“PUBLIC RECORDS” MEANS ALL DOCUMENTS, PAPERS, LETTERS, MAPS, BOOKS, TAPES, PHOTOGRAPHS, FILMS,...

What is a Record? Arggg!!!

Spreadsheets

Project records

E-mail messages

System Data

Maps

Publications

Statistical Analysis

Peer Review Documentsroject records

Photographs

Meeting Notes

Budget Data

““PUBLIC RECORDS” MEANS ALL DOCUMENTS, PAPERS, LETTERS, MAPS, BOOKS, TAPES, PUBLIC RECORDS” MEANS ALL DOCUMENTS, PAPERS, LETTERS, MAPS, BOOKS, TAPES, PHOTOGRAPHS, FILMS, SOUND RECORDINGS, DATA PROCESSING SOFTWARE, OR OTHER PHOTOGRAPHS, FILMS, SOUND RECORDINGS, DATA PROCESSING SOFTWARE, OR OTHER MATERIAL, MATERIAL, REGARDLESS OF THE PHYSICAL FORM, CHARACTERISTICS, OR MEANS OF REGARDLESS OF THE PHYSICAL FORM, CHARACTERISTICS, OR MEANS OF TRANSMISSIONTRANSMISSION, MADE OR RECEIVED PURSUANT TO LAW OR ORDINANCE OR IN , MADE OR RECEIVED PURSUANT TO LAW OR ORDINANCE OR IN CONNECTION WITH THE TRANSACTION OF OFFICIAL BUSINESS BY ANY AGENCY. CONNECTION WITH THE TRANSACTION OF OFFICIAL BUSINESS BY ANY AGENCY. (119.011(1), (119.011(1), F.S.).F.S.).

THE FLORIDA SUPREME COURT FURTHER DEFINED PUBLIC RECORDS IN A SEMINAL 1980 LEGAL DECISION. IN SHEVIN V. BYRON, HARLESS, SCHAFFER, REID, AND ASSOCIATES (379 SO. 2D 633, FLA. 1980), THE COURT RULED THAT A PUBLIC RECORD:

. . . IS ANY MATERIAL PREPARED IN CONNECTION WITH OFFICIAL AGENCY BUSINESS WHICH IS INTENDED TO PERPETUATE, COMMUNICATE, OR FORMALIZE KNOWLEDGE OF SOME TYPE.

THEREFORE, ANY DOCUMENT MEETING THE ABOVE CRITERIA SET FORTH BY THE COURT IS A PUBLIC RECORD REGARDLESS OF WHETHER IT IS IN FINAL FORM OR IS DESIGNATED BY THE AGENCY AS A “DRAFT,” “WORKING COPY,” OR “PRELIMINARY VERSION.” IF AN AGENCY HAS CIRCULATED A “DRAFT” FOR REVIEW, COMMENT, OR INFORMATIONAL PURPOSES, THAT DRAFT IS A PUBLIC RECORD.

ELECTRONIC RECORDS ARE GOVERNED BY F.S. 119.ELECTRONIC RECORDS ARE GOVERNED BY F.S. 119.

PAPER RECORDS ARE GOVERNED BY F. S. 119.PAPER RECORDS ARE GOVERNED BY F. S. 119.

DIGITIZED OR IMAGED RECORDS ARE GOVERNED BY F.S. 119.DIGITIZED OR IMAGED RECORDS ARE GOVERNED BY F.S. 119.

Public Records DefinitionsPublic Records Definitions


ST PETE COLLEGE RECORDS ARE SUBJECT TO FLORIDA STATUTES ST PETE COLLEGE RECORDS ARE SUBJECT TO FLORIDA STATUTES 119, KNOWN AS THE PUBLIC RECORDS LAW, AND FLORIDA 119, KNOWN AS THE PUBLIC RECORDS LAW, AND FLORIDA ADMINISTRATIVE CODE. ADMINISTRATIVE CODE. RECORDS MUST BE MADE AVAILABLE FOR RECORDS MUST BE MADE AVAILABLE FOR THE PUBLIC TO VIEW UPON REQUEST, UNLESS THE FLORIDA THE PUBLIC TO VIEW UPON REQUEST, UNLESS THE FLORIDA STATUTES PROVIDE A SPECIFIC EXEMPTION. STATUTES PROVIDE A SPECIFIC EXEMPTION.

NOTE: FERPA PROVIDES A FEDERAL EXEMPTION FROM NOTE: FERPA PROVIDES A FEDERAL EXEMPTION FROM DISCLOSING STUDENT RECORDS EXCEPT FOR DIRECTORY DISCLOSING STUDENT RECORDS EXCEPT FOR DIRECTORY INFORMATION WITHOUT A SIGNED RELEASE.INFORMATION WITHOUT A SIGNED RELEASE.

THE GENERAL COUNSEL’S OFFICE COORDINATES PUBLIC THE GENERAL COUNSEL’S OFFICE COORDINATES PUBLIC RECORDS REQUESTS.RECORDS REQUESTS.


RECORDS RETENTION CAN BE BASED ON U.S. RECORDS RETENTION CAN BE BASED ON U.S. FEDERAL LAW, STATE LAW, LOCAL LAW, FEDERAL LAW, STATE LAW, LOCAL LAW, ACCREDITATION STANDARDS, OR AUDIT REQUIREMENTS. (NOTE: IF ANY RETENTION PERIODS ARE SHORTER THAN THE STATE OF FL, THEN RECORDS MUST BE KEPT ACCORDING TO FLORIDA STATE RETENTION GUIDELINES.)

RECORDS RETENTION PERIODS ARE RECORDS RETENTION PERIODS ARE DETERMINED BY THE LEGAL, ADMINISTRATIVE, DETERMINED BY THE LEGAL, ADMINISTRATIVE, FISCAL, AND HISTORICAL VALUE OF A RECORD. FISCAL, AND HISTORICAL VALUE OF A RECORD.

PUBLIC RECORDS STATUTES ALLOW FOR THE PUBLIC RECORDS STATUTES ALLOW FOR THE DESTRUCTION OF RECORDS WHICH HAVE MET DESTRUCTION OF RECORDS WHICH HAVE MET

THEIR RETENTION PERIODS.THEIR RETENTION PERIODS.

ELECTRONIC RECORDS FOLLOW THE SAME ELECTRONIC RECORDS FOLLOW THE SAME RETENTION GUIDELINES AS PAPER RECORDS AND RETENTION GUIDELINES AS PAPER RECORDS AND SHOULD BE DESTROYED WHEN THE SHOULD BE DESTROYED WHEN THE CORRESPONDING PAPER RECORDS ARE CORRESPONDING PAPER RECORDS ARE DESTROYED.DESTROYED.

ONLY ABOUT 2%-3% OF RECORDS HAVE A ONLY ABOUT 2%-3% OF RECORDS HAVE A PERMANENT RETENTION REQUIREMENT.PERMANENT RETENTION REQUIREMENT.

Public Public RecordsRecords Definitions Definitions

Records Retention Records Retention SchedulesSchedules

SCHEDULES ARE PUBLISHED BY THE STATE OF SCHEDULES ARE PUBLISHED BY THE STATE OF FLORIDA DIVISION OF LIBRARY AND INFORMATION FLORIDA DIVISION OF LIBRARY AND INFORMATION SERVICES, BUREAU OF ARCHIVES AND RECORDS SERVICES, BUREAU OF ARCHIVES AND RECORDS MANAGEMENT.MANAGEMENT.

CURRENTLY THERE ARE 15 STATE OF FLORIDA CURRENTLY THERE ARE 15 STATE OF FLORIDA GENERAL RECORDS RETENTION SCHEDULES.GENERAL RECORDS RETENTION SCHEDULES.


GS1 ADMINISTRATIVEGS1 ADMINISTRATIVE GS2 LAW ENFORCEMENTGS2 LAW ENFORCEMENT GS3 SUPERVISOR OF GS3 SUPERVISOR OF

ELECTIONSELECTIONS GS4 HOSPITALS AND GS4 HOSPITALS AND

MEDICALMEDICAL GS5 UNIVERSITY AND GS5 UNIVERSITY AND

COMMUNITY COLLEGECOMMUNITY COLLEGE GS6 BUILDING DEPT (NOW GS6 BUILDING DEPT (NOW

MERGED WITH GS1)MERGED WITH GS1) GS7 PUBLIC SCHOOLSGS7 PUBLIC SCHOOLS

GS8 FIRE DEPARTMENTSGS8 FIRE DEPARTMENTS GS9 STATE ATTORNEYGS9 STATE ATTORNEY GS10 PUBLIC DEFENDERGS10 PUBLIC DEFENDER GS11 CLERK OF COURTGS11 CLERK OF COURT GS12 PROPERTY GS12 PROPERTY

APPRAISERAPPRAISER GS13 TAX COLLECTORGS13 TAX COLLECTOR GS14 PUBLIC UTILITIESGS14 PUBLIC UTILITIES GS15 LIBRARYGS15 LIBRARY


STATE OF FLORIDA GENERAL RETENTION STATE OF FLORIDA GENERAL RETENTION SCHEDULES SPECIFY:SCHEDULES SPECIFY:

HOW PUBLIC RECORDS SHOULD BE HOW PUBLIC RECORDS SHOULD BE CLASSIFIED OR NAMED CLASSIFIED OR NAMED

HOW LONG EACH CLASSIFICATION OF HOW LONG EACH CLASSIFICATION OF RECORDS MUST BE KEPTRECORDS MUST BE KEPT

HOW/WHEN PUBLIC RECORDS MAY BE HOW/WHEN PUBLIC RECORDS MAY BE DESTROYEDDESTROYED

Records InventoryRecords Inventory A PORTION OF YOUR RECORDS ARE DUPLICATES, A PORTION OF YOUR RECORDS ARE DUPLICATES,

OR HAVE MET THEIR SCHEDULED RETENTION OR HAVE MET THEIR SCHEDULED RETENTION PERIOD, AND CAN BE LEGALLY DESTROYED.PERIOD, AND CAN BE LEGALLY DESTROYED.

A PORTION OF YOUR RECORDS ARE INACTIVE A PORTION OF YOUR RECORDS ARE INACTIVE AND SHOULD BE TRANSFERRED TO STORAGE.AND SHOULD BE TRANSFERRED TO STORAGE.

A PORTION OF YOUR RECORDS ARE ACTIVE AND A PORTION OF YOUR RECORDS ARE ACTIVE AND STILL NEEDED IN THE OFFICE ENVIRONMENT.STILL NEEDED IN THE OFFICE ENVIRONMENT.

Preparing your RecordsPreparing your Records

INVENTORY YOUR RECORDS IN ORDER TO DETERMINE WHAT INVENTORY YOUR RECORDS IN ORDER TO DETERMINE WHAT YOU HAVE, AND WHERE IT IS. BE SURE TO KEEP THE INVENTORY YOU HAVE, AND WHERE IT IS. BE SURE TO KEEP THE INVENTORY LIST CURRENT.LIST CURRENT.

DETERMINE THE APPROPRIATE RETENTION CODE FOR EACH DETERMINE THE APPROPRIATE RETENTION CODE FOR EACH CLASSIFICATION OF RECORDS.CLASSIFICATION OF RECORDS.

SELECT A FILING SYSTEM THAT WILL BEST SUIT YOUR NEEDS.SELECT A FILING SYSTEM THAT WILL BEST SUIT YOUR NEEDS.

IT IS RECOMMENDED THAT YOU PURGE YOUR OFFICE OF IT IS RECOMMENDED THAT YOU PURGE YOUR OFFICE OF “INACTIVE” FILES AT LEAST ANNUALLY.“INACTIVE” FILES AT LEAST ANNUALLY.

Preparing Your RecordsPreparing Your Records

ALPHAALPHA

NUMERICNUMERIC

SUBJECTSUBJECT

GEOGRAPHICGEOGRAPHIC

CHRONOLOGICALCHRONOLOGICAL

Preparing Your RecordsPreparing Your Records

BOX RECORDS ACCORDING TO THE FILING SYSTEM YOU CHOOSE. BOX RECORDS ACCORDING TO THE FILING SYSTEM YOU CHOOSE.

ON-CAMPUS RECORDS ASSISTANCE IS ALWAYS AVAILABLEON-CAMPUS RECORDS ASSISTANCE IS ALWAYS AVAILABLE

STATE RETENTION SCHEDULES AVAILABLE ON SHARE POINT STATE RETENTION SCHEDULES AVAILABLE ON SHARE POINT (address below) (address below)

https://onecollegesupport.spcollege.edu/admin/ABS/Facilities/ESR/SitePages/Home.aspx

Preparing Your RecordsPreparing Your Records WHEN SENDING “INACTIVE” FILES TO STORAGE, WHEN SENDING “INACTIVE” FILES TO STORAGE, REMEMBERREMEMBER::

DO NOT MIX FILES WITH DIFFERENT RETENTION REQUIREMENTS IN THE DO NOT MIX FILES WITH DIFFERENT RETENTION REQUIREMENTS IN THE SAME BOX (I.E. RECORDS WITH A 3 YEAR RETENTION REQUIREMENT SAME BOX (I.E. RECORDS WITH A 3 YEAR RETENTION REQUIREMENT SHOULD NOT BE PLACED INTO THE SAME BOX WITH RECORDS HAVING A 10 SHOULD NOT BE PLACED INTO THE SAME BOX WITH RECORDS HAVING A 10 YEAR RETENTION REQUIREMENT).YEAR RETENTION REQUIREMENT).

USE THE REQUIRED BOX TYPE AND DO NOT PACK BOXES TOO TIGHTLY.USE THE REQUIRED BOX TYPE AND DO NOT PACK BOXES TOO TIGHTLY.

LEAVE ROOM FOR FUTURE ADDITIONS. AVOID PAPER CUTS, TORN LEAVE ROOM FOR FUTURE ADDITIONS. AVOID PAPER CUTS, TORN CUTICLES, AND OTHER INJURIES THAT MIGHT RESULT FROM TRYING TO CUTICLES, AND OTHER INJURIES THAT MIGHT RESULT FROM TRYING TO DIG THROUGH BOXES THAT HAVE BEEN OVER-STUFFED.DIG THROUGH BOXES THAT HAVE BEEN OVER-STUFFED.

IMPORTANCE OF GOOD RECORDSMANAGEMENT

COST SAVINGS/ COST REDUCTIONS.COST SAVINGS/ COST REDUCTIONS.

COSTS ASSOCIATED WITH THE CREATION AND COSTS ASSOCIATED WITH THE CREATION AND STORAGE OF UNNECESSARY RECORDS (I.E. STORAGE OF UNNECESSARY RECORDS (I.E. PURCHASE OF FILING CABINETS).PURCHASE OF FILING CABINETS).

COSTS ASSOCIATED WITH USING EXPENSIVE OFFICE COSTS ASSOCIATED WITH USING EXPENSIVE OFFICE SPACE FOR FILE STORAGE.SPACE FOR FILE STORAGE.

COSTS INCURRED BY SEARCHING FOR LOST OR COSTS INCURRED BY SEARCHING FOR LOST OR MISSING FILES, CALCULATED AS FOLLOWS: HOURLY MISSING FILES, CALCULATED AS FOLLOWS: HOURLY SALARY (INCLUDING BENEFITS) X HOURS WORKED SALARY (INCLUDING BENEFITS) X HOURS WORKED FOR EACH EMPLOYEE INVOLVED IN THE SEARCH.FOR EACH EMPLOYEE INVOLVED IN THE SEARCH.

Importance Of Good Records Importance Of Good Records ManagementManagement

PROTECTS THE ORGANIZATION IN THE EVENT OF PROTECTS THE ORGANIZATION IN THE EVENT OF A LAWSUIT BY ENSURING THAT RECORDS ARE A LAWSUIT BY ENSURING THAT RECORDS ARE RETAINED FOR THE REQUIRED PERIOD OF TIME.RETAINED FOR THE REQUIRED PERIOD OF TIME.

PROTECTS THE ORGANIZATION IN THE EVENT OF PROTECTS THE ORGANIZATION IN THE EVENT OF A LAWSUIT BY ENSURING THAT RECORDS WHICH A LAWSUIT BY ENSURING THAT RECORDS WHICH ARE NO LONGER REQUIRED ARE ROUTINELY ARE NO LONGER REQUIRED ARE ROUTINELY DESTROYED AS A PART OF ON-GOING BUSINESS DESTROYED AS A PART OF ON-GOING BUSINESS OPERATIONS, AND IN ACCORDANCE WITH THE OPERATIONS, AND IN ACCORDANCE WITH THE STATE RETENTION SCHEDULES.STATE RETENTION SCHEDULES.


NOTE: SAVED COPIES MUST BE PRODUCED IN NOTE: SAVED COPIES MUST BE PRODUCED IN THE EVENT OF A LAWSUIT, EVEN IF THE THE EVENT OF A LAWSUIT, EVEN IF THE ORIGINAL RECORDS WERE PREVIOUSLY ORIGINAL RECORDS WERE PREVIOUSLY DESTROYED.DESTROYED.

NOTE: HARD DRIVES CAN BE SEIZED DURING NOTE: HARD DRIVES CAN BE SEIZED DURING INVESTIGATIONSINVESTIGATIONS


PROTECTS THE ORGANIZATION BY ENSURING THAT PROTECTS THE ORGANIZATION BY ENSURING THAT VITAL RECORDS OR THOSE WITH PERMANENT VITAL RECORDS OR THOSE WITH PERMANENT RETENTION ARE BACKED UP ON AN ALTERNATIVE RETENTION ARE BACKED UP ON AN ALTERNATIVE MEDIUM AND ARE PROPERLY STORED.MEDIUM AND ARE PROPERLY STORED.

ENSURES THAT RECORDS CAN BE FOUND WHEN ENSURES THAT RECORDS CAN BE FOUND WHEN REQUESTED.REQUESTED.

Electronic RecordsElectronic Records

TREAT YOUR ELECTRONIC FILING CABINET TREAT YOUR ELECTRONIC FILING CABINET JUST LIKE YOUR PAPER ONE!!JUST LIKE YOUR PAPER ONE!!

Electronic Records (Email)Electronic Records (Email)

HERE IS A SAMPLE OF MY ELECTRONIC HERE IS A SAMPLE OF MY ELECTRONIC ARCHIVEARCHIVE INBOX:INBOX:

INBOXINBOX

REFERENCEREFERENCE

INSURANCE CERTIFICATESINSURANCE CERTIFICATES

SHREDDER REPORTSSHREDDER REPORTS

STUDENT INSURANCESTUDENT INSURANCE

Email Quick Reference Guide

E-mail Messages Are Records When..They are made or received by your agency under Federal law or in connection with public business; andThey are preserved or are appropriate for preservation as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government, or because of the information value of the data they contain.

Principal Categories of E-mails to be PreservedPreserve any e-mail correspondence that:Documents the formulation and execution of basic policies and decisions and the taking of necessary actionsDocuments important meetingsFacilitates action by you or your successorsMakes possible a proper scrutiny by the Congress or by duly authorized agenciesProtects the financial, legal, and other rights of the Government and of persons directly affected by the Government’s actions

Points to Remember about E-mailAgency e-mail systems are for “official use” only by authorized personnelBefore deleting any e-mail message, determine whether it meets the legal definition of a record and, if so, preserve a copy of the messagePrinted messages kept as a record should contain essential transmission, receipt data, and attachments; if not, print the data or annotate the printed copyFile printed messages and essential transmission and receipt data with related filesDelete messages that are not records when no longer needed Delete messages that are records, after they have been placed in a recordkeeping system

Courtesy-FL Gulf Coast ARMA

SPC Information Systems UsageSPC Information Systems Usage INFORMATION TECHNOLOGY USE THAT SUPPORTS AND ENABLES THE EFFECTIVE AND EFFICIENT INFORMATION TECHNOLOGY USE THAT SUPPORTS AND ENABLES THE EFFECTIVE AND EFFICIENT

COMPLETION OF JOB DESCRIPTION DUTIES AND ASSIGNED TASKS IS ACCEPTABLE. (BOT # 6.900)COMPLETION OF JOB DESCRIPTION DUTIES AND ASSIGNED TASKS IS ACCEPTABLE. (BOT # 6.900)

OCCASIONAL AND INFREQUENT PERSONAL USE BY EMPLOYEES THAT DOES NOT INTERFERE WITH OCCASIONAL AND INFREQUENT PERSONAL USE BY EMPLOYEES THAT DOES NOT INTERFERE WITH JOB DUTIES, SUPERSEDE WORK RESPONSIBILITIES, OR ADD ADDITIONAL COSTS TO THE COLLEGE JOB DUTIES, SUPERSEDE WORK RESPONSIBILITIES, OR ADD ADDITIONAL COSTS TO THE COLLEGE IS ACCEPTABLE. (BOT # 6.900) IS ACCEPTABLE. (BOT # 6.900)

USE BY FACULTY (AND STUDENTS UNDER THE DIRECTION OF FACULTY) THAT CONTRIBUTES TO USE BY FACULTY (AND STUDENTS UNDER THE DIRECTION OF FACULTY) THAT CONTRIBUTES TO SCHOLARLY RESEARCH AND ACADEMIC WORK WITHIN THE BOUNDARIES OF THE APPROVED SCHOLARLY RESEARCH AND ACADEMIC WORK WITHIN THE BOUNDARIES OF THE APPROVED CURRICULUMCURRICULUM

THE BOARD RESERVES THE RIGHT TO REVIEW AND INSPECT ALL DATA AND MATERIALS ON ANY THE BOARD RESERVES THE RIGHT TO REVIEW AND INSPECT ALL DATA AND MATERIALS ON ANY COMPUTER, SERVER, NETWORK OR OTHER INFORMATION SYSTEMS FURNISHED BY THE COLLEGE COMPUTER, SERVER, NETWORK OR OTHER INFORMATION SYSTEMS FURNISHED BY THE COLLEGE TO ANY STUDENT OR EMPLOYEE. (BOT # 6.900).TO ANY STUDENT OR EMPLOYEE. (BOT # 6.900).

ALL ELECTRONIC RECORDS CREATED, TRANSMITTED OR RECEIVED IN CONNECTION WITH THE ALL ELECTRONIC RECORDS CREATED, TRANSMITTED OR RECEIVED IN CONNECTION WITH THE TRANSACTION OF COLLEGE BUSINESS ARE CONSIDERED PUBLIC RECORDS. EMAIL TRANSACTION OF COLLEGE BUSINESS ARE CONSIDERED PUBLIC RECORDS. EMAIL CORRESPONDENCE, AS WELL AS OTHER ELECTRONIC DOCUMENTS, MESSAGES OR RECORDS, CORRESPONDENCE, AS WELL AS OTHER ELECTRONIC DOCUMENTS, MESSAGES OR RECORDS, MUST BE PRESERVED AND MAINTAINED TO THE EXTENT POSSIBLE AND IN ACCORDANCE WITH MUST BE PRESERVED AND MAINTAINED TO THE EXTENT POSSIBLE AND IN ACCORDANCE WITH APPLICABLE STATE LAW, AND THESE BOARD OF TRUSTEES’ RULES AND PROCEDURES. FACULTY APPLICABLE STATE LAW, AND THESE BOARD OF TRUSTEES’ RULES AND PROCEDURES. FACULTY AND STAFF ARE REQUIRED TO UTILIZE THEIR COLLEGE EMAIL ACCOUNT (INCLUDING, WHERE AND STAFF ARE REQUIRED TO UTILIZE THEIR COLLEGE EMAIL ACCOUNT (INCLUDING, WHERE APPROPRIATE, THEIR ANGEL/LMS ACCOUNT) WHEN TRANSMITTING AND RECEIVING ELECTRONIC APPROPRIATE, THEIR ANGEL/LMS ACCOUNT) WHEN TRANSMITTING AND RECEIVING ELECTRONIC CORRESPONDENCE IN THE COURSE OF CONDUCTING WORK RELATED TO THE COLLEGE. IT SHOULD CORRESPONDENCE IN THE COURSE OF CONDUCTING WORK RELATED TO THE COLLEGE. IT SHOULD BE NOTED, HOWEVER, THAT THE USE OF PERSONAL EMAIL ACCOUNTS OR OTHER NON-COLLEGE BE NOTED, HOWEVER, THAT THE USE OF PERSONAL EMAIL ACCOUNTS OR OTHER NON-COLLEGE ACCOUNTS TO COMMUNICATE COLLEGE RELATED BUSINESS IS SUBJECT TO DISCLOSURE ACCOUNTS TO COMMUNICATE COLLEGE RELATED BUSINESS IS SUBJECT TO DISCLOSURE PURSUANT TO THE FLORIDA PUBLIC RECORD ACT. (CHAPTER 119, FLA. STATS and . BOT # 6.900)PURSUANT TO THE FLORIDA PUBLIC RECORD ACT. (CHAPTER 119, FLA. STATS and . BOT # 6.900)

Information Systems UsageInformation Systems Usage

NOTE: DELETED E-MAIL MESSAGES CAN BE RECOVERED FROM NOTE: DELETED E-MAIL MESSAGES CAN BE RECOVERED FROM BACKUP TAPES OR BY SPECIAL SOFTWARE PROGRAMS.BACKUP TAPES OR BY SPECIAL SOFTWARE PROGRAMS.

NOTE: DOCUMENTS REQUESTED AS PART OF A PUBLIC RECORDS NOTE: DOCUMENTS REQUESTED AS PART OF A PUBLIC RECORDS REQUEST MUST BE PRODUCED.REQUEST MUST BE PRODUCED.

NOTE: USE CAUTION WHEN WORDING E-MAIL MESSAGES. WHAT NOTE: USE CAUTION WHEN WORDING E-MAIL MESSAGES. WHAT WAS INTENDED AS INNOCENT OR HARMLESS COULD BE TAKEN WAS INTENDED AS INNOCENT OR HARMLESS COULD BE TAKEN OUT OF CONTEXT AND MISCONSTRUED BY OTHERS. OUT OF CONTEXT AND MISCONSTRUED BY OTHERS.

SENSITIVE OR CONFIDENTIAL INFORMATION SHOULD NOT BE SENSITIVE OR CONFIDENTIAL INFORMATION SHOULD NOT BE DISCUSSED VIA E-MAIL! DISCUSSED VIA E-MAIL!

Personal ShreddersPersonal Shredders PLEASE READ THE INFORMATION BELOW AND HAVE ALL USERS ACKNOWLEDGE THEIR PLEASE READ THE INFORMATION BELOW AND HAVE ALL USERS ACKNOWLEDGE THEIR

UNDERSTANDING BY REPLYING TO THIS EMAIL. UNDERSTANDING BY REPLYING TO THIS EMAIL. DUE TO FLORIDA STATUTES REGARDING PUBLIC RECORDS LAWS, SHREDDERS ARE NORMALLY DUE TO FLORIDA STATUTES REGARDING PUBLIC RECORDS LAWS, SHREDDERS ARE NORMALLY

APPROVED ONLY FOR THOSE DEPARTMENTS THAT HAVE VERY LARGE AMOUNTS OF DOCUMENTS APPROVED ONLY FOR THOSE DEPARTMENTS THAT HAVE VERY LARGE AMOUNTS OF DOCUMENTS THAT HAVE BEEN OTHERWISE PRESERVED, I.E.: SCANNED OR MICROFILMED. THAT HAVE BEEN OTHERWISE PRESERVED, I.E.: SCANNED OR MICROFILMED.

FLORIDA STATUTES REQUIRE THAT WE RETAIN ALL RECORDS BASED ON ESTABLISHED RETENTION FLORIDA STATUTES REQUIRE THAT WE RETAIN ALL RECORDS BASED ON ESTABLISHED RETENTION PERIODS. ADDITIONALLY, PERIODS. ADDITIONALLY, WE MUST REPORT TO THE STATE, ANNUALLY, ALL RECORDS WE MUST REPORT TO THE STATE, ANNUALLY, ALL RECORDS DESTROYEDDESTROYED. IN ORDER FOR THE COLLEGE TO COMPLY WITH THIS REQUIREMENT, IT IS NECESSARY . IN ORDER FOR THE COLLEGE TO COMPLY WITH THIS REQUIREMENT, IT IS NECESSARY TO TRACK THE RECORDS THAT ARE SHREDDED AS WELL.TO TRACK THE RECORDS THAT ARE SHREDDED AS WELL.

CONSIDERATION FOR A SHREDDER MUST MEET THE FOLLOWING REQUIREMENTS.CONSIDERATION FOR A SHREDDER MUST MEET THE FOLLOWING REQUIREMENTS.

1) YOUR DEPARTMENT HEAD AND YOUR PROVOST MUST APPROVE.1) YOUR DEPARTMENT HEAD AND YOUR PROVOST MUST APPROVE.

2) YOU MUST BE WILLING TO ASSUME RESPONSIBILITY FOR WHAT IS SHREDDED.2) YOU MUST BE WILLING TO ASSUME RESPONSIBILITY FOR WHAT IS SHREDDED.

3) YOU MUST ASSURE THAT 3) YOU MUST ASSURE THAT ONLY DUPLICATESONLY DUPLICATES ARE SHREDDED. ARE SHREDDED.

4) ORIGINALS MUST FOLLOW THE RECORDS MANAGEMENT PROCESS FOR STORAGE OF RECORDS.4) ORIGINALS MUST FOLLOW THE RECORDS MANAGEMENT PROCESS FOR STORAGE OF RECORDS.

5) YOU MUST RECORD (BY WEIGHT, VOLUME, OR PIECES) THE AMOUNT OF PAPER SHREDDED, BY 5) YOU MUST RECORD (BY WEIGHT, VOLUME, OR PIECES) THE AMOUNT OF PAPER SHREDDED, BY RECORD TYPE. I CAN PROVIDE ASSISTANCE ON THIS IF NEEDED.RECORD TYPE. I CAN PROVIDE ASSISTANCE ON THIS IF NEEDED.

ALSO, YOU WILL BE ASKED TO PROVIDE ANNUALLY A TOTAL AMOUNT OF SHREDDING THAT HAS ALSO, YOU WILL BE ASKED TO PROVIDE ANNUALLY A TOTAL AMOUNT OF SHREDDING THAT HAS BEEN DONE FOR INCLUSION IN THE REPORT TO THE STATE.BEEN DONE FOR INCLUSION IN THE REPORT TO THE STATE.

6) YOU MUST LIMIT ACCESS TO ONLY THOSE THAT ARE AWARE OF THESE PROCEDURES6) YOU MUST LIMIT ACCESS TO ONLY THOSE THAT ARE AWARE OF THESE PROCEDURES ..

Contact InformationContact Information::

KARA SCHRADER-SMITHKARA SCHRADER-SMITHRISK MANAGEMENTRISK MANAGEMENT

341-3080, or Ext 3080341-3080, or Ext 3080

[email protected]

Thank You For AttendingThank You For Attending

“PUBLIC RECORDS” MEANS ALL DOCUMENTS, PAPERS, LETTERS, MAPS, BOOKS, TAPES, PHOTOGRAPHS, FILMS,...

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Transcript of “PUBLIC RECORDS” MEANS ALL DOCUMENTS, PAPERS, LETTERS, MAPS, BOOKS, TAPES, PHOTOGRAPHS, FILMS,...