Schools Records Retention and Destruction
Schools are responsible for their own “Records” retention and destruction, as there is no budget available at the “District” level to accommodate this. Records will not be picked up and stored by the Warehouse and the Maintenance Department no longer picks up records for shredding/destruction.
Schools must follow the guidelines as outlined in the Florida State Department of Library and Archives regarding records retention and destruction. The Department of Library and Archives website http://dos.myflorida.com/library-archives/records-management/ has procedural manuals and other helpful information outlining everything you need to know about “Records Retention and Destruction.”
The State General Records Schedule GS7 (see link below) specifically addresses Public Schools. Any records not found in the GS7 should be found in the GS1L for Local Government Agencies. These Schedules include descriptions and retention periods and have a record number reference for any given record type. Records, which are ready for destruction according to the time frames outlined in the State general records schedules (GS1 & GS7), must be shredded, burned or buried and must have documentation to that effect. The “Disposition Request” requires the number of cubic feet destroyed. Cubic feet measures are necessary for State reporting purposes. A good guideline to estimate cubic feet is as follows: A legal size file box holds 2 cubic feet, a letter size file box holds 1.5 cubic feet.
Randy Porto will review and approve the destruction requests and keep a copy for the record and for State information requests. Please forward completed disposition requests to Randy Porto in “Accounting Operations” for review and approval.
The “District” currently contracts with Gilmore Services for Administrative records retention and shredding, however Schools may contact any vendor that provides these services if they choose.
Electronic mail is subject to the same access and retention requirements as other public records covered by the Florida Public Records Law. Click here for guidance on email retention & destruction.
Records disposition request form: http://dos.myflorida.com/library-archives/records-management/forms-and-publications/
Records schedules GS1 & GS7: http://dos.myflorida.com/library-archives/records-management/general-records-schedules/