accreditation). In an effort to enhance the professionalism of their members, these groups may

place additional requirements on public agencies beyond those mandated under state or federal

law. Agencies may therefore choose to maintain their records for a longer period of time than

required by established records retention schedules in order to meet accreditation standards.

D. Records in Support of Financial, Operational or Performance Audits - These records should be

retained in accordance with the following guidelines provided by the Florida Office of the Auditor

General:

Records must be retained for at least three fiscal years (most financial records must be

retained for a minimum of five fiscal years in accordance with guidelines of the

Department of Financial Services and the Office of the Auditor General). If subject to the

Federal Single Audit Act (pursuant to 2CFR200.501(a)) or other federal audit or

reporting requirements, records must be maintained for the longer of the stated

retention period or three years after the release date of the applicable Federal

Single Audit Act or completion of other federal audit or reporting requirements.

Finally, if any other audit, litigation, claim, negotiation, or other action involving the

records has been started before the expiration of the retention period and the disposition

of the records, the records must be retained until completion of the action and resolution

of all issues arising from it. However, in no case can such records be disposed of before

the three fiscal year minimum.

E. Federal, state or local laws and regulations regarding recordkeeping and records retention for

specific agencies or specific types of records might require a longer retention than indicated in

this general schedule. Agencies should be aware of all laws and regulations relating to their

records and recordkeeping requirements.

VIII. REFORMATTING STANDARDS AND REQUIREMENTS

Unless otherwise prohibited by law or rule, the record copy of public records as defined by Section

119.011(12), Florida Statutes, may be reformatted to microfilm or electronic form as long as the

requirements of Rule 1B-26.003 or 1B-26.0021, Florida Administrative Code, are met.

General Records Schedule GS11 for Clerks of Court

vii

A. Electronic Recordkeeping is defined in Rule 1B-26.003, Florida Administrative Code, which

provides standards and guidelines for creation and maintenance of record (master) copies of

public records in electronic form.

B. Microfilm Standards are defined in Rule 1B-26.0021, Florida Administrative Code, which provides

standards for microfilming of public records to ensure that the film, photography methods,

processing, handling and storage are in accordance with methods, procedures and specifications

designed to protect and preserve such records on microfilm.

IX. RECORDS VOLUME CONVERSION TO CUBIC FOOT MEASUREMENTS

Cassette tapes, 200

1.0 cubic foot

Letter-size file drawer

1.5 cubic feet

Legal-size file drawer

2.0 cubic feet

Letter-size 36” shelf

2.0 cubic feet

Legal-size 36” shelf

2.5 cubic feet

Magnetic Tapes, 12

1.0 cubic foot

3 x 5 cards, ten 12” rows

1.0 cubic foot

3 x 5 cards, five 25” rows

1.0 cubic foot

4 x 6 cards, six 12” rows

1.0 cubic foot

5 x 8 cards, four 12” rows

1.0 cubic foot

16mm microfilm, 100 rolls

1.0 cubic foot

35mm microfilm, 50 rolls

1.0 cubic foot

Map case drawer, 2” x 26” x 38”

1.1 cubic feet

Map case drawer, 2” x 38” x 50”

2.2 cubic feet

Roll storage, 2” x 2” x 38”

0.1 cubic foot

Roll storage, 2” x 2” x 50”

0.2 cubic foot

Roll storage, 4” x 4” x 38”

0.3 cubic foot

Roll storage, 4” x 4” x 50”

0.5 cubic foot

(One roll of microfilm contains approximately 1.0 cubic foot of records.)

Cubic foot calculation: (Length” x Width” x Height”) ÷ 1,728 = cubic feet

General Records Schedule GS11 for Clerks of Court

RECORDS RETENTION SCHEDULES

ABSTRACT OF TITLE RECORDS Item #1

This record series consists of information extracted from real property records showing the description of property, the

names of the grantors and grantees, mortgagors and mortgagees, the nature of the instrument, and other information as

may be deemed advisable. Records are created pursuant to Chapter 703, Florida Statutes, Abstracts of Title.

RETENTION: Permanent.

DOCUMENTARY STAMP RECORDS Item #92

This record series consists of records relating to documentary stamps collected and sold by the Clerk of the Circuit Court

on recorded and unrecorded documents maintained by the Clerk of Court pursuant to Section 201.01, Florida Statutes,

Documents taxable, generally, which authorizes documentary stamp taxes on various documents, legal instruments, etc.

The series may include, but is not limited to, logs or journals of documentary stamps sold and collected; copies of reports

sent to the Department of Revenue pursuant to Section 201.12, Florida Statutes, Excise Tax on Documents, Duties of

clerks of the circuit court; and worksheets used to balance the documentary stamps sold by the Clerk of Court.

RETENTION: 5 fiscal years after payment.

ERRORS AND INSOLVENCIES REPORTS Item #5

This record series consists of reports created by the Tax Collector’s Office and approved by the Board of County

Commissioners pursuant to Section 197.492, Florida Statutes, Errors and insolvencies report, and Rule 12D-13.008,

Florida Administrative Code, Discounts, Errors, Double Assessments, and Insolvencies Report. The report is filed with the

Clerk of the Circuit Court and shows the discounts, errors, double assessments and insolvencies for which credit is given,

including in every case except discounts, the names of the parties on whose account the credit is allowed.

RETENTION: Permanent.

HOME SOLICITATION PERMITTING RECORDS Item #11

This record series consists of applications filed with the Clerk of the Circuit Court for home solicitation permits pursuant to

Section 501.022, Florida Statutes, Home solicitation, sale; permit required. The series may include, but is not limited to,

sworn applications; photographs of applicant; fingerprint cards; correspondence sent to the Florida Department of Law

Enforcement, Sheriff’s Office, and applicant; miscellaneous forms used by the Clerk to document the progress of the file;

permit application; decision regarding the approval or disapproval for issuing a permit; and any indexes to the records.

RETENTION: 5 fiscal years upon expiration of renewal.

INTANGIBLE PERSONAL PROPERTY TAX REPORTS Item #43

This record series consists of the Clerk’s copy of reports sent to the Department of Revenue pursuant to Section

199.135(3), Florida Statutes, Due date and payment of nonrecurring tax, which requires that, “No later than 7 working

days after the end of each week, each clerk shall transmit to the department all nonrecurring intangible taxes collected

during the preceding week, together with a report certifying the amount of tax collected with respect to all instruments

upon which the tax was paid.”

RETENTION: 5 fiscal years after payment.

MARRIAGE RECORDS/APPLICATIONS: LICENSES ISSUED Item #41

This record series consists of marriage licenses issued, with the names of the parties and the date of issuance, and upon

the return of the marriage license and certificate, the name of the person solemnizing the marriage along with the date of

marriage and of return as required by Section 741.09, Florida Statutes, Record of license and certificate. Series may

include an index to the licenses issued containing the names, date of marriage and marriage record book/page number.

The original license is forwarded to the Department of Health and a copy is retained by the Clerk of Court. Records

created pursuant to Florida Statutes Section 382.021, Department to receive marriage licenses; Sections 28.222(2) and

(3)(h), Clerk to be county recorder; Section 741.09, Record of license and certificate; and Section 741.10, Proof of

marriage where no certificate available.

RETENTION: Permanent.

MARRIAGE RECORDS/APPLICATIONS: NO LICENSE RETURNED/LICENSE EXPIRED Item #3

This record series consists of marriage license applications for which no license was returned within the 60 days allowed

by Section 741.041, Florida Statutes, Marriage license application valid for 60 days, which requires that “Marriage

licenses shall be valid only for a period of 60 days after issuance, and no person shall perform any ceremony of marriage

after the expiration date of such license.”

RETENTION: 5 fiscal years after application submitted.

MARRIAGE RECORDS: COURSE PROVIDER REGISTRATION RECORDS Item #90

This record series documents registration with the Clerk of Court of providers of premarital preparation courses. In

accordance with Section 741.0305(5), Florida Statutes, Marriage fee reduction for completion of premarital preparation

course, each provider must register with the Clerk of the Circuit Court by filing an affidavit in writing attesting to the

provider’s compliance with the premarital preparation course requirements. The affidavit includes the course instructor’s

General Records Schedule GS11 for Clerks of Court

name, contact information, and qualifications, including the license number, if any, or, if an official representative of a

religious institution, a statement as to relevant training.

RETENTION: Retain until obsolete, superseded, or administrative value is lost.

MARRIAGE RECORDS: SUPPLEMENTAL DOCUMENTATION Item #42

This record series consists of supplemental documentation for marriage licenses. The series may include, but is not

limited to, consent forms and/or pregnancy affidavits submitted with the application for marriage license; copies of the

marriage license application; certificate of completion of premarital preparation course; judicial order to marry without

parental consent; affidavit for amendment to marriage license; motion/order for waiving the waiting period; and certificate

for consent of marriage.

RETENTION: 1 fiscal year after date of application for marriage license.

MURPHY ACT RECORDS Item #56

This record series documents the sale of property under Chapter 18296, Laws of Florida, 1937, known as the Murphy Act.

The Murphy Act provides for the sale of tax certificates and the lands on which they were levied. The series may include,

but is not limited to, state-held tax certificates on which deeds were issued, correspondence and deed reports.

RETENTION: Permanent.

OFFICIAL RECORDS Item #57

This record series consists of all instruments that the Clerk is authorized or required by law to record under Section

28.222, Florida Statutes, Clerk to be county recorder. All instruments are recorded in one general series called “Official

Records” per Section 28.222(2), Florida Statutes. Included in the official records are deeds, leases, mortgages, notices or

claims of lien, notices of levy, tax warrants, and other instruments relating to the ownership, transfer, or encumbrance of

or claims against real or personal property or any interest in it; extensions, assignments, releases, cancellations, or

satisfactions of mortgages and liens, judgments, certificates, declarations of condominium and related exhibits; orders of

dismissal and final judgments of the courts in civil actions pursuant to Section 28.29, Florida Statutes; all wills and codicils

admitted to probate, orders revoking probate of any wills and codicils, letters of administration, orders affecting or

describing real property, final orders, orders of final discharge, and orders of guardianship filed in the Clerk’s office

pursuant to Section 28.223, Florida Statutes, Probate records; recordation; and any other instrument required or

authorized to be recorded. See also “OFFICIAL RECORDS: GENERAL INDEX/FILING REGISTER” and “OFFICIAL

RECORDS: RECORD OF INSTRUMENTS FILED DAILY.”

RETENTION: Permanent.

OFFICIAL RECORDS: GENERAL INDEX/FILING REGISTER Item #58

This record series consists of a general alphabetical index maintained by the Clerk in accordance with Section 28.222(2),

Florida Statutes, Clerk to be county recorder. This is a direct and inverse index of all instruments recorded in the Official

Record and generally includes date and time of filing, instrument number, kind of instrument, names of parties to the

instrument, and other identifying information. See also “OFFICIAL RECORDS” and “OFFICIAL RECORDS: RECORD OF

INSTRUMENTS FILED DAILY.”

RETENTION: Permanent.

OFFICIAL RECORDS: RECORD OF INSTRUMENTS FILED DAILY Item #70

This record series consists of daily alphabetical or numerical listings of instruments recorded in the official records. The

listing may include such information as grantor and grantee names; date, time and type of instrument; official records

book and page; and the addresses to which the original documents will be returned. The listing is used to verify all

information indexed into the official records and to document the date on which the documents were mailed back to

customers. The listing may also be used for looking up book/page and instrument numbers of documents recorded for a

given day when the computer systems are down. See also “OFFICIAL RECORDS” and “OFFICIAL RECORDS:

GENERAL INDEX/FILING REGISTER.”

RETENTION: Retain until obsolete, superseded, or administrative value is lost.

PASSPORT RECORDS: DAILY Item #59

This record series consists of daily reports of persons applying for passports. The series documents such information as

applicant’s name, amount paid and receipt number. The series may also include copies of transmittal records that are

prepared and sent with completed applications when mailing to the Passport Agency.

RETENTION: 5 fiscal years.

PLATS Item #32

This record series documents the use of lands that have been approved by local government entities and are filed with the

Clerk’s Office under Florida Statutes Chapter 177, Land Boundaries, and Section 337.2735, Recording of municipal maps

of reservation for transportation corridors and transportation facilities; establishment of building setback lines; restrictions

on issuance of development permits; hearings. These instruments are prepared for recording as prescribed in Section

177.091, Florida Statutes, Plats made for recording, and filed in a series of books as prescribed by Section 177.111,

Florida Statutes, Instructions for filing plat. References to the plats (Book & Page) are found in the “Official Records

General Records Schedule GS11 for Clerks of Court

Index.”

RETENTION: Permanent.

PUBLIC UTILITY RATE ADJUSTMENT ORDERS Item #65

This record series consists of copies of rate orders issued by the Florida Public Service Commission to adjust (increase or

reduce) utilities rates. The orders are filed with the Clerk of the Circuit Court of each county in which customers are served

who are affected by the adjustments in accordance with Florida Statutes Section 366.072, Rate adjustment orders, and

Section 367.084, Rate adjustment orders.

RETENTION: Retain as long as rate is in effect.

REGISTRATIONS: BAIL BOND AGENTS Item #71

This record series documents the registration of bail bond agents with the Clerk’s Office as required by Section 648.42,

Florida Statutes, Registration of bail bond agents. The series may include, but is not limited to, registration forms, copies

of licenses and powers of attorney from each insurer he or she represents as a bail bond agent.

RETENTION: 1 anniversary year after expiration of license.

TAX CERTIFICATE REDEMPTION RECORDS Item #4

This record series consists of records relating to the redemption of tax certificates by the titleholder or other interested

party under Chapter 197, Florida Statutes, Tax Collections, Sales, and Liens. The series includes records provided to the

Clerk’s Office by the Tax Collector pursuant to Section 197.413, Florida Statutes, and other related records, and may

include, but is not limited to, worksheets, title searches, copies of tax certificates, and records relating to the Clerk’s

responsibility to advertise and to notify applicable persons that the application for tax deed has been made.

RETENTION: 1 fiscal year after redemption.

TAX DEED SALE RECORDS Item #74

This record series documents the sale of tax deeds under Chapter 197, Florida Statutes, Tax Collections, Sales, and

Liens. The series includes records provided to the Clerk by the Tax Collector pursuant to Section 197.413, Florida

Statutes, and other related records, including but not limited to, records of lands available for taxes, worksheets, title

searches, original tax certificates, sheriff services, certificate of advertisement, certificate of mailing notices to title holders

and lien holders, copies of correspondence to the Board of County Commissioners regarding surplus monies and claims,

surplus claim affidavits, notices and warning statements mailed to title holders and lien holders, and a copy of the

recorded tax deed. The series may also include copies of disbursement records such as refunds to applicants, payment of

surplus claims, and check requisitions for surplus monies transferred to the Board of County Commissioners. After the

property is sold, the tax deed is recorded in the Official Records along with the Clerk’s certificate of mailing and

newspaper affidavit, and the original tax deed is released to the successful bidder. Retention is pursuant to Sections

95.191 and 95.192, Florida Statutes, Statute of Limitations for actions on tax deeds.

RETENTION: 4 anniversary years after tax deed recorded in Official Records.

TAX ROLLS Item #75

This record series consists of final paid tax rolls submitted to the Clerks of the Circuit Court by the Tax Collectors as

provided in Department of Revenue Rule 12D-13.015(2)-(3), Florida Administrative Code, which requires that, “The tax

collector must deliver the original tax roll to the clerk after completing the collection of taxes …The original tax roll may not

be destroyed by the clerk or any other officer or person until written permission has been obtained from the Florida

Department of State.”

RETENTION: Permanent.

TEEN COURT RECORDS Item #13

This record series documents non-judicial hearings in a diversion/intervention program in which teenage offenders are

“tried” by other teenagers. The series may include, but is not limited to, Probable Cause Affidavits; Civil Citations; Teen

Court Program introductory letters to parents; letters to victims (restitution); victims’ statements; waiver of rights; intake

interview summaries; jury sentencing forms; contract agreements; verification of restitution (receipt); letter of

apology/essay; TASC (Treatment Alternative for Street Crime) Assessment (Psychosocial Evaluation); community service

or jury duty time sheets; successful completion reports (disposition forms); and Department of Juvenile Justice

Recommendation to State Attorney’s Office. This item only covers records from programs in counties in which the Teen

Court program is administered by the county and not by the Judicial Branch.

RETENTION: 5 anniversary years after child reaches the age of majority or final disposition, whichever occurs later.

VALUE ADJUSTMENT BOARD FILES: APPEAL FILED Item #91

This record series documents value adjustment board hearings regarding property value assessments, denied

exemptions or classifications, ad valorem tax deferrals, portability decisions, and changes of ownership or control when

an appeal is filed. This series may include, but is not limited to, the petition; hearing tapes and/or notes; recommendation

of the Special Master; record of decision; notice of adjustment or disapproval; and supporting documents. FOR MINUTES

OF THE VALUE ADJUSTMENT BOARD MEETINGS, SEE GS1-SL FOR STATE AND LOCAL GOVERNMENT

AGENCIES, ITEM #32, “MINUTES: OFFICIAL MEETINGS.” Records created pursuant to Florida Statutes Chapter 194,

General Records Schedule GS11 for Clerks of Court

Administrative and Judicial Review of Property Taxes, and Chapter 196, Exemption, and Rule 12D-9.034, Florida

Administrative Code, Requirements for Value Adjustment Board in Administrative Reviews; Uniform Rules for Procedure

for Hearings Before Value Adjustment Boards. Retention is pursuant to Rule 12D-9.034, Florida Administrative Code,

Record of the Proceeding.

RETENTION: 5 anniversary years from final action if an appeal is filed in circuit court.

VALUE ADJUSTMENT BOARD FILES: NO APPEAL FILED Item #16

This record series documents value adjustment board hearings regarding property value assessments, denied

exemptions or classifications, ad valorem tax deferrals, portability decisions, and change of ownership or control when no

appeal is filed. This series may include, but is not limited to, the petition; hearing tapes and/or notes; recommendation of

the Special Master; record of decision; notice of adjustment or disapproval; and supporting documents. FOR MINUTES

OF THE VALUE ADJUSTMENT BOARD MEETINGS, SEE GS1-SL FOR STATE AND LOCAL GOVERNMENT

AGENCIES, ITEM #32, “MINUTES: OFFICIAL MEETINGS.” Records created pursuant to Florida Statutes Chapter 194,

Administrative and Judicial Review of Property Taxes, and Chapter 196, Exemption, and Rule 12D-9.034, Florida

Administrative Code, Requirements for Value Adjustment Board in Administrative Reviews; Uniform Rules for Procedure

for Hearings Before Value Adjustment Boards. Retention is pursuant to Rule 12D-9.034, Florida Administrative Code,

Record of the Proceeding.

RETENTION: 4 anniversary years after final decision provided no appeal is filed in circuit court.

WILLS: SAFEKEEPING Item #72

This record series consists of original wills deposited with the Clerk pursuant to Section 732.901, Florida Statutes,

Production of wills. The original will is removed from the safekeeping file and filed with all other pleadings if a probate

case is actually filed.

RETENTION: 20 calendar years after submitted.

General Records Schedule GS11 for Clerks of Court

***CROSS-REFERENCE***

CROSS-REFERENCE

BAIL BOND AGENTS: REGISTRATIONS

use REGISTRATIONS: BAIL BOND AGENTS

CONDOMINIUM, DECLARATIONS OF – EXHIBITS

use OFFICIAL RECORDS

DEPOSITORY LEDGER REPORTS

use General Records Schedule GS1-SL for State and Local Government Agencies, Item #435, FINANCIAL

TRANSACTION RECORDS: DETAIL,

or General Records Schedule GS1-SL for State and Local Government Agencies, Item #436, FINANCIAL

TRANSACTION RECORDS: SUMMARY

For court registry records, child support records, and other court/judicial branch records, refer to retention

requirements in Florida Rules of General Practice and Judicial Administration.

DOCUMENTARY STAMP/BALANCE SHEETS

use DOCUMENTARY STAMP RECORDS

DOCUMENTARY STAMP REPORTS

use DOCUMENTARY STAMP RECORDS

DOCUMENTARY STAMP LOGS/JOURNALS

use DOCUMENTARY STAMP RECORDS

DRAFTS AND WORKING PAPERS

use General Records Schedule GS1-SL for State and Local Government Agencies, Item #242, DRAFTS AND

WORKING PAPERS

GAS PIPELINE RECORDS: GAS PIPELINE FILES

use OFFICIAL RECORDS

HOME SOLICITATION RECORDS

use HOME SOLICITATION PERMITTING RECORDS

HOME SOLICITATION RECORDS: INDEX

use HOME SOLICITATION PERMITTING RECORDS

INTANGIBLE TAX REPORTS

use INTANGIBLE PERSONAL PROPERTY TAX REPORTS

MARRIAGE RECORDS: CONSENT FORMS & PREGNANCY AFFIDAVITS

use MARRIAGE RECORDS: SUPPLEMENTAL DOCUMENTATION

PROPERTY APPRAISAL ADJUSTMENT BOARD FILES

use VALUE ADJUSTMENT BOARD FILES: APPEAL FILED

or VALUE ADJUSTMENT BOARD FILES: NO APPEAL FILED

REGISTRATIONS: BONDSMAN

use REGISTRATIONS: BAIL BOND AGENTS

TAX DEED REDEMPTION RECORDS

use TAX CERTIFICATE REDEMPTION RECORDS

TOURIST DEVELOPMENT TAX RECORDS

use General Records Schedule GS1-SL for State and Local Government Agencies, Item #305, TOURIST

DEVELOPMENT TAX RECORDS

General Records Schedule GS11 for Clerks of Court

***CROSS-REFERENCE: JUDICIAL RECORDS***

CROSS-REFERENCE: JUDICIAL RECORDS

For the following items included in previous editions of the GS11, and for all Judicial Branch/Court

records, refer to retention requirements in Florida Rules of General Practice and Judicial Administration:

ACCOUNTS PAYABLE/RECEIVABLE RECORDS: SUPPORTING DOCUMENTS (CHILD SUPPORT/ALIMONY)

ADOPTION CASE FILES

APPLICATIONS: INTERCEPTION OF WIRE AND ORAL COMMUNICATIONS

BANK STATEMENTS: RECONCILIATION (CHILD SUPPORT/ALIMONY)

BOND RECORDS: APPEARANCE

BONDS: RECEIPT RECORDS

BONDS: SURETY/PERFORMANCE OF SERVICE

CASH COLLECTION RECORDS: DAILY (CHILD SUPPORT/ALIMONY)

CASH RECEIPT/REPORT RECORDS: CHILD SUPPORT/ALIMONY

CHECKS: REGISTERS (CHILD SUPPORT/ALIMONY)

CHECKS: STUBS (CHILD SUPPORT/ALIMONY)

CIVIL ACTION CASE FILES

COURT CALENDARS

COURT DOCKETS/NOTES

COURT RECORDINGS (AUDIO/VISUAL): WITH TRANSCRIPT

COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPT (FELONY CASES)

COURT RECORDINGS (AUDIO/VISUAL): WITHOUT TRANSCRIPT

COURT RECORDS: SEALED

COURT REGISTRY

COURT REPORTERS’ NOTES

COURT REPORTS

COURT REPORTS: UNIFORM RECIPROCAL ENFORCEMENT OF CHILD SUPPORT

CRIMINAL CASE FILES: FELONY (ADJUDICATED GUILTY)

CRIMINAL CASE FILES: FELONY (NOT ADJUDICATED GUILTY)

CRIMINAL CASE FILES: FUGITIVE/OUT OF COUNTY WARRANTS

CRIMINAL CASE FILES: MISDEMEANOR/TRAFFIC

DECLARATION NAMING PRE-NEED GUARDIAN

DELAYED BIRTH (APPLICATION/CERTIFICATE/AFFIDAVITS, ETC.)

DEPOSIT SLIPS: CHILD SUPPORT/ALIMONY

DEPOSITORY LEDGER REPORTS: CHILD SUPPORT/ALIMONY

EXHIBITS: CRIMINAL PROCEEDINGS

EXHIBITS: NON-CRIMINAL PROCEEDINGS

FAMILY CASE FILES: ALIMONY/SUPPORT/CUSTODY

FAMILY CASE FILES: NON-ALIMONY/SUPPORT/CUSTODY

GRAND JURY NOTES

GRAND JURY WITNESS REPORTS

GUARDIANSHIP CASE FILES

JOURNALS: CHILD SUPPORT/ALIMONY (SUMMARY)

JURY/GRAND JURY LISTS

General Records Schedule GS11 for Clerks of Court

***CROSS-REFERENCE: JUDICIAL RECORDS***

JURY/GRAND JURY/WITNESS: PAYROLL RECORDS

JURY: REPORTS

JUVENILE CASE FILES: DELINQUENCY/DEPENDENCY

JUVENILE CASE FILES: PARENT PERMANENTLY DENIED CUSTODY

LIEN RECORDS: ENFORCEMENT (MOTOR VEHICLE SALE)

MARINE VIOLATION CASE FILES

MENTAL HEALTH PROCEEDING RECORDS

MONTHLY DISTRIBUTION OF FINES

PROBATE CASE FILES

PROGRESS DOCKETS (COURT RECORDS)

PROGRESS DOCKETS: GENERAL INDEX TO PUBLIC/COURT RECORDS

SEARCH WARRANTS SERVED: NO ARREST/NO CASE FILED

SMALL CLAIMS CASE FILES

SUPPLEMENTAL PLEADINGS

TEEN COURT RECORDS (in counties in which Teen Court is administered by the Judicial Branch)

TRANSMITTAL RECORDS

TRAFFIC INFRACTIONS

UNSATISFIED EXECUTIONS

WIRE TAP: AUDIO RECORDINGS

WITNESS SUBPOENAS/LISTS

General Records Schedule GS11 for Clerks of Court

***ALPHABETICAL LISTING***

ALPHABETICAL LISTING

ABSTRACT OF TITLE RECORDS Item #1

DOCUMENTARY STAMP RECORDS Item #92

ERRORS AND INSOLVENCIES REPORTS Item #5

HOME SOLICITATION PERMITTING RECORDS Item #11

INTANGIBLE PERSONAL PROPERTY TAX REPORTS Item #43

MARRIAGE RECORDS/APPLICATIONS: LICENSES ISSUED Item #41

MARRIAGE RECORDS/APPLICATIONS: NO LICENSE RETURNED/LICENSE EXPIRED Item #3

MARRIAGE RECORDS: COURSE PROVIDER REGISTRATION RECORDS Item #90

MARRIAGE RECORDS: SUPPLEMENTAL DOCUMENTATION Item #42

MURPHY ACT RECORDS Item #56

OFFICIAL RECORDS Item #57

OFFICIAL RECORDS: GENERAL INDEX/FILING REGISTER Item #58

OFFICIAL RECORDS: RECORD OF INSTRUMENTS FILED DAILY Item #70

PASSPORT RECORDS: DAILY Item #59

PLATS Item #32

PUBLIC UTILITY RATE ADJUSTMENT ORDERS Item #65

REGISTRATIONS: BAIL BOND AGENTS Item #71

TAX CERTIFICATE REDEMPTION RECORDS Item #4

TAX DEED SALE RECORDS Item #74

TAX ROLLS Item #75

TEEN COURT RECORDS Item #13

VALUE ADJUSTMENT BOARD FILES: APPEAL FILED Item #91

VALUE ADJUSTMENT BOARD FILES: NO APPEAL FILED Item #16

WILLS: SAFEKEEPING Item #72

General Records Schedule GS11 for Clerks of Court

***NUMERICAL LISTING***

NUMERICAL LISTING

ABSTRACT OF TITLE RECORDS Item #1

MARRIAGE RECORDS/APPLICATIONS: NO LICENSE RETURNED/LICENSE EXPIRED Item #3

TAX CERTIFICATE REDEMPTION RECORDS Item #4

ERRORS AND INSOLVENCIES REPORTS Item #5

HOME SOLICITATION PERMITTING RECORDS Item #11

TEEN COURT RECORDS Item #13

VALUE ADJUSTMENT BOARD FILES: NO APPEAL FILED Item #16

PLATS Item #32

MARRIAGE RECORDS/APPLICATIONS: LICENSES ISSUED Item #41

MARRIAGE RECORDS: SUPPLEMENTAL DOCUMENTATION Item #42

INTANGIBLE PERSONAL PROPERTY TAX REPORTS Item #43

MURPHY ACT RECORDS Item #56

OFFICIAL RECORDS Item #57

OFFICIAL RECORDS: GENERAL INDEX/FILING REGISTER Item #58

PASSPORT RECORDS: DAILY Item #59

PUBLIC UTILITY RATE ADJUSTMENT ORDERS Item #65

OFFICIAL RECORDS: RECORD OF INSTRUMENTS FILED DAILY Item #70

REGISTRATIONS: BAIL BOND AGENTS Item #71

WILLS: SAFEKEEPING Item #72

TAX DEED SALE RECORDS Item #74

TAX ROLLS Item #75

MARRIAGE RECORDS: COURSE PROVIDER REGISTRATION RECORDS Item #90

VALUE ADJUSTMENT BOARD FILES: APPEAL FILED Item #91

DOCUMENTARY STAMP RECORDS Item #92