Records Retention

The length of time you are required to keep a College record is based on the record’s content and the Records Retention Schedule.

FSCJ Policy and Procedure

The College will retain all records, including digital and electronic (email) communication, according to the retention schedules set forth by the Florida Department of State Division of Library & Information Services and in consultation with the College’s Office of Records Management. College facilities are designed to allow the storage of three (3) years of records within the space assigned to each campus, center or department. See APM 02-1403, Records Retention and Disposition for more information.

Retention Schedules

The length of time you are required to keep information considered a public record is determined by a Records Retention Schedule. FSCJ's records retention schedule identifies and describes College records, usually by type such as an annual report, and provides a time period for records maintenance before disposal. Information such as a reference copy of a report should be kept as long as it is being used.

There are two types of retention schedules: General Records Schedules and Individual Records Schedules. General Records Schedules establish retention requirements for records common to several or all offices, while Individual Records Schedules establish retention requirements for records that are unique to particular departments or offices. All of these retention schedules establish the minimum length of time a record series must be maintained. Retention schedules do not tell you when you must dispose of records; they tell you how long you must retain records before disposal is allowed.

Factors Influencing Disposition of Public Records

Litigation: When the College has been given notice that a potential cause of action is pending or underway, records related to that cause should be placed on hold and not be disposed of regardless of prior approval.

Public Records Requests: According to Section 119.07(2)(c), F.S., 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 for the record was served or otherwise made to the custodian of the record 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 shall not dispose of the record except by order of a court of competent jurisdiction after notice to all affected parties.

Accreditation Standards: Some colleges receive national or statewide accreditation or certification by professional societies, organizations and associations. These groups may require a longer retention period for some records than those which are mandated under state or federal law. The Florida Bureau of Archives and Records Management issues minimum legal retention periods in its General Records Schedules. Colleges may choose to maintain their records for a longer period of time to meet such standards. If, however, a shorter retention period is requested, the General Records Schedule would prevail.

Records in Support of Financial or Performance Audits: 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 Florida Department of Financial Services and the Office of the Auditor General). No records involved in a pending audit, legal or other official action may be destroyed before that audit or action is resolved. Records used during routine audits may be destroyed when the governing body accepts the audit, if the records have completed the retention period listed in the schedule. If time remains in the retention period, the records must be retained for the remainder of the period.

Record Appraisal

All records should be appraised in relation to their purpose, period of usefulness and value to an office. Records that reach a file or other housing should have administrative, legal, research or historical value.

• Administrative: created for conducting departmental responsibilities to assist the office in performing activities.
• Legal: contain evidence of legally enforceable rights or obligations (contracts, deeds, etc.).
• Fiscal: pertain to financial transactions such as budget, ledgers, payroll and vouchers.
• Research, Historical or Archival: reflect significant historical events or document the history and development of an office.

Statutory Authority

Florida Statutes & Administrative Code Rules

Chapter 119, 2014 Florida Statutes, Public Records Law

Chapter 1B-11, Florida Administrative Code, Use of Archives and Archives Facilities

Chapter 1B-24, Florida Administrative Code, Public Records Scheduling and Disposition

Designated Custodians for Filing

In order to control the storage of and access to official College records, the College has designated specific operating units to maintain the "files of record" for specific subject areas. Per APM 02-1401, all College personnel receiving or generating documents pertaining to a subject area listed below should ensure that copies of the documents are forwarded to the designated custodian for filing, as follows:

Records Control Form

This form is required for all boxed records. Each box must have a form attached. Forms are available for purchase through Central Stores.

For detailed instructions on how to properly complete the form, click here.

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.

Recommended Links

• Board Rules
• Public Records Request