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Records Retention

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.  

 

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 has procedural manuals and other helpful information outlining everything you need to know about “Records Retention and Destruction.”  The Basics of Records Management is an informative handbook.

 

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 GS1-SL 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.

 

Kathleen Wheeler 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 Kathleen Wheeler 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.

 

Related Links

Records Disposition Request Form

Records Schedules GS1 & GS7