fsu.edu | Records Managment

OP-F-3 RECORDS MANAGEMENT

SPECIFIC AUTHORITY
Florida Statutes Chapter 119 and 257
Florida Administrative Code Chapter 1B-11, 1B-24, 1B-26.003 and 1B-021
Florida Department of State Rules 1A-27.07 and 1A-21

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 department 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; insuring 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 - 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 Administration.

Retention - The minimum time period necessary to retain records before they have met their administrative, legal, fiscal or historical usefulness.

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. RECORDS RETENTION SCHEDULES
A records retention schedule will be developed for each type or series of records retained or disposed of by a unit of the University. This schedule describes the records involved, establishes the retention value of the records and indicates the approved disposition of the records when they are no longer actively used.

No official university records are to be disposed of unless they are listed on a records retention schedule or appear in the General Records Schedule and their disposal is in accordance with the terms of the approved schedule.

The Records Management Liaison Officer will assist units in developing retention schedules or in adding new records to established schedules. The Records Management Liaison Officer will work in conjunction with personnel from other departments to establish recommended retention and disposition criteria for records. The completed forms should be forwarded to the Records Management Liaison Officer where the terms of the schedule will be checked and then forwarded to the Bureau of Archives and Records Management. The Bureau of Archives and Records Management will verify the terms of the schedule and check them against legal, archival and administrative requirements. All retention schedules must be approved by the Bureau of Archives and Records Management. Once approved, a copy of the retention schedule will be provided to the department involved.

C. STORAGE OF RECORDS
Referenced records that must be retained should not be stored in office space. Arrangements can be made through the Records Management Liaison Officer to transfer such records to the State Records Storage Center (Center). Storage facilities at the Center are protected against vandalism, theft, fire, smoke and unauthorized access. Records stored at the Center remain the property of the University. Any portion of records stored at the Center may be retrieved by calling the Center and requesting the specific records. The Center will deliver the requested file(s) or they may be picked up from the Center. Records to be transferred to the Center for storage should be selected carefully, as the University is assessed storage and accession fees for all such records. All records stored at the Center must be listed on approved retention schedules. The Center will notify the Records Management Liaison Officer when records reach the required retention schedule and are eligible for disposal. The Records Management Liaison Officer will contact the depositing office to approve disposal of the records.

D. MICROFILMING OF RECORDS
State laws and regulations require certain public records to be microfilmed in order to ensure their preservation. The Bureau of Archives and Records Management will specify on retention schedules those records that must be microfilmed. In other cases, a unit may wish to use microfilming as an efficient and economical medium for storing information. The Bureau of Archives and Records Management can provide all types of microfilming services to the University at a cost. Information regarding such services may be obtained by contacting the Records Management Liaison Officer or by visiting the Bureau of Archives and Records Management web site at http://dlis.dos.state.fl.us/barm/handbooks/micrographics.pdf.

E. DISPOSAL OF RECORDS
University records will be disposed in accordance with approved retention schedules. Even though a retention schedule indicates that a given series of records are due for disposal, approval must be obtained from the Bureau of Archives and Records Management prior to the actual disposal of the records. The Records Management Liaison Officer will assist each unit in the preparation of disposal requests. Once the disposal requests are approved by the Bureau of Archives and Records Management, the process of disposal of the records may proceed.

Records that have exceeded the scheduled retention period and are stored at the Center will be destroyed by Center personnel after the depositing unit has been contacted and given approval for disposal.

FORMS
Visit the Bureau of Archives and Records Management web site at:
http://dlis.dos.state.fl.us/barm/barmforms.html

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


	Business Operations Facilities/Space Faculty & Staff Financial General University Records/Information Safety/Insurance Technology			OP-F-3 RECORDS MANAGEMENT SPECIFIC AUTHORITY Florida Statutes Chapter 119 and 257 Florida Administrative Code Chapter 1B-11, 1B-24, 1B-26.003 and 1B-021 Florida Department of State Rules 1A-27.07 and 1A-21 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 department 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; insuring 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 - 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 Administration. Retention - The minimum time period necessary to retain records before they have met their administrative, legal, fiscal or historical usefulness. 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. RECORDS RETENTION SCHEDULES A records retention schedule will be developed for each type or series of records retained or disposed of by a unit of the University. This schedule describes the records involved, establishes the retention value of the records and indicates the approved disposition of the records when they are no longer actively used. No official university records are to be disposed of unless they are listed on a records retention schedule or appear in the General Records Schedule and their disposal is in accordance with the terms of the approved schedule. The Records Management Liaison Officer will assist units in developing retention schedules or in adding new records to established schedules. The Records Management Liaison Officer will work in conjunction with personnel from other departments to establish recommended retention and disposition criteria for records. The completed forms should be forwarded to the Records Management Liaison Officer where the terms of the schedule will be checked and then forwarded to the Bureau of Archives and Records Management. The Bureau of Archives and Records Management will verify the terms of the schedule and check them against legal, archival and administrative requirements. All retention schedules must be approved by the Bureau of Archives and Records Management. Once approved, a copy of the retention schedule will be provided to the department involved. C. STORAGE OF RECORDS Referenced records that must be retained should not be stored in office space. Arrangements can be made through the Records Management Liaison Officer to transfer such records to the State Records Storage Center (Center). Storage facilities at the Center are protected against vandalism, theft, fire, smoke and unauthorized access. Records stored at the Center remain the property of the University. Any portion of records stored at the Center may be retrieved by calling the Center and requesting the specific records. The Center will deliver the requested file(s) or they may be picked up from the Center. Records to be transferred to the Center for storage should be selected carefully, as the University is assessed storage and accession fees for all such records. All records stored at the Center must be listed on approved retention schedules. The Center will notify the Records Management Liaison Officer when records reach the required retention schedule and are eligible for disposal. The Records Management Liaison Officer will contact the depositing office to approve disposal of the records. D. MICROFILMING OF RECORDS State laws and regulations require certain public records to be microfilmed in order to ensure their preservation. The Bureau of Archives and Records Management will specify on retention schedules those records that must be microfilmed. In other cases, a unit may wish to use microfilming as an efficient and economical medium for storing information. The Bureau of Archives and Records Management can provide all types of microfilming services to the University at a cost. Information regarding such services may be obtained by contacting the Records Management Liaison Officer or by visiting the Bureau of Archives and Records Management web site at http://dlis.dos.state.fl.us/barm/handbooks/micrographics.pdf. E. DISPOSAL OF RECORDS University records will be disposed in accordance with approved retention schedules. Even though a retention schedule indicates that a given series of records are due for disposal, approval must be obtained from the Bureau of Archives and Records Management prior to the actual disposal of the records. The Records Management Liaison Officer will assist each unit in the preparation of disposal requests. Once the disposal requests are approved by the Bureau of Archives and Records Management, the process of disposal of the records may proceed. Records that have exceeded the scheduled retention period and are stored at the Center will be destroyed by Center personnel after the depositing unit has been contacted and given approval for disposal. FORMS Visit the Bureau of Archives and Records Management web site at: http://dlis.dos.state.fl.us/barm/barmforms.html GENERAL RECORDS SCHEDULES Visit the State Library & Archives of Florida General Schedules at: http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm