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Policies and Procedures

Finance & Administration

4-OP-F-3 Records Management


Responsible Division: Finance and Administration
Approving Official: Vice President of Finance and Administration
Effective Date: January 1, 2014
Last Revision Date: Unrevised at this time.

 

SPECIFIC AUTHORITY

Florida Statutes Chapter 119 and 257
Rules 1B-24.001 and 1B-24.003, Florida Administrative Code

OBJECTIVE

To specify the methods and responsibilities for the retention, storage, disposal and archival of Florida State University records.

OVERVIEW

Florida State University generates and receives many public records as a result of its operations. The handling and storage of these records involves significant costs and warrants careful management. Furthermore, as an agency of the State of Florida, the University and its employees must ensure the safekeeping of public records that have archival, administrative or legal value.

To ensure the proper handling and safekeeping of its records, Florida State University has implemented a Records Management Program. This program applies to all units of the University. The Records Management Liaison Officer for the University is charged with the responsibility of administering the Records Management Program. All transactions between the University and components of the Bureau of Archives and Records Management are to be handled by or coordinated with the Records Management Liaison Officer or representative.

Each unit of the University has the primary responsibility for the proper handling and safeguarding of the public records in its control. This responsibility includes ensuring that the retention value of each type or series of records is established; requesting the development of official records retention schedules for each type or series of records; ensuring that these schedules are followed with regard to the retention and disposal of records; and complying with other aspects of the Records Management Program.

A.  DEFINITIONS

Public Records - (as defined by Chapter 119, F.S.) Public records are all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, electronic mail or other material (regardless of physical form or characteristics) made or received pursuant to law or ordinance or in connection with the transaction of official business by an agency of the State of Florida. 

Records Management Liaison Officer (RMLO) - Each State agency is required by the Department of State, Bureau of Archives and Records Management to designate an employee as its Records Management Liaison Officer. This individual is responsible for developing the agency's records management program and for providing communication and procedural coordination between the agency and the Bureau of Archives and Records Management.
The Records Management Liaison Officer may be contacted through the Office of the Vice President for Finance and Administration. 

Retention - The minimum time period necessary to retain records before they have met their administrative, legal, fiscal or historical usefulness, as set forth by the Department of State. 

Records Retention Schedule - A standard approved by the Department of State, Bureau of Archives and Records Management for the agency's orderly retention, transfer or disposal of public records taking into consideration their legal, fiscal, administrative and historical value.

B.  RETENTION AND MAINTENANCE OF RECORDS
 

1.   All records should be managed in such a way as to:

i.  Meet legal standards for protection, storage and retrieval

ii.  Protect the privacy of faculty, staff and students as required by law

iii.  Optimize the use of space

iv.  Minimize the cost of record retention

v.  Destroy outdated records in an appropriate manner.

2.   Each department, college, school or academic unit will manage its records in accordance with University requirements, in compliance with applicable federal and state laws, and in accordance with retention schedules developed by the Department of State, Bureau of Archives and Records Management.

C.  ELECTRONIC RECORDS

An electronic record is any information that is recorded in machine readable form. Electronic records include numeric, graphic, audio, video, and textual information which is recorded or transmitted in analog or digital form such as electronic spreadsheets, word processing files, databases, electronic mail, instant messages, scanned images, digital photographs, and multimedia files. Electronic records that meet the definition of public records must be managed and made available according to applicable laws and rules. Records retention schedules apply to records regardless of their physical format.

Electronic records are to be created and/or stored in accordance with Rule 1B-26.003, Florida Administrative Code.

D.  DISPOSAL OF RECORD

1.  Before records may be destroyed Block 1 through 5g of a Records Disposition Document must be completed and sent to the University RMLO

2.  The Records Disposition Document will be reviewed by the University RMLO, in consultation with the Office of the General Counsel.

3.  The approved Records Disposition Document will be returned to the originating department. Only at this time may the records be destroyed. 

4.  Once the destruction is complete, the appropriate department personnel must sign blocks 5g and 7 and return the completed document to the University RMLO. The form will remain in a permanent file within the University RMLO office.

5.  Instructions for the destruction of records, as well as Records Disposition Documents and other forms may be obtained from the University RMLO.

GENERAL RECORDS SCHEDULES 

Visit the State Library & Archives of Florida General Schedules at: http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm