Office of Records Management

FOR TRANSCRIPTS OR STUDENT RECORDS, PLEASE CONTACT
STUDENT SERVICES OR CALL (904) 646-2300.

Records Management and Public Records at Florida State College at Jacksonville

Florida State College at Jacksonville is required by state law to make available, preserve and safeguard public records which document the College's operations, policies, procedures and decisions and those which protect the legal and financial rights of the College. Management of public records is one of the many administrative functions assigned to all College departments and staff. Click on the "Records Management Resources" link on the left of this page to learn more about the Florida Statutes, Rules, and FSCJ Policies and Procedures that govern records management at FSCJ.

Records Management and College Archivist

The Office of Records Management is staffed by the FSCJ Records Management Program Coordinator, who is also designated as the Records Management Liaison Officer (RMLO) to the State. Under direction of the Vice President of the College and Provost, this position is responsible for developing College-wide records management policies and services, maintaining records retention schedules, and collecting and preserving selected College records and associated documents of the College. This position also serves as the College Archivist.

Records Management Overview

Records management is the systematic and administrative control of records throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance and disposition.

Records management provides:

• Compliance with legal retention requirements.
• Cost savings with reduced space requirements in offices and on servers.
• Increased efficiency in retrieval of information.
• Control over new records creation.
• Support and documentation of institutional policy formation.
• Identification of historical records.
• Litigation support and protection by maintenance of only those records necessary to business activities.

Records management includes:

• Records appraisal for establishing administrative, legal, fiscal or historical value of records' content.
• Establishment of standards for controlling, retaining, and destroying or preserving public records.
• Development of records retention schedules.
• Provisions for adequate protection of records in any format that are vital, archival or confidential in nature.
• Maintenance of public information records in any format, in any manner, to facilitate access by the public as required by Florida law.
• Provisions for disposal of inactive records.

Results of poor records management may include:

• Information loss: Unused records can add to the retrieval time needed to find information and poorly named files can lead to lost records.
• Unnecessary expense: Keeping unused documents takes up valuable storage space.
• Litigation potential: All records created by the College are potential documentation in lawsuits. Keeping records beyond their retention period or destroying documents too soon can be costly.

To learn more about how to establish a records management file plan at your campus, center or department, please review Records Management Plan for Your Office (PDF) or contact the Office of Records Management.

Hot Topics

The Records Management Training Manual has been developed to provide answers to your records management questions.

FOR TRANSCRIPTS OR STUDENT RECORDS, CONTACT STUDENT SERVICES OR CALL (904) 646-2300.

Point of Contact

Catherine Hodges
Records Management Program Coordinator and Records Management Liaison Officer

Office of Records Management
Florida State College at Jacksonville
501 West State St.
Jacksonville, FL 32202
Phone: (904) 632-3196
Email 

FOR TRANSCRIPTS OR STUDENT RECORDS, PLEASE CONTACT STUDENT SERVICES OR CALL (904) 646-2300.