State of Florida
GENERAL RECORDS SCHEDULE GS1-SL
FOR STATE AND LOCAL GOVERNMENT
AGENCIES
EFFECTIVE: August 2020
Rule 1B-24.003(1)(a), Florida Administrative Code
Florida Department of State
Division of Library and Information Services
Tallahassee, Florida
850.245.6750
[email protected]lorida.com
info.florida.gov/records-management
General Records Schedule GS1-SL for State and Local Government Agencies
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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
Law Enforcement, Correctional Facilities 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
GS9
State Attorneys
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 The Basics of
Records Management 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 GS1-SL for State and Local Government Agencies
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TABLE OF CONTENTS
GENERAL INFORMATION AND INSTRUCTIONS ........................................................................... i
FOREWORD ................................................................................................................................. i
TABLE OF CONTENTS ............................................................................................................... ii
I. STATUTORY AUTHORITY ................................................................................................ iii
II. DETERMINING RETENTION REQUIREMENTS ............................................................... iii
III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS ............................................ iv
IV. DISTINGUISHING BETWEEN THE DIFFERENT TYPES OF RETENTION PERIOD
REQUIREMENTS ............................................................................................................... vi
V. ARCHIVAL VALUE ............................................................................................................ vii
VI. ELECTRONIC RECORDS ................................................................................................ viii
VII. FACTORS THAT MAY INFLUENCE THE DISPOSITION OF RECORDS ...................... viii
VIII. REFORMATTING STANDARDS AND REQUIREMENTS ................................................. ix
IX. RECORDS VOLUME CONVERSION TO CUBIC FOOT MEASUREMENTS .................... ix
RECORDS RETENTION SCHEDULES .......................................................................................... 1
CROSS-REFERENCE ................................................................................................................... 45
ALPHABETICAL LISTING ............................................................................................................. 64
NUMERICAL LISTING ................................................................................................................... 70
FUNCTIONAL CATEGORY LISTING ............................................................................................ 76
General Records Schedule GS1-SL for State and Local Government Agencies
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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.
General Records Schedule GS1-SL for State and Local Government Agencies
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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.
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, 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, or 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 establishes officially 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
General Records Schedule GS1-SL for State and Local Government Agencies
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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 use the GS9 for State Attorneys 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
General Records Schedule GS1-SL for State and Local Government Agencies
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cubic feet of paper 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), and 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.
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
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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.
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 7/31/2007, 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
7/31/2007
+3
= 7/31/2010
3 fiscal years (local govt.)
9/30/2007
+3
= 9/30/2010
3 fiscal years (school district)
6/30/2008
+3
= 6/30/2011
3 calendar years
12/31/2007
+3
= 12/31/2010
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 states, “These 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 “These records 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.
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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.
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 - According to Section 119.07(1)(h), Florida Statutes, the
custodian of a public record 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.”
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
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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.
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 GS1-SL for State and Local Government Agencies
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RECORDS RETENTION SCHEDULES
ACCESS CONTROL RECORDS Item #189
This record series consists of records pertaining to employee, contractor or subscriber access to a facility or resource
(e.g., office building, secure office area, parking facility, computer network) including, but not limited to, arrival/departure
data, key assignment records, identification badge records, parking assignment records, network account and permission
records, etc. This series does not include records relating to visitors, such as visitor logs or visitor badges. See also
“VISITOR/ENTRY RECORDS.”
RETENTION: 1 anniversary year after superseded or access rights terminated.
ADDRESS REQUEST RECORDS Item #415
This record series consists of requests for addresses for properties that previously did not have an address assigned to
them. The series includes an address request form providing such information as name of person making request,
identifying information regarding the parcel and subdivision, and the type of address requested (residential, commercial,
other). The series may also include supporting documentation such as copies of site maps and floor plans.
RETENTION: 5 fiscal years.
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244
This record series consists of case files documenting approval or denial of requests to construct or modify a commercial
structure in a manner not in conformance with the building code.
RETENTION: Retain for life of structure OR 10 anniversary years after case closed, whichever is later.
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331
This record series consists of case files documenting approval or denial of requests to construct or modify a residential
structure in a manner not in conformance with the building code.
RETENTION: 10 anniversary years after case closed.
ADMINISTRATIVE CONVENIENCE RECORDS Item #2
This record series consists of DUPLICATES of public records maintained for the convenience of officials and employees
in carrying out their duties. These records are NOT the official file or record (master) copy. Do NOT use this item if
records fall under a more appropriate retention schedule item.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
ADMINISTRATIVE SUPPORT RECORDS Item #3
This record series consists of records relating to internal administrative activities rather than the functions for which the
office exists. These records document day-to-day office management and do not serve as official documentation of office
programs. Examples are an individual’s daily activity tracking log used to compile periodic activity reports; sign-up sheets
for staff use of office equipment or facilities (e.g., reserving a meeting room); and records documenting operating and use
of an internal staff library. Do NOT use this item if records fall under a more appropriate retention schedule item or
if the unique content/requirements of the records necessitate that an individual retention schedule be
established. For instance, use Budget Records: Supporting Documents for budget work papers, or use Purchasing
Records for records relating to purchase of office supplies; etc.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122
This record series consists of records documenting the substantive actions of elected officials or appointed program
managers or agency directors, including but not limited to state agency department heads and their executive staff. These
records constitute the official record of an agency's performance of its functions and formulation of policy and program
initiatives. This series may include various types of records, such as correspondence (including electronic
communications); memoranda; statements prepared for delivery at meetings, conventions, or other public functions that
are designed to advertise and promote departmental programs, activities, and policies; interviews; and reports concerning
agency program development and implementation. See also “CORRESPONDENCE AND MEMORANDA: PROGRAM
AND POLICY DEVELOPMENT,” “DIRECTIVES/POLICIES/PROCEDURES,” and “SUBJECT/REFERENCE FILES.”
These records may have archival value.
RETENTION: 10 anniversary years; State agencies must contact the State Archives of Florida for archival review
before disposition of records. Other agencies should ensure appropriate preservation of records determined to
have long-term historical value.
ADVERTISEMENTS: LEGAL Item #25
This record series consists of advertisements that have appeared in newspapers or other publications or public media as
stipulated in Chapter 50, Florida Statutes, Legal and Official Advertisements, or that have appeared in the Florida
Administrative Register or Florida Administrative Weekly as stipulated in Section 120.525(1), Florida Statutes, Meetings,
hearings, and workshops. The advertisements concern matters pertaining to the agency as well as any other legal
General Records Schedule GS1-SL for State and Local Government Agencies
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advertisements which may directly or indirectly affect the agency, e.g., bid invitations for construction jobs, public hearings
or notices, and public sales. A legal advertisement is frequently filed with the item to which it applies.
RETENTION: 5 fiscal years.
AFFIRMATIVE ACTION RECORDS Item #82
This record series consists of records relating to an agency’s affirmative action plan and/or affirmative-action-related
activities, including reports submitted to the Equal Employment Opportunity Commission (EEOC), discrimination
complaints, correspondence, and investigation records. If the records document compliance under a federal grant
program, use “GRANT FILES” or “PROJECT FILES: FEDERAL.” See also “EQUAL EMPLOYMENT OPPORTUNITY
COMPLIANCE RECORDS” and “BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS.”
RETENTION: 2 anniversary years provided litigation has been resolved.
ANIMAL CONTROL RECORDS Item #234
This record series consists of animal adoption applications, registrations, licenses, violation notices, health department
correspondence, tag receipts, rabies alerts, rabies vaccination certificates, sodium pentobarbital administration records,
quarantine case files, euthanasia decrees, trap records, neglect or abuse cases that have not resulted in litigation, and
patient medical records for a limited service veterinary medical practice clinic. Limited service veterinary medical practice
clinic records may include: specific information on the identification of each animal and its owner, indication of the parasitic
procedure, recommendations of the future immunizations and procedures, the medication administered, the dates and
dosages of each medicine, the route and frequency of administration, and the tests performed and results received.
Sodium pentobarbital administration records may include: the date of use, identification of the animal on which it was
used, the amount administered, the signature of the person administering the drug, the signature of the on-site
administrator certifying at least once a month the accuracy of the drug’s use, and the signature of the on-site manager
attesting to the accuracy of the records. These records are subject to audit by the Drug Enforcement Administration. The
series includes records maintained by animal control agencies and shelters documenting the intake and disposition of
animals. Please refer to Section 381.0031, Florida Statutes (Epidemiological research; report of diseases of public health
significance to department), Section 823.15, Florida Statutes (Dogs and cats released from animal shelters or animal
control agencies; sterilization requirement), Section 828.30, Florida Statutes (Rabies vaccination of dogs, cats, and
ferrets), and Rule 61G18-15.0071, Florida Administrative Code (Limited Service Patient Records). Retention is pursuant to
Rule 64B16-29.004, Florida Administrative Code, Animal Control Shelter Permits, Records.
RETENTION: 4 anniversary years.
ANNEXATION RECORDS Item #247
This record series consists of a description and related documentation of both approved and disapproved annexations of
property by local government that would change municipal boundaries or lines. The records may include, but are not
limited to, correspondence, reports, maps, voluntary petitions, certifying statements and municipal service plans.
RETENTION: Permanent.
ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380
This record series consists of annual reports required of each county officer who receives any expenses or compensation
in fees, commissions or other remuneration. The report contains an annual listing of all such fees, commissions or
remuneration and shows in detail the purpose, character and amount of all official expenses and the unexpended budget
balance. This report is pursuant to Section 218.36, Florida Statutes, County officers; record and report of fees and
disposition of same. These records may have archival value.
RETENTION: 5 fiscal years.
ANNUAL REPORTS: COUNTY GOVERNMENT Item #246
This record series consists of the annual report of the county administrator to the board of county commissioners pursuant
to Section 125.74(1)(b), Florida Statutes, which requires the administrator to “Report to the board on action taken pursuant
to any directive or policy within the time set by the board and provide an annual report to the board on the state of the
county, the work of the previous year, and any recommendations as to actions or programs the administrator deems
necessary for the improvement of the county and the welfare of its residents.” This is NOT the annual financial report
required under Section 218.32, Florida Statutes, nor is it the annual financial audit report required under Section 218.39,
Florida Statutes, and Chapters 10.558(3), 10.807(3), and 10.857(4) of the Rules of the Auditor General of the State of
Florida. See also “ANNUAL REPORTS: GOVERNING BODY” and “FINANCIAL REPORTS: LOCAL GOVERNMENT
ANNUAL REPORTS.” These records may have archival value.
RETENTION: 10 fiscal years.
ANNUAL REPORTS: GOVERNING BODY Item #245
This record series consists of the annual program, narrative, and statistical report issued by the highest level of authority
within an agency. It is a comprehensive compilation of all annual reports submitted by departments, divisions, bureaus,
program offices, and other subdivisions including boards, commissions, and dependent special districts. This is NOT the
annual financial report required under Section 218.32, Florida Statutes, nor is it the annual financial audit report required
under Section 218.39, Florida Statutes, and Chapters 10.558(3), 10.807(3), and 10.857(4) of the Rules of the Auditor
General Records Schedule GS1-SL for State and Local Government Agencies
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General of the State of Florida. See also “ANNUAL REPORTS: COUNTY GOVERNMENT,” “AUDITS: AUDITOR
GENERAL,” “AUDITS: INDEPENDENT,” and “FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS.”
These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216
This record series consists of graphic and engineering records (blueprints, elevations, specification plans, as-builts, etc.)
that depict conceptual as well as precise measured information for the planning and construction of, or additions to,
commercial buildings, including government facilities. This retention applies to the record copy held by the local
government permitting authority (often a building department) or filing office (such as the county clerk). Other
governmental departments may hold duplicates for their reference use; for example, an agency that owns or rents a
structure may hold copies for operational use (see REAL PROPERTY RECORDS: PROPERTY ACQUIRED). Refer to
Chapter 553, Florida Statutes, Building Construction Standards, and Section 95.11(3)(c), Florida Statutes, Statute of
Limitations regarding design, planning or construction of an improvement to real property. NOTE: This item does not cover
permits for construction in floodplains; use NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN
CONSTRUCTION AUTHORIZATION RECORDS. See also “ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL,”
“ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” “ARCHITECTURAL/BUILDING PLANS AND
PERMITS: ABANDONED/WITHDRAWN” and “ENGINEERING RECORDS: INFRASTRUCTURE.”
RETENTION: Retain for life of structure OR 10 anniversary years after issuance of certificate of occupancy or termination
of contract with professional engineer, registered architect, or licensed contractor, whichever is later.
ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204
This record series consists of preliminary graphic and engineering drawing records that depict conceptual as well as
precise measured information for the planning and construction of facilities. See also “ARCHITECTURAL/BUILDING
PLANS: COMMERCIAL,” “ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL,” “ARCHITECTURAL/BUILDING
PLANS AND PERMITS: ABANDONED/WITHDRAWN,” and “ENGINEERING RECORDS: INFRASTRUCTURE.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252
This record series consists of graphic and engineering records (blueprints, elevations, specification plans, as-builts, etc.)
that depict conceptual as well as precise measured information for the planning and construction of, or additions to,
residential buildings and single family residences. The record copy is held by the local government permitting authority
(often a building department). Other governmental departments may hold duplicates for their reference use. Refer to
Chapter 553, Florida Statutes, Building Construction Standards, and Section 95.11(3)(c), Florida Statutes, Statute of
Limitations regarding design, planning, or construction of an improvement to real property. NOTE: This item does not
cover permits for construction in floodplains; use NATIONAL FLOOD INSURANCE PROGRAM RECORDS:
FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS. See also “ARCHITECTURAL/BUILDING PLANS:
COMMERCIAL,” “ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” “ARCHITECTURAL/BUILDING
PLANS AND PERMITS: ABANDONED/WITHDRAWN,” and “ENGINEERING RECORDS: INFRASTRUCTURE.”
RETENTION: 10 anniversary years after issuance of certificate of occupancy.
ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332
This record series consists of building plans and permit applications that have been submitted for review but were
abandoned or withdrawn by the applicant with no permit issued or upon verification that no work was performed under the
permit. The retention is based on Florida Building Code 105.3.2, Time limitation of application: “An application for a permit
for any proposed work shall be deemed to have been abandoned 180 days after the date of filing, unless such application
has been pursued in good faith or a permit has been issued; except that the building official is authorized to grant one or
more extensions of time for additional periods not exceeding 90 days each. The extension shall be requested in writing
and justifiable cause demonstrated.” See also “ARCHITECTURAL/BUILDING PLANS: COMMERCIAL,”
“ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” and “ARCHITECTURAL/BUILDING PLANS:
RESIDENTIAL.”
RETENTION: 180 days after last action.
ATTENDANCE AND LEAVE RECORDS Item #116
This record series consists of requests or applications for vacation, sick, family medical leave act (FMLA), and other types
of leave including leaves of absences; time sheets or time cards along with any required documentation (medical
statements or excuses from a physician, jury duty summons, or military orders, etc.) submitted by an employee to
document authorized absences; reports of leave hours used and accrued during a pay period; and reports of leave
balances for all agency employees. NOTE: Use PAYROLL RECORDS: SUPPORTING DOCUMENTS if the records are
used at least in part to determine or verify pay or benefits.
RETENTION: 3 fiscal years.
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ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249
This record series consists of, but is not limited to, time sheets, time cards, and sign-in logs for community service workers
performing work in accordance with a court order or as part of a school or other community service program. These
individuals do not receive any financial remuneration or retirement benefits for community service hours worked. Court-
ordered community service workers must document their employment for the court or be subject to jail time, fine, or
forfeiture.
RETENTION: 1 calendar year after last date of service.
AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393
This record series consists of system generated audit trails tracking events relating to records in critical information
systems including, but not limited to, systems containing patient records, law enforcement records, public health and
safety records, clinical trial records, voter and election records, and financial transaction records. Audit trails link to
specific records in a system and track such information as the user, date and time of event, and type of event (data
added, modified, deleted, etc.). Since audit trails may play an integral part in prosecution, disciplinary actions, or
audits or other reviews, agencies are responsible for ensuring that internal management policies are in place for
retaining audit trails as long as necessary for these purposes.
RETENTION: Retain each audit trail entry as long as the record to which the entry relates.
AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394
This record series consists of system-generated audit trails tracking events relating to records in information systems
used for routine agency administrative activities. Audit trails link to specific records in a system and track such
information as the user, date and time of event, and type of event (data added, modified, deleted, etc.). Since audit
trails may play an integral part in prosecution, disciplinary actions, or audits or other reviews, agencies are
responsible for ensuring that internal management policies are in place for retaining audit trails as long as necessary
for these purposes.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
AUDITS: AUDITOR GENERAL Item #8
This record series consists of reports issued by the Auditor General to establish the position of the audited agencies
against their performance standards. These records are created pursuant to Section 11.45, Florida Statutes, Definitions;
duties; authorities; reports; rules. See also “AUDITS: INDEPENDENT,” “AUDITS: INTERNAL,” “AUDITS:
STATE/FEDERAL,” and “AUDITS: SUPPORTING DOCUMENTS.” These records may have archival value.
RETENTION: 10 fiscal years after audit report release date. State agencies must contact the State Archives of
Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation
of records determined to have long-term historical value.
AUDITS: INDEPENDENT Item #56
This record series consists of reports, including any appropriate financial statements, issued by an independent auditor to
establish the position of the audited agencies against their performance standards. The audits may be instigated by any
agency, organization, or internal management. These records are created pursuant to Section 11.45, Florida Statutes,
Definitions; duties; authorities; reports; rules, and/or Section 215.97, Florida Statutes, Florida Single Audit Act. See also
“AUDITS: AUDITOR GENERAL,” “AUDITS: INTERNAL,” “AUDITS: STATE/FEDERAL,” and “AUDITS: SUPPORTING
DOCUMENTS.”
RETENTION: 10 fiscal years after audit report release date.
AUDITS: INTERNAL Item #73
This record series consists of reports issued by an internal auditor to establish the position of the audited agencies against
their performance standards. The audits may be instigated by any agency, organization, or internal management. Records
of internal audits for state agencies are created pursuant to Section 11.45, Florida Statutes, Definitions; duties; authorities;
reports; rules and/or Section 20.055, Florida Statutes, Agency inspector generals. See also “AUDITS: AUDITOR
GENERAL,” “AUDITS: INDEPENDENT,” “AUDITS: STATE/FEDERAL,” and “AUDITS: SUPPORTING DOCUMENTS.”
RETENTION: 5 fiscal years after audit report release date.
AUDITS: STATE/FEDERAL Item #83
This record series consists of reports issued by a federal or state auditor to establish the position of the audited agencies
against their performance standards. The audits may be instigated by any agency, organization, or internal management.
Records of such audits for state agencies are created pursuant to Section 11.45, Florida Statutes Definitions; authorities;
reports; rules. See also “AUDITS: AUDITOR GENERAL,” “AUDITS: INDEPENDENT,” “AUDITS: INTERNAL,” and
“AUDITS: SUPPORTING DOCUMENTS.” These records may have archival value.
RETENTION: 10 fiscal years after audit report release date. State agencies must contact the State Archives of
Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation
of records determined to have long-term historical value.
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AUDITS: SUPPORTING DOCUMENTS Item #57
This record series consists of the documentation and supporting documents used to develop audit reports, including all
bills, accounts, transaction records, reports or other related documentation. The audits may be instigated by any agency,
organization, or internal management. See also “AUDITS: AUDITOR GENERAL,” “AUDITS: INDEPENDENT,” “AUDITS:
INTERNAL,” and “AUDITS: STATE/FEDERAL.”
RETENTION: 5 fiscal years after audit report release date.
AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50
This record series consists of reports generated by an agency’s automated accounting system, such as SAMAS (State
Automated Management Accounting System), FLAIR (Florida Accounting & Information Resource), Aspire, or other
automated accounting system. Included are such reports as a log of all updated transactions entered into the system and
a financial statement for each month for all divisions and/or bureaus of the agency. See also “FINANCIAL TRANSACTION
RECORDS: DETAIL,” “FINANCIAL TRANSACTION RECORDS: SUMMARY” and “FINANCIAL HISTORY SUMMARY
RECORDS.”
RETENTION: 3 fiscal years.
BACKFLOW AND CROSS CONNECTION CONTROL PROGRAM RECORDS Item #416
This record series documents the testing of residential and commercial backflow assemblies. The Backflow and Cross
Connection Control Program (established pursuant to Rule 62-555.360, Florida Administrative Code, Cross-Connection
Control for Public Water Systems) prevents the backflow of contaminants into the potable water supply. The series
includes, but is not limited to, backflow prevention device inspection forms, backflow assembly test/certification forms,
reclaimed water surveys and cross connection control inspection forms. Information regarding the number of inspections
completed is generated from these forms and submitted as an annual report to the Florida Department of Health.
Retention is pursuant to Rule 62-550.720(3), Florida Administrative Code, Recordkeeping.
RETENTION: 10 anniversary years.
BACKUPS: ELECTRONIC/DIGITAL RECORDS
There is no retention schedule for backup tapes, disks, drives, servers or other forms of electronic/digital data backup. A
backup should be just that, a data/records backup kept solely for disaster recovery/business continuity but not intended
to serve as the record copy or as a records retention tool. In the case of disaster, the backup would be used to
recover system operability and/or restore lost records; otherwise, agency records that have not met their retention should
not be disposed of on the basis of the existence of a backup. If for any reason (for instance, a disaster erases emails on
your server) the only existing copy of an item that has not met its retention period is on a backup tape or drive, the
custodial agency of that record must ensure that the record on the backup is maintained for the appropriate retention
period. A backup containing record copies/only existing copies of items that have not passed their retention would have to
be retained for the length of the longest unmet retention period. Preferably, the records should be restored to the agency’s
systems from the backup to ensure that the backup is not used as a records retention tool.
BALLOTS Item #397
This record series consists of ballots and related records for elections conducted to determine issues not governed by
Florida election laws. This may include votes on issues addressed by municipal pension board members, advisory
councils and committees; election of a chair by board members; election of members of a pension board by employees;
and other similar instances. The series may include, but is not limited to: nomination forms, ballots, envelopes, vote tally
sheets, and related unused forms. NOTE: For ballots and vote sheets for votes that are required to be taken in public by
public officers at public meetings as defined in Section 286.011, Florida Statutes, use MINUTES: OFFICIAL MEETINGS
(PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS). NOTE: For ballots and other records relating to elections
governed by Florida election laws, use General Records Schedule GS3 for Election Records.
RETENTION: 30 days after vote count or cancellation of election.
BARGAINING RECORDS Item #87
This record series consists of contracts and supporting documentation related to contracts or agreements between public
agencies and labor organizations or employee unions.
RETENTION: 5 fiscal years after expiration or cancellation of contract.
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70
This record series documents the processing and letting of capital improvement successful bids including, but not limited
to, legal advertisements, “Requests for Proposals,” “Requests for Qualifications,” “Letters of Interest,” “Invitations to Bid,”
“Invitations to Negotiate,” technical specifications, correspondence, bid tabulations, and bid responses. “Capital
Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed
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equipment, structures, etc.) that add to the value and extend the useful life of the property, including construction of new
structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of
closed structures. See also “BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS” and “BID RECORDS:
NON-CAPITAL IMPROVEMENT.”
RETENTION: Retain as long as related CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL
PROPERTY file.
BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71
This record series documents the processing and letting of capital improvement unsuccessful bids including, but not
limited to, legal advertisements, “Requests for Proposals,” “Requests for Qualifications,” “Letters of Interest,” “Invitations to
Bid,” “Invitations to Negotiate,” technical specifications, correspondence, bid tabulations, and bid responses. “Capital
Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed
equipment, structures, etc.) that add to the value and extend the useful life of the property, including construction of new
structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of
closed structures. This series also includes records of bid projects canceled prior to being awarded and projects awarded
but canceled prior to any work being done. See also “BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS”
and “BID RECORDS: NON-CAPITAL IMPROVEMENT.”
RETENTION: 5 fiscal years after awarded or bid project canceled.
BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72
This record series documents the processing and letting of successful, unsuccessful and canceled non-capital
improvement bids including, but not limited to, legal advertisements, “Requests for Proposals,” “Requests for
Qualifications,” “Letters of Interest,” “Invitations to Bid,” “Invitations to Negotiate,” technical specifications,
correspondence, bid tabulations, and bid responses. See also “BID RECORDS: CAPITAL IMPROVEMENT
SUCCESSFUL BIDS” and “BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS.”
RETENTION: 5 fiscal years after awarded or bid project canceled.
BOND FINANCING ADMINSTRATIVE RECORDS Item #417
This record series documents administrative and management activities relating to the financing of local government
projects through bonded indebtedness. The series may include, but is not limited to, preliminary studies; legal opinions;
proposals and prospectuses; authorizations and certificates for issuance; cancellation and exchange records; retired
bonds and bond interest coupons that have been redeemed, including such information as identifying date, number of
each bond and quality and value of bond by maturity; registers recording the redemption of bond coupons, including such
information as upon what authority bonds and bond interest coupons were issued, details of bondholders, balances,
identifying dates, number of each bond, interest paid and maturation dates; and other related correspondence and
documentation. See also “BOND RESOLUTIONS/ORDINANCES.” These records may have archival value.
RETENTION: 5 fiscal years after final payment or closeout activity, whichever is later. State agencies must contact the
State Archives of Florida for archival review before disposition of records. Other agencies should ensure
appropriate preservation of records determined to have long-term historical value.
BOND RESOLUTIONS/ORDINANCES Item #191
This record series consists of resolutions or ordinances to issue bonds to finance undertaking of any capital or other
projects for the purposes permitted by the State Constitution. The series may include, but is not limited to, legal
agreements, reports of principal, interest, paying agents, and reports. See Section 166.111, Florida Statutes,
Municipalities, Authority to borrow. See also “BOND FINANCING ADMINSTRATIVE RECORDS.” These records may
have archival value.
RETENTION: Permanent.
BONUS/AWARD RECORDS: EMPLOYEES Item #333
This record series documents bonuses or other awards given to employees based on performance or other criteria. The
series may include, but is not limited to, nominations, evaluations and selection records for peer review bonuses or other
awards.
RETENTION: 5 fiscal years.
BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58
This record series consists of the agency’s approved annual budget and its amendments. This series does NOT include
working papers, agency staff analyses, drafts, budget requests, or other supporting documentation relating to the
development, modification, or implementation of an agency’s final approved budget. See also “BUDGET RECORDS:
SUPPORTING DOCUMENTS.” These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
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BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88
This record series consists of any documentation relating to the development, modification or implementation of an
agency’s final approved budget. The series may include, but is not limited to, working papers, agency staff analyses,
drafts, budget requests and other supporting documentation. See also “BUDGET RECORDS: APPROVED ANNUAL
BUDGET.”
RETENTION: 3 fiscal years from the budget year the records pertain to.
BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS Item #169
This record series consists of case files documenting companies that have applied to the agency for certification as a
certified business enterprise. The series includes files documenting application for certification certified minority business
enterprise as defined in Section 288.703, Florida Statutes, Small and Minority Business, Definitions, and in accordance
with Section 287.0943, Florida Statutes, Certification of minority business enterprises, as well as certification of veteran
business enterprises in accordance with Section 295.187, Florida Statutes, Florida Veteran Business Enterprise
Opportunity Act. The series may include, but is not limited to, application for certification; documentation verifying
ownership and control of the business by an eligible party; documentation verifying that the business performs or intends
to perform a “useful business function” as defined in Section 287.0943, Florida Statutes; and other records used in the
evaluation of the application. See also “AFFIRMATIVE ACTION RECORDS” and “EQUAL EMPLOYMENT
OPPORTUNITY COMPLIANCE RECORDS.”
RETENTION: 3 fiscal years after expiration of certification, revocation, denial or withdrawal.
BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT Item #221
This record series documents the method by which a local governing authority grants the privilege of engaging in or
managing any business, profession or occupation within its jurisdiction pursuant to Chapter 205, Florida Statutes, Local
Business Taxes. Per Chapter 205, this does not include records of any fees paid to any board, commission or officer for
permits, registrations, examinations or inspections. The series includes applications, renewal cards, business tax receipts
and supporting documentation. This series does not cover records relating to the issuance of business or
occupational licenses by state agencies. For records documenting financial transactions associated with this process,
see “FINANCIAL TRANSACTION RECORDS: DETAIL.” See also “LICENSES: CERTIFICATE OF COMPETENCY
RECORDS” and “LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY).”
RETENTION: 1 calendar year after expiration, revocation, or denial of business tax receipt.
CABINET AFFAIRS FILES Item #11
This record series consists of the Cabinet agendas, minutes, backup materials, and other information received from any
office on all subject matters relating to a Cabinet agenda item or a potential agenda item. The State of Florida’s record
copy is held by the Executive Office of the Governor until transferred to the State Archives of Florida. See also “MINUTES:
OFFICIAL MEETINGS,” “MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO
RECORDINGS),” and “MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS).”
RETENTION:
a) Record copy (Governor’s Office). Permanent. Contact the State Archives of Florida for transfer to Archives after 5
years.
b) Duplicates (Agency copies). Retain until obsolete, superseded, or administrative value is lost.
CALENDARS Item #89
This record series consists of calendars, appointment books, planners or other records showing official daily appointments
and meetings. The series might also include lists of “prioritized daily tasks,” background materials, issues for discussion,
and speaking points or remarks. This series does NOT include the record copy of speeches, which are covered by
“PUBLIC INFORMATION FILES.”
RETENTION: 1 anniversary year.
CEMETERY/DISPOSAL OF HUMAN REMAINS RECORDS Item #235
This record series documents each burial or cremation, showing the name of the deceased, date of burial or disposal of
cremains, and the lot, plot, and space in which the burial was made or the location at which the cremains were disposed.
These records relate to government lands and operations, not to private cemeteries. These records may have archival
value.
RETENTION: Permanent.
CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255
This record series consists of a certificate issued by the local governing authority’s jurisdiction for occupancy of a
commercial structure, new addition, or remodeling. This certificate identifies the structure as meeting or exceeding the
local building codes and constitutes final approval for habitation. The series may also include the certificate of inspection
initiated by the building department/office and used by the fire inspector when inspecting a building to determine if the type
of occupancy is suitable for the intended use. Refer to Florida Statutes, Chapter 553, Building Construction Standards,
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and Section 95.11(3)(c), Statute of Limitations regarding design, planning or construction of an improvement to real
property. See also “CERTIFICATE OF OCCUPANCY: RESIDENTIAL.”
RETENTION: Retain for life of structure OR 10 anniversary years after issuance of certificate of occupancy or termination
of contract with professional engineer, registered architect, or licensed contractor, whichever occurs latest.
CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256
This record series consists of a certificate issued by the local governing authority’s jurisdiction for occupancy of a
residential structure, new addition, or remodeling. This certificate identifies the structure as meeting or exceeding the local
building codes and constitutes final approval for habitation. The series may also include the certificate of inspection
initiated by the building department/office and used by the fire inspector when inspecting a building to determine if the type
of occupancy is suitable for the intended use. Refer to Florida Statutes, Chapter 553, Building Construction Standards,
and Section 95.11(3)(c), Statute of Limitations regarding design, planning, or construction of an improvement to real
property. See also “CERTIFICATE OF OCCUPANCY: COMMERCIAL.”
RETENTION: 10 anniversary years after issuance of certificate of occupancy.
CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207
This record series consists of foundation documents establishing an organization and its mission, functions, duties and
responsibilities, and organizational structure. See also “ORDINANCES,” “PROCLAMATIONS,” and “RESOLUTIONS.”
These records may have archival value.
RETENTION: Permanent.
CHILD CARE RECORDS Item #257
This record series consists of information on the children enrolled in a child care facility, including, but not limited to,
information and forms required by law such as the child’s legal name, birth date, and preferred nicknames; parents’
names, addresses, and telephone numbers; names of persons allowed to remove child from the facility; physical
identification; emergency information; physician information; facility brochure statements; disciplinary procedure
statements; procedures for a handicapped child as applicable; enrollment forms; immunization record exemption forms;
and health forms. Refer to Section 1003.22, Florida Statutes, School-entry health examinations; immunization against
communicable diseases; and Section 1003.23, Florida Statutes, Attendance records and reports.
RETENTION: 5 calendar years after termination of enrollment.
CITIZEN SUPPORT ORGANIZATION/DIRECT SUPPORT ORGANIZATION REPORT FILES Item #418
This record series consists of reports submitted by citizen support organizations and direct support organizations pursuant
to Section 20.058, Florida Statutes, Citizen support and direct-support organizations. The series documents such
information as the organization’s name, mailing address, telephone number and website address; the statutory authority or
executive order pursuant to which the organization was created; a brief description of the organization’s mission and
results of its efforts; a brief description of the future plans of the organization; a copy of the organization’s code of ethics;
and copy of the organization’s most recent federal Internal Revenue Service Return of Organization Exempt from Income
Tax form.
RETENTION: 5 fiscal years from date of report.
CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275
This record series consists of the client case files for citizens receiving assistance from a social services agency. The
series may pertain to, but is not limited to, low cost energy assistance programs; emergency payments for electricity,
medicine, medical care, food, or rent; and referrals to a doctor or social services organization. The series may also include
claim documentation and copies of monthly, quarterly, and/or annual reports that are submitted by the local government
agency to the Agency for Health Care Administration as provided by Sections 154.301-154.331, Florida Statutes, Health
Care Responsibility For Indigents; and Chapter 59H-1, Florida Administrative Code, Florida Health Care Indigency
Eligibility Certification Standards.
RETENTION: 5 fiscal years.
CLIENT CASE FILES: VETERAN SERVICES Item #310
This record series consists of case files relating to veterans receiving various types of assistance. The series may include,
but is not limited to, copies of the following documents: proof of military service; applications for various Veteran
Administration (VA) benefits; marriage, death, divorce, and birth certificates; incoming and outgoing correspondence
relating to the development and status of claims; change of address forms; and all other VA forms that are used in
development of claims for VA benefits. The originals of all of these documents are forwarded to the Veterans
Administration for processing. The series may also include a client case file index providing such information as name,
social security number, employment data, other sources of income, death records, and additional notes on pending
claims.
RETENTION: 5 fiscal years after case closed.
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CODE VIOLATION RECORDS: CITATION ISSUED Item #398
This record series documents code enforcement activities in response to code or ordinance violations in instances when
citations were issued. Records may include, but are not limited to, evidence of verbal or written warnings, photographs,
on-site inspection notes, copies of the first and second violation notices, and orders to appear. If the process continues to
a Code Enforcement Board hearing or a Special Master proceeding, the records become part of the Code Enforcement
Hearing Case Files. Refer to Chapter 162, Florida Statutes, County or Municipal Code Enforcement. See also “CODE
VIOLATION RECORDS: HEARING CASE FILES” and “CODE VIOLATION RECORDS: NO CITATION ISSUED.”
RETENTION: 5 fiscal years after case is closed.
CODE VIOLATION RECORDS: HEARING CASE FILES Item #236
This record series consists of case files documenting code violation hearings, whether held before the Code Enforcement
Board, a Special Master or other applicable hearing body or official. The series may include, but is not limited to, affidavits,
exhibits, letters, photographs, orders, and any supporting documentation and working papers relating to the case. Refer to
Chapter 162, Florida Statutes, County or Municipal Code Enforcement. This series also includes records of hearings of
red light camera violation appeals heard by the Code Enforcement Board or Special Magistrate in accordance with Section
316.0083(1)(b)1. a., Florida Statutes, Mark Wandall Traffic Safety Program; administration; report. See also “CODE
VIOLATION RECORDS” and “MINUTES: OFFICIAL MEETINGS.”
RETENTION: 5 fiscal years after case is closed.
CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237
This record series documents code enforcement activities in response to code or ordinance violations in instances when
no citation is issued. Records may include, but are not limited to, evidence of verbal or written warnings, photographs, on-
site inspection notes, copies of the first and second violation notices, and orders to appear. If a citation is issued and the
process continues to a Code Enforcement Board hearing or a Special Master proceeding, the records become part of the
Code Enforcement Hearing Case Files. Refer to Chapter 162, Florida Statutes, County Or Municipal Code Enforcement.
See also “CODE VIOLATION RECORDS: CITATION ISSUED” and “CODE VIOLATION RECORDS: HEARING CASE
FILES.”
RETENTION: 3 anniversary years after case is closed.
COMMITTEE/BOARD APPOINTMENT RECORDS Item #334
This record series consists of records relating to the appointment of individuals to serve on committees, boards, advisory
councils, or other such groups. The series may include, but is not limited to, applications, letters of recommendation,
letters of appointment, letters of acceptance, oaths of office, resignation letters, and related correspondence and
supporting documentation. See also “COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED
APPLICANTS.”
RETENTION: 3 fiscal years after term of office ends, appointee resigns, or committee/board is abolished, whichever is
applicable.
COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379
This record series consists of records relating to applicants not selected to serve on committees, boards, advisory
councils, or other such groups. The series may include, but is not limited to, applications, letters of recommendation, and
related correspondence and supporting documentation. See also “COMMITTEE/BOARD APPOINTMENT RECORDS.”
RETENTION: 4 anniversary years after appointment and any litigation is resolved.
COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS Item #258
This record series consists of records documenting the receipt, inventory, and disbursement of U.S. Department of
Agriculture supplemental foods, and the receipt and disbursement of administrative funds, including reports of racial and
ethnic participation and complaints of improper disbursement or denial of services. Refer to 7CFR247.29, Commodity
Supplemental Food Program – Reports and Recordkeeping, for federal recordkeeping, reporting, and retention
requirements.
RETENTION: 5 fiscal years.
COMMUNICATIONS AUDIO RECORDINGS Item #335
This record series consists of audio recordings of radio and telephone communications and complaint calls. The
recordings may be made for a variety of purposes including, but not limited to, backup of activity reports, tracking and
addressing complaints, quality assurance reviews of customer service calls, or employee training. Since these recordings
may play an integral part in disciplinary actions or other agency actions, agencies are responsible for ensuring that internal
management policies are in place establishing criteria for which recordings should be retained as long as necessary for
these purposes. See also “911 COMMUNICATIONS RECORDS” and “911 RECORDS: LOGS.”
RETENTION: 30 days.
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COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94
This record series consists of individual complaints received from citizens, consumers or employees. The records provide
name, address, and telephone number of complainant, date of complaint, nature of complaint, to whom referred and date,
action taken, and signature of person taking the action. This series does not include records documenting employee
claims of harassment or discrimination. Do NOT use this item if records document a specific type of complaint covered by
a different retention schedule item. See also “DISCIPLINARY CASE FILES: EMPLOYEES’” and “GRIEVANCE FILES.”
RETENTION: 1 anniversary year after resolved or closed.
COMPREHENSIVE MASTER PLANS: ADOPTED Item #166
This record series consists of adopted original and succeeding plans of local governmental agencies required by the State
of Florida, including, but not limited to, maps, surveys, site plans, and any other material comprising or incorporated into
the adopted comprehensive plan and all associated amendments. The plans may contain elements such as: growth
management, sanitary sewer records, drainage records, future land use records, traffic circulation, economic assumptions,
conservation, housing, recreation and open space, solid waste, electric utilities, potable water, intergovernmental
coordination, mass transit, and all other local government related functions. Refer to Chapter 163, Part II, Florida Statutes,
Growth Policy; County and Municipal Planning; Land Development Regulation. See also “COMPREHENSIVE MASTER
PLANS: ADOPTED (SUPPORTING DOCUMENTS).” These records may have archival value.
RETENTION: Permanent.
COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174
This record series consists of items used in preparing, but not incorporated into, the adopted original and succeeding
plans of local governmental agencies required by the State of Florida. The supporting documents may include, but are not
limited to, additional maps, surveys, site plans, correspondence, public opinion polls, copies of relevant studies or
analyses, and other materials that support the proposed plan. Refer to Chapter 163, Part II, Florida Statutes, Growth
Policy; County and Municipal Planning; Land Development Regulation. See also “COMPREHENSIVE MASTER PLANS:
ADOPTED.” These records may have archival value.
RETENTION: 5 anniversary years after adopted. Agencies should ensure appropriate preservation of records
determined to have long-term historical value.
COMPUTER LOGS Item #391
This record series consists of firewall logs, system logs, network logs, or other logs used to maintain the integrity and
security of the agency’s computer systems. The logs may record such information as: source and destination Internet
Protocol (IP) addresses; user identification information; files, directories, and data that have been accessed; user rights;
and running applications and databases. Since these logs may play an integral part in prosecution or disciplinary actions,
agencies are responsible for ensuring that internal management policies are in place establishing criteria for which logs or
entries should be retained for further investigation.
RETENTION: 30 days or until review of logs is complete, whichever occurs first.
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64
This record series consists of legal documents, correspondence, reports, and other records documenting the negotiation,
fulfillment, and termination of capital improvement or real property contracts, leases, or agreements to which the agency is
a party, including contracts, leases, or agreements with architects, engineers, builders, and construction companies.
“Capital Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and
fixed equipment, structures, etc.) that add to the value and extend the useful life of the property, including construction of
new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or
removal of closed structures. “Real Property” means land, buildings, and fixtures. The terms “land,” “real estate,” “realty,”
and “real property” may be used interchangeably. See also “CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL
IMPROVEMENT.”
RETENTION: 10 fiscal years after completion or termination of contract/lease/agreement.
CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65
This record series consists of legal documents, correspondence, reports, and other records documenting the negotiation,
fulfillment, and termination of contracts, leases, or agreements to which the agency is a party other than those involving
capital improvement/real property. In addition, it includes the various contracts, leases or agreements entered into for
goods and services, such as contracted legal services, the purchase of gas and fuel oil, annual purchases of inventory-
maintained items, and customer/client agreements. See also “CONTRACTS/LEASES/AGREEMENTS: CAPITAL
IMPROVEMENT/REAL PROPERTY” and “BARGAINING RECORDS.”
RETENTION: 5 fiscal years after completion or termination of contract/lease/agreement.
COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337
This record series consists of releases or other documentation authorizing the agency to reproduce, distribute or publish
copyrighted materials, including publication on the Internet. The series includes release/authorization forms,
correspondence, and related documentation.
RETENTION: Permanent.
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CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17
This record series consists of correspondence and memoranda of a general nature that are associated with administrative
practices or routine office activities and issues but that do not create policy or procedure, document the business of a
particular program, or act as a receipt. See also “CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY
DEVELOPMENT,” “DIRECTIVES/POLICIES/PROCEDURES,” and “INFORMATION REQUEST RECORDS.” These
records may have archival value.
RETENTION: 3 fiscal years. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338
This record series consists of correspondence and memoranda documenting policy development, decision-making, or
substantive programmatic issues, procedures, or activities. See also “ADMINISTRATOR RECORDS: AGENCY
DIRECTOR/PROGRAM MANAGER,” “CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE,” and
“DIRECTIVES/POLICIES/PROCEDURES.” These records may have archival value.
RETENTION: 5 fiscal years. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
DEFERRED COMPENSATION SUMMARY REPORTS Item #339
This record series consists of reports provided to the agency by deferred compensation providers summarizing
contributions, gains, losses, and other fund activities over the course of the reporting period. These are not reports of
individual employees’ contributions or account activities.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
DIRECTIVES/POLICIES/PROCEDURES Item #186
This record series consists of the official management statements of policy for the organization, supporting documents,
and the operating procedures that outline the methods for accomplishing the functions and activities assigned to the
agency. The series may include, but is not limited to, such materials as employee handbooks, standard operating
procedures, management approval documentation, and correspondence and memoranda stating the policies and
procedures to be followed by employees. See also “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM
MANAGER,” “CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE,” “CORRESPONDENCE AND
MEMORANDA: PROGRAM AND POLICY DEVELOPMENT,” “DISASTER PREPAREDNESS PLANS,” and “DISASTER
PREPAREDNESS DRILL RECORDS.” These records may have archival value.
RETENTION: 2 anniversary years after superseded or becoming obsolete. State agencies must contact the State
Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate
preservation of records determined to have long-term historical value.
DISASTER PREPAREDNESS DRILL RECORDS Item #259
This record series consists of the results of disaster preparedness exercises and supporting documents including
scenarios, location of safety related drills, timetables, response times, probable outcomes, areas of difficulty, descriptions
of how difficulties were resolved, and areas for improvement. The types of drills include, but are not limited to, fire,
tornado, safety, hurricane, and SARA (Superfund Amendments and Reauthorization Act) chemical spills. Section
252.365(3)(b), Florida Statutes, Emergency coordination officers; disaster-preparedness plans, requires state agencies to
include in their disaster preparedness plans “schedules and procedures for periodic tests, training, and exercises.” Section
252.38, Florida Statutes, Emergency management powers of political subdivisions, authorizes counties and municipalities
to “develop an emergency management plan and program that is coordinated and consistent with the state
comprehensive emergency management plan and program.” See also “DISASTER PREPAREDNESS PLANS,”
“DIRECTIVES/POLICIES/PROCEDURES,” and “INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH.”
RETENTION: 2 calendar years provided reviews have been conducted.
DISASTER PREPAREDNESS PLANS Item #210
This record series consists of disaster preparedness and/or recovery plans adopted by an agency. Section 252.365,
Florida Statutes, Emergency coordination officers; disaster-preparedness plans, requires state agencies to develop and
maintain “a disaster preparedness plan that is coordinated with the applicable local emergency-management agency...”
Section 252.38, Florida Statutes, Emergency management powers of political subdivisions, authorizes counties and
municipalities to “develop an emergency management plan and program that is coordinated and consistent with the state
comprehensive emergency management plan and program.” See also “DISASTER PREPAREDNESS DRILL
RECORDS,” “DIRECTIVES/POLICIES/PROCEDURES” and “EMERGENCY MANAGEMENT PLAN REVIEW
RECORDS.” These records may have archival value.
RETENTION: 5 fiscal years after superseded or becoming obsolete. State agencies must contact the State Archives
of Florida for archival review before disposition of records. Other agencies should ensure appropriate
preservation of records determined to have long-term historical value.
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DISASTER RELIEF RECORDS Item #321
This record series consists of all documentation related to the distribution, receipt, or expenditure of state or federal funds,
goods or services for natural or man-made disasters, including, but not limited to, major storms, floods, fires, tornadoes,
and hurricanes. The records may include applicable disaster relief funding agreements, expenditure reports, and
supporting documentation, including, but not limited to, copies of time sheets, payroll records, billing statements, receipts,
purchases, executed contracts, invoices, canceled checks, correspondence and daily activity reports. For federal retention
requirements, refer to 44CFR206.120(f)(7), Emergency Management and Assistance, Document Retention.
RETENTION: 5 fiscal years after submission of final financial report, receipt of last payment, or final activity, whichever is
latest.
DISCIPLINARY CASE FILES: EMPLOYEES Item #98
This record series documents the investigation of allegations of employee misconduct and/or violation of department
regulations or orders, state or federal statutes, or local ordinances. The series may include, but is not limited to,
statements by the employee, witnesses, and the person filing the complaint. Cases include both formal and informal
disciplinary proceedings relating to allegations that were determined as sustained, not sustained, unfounded, or
exonerated. “Formal discipline” is defined as disciplinary action involving demotion, removal from office, suspension, or
other similar action. “Informal discipline” is defined as any disciplinary action involving written and verbal reprimands,
memoranda, or other similar action. These records are filed separately from the employee personnel file, but the final
action summary becomes part of the personnel file. See also “EMPLOYEE CONDUCT COUNSELING RECORDS,”
“PERSONNEL RECORDS” items, and “STAFF ADMINISTRATION RECORDS.”
RETENTION: 5 anniversary years after final action.
DOMESTIC PARTNERSHIP REGISTRY RECORDS Item #399
This record series documents domestic partnerships established and dissolved under authority of law or ordinance.
Records may include, but are not limited to, Affidavits of Domestic Partnership, domestic partnership amendments,
Affidavits of Termination of Domestic Partnership, and other supporting or related documentation.
RETENTION: Permanent.
DONATION RECORDS Item #342
This record series documents donations of funds, property, historical documents, artifacts, or other items of long-term
value or significance to a public agency or institution including, but not limited to, donations to the collections of cultural
heritage institutions such as public archives and museums. The series may include, but is not limited to, correspondence;
deeds of gift and/or other transfer documentation; description and/or value of item(s) donated; and documentation of the
purpose of the donation and any limitations/restrictions on use. See also “ENDOWMENTS/BEQUESTS/TRUST FUND
RECORDS.”
RETENTION: Permanent.
DRAFTS AND WORKING PAPERS Item #242
This record series consists of materials used in developing, compiling, and assembling a final product such as an agency
report or database. The series may include, but is not limited to, copies of correspondence or memoranda; circulated
drafts; data entry forms; notes; calculations; and other supporting documents. Drafts of documents that could have a
significant effect on an agency’s programs, functions and responsibilities (for instance, agency mission
statements or major policy initiatives) should be placed under “ADMINISTRATOR RECORDS: AGENCY
DIRECTOR/PROGRAM MANAGER” or other applicable record series.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
DRUG TEST CASE FILES Item #260
This record series documents drug testing of individuals under Florida’s Drug-Free Workplace Act, or as required for
Commercial Driver’s License (CDL) or other drivers under U.S. Department of Transportation regulations. The case file
may include, but is not limited to, documentation of decisions to administer reasonable suspicion or post-accident testing,
or verifying the existence of a medical explanation of the inability of the driver to provide adequate breath or a urine
specimen for testing; the employer’s copy of a drug or alcohol test form, including the results of the test; a copy of the
controlled substances test chain of custody control form; documents sent by the Medical Review Officer (MRO) to the
employer; notice to report for testing; affidavit signed by the employee stating any prescription drugs or over-the-counter
medication currently being taken; and final clearance to resume working. This record series can also consist of
documentation relating to an employee’s refusal to take or submit samples for an alcohol and/or controlled substances
test(s). Refer to Sections 112.0455(7)-(8), Florida Statutes, Florida Drug-Free Workplace Act, Types of Testing and
Procedures and Employee Protection, Section 443.1715(3)(b), Florida Statutes, Disclosure of Drug Test Information, and
49CFR382.401, Handling of Test Results, Records Retention, and Confidentiality: Retention of records.
RETENTION: 5 anniversary years after final action.
DRUG TEST EQUIPMENT RECORDS Item #261
This record series consists of records documenting compliance with calibration and other requirements for the use of
evidential breath testing (EBT) devices. The series may include, but is not limited to, equipment testing, maintenance and
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repair records; equipment checklists; external calibration checks; and equipment readings. Refer to 49CFR40, Procedures
for Transportation Workplace Drug and Alcohol Testing Programs, and 49CFR382.401, Handling of Test Results, Records
Retention, and Confidentiality: Retention of records. See also “DRUG TEST PROGRAM ADMINISTRATION RECORDS.”
RETENTION: 5 anniversary years.
DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262
This record series documents the administration of an alcohol and controlled substance testing program under Florida’s
Drug-Free Workplace Act, or as required for Commercial Driver’s License (CDL) or other drivers under U.S. Department of
Transportation regulations. This series may include, but is not limited to, annual program summaries, logs, information on
random selection processes, statistical information, test results, copies of materials on alcohol misuse and controlled
substance use awareness, copies of employer’s policy, and copies of testing policies and procedures. Refer to
49CFR382.401, Handling of Test Results, Records Retention, and Confidentiality: Retention of records and
49CFR382.403, Reporting of results in a management information system. See also “DRUG TEST EQUIPMENT
RECORDS.”
RETENTION: 5 anniversary years.
ELECTRONIC COMMUNICATIONS
There is no single retention period that applies to all electronic messages or communications, whether they are sent by
email, instant messaging, text messaging (such as SMS, Blackberry PIN, etc.), multimedia messaging (such as MMS),
chat messaging, social networking (such as Facebook, Twitter, etc.), voice mail/voice messaging (whether in audio, voice-
over-internet protocol, or other format), or any other current or future electronic messaging technology or device.
Retention periods are determined by the content, nature, and purpose of records, and are set based on their
legal, fiscal, administrative, and historical values, regardless of the format in which they reside or the method by
which they are transmitted. Electronic communications, as with records in other formats, can have a variety of purposes
and relate to a variety of program functions and activities. The retention of any particular electronic message will generally
be the same as the retention for records in any other format that document the same program function or activity. For
instance, electronic communications might fall under a CORRESPONDENCE series, a BUDGET RECORDS series, or
one of numerous other series, depending on the content, nature, and purpose of each message. Electronic
communications that are created primarily to communicate information of short-term value, such as messages reminding
employees about scheduled meetings or appointments, or most voice mail messages, might fall under the “TRANSITORY
MESSAGES” series.
ELECTRONIC FUNDS TRANSFER RECORDS Item #264
This record series consists of the documentation necessary to establish and maintain the electronic transfer of funds. The
series may include, but is not limited to: an agreement between the two parties; a form that lists both institutions’ names,
their routing numbers, the name(s) and authorizing signature(s) of the account holder(s); direct deposit authorizations;
canceled deposit slips or checks; and documentation of the termination of service or transfer of service to a new
institution. This series does not include records of specific individual deposits or payments. Retention is pursuant to
Statute of Limitations for fraud, Section 95.11(3)(j), Florida Statutes, Limitations other than for the recovery of real
property.
RETENTION: 5 fiscal years after termination of service agreement/authorization.
ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231
This record series consists of proprietary and non-proprietary software as well as related documentation that provides
information about the content, structure, and technical specifications of computer systems necessary for retrieving
information retained in machine-readable format. These records may be necessary for an audit process.
RETENTION: Retain as long as software-dependent records are retained.
EMERGENCY MANAGEMENT PLAN REVIEW RECORDS Item #419
This record series documents review by the county emergency management agency of emergency management plans
submitted to the agency for annual review by facilities such as hospitals, nursing homes, assisted living facilities,
outpatient surgical centers and adult day care centers that are required by the Agency for Health Care Administration
(AHCA) to have such plans. The series may include, but is not limited to, disaster/emergency management plans;
correspondence and memoranda (including form letters) issued by the reviewer, either specifying areas where
improvements should be made to conform with AHCA standards and requiring resubmission of the plan with the noted
corrections or stating that the plan conforms with AHCA standards; and documentation of fees paid for the review service.
Refer to Section 252.38(1), Florida Statutes, Emergency management powers of political subdivisions; Counties. See also
“DISASTER PREPAREDNESS PLANS.”
RETENTION: 5 fiscal years.
EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266
This record series consists of five year strategic plans addressing areas and objectives for improvement. The series may
include plan amendments approved by the state during the five-year period. These plans were required under a
partnership agreement between the Department of Community Affairs and the Federal Emergency Management Agency;
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this particular partnership function is no longer in effect, thus the records are no longer being created. See also
“DISASTER PREPAREDNESS PLANS.”
RETENTION: 3 anniversary years after plan expires.
EMERGENCY OPERATIONS RECORDS: REGISTRY OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS
Item #267
This record series documents applicants accepted for special needs or transportation services due to physical, mental, or
sensory disabilities. The registry may be updated often, as individuals’ status or needs may change frequently. Refer to
Section 252.355(1), Florida Statutes, Emergency Management, Registry of persons with special needs; notice; registration
program, which requires that “each local emergency management agency in the state shall maintain a registry of persons
with special needs located within the jurisdiction of the local agency...” See also “EMERGENCY OPERATIONS
RECORDS: SPECIAL NEEDS APPLICATION RECORDS.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268
This record series documents inspections of potential emergency shelters by the county or city emergency management
staff. The inspection records should indicate each facility’s name, location, and operating entity, the storm level and
specialty designation assigned to the shelter, and, if applicable, the reasons for rejection of the facility as a shelter. Refer
to Section 252.385, Florida Statutes, Emergency Management, Public shelter space.
RETENTION: 2 anniversary years after inspection/reinspection or closure of shelter, whichever is later.
EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATION RECORDS Item #265
This record series consists of applications (accepted or denied) from residents to have a space assignment at a special
needs shelter or to receive transportation assistance to a shelter. Applications may include the citizen’s name, address,
telephone number, medical disabilities, caretaker’s name, and required accommodations. The series may also include
supplemental documentation, such as notifications sent to accepted and denied clients, instructions for accepted clients,
and related correspondence. See also “EMERGENCY OPERATIONS RECORDS: REGISTRY OF SPECIAL NEEDS OR
TRANSPORTATION CLIENTS.”
RETENTION: 4 anniversary years.
EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269
This record series documents services received by employees through an agency sponsored employee assistance
program. These programs provide employees with information, treatment and counseling on issues such as substance
abuse, financial planning, mental health issues, stress management, and domestic violence. This series may contain
letters of inquiry, applications, supporting documentation, referrals, updates on employee treatment, and dates and times
of appointments. This series does not contain financial or vendor billing information. Refer to Section 112.0455(5)(m),
Florida Statutes, for definition of “Employee assistance program,” and Section 110.1091(2), Florida Statutes, Employee
assistance programs; public records exemption.
RETENTION: 2 anniversary years after final action.
EMPLOYEE CONDUCT COUNSELING RECORDS Item #206
This record series documents initial coaching or counseling of an employee regarding performance or behavior issues that
may lead to disciplinary action if not corrected. If disciplinary action is taken, this record becomes part of the employee’s
disciplinary case file. See also “DISCIPLINARY CASE FILES: EMPLOYEES,” “PERSONNEL RECORDS” items, and
“STAFF ADMINISTRATION RECORDS.”
RETENTION: 1 anniversary year after final action.
EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24
This record series consists of all records that document the selection process and justify the selection decision, including,
but not limited to, the job opportunity announcement and any other recruitment efforts; position description, including the
knowledge, skills, and abilities (KSAs) necessary to perform the job; applications and résumés for employment, including
any demographic data provided by applicants; correspondence; credential documentation; testing/examination plans,
documentation, and results; background investigation/screening documentation; pre-employment health examination
records; reference checks; lists of eligible candidates; lists of applicants’ ratings or rankings; description of the selection
process and selection techniques used; names and titles of all persons participating in the selection process; and other
information that affects the selection decisions. Documentation (original or copies) regarding hired candidates
should be transferred to the employee’s official personnel file. See Sections 110.211 and 110.213, Florida Statutes,
governing recruitment and selection in state employment; Section 760.11, Florida Statutes, Administrative and civil
remedies; construction (outlining discrimination grievance procedures, including for employment discrimination
allegations); and Rules 60L-29 through 60L-40, Florida Administrative Code, Personnel Rules. See also “PERSONNEL
RECORDS” items and “POSITION DESCRIPTION RECORDS.”
RETENTION: 4 anniversary years after personnel action provided any litigation is resolved.
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EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400
This record series consists of employment application records submitted by individuals not responding to a particular job
announcement or vacancy. The series may include, but is not limited to, employment applications, résumés, credential
documentation, or other records submitted by the applicant, as well as correspondence and any related records regarding
the application.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
EMPLOYMENT ASSISTANCE PROGRAM NONEXPENDABLE PROPERTY RECORDS Item #343
This record series consists of records relating to nonexpendable property acquired under federal employment assistance
programs, such as the Workforce Investment Act (WIA), or predecessor programs, such as the Job Training Partnership
Act (JTPA) or the Comprehensive Employment and Training Act (CETA). Nonexpendable property is property that is not
consumed in use and that retains its original identity during the period of use.
RETENTION: 3 fiscal years after final disposition of property.
EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113
This record series consists of records documenting agency participation in federal employment assistance programs such
as the Workforce Investment Act (WIA) or predecessor programs such as the Job Training Partnership Act (JTPA) or the
Comprehensive Employment and Training Act (CETA). The series may include, but is not limited to, reports, lists of
participating individuals, documentation regarding pilot programs, employer proposals, information on potential volunteer
businesses, evaluations, and other supporting documentation.
RETENTION: 5 fiscal years after final report.
EMPLOYMENT ELIGIBILITY VERIFICATION FORMS Item #420
This record series consists of Employment Eligibility Verification Forms (I-9) that contain information used by employers to
“verify the identity and employment authorization of individuals they hire for employment to preclude the unlawful hiring, or
recruiting or referring for a fee, of aliens who are not authorized to work in the United States” (USCIS Form I-9). Retention
is pursuant to 8 USC 1324a (b)(3), Unlawful employment of aliens, Retention of verification form.
RETENTION: 3 anniversary years after the date of the hire or one anniversary year after the date the individual's
employment is terminated, whichever is later.
ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20
This record series consists of reports and other documentation detailing funds that have been encumbered, but not yet
spent, for a specific planned, approved expenditure. This series includes lists of encumbrances to be applied against
certified forward money, i.e., money brought forward from the previous fiscal year for goods and services not received until
the current fiscal year.
RETENTION: 3 fiscal years.
ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211
This record series documents the creation of, contributions to, or expenditures from, endowments, bequests and trust
funds. See also “DONATION RECORDS.” These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401
This series consists of data and documentation regarding each state agency’s energy consumption, conservation, and
costs for state-owned facilities and metered state-leased facilities. The information is compiled for the purpose of
submitting an annual report on energy consumption and costs to the Department of Management Services as required by
Section 255.257, Florida Statutes, Energy management; buildings occupied by state agencies. Records may include, but
are not limited to, monthly electricity usage reports, energy usage cost data, correspondence, and other supporting
documentation.
RETENTION: 1 fiscal year from report date.
ENGINEERING RECORDS: INFRASTRUCTURE Item #344
This record series consists of graphic and engineering records, including as-built drawings, for traffic signals and signs,
streetlights, pavement markings, roads, sidewalks, pedestrian bridges, drainage ditches, electric power and traffic signal
control lines, transformers, and other elements of local infrastructure. See also “ARCHITECTURAL/BUILDING PLANS:
COMMERCIAL,” “ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” “ARCHITECTURAL/BUILDING
PLANS: RESIDENTIAL,” and “SUBDIVISION PLANS.”
RETENTION: Retain for life of structure/element.
ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167
This record series consists of records documenting an agency’s compliance with or efforts to meet federal, state, or local
environmental regulations. The series may include, but is not limited to, environmental impact statements, environmental
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resource permitting records, storm water or solid waste disposal permitting records, coastal construction control line
permitting records, reviews, correspondence, National Environmental Policy Act technical reports and studies, and
supporting documents. This series covers records of agencies being regulated or monitored; it does not cover records
documenting the regulatory, permitting, or monitoring activities of agencies with environmental regulatory responsibilities.
RETENTION: 5 fiscal years after completion of project, reporting requirement, or other applicable activity.
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103
This record series consists of annual reports relating to employment statistics (job classifications, race, sex, age, etc.) as
required by the U.S. Equal Employment Opportunity Commission (EEOC). The series may also include related
correspondence, reviews, background information, and other supporting documents. Refer to 29CFR1602 for EEOC
reporting and recordkeeping requirements. Retention is pursuant to Statute of Limitations, Section 95.11(3), Florida
Statutes. See also “AFFIRMATIVE ACTION RECORDS” and “BUSINESS CERTIFICATION CASE FILES: MINORITIES
AND VETERANS.”
RETENTION: 4 anniversary years after final action.
EQUIPMENT REFERENCE FILES Item #223
This record series consists of equipment specifications, technical manuals, brochures, bulletins, operating instructions,
warrantees and other records documenting equipment characteristics and operations. See also “EQUIPMENT/VEHICLE
MAINTENANCE RECORDS.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104
This record series documents service, maintenance and repairs to agency equipment and vehicles, including program
changes to electronic equipment. The series may include, but is not limited to, work orders and documentation of
dates/history of repairs, locations, cost of parts, hours worked, etc. Records for all agency vehicles, including ground, air,
and water vehicles, are covered by this series. See also “EQUIPMENT REFERENCE FILES” and “VEHICLE RECORDS.”
RETENTION: 1 fiscal year after disposition of equipment or 5 fiscal years after service/maintenance/repair, whichever
occurs first.
EQUIPMENT/VEHICLE USAGE RECORDS Item #224
This record series documents use of agency equipment and vehicles, including, but not limited to, vehicle logs indicating
driver, destination, fuel/service stops, and odometer readings and/or total trip mileage; equipment usage logs and/or
reports; and other usage documentation. See also “EQUIPMENT REFERENCE FILES” and “VEHICLE RECORDS.”
RETENTION: 1 calendar year.
EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208
This record series consists of capital improvement expenditure plans detailing the long-term building and capital
improvement needs of the agency. These plans may demonstrate a priority listing for capital improvement expenditures as
well as a time line for each project’s completion. Records may also include, but are not limited to, background supporting
materials and reports and related correspondence. “Capital Improvements” shall mean improvements to real property
(land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.), that add to the value and extend
the useful life of the property, including construction of new structures, replacement or rehabilitation of existing structures
(e.g., major repairs such as roof replacement), or removal of closed structures. These records may have archival value.
RETENTION: 50 anniversary years. State agencies should contact the State Archives of Florida for archival review
after 5 years. Other agencies should ensure appropriate preservation of records.
EXPOSURE RECORDS Item #227
This record series consists of records documenting the exposure or possible exposure of an employee to a blood borne
pathogen, contagion, radiation, or chemicals above the acceptable limits or dosage. These records may include, but are
not limited to, statistical analyses, incident reports, material safety data sheets, copies of medical records or reports, risk
management assessments, and other supporting documentation demonstrating the possibility of exposure. Employers are
required to maintain and make available to employees material safety data sheets for each hazardous/toxic chemical or
substance present in the workplace. Retention is pursuant to 29CFR1910.1020, Access to employee exposure and
medical records, and 29CFR1910.1030, Bloodborne pathogens. See also “HEALTH RECORDS: BLOOD BORNE
PATHOGEN/ASBESTOS/EXPOSURE,” and “PERSONNEL RECORDS” items.
RETENTION: 30 anniversary years.
FACILITY RESERVATION/RENTAL RECORDS Item #270
This record series consists of records generated in the process of renting or scheduling a public meeting hall or room,
conference site, park pavilion, cabin, tent space, recreational vehicle/camper hookup, or other public facility to an
individual, group, organization, or other public agency. These records may include, but are not limited to, name of renter,
renter’s address and telephone number, payment information, acknowledgment of rules, liability information, damage
waiver, date and time of the rental, the specific facility or portion of a facility to be reserved, and a floor plan denoting the
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desired arrangement of tables or chairs as requested by the renter. See also “CONTRACTS/LEASES/AGREEMENTS:
NON-CAPITAL IMPROVEMENT.”
RETENTION: 5 fiscal years.
FALSE ALARM RECORDS Item #345
This record series consists of records documenting false alarms and fees assessed for false alarm responses. The series
may include, but is not limited to, correspondence, such as warning letters sent after false alarm responses; response fee
billing documentation; service tickets or invoices for alarm repairs; credit requests for alarm repairs made; and other
related documentation.
RETENTION: 5 fiscal years.
FEASIBILITY STUDY RECORDS Item #106
This record series consists of working papers, correspondence, consulting firm reports, and management committee
reports investigating various projects of the governing agency. These files cover potential projects under consideration or
those ideas that are studied and discarded by a governmental agency. If the agency decides to continue with the project,
these records should be scheduled under one of the “Project Files” items or other applicable item. These records may
have archival value.
RETENTION: 3 fiscal years after completion of study. State agencies must contact the State Archives of Florida for
archival review before disposition of records. Other agencies should ensure appropriate preservation of records
determined to have long-term historical value.
FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157
This record series consists of federal tax withholding and reporting forms including, but not limited to, W-2, W-4, W-5, W-9,
940, 941-E, 1095-C, 1096, 1099, and 1099-INT. Retention period is pursuant to 26CFR31.6001-1(e)(2), Place and period
for keeping records.
RETENTION: 4 years from the tax due date (April 15) of the year to which the record applies, or for W-4s, four years from
the last tax due date of the year in which the employee separated from employment or submitted a newer W-4.
FEE/SERVICE SCHEDULES Item #271
This record series consists of a price sheet or report identifying the types of goods or services provided by the agency and
any associated fees. The series may also include supporting documents used to determine service costs and fees. The
price sheet or report may be reviewed and revised as necessary.
RETENTION: 5 fiscal years after obsolete or superseded.
FINAL ORDERS RECORDS: INDEXED OR LISTED Item #67
This record series consists of all final agency orders required to be indexed or listed pursuant to Section 120.53(1)(a),
Florida Statutes, along with any material incorporated by reference, a current final orders hierarchical subject matter index
or database, and a list of all final orders required to be listed pursuant to Section 120.53(1)(a)3, Florida Statutes. Agency
orders that must be indexed per Section 120.53(1)(a)2.c, Florida Statutes, are those resulting from a proceeding under
Sections 120.56, 120.57, 120.573, or 120.574, Florida Statutes; those rendered pursuant to Section 120.57(4), Florida
Statutes, that contain a statement of agency policy that may be the basis of future agency decisions or that may otherwise
contain a statement of precedential value; and those that are declaratory statements. Agency orders that must be listed
are those rendered pursuant to Section 120.57(4), Florida Statutes, that have been excluded from the indexing
requirement because they do not contain statements of agency policy or precedential value. “Final order” is defined in
Section 120.52, Florida Statutes, as, “a written final decision which results from a proceeding under s. 120.56, s. 120.565,
s. 120.569, s. 120.57, s. 120.573, or s. 120.574, which is not a rule, and which is not excepted from the definition of a rule,
and which has been filed with the agency clerk, and includes final agency actions which are affirmative, negative,
injunctive, or declaratory in form. A final order includes all materials explicitly adopted in it. The clerk shall indicate the date
of filing on the order.” Permanent retention is pursuant to Section 119.021(3), Florida Statutes, which requires permanent
retention of final orders that must be indexed or listed. See also “FINAL ORDERS RECORDS: NOT INDEXED OR
LISTED,” “FINAL ORDERS RECORDS: SUPPORTING DOCUMENTS,” “LITIGATION CASE FILES” and “MINUTES:
OFFICIAL MEETINGS.” For Chapter 162, Florida Statutes, proceedings, see “CODE VIOLATION RECORDS:
HEARING CASE FILES.”
RETENTION: Permanent.
FINAL ORDERS RECORDS: NOT INDEXED OR LISTED Item #421
This record series consists of final agency orders that are not subject to the indexing or listing requirements of Section
120.53(1)(a), Florida Statutes. These final orders are those that are not declaratory statements and are not resulting from
a proceeding under Sections 120.56, 120.57, 120.573, or 120.574, Florida Statutes. Such final orders are of limited or no
precedential value, are of limited or no legal significance, or are ministerial in nature. A final order includes all materials
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explicitly adopted in it. See also “FINAL ORDERS RECORDS: INDEXED OR LISTED,” “FINAL ORDERS RECORDS:
SUPPORTING DOCUMENTS” and “MINUTES: OFFICIAL MEETINGS.” For Chapter 162, Florida Statutes,
proceedings, see “CODE VIOLATION RECORDS: HEARING CASE FILES.”
RETENTION: 5 anniversary years after date of final order or 5 anniversary years after appeal process expired, whichever is
later.
FINAL ORDERS RECORDS: SUPPORTING DOCUMENTS Item #396
This record series consists of supporting documentation for final orders, including such materials as notices, pleadings,
motions, orders, statements, opinions, decisions, evidence, and other legal instruments and records documenting the
administrative proceedings resulting in the final order but not incorporated by reference into the final order. The series may
also include reports by the officer presiding at the hearing and records submitted to the hearing officer during the hearing
or prior to its disposition. See also “FINAL ORDERS RECORDS: INDEXED OR LISTED,” “FINAL ORDERS RECORDS:
NOT INDEXED OR LISTED” and “LITIGATION CASE FILES.”
RETENTION: 5 anniversary years after date of final order or 5 anniversary years after appeal process expired, whichever
is later.
FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84
This record series consists of an authorization to maintain a bank, purchasing card (p-card), credit card, investment or
other financial account and the names of those authorized to access the account. See also “SIGNATURE
AUTHORIZATION RECORDS.”
RETENTION: 5 fiscal years after authorization superseded, expired, or canceled.
FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346
This record series consists of personal financial information submitted to a local governing body by individuals hired,
elected or appointed to local government office. The statements indicate such information as financial status, source(s) of
income or other related information. These records may have archival value.
RETENTION: 10 fiscal years. Agencies should ensure appropriate preservation of records determined to have
long-term historical value.
FINANCIAL HISTORY SUMMARY RECORDS Item #347
This record series consists of records providing a periodic summary of an agency’s receipts and disbursements over the
course of an agency’s history. The series may consist of annual summary general ledgers, annual financial reports, or
equivalent records in other forms.
RETENTION: Permanent.
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS Item #107
This record series consists of local government annual financial reports required by statute or rule, including those
required by Section 218.32, Florida Statutes, Annual financial reports; local government entities; Section 218.39, Florida
Statutes, Annual financial audit reports, and Chapters 10.550, 10.800 and 10.850 of the Rules of the Auditor General of
the State of Florida; and Section 216.102, Florida Statutes, Filing of financial information; handling by Chief Financial
Officer, penalty for noncompliance. The series includes the reporting local government agency’s copy as well as the copy
received by the official filing agency. The reports include such information as total revenues and expenditures and
outstanding long-term debt. See also “AUDITS: AUDITOR GENERAL” and “FINANCIAL REPORTS: LOCAL
GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS).” These records may have archival value.
RETENTION: 10 fiscal years. Agencies should ensure appropriate preservation of records determined to have
long-term historical value.
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS) Item #108
This record series consists of documentation supporting the information reported in the annual financial reports required
by statute or rule, including those required by Section 218.32, Florida Statutes, Annual financial reports; local government
entities; Section 218.39, Florida Statutes, Annual financial audit reports, and Chapters 10.558(3), 10.807(3) and 10.857(4)
of the Rules of the Auditor General of the State of Florida; and Section 216.102, Florida Statutes, Filing of financial
information; handling by Chief Financial Officer, penalty for noncompliance. This documentation may include information
utilized in compiling the reports or may indicate how the reporting entity arrived at the reported information. See also
“FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS.”
RETENTION: 5 fiscal years.
FINANCIAL TRANSACTION RECORDS: DETAIL Item #435
This series consists of records documenting specific financial transactions of the agency including transactions through
cash, checks, warrants, vouchers, electronic fund transfers (EFT), credit and debit cards, purchasing cards, or other
methods. The series may include, but is not limited to, requisitions, requisition logs, purchase orders, contracts,
purchasing card (p-card) receipts, vendor invoices, receiving reports, acceptances of contract deliverables, bank/financial
account statements, check registers, canceled or voided checks, check stubs, canceled or voided warrants, disbursement
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ledgers, journal transactions, expenditure detail reports, refund records, cash collection records and reports, cash receipt
books, cash register tapes, deposit/transfer slips, EFT notices, credit and debit card records, receipt ledgers, receipt
journal transactions and vouchers, refund records, bad check records, and other accounts receivable and accounts
payable related documentation. The series may also include a copy of the agency’s sales tax exemption form. NOTE:
Agencies that electronically transmit checks to a financial institution must retain the checks under this item unless the
financial institution is retaining complete images of the checks for the minimum retention required for this item. Retention
is based on Section 95.11(2), Florida Statutes, Statute of Limitations on contracts, obligations, or liabilities. See also
“FINANCIAL TRANSACTION RECORDS: SUMMARY.”
RETENTION: 5 fiscal years after transaction completed.
FINANCIAL TRANSACTION RECORDS: SUMMARY Item #436
This record series consists of records providing summary or aggregate documentation of financial transactions of the
agency regardless of the source or purpose of the funds. The series may include, but is not limited to, summary records
such as trial balance reports, check logs and registers, bank statements, credit and debit card reports, revenue
reconciliations, collection balance sheets, summary expenditure reports, federal grant final closeout reports, summary
journal transactions, and other accounts payable and accounts receivable summaries and related documentation. See
also “FINANCIAL TRANSACTION RECORDS: DETAIL.”
RETENTION: 10 fiscal years.
FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402
This record series documents the licensing of public food service establishments subject to the certification and inspection
requirements of the Florida Department of Health under Section 381.0072, Florida Statutes, Food service protection, and
Rule 64E-11 Florida Administrative Code, Food Hygiene. Records may include, but are not limited to, license/renewal
applications, fee payment records, inspection records, copies of license suspension/revocation records, and other related
documentation.
RETENTION: 5 fiscal years after expiration, suspension or revocation of license.
FUEL TAX REPORTS Item #213
This record series consists of fuel tax reports submitted to the Florida Department of Revenue by local government users
and fuel terminal operators pursuant to the requirements of Chapter 206, Florida Statutes, Motor and Other Fuel Taxes,
and Rule 12B-5, Florida Administrative Code, Tax On Motor Fuels, Diesel Fuels, Aviation Fuels, Pollutants And Natural
Gas Fuel.
RETENTION: 3 fiscal years.
GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381
This record series consists of individual layers of data and/or datasets used to populate Geographic Information Systems
(GIS). Data layers and datasets may include, but are not limited to, vector data, such as point, line, and polygon data;
imagery data, such as satellite imagery and aerial imagery; topographic data, including elevation data and terrain
contours; land use and planning data, including habitat data, road data, zoning, and parcel ownership; and jurisdictional
boundary data, including political subdivisions, historic districts, school districts, and urban growth areas. Since GIS data
layers and datasets are continuously updated, agencies should take periodic snapshots of data layers and datasets
considered to have long-term or continuing informational or historical value to ensure proper retention of this data. See
also, “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA,” “GEOGRAPHIC
INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE,” and “GEOGRAPHIC INFORMATION SYSTEMS
(GIS) SNAPSHOTS: HISTORICAL.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382
This record series consists of periodic snapshots of Geographic Information Systems (GIS) data considered by the agency
to have only short-term administrative value. This series does not include GIS snapshots that document long-term
community development and/or growth and that are considered by the agency to have long-term informational and/or
historical value. This series may include daily or monthly snapshots taken for general administrative or reference
purposes. This series does not include snapshots taken by an agency for the sole purpose of back-up/disaster recovery.
See also “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL,” “GEOGRAPHIC
INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA,” and “GEOGRAPHIC INFORMATION SYSTEMS (GIS)
DATA LAYERS AND DATASETS.”
RETENTION: 1 anniversary year.
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383
This record series consists of periodic snapshots of Geographic Information Systems (GIS) data considered by the agency
to have long-term informational and/or historical value. This series may include, but is not limited to, snapshots
documenting community development and/or growth such as geographic contour changes; infrastructure development,
including transportation, utilities, and communications; environmental changes; demographic shifts; changes to
jurisdictional boundaries; and changes in property values. This record series does not include GIS snapshots taken by an
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agency for the sole purpose of back-up/disaster or snapshots taken for general administrative or reference purposes such
as documentation of routine infrastructure maintenance (e.g., road repairs, utility line repairs). See also “GEOGRAPHIC
INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE,” “GEOGRAPHIC INFORMATION SYSTEMS (GIS)
DATA LAYERS AND DATASETS,” and “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE
DOCUMENTS/DATA.” These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384
This record series consists of documents and/or data used to update Geographic Information Systems (GIS). This series
may include, but is not limited to, address change forms, survey data, field notes, legal descriptions, and other documents
and/or data submitted to or acquired by the agency for the sole purpose of updating the agency’s Geographic Information
Systems. Do NOT use this item if records fall under a more appropriate retention schedule item or if the unique
content/requirements of the records necessitate that an individual retention schedule be established. See also
“GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS,” “GEOGRAPHIC INFORMATION
SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE,” and “GEOGRAPHIC INFORMATION SYSTEMS (GIS)
SNAPSHOTS: HISTORICAL.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
GRANT FILES Item #422
This record series documents the activities and administration of grant funded programs, including the application process
and expenditure of grant funds. The series may include, but is not limited to, grant applications; notifications to applicants
of award or denial of grant funds; contracts; agreements; grant status, narrative and financial reports submitted by
recipient agencies; and supporting documentation. For grantor agencies, grant cycle completion has not occurred until all
reporting requirements are satisfied and final payments have been received for that grant cycle. For grant recipients,
project completion has not occurred until all reporting requirements are satisfied and final payments have been made or
received. See also “PROJECT FILES: FEDERAL” and “PROJECT FILES: NON-CAPITAL IMPROVEMENT.” These
records may have archival value.
RETENTION: 5 fiscal years after completion of grant cycle or project, whichever is applicable. State grantor agencies
must contact the State Archives of Florida for archival review before disposition of records. Other grantor
agencies should ensure appropriate preservation of records determined to have long-term historical value.
GRANT FILES: UNFUNDED APPLICATIONS (APPLICANT’S COPIES) Item #349
This record series consists of a grant applicant’s unfunded grant applications. The series may include, but is not limited to,
copies of applications, notifications of denial of funding, application reviews, correspondence, and supporting materials
used in preparing the grant application. NOTE: For unfunded applications held by grantor agencies, use “GRANT
FILES.” See also “PROJECT FILES: FEDERAL” and “PROJECT FILES: NON-CAPITAL IMPROVEMENT.”
RETENTION: 1 anniversary year after receipt of denial notification.
GRIEVANCE FILES Item #110
This record series consists of records of agency proceedings in the settlement of disputes between the agency as
employer and its employees. A grievance may be filed when an employee believes that a work related condition affecting
the employee is unjust, inequitable, or a hindrance to effective operation. Section 110.227(4), Florida Statutes,
Suspensions, dismissals, reductions in pay, demotions, layoffs, transfers, and grievances, outlines the grievance process
for state agency career service employees. See also “COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES” and
“PERSONNEL RECORDS” items.
RETENTION: 3 fiscal years after settlement.
HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350
This record series consists of medical records of employees known or suspected to have come into contact with blood or
other potentially hazardous materials. These records may include, but are not limited to, the employee’s name; social
security number; hepatitis B vaccination status including the dates of testing, results of examinations, medical testing, and
follow-up procedures; a copy of the healthcare professional’s written opinion; a list of complaints potentially related to the
exposure; a copy of information provided to the healthcare professional; and records documenting the exposure or
possible exposure of an employee to a blood borne pathogen, a contagion, radiation or chemicals above the acceptable
limits or dosage, including statistical analyses, incident reports, material safety data sheets, copies of medical records or
reports, risk management assessments, and other necessary data to support the possibility of exposure. Retention period
is pursuant to 29CFR1910.1001, Asbestos; 29CFR1910.1020, Access to employee exposure and medical records; and
29CFR1910.1030, Bloodborne pathogens. See also “EXPOSURE RECORDS” and “PERSONNEL RECORDS” items.
RETENTION: 30 years after any manner of separation or termination of employment.
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HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324
This record series consists of records of a designation of a health care component of a covered hybrid entity under the
Health Insurance Portability and Accountability Act (HIPAA). Under HIPAA, a hybrid entity is a covered entity whose
business activities include both covered and non-covered functions (45CFR164.103, Definitions). Per
45CFR164.105(a)(2)(iii)(C), Implementation specifications, Responsibilities of the covered entity, “The covered entity is
responsible for designating the components that are part of one or more health care components of the covered entity and
documenting the designation…” Retention is pursuant to 45CFR164.105(c)(2), Standard: Documentation, Implementation
specification: Retention period. See also “PROTECTED HEALTH INFORMATION” items.
RETENTION: 6 anniversary years from date of designation or from the date when it last was in effect, whichever is later.
HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325
This record series consists of policies, procedures, and records of actions, activities, or assessments relating to the
implementation of security measures for protected electronic health information required under the Health Insurance
Portability and Accountability Act (HIPAA), 45CFR164 Subpart C, Security Standards for the Protection of Electronic
Protected Health Information. The records are required HIPAA documentation per 45CFR164.316(b), Policies and
procedures and documentation requirements. Retention is pursuant to 45CFR164.316(b)(2), Implementation
specifications. See also “PROTECTED HEALTH INFORMATION” items.
RETENTION: 6 anniversary years from date of creation or from the date when it last was in effect, whichever is later.
HISTORICAL DESIGNATION RECORDS Item #423
This record series documents the historic designation of buildings, structures, sites or districts, including improvements,
interiors and landscape features that are significant in the historical, architectural, cultural, aesthetic or archeological
heritage of the state or local community. The series may include, but is not limited to, applications, descriptive property
information, photographs, land sketches, staff analyses, evaluations and recommendations by reviewing authorities,
designation reports, certificates of appropriateness, records of local Historical Preservation Boards regarding the historic
designations, and other related documentation. These records have historical value.
RETENTION: Permanent.
HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273
This record series consists of applications submitted by citizens who ultimately do not participate in the housing program.
These applications have no activity on them and the individual has expressed no continuing interest in the program. The
applications may become inactive because of changes in the eligibility requirements, lack of interest, inability to locate a
home or to secure financing, relocation of applicant, or a failure to update the application by a given deadline. See also
“HOUSING FINANCE ASSISTANCE RECORDS.”
RETENTION: 4 fiscal years after last activity.
HOUSING FINANCE ASSISTANCE RECORDS Item #274
This record series consists of records documenting housing finance assistance to low to moderate income households.
The series may include, but is not limited to: program requirements and project records; community housing development
set-aside records; equal opportunity and fair housing records; environmental review records; applications; displacement,
relocation, and real property acquisition records; lead based paint and radon records; housing agreements; income
verifications; proofs of age or handicap; and other records as required by state/federal governments for public
housing/housing finance assistance. Records relate to programs such as State Housing Initiatives Partnership (SHIP),
governed by Section 420.907-9079, Florida Statutes, State Housing Initiatives Partnership, and Rule 67-37, Florida
Administrative Code, State Housing Initiatives Partnership Program; HOME Investment Partnership Program, governed by
Section 420.5089, Florida Statutes, HOME Investment Partnership Program, HOME Investment Partnership Fund, Rule
67-48.014-022, Florida Administrative Code, relating to the Home Investment Partnerships Program, and 24CFR, Part 92,
Home Investment Partnerships Program; and other state or U.S. Department of Housing and Urban Development (HUD)
programs. See also “HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE.”
RETENTION: 5 fiscal years after termination of rental agreement, funds expended and accounted for, and/or satisfaction
of loans, whichever is the latest applicable event.
INCIDENT REPORT FILES Item #241
This record series documents incidents or unusual occurrences at a public facility or on publicly owned property, including
incident reports and documentation of any follow-up investigation. These incidents or occurrences may include: alarm or
lock malfunctions, security breaches, hostile actions by employees or the public, suspicious persons, significant
maintenance problems, or any other circumstance that should be noted for future reference or follow-up. The incident
report may include, but is not limited to, the name of the reporting staff member, the date/time/location of the incident,
names of persons involved or witnesses, description of the incident or occurrence, emergency response, names of
supervisors notified and at what time, and the general outcome of the incident. This series does not include
documentation of injuries requiring medical attention. Retention is pursuant to Florida’s Statute of Limitations, Section
95.11, Florida Statutes. See also “INJURY/ILLNESS RECORDS.”
RETENTION: 4 anniversary years from date of incident.
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INFORMATION REQUEST RECORDS Item #23
This record series consists of correspondence and supporting documentation accumulated in answering inquiries from the
public. The series may include requests for: inspection and/or copies of public records (public records requests),
publications or services provided by the agency, confirmation of meeting or event times/dates/locations, information on
outstanding liens, and general agency information (e.g., mission statement, telephone list, map/directions, employee
directory, etc.).
RETENTION: 1 fiscal year.
INJURY/ILLNESS RECORDS Item #188
This record series consists of investigations, logs and summary records regarding injury, diseases and illness, fatality and
non-fatality. The series may include, but is not limited to, the report of an injury received on public property; records of an
employee injury resulting in death; Occupational Safety and Health Administration (OSHA) Form 300 and 300A, Log and
Summary of Work-Related Injuries and Illnesses; OSHA Form 301, Injury and Illness Incident Report; any equivalent or
predecessor OSHA forms; and state form DFS-F2-DWC-1 or equivalent or predecessor state forms. For injuries to
employees resulting in Workers’ Compensation claims, see also “WORKERS' COMPENSATION PROGRAM
ADMINISTRATION RECORDS,” “INSURANCE RECORDS: AGENCY” and the applicable PERSONNEL RECORDS item.
For records documenting the exposure or possible exposure of an employee to a blood borne pathogen, a contagion,
radiation, or chemicals above the acceptable limits or dosage, use EXPOSURE RECORDS or HEALTH RECORDS:
BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE. Retention is pursuant to OSHA’s recordkeeping rule,
29CFR1904.33, Recording and Reporting Occupational Injuries and Illnesses, Retention and updating. See also
“INCIDENT REPORT FILES.”
RETENTION: 5 calendar years.
INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276
This record series consists of records documenting the inspection, condition, maintenance, and repair of bridges.
RETENTION: Retain for life of structure.
INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193
This record series consists of inspection reports, logs and summaries relating to the safety, health and security of
employees, equipment, materials and facilities. Retention is pursuant to Florida’s Statute of Limitations, Section 95.11,
Florida Statutes. See also “DISASTER PREPAREDNESS DRILL RECORDS.”
RETENTION: 4 calendar years after inspection.
INSPECTION REPORTS: FIRE EXTINGUISHER Item #219
This record series consists of annual fire extinguisher inspection reports required by the Occupational Safety and Health
Administration (OSHA) and records of other periodic fire extinguisher inspections conducted by agencies. Retention is
pursuant to 29CFR1910.157(e)(3), Portable fire extinguishers, Inspection, maintenance and testing.
RETENTION: 1 anniversary year or life of equipment, whichever is sooner.
INSPECTOR’S ROUTE SHEETS: DAILY Item #277
This record series consists of daily inspection sheets used by the inspector for recording violations and other requirements
that have not met building standards or codes. NOTE: This record may also be part of the building permit records. See
also “PERMITS: BUILDING.”
RETENTION: 3 fiscal years.
INSURANCE RECORDS: AGENCY Item #111
This record series documents insurance policies held by an agency for fire, theft, liability, medical, life, workers’
compensation or other types of coverage on an agency’s property and/or employees. The series may include, but is not
limited to, policies; claim filing information such as applications, correspondence, and related documentation;
documentation of premiums due and amounts paid; and information on insurance carriers and rates. For insurance
enrollment records of individual employees, use the applicable PERSONNEL RECORDS item.
RETENTION: 5 fiscal years after final disposition of claim or expiration of policy.
INTELLECTUAL PROPERTY RECORDS Item #437
This record series documents patents, copyrights and trademarks for intellectual property issued to the agency. The series
may include, but is not limited to, applications, certifications of registration, agreements, correspondence, and other
related supporting documentation. This series also includes authorizations and consents issued by the agency for use by
outside entities.
RETENTION: Permanent.
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INVENTORY: AGENCY PROPERTY Item #40
This record series consists of all information regarding the physical inventory of agency property, including a perpetual
inventory of expendable parts and supplies that may be located in a central supply office for use by agency employees, as
well as Fixed Assets/Operating Capital Outlay (O.C.O.) items requiring an identification number and tag. The series may
also include copies of disposition documentation when the property or equipment is relocated, transferred, surplused, sold,
scrapped, traded in, abandoned, stolen, cannibalized, or destroyed. Section 274.02, Florida Statutes, Record and
inventory of certain property, requires an annual physical inventory of all O.C.O. property. See also “PROPERTY
CONTROL RECORDS.”
RETENTION: 3 fiscal years.
INVENTORY: AGENCY RECORDS Item #319
This record series consists of an inventory of agency records providing such information as record series title, inclusive
dates, and quantity (e.g., in cubic feet); if records are active, inactive, or closed; whether they are vital records; whether
they are exempt from public inspection; format of records (paper, electronic, microform, etc.); name of custodial agency
and official; records retention requirements; and location, including offices or offsite storage facilities and specific physical
locations. This series may also include documentation of transmittal of records to an offsite storage facility. See also
“RECORDS RETRIEVAL/REFERENCE RECORDS.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351
This record series consists of complete case files of both substantiated and unsubstantiated formal and informal cases
investigated by the Office of the Inspector General or equivalent office of any agency. The series may include, but is not
limited to, witness statements; documentary evidence; notes filed by the person(s) filing the complaint, employees,
witnesses, anonymous complainants, or others; complete case file history; letters; determinations; final reports; and
executive summaries. Refer to Florida Statutes Section 14.32, Governor, Office of Chief Inspector General; Section
20.055, Agency inspectors general; Section 112.3187-31895 relating to adverse actions against employees, confidentiality
and investigative procedures; and Section 119.07(6) relating to access and confidentiality of records. See also “WHISTLE
BLOWER INVESTIGATIVE RECORDS.”
RETENTION: 5 anniversary years after final action.
INVESTMENT RECORDS Item #278
This record series consists of records related to the selection and maintenance of a government’s investments. The series
may include, but is not limited to, selection criteria, score sheets, and correspondence concerning the selection process or
potential investments; annual reports of the investments; firm histories; prospectus and other research materials; and
initial goals or projected recovery at the time of the initial investment. These records may have archival value.
RETENTION: 10 fiscal years. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352
This record series documents land development projects brought before local government planning or development
commission or appeal bodies or before other special or ad hoc committees constituted for similar purposes. Records may
include, but are not limited to, staff reports, determinations and evaluations, correspondence, project case files, drawings
and plans, and final determinations. See also “LAND DEVELOPMENT AND PLANNING PROJECT FILES:
DENIED/ABANDONED PROJECTS,” “LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY
DRAWINGS/DRAFTS,” and “LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS.” These records may
have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #403
This record series documents land development projects brought before local government planning or development
commission or appeal bodies or before other special or ad hoc committees constituted for similar purposes, in instances
when the projects were denied by the government bodies or abandoned by the developers. Records may include, but are
not limited to, staff reports, determinations and evaluations, correspondence, project case files, drawings and plans, and
final determinations. See also “LAND DEVELOPMENT AND PLANNING PROJECT FILES,” “LAND DEVELOPMENT
AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS,” and “LAND DEVELOPMENT AND
PLANNING STUDIES AND REPORTS.” These records may have archival value.
RETENTION: 20 anniversary years after project denied or abandoned. State agencies should contact the State
Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate
preservation of records determined to have long-term historical value.
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LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #404
This record series consists of preliminary or draft documents used to support the creation of project documentation that is
brought before the local government planning or development commission or appeal bodies, or before other special or ad
hoc committees constituted for similar purposes. Records in this series are not brought before the local government
planning or development commission or other applicable entity and are not intended to serve as documentation of
planning decisions or processes. See also “LAND DEVELOPMENT AND PLANNING PROJECT FILES,” “LAND
DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS,” and “LAND DEVELOPMENT
AND PLANNING STUDIES AND REPORTS.” These records may have archival value.
RETENTION: 10 anniversary years. State agencies should contact the State Archives of Florida for archival review
before disposition of records. Other agencies should ensure appropriate preservation of records determined to
have long-term historical value.
LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353
This record series documents local government land use and development planning. The series may include, but is not
limited to, feasibility studies, reports, analyses, projections, graphic material, and related planning documents produced by
outside consultants or in-house staff. The records may relate to comprehensive planning, capital improvements, land use
and open space, economic development, housing renewal, regional intergovernmental cooperation, transportation, traffic
engineering, transit systems, airports, long range forecasts, and other aspects of local government planning. See also
“COMPREHENSIVE MASTER PLANS: ADOPTED,” “COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING
DOCUMENTS),” “LAND DEVELOPMENT AND PLANNING PROJECT FILES,” “LAND DEVELOPMENT AND PLANNING
PROJECT FILES: DENIED/ABANDONED PROJECTS” and “LAND DEVELOPMENT AND PLANNING PROJECT FILES:
PRELIMINARY DRAWINGS/DRAFTS.” These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
LEGISLATION RECORDS Item #119
This record series documents the development or review of legislation proposed by, and/or potentially impacting, an
agency. The series may include, but is not limited to, proposed legislation; research materials on the subject of the
legislation; agency staff analysis of the potential impact of the legislation; reports and statistical studies; surveys of and/or
input from affected industries or populations; and other related records. These records may have archival value.
RETENTION: Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State
Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate
preservation of records determined to have long-term historical value.
LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253
This record series consists of the “certificate of competency” license issued to licensed contractors by the local governing
authority’s jurisdiction. Included in this series is a copy of the license and all supporting documents. The supporting
documents may include, but are not limited to, contractor records, license application(s), certificate of test score results,
certificate of incorporation, application for certificate of competency, which includes documentation of applicants’
experience, deficiency reports, personal or business credit reports, personal or business financial statements, final orders
of discipline, correspondence, and proofs of insurance. Refer to Florida Statutes Section 125.56(4) regarding county
permitting for building construction; Section 489.109-113 regarding qualifications/procedures for certificate of competency;
Section 553.781 regarding licensee accountability; Section 553.79 regarding permit applications and issuance; and
Section 553.792 regarding building permit applications to local government. See also “LICENSES: CERTIFICATE OF
COMPETENCY RECORDS (TEMPORARY)” and “BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT.”
RETENTION: 3 fiscal years after the file is closed due to non-renewal and/or revocation of license.
LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY) Item #254
This record series consists of a “certificate of competency” license for a temporary licensed contractor applying for a
current certificate of competency issued by the local governing authority’s jurisdiction. Included in this series is a copy of
the license and all supporting documents. The supporting documents may include, but are not limited to, contractor
records, license application(s), certificate of test score results, certificate of incorporation, application for certificate of
competency, which includes documentation of applicants’ experience, deficiency reports, personal or business credit
reports, personal or business financial statements, final orders of discipline, correspondence, and proofs of insurance.
Refer to Florida Statutes Section 125.56(4) regarding county permitting for building construction; Section 489.109-113
regarding qualifications/procedures for certificate of competency; Section 553.781 regarding licensee accountability;
Section 553.79 regarding permit applications and issuance; and Section 553.792 regarding building permit applications to
local government. See also “LICENSES: CERTIFICATE OF COMPETENCY RECORDS” and “BUSINESS TAX RECEIPT
RECORDS: LOCAL GOVERNMENT.”
RETENTION: 1 anniversary year after expiration, revocation, or denial of license.
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LIEN DOCUMENTATION FILES Item #405
This record series documents liens imposed by government agencies. The series may include, but is not limited to, copies
of liens and satisfactions of liens, bankruptcy proceedings relating to liens, and any other supporting documentation
relating to the imposition or lifting of a lien by a government agency.
RETENTION: 5 fiscal years after satisfaction of lien.
LITIGATION CASE FILES Item #27
This record series consists of legal documents, notes, reports, background material, summonses and other related
records created or received in preparing for or engaging in litigation of legal disputes. See also “FINAL ORDERS
RECORDS: INDEXED OR LISTED,” “FINAL ORDERS RECORDS: NOT INDEXED OR LISTED,” “FINAL ORDERS
RECORDS: SUPPORTING DOCUMENTS,” “OPINIONS: LEGAL” and “OPINIONS: LEGAL (SUPPORTING
DOCUMENTS).”
RETENTION: 5 anniversary years after case closed or appeal process expired.
LOBBYIST REGISTRATION RECORDS Item #387
This record series consists of registration records for lobbyists engaging in lobbying activity with the local government
entity. The series may include, but is not limited to, registration forms, lobbying activity records, expense reports, and
correspondence.
RETENTION: 5 fiscal years after expiration or withdrawal of registration or ceasing to lobby, whichever occurs first.
LOCAL GOVERNMENT MILEAGE REPORTS Item #390
This record series consists of the agency’s copies of the Florida Department of Transportation Form TM: Local
Government Mileage Report (or equivalent DOT form). Local governments are required by Section 218.322, Florida
Statutes, County and municipal transportation program data, to provide mileage data as part of their annual financial
reporting responsibilities. The report provides the number of miles of paved and unpaved roads within the local
government’s jurisdiction.
RETENTION: 5 fiscal years.
LOST AND FOUND RECORDS Item #354
This record series consists of documentation recording items that have been lost and/or found. This includes, but is not
limited to, description of items found, correspondence transferring unclaimed found items for public auction, and
documentation from individuals describing items that have been lost and the estimated value of the items.
RETENTION: 3 fiscal years.
MAIL: REGISTERED AND CERTIFIED Item #47
This record series consists of receipts for registered or certified mail sent out by an agency as well as undeliverable
registered or certified mail items returned by the post office for any reason. This record is usually filed with the agency’s
copy of the item mailed. See also “MAIL: UNDELIVERABLE/RETURNED,” “MAILING/CONTACT LISTS,” and
“POSTAGE/SHIPPING RECORDS.”
RETENTION: 1 fiscal year.
MAIL: UNDELIVERABLE/RETURNED Item #1
This record series consists of outgoing agency mail returned by the post office for any reason, including insufficient
postage, incorrect address, forwarding order expired, etc., or abandoned at a mail/document pickup station by a defunct
addressee. It does NOT include returned registered or certified mailings. NOTE: In instances when there is a legal need to
demonstrate that a mailing was sent to a particular address, agencies are responsible for ensuring that internal
management policies are in place for retaining undeliverable/returned mail for as long as legally necessary. See also
“MAIL: REGISTERED AND CERTIFIED,” “MAILING/CONTACT LISTS,” and “POSTAGE/SHIPPING RECORDS.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
MAILING/CONTACT LISTS Item #29
This record series consists of lists of U.S. mail or electronic mail/messaging contacts used in agency mail outs or
other communications. Mailing/contact lists that fall under Section 283.55, Florida Statutes, Purging of publication
mailing lists, must be updated and superseded every odd numbered year. See also “MAIL: REGISTERED AND
CERTIFIED,” “MAIL: UNDELIVERABLE/RETURNED,” and “POSTAGE/SHIPPING RECORDS.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30
This record series consists of raw data and work papers for surveys conducted by the agency to study management
issues such as client/patron/employee satisfaction and service improvement. This may include survey/poll responses, tally
sheets, suggestion box submissions, and other records related to the study of internal operations. This does not include
reports prepared by consultants. The final compilation of the data may be produced as a report, which may be scheduled
General Records Schedule GS1-SL for State and Local Government Agencies
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under a different record series depending on the nature and depth of the survey/study (for instance, “FEASIBILITY
STUDY RECORDS,” “OPERATIONAL AND STATISTICAL REPORT RECORDS,” or “PROJECT FILES” items).
RETENTION: 1 calendar year after completion of data collection or release of report, whichever is later.
MAPS: ORIGINALS Item #280
This record series consists of original maps and the supporting documentation used to create those maps. The records in
this series are used in planning and engineering of local infrastructure and include highway, sales, sectional, and
geological survey maps. This series does not include original maps that are required by statute or ordinance to be filed
with the Clerk of Court under Florida Statutes Section 177.111, Instructions for filing plat; Section 177.131, Recordation of
the Department of Transportation official right-of-way maps and other governmental right-of-way maps; Section 177.132,
Preservation of unrecorded maps; or Section 337.2735, Recording of municipal maps of reservation for transportation
corridors and transportation facilities; or with the State Land Office under Section 253.031, Land office; custody of
documents concerning land; moneys; plats. See also “SUBDIVISION PLANS.”
RETENTION: Permanent.
MEDICAL RECORDS Item #212
This record series documents routine health examinations not required for insurance or employment. These may include
stress, blood, and physical tests. Medical records required for insurance or employment should be covered by the
applicable PERSONNEL RECORDS item. See also “EXPOSURE RECORDS,” “HEALTH RECORDS: BLOOD BORNE
PATHOGEN/ASBESTOS/EXPOSURE,” and “PERSONNEL RECORDS” items.
RETENTION: 5 calendar years.
MEDICAL RECORDS: VETERAN SERVICES Item #311
This record series consists of duplicate copies of medical records and a digest of medical information maintained by an
agency in order to provide benefits or services to military veterans. The series may also include related supporting
documentation.
RETENTION: 7 fiscal years after last discharge or last entry.
MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282
This record series consists of test results and microfilm inspection records for all permanent or long-term microfilm as
required by Rules 1B-26.0021(3)(f) and 1B-26.0021(3)(j), Florida Administrative Code. The series may also include related
supporting documentation.
RETENTION: Permanent.
MINORITY APPOINTMENT REPORTING RECORDS Item #406
This record series consists of minority appointment reports submitted annually by the appointing authority to the Florida
Department of State pursuant to Section 760.80, Florida Statutes, Minority representation on boards, commissions,
councils, and committees. The reports contain such information as the number of appointments made during the
preceding year from each minority group, the number of nonminority appointments made, and the number of physically
disabled persons appointed to boards, commissions, councils, and committees in the previous calendar year.
RETENTION: 4 anniversary years.
MINUTES: OFFICIAL MEETINGS Item #32
This record series consists of the official record of official meetings, defined in Section 286.011(1), Florida Statutes, Public
meetings and records, as “All meetings of any board or commission of any state agency or authority or of any agency or
authority of any county, municipal corporation, or political subdivision, except as otherwise provided in the Constitution,
including meetings with or attended by any person elected to such board or commission, but who has not yet taken office,
at which official acts are to be taken...” The series may include verbatim transcripts or minutes summarizing issues
addressed, actions taken, and decisions made. The series may also include agendas and background materials used as
reference documentation for agenda items; these should be included when they are necessary to understand the minutes.
For documentation of the logistics/planning of the meetings such as venue information or directions, travel itineraries, and
reservations and confirmations, use “ADMINISTRATIVE SUPPORT RECORDS.” See also “CABINET AFFAIRS FILES,”
“MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS),” “MINUTES:
OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY
BOARDS),” “MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)” and “MINUTES: OTHER MEETINGS.”
These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4
This record series consists of handwritten or typed notes and/or audio and/or video recordings of official meetings as
defined in Section 286.011(1), Florida Statutes, Public meetings and records. See also “MINUTES: OFFICIAL
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MEETINGS,” “MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-
POLICY ADVISORY BOARDS)” and “MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS).”
RETENTION: 2 anniversary years after adoption of the official minutes or certification of transcript.
MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY
ADVISORY BOARDS) Item #424
This record series consists of the official record of official meetings of special districts established by local ordinance or
resolution, of agency citizen support organizations or direct support organizations, or of agency advisory boards that do
not establish policy, rules or guidelines. Official meetings are defined in Section 286.011(1), Florida Statutes, Public
meetings and records, as “All meetings of any board or commission of any state agency or authority or of any agency or
authority of any county, municipal corporation, or political subdivision, except as otherwise provided in the Constitution,
including meetings with or attended by any person elected to such board or commission, but who has not yet taken office,
at which official acts are to be taken...” The series may include verbatim transcripts or minutes summarizing issues
addressed, actions taken and decisions made. The series may also include agendas and background materials used as
reference documentation for agenda items; these should be included when they are necessary to understand the minutes.
For documentation of the logistics/planning of the meetings, such as venue information or directions, travel itineraries, and
reservations and confirmations, use “ADMINISTRATIVE SUPPORT RECORDS.” See also “CABINET AFFAIRS FILES,”
“MINUTES: OFFICIAL MEETINGS,” “MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO
RECORDINGS),” “MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)” and "MINUTES: OTHER
MEETINGS.” These records may have archival value.
RETENTION: 10 anniversary years. State agencies must contact the State Archives of Florida for archival review
before disposition of records. Other agencies should ensure appropriate preservation of records determined to
have long-term historical value.
MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123
This record series consists of supporting documents for minutes and agendas generated by official meetings as defined in
Section 286.011(1), Florida Statutes, Public meetings and records. These records provide information necessary for
conducting the meeting or completing the minutes but do not document actual meeting proceedings. Records may
include, but are not limited to, copies of required public notices of meeting, attendance lists, roll call sheets, sign-in sheets
for speakers, and agendas and background materials used as reference documentation for agenda items. See also
“CABINET AFFAIRS FILES,” “MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO
RECORDINGS),” “MINUTES: OFFICIAL MEETINGS,” “MINUTES: OFFICIAL MEETINGS (SPECIAL
DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS)” and “MINUTES: OTHER
MEETINGS.”
RETENTION: 2 anniversary years after adoption of the official minutes or certification of transcript.
MINUTES: OTHER MEETINGS Item #33
This record series consists of minutes and all supporting documentation from meetings that are not official meetings as
defined in Section 286.011(1), Florida Statutes, Public meetings and records. These records may have archival value.
RETENTION: 1 anniversary year after date of meeting. State agencies must contact the State Archives of Florida for
archival review before disposition of records. Other agencies should ensure appropriate preservation of records
determined to have long-term historical value.
MOSQUITO CONTROL RECORDS Item #425
This record series documents treatment, inspection, testing, tracking and other activities involved in the process of
mosquito control. The series may include, but is not limited to, activity reports, treatment records, global positioning
satellite tracking data from inspections and/or treatments, resistance testing, mosquito counts and identification records,
equipment calibration records, chemical inventory logs, and correspondence. Do NOT use this item if records fall under a
more appropriate retention schedule item such as “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM
MANAGER,” “CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY,”
“CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT,” “ENVIRONMENTAL REGULATION
COMPLIANCE RECORDS” or other applicable item(s).
RETENTION: 5 fiscal years.
MUNICIPAL COURT DOCKET RECORDS Item #323
This record series consists of records docketing municipal court cases at any time until the elimination of municipal courts
in 1975. Information typically includes individual's name, case number, charge, date, plea, verdict and fine. There is no
additional accumulation of these records; no audit requirements; no felony cases; and no legal, fiscal, administrative or
historical value.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355
This series consists of records relating to the Federal Emergency Management Administration’s voluntary Community
Rating System (CRS) program, an incentive program allowing for discounted flood insurance rates for communities that
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28
exceed minimum national flood protection standards. Records may include, but are not limited to, CRS certification forms,
recertification and modification forms, flood insurance rate map determination forms, correspondence, and other related
and supporting documentation. See 44CFR, Emergency Management and Assistance.
RETENTION: Retain for duration of participation in program.
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE PROGRAM RECORDS
Item #356
This series consists of records documenting federally funded flood mitigation projects to reduce the long-term risk of flood
damage to structures insurable under the National Flood Insurance Program. Records document such projects as
elevation and retrofit of insured structures; dry floodproofing of non-residential insured structures; acquisition of insured
structures and real property; relocation or demolition of insured structures; and beach nourishment activities. Projects are
conducted pursuant to 42 U.S.C. 4104c, Mitigation Assistance, and 4104d, National Flood Mitigation Fund. See 44CFR,
Emergency Management and Assistance.
RETENTION: Permanent.
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION
RECORDS Item #357
This series consists of records documenting the authorization process for construction of buildings in floodplains. The
series may include, but is not limited to, floodplain construction authorization permit applications, flood insurance rate map
information forms, floodplain maps, affidavits of no wetland alteration, Federal Emergency Management Administration
elevation certificates, and other related and supporting documentation. See 44CFR, Emergency Management and
Assistance.
RETENTION: Permanent.
NEWS RELEASES Item #34
This record series consists of news releases distributed by the agency. See also “PUBLIC INFORMATION FILES,”
“PUBLICATION PRODUCTION RECORDS” and “TRANSITORY MESSAGES.” These records may have archival
value.
RETENTION: 90 days. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
NOISE EXPOSURE MEASUREMENT RECORDS Item #283
This record series consists of studies and measurements of the noise levels to which employees are exposed by location
or job classification. These documents may include incident reports, risk management assessments, and other necessary
documentation demonstrating the possibility of exposure. Retention is pursuant to 29CFR1910.95(m)(3)(i), Occupational
Noise Exposure – Recordkeeping - Record Retention. For audiometric test records, use the applicable PERSONNEL
RECORDS item pursuant to 29CFR1910.95(m)(3)(ii).
RETENTION: 2 anniversary years.
OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124
This record series consists of narrative and statistical reports of office operations made within and between agency
departments. The reports may be periodic (daily, weekly, monthly, semi-annual, annual, etc.) or done on an ad hoc basis.
The series may also include activity reports demonstrating the productivity of individual employees or the work tasks
completed for a period of time (daily, weekly, hourly, etc.). These are internal agency reports used by management to
monitor or improve agency administration or for reference purposes when developing broader agency reports. These are
not official annual reports that each agency is required to submit to its governing authority. See also “MANAGEMENT
SURVEYS/STUDIES: INTERNAL” and “PROJECT FILES” items.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
OPINIONS: LEGAL Item #26
This record series consists of written legal opinions issued by agency attorneys establishing policy or precedent and
answering questions involving legal interpretation of Florida or federal law in relation to the agency’s functions,
responsibilities, and authority. See also “LITIGATION CASE FILES” and “OPINIONS: LEGAL (SUPPORTING
DOCUMENTS).” These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
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OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125
This record series consists of documentation supporting the legal opinions issued by agency attorneys. See also
“LITIGATION CASE FILES” and “OPINIONS: LEGAL.” These records may have archival value.
RETENTION: 3 fiscal years. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
ORDINANCES Item #228
This record series consists of county or municipal ordinances. Section 166.041(1)(a), Florida Statutes, Procedures for
adoption of ordinances and resolutions, defines “ordinance” as “an official legislative action of a governing body, which
action is a regulation of a general and permanent nature and enforceable as a local law.” See also
“CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS,” “ORDINANCES: SUPPORTING DOCUMENTS,”
“PROCLAMATIONS,” and “RESOLUTIONS.” These records may have archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
ORDINANCES: SUPPORTING DOCUMENTS Item #229
This record series consists of documentation used in formulating ordinances including, but not limited to, correspondence,
studies and reports, petitions, and other supporting documentation. See also “ORDINANCES.” These records may have
archival value.
RETENTION: 5 anniversary years after adoption of ordinance. State agencies must contact the State Archives of
Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation
of records determined to have long-term historical value.
ORGANIZATION CHARTS Item #126
This record series consists of organizational charts that show lines of authority and responsibility agency wide, within and
between the various departments of the agency. See also “DIRECTIVES/POLICIES/PROCEDURES.” These records
may have archival value.
RETENTION: Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State
Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate
preservation of records determined to have long-term historical value.
PARKING DECAL/PERMIT RECORDS: EMPLOYEES Item #127
This record series consists of applications for parking decals or permits allowing employees to park in designated areas,
lots, or spaces, along with any related documentation. See also “VEHICLE RECORDS” and “ACCESS CONTROL
RECORDS.”
RETENTION: 2 fiscal years after expiration or cancellation of parking privileges.
PASSPORT RECORDS: DAILY Item #407
This record series consists of daily reports of persons applying for passports. Records may include 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.
PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395
This record series consists of elements of a customer’s payment card data that are used to authenticate a financial
transaction using that payment card (e.g., credit card, debit card). Sensitive authentication data includes those elements
defined as such by the Payment Card Industry Security Standards Council in their Data Security Standard: Requirements
and Security Assessment Procedures (Version 3.1, April 2015 or subsequent edition) and includes full magnetic stripe
data (also known as full track, track, track 1, track 2, and magnetic-stripe data); three-digit or four-digit card verification
code or value; and personal identification number (PIN) or encrypted PIN block.
RETENTION: Destroy immediately upon completion of transaction.
PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385
This record series documents court-ordered garnishment of employee wages in accordance with Chapter 77, Florida
Statutes, Garnishment. The series may include, but is not limited to, child support records, bankruptcy records, tax levies,
and any other court-ordered garnishments stating the total amount to be collected and the amount to be deducted from
each payroll; copies of final judgment of continuing garnishment; collection worksheets; employee last payment details;
and copies of receipt of service of garnishment.
RETENTION: 5 fiscal years after file becomes inactive.
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PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129
This record series consists of employee authorizations for direct deductions for insurance, union dues, credit unions,
savings bonds, charitable contributions, deferred compensation, day care or other purposes. See also “ELECTRONIC
FUNDS TRANSFER RECORDS” and “SOCIAL SECURITY CONTROLLED SUMMARY RECORDS.”
RETENTION: 5 fiscal years after final action.
PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183
This record series consists of reports reflecting totals for the net and gross wages, FICA wages, retirement wages and
deductions, tax, and other deductions in payroll as well as a summary of each account/line item’s expenditures and
encumbrances. See also “ENCUMBRANCE/CERTIFICATION FORWARD RECORDS,” “FINANCIAL TRANSACTION
RECORDS: DETAIL,” “FINANCIAL TRANSACTION RECORDS: SUMMARY,” “SOCIAL SECURITY CONTROLLED
SUMMARY RECORDS,” and other “PAYROLL RECORDS” items.
RETENTION: 5 fiscal years.
PAYROLL RECORDS: NOT POSTED Item #214
This record series consists of any payroll records, in any format, not posted to an employee’s retirement plan (plus
indices, if applicable). The records are used to document payment for retirement or other purposes during an employee's
duration of employment, and also list each rate of pay. The lengthy retention requirement is intended to ensure the long-
term availability of records needed to determine eligibility for and properly calculate post-employment benefits when such
information is not available from a retirement account. Agencies should ensure that any records needed beyond the stated
retention to calculate post-employment benefits are retained. See also “ATTENDANCE AND LEAVE RECORDS,”
“SOCIAL SECURITY CONTROLLED SUMMARY RECORDS,” and other “PAYROLL RECORDS” items.
RETENTION: 50 calendar years.
PAYROLL RECORDS: POSTED Item #35
This record series consists of any payroll records, in any format, posted to the employee's applicable retirement plan
(plus indices, if applicable). The records are used to document payment for retirement or other purposes during an
employee's duration of employment, and also list each rate of pay. Agencies should ensure that any records needed
beyond the stated retention to calculate post-employment benefits are retained. See also “ATTENDANCE AND LEAVE
RECORDS,” “SOCIAL SECURITY CONTROLLED SUMMARY RECORDS,” and other “PAYROLL RECORDS” items.
RETENTION: 5 fiscal years.
PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195
This record series consists of records used in the process of determining or verifying information regarding payment for
salary, retirement or other compensation purposes during an employee's duration of employment. The series may include,
but is not limited to, employee time/attendance records when used at least in part to determine or verify pay or benefits,
correction forms to rectify errors in payroll processing, pay lists used to verify the payroll certification report, and other
related supporting materials. See also other “PAYROLL RECORDS” items.
RETENTION: 5 fiscal years.
PENSION RECORDS: PLAN/FUND Item #358
This record series consists of performance and activity reports of pension plans/funds, including data on contributions,
fund gains and losses (e.g., interest/dividends earned), amounts paid, investments purchased and sold, actuarial reports,
and other information regarding the performance and status of the fund.
RETENTION: 5 fiscal years.
PENSION RECORDS: RETIREES Item #359
This record series consists of records documenting earned pension benefits, payments, actuarial information, and other
records relating to participation in a pension plan by individual retired employees. For records regarding retirement plan
contributions of active employees, see “PAYROLL RECORDS” items.
RETENTION: 5 fiscal years after final payment.
PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408
This record series consists of performance bonds or developer's cash completion bonds for work such as construction,
improvements and other projects as well as for performance in office by public officials or employees. Construction-related
bonds are returned to the contractor or developer once the work is completed satisfactorily or can be “cashed in” if the
work is not completed satisfactorily. The series may also include supporting documentation, such as bond release letters
that let the contractor or developer know the bond is released, and return letters that accompany the returned bond. If the
bonds relate to a contractual agreement to which the agency is or was a party, they would fall under the applicable
CONTRACTS/LEASES/ AGREEMENTS item.
RETENTION: 5 fiscal years after release, return or expiration of bond.
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PERMITS: BUILDING Item #286
This record series consists of permits issued by a governing authority for performance of construction, electric, plumbing,
gas, heating/ventilation/air conditioning, or mechanical work. Included in this series are the supporting documents and
other permits that may be issued for construction or improvements to existing structures. See Florida Statutes Chapter
125, County Government, Chapter 166, Municipalities, regarding local government permitting authority; Section 553.79,
Permits; applications; issuance; inspections; and Section 95.11(3)(c), Statute of Limitations regarding design, planning, or
construction of an improvement to real property; and Florida Building Code, Section 105, Permits. NOTE: This item does
not cover permits for construction in floodplains; use NATIONAL FLOOD INSURANCE PROGRAM RECORDS:
FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS. See also “ARCHITECTURAL/BUILDING PLANS AND
PERMITS: ABANDONED/WITHDRAWN.”
RETENTION: 10 anniversary years.
PERMITS: CONFINED SPACE ENTRY Item #284
This record series consists of confined-space entry permits provided by the employer to allow and control entry into a
confined space. Permits include such information as the space to be entered; the purpose of the entry; the date and
duration of authorized entry; the authorized entrants; the personnel by name currently serving as attendants; the name of
the entry supervisor; the hazards of the space to be entered; the measures used to isolate the space and to control or
eliminate hazards; the acceptable entry conditions; the results of the initial and periodic tests performed, the names of the
testers, and the date and time of testing; the rescue and emergency services that can be summoned and how to summon
them; communication procedures for entrants and attendants; equipment provided; and any additional permits such as
those for hot work. Problems that are encountered during entry should be documented on the permit at the conclusion of
work. Recordkeeping and retention are pursuant to 29CFR1910.146(e-f), Permit-Required Confined Spaces – Permit
System/Entry Permit.
RETENTION: 1 anniversary year after cancellation of permit.
PERMITS: MINING (LOCAL GOVERNMENT) Item #287
This record series consists of mining permits approved by the local governing board pursuant to the permitting authority
granted local governments by Florida Statutes Chapter 125, County Government, and Chapter 166, Municipalities. The
series may include, but is not limited to, applications and supporting documents submitted by the mining company to the
local development department for review as may be required by local ordinance. Supporting documentation may include
such records as copies of the application; legal description including total acreage; copy of proof of ownership; consent of
owner/mortgagees; aerial maps; Master Mining Plan Approval (MAMPA); Mining Operation Plan Approval (MOPA);
modifications to MOPAs and MAMPAs; environmental assessment; list/copy of previous permits if applicable; list of
property owners within a specific range of proposed mining site; signed agreement of access (variances); public hearing
notices; meeting agendas of applicable governing board(s); correspondence; monthly blasting reports; and annual
inspection reports.
RETENTION: 1 anniversary year after expiration, revocation, or denial of Certificate of Approval.
PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288
This record series consists of permits issued for installing/erecting signs, pursuant to the permitting authority granted local
governments by Florida Statutes Chapter 125, County Government, and Chapter 166, Municipalities, and in accordance
with sign permitting provisions of Chapter 479, Florida Statutes, Outdoor Advertising (see especially Section 479.07,
Florida Statutes, Sign permits). Included in this series are the applications and supporting documents.
RETENTION: 3 fiscal years.
PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19
This record series consists of all personnel information relating to each employee participating in the Florida Retirement
System (FRS). The series may include, but is not limited to, employment applications, résumés, personnel action reports,
correspondence, oaths of loyalty, fingerprints, job-related medical examination reports, performance evaluation reports,
workers’ compensation reports, copies of I-9 forms (Department of Homeland Security, U.S. Citizenship and Immigration
Services, Employment Eligibility Verification form), benefits records, work schedules/assignments, training records,
emergency contact information, copies of licensure/professional credentials, and other related materials. Section 110.201,
Florida Statutes, Personnel rules, records, and reports, and Rule 60L-30, Florida Administrative Code, Personnel
Programs and Records, require state agency personnel officers to institute uniform personnel rules and procedures and to
determine what records are to be filed in their agency’s official personnel files. Agencies should ensure that any records
needed beyond the stated retention to calculate post-employment benefits are retained. See also “DRUG TEST CASE
FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY VERIFICATION
FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items.
RETENTION: 25 fiscal years after any manner of separation or termination of employment.
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PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162
This record series consists of all personnel information relating to each employee not participating in the Florida
Retirement System (FRS), including all “permanent” employees (with or without benefits). The series may include, but is
not limited to, employment applications, résumés, personnel action reports, correspondence, oaths of loyalty, fingerprints,
job-related medical examination reports, performance evaluation reports, workers’ compensation reports, copies of I-9
forms (Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Eligibility Verification
form), benefits records, work schedules/assignments, training records, emergency contact information, copies of
licensure/professional credentials, and other related materials. Agencies should ensure that any records needed beyond
the stated retention to calculate post-employment benefits are retained. See also “DRUG TEST CASE FILES,”
“EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY VERIFICATION FORMS,”
“STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items.
RETENTION: 50 fiscal years after any manner of separation or termination of employment.
PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66
This record series consists of all personnel information relating to each Other Personnel Services (OPS), volunteer, intern,
or temporary employee within each agency. The series may include, but is not limited to, employment applications,
résumés, personnel action reports, correspondence, oaths of loyalty, fingerprints, job-related medical examination reports,
performance evaluation reports, workers’ compensation reports, copies of I-9 forms (Department of Homeland Security,
U.S. Citizenship and Immigration Services, Employment Eligibility Verification form), benefits records, work
schedules/assignments, training records, emergency contact information, copies of licensure/professional credentials, and
other related materials. Temporary employees may include personnel referred by a local employment agency. Section
110.201, Florida Statutes, and Rule 60L-30, Florida Administrative Code, require state agency personnel officers to
institute uniform personnel rules and procedures and to determine what records are filed in the personnel file. See also
“DRUG TEST CASE FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT
ELIGIBILITY VERIFICATION FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS”
items.
RETENTION: 3 fiscal years after any manner of separation or termination of employment.
PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378
This record series consists of personnel documentation relating to individual employees that agency rules or policies do
not include as part of the official personnel file and that is not covered by other employee-related items. See also “DRUG
TEST CASE FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY
VERIFICATION FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items.
RETENTION: 5 fiscal years.
PETTY CASH DOCUMENTATION RECORDS Item #202
This record series consists of records documenting an agency’s petty cash account including, but not limited to, receipts,
bills, and monthly balances indicating amount needed for replenishing the revolving account. See also “FINANCIAL
TRANSACTION RECORDS: DETAIL.”
RETENTION: 5 fiscal years.
POSITION DESCRIPTION RECORDS Item #38
This record series documents the specifically assigned duties and responsibilities for a particular position. Information in
the records may include, but is not limited to, percentage breakdown of duties, job summary, essential job duties, job
standards, salary or pay range, education and experience requirements, required licenses/certificates, essential skills and
qualifications, essential physical skills, and working conditions. See also “EMPLOYMENT APPLICATION AND
SELECTION RECORDS.”
RETENTION: 2 anniversary years after obsolete or superseded.
POSTAGE/SHIPPING RECORDS Item #133
This record series consists of a detailed listing/report showing the amount of postage used, dates used, unused balance,
and purpose. Also included in this series are postage meter books, daily balance sheets, and agency copies of shipping
slips from Express Mail, United Parcel Service, Federal Express, DHL, or other express shipping services for packages
shipped by the agency. See also “MAIL: REGISTERED AND CERTIFIED,” “MAIL: UNDELIVERABLE/RETURNED,” and
“MAILING/CONTACT LISTS.”
RETENTION: 3 fiscal years.
PROBATION RECORDS Item #320
This record series consists of case files of persons placed on county probation by the county courts and supervised by a
county or contracted probation agency (such as the Salvation Army Correctional Services). The series may include, but is
not limited to, copies of legal orders filed with the Clerk of Court; copies of records relating to the probationer’s crime,
sentencing, and incarceration; probation officer’s case notes; probationer’s periodic reports; community service records;
correspondence; copies of receipts for monies collected for fines, restitution and cost of supervision; copies of evaluations
and recommendations for treatment, including psychological or psychiatric reports; reports from various agencies
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regarding client’s progress in counseling areas such as drug, alcohol, and mental health; and certificates of completion of
court requirements (e.g., training, schooling, etc.).
RETENTION: 5 calendar years after case closed.
PROCLAMATIONS Item #142
This record series consists of a governing body’s officially issued proclamations calling attention to issues of current
significance or honoring groups, individuals, or past events, such as a proclamation declaring “Water Conservation
Month,” “Law Enforcement Appreciation Week,” or “Emancipation Proclamation Day.” The series may also include, but is
not limited to, correspondence, memoranda, public input, sample proclamations, drafts, and letters of support. See also
“CHARTERS/AMENDMENTS/BYLAWS/ CONSTITUTIONS,” “DIRECTIVES/POLICIES/PROCEDURES,”
“ORDINANCES,” and “RESOLUTIONS.” These records may have archival value.
RETENTION: 2 calendar years after date of issuance. State agencies must contact the State Archives of Florida for
archival review before disposition of records. Other agencies should ensure appropriate preservation of records
determined to have long-term historical value.
PROJECT FILES: CAPITAL IMPROVEMENT Item #136
This record series documents work done on capital improvement projects and/or project proposals sent out for bid. This
may include, but is not limited to, correspondence, memoranda, drawings, construction and contract specifications,
resolutions, narratives, budget revisions, survey information, change orders, and reports. “Capital Improvements” shall
mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures,
etc.), that add to the value and extend the useful life of the property, including construction of new structures, replacement
or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of closed structures. See
also “PROJECT FILES: FEDERAL,” “PROJECT FILES: NON-CAPITAL IMPROVEMENT,” and “VOUCHERS: FEDERAL
PROJECTS PAID.”
RETENTION: 10 fiscal years after completion or termination of project.
PROJECT FILES: FEDERAL Item #137
This record series consists of original approved federal project contracts, agreements, awards, line item budgets, budget
amendments, cash requests, correspondence, and audit reports. NOTE: Check with applicable federal agency and the
Code of Federal Regulations (CFR) for any additional requirements. See also “GRANT FILES,” “PROJECT FILES:
CAPITAL IMPROVEMENT,” “PROJECT FILES: NON-CAPITAL IMPROVEMENT,” and “VOUCHERS: FEDERAL
PROJECTS PAID.”
RETENTION: 5 fiscal years after completion or termination of project.
PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138
This record series documents work done on projects and/or project proposals that may or may not be sent out for bid. This
may include, but is not limited to, correspondence, memoranda, contract specifications, resolutions, narratives, budget
revisions, survey information, change orders, and reports. See also “PROJECT FILES: FEDERAL," "PROJECT FILES:
CAPITAL IMPROVEMENT,” and “VOUCHERS: FEDERAL PROJECTS PAID.”
RETENTION: 5 fiscal years after completion or termination of project.
PROJECT FILES: OPERATIONAL Item #291
This record series documents projects conducted by agencies in connection with agency operations, programs, and
functions. The records may include, but are not limited to: project schedules, logs, and reports; correspondence relating to
the project; names of employees involved in project; equipment/supplies used; project costs; and other related
information.
RETENTION: 3 fiscal years after completion or termination of project.
PROMOTION/TRANSFER REQUEST RECORDS Item #139
This record series documents employee requests for transfer or promotion within the agency. The series may include, but
is not limited to, requests for promotion or transfer, copies of employment applications, any promotional level tests, and
the test results. See also “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “STAFF ADMINISTRATION
RECORDS,” and “PERSONNEL RECORDS” items.
RETENTION: 4 anniversary years after personnel action, provided any litigation is resolved, or 4 anniversary years after
expiration of the request period if no vacancy occurs prior to expiration.
PROPERTY CONTROL RECORDS Item #222
This record series documents all agency property of a non-consumable nature. The records may provide such information
as the class and type, number of units, make, manufacturer, year, model, manufacturer’s serial number or other identifying
marker attached to the property, the value or cost of the property, date acquired, the location, custodian, date of inventory,
condition of property, final detailed disposition of property, and any additional information that may be necessary. The
series may include a copy of the property transfer record completed when the property or equipment is relocated,
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transferred, surplused, sold, scrapped, traded in, abandoned, or stolen. See also “INVENTORY: AGENCY PROPERTY”
and “PROPERTY TRANSFER RECORDS.”
RETENTION: Retain until completion of the next physical inventory after the equipment leaves service.
PROPERTY TRANSFER RECORDS Item #41
This record series documents the transfer of property or equipment that is relocated, transferred to another agency/office,
surplused, sold, scrapped, traded in, abandoned, or stolen. This series does not include records documenting real
property transfers. See also “INVENTORY: AGENCY PROPERTY” and “PROPERTY CONTROL RECORDS.”
RETENTION: 1 fiscal year provided an updated physical inventory has been completed.
PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS Item #426
This record series consists of records documenting administrative policies, practices and procedures relating to managing
protected health information held by covered entities. The series includes access provider records listing the title(s) of the
person(s) or office(s) of the covered entity responsible for receiving and processing requests by individuals for access to
or amendment of protected health information; privacy practices records documenting a covered entity's policies and
procedures for safeguarding the privacy and security of protected electronic health information, including revisions to
policies and procedures and any correspondence relating to the policies or their revision; and privacy practices violation
records documenting all complaints received concerning the covered entity's privacy policies and procedures and
compliance thereto, the disposition of any of the complaints, and any sanctions applied by the covered entity against
employees failing to comply with the policies and procedures. The records are required HIPAA documentation per
45CFR164, Security and Privacy. Retention is pursuant to 45CFR164.530(j)(2), Administrative requirements,
Implementation specification: Retention period. See also “PROTECTED HEALTH INFORMATION DISCLOSURE
RECORDS” and “HIPAA” items.
RETENTION: 6 anniversary years from the date of creation or from the date when it was last in effect, whichever is later.
PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328
This record series consists of records documenting the disclosure by a covered entity of protected electronic health
information required under the Health Insurance Portability and Accountability Act (HIPAA), Subpart C, Security Standards
for the Protection of Electronic Protected Health Information. The records are required HIPAA documentation per
45CFR164.528(b), Accounting of disclosures of protected health information, Implementation specifications: Content of
the accounting, and must include for each disclosure: date of disclosure; name of entity or person to whom disclosed, and
address if known; brief description of disclosed information; and purpose of the disclosure or copy of the written request
for disclosure. Retention is pursuant to 45CFR164.528(a), Accounting of disclosures of protected health information,
Standard: Right to an accounting of disclosures of protected health information (specifically subsections (1) and (3)). See
also “PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS” and “HIPAA” items.
RETENTION: 6 anniversary years from date of disclosure.
PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389
This record series consists of the agency's copies of the Public Depositor Annual Report to the Chief Financial
Officer (Form DFS-J1-1009 or equivalent Department of Financial Services form or predecessor form), also
known as the Public Depositor Report to the Treasurer, submitted annually to the Chief Financial Officer, State of
Florida pursuant to Section 280.17(6), Florida Statutes, Requirements for public depositors; notice to public
depositors and governmental units; loss of protection. This series may also include documentation of
authorization to execute this report. Pursuant to Rule 69C-2.032, Florida Administrative Code, Execution of
Forms, Proof of Authorization, documentation of authorization may include copies of minutes of board meetings,
charters, constitutions, bylaws, and evidence of incumbency.
RETENTION: 5 fiscal years.
PUBLIC INFORMATION FILES Item #128
This record series documents an agency’s efforts to disseminate information to the public about its programs and services
through such activities as speeches, presentations, exhibits, displays, social media involvement and other activities. The
series may include, but is not limited to, speeches (including outlines, speaking points and drafts), photographs or other
illustrations used in agency publications or displays, applicable social media posts, and examples of brochures, handouts,
or other items meant for public distribution. NOTE: Stocks of agency publications (e.g., brochures, pamphlets, handbooks,
etc.) are not included in this series. See also “NEWS RELEASES” and “PUBLICATION PRODUCTION RECORDS.”
These records may have archival value.
RETENTION: 90 days. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
PUBLIC PROGRAM/EVENT RECORDS Item #238
This record series consists of files documenting agency provided or sponsored events or programs available to the public
or segments of the public, such as parks and recreation programs, arts and crafts classes, sports clinics, summer/day
camps, animal obedience classes, library programs, parenting classes, CPR training, and any other events the public can
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participate in or attend. The files may include, but are not limited to, copies of contracts or agreements, participant or
performer information, program details and arrangements, photographs, audio and/or video recordings, and completed
registration forms providing such information as registrant’s name, address, telephone number(s), date of birth,
parent/guardian information, emergency contact information, current medications, allergies, physician information, medical
release and liability release. The series may also include other documentation, such as sign in/out forms, parent/guardian
authorizations and other related records. These records relate both to events staged by the agency and to events staged
by a contractor or vendor on behalf of the agency.
RETENTION: 5 fiscal years after completion of contract or program/event, whichever is later.
PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392
This record series consists of written requests from individuals to agencies notifying them of personal information in public
records that is exempt from public disclosure. The series may include, but is not limited to, notifications that an individual
has exempt status under Florida Statutes Section 119.071, General exemptions from inspection or copying of public
records; Section 493.6122, Private Investigative, Private Security, and Repossession Services; and Section 741.465,
Public records exemption for the Address Confidentiality Program for Victims of Domestic Violence; and other applicable
sections. The series may also include redaction requests to the Clerk of Court to remove confidential and/or exempt
information from the Official Records and/or other public records held by the clerk.
RETENTION: Retain until disposition of record(s) to which notification or request relates or until request is withdrawn or
exemption no longer applies, whichever is applicable.
PUBLICATION PRODUCTION RECORDS Item #198
This record series consists of records used to generate publications such as catalogs, pamphlets, leaflets, and other
media items. The series may include, but is not limited to, rough, blue lined, camera-ready, and final copies, as well as
illustrations (e.g., cropped photographs). See also “NEWS RELEASES” and “PUBLIC INFORMATION FILES.”
RETENTION: Retain until receipt of final, published copy or cancellation of publication project.
PURCHASING RECORDS Item #42
This record series consists of copies of purchase orders that are retained by the originating office, while the record copy is
sent to the Purchasing/Business Office and another copy is sent to the appropriate vendor for action. The series may
include, but is not limited to, copies of requisitions, copies of receiving reports, and a log of outstanding and paid
requisitions and purchase orders used for cross-referencing purposes. See also “FINANCIAL TRANSACTION
RECORDS: DETAIL.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
RADIO LOGS Item #292
This record series consists of a log recording such information as the time radio calls were received/placed, who the
transmitting parties were, the reason for the call, if additional units were dispatched to a location, or if information was
retrieved and transmitted back to the caller. These logs may be used for police, fire, EMS, or other radio dispatch
operations including road and bridge or development departments. See also “911 COMMUNICATIONS RECORDS,” “911
RECORDS: LOGS” and “COMMUNICATIONS AUDIO RECORDINGS.”
RETENTION: 1 fiscal year.
RAIN CHECKS Item #293
This record series documents rain checks issued to persons who have paid a fee or charge for an event, service, activity,
or commodity that cannot be provided as scheduled. The records provide such information as date rain check was issued,
event or item to be provided, expiration date, any limitations on use of the rain check, and name of the staff member
issuing the rain check.
RETENTION: 3 fiscal years.
REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364
This record series documents the demolition and clearance of buildings deemed unfit for occupancy or condemned. The
series may include, but is not limited to, demolition orders, inspection reports, notices to property owners, and copies of
any related court documents.
RETENTION: 5 anniversary years after final action.
REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172
This record series consists of documents pertaining to real property acquired by a government agency. The series may
include, but is not limited to, agency property deeds, appraisals, surveys, copies of building plans or blueprints, records of
sale or other disposition of the property, and other supporting documents. See also “REAL PROPERTY RECORDS:
PROPERTY NOT ACQUIRED.”
RETENTION: 3 fiscal years after termination of agency’s ownership of the real property.
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REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164
This record series consists of documents pertaining to real property considered for acquisition but not acquired by a
government agency. The series may include, but is not limited to, appraisals, surveys and other supporting documents.
See also “REAL PROPERTY RECORDS: PROPERTY ACQUIRED.”
RETENTION: 3 fiscal years.
RECORDS DISPOSITION DOCUMENTATION Item #45
This record series documents the agency’s disposition of its public records. Agencies are required to maintain internal
documentation of records dispositions pursuant to Rule 1B-24.003(9)(d), Florida Administrative Code, which states in part
that, “For each record series being disposed of, agencies shall identify and document the following: 1. Records retention
schedule number; 2. Item number; 3. Record series title; 4. Inclusive dates of the records; 5. Volume in cubic feet for
paper records; 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; and 6. Disposition action (manner of disposition) and date.” Disposition may
include either destruction of records or transfer of legal custodianship of the records to another agency. See also
“RECORDS MANAGEMENT COMPLIANCE STATEMENTS” and “RECORDS RETENTION SCHEDULES: AGENCY
SPECIFIC.”
RETENTION: Permanent.
RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322
This record series consists of the agency’s copy of records management compliance statements submitted annually to the
Department of State, Records Management Program. The statements indicate the agency’s compliance or non-
compliance with Florida’s public records management statutes and Florida Administrative Code rules, including
documentation of the quantity of records dispositions and the agency’s designated Records Management Liaison Officer.
Compliance reporting is required pursuant to Rule 1B-24.003(11), Florida Administrative Code, which requires that, “Each
agency shall submit to the Division, once a year, a signed statement attesting to the agency’s compliance with records
disposition laws, rules, and procedures.” See also “RECORDS DISPOSITION DOCUMENTATION” and “RECORDS
RETENTION SCHEDULES: AGENCY SPECIFIC.”
RETENTION: 1 fiscal year.
RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68
This record series consists of copies of records retention schedules approved by the Department of State, Records
Management Program for records that are specific to an individual agency’s programs and activities and are not covered
by a general records retention schedule. Agency-specific retention schedules are established pursuant to Rule 1B-
24.003(1)-(8), Florida Administrative Code, Section 119.021(2)(a), Florida Statutes, and Section 257.36(6), Florida
Statutes. See also “RECORDS MANAGEMENT COMPLIANCE STATEMENTS” and “RECORDS DISPOSITION
DOCUMENTATION.”
RETENTION: Permanent.
RECORDS RETRIEVAL/REFERENCE RECORDS Item #295
This record series documents the retrieval and refiling of records stored in a records management or archival facility. The
series may include, but is not limited to, reference or retrieval requests/work orders, refile requests/work orders, and pull
slips and/or “out cards.” The records may indicate such information as name of requesting party; specific records
retrieved; date of retrieval and/or delivery to requesting party; by whom retrieved/delivered; date records returned/refiled
and by whom; whether anything was missing; and any additional information.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (NO PERMITTING FEE) Item #427
This record series consists of application files for registrations, permits, licenses or certifications as required by city or
county code/ordinances not requiring a permitting fee. The records may relate to a wide variety of issues or activities,
including, but not limited to: special events and/or temporary street closures for such activities as construction on private
property, repairs, parades, street parties, garage/yard sales, temporary signs, and other events; contractors authorized to
work within the city or county; small businesses; abandoned or foreclosed real property; residential rental property;
residential or public parking; solicitors or peddlers; bicycles; tree removal; and construction or demolition debris disposal.
The series may include, but is not limited to, applications, affidavits and other supporting documentation as required by the
code/ordinance.
RETENTION: 1 anniversary year after denial or expiration of registration/permit/license/certification or
withdrawal/abandonment of application.
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (PERMITTING FEE) Item #428
This record series consists of application files for registrations, permits, licenses or certifications as required by city or
county code/ordinances requiring a permitting fee. The records may relate to a wide variety of issues or activities,
including, but not limited to: special events and/or temporary street closures for such activities as construction on private
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property, repairs, parades, street parties, garage/yard sales, temporary signs, and other events; contractors authorized to
work within the city or county; small businesses; abandoned or foreclosed real property; residential rental property;
residential or public parking; solicitors or peddlers; bicycles; tree removal; and construction or demolition debris disposal.
The series may include, but is not limited to, applications, affidavits and other supporting documentation as required by the
code/ordinance.
RETENTION: 5 fiscal years after denial or expiration of registration/permit/license/certification or withdrawal/abandonment
of application.
RESOLUTIONS Item #297
This record series consists of formal expressions of opinion, intention or decision by a governing body concerning
administrative matters before the governing body or relating to the governing body’s areas of responsibility. See also
“RESOLUTIONS: SUPPORTING DOCUMENTS,” “CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS,”
“DIRECTIVES/POLICIES/PROCEDURES,” “ORDINANCES,” and “PROCLAMATIONS.” These records may have
archival value.
RETENTION: Permanent. State agencies should contact the State Archives of Florida for archival review after 5
years. Other agencies should ensure appropriate preservation of records.
RESOLUTIONS: SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS
Item #429
This record series consists of formal expressions of opinion, intention or decision by a special district established by
local ordinance or resolution, agency support organization or non-policy advisory board concerning administrative
matters before that body or relating to its area of responsibility. These records may have archival value.
RETENTION: 10 anniversary years. State agencies must contact the State Archives of Florida for archival review
before disposition of records. Other agencies should ensure appropriate preservation of records determined to
have long-term historical value.
RESOLUTIONS: SUPPORTING DOCUMENTS Item #143
This record series consists of documentation used in formulating resolutions of a governing body. The documentation may
include, but is not limited to, correspondence, memoranda, public requests, drafts and working papers, letters of support
from civic and political bodies, and samples of similar resolutions from other bodies. See also “DIRECTIVES/POLICIES/
PROCEDURES” and “RESOLUTIONS.”
RETENTION: 3 calendar years after date of resolution.
RESPIRATOR FIT TESTING RECORDS Item #298
This record series documents an agency’s compliance with Occupational Safety and Health Administration (OSHA)
requirements for fit testing procedures for respirators in “any workplace where respirators are necessary to protect the
health of the employee or whenever respirators are required by the employer . . .” (29CFR1910.134(c)(1), Respiratory
protection program). The records provide such information as: the protocol selected for respirator fit testing; name or
identification of each employee tested; type of fit test performed; specific make, model, style, and size of respirators
tested; date of test; and test results. Recordkeeping and retention requirements for these records are pursuant to
29CFR1910.134(m), Respiratory Protection - Recordkeeping.
RETENTION: Retain until the next fit test is administered OR 4 anniversary years after any manner of separation or
termination of employment or agency no longer required to conduct fit testing, whichever is later.
REVENUE SHARING APPLICATIONS Item #388
This record series consists of the agency’s copies of Revenue Sharing Applications (Form DR-700218 or equivalent DOR
form) submitted annually to the Florida Department of Revenue pursuant to Rule 12-10.008(3), Florida Administrative
Code, State Revenue Sharing, Administration. Refer to Chapter 218, Part II, Florida Statutes, Revenue Sharing Act of
1972. The Department of Revenue no longer requires annual submission of this application.
RETENTION: 5 fiscal years.
RIGHT-OF-WAY PERMIT RECORDS Item #430
This record series consists of permits issued for construction in or use of the right of way. Uses for which permits may be
issued for include, but are not limited to, performance of construction or installation of underground electric, gas, cable
television, or telephone lines and other long term or permanent usage of the right of way, or temporary placement of heavy
equipment for construction or building maintenance and temporary commercial dumpsters. The series may include, but is
not limited to, list of restrictions and inspection information; application for right of way; copy of the permit; inspection
report; start work notice; and other related documentation.
RETENTION: 5 fiscal years or as long as right of way is being used for permitted purpose, whichever is longer.
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RULE DEVELOPMENT FILES Item #367
This record series documents the development and approval process for Florida Administrative Code rules developed by
state agencies. The series may include, but is not limited to, correspondence, surveys, and research materials used in
developing the rule; Florida Administrative Register or Florida Administrative Weekly notices and announcements;
comments from interested parties; documents referenced in the rule; and approval documentation. The final rule is
published in the Florida Administrative Code. Retention is pursuant to Section 120.54(8), Florida Statutes.
RETENTION: Retain as long as rule is in effect.
RULE REPORTING FILES Item #431
This record series consists of agency reports to the Legislature documenting the agency’s review and revision of their
Florida Administrative Code rules and identifying rules they propose to adopt in the next fiscal year. Reports are required
by Section 120.74, Florida Statutes, Agency review, revision, and report.
RETENTION: 10 fiscal years.
SALARY COMPARISON REPORTS Item #49
This record series consists of reports compiled for reference purposes to provide employees with a method of comparing
their job descriptions, educational requirements, and salaries with similar positions within the agency and in outside
agencies. See also “POSITION DESCRIPTION RECORDS” and “SALARY SCHEDULES.” These records may have
archival value.
RETENTION: 1 fiscal year. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
SALARY SCHEDULES Item #240
This record series consists of a list or report indicating the salary classification/range for each position or pay grade in an
agency. See also “POSITION DESCRIPTION RECORDS” and “SALARY COMPARISON REPORTS.” These records
may have archival value.
RETENTION: 10 fiscal years. State agencies must contact the State Archives of Florida for archival review before
disposition of records. Other agencies should ensure appropriate preservation of records determined to have
long-term historical value.
SALES/USE/LOCAL OPTION TAX RECORDS Item #368
This record series consists of the agency’s copies of monthly or quarterly Sales and Use Tax Returns (DR-15, DR-15EZ,
or equivalent) submitted to the Department of Revenue per Chapter 212, Florida Statutes, Tax On Sales, Use, And Other
Transactions.
RETENTION: 5 fiscal years.
SECURITY BREACH NOTICE RECORDS Item #432
This records series consists of security breach notices submitted to the Florida Department of Legal Affairs as required by
Section 501.171(3)(a), Florida Statutes, Security of confidential personal information. The series provides such information
as a synopsis of the events surrounding the breach; the number of individuals affected by the breach; any services being
offered related to the breach; a copy of the notice sent to affected individuals; copies of police reports; copies of policies in
place regarding breaches; and steps that have been taken to rectify the breach.
RETENTION: 5 fiscal years after date of determination that no identify theft or financial harm resulted from the breach OR
2 anniversary years after last payment in a transaction involved in a violation, whichever is later.
SECURITY SCREENING RECORDS Item #369
This record series consists of records documenting security screenings/background checks conducted on individuals who
are not employees or candidates for employment (for instance, vendors or couriers at ports, contractors who need site
access, etc.). Records may include, but are not limited to, requests for and results of background and driver’s license
checks, fingerprints, copies of driver’s licenses, and any other supporting documentation. NOTE: Public schools must
use General Records Schedule GS-7, Item #142, Security Screening Records, which applies to employees and non-
employees and requires a longer retention in accordance with Florida Statutes.
RETENTION: 2 anniversary years after receiving results of screening or termination of individual’s access and any
litigation is resolved, whichever is later.
SIGNATURE AUTHORIZATION RECORDS Item #300
This record series consists of forms authorizing individuals to sign purchase orders, credit cards/receipts, or paychecks, to
accept packages requiring a signature, or to sign off on other types of agency business. See also “FINANCIAL ACCOUNT
AUTHORIZATION RECORDS.”
RETENTION: 1 fiscal year after obsolete or superseded.
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SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411
This record series documents employee administrative access rights to an official agency account on a social media site
including, but not limited to, Facebook, Twitter, YouTube, or an agency blog. Social media account authorizations allow
authorized employees to create and maintain a specified account and content for that account. The series may include,
but is not limited to, social media account information, authorization records, access rights records, and other related
records.
RETENTION: 1 anniversary year after superseded or employee separates from employment.
SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144
This record series consists of an agency's copy of the State's Federal Insurance Contributions Act (FICA) report; Florida
Retirement System agencies submit these reports to the Division of Retirement. The report indicates the total taxable
wages plus the FICA amount withheld from employee wages and the employer's contribution. See also “PAYROLL
RECORDS” items.
RETENTION: 4 calendar years after due date of tax.
SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370
This record series consists of electronic mail items identified by an agency’s filtering system as spam or junk mail that are
blocked from entering users’ mailboxes and instead are journaled, or captured as an audit log along with their associated
tracking information, as evidence of illegal or improper acts. The journaling records lose their value within a brief period
after their capture unless it is determined that they should be forwarded to a law enforcement agency for investigation.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
STAFF ADMINISTRATION RECORDS Item #371
This record series consists of documentation maintained in program offices, often by supervisors or program managers, to
assist in managing office staff and monitoring personnel issues. Records may include, but are not limited to, copies of
position descriptions, performance plans, performance and disciplinary documentation, leave requests, emergency contact
information, and other documents filed in the agency’s official personnel file, as well as location information, biographical
materials such as vitae, biographies, photographs, and newspaper clippings regarding employees. These files are NOT
Personnel Files or duplicates thereof, although some documents officially filed in the Personnel File might be duplicated in
this record series. See also “DISCIPLINARY CASE FILES: EMPLOYEES,” “EMPLOYEE CONDUCT COUNSELING
RECORDS,” and “PERSONNEL RECORDS” items.
RETENTION: Retain until obsolete, superseded, or administrative value is lost, then offer to personnel/human
resources office before disposition.
STORAGE TANK RECORDS Item #412
This record series documents the registration and maintenance of storage tanks in compliance with requirements for
petroleum and hazardous substance tanks regulated by the Florida Department of Environmental Protection. The series
may include, but is not limited to, annual storage tank registration certificates and/or placards; certification of responsibility;
certificate of financial responsibility; storage tank registration account statements; insurance policies; annual site
inspection records; and correspondence. Records created pursuant to Chapter 376, Florida Statutes, Pollutant Discharge
Prevention and Removal; Rule 62-761, Florida Administrative Code, Underground Storage Tank Systems; and Rule 62-
762, Florida Administrative Code, Aboveground Storage Tank Systems.
RETENTION: Retain for life of tank.
SUBDIVISION PLANS Item #301
This record series consists of final and as-built construction plans/drawings and legal descriptions submitted by
developers for proposed and approved subdivisions. The plans/drawings are reviewed to ensure compliance with codes
and ordinances. Any proposed construction involving state right of way is also reviewed by the Department of
Transportation. The plans/drawings may depict conceptual as well as precise measured information essential for the
planning and construction of subdivisions. The series may also include, but is not limited to: Master Plan; Water
Distribution; Site Topography; Drainage Plan; Standard Water Details; Road Construction Details; Sign Details; and
Control Maps. See also “ARCHITECTURAL/BUILDING PLANS: COMMERCIAL,” “ARCHITECTURAL/BUILDING PLANS:
PRELIMINARY DRAWINGS,” “ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL,” “ENGINEERING RECORDS:
INFRASTRUCTURE” and “SUBDIVISION PLANS: PRELIMINARY PLANS/DRAWINGS.”
RETENTION: Permanent.
SUBDIVISION PLANS: PRELIMINARY PLANS/DRAWINGS Item #433
This record series consists of preliminary construction plans/drawings and legal descriptions submitted by developers for
proposed and approved subdivisions. See also “ARCHITECTURAL/BUILDING PLANS: COMMERCIAL,”
“ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” “ARCHITECTURAL/BUILDING PLANS:
RESIDENTIAL,” “ENGINEERING RECORDS: INFRASTRUCTURE” and “SUBDIVISION PLANS.”
RETENTION: 10 anniversary years.
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SUBJECT/REFERENCE FILES Item #373
This record series may contain copies of correspondence, reports, memoranda, studies, articles, or other documentation
regarding topics of interest to or addressed by an agency or program unit and maintained as a reference resource for the
convenience of staff. See also “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER.” These
records may have archival value.
RETENTION: Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State
Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate
preservation of records determined to have long-term historical value.
SUBPOENAS Item #374
This record series consists of subpoenas served on an agency or employee to provide specified records and/or testimony.
Do NOT use this item if records fall under a more appropriate retention schedule item requiring a longer
retention, such as LITIGATION CASE FILES for cases in which the agency is a party.
RETENTION: 1 anniversary year after compliance date specified in subpoena.
SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386
This record series consists of Sunshine State One-Call of Florida locate ticket records requesting underground facilities to
locate underground utilities prior to excavation. Information in the records includes, but is not limited to, the excavator
contact information, the specific type of work to be performed, date and location of the proposed excavation, and
notification to the requestor that the utilities are clear or that the utility lines have been physically marked. This record
series pertains to copies of records maintained for use by the agency’s locator technicians. Sunshine State One-Call of
Florida, Inc. is required to retain the records, including information about each notification of excavation, for 5 years
pursuant to Section 556.105(2), Florida Statutes. Refer to Chapter 556, Florida Statutes, Underground Facility Damage
Prevention and Safety and 29 CFR 1926.651, Specific excavation requirements.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
SURVEILLANCE RECORDINGS Item #302
This record series consists of surveillance recordings created by public agencies to monitor activities and document
incidents. The series may include, but is not limited to, recordings showing the inside and/or outside of public buildings;
public property (including in public vehicles such as school buses and municipal buses); public roadways such as
intersections monitored by red light cameras; and broad views created via aerial surveillance such as from drones or
helicopters. Since these recordings may play an integral part in prosecution or disciplinary actions, agencies are
responsible for ensuring that internal management policies are in place establishing criteria for which images should be
retained for further investigation. Recordings relating to law enforcement investigations should be filed with the applicable
CRIMINAL INVESTIGATIVE RECORDS item in the General Records Schedule GS2 for Law Enforcement, Correctional
Facilities and District Medical Examiners.
RETENTION: 30 days.
SURVEYS: AERIAL Item #303
This record series consists of aerial survey records including, but not limited to, negatives, prints, and supporting
documentation.
RETENTION: Permanent.
TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304
This record series documents review and approval or denial of applications for economic development ad valorem
property tax exemptions in accordance with Section 196.1995, Florida Statutes, Economic Development Ad Valorem Tax
Exemption. The series includes Department of Revenue Form DR-418 (or equivalent DOR form) listing and describing the
property for which the exemption is claimed and certifying its ownership and use; the report of the County Property
Appraiser regarding the application; and any related documentation.
RETENTION: 5 fiscal years.
TELEPHONE CALL RECORDS Item #28
This record series consists of logs or other documentation of telephone calls (landline or cellular) or facsimile
transmissions (faxes) maintained in order to reconcile with telephone service bills/invoices or for general office
administration purposes. The series does not include telephone messages.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305
This record series documents the collection of the levy that is imposed by counties on persons who rent, lease, or let for
consideration any living quarters or accommodations in any hotel, apartment hotel, motel, resort motel, apartment,
apartment motel, roominghouse, mobile home park, recreational vehicle park, or condominium for a term of six (6) months
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or less. Refer to Section 125.0104, Florida Statutes, Tourist development tax; procedure for levying; authorized uses;
referendum; enforcement, and Section 95.091, Florida Statutes, Statute of Limitations on actions to collect taxes.
RETENTION: 5 fiscal years.
TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413
This record series consists of applications or registrations for a tourist development tax account from hotels, motels, or
other businesses providing rentals for a term of six months or less. The applications/registrations are received by certain
counties that require those businesses to collect a tourist development tax as authorized by Section 125.0104, Florida
Statutes, Tourist development tax; procedure for levying; authorized uses; referendum; enforcement. Retention pursuant
to Section 95.091, Florida Statutes, Statute of Limitations on actions to collect taxes.
RETENTION: 5 fiscal years after account no longer active.
TRAFFIC ACCIDENT REPORTS Item #306
This record series consists of copies of traffic accident reports received from law enforcement agencies and used in
agency studies to determine if a traffic light, stop sign, caution light, or other traffic control device should be placed at an
intersection, street, or other roadway. The series may also include an index to the reports to assist the agency in providing
information to citizens or other agencies regarding the number of accidents at a particular intersection, street, etc., over a
specified period of time. The index may include, but is not limited to, the road/street name, the number of accidents for a
particular street, and other related information.
RETENTION: 4 calendar years.
TRAINING MATERIAL RECORDS Item #147
This record series consists of materials used in training, such as films, slide presentations, manuals, workbooks, and other
related items. Check with applicable training agencies (i.e., state and federal agencies, etc.) for retention requirements.
This record series does not include records documenting training of individuals. These records may have archival
value.
RETENTION: Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State
Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate
preservation of records determined to have long-term historical value.
TRANSITORY MESSAGES Item #146
This record series consists of records that are created primarily to communicate information of short-term value.
“Transitory” refers to short-term value based upon the content and purpose of the message, not the format or
technology used to transmit it. Examples of transitory messages include, but are not limited to, reminders to employees
about scheduled meetings or appointments; most telephone messages (whether in paper, voice mail, or other electronic
form); announcements of office events such as holiday parties or group lunches; recipient copies of announcements of
agency sponsored events such as exhibits, lectures or workshops; and news releases received by the agency strictly for
informational purposes and unrelated to agency programs or activities. Transitory messages are not intended to formalize
or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a
receipt.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
TRAVEL RECORDS Item #52
This record series consists of copies of travel vouchers and related records detailing expenses incurred during travel and
the authorized per diem rate indicated or the amount of reimbursement based on the actual cost of lodging and meal
allowances and other expenses. Copies of travel authorizations, itineraries and other supporting documents may also be
included. See also “FINANCIAL TRANSACTION RECORDS: DETAIL.”
RETENTION: 5 fiscal years.
TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375
This series documents each local taxing authority’s compliance with Florida’s Truth-in-Millage statutory requirements
relating to proposed tax assessments and millage rates. The series may include, but is not limited to, copies of the
following: forms submitted to the Department of Revenue such as DR-420 Certification of Taxable Value, DR-420S
Certification of School Taxable Value, DR-422 Certification of Final Taxable Value, and DR-487 Certification of
Compliance, or their equivalent forms; copies of public hearing agendas and/or minutes; copies of ordinances or
resolutions adopting the final millage rate and the final budget; and newspaper page(s) containing, and proof of publication
from the newspapers for, any related legal advertisements such as the Budget Summary Advertisement, Notice of
Proposed Tax Increase, Notice of Budget Hearing, Notice of Tax for School Capital Outlay (for schools), Amended Notice
of Tax for School Capital Outlay, and (for counties) Notice – Tax Impact of Value Adjustment Board (Form DR-529).
Records are created and submitted pursuant to Chapter 200, Florida Statutes, Determination of Millage.
RETENTION: 5 fiscal years.
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UNCLAIMED PROPERTY RECORDS Item #309
This record series consists of agency copies of the Report of Unclaimed Property submitted to the Department of
Financial Services as required by Section 717.117, Florida Statutes, for the registration of unclaimed or abandoned
tangible or intangible property. Section 717.1311(1), Florida Statutes, Disposition of Unclaimed Property – Retention of
Records, requires agencies holding unclaimed or abandoned property to maintain records of the specific type of property,
amount, name, and last known address of the owner for five years after the property becomes reportable.
RETENTION: 5 anniversary years after the property becomes reportable.
UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149
This record series consists of the agency’s copies of Employers Quarterly Reports (UCT-6) or other reports to the
Department of Revenue as required by Rule 73B-10.025, Florida Administrative Code, Reports Required of Liable
Employers. The reports provide the name of each employee, employee number, amount of wages paid during the quarter
subject to unemployment benefits, social security number, number of weeks covered, and other information used in
determining unemployment/reemployment assistance benefits due to applicants. The series may also include receipts and
statements of charges. Retention is pursuant to Section 443.141(4)(f), Florida Statutes, which states, “The collection of
any contribution, reimbursement, interest, or penalty due under this chapter is not enforceable by civil action, warrant,
claim, or other means unless the notice of lien is filed with the clerk of the circuit court as described in subsection (3)
within 5 years after the date the contribution, reimbursement, interest, and penalty were due.”
RETENTION: 5 fiscal years.
VEHICLE ACCIDENT RECORDS Item #78
This record series consists of all transportation accident reports, general correspondence, and property receipts
concerning fatality or non-fatality accidents involving employees in an agency vehicle or in their own vehicle, including
ground or water vehicles, during the course of agency business. The series includes information on vehicles involved,
occupants, time, and circumstances. This record series is not the official law enforcement agency documentation of traffic
accidents. Retention is pursuant to Statute of Limitations, Section 95.11(3), Florida Statutes. See also “INJURY/ILLNESS
RECORDS,” “WORKERS’ COMPENSATION PROGRAM ADMINISTRATION RECORDS,” “EQUIPMENT/VEHICLE
MAINTENANCE RECORDS,” and “EQUIPMENT/VEHICLE USAGE RECORDS.”
RETENTION: 4 anniversary years.
VEHICLE LOCATOR RECORDS Item #414
This record series consists of records used to track agency vehicles. These records might reside in an automated system
such as a Computer Aided Dispatch (CAD) system or in some other format. Since these records may relate to prosecution
or disciplinary actions, agencies are responsible for ensuring that internal management policies are in place establishing
criteria for which records should be retained beyond the minimum. These records may become part of disciplinary case
files.
RETENTION: 30 days.
VEHICLE RECORDS Item #154
This record series consists of records documenting each vehicle owned by the agency including, but not limited to, vehicle
registration papers, copy of the title, inspection information, maintenance agreements, credit card information, confidential
tag issuance information, and any other information relating to the vehicle. See also “VEHICLE ACCIDENT RECORDS,”
“EQUIPMENT/VEHICLE MAINTENANCE RECORDS,” and “EQUIPMENT/VEHICLE USAGE RECORDS.”
RETENTION: 1 anniversary year after disposition of vehicle.
VENDOR FILES Item #97
This record series consists of records documenting services offered and/or provided by individual vendors. The series
may include, but is not limited to, vendor background information; product/service and price lists; purchase/lease and
payment histories; copies of invoices, purchase orders, and receiving reports; payment credit documentation; and other
related records.
RETENTION: 3 fiscal years.
VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243
This record series consists of written responses to requests received for verification of employment at an agency or of
enrollment/attendance at an educational institution. The record series may also include logs recording the number of
telephone inquiries for such verification and responses that are made verbally over the telephone.
RETENTION: 90 days.
VISITOR/ENTRY RECORDS Item #54
This record series consists of logs or other records documenting visitors’ and employees' entry into an agency’s building
or other facility. The records may include such information as time, date, name, signature, reason for visit, and location
and/or person visited. See also “ACCESS CONTROL RECORDS.”
RETENTION: 30 days.
General Records Schedule GS1-SL for State and Local Government Agencies
43
VOUCHERS: FEDERAL PROJECTS PAID Item #156
This record series consists of vouchers paid for federally funded projects. Check with applicable agency for any additional
requirements. See also “PROJECT FILES: FEDERAL.”
RETENTION: 5 fiscal years after completion or termination of project.
WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376
This record series consists of complete case files of both substantiated and unsubstantiated formal and informal “Whistle
Blower” cases investigated or released by the Office of the Inspector General of any agency or by the agency official
authorized to conduct such an investigation. The series may include, but is not limited to, witness statements;
documentary evidence; notes filed by the person(s) filing the complaint (the Whistle Blower(s)), employees, witnesses,
anonymous complainants, or others; complete case file history; letters; determinations; final reports; and executive
summaries. Refer to Florida Statutes Section 14.32, Office of Chief Inspector General; Section 20.055, Agency inspectors
general; and Sections 112.3187-31895 regarding investigation requirements and procedures. See also “INVESTIGATIVE
RECORDS: INSPECTOR GENERAL.” These records may have archival value.
RETENTION: 5 anniversary years after case closed or conclusion of any litigation that may ensue. State agencies must
contact the State Archives of Florida for archival review before disposition of records. Other agencies should
ensure appropriate preservation of records determined to have long-term historical value.
WORK ORDERS Item #141
This record series documents requests for major or minor maintenance or service requiring that a work order be
generated. The work order may include such information as dates, locations, cost of labor, hours worked, equipment cost
per hour, material used and cost, and other pertinent details. This item does not include equipment maintenance records.
For record copies of payment information, use “FINANCIAL TRANSACTION RECORDS: DETAIL.” See also
“EQUIPMENT/VEHICLE MAINTENANCE RECORDS.”
RETENTION: 3 fiscal years.
WORK SCHEDULES Item #289
This record series consists of work scheduling documentation for employees, including shift or part time employees.
These records may provide such information as hours scheduled to work, assignments, the switching of hours with
another employee, the location or route of work assignment, and anticipated starting and ending times.
RETENTION: 1 fiscal year after obsolete or superseded.
WORKERS' COMPENSATION PROGRAM ADMINISTRATION RECORDS Item #55
This record series documents employers’ efforts to comply with workers’ compensation reporting laws and rules. The
series may include, but is not limited to, proof of coverage; self-insured reports; first report of injury or illness forms and
associated documentation; Occupational Safety and Health Administration (OSHA) Form 300 and 300A, Log and
Summary of Work-Related Injuries and Illnesses; OSHA Form 301, Injury and Illness Incident Report; any equivalent or
predecessor OSHA forms; and state form DFS-F2-DWC-1 (First Report of Injury or Illness) or equivalent or predecessor
state forms. Retention is pursuant to OSHA’s recordkeeping rule, 29CFR1904.33, Recording and Reporting Occupational
Injuries and Illnesses – Retention and Updating. See also “INJURY/ILLNESS RECORDS,” “INSURANCE RECORDS:
AGENCY” and the applicable PERSONNEL RECORDS item.
RETENTION: 5 calendar years.
ZONING VARIANCE RECORDS Item #312
This record series documents actions taken on requests for zoning variances, including the zoning variance request, a
copy of the final disposition, and other related documentation. This series includes records relating to temporary special
exception zoning variances.
RETENTION: Permanent.
911 COMMUNICATIONS RECORDS Item #434
This record series consists of 911 communications to and from a dispatch office or agency. The records might be in the
form of recorded telephone calls, text messages or other communication formats and include the complete contents of the
communication. Since these records may play an integral part in prosecution or disciplinary actions, agencies are
responsible for ensuring that internal management policies are in place establishing criteria for which recordings should be
retained for further investigation. See also “COMMUNICATIONS AUDIO RECORDINGS,” “RADIO LOGS” and “911
RECORDS: LOGS.”
RETENTION: 30 days.
General Records Schedule GS1-SL for State and Local Government Agencies
44
911 RECORDS: LOGS Item #377
This record series consists of a daily listing of 911 telephone calls received indicating time, address, complaint, officer
handling the call, handling time, telephone number called from, remarks, and reference signal. This may or may not include a
verbatim transcript of the 911 audio recording. The log may be generated from an automated system, such as the Automatic
Number Indicator System (ANI). Since these recordings may play an integral part in prosecution or disciplinary actions,
agencies are responsible for ensuring that internal management policies are in place to ensure records are retained as long
as necessary for these purposes. See also “COMMUNICATIONS AUDIO RECORDINGS,” “RADIO LOGS” and “911
COMMUNICATIONS RECORDS.”
RETENTION: 1 anniversary year after call received.
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
45
CROSS-REFERENCE
ACCESSION RECORDS: LIBRARY
use GS15 for Public Libraries
or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records
ACCIDENT RECORDS
use VEHICLE ACCIDENT RECORDS
ACCOUNTS PAYABLE RECORDS
use FINANCIAL TRANSACTION RECORDS: DETAIL
ACCOUNTS PAYABLE: SUPPORTING DOCUMENTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
ACCOUNTS PAYABLE/RECEIVABLE SUMMARY RECORDS
use FINANCIAL TRANSACTION RECORDS: SUMMARY
ACCOUNTS PAYABLE/RECEIVABLE RECORDS: SUMMARY
use FINANCIAL TRANSACTION RECORDS: SUMMARY
ACCOUNTS RECEIVABLE RECORDS
use FINANCIAL TRANSACTION RECORDS: DETAIL
ACCOUNTS RECEIVABLE: SUPPORTING DOCUMENTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
ACQUISITION RECORDS: LIBRARY
use GS15 for Public Libraries
or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records
ACTIVITY REPORTS
use OPERATIONAL AND STATISTICAL REPORT RECORDS
AD VALOREM TAX RECORDS
use TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT)
ADMINISTRATIVE RECORDS: AGENCY/PROGRAM HEADS
use ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER
ADVERTISEMENTS: JOB (DISCRIMINATION CHARGES FILED)
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
ADVERTISEMENTS: JOB (NO DISCRIMINATION CHARGES FILED)
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
AERIAL SURVEYS
use SURVEYS: AERIAL
AGENDAS
use MINUTES: OFFICIAL MEETINGS
AGREEMENTS: CAPITAL IMPROVEMENT
use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY
AGREEMENTS: NON-CAPITAL IMPROVEMENT
use CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT
AMENDMENTS
use CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
46
ANNUAL BUDGETS
use BUDGET RECORDS: APPROVED ANNUAL BUDGET
or BUDGET RECORDS: SUPPORTING DOCUMENTS
ANNUAL FINANCIAL REPORTS
use FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS
or FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS)
ANNUAL LEDGERS
use FINANCIAL HISTORY SUMMARY RECORDS
APPLICATIONS: EMPLOYMENT (NOT HIRED)
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
APPLICATIONS: LIBRARY CARDS
use GS15 for Public Libraries
or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records
APPLICATIONS FOR REVENUE SHARING
use REVENUE SHARING APPLICATIONS
APPRAISALS: LAND (NOT PURCHASED)
use REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED
APPRAISALS: LAND (PURCHASED)
use REAL PROPERTY RECORDS: PROPERTY ACQUIRED
ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY DRAWINGS
use ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS
ATTENDANCE RECORDS: LEAVE
use ATTENDANCE AND LEAVE RECORDS
ATTENDANCE RECORDS: LEAVE INDEX
use ATTENDANCE AND LEAVE RECORDS
AUDIO RECORDINGS OF OFFICIAL MEETINGS
use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS)
AUTOPSY/MEDICAL EXAMINER PAYMENT RECORDS: SUPPORTING DOCUMENTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
BACKGROUND/SECURITY CHECKS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS for non-hires
or PERSONNEL RECORDS for hired employees
or SECURITY SCREENING RECORDS: NON-EMPLOYEES for non-employees
BAD CHECK RECORDS
use FINANCIAL TRANSACTION RECORDS: DETAIL
BALANCE SHEETS
use FINANCIAL TRANSACTION RECORDS: DETAIL
BANK ACCOUNT AUTHORIZATION RECORDS
use FINANCIAL ACCOUNT AUTHORIZATION RECORDS
BANK RECONCILIATIONS
use FINANCIAL TRANSACTION RECORDS: DETAIL
BANK STATEMENTS: RECONCILIATIONS
use FINANCIAL TRANSACTION RECORDS: DETAIL
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
47
BANK/FINANCIAL ACCOUNT STATEMENTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
BARGAINING RECORDS: SUPPORTING DOCUMENTS
use BARGAINING RECORDS
BEQUESTS
use ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS
BIOGRAPHICAL FILES
use STAFF ADMINISTRATION RECORDS
BOND ADMINISTRATION RECORDS
use BOND FINANCING ADMINSTRATIVE RECORDS
BOND REGISTERS
use BOND FINANCING ADMINSTRATIVE RECORDS
BONDS AND BOND INTEREST COUPONS
use BOND FINANCING ADMINSTRATIVE RECORDS
BONDS, PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS
use PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS
BONUS RECORDS: PEER REVIEW EVALUATIONS
use BONUS/AWARD RECORDS: EMPLOYEES
BREATH ALCOHOL RECORDS
use DRUG TEST CASE FILES
or PERSONNEL RECORDS
BRIDGE INSPECTION RECORDS
use INSPECTION/MAINTENANCE RECORDS: BRIDGE
BUDGET TRANSFER FORMS
use FINANCIAL TRANSACTION RECORDS: DETAIL
BUILDING CODE BOARD ADJUSTMENT HEARING CASE FILES
use ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL)
or ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL)
BUILDING CODE BOARD AGENDAS
use MINUTES: OFFICIAL MEETINGS
BUILDING PERMIT APPLICATIONS
use PERMITS: BUILDING
or ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN
BUILDING PERMITS
use PERMITS: BUILDING
BUILDING PLANS: COMMERCIAL
use ARCHITECTURAL/BUILDING PLANS: COMMERCIAL
BUILDING PLANS: RESIDENTIAL
use ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL
MINORITY BUSINESS CERTIFICATION CASE FILES
use BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS
BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES
use BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
48
BYLAWS
use CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS
CAFETERIA/FLEXIBLE SPENDING PLAN: ENROLLMENTS AND CLAIMS
use PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS
CAPITAL EXPENDITURE PLANS
use EXPENDITURE PLANS: CAPITAL IMPROVEMENT
CAPITAL IMPROVEMENT AGREEMENTS/CONTRACTS/LEASES
use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY
CAPITAL IMPROVEMENT PROJECT FILES
use PROJECT FILES: CAPITAL IMPROVEMENT
CAPITAL IMPROVEMENT SUCCESSFUL BIDS
use BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS
CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS
use BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS
CASH COLLECTION RECORDS: RECEIPT/REPORT
use FINANCIAL TRANSACTION RECORDS: DETAIL
CASH COLLECTION RECORDS
use FINANCIAL TRANSACTION RECORDS: DETAIL
CASH REGISTER TAPES
use FINANCIAL TRANSACTION RECORDS: DETAIL
CENSUS BUREAU VOLUNTARY REPORTS AND SURVEYS
use INFORMATION REQUEST RECORDS
CERTIFICATE OF COMPETENCY RECORDS
use LICENSES: CERTIFICATE OF COMPETENCY RECORDS
CERTIFICATE OF COMPETENCY RECORDS: TEMPORARY
use LICENSES: CERTIFICATE OF COMPETENCY RECORDS: TEMPORARY
CERTIFICATION FORWARD DOCUMENTS
use ENCUMBRANCE/CERTIFICATION FORWARD RECORDS
CHECKS: CANCELED
use FINANCIAL TRANSACTION RECORDS: DETAIL
CHECKS: LOG
use FINANCIAL TRANSACTION RECORDS: SUMMARY
CHECKS: REGISTERS
use FINANCIAL TRANSACTION RECORDS: SUMMARY
CHECKS: STUBS
use FINANCIAL TRANSACTION RECORDS: DETAIL
CITIZEN COMPLAINTS
use COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES
CLASS SPECIFICATION RECORDS
use POSITION DESCRIPTION RECORDS
CODE ENFORCEMENT BOARD CASE FILES
use CODE VIOLATION RECORDS: HEARING CASE FILES
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
49
COMMERCIAL BUILDING PLANS
use ARCHITECTURAL/BUILDING PLANS: COMMERCIAL
COMMERCIAL CERTIFICATE OF OCCUPANCY
use CERTIFICATE OF OCCUPANCY: COMMERCIAL
COMMODITY PROGRAM RECORDS
use COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS
COMMUNITY SERVICE ATTENDANCE RECORDS
use ATTENDANCE RECORDS: COMMUNITY SERVICE
COMPLIANCE FORMS
use RECORDS MANAGEMENT COMPLIANCE STATEMENTS
COMPREHENSIVE ANNUAL FINANCIAL REPORTS (LOCAL GOVERNMENT)
use FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS
COMPREHENSIVE EMPLOYEES TRAINING ACT (CETA) RECORDS
use EMPLOYMENT ASSISTANCE PROGRAM RECORDS
CONFINED SPACE PERMITS
use PERMITS: CONFINED SPACE ENTRY
CONSTITUTIONS
use CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS
CONSUMER CERTIFICATE OF EXEMPTION (DR-14 FORM)
use FINANCIAL TRANSACTION RECORDS: DETAIL
CONSUMER COMPLAINTS
use COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES
CONTINUING EDUCATION RECORDS: IN-HOUSE
use PERSONNEL RECORDS
CONTRACTS: CAPITAL IMPROVEMENT
use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT
use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY
CONTRACTS: NON-CAPITAL IMPROVEMENT
use CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT
CONVENIENCE COPIES
use ADMINISTRATIVE CONVENIENCE RECORDS
CONVEYANCE RECORDS
use REAL PROPERTY RECORDS: PROPERTY ACQUIRED
COPYRIGHT RECORDS
use INTELLECTUAL PROPERTY RECORDS
or COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION
CORRESPONDENCE: ROUTINE
use CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE
COUNTY GOVERNMENT ANNUAL REPORTS
use ANNUAL REPORTS: COUNTY GOVERNMENT
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
50
COURT ORDERED GARNISHMENT RECORDS
use PAYROLL RECORDS: COURT-ORDERED GARNISHMENT
CREDIT CARD SECURITY CODES
use PAYMENT CARD SENSITIVE AUTHENTICATION DATA
CUSTOMER FILES
use CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT or other applicable item
DAILY ACTIVITY REPORTS
use OPERATIONAL AND STATISTICAL REPORT RECORDS
DEDUCTION AUTHORIZATION RECORDS
use PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS
DEEDS: AGENCY PROPERTY
use REAL PROPERTY RECORDS: PROPERTY ACQUIRED
DEPOSIT/WITHDRAWAL/TRANSFER SLIPS
use FINANCIAL TRANSACTION RECORDS: DETAIL
DISASTER DRILL RECORDS
use DISASTER PREPAREDNESS DRILL RECORDS
DISASTER PLANS
use DISASTER PREPAREDNESS PLANS
DISASTER PREPAREDNESS PLAN REVIEW RECORDS
use EMERGENCY MANAGEMENT PLAN REVIEW RECORDS
DISASTER PREPAREDNESS RECORDS: DRILLS
use DISASTER PREPAREDNESS DRILL RECORDS
DISASTER PREPAREDNESS DRILLS
use DISASTER PREPAREDNESS DRILL RECORDS
DISBURSEMENT RECORDS: DETAIL
use FINANCIAL TRANSACTION RECORDS: DETAIL
DISBURSEMENT RECORDS: SUMMARY
use FINANCIAL TRANSACTION RECORDS: SUMMARY
DISCIPLINARY CASE FILES
use DISCIPLINARY CASE FILES: EMPLOYEES
DRUG TEST RECORDS
use DRUG TEST CASE FILES
DRUG TEST RECORDS: EQUIPMENT
use DRUG TEST EQUIPMENT RECORDS
DRUG TEST RECORDS: PROGRAM
use DRUG TEST PROGRAM ADMINISTRATION RECORDS
DUPLICATES
unless otherwise specified, retention for duplicates is “Retain until obsolete, superseded, or administrative
value is lost.”
EASEMENT CONVEYANCES: SUPPORTING DOCUMENTS
use REAL PROPERTY RECORDS: PROPERTY ACQUIRED
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
51
EEOC RECORDS/REPORTS
use EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS
EMERGENCY OPERATIONS RECORDS: APPLICATIONS
use EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATION RECORDS
EMPLOYEE DISCIPLINARY CASE FILES
use DISCIPLINARY CASE FILES: EMPLOYEES
EMPLOYEE PRE-COUNSELING RECORDS
use EMPLOYEE CONDUCT COUNSELING RECORDS
EMPLOYMENT APPLICATIONS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
EMPLOYMENT ELIGIBILITY LIST
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
EMPLOYMENT EXAMINATION RECORDS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
EMPLOYMENT VERIFICATION RECORDS
use VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT
ENCUMBRANCE RECORDS
use ENCUMBRANCE/CERTIFICATION FORWARD RECORDS
ENVIRONMENTAL REGULATION RECORDS
use ENVIRONMENTAL REGULATION COMPLIANCE RECORDS
EQUIPMENT MAINTENANCE/USAGE RECORDS
use EQUIPMENT/VEHICLE MAINTENANCE RECORDS
or EQUIPMENT/VEHICLE USAGE RECORDS
EQUIPMENT USAGE RECORDS
use EQUIPMENT/VEHICLE USAGE RECORDS
EVENT RECORDS
use PUBLIC PROGRAM/EVENT RECORDS
EXCISE TAX/SPECIAL ASSESSMENT RECORDS: DISBURSEMENT/RECEIPT
use FINANCIAL TRANSACTION RECORDS: DETAIL
EXCISE TAX/SPECIAL ASSESSMENT RECORDS: JOURNALS
use FINANCIAL TRANSACTION RECORDS: SUMMARY
EXPENDITURE REPORTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
or FINANCIAL TRANSACTION RECORDS: SUMMARY
FACILITY RENTAL RECORDS
use FACILITY RESERVATION/RENTAL RECORDS
FAMILY AND MEDICAL LEAVE ACT ATTENDANCE RECORDS
use ATTENDANCE AND LEAVE RECORDS
FEDERAL PROJECT FILES
use PROJECT FILES: FEDERAL
FEDERAL PROJECT PAID VOUCHERS
use VOUCHERS: FEDERAL PROJECTS PAID
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
52
FICA REPORTS
use SOCIAL SECURITY CONTROLLED SUMMARY RECORDS
FINAL ORDERS
use FINAL ORDERS RECORDS: INDEXED OR LISTED
or FINAL ORDERS RECORDS: NOT INDEXED OR LISTED
or FINAL ORDERS RECORDS: SUPPORTING DOCUMENTS
FINAL ORDERS: INDEX
use FINAL ORDERS RECORDS: INDEXED OR LISTED
FINAL ORDERS: LIST
use FINAL ORDERS RECORDS: INDEXED OR LISTED
FINANCIAL DISCLOSURE EMPLOYEE LIST (submitted to Commission on Ethics upon request per Section
112.3144(5)(a), Florida Statutes)
use INFORMATION REQUEST RECORDS
FINANCIAL REPORTS: ANNUAL (COMPREHENSIVE)
use FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS
FINANCIAL REPORTS: ANNUAL (SUPPORTING DOCUMENTS)
use FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS)
FINANCIAL REPORTS: COMPREHENSIVE ANNUAL (LOCAL GOVERNMENT)
use FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS
FIRE EXTINGUISHER RECORDS
use INSPECTION REPORTS: FIRE EXTINGUISHER
FIRE INSPECTION RECORDS
use INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH
FLOOD INSURANCE PROGRAM RECORDS, NATIONAL
use NATIONAL FLOOD INSURANCE PROGRAM RECORDS
FUEL REPORTS
use EQUIPMENT/VEHICLE MAINTENANCE RECORDS
or EQUIPMENT/VEHICLE USAGE RECORDS
FUEL USE REPORTS
use EQUIPMENT/VEHICLE MAINTENANCE RECORDS
or EQUIPMENT/VEHICLE USAGE RECORDS
FUEL STORAGE TANK RECORDS
Use STORAGE TANK RECORDS
GARNISHMENT RECORDS
use PAYROLL RECORDS: COURT-ORDERED GARNISHMENT
GENERAL LEDGERS: ANNUAL SUMMARY
use FINANCIAL HISTORY SUMMARY RECORDS
GENERAL LEDGERS: SUPPORTING DOCUMENTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
GOVERNING BODY ANNUAL REPORTS
use ANNUAL REPORTS: GOVERNING BODY
GRANT FILES: GRANTOR AGENCY/RECIPIENT
use GRANT FILES
or GRANT FILES: UNFUNDED APPLICATIONS (APPLICANT’S COPIES)
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
53
HEALTH EXAMINATION RECORDS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
or HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE
or MEDICAL RECORDS
or PERSONNEL RECORDS
HIPAA RECORDS
use HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS
or HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS
or PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS
or PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS
HUMAN/SOCIAL SERVICES: CLIENT CASE FILES
use CLIENT CASE FILES: HUMAN/SOCIAL SERVICES
I-9 FORMS
use EMPLOYMENT ELIGIBILITY VERIFICATION FORMS
or applicable PERSONNEL RECORDS item
INCIDENT/INVESTIGATION REPORTS
use INCIDENT REPORT FILES
INCIDENT REPORTS
use INCIDENT REPORT FILES
INJURY REPORTS
use INJURY/ILLNESS RECORDS
or INSURANCE RECORDS: AGENCY
or VEHICLE ACCIDENT RECORDS
or WORKERS’ COMPENSATION PROGRAM ADMINISTRATION RECORDS
INSPECTION RECORDS: BRIDGE/MAINTENANCE
use INSPECTION/MAINTENANCE RECORDS: BRIDGE
INTERNAL SURVEYS/STUDIES
use MANAGEMENT SURVEYS/STUDIES: INTERNAL
INVENTORY: EXPENDABLE PROPERTY/SUPPLIES
use INVENTORY: AGENCY PROPERTY
INVENTORY: FIXED ASSETS/OPERATING CAPITAL OUTLAY
use INVENTORY: AGENCY PROPERTY
INVENTORY/PROPERTY CONTROL RECORDS: EXPENDABLE
use INVENTORY: AGENCY PROPERTY
INVENTORY/PROPERTY CONTROL RECORDS: FIXED ASSETS
use INVENTORY: AGENCY PROPERTY
INVENTORY RECORDS: PHYSICAL
use INVENTORY: AGENCY PROPERTY
INVOICES
use FINANCIAL TRANSACTION RECORDS: DETAIL
JOB ADVERTISEMENTS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
JOB APPLICATIONS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
54
JOB DESCRIPTION RECORDS
use POSITION DESCRIPTION RECORDS
JOB TRAINING PARTNERSHIP ACT (JTPA) RECORDS
use EMPLOYMENT ASSISTANCE PROGRAM RECORDS
JOURNAL TRANSACTIONS (DAILY)
use FINANCIAL TRANSACTION RECORDS: DETAIL
JOURNAL TRANSACTIONS (MONTHLY SUMMARY)
use FINANCIAL TRANSACTION RECORDS: SUMMARY
JOURNALS: VOUCHERS
use FINANCIAL TRANSACTION RECORDS: DETAIL
KEY AND BADGE ISSUANCE RECORDS
use ACCESS CONTROL RECORDS
LAND APPRAISALS
use REAL PROPERTY RECORDS: PROPERTY ACQUIRED
or REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED
LEASES: CAPITAL IMPROVEMENT
use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY
LEASES: NON-CAPITAL IMPROVEMENT
use CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT
LEASES: REAL PROPERTY
use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY
LEAVE INDEX RECORDS
use ATTENDANCE AND LEAVE RECORDS
LEAVE TRANSACTION REPORTS
use ATTENDANCE AND LEAVE RECORDS
LEDGERS: GENERAL (ANNUAL SUMMARY)
use FINANCIAL HISTORY SUMMARY RECORDS
LEDGERS: GENERAL (SUPPORTING DOCUMENTS)
use FINANCIAL TRANSACTION RECORDS: DETAIL
LEGAL ADVERTISEMENTS
use ADVERTISEMENTS: LEGAL
LEGAL OPINIONS
use OPINIONS: LEGAL
or OPINIONS: LEGAL (SUPPORTING DOCUMENTS)
LIBRARY ACQUISITION RECORDS
use GS15 for Public Libraries
or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records
LIBRARY CARD RECORDS
use GS15 for Public Libraries
or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records
LIBRARY CIRCULATION RECORDS
use GS15 for Public Libraries
or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
55
LIBRARY SHELF LIST
use GS15 for Public Libraries
or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records
LICENSES: OCCUPATIONAL
use BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT
LONG DISTANCE TELEPHONE CALL RECORDS
use TELEPHONE CALL RECORDS
MAIL: REGISTERED AND CERTIFIED RECEIPTS
use MAIL: REGISTERED AND CERTIFIED
MAIL: UNDELIVERABLE FIRST CLASS
use MAIL: UNDELIVERABLE/RETURNED
MAINTENANCE RECORDS: EQUIPMENT
use EQUIPMENT/VEHICLE MAINTENANCE RECORDS
MAINTENANCE RECORDS: VEHICLE
use EQUIPMENT/VEHICLE MAINTENANCE RECORDS
MAPS: SUPPORTING DOCUMENTS
use MAPS: ORIGINALS
or COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS)
or other items for which maps are supporting documents
or ADMINISTRATIVE CONVENIENCE RECORDS
MATERIALS SAFETY RECORDS
use EXPOSURE RECORDS
MEDIA ITEM RECORDS
use PUBLICATION PRODUCTION RECORDS
MEETING TRANSCRIPTS
use MINUTES: OFFICIAL MEETINGS
MEMORANDA
use CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE
or CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT
or ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER
or other items with which memoranda are filed
MILEAGE REPORTS: LOCAL GOVERNMENT
use LOCAL GOVERNMENT MILEAGE REPORTS
MINING PERMITS
use PERMITS: MINING (LOCAL GOVERNMENT)
MINORITY CERTIFICATION CASE FILES
use BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS
MINUTES: OFFICIAL MEETINGS (HANDWRITTEN/AUDIO/VISUAL RECORDINGS)
use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS)
MINUTES: OFFICIAL MEETINGS (AUDIO/VISUAL RECORDINGS)
use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS)
NEW HIRE REPORTS
use PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
56
OCCUPATIONAL LICENSES
use BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT
OFFICIAL MINUTES
use MINUTES: OFFICIAL MEETINGS
OPS RECORDS
use PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT
PATENT RECORDS
use INTELLECTUAL PROPERTY RECORDS
PERFORMANCE BONDS
use PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS
PERIODIC PROGRESS REPORTS: INTERNAL
use OPERATIONAL AND STATISTICAL REPORTS
or MANAGEMENT SURVEYS/STUDIES: INTERNAL
PERMITS/BUILDING: APPLICATIONS
use ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN
or PERMITS: BUILDING
PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (NO PERMITTING FEE)
use REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (NO PERMITTING FEE)
PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (PERMITTING FEE)
use REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (PERMITTING FEE)
PERMITS: TEMPORARY SIGN
use REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (NO PERMITTING FEE)
or REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (PERMITTING FEE)
PERMITS: TREE REMOVAL (NO PERMITTING FEE)
use REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (NO PERMITTING FEE)
PERMITS: TREE REMOVAL (PERMITTING FEE)
use REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (PERMITTING FEE)
PERSONNEL RECORDS DISCIPLINARY CASE FILES: EMPLOYEE
use DISCIPLINARY CASE FILES: EMPLOYEES
PERSONNEL RECORDS: POLICE AUXILIARY/SPECIAL DEPUTY
use General Records Schedule GS2 for Law Enforcement, which includes this item
PERSONNEL RECORDS: SCHEDULES
use WORK SCHEDULES
PERSONNEL RECORDS: LOCATOR
use STAFF ADMINISTRATION FILES
PLATS: RECORD COPY
use MAPS: ORIGINALS
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
57
PLATS: SUPPORTING DOCUMENTS
use MAPS: ORIGINALS
or COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS)
or other items to which the supporting documents relate
or ADMINISTRATIVE CONVENIENCE RECORDS
POLICIES
use DIRECTIVES/POLICIES/PROCEDURES
POSTAGE RECORDS
use POSTAGE/SHIPPING RECORDS
PRE-EMPLOYMENT RECORDS: NOT HIRED
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
PRE-PUBLICATIONS AND MEDIA ITEM RECORDS
use PUBLICATION PRODUCTION RECORDS
PRESS RELEASES
use NEWS RELEASES
PROCEDURES
use DIRECTIVES/POLICIES/PROCEDURES
PROGRAM FILES: ONGOING/LONG-TERM PROGRAMS
use PROJECT FILES: OPERATIONAL or other applicable item
PROGRAM/SUBJECT/REFERENCE FILES
use SUBJECT/REFERENCE FILES
PROMOTION RECORDS: EMPLOYEE (NOT PROMOTED)
use PROMOTION/TRANSFER REQUEST RECORDS
PROPERTY RECORDS: UNCLAIMED
use UNCLAIMED PROPERTY RECORDS
PROTECTED HEALTH INFORMATION ACCESS PROVIDER RECORDS
use PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS
PROTECTED HEALTH INFORMATION AMENDMENT REQUEST PROVIDER RECORDS
use PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS
PROTECTED HEALTH INFORMATION PRIVACY PRACTICES RECORDS
use PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS
PROTECTED HEALTH INFORMATION PRIVACY PRACTICES VIOLATION RECORDS
use PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS
PUBLIC EMPLOYEE RELATIONS FILES
use GRIEVANCE FILES
PUBLIC PROGRAM/EVENT RECORDS: CONTRACTED
use PUBLIC PROGRAM/EVENT RECORDS
PUBLIC PROGRAM/EVENT RECORDS: NON-CONTRACTED
use PUBLIC PROGRAM/EVENT RECORDS
PUBLIC RECORDS REQUESTS
use INFORMATION REQUEST RECORDS
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
58
PUBLIC SAFEY ALERTS [email/text alerts from schools, Police Departments, etc.]
use PUBLIC INFORMATION FILES
or ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER
or other applicable item
PUBLICATIONS AND MEDIA ITEM RECORDS
use PUBLICATION PRODUCTION RECORDS
PURCHASE ORDER LOGS
use FINANCIAL TRANSACTION RECORDS: DETAIL
or PURCHASING RECORDS
READING FILES
use ADMINISTRATIVE CONVENIENCE RECORDS
REAL-ESTATE RECORDS: CONDEMNATION/DISPOSAL
use REAL PROPERTY RECORDS: PROPERTY ACQUIRED
or REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION
RECEIPT BOOKS: CASH
use FINANCIAL TRANSACTION RECORDS: DETAIL
RECEIPTS: REGISTERED AND CERTIFIED MAIL
use MAIL: REGISTERED AND CERTIFIED
RECEIPT/REVENUE RECORDS: DETAIL
use FINANCIAL TRANSACTION RECORDS: DETAIL
RECEIPT/REVENUE RECORDS: SUMMARY
use FINANCIAL TRANSACTION RECORDS: SUMMARY
RECEIVING REPORTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
or PURCHASING RECORDS
RECORDS DISPOSITION COMPLIANCE AUTHORIZATION FORMS
use RECORDS MANAGEMENT COMPLIANCE STATEMENTS
RECORDS DISPOSITION COMPLIANCE STATEMENT FORMS
use RECORDS MANAGEMENT COMPLIANCE STATEMENTS
RECORDS DISPOSITION REQUEST FORMS (FORM 107)
use RECORDS DISPOSITION DOCUMENTATION
RECORDS RETENTION SCHEDULE FORMS (FORM 105)
use RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC
RECRUITMENT & SELECTION PACKAGES
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
RED LIGHT CAMERA RECORDS
use SURVEILLANCE RECORDINGS
RED LIGHT CAMERA VIOLATION APPEAL HEARING RECORDS
use CODE VIOLATION RECORDS: HEARING CASE FILES
REDACTION REQUEST RECORDS
use PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS
REFERENCE FILES: EQUIPMENT
use EQUIPMENT REFERENCE FILES
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
59
REFUND REQUESTS
use FINANCIAL TRANSACTION RECORDS: DETAIL
REGISTERED AND CERTIFIED MAIL RECEIPTS
use MAIL: REGISTERED AND CERTIFIED
REGISTRATION RECORDS: EVENTS
use PUBLIC PROGRAM/EVENT RECORDS
REGISTRATION RECORDS: RECREATION (SUMMER/DAY CAMP)
use PUBLIC PROGRAM/EVENT RECORDS
REGISTRATIONS: MOTOR VEHICLES
use VEHICLE RECORDS
RENTAL RECORDS
use FACILITY RESERVATION/RENTAL RECORDS
REQUISITION LOGS
use FINANCIAL TRANSACTION RECORDS: DETAIL
or PURCHASING RECORDS
REQUISITIONS
use FINANCIAL TRANSACTION RECORDS: DETAIL
or PURCHASING RECORDS
RESIDENTIAL BUILDING PLANS
use ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL
RESIDENTIAL CERTIFICATE OF OCCUPANCY
use CERTIFICATE OF OCCUPANCY: RESIDENTIAL
RETRIEVAL/REFERENCE RECORDS
use RECORDS RETRIEVAL/REFERENCE RECORDS
RIGHT-OF-WAY PERMIT RECORDS: PERMANENT USE
use RIGHT-OF-WAY PERMIT RECORDS
RIGHT-OF-WAY PERMIT RECORDS: TEMPORARY USE
use RIGHT-OF-WAY PERMIT RECORDS
ROAD RECORDS
use ENGINEERING RECORDS: INFRASTRUCTURE
ROUTE SHEETS
use INSPECTOR’S ROUTE SHEETS: DAILY
SAFETY INSPECTION RECORDS
use INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH
SALES TAX EXEMPTION
use FINANCIAL TRANSACTION RECORDS: DETAIL
SEARCH COMMITTEE RECORDS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS
SECURITY CHECKS
use EMPLOYMENT APPLICATION AND SELECTION RECORDS for non-hires
or PERSONNEL RECORDS for hired employees
or SECURITY SCREENING RECORDS for non-employees
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
60
SECURITY INSPECTION RECORDS
use INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH
SERVICE SCHEDULES
use FEE/SERVICE SCHEDULES
SHELTER INSPECTION RECORDS
use EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS
SIGN PERMITS
use PERMITS: SIGNS (LOCAL GOVERNMENT)
SOCIAL SERVICES: CLIENT CASE FILES
use CLIENT CASE FILES: HUMAN/SOCIAL SERVICES
SOFTWARE RECORDS
use ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION
SPECIAL EXCEPTION ZONING VARIANCE RECORDS
use ZONING VARIANCE RECORDS
STATE AUTOMATED MANAGEMENT ACCOUNTING SYSTEM (SAMAS) REPORTS
use AUTOMATED ACCOUNTING SYSTEM REPORTS
STATE AWARDS AND RECOGNITION FILES
use BONUS/AWARD RECORDS: EMPLOYEES
STATE HOUSING INITIATIVES & HOME INVESTMENTS PARTNERSHIP PROGRAM
use HOUSING FINANCE ASSISTANCE RECORDS
STATE MERITORIOUS SERVICE AWARDS PROGRAM FILES
use BONUS/AWARD RECORDS: EMPLOYEES
STATISTICAL REPORTS
use OPERATIONAL AND STATISTICAL REPORT RECORDS
STOP PAYMENT RECORDS
use FINANCIAL TRANSACTION RECORDS: DETAIL
STUDIES: INTERNAL
use MANAGEMENT SURVEYS/STUDIES: INTERNAL
SUBDIVISION PLANS: PRELIMINARY (SUPPORTING DOCUMENTS)
use SUBDIVISION PLANS
SUMMONSES
use LITIGATION CASE FILES
SUPPLY RECORDS
use INVENTORY: AGENCY PROPERTY
SURVEILLANCE VIDEO TAPES
use SURVEILLANCE RECORDINGS
SURVEYS/STUDIES: INTERNAL
use MANAGEMENT SURVEYS/STUDIES: INTERNAL
TAX EXEMPTIONS: AD VALOREM (ECONOMIC DEVELOPMENT)
use TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT)
TELEPHONE CALL RECORDS: LONG DISTANCE
use TELEPHONE CALL RECORDS
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
61
TEMPORARY SIGN PERMITS
use REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (NO PERMITTING FEE)
or REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (PERMITTING FEE)
TEMPORARY SPECIAL EXCEPTION ZONING VARIANCE RECORDS
use ZONING VARIANCE RECORDS
TIME CARDS/TIMESHEETS
use ATTENDANCE AND LEAVE RECORDS
or PAYROLL RECORDS: SUPPORTING DOCUMENTS
TRADEMARK RECORDS
use INTELLECTUAL PROPERTY RECORDS
TRAINING RECORDS
use PERSONNEL RECORDS
TRAINING RECORDS: ASBESTOS
use PERSONNEL RECORDS
TRAINING RECORDS: BREATH ALCOHOL
use PERSONNEL RECORDS
TRANSCRIPTS OF MEETINGS
use MINUTES: OFFICIAL MEETINGS
TRIAL BALANCE REPORTS
use FINANCIAL TRANSACTION RECORDS: SUMMARY
TRUST FUND RECORDS
use ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS
UNDELIVERABLE FIRST CLASS MAIL
use MAIL: UNDELIVERABLE/RETURNED
UTILITY CUSTOMER RECORDS
use FINANCIAL TRANSACTION RECORDS: DETAIL
or CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT
VALIDATING MACHINE TAPE RECORDS
use FINANCIAL TRANSACTION RECORDS: DETAIL
VEHICLE ACCIDENT REPORTS
use VEHICLE ACCIDENT RECORDS
or INJURY/ILLNESS RECORDS
or INSURANCE RECORDS: AGENCY
or WORKERS’ COMPENSATION PROGRAM ADMINISTRATION RECORDS
VEHICLE LOGS
use EQUIPMENT/VEHICLE USAGE RECORDS
VEHICLE MAINTENANCE/USAGE RECORDS
use EQUIPMENT/VEHICLE MAINTENANCE RECORDS
or EQUIPMENT/VEHICLE USAGE RECORDS
VETERAN SERVICES: CLIENT CASE FILES
use CLIENT CASE FILES: VETERAN SERVICES
VETERAN SERVICES: MEDICAL RECORDS
use MEDICAL RECORDS: VETERAN SERVICES
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
62
VIDEO RECORDINGS OF MEETINGS
use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS)
VIDEO RECORDINGS: OTHER
use SURVEILLANCE RECORDINGS
or other items to which the video recordings relate
VISITOR LOGS
use VISITOR/ENTRY RECORDS
VOICE MAIL
use TRANSITORY MESSAGES
or other items to which the voice mail relates
VOLUNTEER RECORDS
use PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT
VOUCHERS: INDIVIDUAL AGENCY
use FINANCIAL TRANSACTION RECORDS: DETAIL
VOUCHERS: JOURNAL
use FINANCIAL TRANSACTION RECORDS: DETAIL
WORK ORDERS: EQUIPMENT
use EQUIPMENT/VEHICLE MAINTENANCE RECORDS
WORKERS' COMPENSATION AND INJURY REPORT RECORDS
use WORKERS' COMPENSATION PROGRAM ADMINISTRATION RECORDS
or INJURY/ILLNESS RECORDS
or INSURANCE RECORDS: AGENCY
or the applicable PERSONNEL RECORDS item
WORKING PAPERS
use DRAFTS AND WORKING PAPERS
W-2 FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
W-3 FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
W-4 FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
W-9 FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
ZONING VARIANT REQUEST AND DETERMINING RECORDS
use ZONING VARIANCE RECORDS
911 RECORDINGS
use 911 COMMUNICATIONS RECORDS
or 911 RECORDS: LOGS
941-E FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
1095-A FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
1095-B FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
General Records Schedule GS1-SL for State and Local Government Agencies
***CROSS-REFERENCE***
63
1095-C FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
1096 REPORTS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
1099 FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
1099 REPORTS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
1099-INT FORMS
use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS
General Records Schedule GS1-SL for State and Local Government Agencies
***ALPHABETICAL LISTING***
64
ALPHABETICAL LISTING
ACCESS CONTROL RECORDS Item #189
ADDRESS REQUEST RECORDS Item #415
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331
ADMINISTRATIVE CONVENIENCE RECORDS Item #2
ADMINISTRATIVE SUPPORT RECORDS Item #3
ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122
ADVERTISEMENTS: LEGAL Item #25
AFFIRMATIVE ACTION RECORDS Item #82
ANIMAL CONTROL RECORDS Item #234
ANNEXATION RECORDS Item #247
ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380
ANNUAL REPORTS: COUNTY GOVERNMENT Item #246
ANNUAL REPORTS: GOVERNING BODY Item #245
ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216
ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204
ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252
ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332
ATTENDANCE AND LEAVE RECORDS Item #116
ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249
AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393
AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394
AUDITS: AUDITOR GENERAL Item #8
AUDITS: INDEPENDENT Item #56
AUDITS: INTERNAL Item #73
AUDITS: STATE/FEDERAL Item #83
AUDITS: SUPPORTING DOCUMENTS Item #57
AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50
BACKFLOW AND CROSS CONNECTION CONTROL PROGRAM RECORDS Item #416
BACKUPS: ELECTRONIC/DIGITAL RECORDS
BALLOTS Item #397
BARGAINING RECORDS Item #87
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70
BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71
BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72
BOND FINANCING ADMINSTRATIVE RECORDS Item #417
BOND RESOLUTIONS/ORDINANCES Item #191
BONUS/AWARD RECORDS: EMPLOYEES Item #333
BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58
BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88
BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS Item #169
BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT Item #221
CABINET AFFAIRS FILES Item #11
CALENDARS Item #89
CEMETERY/DISPOSAL OF HUMAN REMAINS RECORDS Item #235
CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255
CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256
CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207
CHILD CARE RECORDS Item #257
CITIZEN SUPPORT ORGANIZATION/DIRECT SUPPORT ORGANIZATION REPORT FILES Item #418
CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275
CLIENT CASE FILES: VETERAN SERVICES Item #310
CODE VIOLATION RECORDS: CITATION ISSUED Item #398
CODE VIOLATION RECORDS: HEARING CASE FILES Item #236
General Records Schedule GS1-SL for State and Local Government Agencies
***ALPHABETICAL LISTING***
65
CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237
COMMITTEE/BOARD APPOINTMENT RECORDS Item #334
COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379
COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS Item #258
COMMUNICATIONS AUDIO RECORDINGS Item #335
COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94
COMPREHENSIVE MASTER PLANS: ADOPTED Item #166
COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174
COMPUTER LOGS Item #391
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64
CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65
COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337
CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17
CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338
DEFERRED COMPENSATION SUMMARY REPORTS Item #339
DIRECTIVES/POLICIES/PROCEDURES Item #186
DISASTER PREPAREDNESS DRILL RECORDS Item #259
DISASTER PREPAREDNESS PLANS Item #210
DISASTER RELIEF RECORDS Item #321
DISCIPLINARY CASE FILES: EMPLOYEES Item #98
DOMESTIC PARTNERSHIP REGISTRY RECORDS Item #399
DONATION RECORDS Item #342
DRAFTS AND WORKING PAPERS Item #242
DRUG TEST CASE FILES Item #260
DRUG TEST EQUIPMENT RECORDS Item #261
DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262
ELECTRONIC COMMUNICATIONS
ELECTRONIC FUNDS TRANSFER RECORDS Item #264
ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231
EMERGENCY MANAGEMENT PLAN REVIEW RECORDS Item #419
EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266
EMERGENCY OPERATIONS RECORDS: REGISTRY OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS Item #267
EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268
EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATION RECORDS Item #265
EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269
EMPLOYEE CONDUCT COUNSELING RECORDS Item #206
EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24
EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400
EMPLOYMENT ASSISTANCE PROGRAM NONEXPENDABLE PROPERTY RECORDS Item #343
EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113
EMPLOYMENT ELIGIBILITY VERIFICATION FORMS Item #420
ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20
ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211
ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401
ENGINEERING RECORDS: INFRASTRUCTURE Item #344
ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103
EQUIPMENT REFERENCE FILES Item #223
EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104
EQUIPMENT/VEHICLE USAGE RECORDS Item #224
EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208
EXPOSURE RECORDS Item #227
FACILITY RESERVATION/RENTAL RECORDS Item #270
FALSE ALARM RECORDS Item #345
FEASIBILITY STUDY RECORDS Item #106
FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157
FEE/SERVICE SCHEDULES Item #271
General Records Schedule GS1-SL for State and Local Government Agencies
***ALPHABETICAL LISTING***
66
FINAL ORDERS RECORDS: INDEXED OR LISTED Item #67
FINAL ORDERS RECORDS: NOT INDEXED OR LISTED Item #421
FINAL ORDERS RECORDS: SUPPORTING DOCUMENTS Item #396
FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84
FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346
FINANCIAL HISTORY SUMMARY RECORDS Item #347
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS Item #107
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS) Item #108
FINANCIAL TRANSACTION RECORDS: DETAIL Item #435
FINANCIAL TRANSACTION RECORDS: SUMMARY Item #436
FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402
FUEL TAX REPORTS Item #213
GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384
GRANT FILES Item #422
GRANT FILES: UNFUNDED APPLICATIONS (APPLICANT’S COPIES) Item #349
GRIEVANCE FILES Item #110
HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350
HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324
HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325
HISTORICAL DESIGNATION RECORDS Item #423
HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273
HOUSING FINANCE ASSISTANCE RECORDS Item #274
INCIDENT REPORT FILES Item #241
INFORMATION REQUEST RECORDS Item #23
INJURY/ILLNESS RECORDS Item #188
INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276
INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193
INSPECTION REPORTS: FIRE EXTINGUISHER Item #219
INSPECTOR’S ROUTE SHEETS: DAILY Item #277
INSURANCE RECORDS: AGENCY Item #111
INTELLECTUAL PROPERTY RECORDS Item #437
INVENTORY: AGENCY PROPERTY Item #40
INVENTORY: AGENCY RECORDS Item #319
INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351
INVESTMENT RECORDS Item #278
LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352
LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #403
LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #404
LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353
LEGISLATION RECORDS Item #119
LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253
LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY) Item #254
LIEN DOCUMENTATION FILES Item #405
LITIGATION CASE FILES Item #27
LOBBYIST REGISTRATION RECORDS Item #387
LOCAL GOVERNMENT MILEAGE REPORTS Item #390
LOST AND FOUND RECORDS Item #354
MAIL: REGISTERED AND CERTIFIED Item #47
MAIL: UNDELIVERABLE/RETURNED Item #1
MAILING/CONTACT LISTS Item #29
MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30
MAPS: ORIGINALS Item #280
MEDICAL RECORDS Item #212
MEDICAL RECORDS: VETERAN SERVICES Item #311
MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282
MINORITY APPOINTMENT REPORTING RECORDS Item #406
General Records Schedule GS1-SL for State and Local Government Agencies
***ALPHABETICAL LISTING***
67
MINUTES: OFFICIAL MEETINGS Item #32
MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4
MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/
NON-POLICY ADVISORY BOARDS) Item #424
MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123
MINUTES: OTHER MEETINGS Item #33
MOSQUITO CONTROL RECORDS Item #425
MUNICIPAL COURT DOCKET RECORDS Item #323
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE PROGRAM
RECORDS Item #356
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION
AUTHORIZATION RECORDS Item #357
NEWS RELEASES Item #34
NOISE EXPOSURE MEASUREMENT RECORDS Item #283
OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124
OPINIONS: LEGAL Item #26
OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125
ORDINANCES Item #228
ORDINANCES: SUPPORTING DOCUMENTS Item #229
ORGANIZATION CHARTS Item #126
PARKING DECAL/PERMIT RECORDS: EMPLOYEES Item #127
PASSPORT RECORDS: DAILY Item #407
PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395
PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385
PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129
PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183
PAYROLL RECORDS: NOT POSTED Item #214
PAYROLL RECORDS: POSTED Item #35
PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195
PENSION RECORDS: PLAN/FUND Item #358
PENSION RECORDS: RETIREES Item #359
PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408
PERMITS: BUILDING Item #286
PERMITS: CONFINED SPACE ENTRY Item #284
PERMITS: MINING (LOCAL GOVERNMENT) Item #287
PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288
PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19
PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162
PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66
PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378
PETTY CASH DOCUMENTATION RECORDS Item #202
POSITION DESCRIPTION RECORDS Item #38
POSTAGE/SHIPPING RECORDS Item #133
PROBATION RECORDS Item #320
PROCLAMATIONS Item #142
PROJECT FILES: CAPITAL IMPROVEMENT Item #136
PROJECT FILES: FEDERAL Item #137
PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138
PROJECT FILES: OPERATIONAL Item #291
PROMOTION/TRANSFER REQUEST RECORDS Item #139
PROPERTY CONTROL RECORDS Item #222
PROPERTY TRANSFER RECORDS Item #41
PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS Item #426
PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328
PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389
PUBLIC INFORMATION FILES Item #128
PUBLIC PROGRAM/EVENT RECORDS Item #238
General Records Schedule GS1-SL for State and Local Government Agencies
***ALPHABETICAL LISTING***
68
PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392
PUBLICATION PRODUCTION RECORDS Item #198
PURCHASING RECORDS Item #42
RADIO LOGS Item #292
RAIN CHECKS Item #293
REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364
REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172
REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164
RECORDS DISPOSITION DOCUMENTATION Item #45
RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322
RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68
RECORDS RETRIEVAL/REFERENCE RECORDS Item #295
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY CODE/ORDINANCE
(NO PERMITTING FEE) Item #427
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY CODE/ORDINANCE
(PERMITTING FEE) Item #428
RESOLUTIONS Item #297
RESOLUTIONS: SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS
Item #429
RESOLUTIONS: SUPPORTING DOCUMENTS Item #143
RESPIRATOR FIT TESTING RECORDS Item #298
REVENUE SHARING APPLICATIONS Item #388
RIGHT-OF-WAY PERMIT RECORDS Item #430
RULE DEVELOPMENT FILES Item #367
RULE REPORTING FILES Item #431
SALARY COMPARISON REPORTS Item #49
SALARY SCHEDULES Item #240
SALES/USE/LOCAL OPTION TAX RECORDS Item #368
SECURITY BREACH NOTICE RECORDS Item #432
SECURITY SCREENING RECORDS Item #369
SIGNATURE AUTHORIZATION RECORDS Item #300
SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411
SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144
SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370
STAFF ADMINISTRATION RECORDS Item #371
STORAGE TANK RECORDS Item #412
SUBDIVISION PLANS Item #301
SUBDIVISION PLANS: PRELIMINARY PLANS/DRAWINGS Item #433
SUBJECT/REFERENCE FILES Item #373
SUBPOENAS Item #374
SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386
SURVEILLANCE RECORDINGS Item #302
SURVEYS: AERIAL Item #303
TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304
TELEPHONE CALL RECORDS Item #28
TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305
TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413
TRAFFIC ACCIDENT REPORTS Item #306
TRAINING MATERIAL RECORDS Item #147
TRANSITORY MESSAGES Item #146
TRAVEL RECORDS Item #52
TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375
UNCLAIMED PROPERTY RECORDS Item #309
UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149
VEHICLE ACCIDENT RECORDS Item #78
VEHICLE LOCATOR RECORDS Item #414
VEHICLE RECORDS Item #154
General Records Schedule GS1-SL for State and Local Government Agencies
***ALPHABETICAL LISTING***
69
VENDOR FILES Item #97
VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243
VISITOR/ENTRY RECORDS Item #54
VOUCHERS: FEDERAL PROJECTS PAID Item #156
WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376
WORK ORDERS Item #141
WORK SCHEDULES Item #289
WORKERS' COMPENSATION PROGRAM ADMINISTRATION RECORDS Item #55
ZONING VARIANCE RECORDS Item #312
911 COMMUNICATIONS RECORDS Item #434
911 RECORDS: LOGS Item #377
General Records Schedule GS1-SL for State and Local Government Agencies
***NUMERICAL LISTING***
70
NUMERICAL LISTING
MAIL: UNDELIVERABLE/RETURNED Item #1
ADMINISTRATIVE CONVENIENCE RECORDS Item #2
ADMINISTRATIVE SUPPORT RECORDS Item #3
MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4
AUDITS: AUDITOR GENERAL Item #8
CABINET AFFAIRS FILES Item #11
CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17
PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19
ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20
INFORMATION REQUEST RECORDS Item #23
EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24
ADVERTISEMENTS: LEGAL Item #25
OPINIONS: LEGAL Item #26
LITIGATION CASE FILES Item #27
TELEPHONE CALL RECORDS Item #28
MAILING/CONTACT LISTS Item #29
MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30
MINUTES: OFFICIAL MEETINGS Item #32
MINUTES: OTHER MEETINGS Item #33
NEWS RELEASES Item #34
PAYROLL RECORDS: POSTED Item #35
POSITION DESCRIPTION RECORDS Item #38
INVENTORY: AGENCY PROPERTY Item #40
PROPERTY TRANSFER RECORDS Item #41
PURCHASING RECORDS Item #42
RECORDS DISPOSITION DOCUMENTATION Item #45
MAIL: REGISTERED AND CERTIFIED Item #47
SALARY COMPARISON REPORTS Item #49
AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50
TRAVEL RECORDS Item #52
VISITOR/ENTRY RECORDS Item #54
WORKERS' COMPENSATION PROGRAM ADMINISTRATION RECORDS Item #55
AUDITS: INDEPENDENT Item #56
AUDITS: SUPPORTING DOCUMENTS Item #57
BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64
CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65
PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66
FINAL ORDERS RECORDS: INDEXED OR LISTED Item #67
RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70
BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71
BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72
AUDITS: INTERNAL Item #73
VEHICLE ACCIDENT RECORDS Item #78
AFFIRMATIVE ACTION RECORDS Item #82
AUDITS: STATE/FEDERAL Item #83
FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84
BARGAINING RECORDS Item #87
BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88
CALENDARS Item #89
COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94
General Records Schedule GS1-SL for State and Local Government Agencies
***NUMERICAL LISTING***
71
VENDOR FILES Item #97
DISCIPLINARY CASE FILES: EMPLOYEES Item #98
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103
EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104
FEASIBILITY STUDY RECORDS Item #106
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS Item #107
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS) Item #108
GRIEVANCE FILES Item #110
INSURANCE RECORDS: AGENCY Item #111
EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113
ATTENDANCE AND LEAVE RECORDS Item #116
LEGISLATION RECORDS Item #119
ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122
MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123
OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124
OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125
ORGANIZATION CHARTS Item #126
PARKING DECAL/PERMIT RECORDS: EMPLOYEES Item #127
PUBLIC INFORMATION FILES Item #128
PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129
POSTAGE/SHIPPING RECORDS Item #133
PROJECT FILES: CAPITAL IMPROVEMENT Item #136
PROJECT FILES: FEDERAL Item #137
PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138
PROMOTION/TRANSFER REQUEST RECORDS Item #139
WORK ORDERS Item #141
PROCLAMATIONS Item #142
RESOLUTIONS: SUPPORTING DOCUMENTS Item #143
SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144
TRANSITORY MESSAGES Item #146
TRAINING MATERIAL RECORDS Item #147
UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149
VEHICLE RECORDS Item #154
VOUCHERS: FEDERAL PROJECTS PAID Item #156
FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157
PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162
REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164
COMPREHENSIVE MASTER PLANS: ADOPTED Item #166
ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167
BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS Item #169
REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172
COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174
PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183
DIRECTIVES/POLICIES/PROCEDURES Item #186
INJURY/ILLNESS RECORDS Item #188
ACCESS CONTROL RECORDS Item #189
BOND RESOLUTIONS/ORDINANCES Item #191
INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193
PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195
PUBLICATION PRODUCTION RECORDS Item #198
PETTY CASH DOCUMENTATION RECORDS Item #202
General Records Schedule GS1-SL for State and Local Government Agencies
***NUMERICAL LISTING***
72
ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204
EMPLOYEE CONDUCT COUNSELING RECORDS Item #206
CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207
EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208
DISASTER PREPAREDNESS PLANS Item #210
ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211
MEDICAL RECORDS Item #212
FUEL TAX REPORTS Item #213
PAYROLL RECORDS: NOT POSTED Item #214
ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216
INSPECTION REPORTS: FIRE EXTINGUISHER Item #219
BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT Item #221
PROPERTY CONTROL RECORDS Item #222
EQUIPMENT REFERENCE FILES Item #223
EQUIPMENT/VEHICLE USAGE RECORDS Item #224
EXPOSURE RECORDS Item #227
ORDINANCES Item #228
ORDINANCES: SUPPORTING DOCUMENTS Item #229
ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231
ANIMAL CONTROL RECORDS Item #234
CEMETERY/DISPOSAL OF HUMAN REMAINS RECORDS Item #235
CODE VIOLATION RECORDS: HEARING CASE FILES Item #236
CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237
PUBLIC PROGRAM/EVENT RECORDS Item #238
SALARY SCHEDULES Item #240
INCIDENT REPORT FILES Item #241
DRAFTS AND WORKING PAPERS Item #242
VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244
ANNUAL REPORTS: GOVERNING BODY Item #245
ANNUAL REPORTS: COUNTY GOVERNMENT Item #246
ANNEXATION RECORDS Item #247
ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249
ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252
LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253
LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY) Item #254
CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255
CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256
CHILD CARE RECORDS Item #257
COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS Item #258
DISASTER PREPAREDNESS DRILL RECORDS Item #259
DRUG TEST CASE FILES Item #260
DRUG TEST EQUIPMENT RECORDS Item #261
DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262
ELECTRONIC FUNDS TRANSFER RECORDS Item #264
EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATION RECORDS Item #265
EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266
EMERGENCY OPERATIONS RECORDS: REGISTRY OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS Item #267
EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268
EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269
FACILITY RESERVATION/RENTAL RECORDS Item #270
FEE/SERVICE SCHEDULES Item #271
HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273
HOUSING FINANCE ASSISTANCE RECORDS Item #274
CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275
INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276
INSPECTOR’S ROUTE SHEETS: DAILY Item #277
General Records Schedule GS1-SL for State and Local Government Agencies
***NUMERICAL LISTING***
73
INVESTMENT RECORDS Item #278
MAPS: ORIGINALS Item #280
MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282
NOISE EXPOSURE MEASUREMENT RECORDS Item #283
PERMITS: CONFINED SPACE ENTRY Item #284
PERMITS: BUILDING Item #286
PERMITS: MINING (LOCAL GOVERNMENT) Item #287
PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288
WORK SCHEDULES Item #289
PROJECT FILES: OPERATIONAL Item #291
RADIO LOGS Item #292
RAIN CHECKS Item #293
RECORDS RETRIEVAL/REFERENCE RECORDS Item #295
RESOLUTIONS Item #297
RESPIRATOR FIT TESTING RECORDS Item #298
SIGNATURE AUTHORIZATION RECORDS Item #300
SUBDIVISION PLANS Item #301
SURVEILLANCE RECORDINGS Item #302
SURVEYS: AERIAL Item #303
TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304
TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305
TRAFFIC ACCIDENT REPORTS Item #306
UNCLAIMED PROPERTY RECORDS Item #309
CLIENT CASE FILES: VETERAN SERVICES Item #310
MEDICAL RECORDS: VETERAN SERVICES Item #311
ZONING VARIANCE RECORDS Item #312
INVENTORY: AGENCY RECORDS Item #319
PROBATION RECORDS Item #320
DISASTER RELIEF RECORDS Item #321
RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322
MUNICIPAL COURT DOCKET RECORDS Item #323
HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324
HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325
PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331
ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332
BONUS/AWARD RECORDS: EMPLOYEES Item #333
COMMITTEE/BOARD APPOINTMENT RECORDS Item #334
COMMUNICATIONS AUDIO RECORDINGS Item #335
COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337
CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338
DEFERRED COMPENSATION SUMMARY REPORTS Item #339
DONATION RECORDS Item #342
EMPLOYMENT ASSISTANCE PROGRAM NONEXPENDABLE PROPERTY RECORDS Item #343
ENGINEERING RECORDS: INFRASTRUCTURE Item #344
FALSE ALARM RECORDS Item #345
FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346
FINANCIAL HISTORY SUMMARY RECORDS Item #347
GRANT FILES: UNFUNDED APPLICATIONS (APPLICANT’S COPIES) Item #349
HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350
INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351
LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352
LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353
LOST AND FOUND RECORDS Item #354
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355
General Records Schedule GS1-SL for State and Local Government Agencies
***NUMERICAL LISTING***
74
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE
PROGRAM RECORDS Item #356
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION
AUTHORIZATION RECORDS Item #357
PENSION RECORDS: PLAN/FUND Item #358
PENSION RECORDS: RETIREES Item #359
REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364
RULE DEVELOPMENT FILES Item #367
SALES/USE/LOCAL OPTION TAX RECORDS Item #368
SECURITY SCREENING RECORDS Item #369
SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370
STAFF ADMINISTRATION RECORDS Item #371
SUBJECT/REFERENCE FILES Item #373
SUBPOENAS Item #374
TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375
WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376
911 RECORDS: LOGS Item #377
PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378
COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379
ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380
GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384
PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385
SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386
LOBBYIST REGISTRATION RECORDS Item #387
REVENUE SHARING APPLICATIONS Item #388
PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389
LOCAL GOVERNMENT MILEAGE REPORTS Item #390
COMPUTER LOGS Item #391
PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392
AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393
AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394
PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395
FINAL ORDERS RECORDS: SUPPORTING DOCUMENTS Item #396
BALLOTS Item #397
CODE VIOLATION RECORDS: CITATION ISSUED Item #398
DOMESTIC PARTNERSHIP REGISTRY RECORDS Item #399
EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400
ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401
FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402
LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #403
LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #404
LIEN DOCUMENTATION FILES Item #405
MINORITY APPOINTMENT REPORTING RECORDS Item #406
PASSPORT RECORDS: DAILY Item #407
PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408
SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411
STORAGE TANK RECORDS Item #412
TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413
VEHICLE LOCATOR RECORDS Item #414
ADDRESS REQUEST RECORDS Item #415
BACKFLOW AND CROSS CONNECTION CONTROL PROGRAM RECORDS Item #416
BOND FINANCING ADMINSTRATIVE RECORDS Item #417
CITIZEN SUPPORT ORGANIZATION/DIRECT SUPPORT ORGANIZATION REPORT FILES Item #418
EMERGENCY MANAGEMENT PLAN REVIEW RECORDS Item #419
General Records Schedule GS1-SL for State and Local Government Agencies
***NUMERICAL LISTING***
75
EMPLOYMENT ELIGIBILITY VERIFICATION FORMS Item #420
FINAL ORDERS RECORDS: NOT INDEXED OR LISTED Item #421
GRANT FILES Item #422
HISTORICAL DESIGNATION RECORDS Item #423
MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/
NON-POLICY ADVISORY BOARDS) Item #424
MOSQUITO CONTROL RECORDS Item #425
PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS Item #426
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY CODE/ORDINANCE
(NO PERMITTING FEE) Item #427
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY CODE/ORDINANCE
(PERMITTING FEE) Item #428
RESOLUTIONS: SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS
Item #429
RIGHT-OF-WAY PERMIT RECORDS Item #430
RULE REPORTING FILES Item #431
SECURITY BREACH NOTICE RECORDS Item #432
SUBDIVISION PLANS: PRELIMINARY PLANS/DRAWINGS Item #433
911 COMMUNICATIONS RECORDS Item #434
FINANCIAL TRANSACTION RECORDS: DETAIL Item #435
FINANCIAL TRANSACTION RECORDS: SUMMARY Item #436
INTELLECTUAL PROPERTY RECORDS Item #437
BACKUPS: ELECTRONIC/DIGITAL RECORDS
ELECTRONIC COMMUNICATIONS
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
76
FUNCTIONAL CATEGORY LISTING
Accounting, Budget, and Finance
ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380
AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393
AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394
AUDITS: AUDITOR GENERAL Item #8
AUDITS: INDEPENDENT Item #56
AUDITS: INTERNAL Item #73
AUDITS: STATE/FEDERAL Item #83
AUDITS: SUPPORTING DOCUMENTS Item #57
AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50
BOND FINANCING ADMINSTRATIVE RECORDS Item #417
BOND RESOLUTIONS/ORDINANCES Item #191
BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58
BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88
BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT Item #221
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64
CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65
DONATION RECORDS Item #342
ELECTRONIC FUNDS TRANSFER RECORDS Item #264
ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20
ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211
ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401
EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208
FACILITY RESERVATION/RENTAL RECORDS Item #270
FALSE ALARM RECORDS Item #345
FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157
FEE/SERVICE SCHEDULES Item #271
FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84
FINANCIAL HISTORY SUMMARY RECORDS Item #347
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS Item #107
FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS) Item #108
FINANCIAL TRANSACTION RECORDS: DETAIL Item #435
FINANCIAL TRANSACTION RECORDS: SUMMARY Item #436
FUEL TAX REPORTS Item #213
GRANT FILES Item #422
INVESTMENT RECORDS Item #278
LIEN DOCUMENTATION FILES Item #405
LOCAL GOVERNMENT MILEAGE REPORTS Item #390
PASSPORT RECORDS: DAILY Item #407
PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395
PETTY CASH DOCUMENTATION RECORDS Item #202
PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389
PURCHASING RECORDS Item #42
RAIN CHECKS Item #293
REVENUE SHARING APPLICATIONS Item #388
SALES/USE/LOCAL OPTION TAX RECORDS Item #368
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
77
TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305
TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413
TRAVEL RECORDS Item #52
TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375
UNCLAIMED PROPERTY RECORDS Item #309
UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149
VOUCHERS: FEDERAL PROJECTS PAID Item #156
Administration
ADMINISTRATIVE CONVENIENCE RECORDS Item #2
ADMINISTRATIVE SUPPORT RECORDS Item #3
ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122
ADVERTISEMENTS: LEGAL Item #25
ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380
ANNUAL REPORTS: COUNTY GOVERNMENT Item #246
ANNUAL REPORTS: GOVERNING BODY Item #245
AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393
AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394
BALLOTS Item #397
BONUS/AWARD RECORDS: EMPLOYEES Item #333
BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS item #169
BUSINESS TAX RECEIPT RECORDS: LOCAL GOVERNMENT Item #221
CABINET AFFAIRS FILES Item #11
CALENDARS Item #89
CEMETERY/DISPOSAL OF HUMAN REMAINS RECORDS Item #235
CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207
COMMITTEE/BOARD APPOINTMENT RECORDS Item #334
COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379
COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94
COMPUTER LOGS Item #391
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64
CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65
COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337
CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17
CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338
DIRECTIVES/POLICIES/PROCEDURES Item #186
DONATION RECORDS Item #342
DRAFTS AND WORKING PAPERS Item #242
ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231
ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211
ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167
EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208
FACILITY RESERVATION/RENTAL RECORDS Item #270
FEASIBILITY STUDY RECORDS Item #106
FEE/SERVICE SCHEDULES Item #271
FINAL ORDERS RECORDS: INDEXED OR LISTED Item #67
FINAL ORDERS RECORDS: SUPPORTING DOCUMENTS Item #396
FINAL ORDERS RECORDS: NOT INDEXED OR LISTED Item #421
FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346
GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
78
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384
GRANT FILES Item #422
GRANT FILES: UNFUNDED APPLICATIONS (APPLICANT’S COPIES) Item #349
INFORMATION REQUEST RECORDS Item #23
INVENTORY: AGENCY RECORDS Item #319
INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351
LEGISLATION RECORDS Item #119
LITIGATION CASE FILES Item #27
LOBBYIST REGISTRATION RECORDS Item #387
LOST AND FOUND RECORDS Item #354
MAIL: REGISTERED AND CERTIFIED Item #47
MAIL: UNDELIVERABLE/RETURNED Item #1
MAILING/CONTACT LISTS Item #29
MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30
MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282
MINORITY APPOINTMENT REPORTING RECORDS Item #406
MINUTES: OFFICIAL MEETINGS Item #32
MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4
MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/
NON-POLICY ADVISORY BOARDS) Item #424
MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123
MINUTES: OTHER MEETINGS Item #33
MUNICIPAL COURT DOCKET RECORDS Item #323
NEWS RELEASES Item #34
OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124
OPINIONS: LEGAL Item #26
OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125
ORDINANCES Item #228
ORDINANCES: SUPPORTING DOCUMENTS Item #229
ORGANIZATION CHARTS Item #126
PASSPORT RECORDS: DAILY Item #407
PERMITS: CONFINED SPACE ENTRY Item #284
POSTAGE/SHIPPING RECORDS Item #133
PROBATION RECORDS Item #320
PROCLAMATIONS Item #142
PROJECT FILES: CAPITAL IMPROVEMENT Item #136
PROJECT FILES: FEDERAL Item #137
PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138
PROJECT FILES: OPERATIONAL Item #291
PUBLIC INFORMATION FILES Item #128
PUBLIC PROGRAM/EVENT RECORDS Item #238
PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392
PUBLICATION PRODUCTION RECORDS Item #198
RADIO LOGS Item #292
RAIN CHECKS Item #293
RECORDS DISPOSITION DOCUMENTATION Item #45
RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322
RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68
RECORDS RETRIEVAL/REFERENCE RECORDS Item #295
RESOLUTIONS Item #297
RESOLUTIONS: SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS
Item #429
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
79
RESOLUTIONS: SUPPORTING DOCUMENTS Item #143
RIGHT-OF-WAY PERMIT RECORDS Item #430
RULE DEVELOPMENT FILES Item #367
RULE REPORTING FILES Item #431
SECURITY BREACH NOTICE RECORDS Item #432
SIGNATURE AUTHORIZATION RECORDS Item #300
SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370
SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411
STAFF ADMINISTRATION RECORDS Item #371
SUBJECT/REFERENCE FILES Item #373
SUBPOENAS Item #374
SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386
SURVEILLANCE RECORDINGS Item #302
SURVEYS: AERIAL Item #303
TELEPHONE CALL RECORDS Item #28
TRAFFIC ACCIDENT REPORTS Item #306
TRAINING MATERIAL RECORDS Item #147
TRANSITORY MESSAGES Item #146
VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243
WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376
WORK ORDERS Item #141
WORK SCHEDULES Item #289
911 RECORDS: LOGS Item #377
Building/Development
ADDRESS REQUEST RECORDS Item #415
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244
ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331
ANNEXATION RECORDS Item #247
ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216
ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204
ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252
ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332
BACKFLOW AND CROSS CONNECTION CONTROL PROGRAM RECORDS Item #416
CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255
CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256
CODE VIOLATION RECORDS: CITATION ISSUED Item #398
CODE VIOLATION RECORDS: HEARING CASE FILES Item #236
CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237
COMPREHENSIVE MASTER PLANS: ADOPTED Item #166
COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64
EMERGENCY MANAGEMENT PLAN REVIEW RECORDS Item #419
ENGINEERING RECORDS: INFRASTRUCTURE Item #344
GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
80
HISTORICAL DESIGNATION RECORDS Item #423
INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276
INSPECTOR’S ROUTE SHEETS: DAILY Item #277
LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352
LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #404
LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #405
LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353
LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253
LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY)
Item #254
MAPS: ORIGINALS Item #280
PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408
PERMITS: BUILDING Item #286
PERMITS: CONFINED SPACE ENTRY Item #284
PERMITS: MINING (LOCAL GOVERNMENT) Item #287
PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288
PROJECT FILES: CAPITAL IMPROVEMENT Item #136
REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364
REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172
REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (NO PERMITTING FEE) Item #427
REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY
CODE/ORDINANCE (PERMITTING FEE) Item #428
RIGHT-OF-WAY PERMIT RECORDS Item #430
SUBDIVISION PLANS Item #301
SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386
TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304
TRAFFIC ACCIDENT REPORTS Item #306
ZONING VARIANCE RECORDS Item #312
Health and Medical
DRUG TEST CASE FILES Item #260
EXPOSURE RECORDS Item #227
HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350
HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324
HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325
INJURY/ILLNESS RECORDS Item #188
MEDICAL RECORDS Item #212
MEDICAL RECORDS: VETERAN SERVICES Item #311
NOISE EXPOSURE MEASUREMENT RECORDS Item #283
PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS Item #426
PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
81
Human Resources, Personnel, and Payroll
AFFIRMATIVE ACTION RECORDS Item #82
ATTENDANCE AND LEAVE RECORDS Item #116
ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249
BARGAINING RECORDS Item #87
BONUS/AWARD RECORDS: EMPLOYEES Item #333
DEFERRED COMPENSATION SUMMARY REPORTS Item #339
DISCIPLINARY CASE FILES: EMPLOYEES Item #98
DRUG TEST CASE FILES Item #260
DRUG TEST EQUIPMENT RECORDS Item #261
DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262
ELECTRONIC FUNDS TRANSFER RECORDS Item #264
EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269
EMPLOYEE CONDUCT COUNSELING RECORDS Item #206
EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24
EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400
EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113
EMPLOYMENT ELIGIBILITY VERIFICATION FORMS Item #420
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103
FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157
FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346
GRIEVANCE FILES Item #110
MINORITY APPOINTMENT REPORTING RECORDS Item #407
PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385
PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129
PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183
PAYROLL RECORDS: NOT POSTED Item #214
PAYROLL RECORDS: POSTED Item #35
PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195
PENSION RECORDS: PLAN/FUND Item #358
PENSION RECORDS: RETIREES Item #359
PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19
PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162
PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66
PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378
POSITION DESCRIPTION RECORDS Item #38
PROMOTION/TRANSFER REQUEST RECORDS Item #139
SALARY COMPARISON REPORTS Item #49
SALARY SCHEDULES Item #240
SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144
SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411
WORK SCHEDULES Item #289
Maintenance, Property, and Purchasing
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70
BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71
BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
82
ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401
EQUIPMENT REFERENCE FILES Item #223
EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104
EQUIPMENT/VEHICLE USAGE RECORDS Item #224
HISTORICAL DESIGNATION RECORDS Item #423
INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276
INVENTORY: AGENCY PROPERTY Item #40
INVENTORY: AGENCY RECORDS Item #319
PROPERTY CONTROL RECORDS Item #222
PROPERTY TRANSFER RECORDS Item #41
PURCHASING RECORDS Item #42
REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364
REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172
REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164
RECORDS DISPOSITION DOCUMENTATION Item #45
RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322
RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68
UNCLAIMED PROPERTY RECORDS Item #309
VEHICLE RECORDS Item #154
VENDOR FILES Item #97
Public Safety
ANIMAL CONTROL RECORDS Item #234
CODE VIOLATION RECORDS: CITATION ISSUED Item #398
DISASTER PREPAREDNESS DRILL RECORDS Item #259
DISASTER PREPAREDNESS PLANS Item #210
DISASTER RELIEF RECORDS Item #321
EMERGENCY MANAGEMENT PLAN REVIEW RECORDS Item #419
EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266
EMERGENCY OPERATIONS RECORDS: REGISTRY OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS
Item #267
EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268
EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATION RECORDS Item #265
FALSE ALARM RECORDS Item #345
FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402
GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383
GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384
INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193
INSPECTION REPORTS: FIRE EXTINGUISHER Item #219
MOSQUITO CONTROL RECORDS Item #425
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
83
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE
PROGRAM RECORDS Item #356
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION
AUTHORIZATION RECORDS Item #357
PROBATION RECORDS Item #320
RADIO LOGS Item #292
STORAGE TANK RECORDS Item #412
VEHICLE LOCATOR RECORDS Item #414
911 RECORDS: LOGS Item #377
911 COMMUNICATIONS RECORDS Item #434
Risk Management, Security, and Insurance
ACCESS CONTROL RECORDS Item #189
AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393
AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394
DRUG TEST EQUIPMENT RECORDS Item #261
DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262
EXPOSURE RECORDS Item #227
INCIDENT REPORT FILES Item #241
INJURY/ILLNESS RECORDS Item #188
INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193
INSPECTION REPORTS: FIRE EXTINGUISHER Item #219
INSURANCE RECORDS: AGENCY Item #111
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE
PROGRAM RECORDS Item #356
NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION
AUTHORIZATION RECORDS Item #357
NOISE EXPOSURE MEASUREMENT RECORDS Item #283
PARKING DECAL/PERMIT RECORDS: EMPLOYEES Item #127
PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408
RESPIRATOR FIT TESTING RECORDS Item #298
SECURITY SCREENING RECORDS Item #369
STORAGE TANK RECORDS Item #412
SURVEILLANCE RECORDINGS Item #302
VEHICLE ACCIDENT RECORDS Item #78
VISITOR/ENTRY RECORDS Item #54
WORKERS' COMPENSATION PROGRAM ADMINISTRATION RECORDS Item #55
Social/Human Services and Veterans Services
CHILD CARE RECORDS Item #257
General Records Schedule GS1-SL for State and Local Government Agencies
***FUNCTIONAL CATEGORY LISTING***
84
CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275
CLIENT CASE FILES: VETERAN SERVICES Item #310
COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS Item #258
DISASTER RELIEF RECORDS Item #321
EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113
HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273
HOUSING FINANCE ASSISTANCE RECORDS Item #274
MEDICAL RECORDS: VETERAN SERVICES Item #311
