Florida Administrative Code › 1 - DEPARTMENT OF STATE › 1B - Division of Library and Information Services › Chapter 1B-24 - PUBLIC RECORDS SCHEDULING AND DISPOSITION › Section 1B-24.001 - General

Current through Reg. 50, No. 138; July 16, 2024
(1) This chapter establishes standards and
				procedures for the scheduling and disposition of public records to promote
				economical and efficient management of records and to ensure that records of
				archival value under an agency's control are so designated and ultimately
				transferred to the Florida State Archives or to a local records office,
				archives, or historical records repository.
(2) Each agency in the State of Florida is
				responsible for complying with the provisions of this chapter.
(3) For the purpose of this chapter:
(a) "Agency" means any state, county, or
				municipal officer, department, district, division, board, bureau, commission or
				other separate unit of government created or established by law.
(b) "Custodian" means the elected or
				appointed state, county, district, or municipal officer charged with the
				responsibility of maintaining the office having public records, or his or her
				designee.
(c) "Disposition" means
				final actions taken with regard to public records that have met all retention
				requirements and are no longer needed for current government business as
				indicated in General Records Schedules or Records Retention Schedules.
				Disposition may include either destruction of public records or transfer of
				public records to the custody of another public agency such as the Florida
				State Archives or a local government archives or records repository.
(d) "Division" means the Division of Library
				and Information Services of the Department of State.
(e) "Electronic records" means any
				information that is recorded in machine readable form.
(f) "Florida State Archives" means the
				program maintained by the Division for the preservation of those public records
				and other papers that have been determined by the Division to have sufficient
				historical or other value to warrant their continued preservation by the state
				and which have been accepted by the Division for transfer to its
				custody.
(g) "General Records
				Schedules" means retention requirements established by the Division for public
				records common to all agencies or specified types of agencies within the State
				of Florida indicating the minimum time such records must be kept.
(h) "Intermediate files" (processing files)
				are temporary electronic files used to create, correct, reorganize, update, or
				derive output from master data files. Intermediate files are precursors of
				public records, and are not, in themselves, public records which must be
				retained. Intermediate files only exist provided a final product is
				subsequently generated which perpetuates, communicates, or formalizes knowledge
				of some type. In the absence of such a final product, processing files
				constitute final evidence of the knowledge to be recorded and shall not be
				construed as intermediate files for the purposes of this chapter.
(i) "Public records" are those as defined in
				section  119.011, F.S., and include
				records that are designated by statute as confidential or exempt from public
				disclosure.
(j) "Record (master)
				copy" means public records specifically designated by the custodian as the
				official record.
(k) "Record
				series" means a group of related public records arranged under a single filing
				arrangement or kept together as a unit (physically or intellectually) because
				they consist of the same form, relate to the same subject or function, result
				from the same activity, document a specific type of transaction, or have some
				other relationship arising from their creation, receipt, or use. A record
				series might contain records in a variety of forms and formats that document a
				particular program, function, or activity of the agency.
(l) "Records Retention Schedule" means
				retention requirements established by the Division for public records held by a
				specified agency within the State of Florida indicating the minimum time such
				records must be kept.
(m)
				"Retrospective conversion project" means the bulk microfilming or digital
				reformatting of existing backfiles; it does not refer to day-to-day scanning of
				current items conducted as part of daily
				workflow.