In the search bar, you can limit your results by doing any of the following:
1. Entering a specific Schedule Identifier (GS1-SL, GS4, GS5, or UF)
2. Entering a specific Item Number
3. Entering a Retention Schedule Title (Clinical Study Records)
4. Entering a keyword (payroll, financial, grant, etc.)
Please remember that the retention schedules may not use the same terminology you do, so keep trying alternative or similar words to locate more accurate results. Additionally, if a retention schedule was updated, removed, or changed, please pay particular attention to the Notes field. Where appropriate, references to superseded schedules have been included.
If you would like to limit by records with archival value, please search the table using the terms archives or archival.
Commonly Used Retention Schedules
Combines the most commonly used retention schedules from GS1-SL, GS4, GS5, and University of Florida specific schedules into one convenient searchable table. Accurate as of it's last update on 7/14/2023.| Schedule Identifier | Item Number | Schedule Title | Description | Retention | Notes |
|---|---|---|---|---|---|
| GS1-SL | 189 | ACCESS CONTROL RECORDS | This record series consists of records pertaining to employee, contractor or subscriber access to a facility or resource (e.g., office building, secure office area, parking facility, computer network) including, but not limited to, arrival/departure data, key assignment records, identification badge records, parking assignment records, network account and permission records, etc. This series does not include records relating to visitors, such as visitor logs or visitor badges. See also “VISITOR/ENTRY RECORDS.” | 1 anniversary year after superseded or access rights terminated. | |
| GS1-SL | 2 | ADMINISTRATIVE CONVENIENCE RECORDS | This record series consists of DUPLICATES of public records maintained for the convenience of officials and employees in carrying out their duties. These records are NOT the official file or record (master) copy. Do NOT use this item if records fall under a more appropriate retention schedule item. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 3 | ADMINISTRATIVE SUPPORT RECORDS | This record series consists of records relating to internal administrative activities rather than the functions for which the office exists. These records document day-to-day office management and do not serve as official documentation of office programs. Examples are an individual’s daily activity tracking log used to compile periodic activity reports; sign-up sheets for staff use of office equipment or facilities (e.g., reserving a meeting room); and records documenting operating and use of an internal staff library. Do NOT use this item if records fall under a more appropriate retention schedule item or if the unique content/requirements of the records necessitate that an individual retention schedule be established. For instance, use Budget Records: Supporting Documents for budget work papers, or use Purchasing Records for records relating to purchase of office supplies; etc. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 122 | ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER | This record series consists of records documenting the substantive actions of elected officials or appointed program managers or agency directors, including but not limited to state agency department heads and their executive staff. These records constitute the official record of an agency's performance of its functions and formulation of policy and program initiatives. This series may include various types of records, such as correspondence (including electronic communications); memoranda; statements prepared for delivery at meetings, conventions, or other public functions that are designed to advertise and promote departmental programs, activities, and policies; interviews; and reports concerning agency program development and implementation. See also “CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT,” ”DIRECTIVES/POLICIES/PROCEDURES,” and “SUBJECT/REFERENCE FILES.” These records may have archival value. | 10 anniversary years; State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 82 | AFFIRMATIVE ACTION RECORDS | This record series consists of records relating to an agency’s affirmative action plan and/or affirmative-action-related activities, including reports submitted to the Equal Employment Opportunity Commission (EEOC), discrimination complaints, correspondence, and investigation records. If the records document compliance under a federal grant program, use “GRANT FILES” or “PROJECT FILES: FEDERAL.” See also “EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS” and “BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS.” | 2 anniversary years provided litigation has been resolved. | |
| GS1-SL | 234 | ANIMAL CONTROL RECORDS | This record series consists of animal adoption applications, registrations, licenses, violation notices, health department correspondence, tag receipts, rabies alerts, rabies vaccination certificates, sodium pentobarbital administration records, quarantine case files, euthanasia decrees, trap records, neglect or abuse cases that have not resulted in litigation, and patient medical records for a limited service veterinary medical practice clinic. Limited service veterinary medical practice clinic records may include: specific information on the identification of each animal and its owner, indication of the parasitic procedure, recommendations of the future immunizations and procedures, the medication administered, the dates and dosages of each medicine, the route and frequency of administration, and the tests performed and results received. Sodium pentobarbital administration records may include: the date of use, identification of the animal on which it was used, the amount administered, the signature of the person administering the drug, the signature of the on-site administrator certifying at least once a month the accuracy of the drug’s use, and the signature of the on-site manager attesting to the accuracy of the records. These records are subject to audit by the Drug Enforcement Administration. The series includes records maintained by animal control agencies and shelters documenting the intake and disposition of animals. Please refer to Section 381.0031, Florida Statutes (Epidemiological research; report of diseases of public health significance to department), Section 823.15, Florida Statutes (Public or private animal agencies; sterilization required for dogs and cats released; recordkeeping requirements; microchipping), Section 828.30, Florida Statutes (Rabies vaccination of dogs, cats, and ferrets), and Rule 61G18-15.0071, Florida Administrative Code (Limited Service Patient Records). Retention is pursuant to Rule 64B16-29.004, Florida Administrative Code, Animal Control Shelter Permits, Records. | 4 anniversary years. | |
| GS1-SL | 245 | ANNUAL REPORTS: GOVERNING BODY | This record series consists of the annual program, narrative, and statistical report issued by the highest level of authority within an agency. It is a comprehensive compilation of all annual reports submitted by departments, divisions, bureaus, program offices, and other subdivisions including boards, commissions, and dependent special districts. This is NOT the annual financial report required under Section 218.32, Florida Statutes, nor is it the annual financial audit report required under Section 218.39, Florida Statutes, and Chapters 10.558(3), 10.807(3), and 10.857(4) of the Rules of the Auditor General of the State of Florida. See also “ANNUAL REPORTS: COUNTY GOVERNMENT,” “AUDITS: AUDITOR GENERAL,” “AUDITS: INDEPENDENT,” and “FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | Offer to University of Florida Archives for review. |
| GS1-SL | 332 | ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN | This record series consists of building plans and permit applications that have been submitted for review but were abandoned or withdrawn by the applicant with no permit issued or upon verification that no work was performed under the permit. The retention is based on Florida Building Code 105.3.2, Time limitation of application: “An application for a permit for any proposed work shall be deemed to have been abandoned 180 days after the date of filing, unless such application has been pursued in good faith or a permit has been issued; except that the building official is authorized to grant one or more extensions of time for additional periods not exceeding 90 days each. The extension shall be requested in writing and justifiable cause demonstrated.” See also “ARCHITECTURAL/BUILDING PLANS: COMMERCIAL,” “ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” and “ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL.” | 180 days after last action. | |
| GS1-SL | 216 | ARCHITECTURAL/BUILDING PLANS: COMMERCIAL | This record series consists of graphic and engineering records (blueprints, elevations, specification plans, as-builts, etc.) that depict conceptual as well as precise measured information for the planning and construction of, or additions to, commercial buildings, including government facilities. This retention applies to the record copy held by the local government permitting authority (often a building department) or filing office (such as the county clerk). Other governmental departments may hold duplicates for their reference use; for example, an agency that owns or rents a structure may hold copies for operational use (see REAL PROPERTY RECORDS: PROPERTY ACQUIRED). Refer to Chapter 553, Florida Statutes, Building Construction Standards, and Section 95.11(3)(c),Florida Statutes, Statute of Limitations regarding design, planning or construction of an improvement to real property. NOTE: This item does not cover permits for construction in floodplains; use NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS. See also “ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL,” “ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” “ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN” and “ENGINEERING RECORDS: INFRASTRUCTURE.” | Retain for life of structure OR 10 anniversary years after issuance of certificate of occupancy or termination of contract with professional engineer, registered architect, or licensed contractor, whichever is later. | |
| GS1-SL | 204 | ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS | This record series consists of preliminary graphic and engineering drawing records that depict conceptual as well as precise measured information for the planning and construction of facilities. See also “ARCHITECTURAL/BUILDING PLANS: COMMERCIAL,” “ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL,” “ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN,” and “ENGINEERING RECORDS: INFRASTRUCTURE.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 116 | ATTENDANCE AND LEAVE RECORDS | This record series consists of requests or applications for vacation, sick, family medical leave act (FMLA), and other types of leave including leaves of absences; time sheets or time cards along with any required documentation (medical statements or excuses from a physician, jury duty summons, or military orders, etc.) submitted by an employee to document authorized absences; reports of leave hours used and accrued during a pay period; and reports of leave balances for all agency employees. NOTE: Use PAYROLL RECORDS: SUPPORTING DOCUMENTS if the records are used at least in part to determine or verify pay or benefits. | 3 fiscal years. | |
| GS1-SL | 249 | ATTENDANCE RECORDS: COMMUNITY SERVICE | This record series consists of, but is not limited to, time sheets, time cards, and sign-in logs for community service workers performing work in accordance with a court order or as part of a school or other community service program. These individuals do not receive any financial remuneration or retirement benefits for community service hours worked. Court-ordered community service workers must document their employment for the court or be subject to jail time, fine, or forfeiture. | 1 calendar year after last date of service. | |
| GS1-SL | 393 | AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS | This record series consists of system generated audit trails tracking events relating to records in critical information systems including, but not limited to, systems containing patient records, law enforcement records, public health and safety records, clinical trial records, voter and election records, and financial transaction records. Audit trails link to specific records in a system and track such information as the user, date and time of event, and type of event (data added, modified, deleted, etc.). Since audit trails may play an integral part in prosecution, disciplinary actions, or audits or other reviews, agencies are responsible for ensuring that internal management policies are in place for retaining audit trails as long as necessary for these purposes. | Retain each audit trail entry as long as the record to which the entry relates. | |
| GS1-SL | 394 | AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS | This record series consists of system-generated audit trails tracking events relating to records in information systems used for routine agency administrative activities. Audit trails link to specific records in a system and track such information as the user, date and time of event, and type of event (data added, modified, deleted, etc.). Since audit trails may play an integral part in prosecution, disciplinary actions, or audits or other reviews, agencies are responsible for ensuring that internal management policies are in place for retaining audit trails as long as necessary for these purposes. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 56 | AUDITS: INDEPENDENT | This record series consists of reports, including any appropriate financial statements, issued by an independent auditor to establish the position of the audited agencies against their performance standards. The audits may be instigated by any agency, organization, or internal management. These records are created pursuant to Section 11.45, Florida Statutes, Definitions; duties; authorities; reports; rules, and/or Section 215.97, Florida Statutes, Florida Single Audit Act. See also “AUDITS: AUDITOR GENERAL,” “AUDITS: INTERNAL,” “AUDITS: STATE/FEDERAL,” and “AUDITS: SUPPORTING DOCUMENTS.” | 10 fiscal years after audit report release date. | |
| GS1-SL | 73 | AUDITS: INTERNAL | This record series consists of reports issued by an internal auditor to establish the position of the audited agencies against their performance standards. The audits may be instigated by any agency, organization, or internal management. Records of internal audits for state agencies are created pursuant to Section 11.45, Florida Statutes, Definitions; duties; authorities; reports; rules and/or Section 20.055, Florida Statutes, Agency inspector generals. See also “AUDITS: AUDITOR GENERAL,” “AUDITS: INDEPENDENT,” “AUDITS: STATE/FEDERAL,” and “AUDITS: SUPPORTING DOCUMENTS.” | 5 fiscal years after audit report release date. | |
| GS1-SL | 83 | AUDITS: STATE/FEDERAL | This record series consists of reports issued by a federal or state auditor to establish the position of the audited agencies against their performance standards. The audits may be instigated by any agency, organization, or internal management. Records of such audits for state agencies are created pursuant to Section 11.45, Florida Statutes Definitions; authorities; reports; rules. See also “AUDITS: AUDITOR GENERAL,” “AUDITS: INDEPENDENT,” “AUDITS: INTERNAL,” and “AUDITS: SUPPORTING DOCUMENTS.” These records may have archival value. | 10 fiscal years after audit report release date. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 57 | AUDITS: SUPPORTING DOCUMENTS | This record series consists of the documentation and supporting documents used to develop audit reports, including all bills, accounts, transaction records, reports or other related documentation. The audits may be instigated by any agency, organization, or internal management. See also “AUDITS: AUDITOR GENERAL,” “AUDITS: INDEPENDENT,” “AUDITS: INTERNAL,” and “AUDITS: STATE/FEDERAL.” | 5 fiscal years after audit report release date. | |
| GS1-SL | 50 | AUTOMATED ACCOUNTING SYSTEM REPORTS | This record series consists of reports generated by an agency’s automated accounting system, such as SAMAS (State Automated Management Accounting System), FLAIR (Florida Accounting & Information Resource), Aspire, or other automated accounting system. Included are such reports as a log of all updated transactions entered into the system and a financial statement for each month for all divisions and/or bureaus of the agency. See also “FINANCIAL TRANSACTION RECORDS: DETAIL,” “FINANCIAL TRANSACTION RECORDS: SUMMARY” and “FINANCIAL HISTORY SUMMARY RECORDS.” | 3 fiscal years. | |
| GS1-SL | 416 | BACKFLOW AND CROSS CONNECTION CONTROL PROGRAM RECORDS | This record series documents the testing of residential and commercial backflow assemblies. The Backflow and Cross Connection Control Program (established pursuant to Rule 62-555.360, Florida Administrative Code, Cross-Connection Control for Public Water Systems) prevents the backflow of contaminants into the potable water supply. The series includes, but is not limited to, backflow prevention device inspection forms, backflow assembly test/certification forms, reclaimed water surveys and cross connection control inspection forms. Information regarding the number of inspections completed is generated from these forms and submitted as an annual report to the Florida Department of Health. Retention is pursuant to Rule 62-550.720(3), Florida Administrative Code, Recordkeeping. | 10 anniversary years. | |
| GS1-SL | 397 | BALLOTS | This record series consists of ballots and related records for elections conducted to determine issues not governed by Florida election laws. This may include, but is not limited to, votes on issues addressed by municipal pension board members, advisory councils and committees; election of a chair by board members; election of members of a pension board by employees; and other similar instances. The series may include, but is not limited to: nomination forms, ballots, envelopes, vote tally sheets, and related unused forms. NOTE: For ballots and vote sheets for votes that are required to be taken in public by public officers at public meetings as defined in Section 286.011, Florida Statutes, use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS). NOTE: For ballots and other records relating to elections governed by Florida election laws, use General Records Schedule GS3 for Election Records. | 30 days after vote count or cancellation of election. | |
| GS1-SL | 87 | BARGAINING RECORDS | This record series consists of contracts and supporting documentation related to contracts or agreements between public agencies and labor organizations or employee unions. | 5 fiscal years after expiration or cancellation of contract. | |
| GS1-SL | 70 | BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS | This record series documents the processing and letting of capital improvement successful bids including, but not limited to, legal advertisements, “Requests for Proposals,” “Requests for Qualifications,” “Letters of Interest,” “Invitations to Bid,” “Invitations to Negotiate,” technical specifications, correspondence, bid tabulations, and bid responses. “Capital Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.) that add to the value and extend the useful life of the property, including construction of new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of closed structures. See also “BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS” and “BID RECORDS: NON-CAPITAL IMPROVEMENT.” | Retain as long as related CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY file. | |
| GS1-SL | 71 | BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS | This record series documents the processing and letting of capital improvement unsuccessful bids including, but not limited to, legal advertisements, “Requests for Proposals,” “Requests for Qualifications,” “Letters of Interest,” “Invitations to Bid,” “Invitations to Negotiate,” technical specifications, correspondence, bid tabulations, and bid responses. “Capital Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.) that add to the value and extend the useful life of the property, including construction of new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of closed structures. This series also includes records of bid projects canceled prior to being awarded and projects awarded but canceled prior to any work being done. See also “BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS” and “BID RECORDS: NON-CAPITAL IMPROVEMENT.” | 5 fiscal years after awarded, bid project canceled, or appeal process expires. | |
| GS1-SL | 72 | BID RECORDS: NON-CAPITAL IMPROVEMENT | This record series documents the processing and letting of successful, unsuccessful and canceled non-capital improvement bids including, but not limited to, legal advertisements, “Requests for Proposals,” “Requests for Qualifications,” “Letters of Interest,” “Invitations to Bid,” “Invitations to Negotiate,” technical specifications, correspondence, bid tabulations, and bid responses. See also “BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS” and “BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS.” | 5 fiscal years after awarded, bid project canceled, or appeal process expires. | |
| GS1-SL | 333 | BONUS/AWARD RECORDS: EMPLOYEES | This record series documents bonuses or other awards given to employees based on performance or other criteria. The series may include, but is not limited to, nominations, evaluations and selection records for peer review bonuses or other awards. | 5 fiscal years. | |
| GS1-SL | 58 | BUDGET RECORDS: APPROVED ANNUAL BUDGET | This record series consists of the agency’s approved annual budget and its amendments. This series does NOT include working papers, agency staff analyses, drafts, budget requests, or other supporting documentation relating to the development, modification, or implementation of an agency’s final approved budget. See also “BUDGET RECORDS: SUPPORTING DOCUMENTS.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | Offer to University of Florida Archives for review. |
| GS1-SL | 88 | BUDGET RECORDS: SUPPORTING DOCUMENTS | This record series consists of any documentation relating to the development, modification or implementation of an agency’s final approved budget. The series may include, but is not limited to, working papers, agency staff analyses, drafts, budget requests and other supporting documentation. See also “BUDGET RECORDS: APPROVED ANNUAL BUDGET.” | 3 fiscal years from the budget year the records pertain to. | |
| GS1-SL | 89 | CALENDARS | This record series consists of calendars, appointment books, planners or other records showing official daily appointments and meetings. The series might also include lists of “prioritized daily tasks,” background materials, issues for discussion, and speaking points or remarks. This series does NOT include the record copy of speeches, which are covered by “PUBLIC INFORMATION FILES.” | 1 anniversary year. | |
| GS1-SL | 235 | CEMETERY/DISPOSAL OF HUMAN REMAINS RECORDS | This record series documents each burial or cremation, showing the name of the deceased, date of burial or disposal of cremains, and the lot, plot, and space in which the burial was made or the location at which the cremains were disposed. These records relate to government lands and operations, not to private cemeteries. These records may have archival value. | Permanent. | |
| GS1-SL | 207 | CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS | This record series consists of foundation documents establishing an organization and its mission, functions, duties and responsibilities, and organizational structure. See also “ORDINANCES,” “PROCLAMATIONS,” and “RESOLUTIONS.” These records may have archival value. | Permanent. | Offer to University of Florida Archives for review. |
| GS1-SL | 257 | CHILD CARE RECORDS | This record series consists of information on the children enrolled in a child care facility, including, but not limited to, information and forms required by law such as the child’s legal name, birth date, and preferred nicknames; parents’ names, addresses, and telephone numbers; names of persons allowed to remove child from the facility; physical identification; emergency information; physician information; facility brochure statements; disciplinary procedure statements; procedures for a handicapped child as applicable; enrollment forms; immunization record exemption forms; and health forms. Refer to Section 1003.22, Florida Statutes, School-entry health examinations; immunization against communicable diseases; exemptions; duties of Department of Health; and Section 1003.23, Florida Statutes, Attendance records and reports. | 5 calendar years after termination of enrollment. | |
| GS1-SL | 418 | CITIZEN SUPPORT ORGANIZATION/DIRECT SUPPORT ORGANIZATION REPORT FILES | This record series consists of reports submitted by citizen support organizations and direct support organizations pursuant to Section 20.058, Florida Statutes, Citizen support and direct-support organizations. The series documents such information as the organization’s name, mailing address, telephone number and website address; the statutory authority or executive order pursuant to which the organization was created; a brief description of the organization’s mission and results of its efforts; a brief description of the future plans of the organization; a copy of the organization’s code of ethics; and copy of the organization’s most recent federal Internal Revenue Service Return of Organization Exempt from Income Tax form. | 5 fiscal years from date of report. | |
| GS1-SL | 334 | COMMITTEE/BOARD APPOINTMENT RECORDS | This record series consists of records relating to the appointment of individuals to serve on committees, boards, advisory councils, or other such groups. The series may include, but is not limited to, applications, letters of recommendation, letters of appointment, letters of acceptance, oaths of office, resignation letters, and related correspondence and supporting documentation. See also “COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS.” | 3 fiscal years after term of office ends, appointee resigns, or committee/board is abolished, whichever is applicable. | |
| GS1-SL | 379 | COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS | This record series consists of records relating to applicants not selected to serve on committees, boards, advisory councils, or other such groups. The series may include, but is not limited to, applications, letters of recommendation, and related correspondence and supporting documentation. See also “COMMITTEE/BOARD APPOINTMENT RECORDS.” | 4 anniversary years after appointment and any litigation is resolved. | |
| GS1-SL | 258 | COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS | This record series consists of records documenting the receipt, inventory, and disbursement of U.S. Department of Agriculture supplemental foods, and the receipt and disbursement of administrative funds, including reports of racial and ethnic participation and complaints of improper disbursement or denial of services. Refer to 7CFR247.29, Commodity Supplemental Food Program – Reports and Recordkeeping, for federal recordkeeping, reporting, and retention requirements. | 5 fiscal years. | |
| GS1-SL | 335 | COMMUNICATIONS AUDIO RECORDINGS | This record series consists of audio recordings of radio and telephone communications and complaint calls. The recordings may be made for a variety of purposes including, but not limited to, backup of activity reports, tracking and addressing complaints, quality assurance reviews of customer service calls, or employee training. Since these recordings may play an integral part in disciplinary actions or other agency actions, agencies are responsible for ensuring that internal management policies are in place establishing criteria for which recordings should be retained as long as necessary for these purposes. See also “DISPATCH COMMUNICATIONS RECORDS” and “DISPATCH RECORDS: LOGS.” | 30 days. | |
| GS1-SL | 94 | COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES | This record series consists of individual complaints received from citizens, consumers or employees. The records provide name, address, and telephone number of complainant, date of complaint, nature of complaint, to whom referred and date, action taken, and signature of person taking the action. This series does not include records documenting employee claims of harassment or discrimination. Do NOT use this item if records document a specific type of complaint covered by a different retention schedule item. See also “DISCIPLINARY CASE FILES: EMPLOYEES’” and “GRIEVANCE FILES.” | 1 anniversary year after resolved or closed. | |
| GS1-SL | 166 | COMPREHENSIVE MASTER PLANS: ADOPTED | This record series consists of adopted original and succeeding plans of local governmental agencies required by the State of Florida, including, but not limited to, maps, surveys, site plans, and any other material comprising or incorporated into the adopted comprehensive plan and all associated amendments. The plans may contain elements such as: growth management, sanitary sewer records, drainage records, future land use records, traffic circulation, economic assumptions, conservation, housing, recreation and open space, solid waste, electric utilities, potable water, intergovernmental coordination, mass transit, and all other local government related functions. Refer to Chapter 163, Part II, Florida Statutes, Growth Policy; County and Municipal Planning; Land Development Regulation. See also “COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS).” These records may have archival value. | Permanent. | Offer to University of Florida Archives for review. |
| GS1-SL | 174 | COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) | This record series consists of items used in preparing, but not incorporated into, the adopted original and succeeding plans of local governmental agencies required by the State of Florida. The supporting documents may include, but are not limited to, additional maps, surveys, site plans, correspondence, public opinion polls, copies of relevant studies or analyses, and other materials that support the proposed plan. Refer to Chapter 163, Part II, Florida Statutes, Growth Policy; County and Municipal Planning; Land Development Regulation. See also “COMPREHENSIVE MASTER PLANS: ADOPTED.” These records may have archival value. | 5 anniversary years after adopted. Agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 391 | COMPUTER LOGS | This record series consists of firewall logs, system logs, network logs, or other logs used to maintain the integrity and security of the agency’s computer systems. The logs may record such information as: source and destination Internet Protocol (IP) addresses; user identification information; files, directories, and data that have been accessed; user rights; and running applications and databases. Since these logs may play an integral part in prosecution or disciplinary actions, agencies are responsible for ensuring that internal management policies are in place establishing criteria for which logs or entries should be retained for further investigation. | 30 days or until review of logs is complete, whichever occurs first. | |
| GS1-SL | 64 | CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY | This record series consists of legal documents, correspondence, reports, and other records documenting the negotiation, fulfillment, and termination of capital improvement or real property contracts, leases, or agreements to which the agency is a party, including contracts, leases, or agreements with architects, engineers, builders, and construction companies. “Capital Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.) that add to the value and extend the useful life of the property, including construction of new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of closed structures. “Real Property” means land, buildings, and fixtures. The terms “land,” “real estate,” “realty,” and “real property” may be used interchangeably. See also “CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT.” | 10 fiscal years after completion or termination of contract/lease/agreement. | |
| GS1-SL | 65 | CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT | This record series consists of legal documents, correspondence, reports, and other records documenting the negotiation, fulfillment, and termination of contracts, leases, or agreements to which the agency is a party other than those involving capital improvement/real property. In addition, it includes the various contracts, leases or agreements entered into for goods and services, such as contracted legal services, the purchase of gas and fuel oil, annual purchases of inventory-maintained items, and customer/client agreements. See also “CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY” and “BARGAINING RECORDS.” | 5 fiscal years after completion or termination of contract/lease/agreement. | |
| GS1-SL | 337 | COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION | This record series consists of releases or other documentation authorizing the agency to reproduce, distribute or publish copyrighted materials, including publication on the Internet. The series includes release/authorization forms, correspondence, and related documentation. | Permanent. | |
| GS1-SL | 17 | CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE | This record series consists of correspondence and memoranda of a general nature that are associated with administrative practices or routine office activities and issues but that do not create policy or procedure, document the business of a particular program, or act as a receipt. See also “CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT,” ”DIRECTIVES/POLICIES/PROCEDURES,” and “INFORMATION REQUEST RECORDS.” These records may have archival value. | 3 fiscal years. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 338 | CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT | This record series consists of correspondence and memoranda documenting policy development, decision-making, or substantive programmatic issues, procedures, or activities. See also “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER,” “CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE,” and “DIRECTIVES/POLICIES/PROCEDURES.” These records may have archival value | 5 fiscal years. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 339 | DEFERRED COMPENSATION SUMMARY REPORTS | This record series consists of reports provided to the agency by deferred compensation providers summarizing contributions, gains, losses, and other fund activities over the course of the reporting period. These are not reports of individual employees’ contributions or account activities. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 186 | DIRECTIVES/POLICIES/PROCEDURES | This record series consists of the official management statements of policy for the organization, supporting documents, and the operating procedures that outline the methods for accomplishing the functions and activities assigned to the agency. The series may include, but is not limited to, such materials as employee handbooks, standard operating procedures, management approval documentation, and correspondence and memoranda stating the policies and procedures to be followed by employees. See also “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER,” “CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE,” “CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT,” “DISASTER PREPAREDNESS PLANS,” and “DISASTER PREPAREDNESS DRILL RECORDS.” These records may have archival value. | 2 anniversary years after superseded or becoming obsolete. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 259 | DISASTER PREPAREDNESS DRILL RECORDS | This record series consists of the results of disaster preparedness exercises and supporting documents including scenarios, location of safety related drills, timetables, response times, probable outcomes, areas of difficulty, descriptions of how difficulties were resolved, and areas for improvement. The types of drills include, but are not limited to, fire, tornado, safety, hurricane, and SARA (Superfund Amendments and Reauthorization Act) chemical spills. Section 252.365(3)(b), Florida Statutes, Emergency coordination officers; disaster-preparedness plans, requires state agencies to include in their disaster preparedness plans “schedules and procedures for periodic tests, training, and exercises.” Section 252.38, Florida Statutes, Emergency management powers of political subdivisions, authorizes counties and municipalities to “develop an emergency management plan and program that is coordinated and consistent with the state comprehensive emergency management plan and program.” See also “DISASTER PREPAREDNESS PLANS,” “DIRECTIVES/POLICIES/PROCEDURES,” and “INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH.” | 2 calendar years provided reviews have been conducted. | |
| GS1-SL | 210 | DISASTER PREPAREDNESS PLANS | This record series consists of disaster preparedness and/or recovery plans adopted by an agency. Section 252.365, Florida Statutes, Emergency coordination officers; disaster-preparedness plans, requires state agencies to develop and maintain “a disaster preparedness plan that is coordinated with the applicable local emergency-management agency...” Section 252.38, Florida Statutes, Emergency management powers of political subdivisions, authorizes counties and municipalities to “develop an emergency management plan and program that is coordinated and consistent with the state comprehensive emergency management plan and program.” See also “DISASTER PREPAREDNESS DRILL RECORDS,” “DIRECTIVES/POLICIES/PROCEDURES” and “EMERGENCY MANAGEMENT PLAN REVIEW RECORDS.” These records may have archival value. | 5 fiscal years after superseded or becoming obsolete. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 321 | DISASTER RELIEF RECORDS | This record series consists of all documentation related to the distribution, receipt, or expenditure of state or federal funds, goods or services for natural or man-made disasters, including, but not limited to, major storms, floods, fires, tornadoes, and hurricanes. The records may include applicable disaster relief funding agreements, expenditure reports, and supporting documentation, including, but not limited to, copies of time sheets, payroll records, billing statements, receipts, purchases, executed contracts, invoices, canceled checks, correspondence and daily activity reports. For federal retention requirements, refer to 44CFR206.120(f)(7), State administration of other needs assistance. | 5 fiscal years after submission of final financial report, receipt of last payment, or final activity, whichever is latest. | |
| GS1-SL | 98 | DISCIPLINARY CASE FILES: EMPLOYEES | This record series documents the investigation of allegations of employee misconduct and/or violation of department regulations or orders, state or federal statutes, or local ordinances. The series may include, but is not limited to, statements by the employee, witnesses, and the person filing the complaint. Cases include both formal and informal disciplinary proceedings relating to allegations that were determined as sustained, not sustained, unfounded, or exonerated. “Formal discipline” is defined as disciplinary action involving demotion, removal from office, suspension, or other similar action. “Informal discipline” is defined as any disciplinary action involving written and verbal reprimands, memoranda, or other similar action. These records are filed separately from the employee personnel file, but the final action summary becomes part of the personnel file. See also “EMPLOYEE CONDUCT COUNSELING RECORDS,” “PERSONNEL RECORDS” items, and “STAFF ADMINISTRATION RECORDS.” | 5 anniversary years after final action. | |
| GS1-SL | 434 | DISPATCH COMMUNICATIONS RECORDS | This record series consists of communications to and from a dispatch office or agency. The records might be in the form of recorded telephone calls, text messages or other communication formats and include the complete contents of the communication. Since these records may play an integral part in prosecution or disciplinary actions, agencies are responsible for ensuring that internal management policies are in place establishing criteria for which recordings should be retained for further investigation. See also “COMMUNICATIONS AUDIO RECORDINGS,” “RADIO LOGS” and “DISPATCH RECORDS: LOGS.” | 30 days. | |
| GS1-SL | 377 | DISPATCH RECORDS: LOGS | This record series consists of a daily listing of dispatch telephone calls received indicating time, address, complaint, officer handling the call, handling time, telephone number called from, remarks, and reference signal. This may or may not include a verbatim transcript of the 911 audio recording. The log may be generated from an automated system, such as the Automatic Number Indicator System (ANI). Since these recordings may play an integral part in prosecution or disciplinary actions, agencies are responsible for ensuring that internal management policies are in place to ensure records are retained as long as necessary for these purposes. See also “COMMUNICATIONS AUDIO RECORDINGS,” “RADIO LOGS” and “DISPATCH COMMUNICATIONS RECORDS.” | 1 anniversary year after call received. | |
| GS1-SL | 342 | DONATION RECORDS | This record series documents donations of funds, property, historical documents, artifacts, or other items of long-term value or significance to a public agency or institution including, but not limited to, donations to the collections of cultural heritage institutions such as public archives and museums. The series may include, but is not limited to, correspondence; deeds of gift and/or other transfer documentation; description and/or value of item(s) donated; and documentation of the purpose of the donation and any limitations/restrictions on use. See also “ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS.” | Permanent. | |
| GS1-SL | 242 | DRAFTS AND WORKING PAPERS | This record series consists of materials used in developing, compiling, and assembling a final product such as an agency report or database. The series may include, but is not limited to, copies of correspondence or memoranda; circulated drafts; data entry forms; notes; calculations; and other supporting documents. Drafts of documents that could have a significant effect on an agency’s programs, functions and responsibilities (for instance, agency mission statements or major policy initiatives) should be placed under “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER” or other applicable record series. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 260 | DRUG TEST CASE FILES | This record series documents drug testing of individuals under Florida’s Drug-Free Workplace Act, or as required for Commercial Driver’s License (CDL) or other drivers under U.S. Department of Transportation regulations. The case file may include, but is not limited to, documentation of decisions to administer reasonable suspicion or post-accident testing, or verifying the existence of a medical explanation of the inability of the driver to provide adequate breath or a urine specimen for testing; the employer’s copy of a drug or alcohol test form, including the results of the test; a copy of the controlled substances test chain of custody control form; documents sent by the Medical Review Officer (MRO) to the employer; notice to report for testing; affidavit signed by the employee stating any prescription drugs or over-the-counter medication currently being taken; and final clearance to resume working. This record series can also consist of documentation relating to an employee’s refusal to take or submit samples for an alcohol and/or controlled substances test(s). Refer to Sections 112.0455(7)-(8), Florida Statutes, Florida Drug-Free Workplace Act, Types of Testing and Procedures and Employee Protection, Section 443.1715(3)(b), Florida Statutes, Disclosure of Information; Confidentiality, and 49CFR382.401, Handling of Test Results, Records Retention, and Confidentiality: Retention of records. | 5 anniversary years after final action. | |
| GS1-SL | 261 | DRUG TEST EQUIPMENT RECORDS | This record series consists of records documenting compliance with calibration and other requirements for the use of evidential breath testing (EBT) devices. The series may include, but is not limited to, equipment testing, maintenance and repair records; equipment checklists; external calibration checks; and equipment readings. Refer to 49CFR40, Procedures for Transportation Workplace Drug and Alcohol Testing Programs, and 49CFR382.401, Handling of Test Results, Records Retention, and Confidentiality: Retention of records. See also “DRUG TEST PROGRAM ADMINISTRATION RECORDS.” | 5 anniversary years. | |
| GS1-SL | 262 | DRUG TEST PROGRAM ADMINISTRATION RECORDS | This record series documents the administration of an alcohol and controlled substance testing program under Florida’s Drug-Free Workplace Act, or as required for Commercial Driver’s License (CDL) or other drivers under U.S. Department of Transportation regulations. This series may include, but is not limited to, annual program summaries, logs, information on random selection processes, statistical information, test results, copies of materials on alcohol misuse and controlled substance use awareness, copies of employer’s policy, and copies of testing policies and procedures. Refer to 49CFR382.401, Handling of Test Results, Records Retention, and Confidentiality: Retention of records and 49CFR382.403, Reporting of results in a management information system. See also “DRUG TEST EQUIPMENT RECORDS.” | 5 anniversary years. | |
| GS1-SL | 264 | ELECTRONIC FUNDS TRANSFER RECORDS | This record series consists of the documentation necessary to establish and maintain the electronic transfer of funds. The series may include, but is not limited to: an agreement between the two parties; a form that lists both institutions’ names, their routing numbers, the name(s) and authorizing signature(s) of the account holder(s); direct deposit authorizations; canceled deposit slips or checks; and documentation of the termination of service or transfer of service to a new institution. This series does not include records of specific individual deposits or payments. Retention is pursuant to Statute of Limitations for fraud, Section 95.11(3)(j), Florida Statutes, Limitations other than for the recovery of real property. | 5 fiscal years after termination of service agreement/authorization. | |
| GS1-SL | 231 | ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION | This record series consists of proprietary and non-proprietary software as well as related documentation that provides information about the content, structure, and technical specifications of computer systems necessary for retrieving information retained in machine-readable format. These records may be necessary for an audit process. | Retain as long as software-dependent records are retained. | |
| GS1-SL | 419 | EMERGENCY MANAGEMENT PLAN REVIEW RECORDS | This record series documents review by the county emergency management agency of emergency management plans submitted to the agency for annual review by facilities such as hospitals, nursing homes, assisted living facilities, outpatient surgical centers and adult day care centers that are required by the Agency for Health Care Administration (AHCA) to have such plans. The series may include, but is not limited to, disaster/emergency management plans; correspondence and memoranda (including form letters) issued by the reviewer, either specifying areas where improvements should be made to conform with AHCA standards and requiring resubmission of the plan with the noted corrections or stating that the plan conforms with AHCA standards; and documentation of fees paid for the review service. Refer to Section 252.38(1), Florida Statutes, Emergency management powers of political subdivisions; Counties. See also “DISASTER PREPAREDNESS PLANS.” | 5 fiscal years. | |
| GS1-SL | 267 | EMERGENCY OPERATIONS RECORDS: REGISTRY OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS | This record series documents applicants accepted for special needs or transportation services due to physical, mental, or sensory disabilities. The registry may be updated often, as individuals’ status or needs may change frequently. Refer to Section 252.355(1), Florida Statutes, Emergency Management, Registry of persons with special needs; notice; registration program, which requires that “each local emergency management agency in the state shall maintain a registry of persons with special needs located within the jurisdiction of the local agency...” See also “EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATION RECORDS.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 265 | EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATION RECORDS | This record series consists of applications (accepted or denied) from residents to have a space assignment at a special needs shelter or to receive transportation assistance to a shelter. Applications may include the citizen’s name, address, telephone number, medical disabilities, caretaker’s name, and required accommodations. The series may also include supplemental documentation, such as notifications sent to accepted and denied clients, instructions for accepted clients, and related correspondence. See also “EMERGENCY OPERATIONS RECORDS: REGISTRY OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS.” | 4 anniversary years. | |
| GS1-SL | 269 | EMPLOYEE ASSISTANCE PROGRAM RECORDS | This record series documents services received by employees through an agency sponsored employee assistance program. These programs provide employees with information, treatment and counseling on issues such as substance abuse, financial planning, mental health issues, stress management, and domestic violence. This series may contain letters of inquiry, applications, supporting documentation, referrals, updates on employee treatment, and dates and times of appointments. This series does not contain financial or vendor billing information. Refer to Section 112.0455(5)(m), Florida Statutes, for definition of “Employee assistance program,” and Section 110.1091(2), Florida Statutes, Employee assistance programs; public records exemption. | 2 anniversary years after final action. | |
| GS1-SL | 206 | EMPLOYEE CONDUCT COUNSELING RECORDS | This record series documents initial coaching or counseling of an employee regarding performance or behavior issues that may lead to disciplinary action if not corrected. If disciplinary action is taken, this record becomes part of the employee’s disciplinary case file. See also “DISCIPLINARY CASE FILES: EMPLOYEES,” “PERSONNEL RECORDS” items, and “STAFF ADMINISTRATION RECORDS.” | 1 anniversary year after final action. | |
| GS1-SL | 24 | EMPLOYMENT APPLICATION AND SELECTION RECORDS | This record series consists of all records that document the selection process and justify the selection decision, including, but not limited to, the job opportunity announcement and any other recruitment efforts; position description, including the knowledge, skills, and abilities (KSAs) necessary to perform the job; applications and résumés for employment, including any demographic data provided by applicants; correspondence; credential documentation; testing/examination plans, documentation, and results; background investigation/screening documentation; pre-employment health examination records; reference checks; lists of eligible candidates; lists of applicants’ ratings or rankings; description of the selection process and selection techniques used; names and titles of all persons participating in the selection process; and other information that affects the selection decisions. Documentation (original or copies) regarding hired candidates should be transferred to the employee’s official personnel file. See Sections 110.211 and 110.213, Florida Statutes, governing recruitment and selection in state employment; Section 760.11, Florida Statutes, Administrative and civil remedies; construction (outlining discrimination grievance procedures, including for employment discrimination allegations); and Rules 60L-29 through 60L-40, Florida Administrative Code, Personnel Rules. See also “PERSONNEL RECORDS” items and “POSITION DESCRIPTION RECORDS.” | 4 anniversary years after personnel action provided any litigation is resolved. | *This includes search committees |
| GS1-SL | 400 | EMPLOYMENT APPLICATIONS: UNSOLICITED | This record series consists of employment application records submitted by individuals not responding to a particular job announcement or vacancy. The series may include, but is not limited to, employment applications, résumés, credential documentation, or other records submitted by the applicant, as well as correspondence and any related records regarding the application. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 113 | EMPLOYMENT ASSISTANCE PROGRAM RECORDS | This record series consists of records documenting agency participation in federal employment assistance programs such as the Workforce Investment Act (WIA) or predecessor programs such as the Job Training Partnership Act (JTPA) or the Comprehensive Employment and Training Act (CETA). The series may include, but is not limited to, reports, lists of participating individuals, documentation regarding pilot programs, employer proposals, information on potential volunteer businesses, evaluations, and other supporting documentation. | 5 fiscal years after final report. | |
| GS1-SL | 420 | EMPLOYMENT ELIGIBILITY VERIFICATION FORMS | This record series consists of Employment Eligibility Verification Forms (I-9) that contain information used by employers to “verify the identity and employment authorization of individuals they hire for employment to preclude the unlawful hiring, or recruiting or referring for a fee, of aliens who are not authorized to work in the United States” (USCIS Form I-9). Retention is pursuant to 8 USC 1324a (b)(3), Unlawful employment of aliens, Retention of verification form. | 3 anniversary years after the date of the hire or one anniversary year after the date the individual's employment is terminated, whichever is later. | |
| GS1-SL | 20 | ENCUMBRANCE/CERTIFICATION FORWARD RECORDS | This record series consists of reports and other documentation detailing funds that have been encumbered, but not yet spent, for a specific planned, approved expenditure. This series includes lists of encumbrances to be applied against certified forward money, i.e., money brought forward from the previous fiscal year for goods and services not received until the current fiscal year. | 3 fiscal years. | |
| GS1-SL | 211 | ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS | This record series documents the creation of, contributions to, or expenditures from, endowments, bequests and trust funds. See also “DONATION RECORDS.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | |
| GS1-SL | 401 | ENERGY CONSUMPTION AND COST REPORTING RECORDS | This series consists of data and documentation regarding each state agency’s energy consumption, conservation, and costs for state-owned facilities and metered state-leased facilities. The information is compiled for the purpose of submitting an annual report on energy consumption and costs to the Department of Management Services as required by Section 255.257, Florida Statutes, Energy management; buildings occupied by state agencies. Records may include, but are not limited to, monthly electricity usage reports, energy usage cost data, correspondence, and other supporting documentation. | 1 fiscal year from report date. | |
| GS1-SL | 344 | ENGINEERING RECORDS: INFRASTRUCTURE | This record series consists of graphic and engineering records, including as-built drawings, for traffic signals and signs, streetlights, pavement markings, roads, sidewalks, pedestrian bridges, drainage ditches, electric power and traffic signal control lines, transformers, and other elements of local infrastructure. See also “ARCHITECTURAL/BUILDING PLANS: COMMERCIAL,” “ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS,” “ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL,” and “SUBDIVISION PLANS.” | Retain for life of structure/element. | |
| GS1-SL | 167 | ENVIRONMENTAL REGULATION COMPLIANCE RECORDS | This record series consists of records documenting an agency’s compliance with or efforts to meet federal, state, or local environmental regulations. The series may include, but is not limited to, environmental impact statements, environmental resource permitting records, storm water or solid waste disposal permitting records, coastal construction control line permitting records, reviews, correspondence, National Environmental Policy Act technical reports and studies, and supporting documents. This series covers records of agencies being regulated or monitored; it does not cover records documenting the regulatory, permitting, or monitoring activities of agencies with environmental regulatory responsibilities. | 5 fiscal years after completion of project, reporting requirement, or other applicable activity. | |
| GS1-SL | 103 | EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS | This record series consists of annual reports relating to employment statistics (job classifications, race, sex, age, etc.) as required by the U.S. Equal Employment Opportunity Commission (EEOC). The series may also include related correspondence, reviews, background information, and other supporting documents. Refer to 29CFR1602 for EEOC reporting and recordkeeping requirements. Retention is pursuant to Statute of Limitations, Section 95.11(3), Florida Statutes. See also “AFFIRMATIVE ACTION RECORDS” and “BUSINESS CERTIFICATION CASE FILES: MINORITIES AND VETERANS.” | 4 anniversary years after final action. | |
| GS1-SL | 223 | EQUIPMENT REFERENCE FILES | This record series consists of equipment specifications, technical manuals, brochures, bulletins, operating instructions, warrantees and other records documenting equipment characteristics and operations. See also “EQUIPMENT/VEHICLE MAINTENANCE RECORDS.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 104 | EQUIPMENT/VEHICLE MAINTENANCE RECORDS | This record series documents service, maintenance and repairs to agency equipment and vehicles, including program changes to electronic equipment. The series may include, but is not limited to, work orders and documentation of dates/history of repairs, locations, cost of parts, hours worked, etc. Records for all agency vehicles, including ground, air, and water vehicles, are covered by this series. See also “EQUIPMENT REFERENCE FILES” and “VEHICLE RECORDS.” | 1 fiscal year after disposition of equipment or 5 fiscal years after service/maintenance/repair, whichever occurs first. | |
| GS1-SL | 224 | EQUIPMENT/VEHICLE USAGE RECORDS | This record series documents use of agency equipment and vehicles, including, but not limited to, vehicle logs indicating driver, destination, fuel/service stops, and odometer readings and/or total trip mileage; equipment usage logs and/or reports; and other usage documentation. See also “EQUIPMENT REFERENCE FILES” and “VEHICLE RECORDS.” | 1 calendar year. | |
| GS1-SL | 208 | EXPENDITURE PLANS: CAPITAL IMPROVEMENT | This record series consists of capital improvement expenditure plans detailing the long-term building and capital improvement needs of the agency. These plans may demonstrate a priority listing for capital improvement expenditures as well as a time line for each project’s completion. Records may also include, but are not limited to, background supporting materials and reports and related correspondence. “Capital Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.), that add to the value and extend the useful life of the property, including construction of new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of closed structures. These records may have archival value. | 50 anniversary years. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | Offer to University of Florida Archives for review. |
| GS1-SL | 227 | EXPOSURE RECORDS | This record series consists of records documenting the exposure or possible exposure of an employee to a blood borne pathogen, contagion, radiation, or chemicals above the acceptable limits or dosage. These records may include, but are not limited to, statistical analyses, incident reports, material safety data sheets, copies of medical records or reports, risk management assessments, and other supporting documentation demonstrating the possibility of exposure. Employers are required to maintain and make available to employees material safety data sheets for each hazardous/toxic chemical or substance present in the workplace. Retention is pursuant to 29CFR1910.1020, Access to employee exposure and medical records, and 29CFR1910.1030, Bloodborne pathogens. See also “HEALTH RecordS: Blood Borne Pathogen/Asbestos/eXPOSURE,” and “PERSONNEL RECORDS” items. | 30 anniversary years. | |
| GS1-SL | 270 | FACILITY RESERVATION/RENTAL RECORDS | This record series consists of records generated in the process of renting or scheduling a public meeting hall or room, conference site, park pavilion, cabin, tent space, recreational vehicle/camper hookup, or other public facility to an individual, group, organization, or other public agency. These records may include, but are not limited to, name of renter, renter’s address and telephone number, payment information, acknowledgment of rules, liability information, damage waiver, date and time of the rental, the specific facility or portion of a facility to be reserved, and a floor plan denoting the desired arrangement of tables or chairs as requested by the renter. See also “CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT.” | 5 fiscal years. | |
| GS1-SL | 106 | FEASIBILITY STUDY RECORDS | This record series consists of working papers, correspondence, consulting firm reports, and management committee reports investigating various projects of the governing agency. These files cover potential projects under consideration or those ideas that are studied and discarded by a governmental agency. If the agency decides to continue with the project, these records should be scheduled under one of the “Project Files” items or other applicable item. These records may have archival value. | 3 fiscal years after completion of study. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 157 | FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS | This record series consists of federal tax withholding and reporting forms including, but not limited to, W-2, W-4, W-5, W-9, 940, 941-E, 1095-C, 1096, 1099, and 1099-INT. Retention period is pursuant to 26CFR31.6001-1(e)(2), Place and period for keeping records. | 4 years from the tax due date (April 15) of the year to which the record applies, or for W-4s, four years from the last tax due date of the year in which the employee separated from employment or submitted a newer W-4. | |
| GS1-SL | 271 | FEE/SERVICE SCHEDULES | This record series consists of a price sheet or report identifying the types of goods or services provided by the agency and any associated fees. The series may also include supporting documents used to determine service costs and fees. The price sheet or report may be reviewed and revised as necessary. | 5 fiscal years after obsolete or superseded. | |
| GS1-SL | 84 | FINANCIAL ACCOUNT AUTHORIZATION RECORDS | This record series consists of an authorization to maintain a bank, purchasing card (p-card), credit card, investment or other financial account and the names of those authorized to access the account. See also “SIGNATURE AUTHORIZATION RECORDS.” | 5 fiscal years after authorization superseded, expired, or canceled. | |
| GS1-SL | 346 | FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) | This record series consists of personal financial information submitted to a local governing body by individuals hired, elected or appointed to local government office. The statements indicate such information as financial status, source(s) of income or other related information. These records may have archival value. | 10 fiscal years. Agencies should ensure appropriate preservation of records determined to have long-term historical value. | |
| GS1-SL | 347 | FINANCIAL HISTORY SUMMARY RECORDS | This record series consists of records providing a periodic summary of an agency’s receipts and disbursements over the course of an agency’s history. The series may consist of annual summary general ledgers, annual financial reports, or equivalent records in other forms. | Permanent. | |
| GS1-SL | 107 | FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS | This record series consists of local government annual financial reports required by statute or rule, including those required by Section 218.32, Florida Statutes, Annual financial reports; local government entities; Section 218.39, Florida Statutes, Annual financial audit reports, and Chapters 10.550, 10.800 and 10.850 of the Rules of the Auditor General of the State of Florida; and Section 216.102, Florida Statutes, Filing of financial information; handling by Chief Financial Officer, penalty for noncompliance. The series includes the reporting local government agency’s copy as well as the copy received by the official filing agency. The reports include such information as total revenues and expenditures and outstanding long-term debt. See also “AUDITS: AUDITOR GENERAL” and “FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS).” These records may have archival value. | 10 fiscal years. Agencies should ensure appropriate preservation of records determined to have long-term historical value. | |
| GS1-SL | 108 | FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS (SUPPORTING DOCUMENTS) | This record series consists of documentation supporting the information reported in the annual financial reports required by statute or rule, including those required by Section 218.32, Florida Statutes, Annual financial reports; local government entities; Section 218.39, Florida Statutes, Annual financial audit reports, and Chapters 10.558(3), 10.807(3) and 10.857(4) of the Rules of the Auditor General of the State of Florida; and Section 216.102, Florida Statutes, Filing of financial information; handling by Chief Financial Officer, penalty for noncompliance. This documentation may include information utilized in compiling the reports or may indicate how the reporting entity arrived at the reported information. See also “FINANCIAL REPORTS: LOCAL GOVERNMENT ANNUAL REPORTS.” | 5 fiscal years. | |
| GS1-SL | 435 | FINANCIAL TRANSACTION RECORDS: DETAIL | This series consists of records documenting specific financial transactions of the agency including transactions through cash, checks, warrants, vouchers, electronic fund transfers (EFT), credit and debit cards, purchasing cards, or other methods. The series may include, but is not limited to, requisitions, requisition logs, purchase orders, contracts, purchasing card (p-card) receipts, vendor invoices, receiving reports, acceptances of contract deliverables, bank/financial account statements, check registers, canceled or voided checks, check stubs, canceled or voided warrants, disbursement ledgers, journal transactions, expenditure detail reports, refund records, cash collection records and reports, cash receipt books, cash register tapes, deposit/transfer slips, EFT notices, credit and debit card records, receipt ledgers, receipt journal transactions and vouchers, refund records, bad check records, and other accounts receivable and accounts payable related documentation. The series may also include a copy of the agency’s sales tax exemption form. NOTE: Agencies that electronically transmit checks to a financial institution must retain the checks under this item unless the financial institution is retaining complete images of the checks for the minimum retention required for this item. Retention is based on Section 95.11(2), Florida Statutes, Statute of Limitations on contracts, obligations, or liabilities. See also “FINANCIAL TRANSACTION RECORDS: SUMMARY.” | 5 fiscal years after transaction completed. | |
| GS1-SL | 436 | FINANCIAL TRANSACTION RECORDS: SUMMARY | This record series consists of records providing summary or aggregate documentation of financial transactions of the agency regardless of the source or purpose of the funds. The series may include, but is not limited to, summary records such as trial balance reports, check logs and registers, bank statements, credit and debit card reports, revenue reconciliations, collection balance sheets, summary expenditure reports, federal grant final closeout reports, summary journal transactions, and other accounts payable and accounts receivable summaries and related documentation. See also “FINANCIAL TRANSACTION RECORDS: DETAIL.” | 10 fiscal years. | |
| GS1-SL | 381 | GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS | This record series consists of individual layers of data and/or datasets used to populate Geographic Information Systems (GIS). Data layers and datasets may include, but are not limited to, vector data, such as point, line, and polygon data; imagery data, such as satellite imagery and aerial imagery; topographic data, including elevation data and terrain contours; land use and planning data, including habitat data, road data, zoning, and parcel ownership; and jurisdictional boundary data, including political subdivisions, historic districts, school districts, and urban growth areas. Since GIS data layers and datasets are continuously updated, agencies should take periodic snapshots of data layers and datasets considered to have long-term or continuing informational or historical value to ensure proper retention of this data. See also, “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA,” “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE,” and “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 382 | GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE | This record series consists of periodic snapshots of Geographic Information Systems (GIS) data considered by the agency to have only short-term administrative value. This series does not include GIS snapshots that document long-term community development and/or growth and that are considered by the agency to have long-term informational and/or historical value. This series may include daily or monthly snapshots taken for general administrative or reference purposes. This series does not include snapshots taken by an agency for the sole purpose of back-up/disaster recovery. See also “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL,” “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA,” and “GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS.” | 1 anniversary year. | |
| GS1-SL | 383 | GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL | This record series consists of periodic snapshots of Geographic Information Systems (GIS) data considered by the agency to have long-term informational and/or historical value. This series may include, but is not limited to, snapshots documenting community development and/or growth such as geographic contour changes; infrastructure development, including transportation, utilities, and communications; environmental changes; demographic shifts; changes to jurisdictional boundaries; and changes in property values. This record series does not include GIS snapshots taken by an agency for the sole purpose of back-up/disaster or snapshots taken for general administrative or reference purposes such as documentation of routine infrastructure maintenance (e.g., road repairs, utility line repairs). See also “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE,” “GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS,” and “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | |
| GS1-SL | 384 | GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA | This record series consists of documents and/or data used to update Geographic Information Systems (GIS). This series may include, but is not limited to, address change forms, survey data, field notes, legal descriptions, and other documents and/or data submitted to or acquired by the agency for the sole purpose of updating the agency’s Geographic Information Systems. Do NOT use this item if records fall under a more appropriate retention schedule item or if the unique content/requirements of the records necessitate that an individual retention schedule be established. See also “GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS,” “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE,” and “GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 422 | GRANT FILES | This record series documents the activities and administration of grant funded programs, including the application process and expenditure of grant funds. The series may include, but is not limited to, grant applications; notifications to applicants of award or denial of grant funds; contracts; agreements; grant status, narrative and financial reports submitted by recipient agencies; and supporting documentation. For grantor agencies, grant cycle completion has not occurred until all reporting requirements are satisfied and final payments have been received for that grant cycle. For grant recipients, project completion has not occurred until all reporting requirements are satisfied and final payments have been made or received. See also “PROJECT FILES: FEDERAL” and “PROJECT FILES: NON-CAPITAL IMPROVEMENT.” These records may have archival value. | 5 fiscal years after completion of grant cycle or project, whichever is applicable. State grantor agencies must contact the State Archives of Florida for archival review before disposition of records. Other grantor agencies should ensure appropriate preservation of records determined to have long-term historical value. | *For projects using HIPAA waivers: records must be retained for 6 fiscal years. **In order to receive destruction approval, you will need to provide proof that the grant or project has officially been closed out by an applicable agency or review board. ***This schedule is superseded by Clinical Study Records (GS4, Item #137) where applicable. |
| GS1-SL | 349 | GRANT FILES: UNFUNDED APPLICATIONS (APPLICANT’S COPIES) | This record series consists of a grant applicant’s unfunded grant applications. The series may include, but is not limited to, copies of applications, notifications of denial of funding, application reviews, correspondence, and supporting materials used in preparing the grant application. NOTE: For unfunded applications held by grantor agencies, use “GRANT FILES.” See also “PROJECT FILES: FEDERAL” and “PROJECT FILES: NON-CAPITAL IMPROVEMENT.” | 1 anniversary year after receipt of denial notification. | |
| GS1-SL | 110 | GRIEVANCE FILES | This record series consists of records of agency proceedings in the settlement of disputes between the agency as employer and its employees. A grievance may be filed when an employee believes that a work related condition affecting the employee is unjust, inequitable, or a hindrance to effective operation. Section 110.227(4), Florida Statutes, Suspensions, dismissals, reductions in pay, demotions, layoffs, transfers, and grievances, outlines the grievance process for state agency career service employees. See also “COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES” and “PERSONNEL RECORDS” items. | 3 fiscal years after settlement. | |
| GS1-SL | 350 | HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE | This record series consists of medical records of employees known or suspected to have come into contact with blood or other potentially hazardous materials. These records may include, but are not limited to, the employee’s name; social security number; hepatitis B vaccination status including the dates of testing, results of examinations, medical testing, and follow-up procedures; a copy of the healthcare professional’s written opinion; a list of complaints potentially related to the exposure; a copy of information provided to the healthcare professional; and records documenting the exposure or possible exposure of an employee to a blood borne pathogen, a contagion, radiation or chemicals above the acceptable limits or dosage, including statistical analyses, incident reports, material safety data sheets, copies of medical records or reports, risk management assessments, and other necessary data to support the possibility of exposure. Retention period is pursuant to 29CFR1910.1001, Asbestos; 29CFR1910.1020, Access to employee exposure and medical records; and 29CFR1910.1030, Bloodborne pathogens. See also “EXPOSURE RECORDS” and “PERSONNEL RECORDS” items. | 30 years after any manner of separation or termination of employment. | |
| GS1-SL | 324 | HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS | This record series consists of records of a designation of a health care component of a covered hybrid entity under the Health Insurance Portability and Accountability Act (HIPAA). Under HIPAA, a hybrid entity is a covered entity whose business activities include both covered and non-covered functions (45CFR164.103, Definitions). Per 45CFR164.105(a)(2)(iii)(C), Organizational requirements, Implementation specifications, Responsibilities of the covered entity, “The covered entity is responsible for designating the components that are part of one or more health care components of the covered entity and documenting the designation…” Retention is pursuant to 45CFR164.105(c)(2), Organizational requirements, Implementation specification: Retention period. See also “PROTECTED HEALTH INFORMATION” items. | 6 anniversary years from date of designation or from the date when it last was in effect, whichever is later. | |
| GS1-SL | 325 | HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS | This record series consists of policies, procedures, and records of actions, activities, or assessments relating to the implementation of security measures for protected electronic health information required under the Health Insurance Portability and Accountability Act (HIPAA), 45CFR164 Subpart C, Security Standards for the Protection of Electronic Protected Health Information. The records are required HIPAA documentation per 45CFR164.316(b), Policies and procedures and documentation requirements. Retention is pursuant to 45CFR164.316(b)(2), Implementation specifications. See also “PROTECTED HEALTH INFORMATION” items. | 6 anniversary years from date of creation or from the date when it last was in effect, whichever is later. | |
| GS1-SL | 423 | HISTORICAL DESIGNATION RECORDS | This record series documents the historic designation of buildings, structures, sites or districts, including improvements, interiors and landscape features that are significant in the historical, architectural, cultural, aesthetic or archeological heritage of the state or local community. The series may include, but is not limited to, applications, descriptive property information, photographs, land sketches, staff analyses, evaluations and recommendations by reviewing authorities, designation reports, certificates of appropriateness, records of local Historical Preservation Boards regarding the historic designations, and other related documentation. These records have historical value. | Permanent. | |
| GS1-SL | 241 | INCIDENT REPORT FILES | This record series documents incidents or unusual occurrences at a public facility or on publicly owned property, including incident reports and documentation of any follow-up investigation. These incidents or occurrences may include: alarm or lock malfunctions, security breaches, hostile actions by employees or the public, suspicious persons, significant maintenance problems, or any other circumstance that should be noted for future reference or follow-up. The incident report may include, but is not limited to, the name of the reporting staff member, the date/time/location of the incident, names of persons involved or witnesses, description of the incident or occurrence, emergency response, names of supervisors notified and at what time, and the general outcome of the incident. This series does not include documentation of injuries requiring medical attention. Retention is pursuant to Florida’s Statute of Limitations, Section 95.11, Florida Statutes. See also “INJURY/ILLNESS RECORDS.” | 4 anniversary years from date of incident. | |
| GS1-SL | 23 | INFORMATION REQUEST RECORDS | This record series consists of correspondence and supporting documentation accumulated in answering inquiries from the public. The series may include requests for: inspection and/or copies of public records (public records requests), publications or services provided by the agency, confirmation of meeting or event times/dates/locations, information on outstanding liens, and general agency information (e.g., mission statement, telephone list, map/directions, employee directory, etc.). | 1 fiscal year. | |
| GS1-SL | 188 | INJURY/ILLNESS RECORDS | This record series consists of investigations, logs and summary records regarding injury, diseases and illness, fatality and non-fatality. The series may include, but is not limited to, the report of an injury received on public property; records of an employee injury resulting in death; Occupational Safety and Health Administration (OSHA) Form 300 and 300A, Log and Summary of Work-Related Injuries and Illnesses; OSHA Form 301, Injury and Illness Incident Report; any equivalent or predecessor OSHA forms; and state form DFS-F2-DWC-1 or equivalent or predecessor state forms. For injuries to employees resulting in Workers’ Compensation claims, see also “WORKERS' COMPENSATION PROGRAM ADMINISTRATION RECORDS,” “INSURANCE RECORDS: AGENCY” and the applicable PERSONNEL RECORDS item. For records documenting the exposure or possible exposure of an employee to a blood borne pathogen, a contagion, radiation, or chemicals above the acceptable limits or dosage, use EXPOSURE RECORDS or HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE. Retention is pursuant to OSHA’s recordkeeping rule, 29CFR1904.33, Recording and Reporting Occupational Injuries and Illnesses, Retention and updating. See also “INCIDENT REPORT FILES.” | 5 calendar years. | |
| GS1-SL | 193 | INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH | This record series consists of inspection reports, logs and summaries relating to the safety, health and security of employees, equipment, materials and facilities. Retention is pursuant to Florida’s Statute of Limitations, Section 95.11, Florida Statutes. See also “DISASTER PREPAREDNESS DRILL RECORDS.” | 4 calendar years after inspection. | |
| GS1-SL | 219 | INSPECTION REPORTS: FIRE EXTINGUISHER | This record series consists of annual fire extinguisher inspection reports required by the Occupational Safety and Health Administration (OSHA) and records of other periodic fire extinguisher inspections conducted by agencies. Retention is pursuant to 29CFR1910.157(e)(3), Portable fire extinguishers, Inspection, maintenance and testing. | 1 anniversary year after the last entry or for life of equipment, whichever is sooner. | |
| GS1-SL | 438 | INSPECTON REPORTS: EXISTING BUILDINGS/STRUCTURES | This record series documents structural, electrical, fire and life safety inspections of existing buildings or structures including habitable and non-habitable areas of the building, balconies, platforms, stairways and railways. Inspections are conducted by licensed engineers and architects and fire safety specialists after buildings reach a certain age or are within a prescribed location. The series may include, but is not limited to, inspector reports, exhibits, correspondence, notification of violations and any other supporting documentation. | Retain for life of building or structure. | |
| GS1-SL | 111 | INSURANCE RECORDS: AGENCY | This record series documents insurance policies held by an agency for fire, theft, liability, medical, life, workers’ compensation or other types of coverage on an agency’s property and/or employees. The series may include, but is not limited to, policies; claim filing information such as applications, correspondence, and related documentation; documentation of premiums due and amounts paid; and information on insurance carriers and rates. For insurance enrollment records of individual employees, use the applicable PERSONNEL RECORDS item. | 5 fiscal years after final disposition of claim or expiration of policy. | |
| GS1-SL | 437 | INTELLECTUAL PROPERTY RECORDS | This record series documents patents, copyrights and trademarks for intellectual property issued to the agency. The series may include, but is not limited to, applications, certifications of registration, agreements, correspondence, and other related supporting documentation. This series also includes authorizations and consents issued by the agency for use by outside entities. | Permanent. | |
| GS1-SL | 40 | INVENTORY: AGENCY PROPERTY | This record series consists of all information regarding the physical inventory of agency property, including a perpetual inventory of expendable parts and supplies that may be located in a central supply office for use by agency employees, as well as Fixed Assets/Operating Capital Outlay (O.C.O.) items requiring an identification number and tag. The series may also include copies of disposition documentation when the property or equipment is relocated, transferred, surplused, sold, scrapped, traded in, abandoned, stolen, cannibalized, or destroyed. Section 274.02, Florida Statutes, Record and inventory of certain property, requires an annual physical inventory of all O.C.O. property. See also “PROPERTY CONTROL RECORDS.” | 3 fiscal years. | |
| GS1-SL | 319 | INVENTORY: AGENCY RECORDS | This record series consists of an inventory of agency records providing such information as record series title, inclusive dates, and quantity (e.g., in cubic feet); if records are active, inactive, or closed; whether they are vital records; whether they are exempt from public inspection; format of records (paper, electronic, microform, etc.); name of custodial agency and official; records retention requirements; and location, including offices or offsite storage facilities and specific physical locations. This series may also include documentation of transmittal of records to an offsite storage facility. See also “RECORDS RETRIEVAL/REFERENCE RECORDS.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 352 | LAND DEVELOPMENT AND PLANNING PROJECT FILES | This record series documents land development projects brought before local government planning or development commission or appeal bodies or before other special or ad hoc committees constituted for similar purposes. Records may include, but are not limited to, staff reports, determinations and evaluations, correspondence, project case files, drawings and plans, and final determinations. See also “LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS,” “LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS,” and “LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | Offer to University of Florida Archives for review. |
| GS1-SL | 403 | LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS | This record series documents land development projects brought before local government planning or development commission or appeal bodies or before other special or ad hoc committees constituted for similar purposes, in instances when the projects were denied by the government bodies or abandoned by the developers. Records may include, but are not limited to, staff reports, determinations and evaluations, correspondence, project case files, drawings and plans, and final determinations. See also “LAND DEVELOPMENT AND PLANNING PROJECT FILES,” “LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS,” and “LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS.” These records may have archival value. | 20 anniversary years after project denied or abandoned. State agencies should contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 404 | LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS | This record series consists of preliminary or draft documents used to support the creation of project documentation that is brought before the local government planning or development commission or appeal bodies, or before other special or ad hoc committees constituted for similar purposes. Records in this series are not brought before the local government planning or development commission or other applicable entity and are not intended to serve as documentation of planning decisions or processes. See also “LAND DEVELOPMENT AND PLANNING PROJECT FILES,” “LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS,” and “LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS.” These records may have archival value. | 10 anniversary years. State agencies should contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 353 | LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS | This record series documents local government land use and development planning. The series may include, but is not limited to, feasibility studies, reports, analyses, projections, graphic material, and related planning documents produced by outside consultants or in-house staff. The records may relate to comprehensive planning, capital improvements, land use and open space, economic development, housing renewal, regional intergovernmental cooperation, transportation, traffic engineering, transit systems, airports, long range forecasts, and other aspects of local government planning. See also “COMPREHENSIVE MASTER PLANS: ADOPTED,” “COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS),” “LAND DEVELOPMENT AND PLANNING PROJECT FILES,” “LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS” and “LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | Offer to University of Florida Archives for review. |
| GS1-SL | 27 | LITIGATION CASE FILES | This record series consists of legal documents, notes, reports, background material, summonses and other related records created or received in preparing for or engaging in litigation of legal disputes. See also “FINAL ORDERS RECORDS: INDEXED OR LISTED,” “FINAL ORDERS RECORDS: NOT INDEXED OR LISTED,” “FINAL ORDERS RECORDS: SUPPORTING DOCUMENTS,” “OPINIONS: LEGAL” and “OPINIONS: LEGAL (SUPPORTING DOCUMENTS).” | 5 anniversary years after case closed or appeal process expired. | |
| GS1-SL | 387 | LOBBYIST REGISTRATION RECORDS | This record series consists of registration records for lobbyists engaging in lobbying activity with the local government entity. The series may include, but is not limited to, registration forms, lobbying activity records, expense reports, and correspondence. | 5 fiscal years after expiration or withdrawal of registration or ceasing to lobby, whichever occurs first. | |
| GS1-SL | 354 | LOST AND FOUND RECORDS | This record series consists of documentation recording items that have been lost and/or found. This includes, but is not limited to, description of items found, correspondence transferring unclaimed found items for public auction, and documentation from individuals describing items that have been lost and the estimated value of the items. | 3 fiscal years. | |
| GS1-SL | 47 | MAIL: REGISTERED AND CERTIFIED | This record series consists of receipts for registered or certified mail sent out by an agency as well as undeliverable registered or certified mail items returned by the post office for any reason. This record is usually filed with the agency’s copy of the item mailed. See also “MAIL: UNDELIVERABLE/RETURNED,” “MAILING/CONTACT LISTS,” and “POSTAGE/SHIPPING RECORDS.” | 1 fiscal year. | |
| GS1-SL | 1 | MAIL: UNDELIVERABLE/RETURNED | This record series consists of outgoing agency mail returned by the post office for any reason, including insufficient postage, incorrect address, forwarding order expired, etc., or abandoned at a mail/document pickup station by a defunct addressee. It does NOT include returned registered or certified mailings. NOTE: In instances when there is a legal need to demonstrate that a mailing was sent to a particular address, agencies are responsible for ensuring that internal management policies are in place for retaining undeliverable/returned mail for as long as legally necessary. See also “MAIL: REGISTERED AND CERTIFIED,” “MAILING/CONTACT LISTS,” and “POSTAGE/SHIPPING RECORDS.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 29 | MAILING/CONTACT LISTS | This record series consists of lists of U.S. mail or electronic mail/messaging contacts used in agency mail outs or other communications. Mailing/contact lists that fall under Section 283.55, Florida Statutes, Purging of publication mailing lists, must be updated and superseded every odd numbered year. See also “MAIL: REGISTERED AND CERTIFIED,” “MAIL: UNDELIVERABLE/RETURNED,” and “POSTAGE/SHIPPING RECORDS.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 30 | MANAGEMENT SURVEYS/STUDIES: INTERNAL | This record series consists of raw data and work papers for surveys conducted by the agency to study management issues such as client/patron/employee satisfaction and service improvement. This may include survey/poll responses, tally sheets, suggestion box submissions, and other records related to the study of internal operations. This does not include reports prepared by consultants. The final compilation of the data may be produced as a report, which may be scheduled under a different record series depending on the nature and depth of the survey/study (for instance, “FEASIBILITY STUDY RECORDS,” “OPERATIONAL AND STATISTICAL REPORT RECORDS,” or “PROJECT FILES” items). | 1 calendar year after completion of data collection or release of report, whichever is later. | |
| GS1-SL | 280 | MAPS: ORIGINALS | This record series consists of original maps and the supporting documentation used to create those maps. The records in this series are used in planning and engineering of local infrastructure and include highway, sales, sectional, and geological survey maps. This series does not include original maps that are required by statute or ordinance to be filed with the Clerk of Court under Florida Statutes Section 177.111, Instructions for filing plat; Section 177.131, Recordation of the Department of Transportation official right-of-way maps and other governmental right-of-way maps; Section 177.132, Preservation of unrecorded maps; or Section 337.2735, Recording of municipal maps of reservation for transportation corridors and transportation facilities; or with the State Land Office under Section 253.031, Land office; custody of documents concerning land; moneys; plats. See also “SUBDIVISION PLANS.” | Permanent. | |
| GS1-SL | 212 | MEDICAL RECORDS | This record series documents routine health examinations not required for insurance or employment. These may include stress, blood, and physical tests. Medical records required for insurance or employment should be covered by the applicable PERSONNEL RECORDS item. See also “EXPOSURE RECORDS,” “HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE,” and “PERSONNEL RECORDS” items. | 5 calendar years. | |
| GS1-SL | 311 | MEDICAL RECORDS: VETERAN SERVICES | This record series consists of duplicate copies of medical records and a digest of medical information maintained by an agency in order to provide benefits or services to military veterans. The series may also include related supporting documentation. | 7 fiscal years after last discharge or last entry. | |
| GS1-SL | 282 | MICROGRAPHICS: QUALITY CONTROL RECORDS | This record series consists of test results and microfilm inspection records for all permanent or long-term microfilm as required by Rules 1B-26.0021(3)(f) and 1B-26.0021(3)(j), Florida Administrative Code. The series may also include related supporting documentation. | Permanent. | |
| GS1-SL | 32 | MINUTES: OFFICIAL MEETINGS | This record series consists of the official record of official meetings, defined in Section 286.011(1), Florida Statutes, Public meetings and records, as “All meetings of any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation, or political subdivision, except as otherwise provided in the Constitution, including meetings with or attended by any person elected to such board or commission, but who has not yet taken office, at which official acts are to be taken...” The series may include verbatim transcripts or minutes summarizing issues addressed, actions taken, and decisions made. The series may also include agendas and background materials used as reference documentation for agenda items; these should be included when they are necessary to understand the minutes. For documentation of the logistics/planning of the meetings such as venue information or directions, travel itineraries, and reservations and confirmations, use “ADMINISTRATIVE SUPPORT RECORDS.” See also “CABINET AFFAIRS FILES,” “MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS),” “MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS),” “MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)” and “MINUTES: OTHER MEETINGS.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | Offer to University of Florida Archives for review. |
| GS1-SL | 4 | MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) | This record series consists of handwritten or typed notes and/or audio and/or video recordings of official meetings as defined in Section 286.011(1), Florida Statutes, Public meetings and records. See also “MINUTES: OFFICIAL MEETINGS,” “MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS)” and “MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS).” | 2 anniversary years after adoption of the official minutes or certification of transcript. | |
| GS1-SL | 424 | MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS) | This record series consists of the official record of official meetings of special districts established by local ordinance or resolution, of agency citizen support organizations or direct support organizations, or of agency advisory boards that do not establish policy, rules or guidelines. Official meetings are defined in Section 286.011(1), Florida Statutes, Public meetings and records, as “All meetings of any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation, or political subdivision, except as otherwise provided in the Constitution, including meetings with or attended by any person elected to such board or commission, but who has not yet taken office, at which official acts are to be taken...” The series may include verbatim transcripts or minutes summarizing issues addressed, actions taken and decisions made. The series may also include agendas and background materials used as reference documentation for agenda items; these should be included when they are necessary to understand the minutes. For documentation of the logistics/planning of the meetings, such as venue information or directions, travel itineraries, and reservations and confirmations, use “ADMINISTRATIVE SUPPORT RECORDS.” See also “CABINET AFFAIRS FILES,” “MINUTES: OFFICIAL MEETINGS,” “MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS),” “MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)” and "MINUTES: OTHER MEETINGS.” These records may have archival value. | 10 anniversary years. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 123 | MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) | This record series consists of supporting documents for minutes and agendas generated by official meetings as defined in Section 286.011(1), Florida Statutes, Public meetings and records. These records provide information necessary for conducting the meeting or completing the minutes but do not document actual meeting proceedings. Records may include, but are not limited to, copies of required public notices of meeting, attendance lists, roll call sheets, sign-in sheets for speakers, and agendas and background materials used as reference documentation for agenda items. See also “CABINET AFFAIRS FILES,” “MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS),” “MINUTES: OFFICIAL MEETINGS,” “MINUTES: OFFICIAL MEETINGS (SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS)” and “MINUTES: OTHER MEETINGS.” | 2 anniversary years after adoption of the official minutes or certification of transcript. | |
| GS1-SL | 33 | MINUTES: OTHER MEETINGS | This record series consists of minutes and all supporting documentation from meetings that are not official meetings as defined in Section 286.011(1), Florida Statutes, Public meetings and records. These records may have archival value. | 1 anniversary year after date of meeting. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 34 | NEWS RELEASES | This record series consists of news releases distributed by the agency. See also “PUBLIC INFORMATION FILES,” “PUBLICATION PRODUCTION RECORDS” and “TRANSITORY MESSAGES.” These records may have archival value. | 90 days. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 283 | NOISE EXPOSURE MEASUREMENT RECORDS | This record series consists of studies and measurements of the noise levels to which employees are exposed by location or job classification. These documents may include incident reports, risk management assessments, and other necessary documentation demonstrating the possibility of exposure. Retention is pursuant to 29CFR1910.95(m)(3)(i), Occupational Noise Exposure – Recordkeeping - Record Retention. For audiometric test records, use the applicable PERSONNEL RECORDS item pursuant to 29CFR1910.95(m)(3)(ii). | 2 anniversary years. | |
| GS1-SL | 124 | OPERATIONAL AND STATISTICAL REPORT RECORDS | This record series consists of narrative and statistical reports of office operations made within and between agency departments. The reports may be periodic (daily, weekly, monthly, semi-annual, annual, etc.) or done on an ad hoc basis. The series may also include activity reports demonstrating the productivity of individual employees or the work tasks completed for a period of time (daily, weekly, hourly, etc.). These are internal agency reports used by management to monitor or improve agency administration or for reference purposes when developing broader agency reports. These are not official annual reports that each agency is required to submit to its governing authority. See also “MANAGEMENT SURVEYS/STUDIES: INTERNAL” and “PROJECT FILES” items. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 26 | OPINIONS: LEGAL | This record series consists of written legal opinions issued by agency attorneys establishing policy or precedent and answering questions involving legal interpretation of Florida or federal law in relation to the agency’s functions, responsibilities, and authority. See also “LITIGATION CASE FILES” and “OPINIONS: LEGAL (SUPPORTING DOCUMENTS).” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | |
| GS1-SL | 125 | OPINIONS: LEGAL (SUPPORTING DOCUMENTS) | This record series consists of documentation supporting the legal opinions issued by agency attorneys. See also “LITIGATION CASE FILES” and “OPINIONS: LEGAL.” These records may have archival value. | 3 fiscal years. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | |
| GS1-SL | 126 | ORGANIZATION CHARTS | This record series consists of organizational charts that show lines of authority and responsibility agency wide, within and between the various departments of the agency. See also “DIRECTIVES/POLICIES/PROCEDURES.” These records may have archival value. | Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 127 | PARKING DECAL/PERMIT RECORDS: EMPLOYEES | This record series consists of applications for parking decals or permits allowing employees to park in designated areas, lots, or spaces, along with any related documentation. See also “VEHICLE RECORDS” and “ACCESS CONTROL RECORDS.” | 2 fiscal years after expiration or cancellation of parking privileges. | |
| GS1-SL | 395 | PAYMENT CARD SENSITIVE AUTHENTICATION DATA | This record series consists of elements of a customer’s payment card data that are used to authenticate a financial transaction using that payment card (e.g., credit card, debit card). Sensitive authentication data includes those elements defined as such by the Payment Card Industry Security Standards Council in their Data Security Standard: Requirements and Security Assessment Procedures (Version 3.1, April 2015 or subsequent edition) and includes full magnetic stripe data (also known as full track, track, track 1, track 2, and magnetic-stripe data); three-digit or four-digit card verification code or value; and personal identification number (PIN) or encrypted PIN block. | Destroy immediately upon completion of transaction. | |
| GS1-SL | 385 | PAYROLL RECORDS: COURT-ORDERED GARNISHMENT | This record series documents court-ordered garnishment of employee wages in accordance with Chapter 77, Florida Statutes, Garnishment. The series may include, but is not limited to, child support records, bankruptcy records, tax levies, and any other court-ordered garnishments stating the total amount to be collected and the amount to be deducted from each payroll; copies of final judgment of continuing garnishment; collection worksheets; employee last payment details; and copies of receipt of service of garnishment. | 5 fiscal years after file becomes inactive. | |
| GS1-SL | 129 | PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS | This record series consists of employee authorizations for direct deductions for insurance, union dues, credit unions, savings bonds, charitable contributions, deferred compensation, day care or other purposes. See also “ELECTRONIC FUNDS TRANSFER RECORDS” and “SOCIAL SECURITY CONTROLLED SUMMARY RECORDS.” | 5 fiscal years after final action. | |
| GS1-SL | 183 | PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS | This record series consists of reports reflecting totals for the net and gross wages, FICA wages, retirement wages and deductions, tax, and other deductions in payroll as well as a summary of each account/line item’s expenditures and encumbrances. See also “ENCUMBRANCE/CERTIFICATION FORWARD RECORDS,” “FINANCIAL TRANSACTION RECORDS: DETAIL,” “FINANCIAL TRANSACTION RECORDS: SUMMARY,” “SOCIAL SECURITY CONTROLLED SUMMARY RECORDS,” and other “PAYROLL RECORDS” items. | 5 fiscal years. | |
| GS1-SL | 214 | PAYROLL RECORDS: NOT POSTED | This record series consists of any payroll records, in any format, not posted to an employee’s retirement plan (plus indices, if applicable). The records are used to document payment for retirement or other purposes during an employee's duration of employment, and also list each rate of pay. The lengthy retention requirement is intended to ensure the long-term availability of records needed to determine eligibility for and properly calculate post-employment benefits when such information is not available from a retirement account. Agencies should ensure that any records needed beyond the stated retention to calculate post-employment benefits are retained. See also “ATTENDANCE AND LEAVE RECORDS,” “SOCIAL SECURITY CONTROLLED SUMMARY RECORDS,” and other “PAYROLL RECORDS” items. | 50 calendar years. | |
| GS1-SL | 35 | PAYROLL RECORDS: POSTED | This record series consists of any payroll records, in any format, posted to the employee's applicable retirement plan (plus indices, if applicable). The records are used to document payment for retirement or other purposes during an employee's duration of employment, and also list each rate of pay. Agencies should ensure that any records needed beyond the stated retention to calculate post-employment benefits are retained. See also “ATTENDANCE AND LEAVE RECORDS,” “SOCIAL SECURITY CONTROLLED SUMMARY RECORDS,” and other “PAYROLL RECORDS” items. | 5 fiscal years. | |
| GS1-SL | 195 | PAYROLL RECORDS: SUPPORTING DOCUMENTS | This record series consists of records used in the process of determining or verifying information regarding payment for salary, retirement or other compensation purposes during an employee's duration of employment. The series may include, but is not limited to, employee time/attendance records when used at least in part to determine or verify pay or benefits, correction forms to rectify errors in payroll processing, pay lists used to verify the payroll certification report, and other related supporting materials. See also other “PAYROLL RECORDS” items. | 5 fiscal years. | |
| GS1-SL | 358 | PENSION RECORDS: PLAN/FUND | This record series consists of performance and activity reports of pension plans/funds, including data on contributions, fund gains and losses (e.g., interest/dividends earned), amounts paid, investments purchased and sold, actuarial reports, and other information regarding the performance and status of the fund. | 5 fiscal years. | |
| GS1-SL | 359 | PENSION RECORDS: RETIREES | This record series consists of records documenting earned pension benefits, payments, actuarial information, and other records relating to participation in a pension plan by individual retired employees. For records regarding retirement plan contributions of active employees, see “PAYROLL RECORDS” items. | 5 fiscal years after final payment. | |
| GS1-SL | 408 | PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS | This record series consists of performance bonds or developer's cash completion bonds for work such as construction, improvements and other projects as well as for performance in office by public officials or employees. Construction-related bonds are returned to the contractor or developer once the work is completed satisfactorily or can be “cashed in” if the work is not completed satisfactorily. The series may also include supporting documentation, such as bond release letters that let the contractor or developer know the bond is released, and return letters that accompany the returned bond. If the bonds relate to a contractual agreement to which the agency is or was a party, they would fall under the applicable CONTRACTS/LEASES/ AGREEMENTS item. | 5 fiscal years after release, return or expiration of bond. | |
| GS1-SL | 286 | PERMITS: BUILDING | This record series consists of permits issued by a governing authority for performance of construction, electric, plumbing, gas, heating/ventilation/air conditioning, or mechanical work. Included in this series are the supporting documents and other permits that may be issued for construction or improvements to existing structures. See Florida Statutes Chapter 125, County Government, Chapter 166, Municipalities, regarding local government permitting authority; Section 553.79, Permits; applications; issuance; inspections; and Section 95.11(3)(c), Statute of Limitations regarding design, planning, or construction of an improvement to real property; and Florida Building Code, Section 105, Permits. NOTE: This item does not cover permits for construction in floodplains; use NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS. See also “ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN.” | 10 anniversary years from close or expiration of permit. | |
| GS1-SL | 284 | PERMITS: CONFINED SPACE ENTRY | This record series consists of confined-space entry permits provided by the employer to allow and control entry into a confined space. Permits include such information as the space to be entered; the purpose of the entry; the date and duration of authorized entry; the authorized entrants; the personnel by name currently serving as attendants; the name of the entry supervisor; the hazards of the space to be entered; the measures used to isolate the space and to control or eliminate hazards; the acceptable entry conditions; the results of the initial and periodic tests performed, the names of the testers, and the date and time of testing; the rescue and emergency services that can be summoned and how to summon them; communication procedures for entrants and attendants; equipment provided; and any additional permits such as those for hot work. Problems that are encountered during entry should be documented on the permit at the conclusion of work. Recordkeeping and retention are pursuant to 29CFR1910.146(e-f), Permit-Required Confined Spaces – Permit System/Entry Permit. | 1 anniversary year after cancellation of permit. | |
| GS1-SL | 162 | PERSONNEL RECORDS: NON-STATE-ADMINISTERED RETIREMENT SYSTEM (LOCAL GOVERNMENT) | This record series consists of all personnel information relating to each employee not participating in a state-administered retirement system, including all “permanent” employees (with or without benefits). The series may include, but is not limited to, employment applications, résumés, personnel action reports, correspondence, oaths of loyalty, fingerprints, job-related medical examination reports, performance evaluation reports, workers’ compensation reports, copies of I-9 forms (Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Eligibility Verification form), benefits records, work schedules/assignments, training records, emergency contact information, copies of licensure/professional credentials, and other related materials. Agencies should ensure that any records needed beyond the stated retention to calculate post-employment benefits are retained. See also “DRUG TEST CASE FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY VERIFICATION FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items. | 50 fiscal years after any manner of separation or termination of employment. | |
| GS1-SL | 66 | PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT | This record series consists of all personnel information relating to each Other Personnel Services (OPS), volunteer, intern, or temporary employee within each agency. The series may include, but is not limited to, employment applications, résumés, personnel action reports, correspondence, oaths of loyalty, fingerprints, job-related medical examination reports, performance evaluation reports, workers’ compensation reports, copies of I-9 forms (Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Eligibility Verification form), benefits records, work schedules/assignments, training records, emergency contact information, copies of licensure/professional credentials, and other related materials. Temporary employees may include personnel referred by a local employment agency. Section 110.201, Florida Statutes, and Rule 60L-30, Florida Administrative Code, require state agency personnel officers to institute uniform personnel rules and procedures and to determine what records are filed in the personnel file. See also “DRUG TEST CASE FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY VERIFICATION FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items. | 3 fiscal years after any manner of separation or termination of employment. | *Includes student workers |
| GS1-SL | 19 | PERSONNEL RECORDS: STATE-ADMINISTERED RETIREMENT SYSTEM | This record series consists of all personnel information relating to each employee participating in a state-administered retirement system. The series may include, but is not limited to, employment applications, résumés, personnel action reports, correspondence, oaths of loyalty, fingerprints, job-related medical examination reports, performance evaluation reports, workers’ compensation reports, copies of I-9 forms (Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Eligibility Verification form), benefits records, work schedules/assignments, training records, emergency contact information, copies of licensure/professional credentials, and other related materials. Section 110.201, Florida Statutes, Personnel rules, records, and reports, and Rule 60L-30, Florida Administrative Code, Personnel Programs and Records, require state agency personnel officers to institute uniform personnel rules and procedures and to determine what records are to be filed in their agency’s official personnel files. Agencies should ensure that any records needed beyond the stated retention to calculate post-employment benefits are retained. See also “DRUG TEST CASE FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY VERIFICATION FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items. | 25 fiscal years after any manner of separation or termination of employment. | |
| GS1-SL | 378 | PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION | This record series consists of personnel documentation relating to individual employees that agency rules or policies do not include as part of the official personnel file and that is not covered by other employee-related items. See also “DRUG TEST CASE FILES,” “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “EMPLOYMENT ELIGIBILITY VERIFICATION FORMS,” “STAFF ADMINISTRATION RECORDS,” and other “PERSONNEL RECORDS” items. | 5 fiscal years. | |
| GS1-SL | 202 | PETTY CASH DOCUMENTATION RECORDS | This record series consists of records documenting an agency’s petty cash account including, but not limited to, receipts, bills, and monthly balances indicating amount needed for replenishing the revolving account. See also “DISBURSEMENT RECORDS: DETAIL” and “RECEIPT/REVENUE RECORDS: DETAIL.” | 5 fiscal years. | |
| GS1-SL | 38 | POSITION DESCRIPTION RECORDS | This record series documents the specifically assigned duties and responsibilities for a particular position. Information in the records may include, but is not limited to, percentage breakdown of duties, job summary, essential job duties, job standards, salary or pay range, education and experience requirements, required licenses/certificates, essential skills and qualifications, essential physical skills, and working conditions. See also “EMPLOYMENT APPLICATION AND SELECTION RECORDS.” | 2 anniversary years after obsolete or superseded. | |
| GS1-SL | 133 | POSTAGE/SHIPPING RECORDS | This record series consists of a detailed listing/report showing the amount of postage used, dates used, unused balance, and purpose. Also included in this series are postage meter books, daily balance sheets, and agency copies of shipping slips from Express Mail, United Parcel Service, Federal Express, DHL, or other express shipping services for packages shipped by the agency. See also “MAIL: REGISTERED AND CERTIFIED,” “MAIL: UNDELIVERABLE/RETURNED,” and “MAILING/CONTACT LISTS.” | 3 fiscal years. | |
| GS1-SL | 136 | PROJECT FILES: CAPITAL IMPROVEMENT | This record series documents work done on capital improvement projects and/or project proposals sent out for bid. This may include, but is not limited to, correspondence, memoranda, drawings, construction and contract specifications, resolutions, narratives, budget revisions, survey information, change orders, and reports. “Capital Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.), that add to the value and extend the useful life of the property, including construction of new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of closed structures. See also “PROJECT FILES: FEDERAL,” “PROJECT FILES: NON-CAPITAL IMPROVEMENT,” and “VOUCHERS: FEDERAL PROJECTS PAID.” | 10 fiscal years after completion or termination of project. | |
| GS1-SL | 137 | PROJECT FILES: FEDERAL | This record series consists of original approved federal project contracts, agreements, awards, line item budgets, budget amendments, cash requests, correspondence, and audit reports. NOTE: Check with applicable federal agency and the Code of Federal Regulations (CFR) for any additional requirements. See also “GRANT FILES,” “PROJECT FILES: CAPITAL IMPROVEMENT,” “PROJECT FILES: NON-CAPITAL IMPROVEMENT,” and “VOUCHERS: FEDERAL PROJECTS PAID.” | 5 fiscal years after completion or termination of project. | |
| GS1-SL | 138 | PROJECT FILES: NON-CAPITAL IMPROVEMENT | This record series documents work done on projects and/or project proposals that may or may not be sent out for bid. This may include, but is not limited to, correspondence, memoranda, contract specifications, resolutions, narratives, budget revisions, survey information, change orders, and reports. See also “PROJECT FILES: FEDERAL," "PROJECT FILES: CAPITAL IMPROVEMENT,” and “VOUCHERS: FEDERAL PROJECTS PAID.” | 5 fiscal years after completion or termination of project. | |
| GS1-SL | 291 | PROJECT FILES: OPERATIONAL | This record series documents projects conducted by agencies in connection with agency operations, programs, and functions. The records may include, but are not limited to: project schedules, logs, and reports; correspondence relating to the project; names of employees involved in project; equipment/supplies used; project costs; and other related information. | 3 fiscal years after completion or termination of project. | |
| GS1-SL | 139 | PROMOTION/TRANSFER REQUEST RECORDS | This record series documents employee requests for transfer or promotion within the agency. The series may include, but is not limited to, requests for promotion or transfer, copies of employment applications, any promotional level tests, and the test results. See also “EMPLOYMENT APPLICATION AND SELECTION RECORDS,” “STAFF ADMINISTRATION RECORDS,” and “PERSONNEL RECORDS” items. | 4 anniversary years after personnel action, provided any litigation is resolved, or 4 anniversary years after expiration of the request period if no vacancy occurs prior to expiration. | |
| GS1-SL | 222 | PROPERTY CONTROL RECORDS | This record series documents all agency property of a non-consumable nature. The records may provide such information as the class and type, number of units, make, manufacturer, year, model, manufacturer’s serial number or other identifying marker attached to the property, the value or cost of the property, date acquired, the location, custodian, date of inventory, condition of property, final detailed disposition of property, and any additional information that may be necessary. The series may include a copy of the property transfer record completed when the property or equipment is relocated, transferred, surplused, sold, scrapped, traded in, abandoned, or stolen. See also “INVENTORY: AGENCY PROPERTY” and “PROPERTY TRANSFER RECORDS.” | Retain until completion of the next physical inventory after the equipment leaves service. | |
| GS1-SL | 41 | PROPERTY TRANSFER RECORDS | This record series documents the transfer of property or equipment that is relocated, transferred to another agency/office, surplused, sold, scrapped, traded in, abandoned, or stolen. This series does not include records documenting real property transfers. See also “INVENTORY: AGENCY PROPERTY” and “PROPERTY CONTROL RECORDS.” | 1 fiscal year provided an updated physical inventory has been completed. | |
| GS1-SL | 426 | PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS | This record series consists of records documenting administrative policies, practices and procedures relating to managing protected health information held by covered entities. The series includes access provider records listing the title(s) of the person(s) or office(s) of the covered entity responsible for receiving and processing requests by individuals for access to or amendment of protected health information; privacy practices records documenting a covered entity's policies and procedures for safeguarding the privacy and security of protected electronic health information, including revisions to policies and procedures and any correspondence relating to the policies or their revision; and privacy practices violation records documenting all complaints received concerning the covered entity's privacy policies and procedures and compliance thereto, the disposition of any of the complaints, and any sanctions applied by the covered entity against employees failing to comply with the policies and procedures. The records are required HIPAA documentation per 45CFR164, Security and Privacy. Retention is pursuant to 45CFR164.530(j)(2), Administrative requirements, Implementation specification: Retention period. See also “PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS” and “HIPAA” items. | 6 anniversary years from the date of creation or from the date when it was last in effect, whichever is later. | |
| GS1-SL | 328 | PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS | This record series consists of records documenting the disclosure by a covered entity of protected electronic health information required under the Health Insurance Portability and Accountability Act (HIPAA), Subpart C, Security Standards for the Protection of Electronic Protected Health Information. The records are required HIPAA documentation per 45CFR164.528(b), Accounting of disclosures of protected health information, Implementation specifications: Content of the accounting, and must include for each disclosure: date of disclosure; name of entity or person to whom disclosed, and address if known; brief description of disclosed information; and purpose of the disclosure or copy of the written request for disclosure. Retention is pursuant to 45CFR164.528(a), Accounting of disclosures of protected health information, Standard: Right to an accounting of disclosures of protected health information (specifically subsections (1) and (3)). See also “PROTECTED HEALTH INFORMATION ADMINISTRATIVE RECORDS” and “HIPAA” items. | 6 anniversary years from date of disclosure. | |
| GS1-SL | 389 | PUBLIC DEPOSITOR ANNUAL REPORT RECORDS | This record series consists of the agency's copies of the Public Depositor Annual Report to the Chief Financial Officer (Form DFS-J1-1009 or equivalent Department of Financial Services form or predecessor form), also known as the Public Depositor Report to the Treasurer, submitted annually to the Chief Financial Officer, State of Florida pursuant to Section 280.17(6), Florida Statutes, Requirements for public depositors; notice to public depositors and governmental units; loss of protection. This series may also include documentation of authorization to execute this report. Pursuant to Rule 69C-2.032, Florida Administrative Code, Execution of Forms, Proof of Authorization, documentation of authorization may include copies of minutes of board meetings, charters, constitutions, bylaws, and evidence of incumbency. | 5 fiscal years. | |
| GS1-SL | 128 | PUBLIC INFORMATION FILES | This record series documents an agency’s efforts to disseminate information to the public about its programs and services through such activities as speeches, presentations, exhibits, displays, social media involvement and other activities. The series may include, but is not limited to, speeches (including outlines, speaking points and drafts), photographs or other illustrations used in agency publications or displays, applicable social media posts, and examples of brochures, handouts, or other items meant for public distribution. NOTE: Stocks of agency publications (e.g., brochures, pamphlets, handbooks, etc.) are not included in this series. See also “NEWS RELEASES” and “PUBLICATION PRODUCTION RECORDS.” These records may have archival value. | 90 days. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 238 | PUBLIC PROGRAM/EVENT RECORDS | This record series consists of files documenting agency provided or sponsored events or programs available to the public or segments of the public, such as parks and recreation programs, arts and crafts classes, sports clinics, summer/day camps, animal obedience classes, library programs, parenting classes, CPR training, and any other events the public can participate in or attend. The files may include, but are not limited to, copies of contracts or agreements, participant or performer information, program details and arrangements, photographs, audio and/or video recordings, and completed registration forms providing such information as registrant’s name, address, telephone number(s), date of birth, parent/guardian information, emergency contact information, current medications, allergies, physician information, medical release and liability release. The series may also include other documentation, such as sign in/out forms, parent/guardian authorizations and other related records. These records relate both to events staged by the agency and to events staged by a contractor or vendor on behalf of the agency. | 5 fiscal years after completion of contract or program/event, whichever is later. | Offer to University of Florida Archives for review. |
| GS1-SL | 392 | PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS | This record series consists of written requests from individuals to agencies notifying them of personal information in public records that is exempt from public disclosure. The series may include, but is not limited to, notifications that an individual has exempt status under Florida Statutes Section 119.071, General exemptions from inspection or copying of public records; Section 493.6122, Private Investigative, Private Security, and Repossession Services; and Section 741.465, Public records exemption for the Address Confidentiality Program for Victims of Domestic Violence; and other applicable sections. The series may also include redaction requests to the Clerk of Court to remove confidential and/or exempt information from the Official Records and/or other public records held by the clerk. | Retain until disposition of record(s) to which notification or request relates or until request is withdrawn or exemption no longer applies, whichever is applicable. | |
| GS1-SL | 198 | PUBLICATION PRODUCTION RECORDS | This record series consists of records used to generate publications such as catalogs, pamphlets, leaflets, and other media items. The series may include, but is not limited to, rough, blue lined, camera-ready, and final copies, as well as illustrations (e.g., cropped photographs). See also “NEWS RELEASES” and “PUBLIC INFORMATION FILES.” | Retain until receipt of final, published copy or cancellation of publication project. | |
| GS1-SL | 42 | PURCHASING RECORDS | This record series consists of copies of purchase orders that are retained by the originating office, while the record copy is sent to the Purchasing/Business Office and another copy is sent to the appropriate vendor for action. The series may include, but is not limited to, copies of requisitions, copies of receiving reports, and a log of outstanding and paid requisitions and purchase orders used for cross-referencing purposes. See also “FINANCIAL TRANSACTION RECORDS: DETAIL.” | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 292 | RADIO LOGS | This record series consists of a log recording such information as the time radio calls were received/placed, who the transmitting parties were, the reason for the call, if additional units were dispatched to a location, or if information was retrieved and transmitted back to the caller. These logs may be used for police, fire, EMS, or other radio dispatch operations including road and bridge or development departments. See also “DISPATCH COMMUNICATIONS RECORDS,” “DISPATCH RECORDS: LOGS” and “COMMUNICATIONS AUDIO RECORDINGS.” | 1 fiscal year. | |
| GS1-SL | 293 | RAIN CHECKS | This record series documents rain checks issued to persons who have paid a fee or charge for an event, service, activity, or commodity that cannot be provided as scheduled. The records provide such information as date rain check was issued, event or item to be provided, expiration date, any limitations on use of the rain check, and name of the staff member issuing the rain check. | 3 fiscal years. | |
| GS1-SL | 364 | REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION | This record series documents the demolition and clearance of buildings deemed unfit for occupancy or condemned. The series may include, but is not limited to, demolition orders, inspection reports, notices to property owners, and copies of any related court documents. | 5 anniversary years after final action. | |
| GS1-SL | 172 | REAL PROPERTY RECORDS: PROPERTY ACQUIRED | This record series consists of documents pertaining to real property acquired by a government agency. The series may include, but is not limited to, agency property deeds, appraisals, surveys, copies of building plans or blueprints, records of sale or other disposition of the property, and other supporting documents. See also “REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED.” | 3 fiscal years after termination of agency’s ownership of the real property. | |
| GS1-SL | 164 | REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED | This record series consists of documents pertaining to real property considered for acquisition but not acquired by a government agency. The series may include, but is not limited to, appraisals, surveys and other supporting documents. See also “REAL PROPERTY RECORDS: PROPERTY ACQUIRED.” | 3 fiscal years. | |
| GS1-SL | 45 | RECORDS DISPOSITION DOCUMENTATION | This record series documents the agency’s disposition of its public records. Agencies are required to maintain internal documentation of records dispositions pursuant to Rule 1B-24.003(9)(d), Florida Administrative Code, which states in part that, “For each record series being disposed of, agencies shall identify and document the following: 1. Records retention schedule number; 2. Item number; 3. Record series title; 4. Inclusive dates of the records; 5. Volume in cubic feet for paper records; for electronic records, record the number of bytes and/or records and/or files if known, or indicate that the disposed records were in electronic form; and 6. Disposition action (manner of disposition) and date.” Disposition may include either destruction of records or transfer of legal custodianship of the records to another agency. See also “RECORDS MANAGEMENT COMPLIANCE STATEMENTS” and “RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC.” | Permanent. | |
| GS1-SL | 322 | RECORDS MANAGEMENT COMPLIANCE STATEMENTS | This record series consists of the agency’s copy of records management compliance statements submitted annually to the Department of State, Records Management Program. The statements indicate the agency’s compliance or non-compliance with Florida’s public records management statutes and Florida Administrative Code rules, including documentation of the quantity of records dispositions and the agency’s designated Records Management Liaison Officer. Compliance reporting is required pursuant to Rule 1B-24.003(11), Florida Administrative Code, which requires that, “Each agency shall submit to the Division, once a year, a signed statement attesting to the agency’s compliance with records disposition laws, rules, and procedures.” See also “RECORDS DISPOSITION DOCUMENTATION” and “RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC.” | 1 fiscal year. | |
| GS1-SL | 68 | RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC | This record series consists of copies of records retention schedules approved by the Department of State, Records Management Program for records that are specific to an individual agency’s programs and activities and are not covered by a general records retention schedule. Agency-specific retention schedules are established pursuant to Rule 1B-24.003(2), Florida Administrative Code, Section 119.021(2)(a), Florida Statutes, and Section 257.36(6), Florida Statutes. See also “RECORDS MANAGEMENT COMPLIANCE STATEMENTS” and “RECORDS DISPOSITION DOCUMENTATION.” | Permanent. | |
| GS1-SL | 295 | RECORDS RETRIEVAL/REFERENCE RECORDS | This record series documents the retrieval and refiling of records stored in a records management or archival facility. The series may include, but is not limited to, reference or retrieval requests/work orders, refile requests/work orders, and pull slips and/or “out cards.” The records may indicate such information as name of requesting party; specific records retrieved; date of retrieval and/or delivery to requesting party; by whom retrieved/delivered; date records returned/refiled and by whom; whether anything was missing; and any additional information. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 427 | REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY CODE/ORDINANCE (NO PERMITTING FEE) | This record series consists of application files for registrations, permits, licenses or certifications as required by city or county code/ordinances not requiring a permitting fee. The records may relate to a wide variety of issues or activities, including, but not limited to: special events and/or temporary street closures for such activities as construction on private property, repairs, parades, street parties, garage/yard sales, temporary signs, and other events; contractors authorized to work within the city or county; small businesses; abandoned or foreclosed real property; residential rental property; residential or public parking; solicitors or peddlers; bicycles; tree removal; and construction or demolition debris disposal. The series may include, but is not limited to, applications, affidavits and other supporting documentation as required by the code/ordinance. | 1 anniversary year after denial or expiration of registration/permit/license/certification or withdrawal/abandonment of application. | |
| GS1-SL | 428 | REGISTRATION/PERMIT/LICENSE/CERTIFICATION RECORDS: REQUIRED BY CITY OR COUNTY CODE/ORDINANCE (PERMITTING FEE) | This record series consists of application files for registrations, permits, licenses or certifications as required by city or county code/ordinances requiring a permitting fee. The records may relate to a wide variety of issues or activities, including, but not limited to: special events and/or temporary street closures for such activities as construction on private property, repairs, parades, street parties, garage/yard sales, temporary signs, and other events; contractors authorized to work within the city or county; small businesses; abandoned or foreclosed real property; residential rental property; residential or public parking; solicitors or peddlers; bicycles; tree removal; and construction or demolition debris disposal. The series may include, but is not limited to, applications, affidavits and other supporting documentation as required by the code/ordinance. | 5 fiscal years after denial or expiration of registration/permit/license/certification or withdrawal/abandonment of application. | |
| GS1-SL | 297 | RESOLUTIONS | This record series consists of formal expressions of opinion, intention or decision by a governing body concerning administrative matters before the governing body or relating to the governing body’s areas of responsibility. See also “RESOLUTIONS: SUPPORTING DOCUMENTS,” “CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS,” “DIRECTIVES/POLICIES/PROCEDURES,” “ORDINANCES,” and “PROCLAMATIONS.” These records may have archival value. | Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. | Offer to University of Florida Archives for review. |
| GS1-SL | 429 | RESOLUTIONS: SPECIAL DISTRICTS/AGENCY SUPPORT ORGANIZATIONS/NON-POLICY ADVISORY BOARDS | This record series consists of formal expressions of opinion, intention or decision by a special district established by local ordinance or resolution, agency support organization or non-policy advisory board concerning administrative matters before that body or relating to its area of responsibility. These records may have archival value. | 10 anniversary years. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 143 | RESOLUTIONS: SUPPORTING DOCUMENTS | This record series consists of documentation used in formulating resolutions of a governing body. The documentation may include, but is not limited to, correspondence, memoranda, public requests, drafts and working papers, letters of support from civic and political bodies, and samples of similar resolutions from other bodies. See also “DIRECTIVES/POLICIES/ PROCEDURES” and “RESOLUTIONS.” | 3 calendar years after date of resolution. | |
| GS1-SL | 298 | RESPIRATOR FIT TESTING RECORDS | This record series documents an agency’s compliance with Occupational Safety and Health Administration (OSHA) requirements for fit testing procedures for respirators in “any workplace where respirators are necessary to protect the health of the employee or whenever respirators are required by the employer . . .” (29CFR1910.134(c)(1), Respiratory protection program). The records provide such information as: the protocol selected for respirator fit testing; name or identification of each employee tested; type of fit test performed; specific make, model, style, and size of respirators tested; date of test; and test results. Recordkeeping and retention requirements for these records are pursuant to 29CFR1910.134(m), Respiratory Protection - Recordkeeping. | Retain until the next fit test is administered OR 4 anniversary years after any manner of separation or termination of employment or agency no longer required to conduct fit testing, whichever is later. | |
| GS1-SL | 388 | REVENUE SHARING APPLICATIONS | This record series consists of the agency’s copies of Revenue Sharing Applications (Form DR-700218 or equivalent DOR form) submitted annually to the Florida Department of Revenue pursuant to Rule 12-10.008(3), Florida Administrative Code, State Revenue Sharing, Administration. Refer to Chapter 218, Part II, Florida Statutes, Revenue Sharing Act of 1972. The Department of Revenue no longer requires annual submission of this application. | 5 fiscal years. | |
| GS1-SL | 430 | RIGHT-OF-WAY PERMIT RECORDS | This record series consists of permits issued for construction in or use of the right of way. Uses for which permits may be issued for include, but are not limited to, performance of construction or installation of underground electric, gas, cable television, or telephone lines and other long term or permanent usage of the right of way, or temporary placement of heavy equipment for construction or building maintenance and temporary commercial dumpsters. The series may include, but is not limited to, list of restrictions and inspection information; application for right of way; copy of the permit; inspection report; start work notice; and other related documentation. | 5 fiscal years or as long as right of way is being used for permitted purpose, whichever is longer. | |
| GS1-SL | 49 | SALARY COMPARISON REPORTS | This record series consists of reports compiled for reference purposes to provide employees with a method of comparing their job descriptions, educational requirements, and salaries with similar positions within the agency and in outside agencies. See also “POSITION DESCRIPTION RECORDS” and “SALARY SCHEDULES.” These records may have archival value. | 1 fiscal year. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 240 | SALARY SCHEDULES | This record series consists of a list or report indicating the salary classification/range for each position or pay grade in an agency. See also “POSITION DESCRIPTION RECORDS” and “SALARY COMPARISON REPORTS.” These records may have archival value. | 10 fiscal years. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 368 | SALES/USE/LOCAL OPTION TAX RECORDS | This record series consists of the agency’s copies of monthly or quarterly Sales and Use Tax Returns (DR-15, DR-15EZ, or equivalent) submitted to the Department of Revenue per Chapter 212, Florida Statutes, Tax On Sales, Use, And Other Transactions. | 5 fiscal years. | |
| GS1-SL | 432 | SECURITY BREACH NOTICE RECORDS | This records series consists of security breach notices submitted to the Florida Department of Legal Affairs as required by Section 501.171(3)(a), Florida Statutes, Security of confidential personal information. The series provides such information as a synopsis of the events surrounding the breach; the number of individuals affected by the breach; any services being offered related to the breach; a copy of the notice sent to affected individuals; copies of police reports; copies of policies in place regarding breaches; and steps that have been taken to rectify the breach. | 5 fiscal years after date of determination that no identify theft or financial harm resulted from the breach OR 2 anniversary years after last payment in a transaction involved in a violation, whichever is later. | |
| GS1-SL | 369 | SECURITY SCREENING RECORDS | This record series consists of records documenting security screenings/background checks conducted on individuals who are not employees or candidates for employment (for instance, vendors or couriers at ports, contractors who need site access, etc.). Records may include, but are not limited to, requests for and results of background and driver’s license checks, fingerprints, copies of driver’s licenses, and any other supporting documentation. NOTE: Public schools must use General Records Schedule GS-7, Item #142, Security Screening Records, which applies to employees and non-employees and requires a longer retention in accordance with Florida Statutes. | 2 anniversary years after receiving results of screening or termination of individual’s access and any litigation is resolved, whichever is later. | |
| GS1-SL | 300 | SIGNATURE AUTHORIZATION RECORDS | This record series consists of forms authorizing individuals to sign purchase orders, credit cards/receipts, or paychecks, to accept packages requiring a signature, or to sign off on other types of agency business. See also “FINANCIAL ACCOUNT AUTHORIZATION RECORDS.” | 1 fiscal year after obsolete or superseded. | |
| GS1-SL | 411 | SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS | This record series documents employee administrative access rights to an official agency account on a social media site including, but not limited to, Facebook, Twitter, YouTube, or an agency blog. Social media account authorizations allow authorized employees to create and maintain a specified account and content for that account. The series may include, but is not limited to, social media account information, authorization records, access rights records, and other related records. | 1 anniversary year after superseded or employee separates from employment. | |
| GS1-SL | 144 | SOCIAL SECURITY CONTROLLED SUMMARY RECORDS | This record series consists of an agency's copy of the State's Federal Insurance Contributions Act (FICA) report; state-administered retirement system agencies submit these reports to the Division of Retirement. The report indicates the total taxable wages plus the FICA amount withheld from employee wages and the employer's contribution. See also “PAYROLL RECORDS” items. | 4 calendar years after due date of tax. | |
| GS1-SL | 370 | SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS | This record series consists of electronic mail items identified by an agency’s filtering system as spam or junk mail that are blocked from entering users’ mailboxes and instead are journaled, or captured as an audit log along with their associated tracking information, as evidence of illegal or improper acts. The journaling records lose their value within a brief period after their capture unless it is determined that they should be forwarded to a law enforcement agency for investigation. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 371 | STAFF ADMINISTRATION RECORDS | This record series consists of documentation maintained in program offices, often by supervisors or program managers, to assist in managing office staff and monitoring personnel issues. Records may include, but are not limited to, copies of position descriptions, performance plans, performance and disciplinary documentation, leave requests, emergency contact information, and other documents filed in the agency’s official personnel file, as well as location information, biographical materials such as vitae, biographies, photographs, and newspaper clippings regarding employees. These files are NOT Personnel Files or duplicates thereof, although some documents officially filed in the Personnel File might be duplicated in this record series. See also “DISCIPLINARY CASE FILES: EMPLOYEES,” “EMPLOYEE CONDUCT COUNSELING RECORDS,” and “PERSONNEL RECORDS” items. | Retain until obsolete, superseded, or administrative value is lost, then offer to personnel/human resources office before disposition. | |
| GS1-SL | 412 | STORAGE TANK RECORDS | This record series documents the registration and maintenance of storage tanks in compliance with requirements for petroleum and hazardous substance tanks regulated by the Florida Department of Environmental Protection. The series may include, but is not limited to, annual storage tank registration certificates and/or placards; certification of responsibility; certificate of financial responsibility; storage tank registration account statements; insurance policies; annual site inspection records; and correspondence. Records created pursuant to Chapter 376, Florida Statutes, Pollutant Discharge Prevention and Removal; Rule 62-761, Florida Administrative Code, Underground Storage Tank Systems; and Rule 62-762, Florida Administrative Code, Aboveground Storage Tank Systems. | Retain for life of tank. | |
| GS1-SL | 373 | SUBJECT/REFERENCE FILES | This record series may contain copies of correspondence, reports, memoranda, studies, articles, or other documentation regarding topics of interest to or addressed by an agency or program unit and maintained as a reference resource for the convenience of staff. See also “ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER.” These records may have archival value. | Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 374 | SUBPOENAS | This record series consists of subpoenas served on an agency or employee to provide specified records and/or testimony. Do NOT use this item if records fall under a more appropriate retention schedule item requiring a longer retention, such as LITIGATION CASE FILES for cases in which the agency is a party. | 1 anniversary year after compliance date specified in subpoena. | |
| GS1-SL | 302 | SURVEILLANCE RECORDINGS | This record series consists of surveillance recordings created by public agencies to monitor activities and document incidents. The series may include, but is not limited to, recordings showing the inside and/or outside of public buildings; public property (including in public vehicles such as school buses and municipal buses); public roadways such as intersections monitored by red light cameras; and broad views created via aerial surveillance such as from drones or helicopters. Since these recordings may play an integral part in prosecution or disciplinary actions, agencies are responsible for ensuring that internal management policies are in place establishing criteria for which images should be retained for further investigation. Recordings relating to law enforcement investigations should be filed with the applicable CRIMINAL INVESTIGATIVE RECORDS item in the General Records Schedule GS2 for Criminal Justice Agencies and District Medical Examiners. | 30 days. | |
| GS1-SL | 303 | SURVEYS: AERIAL | This record series consists of aerial survey records including, but not limited to, negatives, prints, and supporting documentation. | Permanent. | |
| GS1-SL | 28 | TELEPHONE CALL RECORDS | This record series consists of logs or other documentation of telephone calls (landline or cellular) or facsimile transmissions (faxes) maintained in order to reconcile with telephone service bills/invoices or for general office administration purposes. The series does not include telephone messages. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 306 | TRAFFIC ACCIDENT REPORTS | This record series consists of copies of traffic accident reports received from law enforcement agencies and used in agency studies to determine if a traffic light, stop sign, caution light, or other traffic control device should be placed at an intersection, street, or other roadway. The series may also include an index to the reports to assist the agency in providing information to citizens or other agencies regarding the number of accidents at a particular intersection, street, etc., over a specified period of time. The index may include, but is not limited to, the road/street name, the number of accidents for a particular street, and other related information. | 4 calendar years. | |
| GS1-SL | 147 | TRAINING MATERIAL RECORDS | This record series consists of materials used in training, such as films, slide presentations, manuals, workbooks, and other related items. Check with applicable training agencies (i.e., state and federal agencies, etc.) for retention requirements. This record series does not include records documenting training of individuals. These records may have archival value. | Retain until obsolete, superseded, or administrative value is lost. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS1-SL | 146 | TRANSITORY MESSAGES | This record series consists of records that are created primarily to communicate information of short-term value. “Transitory” refers to short-term value based upon the content and purpose of the message, not the format or technology used to transmit it. Examples of transitory messages include, but are not limited to, reminders to employees about scheduled meetings or appointments; most telephone messages (whether in paper, voice mail, or other electronic form); announcements of office events such as holiday parties or group lunches; recipient copies of announcements of agency sponsored events such as exhibits, lectures or workshops; and news releases received by the agency strictly for informational purposes and unrelated to agency programs or activities. Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. | Retain until obsolete, superseded, or administrative value is lost. | |
| GS1-SL | 52 | TRAVEL RECORDS | This record series consists of copies of travel vouchers and related records detailing expenses incurred during travel and the authorized per diem rate indicated or the amount of reimbursement based on the actual cost of lodging and meal allowances and other expenses. Copies of travel authorizations, itineraries and other supporting documents may also be included. See also “FINANCIAL TRANSACTION RECORDS: DETAIL.” | 5 fiscal years. | |
| GS1-SL | 309 | UNCLAIMED PROPERTY RECORDS | This record series consists of agency copies of the Report of Unclaimed Property submitted to the Department of Financial Services as required by Section 717.117, Florida Statutes, for the registration of unclaimed or abandoned tangible or intangible property. Section 717.1311(1), Florida Statutes, Disposition of Unclaimed Property – Retention of Records, requires agencies holding unclaimed or abandoned property to maintain records of the specific type of property, amount, name, and last known address of the owner for five years after the property becomes reportable. | 5 anniversary years after the property becomes reportable. | |
| GS1-SL | 149 | UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS | This record series consists of the agency’s copies of Employers Quarterly Reports (UCT-6) or other reports to the Department of Revenue as required by Rule 73B-10.025, Florida Administrative Code, Reports Required of Liable Employers. The reports provide the name of each employee, employee number, amount of wages paid during the quarter subject to unemployment benefits, social security number, number of weeks covered, and other information used in determining unemployment/reemployment assistance benefits due to applicants. The series may also include receipts and statements of charges. Retention is pursuant to Section 443.141(4)(f), Florida Statutes, which states, “The collection of any contribution, reimbursement, interest, or penalty due under this chapter is not enforceable by civil action, warrant, claim, or other means unless the notice of lien is filed with the clerk of the circuit court as described in subsection (3) within 5 years after the date the contribution, reimbursement, interest, and penalty were due.” | 5 fiscal years. | |
| GS1-SL | 78 | VEHICLE ACCIDENT RECORDS | This record series consists of all transportation accident reports, general correspondence, and property receipts concerning fatality or non-fatality accidents involving employees in an agency vehicle or in their own vehicle, including ground or water vehicles, during the course of agency business. The series includes information on vehicles involved, occupants, time, and circumstances. This record series is not the official law enforcement agency documentation of traffic accidents. Retention is pursuant to Statute of Limitations, Section 95.11(3), Florida Statutes. See also “INJURY/ILLNESS RECORDS,” “WORKERS’ COMPENSATION PROGRAM ADMINISTRATION RECORDS,” “EQUIPMENT/VEHICLE MAINTENANCE RECORDS,” and “EQUIPMENT/VEHICLE USAGE RECORDS.” | 4 anniversary years. | |
| GS1-SL | 414 | VEHICLE LOCATOR RECORDS | This record series consists of records used to track agency vehicles. These records might reside in an automated system such as a Computer Aided Dispatch (CAD) system or in some other format. This series may also include Automatic Vehicle Locating (AVL) data collected by GPS devices. Since these records may relate to prosecution or disciplinary actions, agencies are responsible for ensuring that internal management policies are in place establishing criteria for which records should be retained beyond the minimum. These records may become part of disciplinary case files. | 30 days. | |
| GS1-SL | 154 | VEHICLE RECORDS | This record series consists of records documenting each vehicle owned by the agency including, but not limited to, vehicle registration papers, copy of the title, inspection information, maintenance agreements, credit card information, confidential tag issuance information, and any other information relating to the vehicle. See also “VEHICLE ACCIDENT RECORDS,” “EQUIPMENT/VEHICLE MAINTENANCE RECORDS,” and “EQUIPMENT/VEHICLE USAGE RECORDS.” | 1 anniversary year after disposition of vehicle. | |
| GS1-SL | 97 | VENDOR FILES | This record series consists of records documenting services offered and/or provided by individual vendors. The series may include, but is not limited to, vendor background information; product/service and price lists; purchase/lease and payment histories; copies of invoices, purchase orders, and receiving reports; payment credit documentation; and other related records. | 3 fiscal years. | |
| GS1-SL | 243 | VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT | This record series consists of written responses to requests received for verification of employment at an agency or of enrollment/attendance at an educational institution. The record series may also include logs recording the number of telephone inquiries for such verification and responses that are made verbally over the telephone. | 90 days. | |
| GS1-SL | 54 | VISITOR/ENTRY RECORDS | This record series consists of logs or other records documenting visitors’ and employees' entry into an agency’s building or other facility. The records may include such information as time, date, name, signature, reason for visit, and location and/or person visited. See also “ACCESS CONTROL RECORDS.” | 30 days. | |
| GS1-SL | 156 | VOUCHERS: FEDERAL PROJECTS PAID | This record series consists of vouchers paid for federally funded projects. Check with applicable agency for any additional requirements. See also “PROJECT FILES: FEDERAL.” | 5 fiscal years after completion or termination of project. | |
| GS1-SL | 376 | WHISTLE BLOWER INVESTIGATIVE RECORDS | This record series consists of complete case files of both substantiated and unsubstantiated formal and informal “Whistle Blower” cases investigated or released by the Office of the Inspector General of any agency or by the agency official authorized to conduct such an investigation. The series may include, but is not limited to, witness statements; documentary evidence; notes filed by the person(s) filing the complaint (the Whistle Blower(s)), employees, witnesses, anonymous complainants, or others; complete case file history; letters; determinations; final reports; and executive summaries. Refer to Florida Statutes Section 14.32, Office of Chief Inspector General; Section 20.055, Agency inspectors general; and Sections 112.3187-31895 regarding investigation requirements and procedures. See also “INVESTIGATIVE RECORDS: INSPECTOR GENERAL.” These records may have archival value. | 5 anniversary years after case closed or conclusion of any litigation that may ensue. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. | |
| GS1-SL | 141 | WORK ORDERS | This record series documents requests for major or minor maintenance or service requiring that a work order be generated. The work order may include such information as dates, locations, cost of labor, hours worked, equipment cost per hour, material used and cost, and other pertinent details. This item does not include equipment maintenance records. For record copies of payment information, use “FINANCIAL TRANSACTION RECORDS: DETAIL.” See also “EQUIPMENT/VEHICLE MAINTENANCE RECORDS.” | 3 fiscal years. | |
| GS1-SL | 289 | WORK SCHEDULES | This record series consists of work scheduling documentation for employees, including shift or part time employees. These records may provide such information as hours scheduled to work, assignments, the switching of hours with another employee, the location or route of work assignment, and anticipated starting and ending times. | 1 fiscal year after obsolete or superseded. | |
| GS1-SL | 55 | WORKERS' COMPENSATION RECORDS | This record series documents employers’ efforts to comply with workers’ compensation reporting laws and rules. The series may include, but is not limited to, proof of coverage; self-insured reports; first report of injury or illness forms and associated documentation; Occupational Safety and Health Administration (OSHA) Form 300 and 300A, Log and Summary of Work-Related Injuries and Illnesses; OSHA Form 301, Injury and Illness Incident Report; any equivalent or predecessor OSHA forms; and state form DFS-F2-DWC-1 (First Report of Injury or Illness) or equivalent or predecessor state forms. Retention is pursuant to OSHA’s recordkeeping rule, 29CFR1904.33, Other OSHA Injury and Illness Recordkeeping Requirements – Retention and Updating. See also “INJURY/ILLNESS RECORDS,” “INSURANCE RECORDS: AGENCY” and the applicable PERSONNEL RECORDS item. | 5 calendar years. | |
| GS4 | 1 | ACCREDITATION RECORDS: HEALTHCARE FACILITIES | This record series consists of documentation used to demonstrate compliance with professional standards established for healthcare facilities. The series may include, but is not limited to, survey results, inspection reports, notices of corrections, correction reports, public notices, public hearing transcripts, and any additional supporting documentation. | 5 anniversary years after next accreditation report is issued. | |
| GS4 | 2 | ADMISSION REPORTS: STATISTICAL | This record series consists of statistical information for patients who were admitted to health care facilities. The series may include, but is not limited to, the number of patients admitted to or discharged from the facility or a specific ward, the number of trauma patients, average length of stay, daily number of deaths and post-operative deaths, bed occupancy rate, and patient demographics. | 3 fiscal years. | |
| GS4 | 96 | BIOMEDICAL WASTE RECORDS | This record series documents the shipment and disposal of biomedical waste. The series may include, but is not limited to, biomedical waste tracking forms, mail and return receipts, transporter information, and shipment logs. | 3 anniversary years. | |
| GS4 | 102 | BIRTH REPORTS | This record series consists of birth reports submitted to the county health department. The reports contain necessary information to complete the birth certificate including the baby’s name; weight; height; time, date, and location of birth; and information on the baby’s parents. | 1 anniversary year after birth certificate is issued. | |
| GS4 | 135 | BLOOD BANK RECORDS: NO PRODUCT EXPIRATION DATE | This record series documents the donation, processing and distribution of blood and blood products that have no product expiration date. The series may include, but is not limited to, dates of donations; patient typing records; documentation of reactions; blood product storage, distribution and inspection records; records of errors and accidents; final disposition reports; quality control records; and compatibility testing records. Retention is pursuant to 21 CFR 606.160, Records. See also “BLOOD BANK RECORDS: PRODUCT EXPIRATION DATE.” | PERMANENT. | |
| GS4 | 136 | BLOOD BANK RECORDS: PRODUCT EXPIRATION DATE | This record series documents the donation, processing and distribution of blood and blood products. The series may include, but is not limited to, dates of donations; patient typing records; documentation of reactions; blood product storage, distribution and inspection records; records of errors and accidents; final disposition reports; quality control records; and compatibility testing records. Retention is pursuant to 21 CFR 606.160, Records. See also “BLOOD BANK RECORDS: NO PRODUCT EXPIRATION DATE.” | 10 anniversary years after the records of processing are completed or 6 months after the latest expiration date for the individual product, whichever is later. | |
| GS4 | 10 | CANCER REGISTRY REPORTS | This record series consists of cancer registry reports required by the Department of Health and Rehabilitative Services (HRS) in 1972 and discontinued in 1977. These reports are no longer accumulated. The reports document such information as type of cancer, growth and location, treatments prescribed and their effectiveness, and age, gender and race of the patient. | 75 calendar years after last entry. | |
| GS4 | 137 | CLINICAL STUDY RECORDS | This record series consists of records of clinical studies to develop new and better methods to diagnose, treat and prevent disease by recruiting volunteers for trials using new medicines or treatments. Clinical studies answer specific questions regarding vaccines, new therapies or new ways of using current treatments. The series may include, but is not limited to, reports; narrative descriptions; informed consents and authorizations; physical examination records; laboratory results; diagnostic test reports; progress notes; medication records; physician order forms; and participant's confidential medical information including medical history, physical examination and tests results. This includes clinical studies using grant and federal funds. See also General Records Schedule GS1-SL for State and Local Governmental Agencies, item #422 “GRANT FILES” and item #137 “PROJECT FILES: FEDERAL.” | 10 anniversary years after completion of study. | |
| GS4 | 91 | COMPLAINT RECORDS: MAMMOGRAPHY FACILITY | This record series consists of complaints filed by employees and patients against a mammography provider. The series may include, but is not limited to, witness statements; documentary evidence; notes filed by the person(s) filing the complaint, employees, witnesses, anonymous complainants or others; complete case file history; letters; determinations; final reports; and executive summaries. | 7 anniversary years after resolution. | |
| GS4 | 120 | DIRECTIVES/POLICIES/PROCEDURES: HEALTHCARE | This record series consists of directives, policies and procedures outlining the methods for accomplishing the functions and activities of healthcare facilities. These records demonstrate the operational atmosphere and give guidance to medical staff on the care and treatment of patients. Retention is pursuant to Section 95.11, Florida Statutes, Limitations other than for the recovery of real property. This series may have archival value. | 7 anniversary years after superseded or obsolete. | Offer to University of Florida Archives for review. |
| GS4 | 113 | DISPOSAL RECORDS: NON-SEALED SOURCE RADIOACTIVE MATERIAL | This record series documents the disposal of non-sealed source radioactive material with a physical half-life of less than 120 days. The series may include, but is not limited to, the date of disposal, the date the material was placed in storage, the radionuclides disposed, the model and serial number of the survey instrument used, the background dose rate, the container's surface radiation dose rate, and the name of the individual performing the disposal. Retention is pursuant to Rule 64E-5.331, Florida Administrative Code, Disposal of Specific Wastes. | 3 anniversary years. | |
| GS4 | 89 | DISPOSAL RECORDS: RADIOACTIVE WASTE | This record series documents the disposal of radioactive waste and waste by-products. The series may include, but is not limited to, the date and method of disposal, the name and address of the waste hauler, the amount disposed of, and the name of the staff handling the disposal or transfer process. Records created pursuant to Rule 64E-5.340, Florida Administrative Code, Records of Waste Disposal or Transfer. | 1 anniversary year after termination or expiration of license. | |
| GS4 | 138 | FOOD SERVICES RECORDS | This record series documents food services provided at healthcare facilities. The series may include, but is not limited to, menus of meals and snacks offered, recipes used in the preparation of meals, and dietitian consulting summaries and reviews. The series also documents such information as serving sizes, serving times, nutritional analysis and ingredient lists. Records created pursuant to 42 CFR 483.480, Condition of participation: Dietetic services, and Rule 58A-5.020, Florida Administrative Code, Food Service Standards. | 2 anniversary years. | |
| GS4 | 128 | GUNSHOT WOUND/LIFE-THREATENING INJURY REPORTS | This record series consists of reports made by physicians, nurses or employees who knowingly treat any person suffering from a gunshot wound, life threatening injury or other wound indicating violence and filed with the county sheriff’s department in which treatment is administered. Records created pursuant to Section 790.24, Florida Statutes, Report of medical treatment of certain wounds; penalty for failure to report. | 30 days. | |
| GS4 | 131 | INFECTION CONTROL RECORDS | This record series documents facilities’ efforts to identify, report, evaluate, prevent or stop the spread of infections in healthcare settings. The series may include, but is not limited to, surgical infection investigation reports, training course content, reviews and evaluations of all septic, isolation, and sanitation techniques used in the medical facility, and reports on employees who may have or have been exposed to a communicable disease. | 5 calendar years. | |
| GS4 | 127 | INVENTORY RECORDS: DRUG | This record series consists of inventories pertaining to controlled and non-controlled substances, including drugs destroyed or disposed. The series documents such information as substances received; substances sold, administered, dispensed or disposed; substances placed on or removed from EMS vehicles; and outdated drugs and disposition. | 2 anniversary years after date of inventory. | |
| GS4 | 139 | LABORATORY/PATHOLOGY TESTING RECORDS | This record series documents laboratory, pathology, histology and cytology processing, testing and reporting of specimen. The records document such information as the accession, condition and disposition of each specimen, performance of each step in the testing, test requisitions, test results and final reports. Retention is pursuant to 42 CFR 493.1105, Standard: Retention requirements. | 10 anniversary years after report date. | |
| GS4 | 90 | MAMMOGRAM IMAGES: SINGLE VISIT | This record series consists of radiographic images of breasts taken at a facility where no additional mammograms of the patient are performed. This series does not include the radiologist’s interpretation of the images which is covered by the applicable PATIENT MEDICAL RECORDS item. Retention is pursuant to 21 CFR 900.12(e)(l)(4)(i), Quality standards. See also “X-RAY/IMAGING RECORDS.” | 10 anniversary years. | |
| GS4 | 49 | MASTER PATIENT INDEXES | This record series consists of master patient indexes used to identify patients and their medical records. The series may include, but is not limited to, the patient's name, identifier number, address, date of birth, date of admission, diagnosis and the date of discharge. | 10 anniversary years. | |
| GS4 | 118 | MONITORING STRIPS | This record series consists of capnography, EEG, EKG, fetal monitoring, pulse oximetry, stress test and treadmill test strips generated by various vital sign monitors and testing devices where a report or interpretation has been recorded in the patient medical record. For strips generated where no report of their content is contained within the patient’s medical file, the strips should be retained as long as the patient medical record. | 30 days after report is filed. | |
| GS4 | 97 | ON-SITE INCINERATOR RECORDS | This record series documents the operation of on-site incinerators at healthcare facilities. The records document such information as acceptance of medical waste; date and length of each incineration cycle; and total weight of waste incinerated per cycle. | 3 calendar years. | |
| GS4 | 99 | ORGAN/TISSUE TRACKING RECORDS | This record series documents the receipt and disposition of organs and tissue transplanted within the hospital. The records document such information as the organ or tissue type; the donor identification number; the name and license number of the procurement or distribution facility which supplied the tissue or organ; recipient name and identification number; name of transplanting doctor; date the organ or tissue was received by the hospital; and the date of the transplant. Records created pursuant to Rule 59A-3.270, Florida Administrative Code, Health Information Management. This series may have archival value. | 25 anniversary years after known death date of candidate/recipient or 100 anniversary years after registration date, whichever comes first. | |
| GS4 | 80 | PATIENT MEDICAL RECORDS | This record series documents the medical history, diagnosis, treatment and care of patients by a public healthcare provider or institution. Public healthcare providers and institutions include public providers of dental care and mental health and drug addiction counseling, multiphase clinics, hospitals, county public health units, medical/dental/nursing schools, EMS providers, and limited care residential facilities. The series may include, but is not limited to, clinical data and medical history, such as demographics, vital signs, diagnoses, medications, treatment plans, progress notes, problems, immunization dates, allergies, radiology images, and laboratory and test results. Records created pursuant to Rule 59A-3, Florida Administrative Code, Hospital Licensure. Non-routine patient medical records, such as those documenting a particularly significant public health issue such as a major new health threat or epidemic, may have archival value. | 7 anniversary years after last entry. | *Superseded by UF Privacy Policy 2.4 - Health Information Management, Retention, Archiving, and Disposal for a retention period of 10 years after last entry. |
| GS4 | 130 | PATIENT MEDICAL RECORDS: CHILDREN UNDER ONE YEAR OF AGE | This record series documents the medical history, diagnosis, treatment and care of patients under one year of age by a public healthcare provider or institution. Public healthcare providers and institutions include public providers of dental care and mental health and drug addiction counseling, multiphase clinics, hospitals, county public health units, medical/ dental/nursing schools, EMS providers, and limited care residential facilities. The series may include, but is not limited to, clinical data and medical history, such as demographics, vital signs, diagnoses, medications, treatment plans, progress notes, problems, immunization dates, allergies, radiology images, and laboratory and test results. Records created pursuant to Rule 59A-3, Florida Administrative Code, Hospital Licensure. Non-routine patient medical records, such as those documenting a particularly significant public health issue such as a major new health threat or epidemic, may have archival value. | Retain until patient’s 8th birthday. | *Superseded by UF Privacy Policy 2.4 - Health Information Management, Retention, Archiving, and Disposal for a retention period of 10 years after last entry. |
| GS4 | 140 | PHARMACY PATIENT AND PRESCRIPTION RECORDS | This records series documents patients that have been dispensed medicine or substances by a pharmacy. The records document such information as patients’ full name, address, telephone number, age, date of birth and gender; name of prescribing practitioner; the medicine or substance prescribed and quantity, strength and directions for its use; prescription number; initials of the pharmacist; date prescriptions filled; and comments on patients’ therapy, allergies, drug reactions, idiosyncrasies, chronic conditions and disease state. The series may also include written prescriptions and lists of all new or refilled prescriptions. Retention pursuant to Rule 64B16-27.800(3), Pharmacy Practice, Requirement for Patient Records. | 2 anniversary years after last entry. | |
| GS4 | 141 | PROCEDURES: SPECIMEN TESTING | This record series consists of procedures outlining the object of specimen testing, the correct use of equipment and the methodology for taking the test. The series may include, but is not limited to, requirements for specimen collection and processing; step by step performance of the procedures; remedial action for failed instrument operation; criteria for specimen storage; and course of action for inoperable test system. Retention is pursuant to Rule 59A-6.022, Florida Administrative Code, Standards of Performance. | 2 anniversary years after discontinuance of policy. | |
| GS4 | 93 | PROFICIENCY TESTING: LABORATORIES | This record series documents proficiency tests used by laboratories to verify the accuracy and reliability of its testing. The series documents such information as step by step proficiency testing, sample preparation and handling, steps taken in the testing of samples, instrument printouts, proficiency testing program results, laboratory performance evaluations and corrective actions. Retention is pursuant to 42 CFR 493.903, Administrative responsibilities. | 5 anniversary years after event. | |
| GS4 | 92 | QUALITY ASSURANCE RECORDS: MAMMOGRAPHY FACILITY | This record series documents mammography facilities’ efforts to “ensure the safety, reliability, clarity, and accuracy of mammography services performed at the facility” as required by 21 CFR 900.12, Quality standards. The series may include, but is not limited to, quality control surveys, equipment evaluations and performance tests. | 1 calendar year or until the next annual inspection, whichever is later. | |
| GS4 | 82 | QUALITY CONTROL RECORDS: IMMUNOHEMATOLOGY | This record series documents quality control testing of immunohematology samples in an effort to detect, reduce and correct deficiencies in laboratory internal analytical processes. The series may include, but is not limited to, control graphs and charts, cumulative summaries, corrective actions, testing logs and attestations that the quality control samples were tested in the same manner as regular patient samples. Records created pursuant to 42 CFR 493, Laboratory Requirements. See also “QUALITY CONTROL RECORDS: LABORATORIES.” | 5 anniversary years. | |
| GS4 | 81 | QUALITY CONTROL RECORDS: LABORATORIES | This record series documents quality control testing of laboratory samples in an effort to detect, reduce and correct deficiencies in laboratory internal analytical processes. The series may include, but is not limited to, control graphs and charts, cumulative summaries, corrective actions, testing logs and attestations that the quality control samples were tested in the same manner as regular patient samples. Records created pursuant to 42 CFR 493, Laboratory Requirements. See also “QUALITY CONTROL RECORDS: IMMUNOHEMATOLOGY.” | 2 anniversary years. | |
| GS4 | 142 | RADIOLOGY RECORDS: OPERATIONAL | This record series documents the operational activities of radiology facilities. The series documents such information as sealed sources received or possessed; radioactive material calibrations and monitoring; radiation detection instrumentation calibrations; daily function checks; maintenance repairs; radiation surveys; tests for entry control devices to secured radiation areas; tests of sealed sources of radiation; utilization logs of sealed sources and storage containers; maintenance reports; record of equipment removed from service; and inspector reports and documentation of corrective actions. | 3 anniversary years after date of record. | |
| GS4 | 143 | RADIOLOGY/RADIATION RECORDS: EXPOSURE | This record series documents facilities’ efforts to monitor radiological exposure to humans and the environment. The series may include, but is not limited to, measurements and calculations used to evaluate the release of radioactive effluents into the environment, planned special exposures, accident and emergency exposures and radiation protection provisions. | 1 anniversary year after expiration or termination of facility license. | |
| GS4 | 110 | RESIDENT RECORDS: ASSISTED LIVING FACILITIES | This record series documents the contractual obligations of assisted living facilities for the residents. The series may include, but is not limited to, appointment of resident guardians, power-of-attorney, demographic data, therapeutic diets and healthcare providers’ name and address. Medical records are maintained separately and take the retention of the patient medical record. This series may have archival value. | 1 anniversary year after departure. | |
| GS4 | 107 | RESPIRATORY PROTECTION PROGRAM RECORDS: AIR SAMPLING | This record series documents air sampling and bioassays conducted to measure the level of air contaminants. The series may include, but is not limited to, identification of potential hazards, estimated exposure levels and evaluations of actual intake levels. | 1 anniversary year. | |
| GS4 | 69 | RISK MANAGEMENT RECORDS: INTERNAL | This record series documents healthcare facilities’ implementation and oversight of an internal risk management program. The series may include, but is not limited to, records documenting the education and training of all non-physician employees; analyses of frequency and causes of adverse incidents to patients; analyses of patient grievances that relate to patient care and the quality of medical services; reviews of incident reports; meeting minutes of the risk management committee; copies of adverse incident reports; and annual incident summary reports. Adverse incident reports should also be filed in the applicable PATIENT MEDICAL RECORDS series. Records created pursuant to Section 395.0197, Florida Statutes, Internal risk management program. | 7 calendar years. | |
| GS4 | 70 | RUN REPORTS: EMERGENCY | This record series documents patients who receive service from Emergency Medical Technicians (EMT), Emergency Medical Services (EMS), Air-Medical Providers or paramedics. The records document such information as treatment and administration of drugs; each patient's name, address, age or date of birth, sex and race; call identification number, unit number of responding vehicles; transporting vehicle; location of scene or incident; location of patient; and destination of calls. See also General Records Schedule GS8 for Fire/Rescue Departments, item #39 “RUN REPORTS: NON-EMERGENCY.” | 7 anniversary years after last entry. | |
| GS4 | 126 | STAFFING RECORDS: MEDICAL PERSONNEL | This record series documents the work shifts of medical staff including nurses, physicians, medical aides and support staff who provide medical treatment. The series also includes work shifts for physicians “on call.” | 7 anniversary years. | |
| GS4 | 144 | VITAL STATISTICS RECORDS | This record series consists of the provider’s or facility’s official records of births, deaths and fetal deaths. The series may include, but is not limited to, birth certificates, death certificates, fetal death certificates and any supporting documentation. Records created pursuant to Rule 64V-1, Vital Records and Associated Activities. | Permanent. | |
| GS4 | 78 | X-RAY/IMAGING RECORDS | This record series consists of x-ray images, x-ray films, mammogram images, scans and other images produced for screening or diagnostic procedures. The series includes such information as the name of the patient, the type of examination, dates of the exam and the technician performing the service. See also “MAMMOGRAM IMAGES: SINGLE VISIT.” | 7 anniversary years after last entry. | |
| GS4 | 98 | X-RAY/IMAGING SYSTEM MAINTENANCE RECORDS | This record series documents the operation and maintenance of x-ray systems. The series may include, but is not limited to, tube rating charts and cooling curves; record of surveys, calibrations, maintenance, modifications from the original schematics and drawings performed on the x-ray machine along with the names of persons who performed the service; correspondence relating to the x-ray systems; and logs containing the patient’s name, the type of examination and the dates the examinations were performed. Records created pursuant to Rule 64E-5.502, Florida Administrative Code, General Requirements. | 7 anniversary years after last entry. | |
| GS5 | 80 | Academic Promotion/Tenure Records | This record series consists of the promotion portfolio or other documentation required for the review of applications for promotion and/or tenure. For each application, the series may include, but is not limited to, copies of applicable promotion criteria and standards; current curriculum vitae; employee’s annual assignments; ratings received on annual evaluations; documentation supporting the employee’s performance relative to promotion criteria and standards; employee's promotion appraisal(s); and other related documentation. A record of the approval, denial, or withdrawal of the application should be included in the official employee’s personnel file; the institution determines what documentation serves as this record. | 5 anniversary years. | |
| GS5 | 96 | Accreditation Records | This record series consists of accreditation report and final self-study documenting the process and status of becoming accredited and/or activities associated with reporting and/or confirming the accreditation status of the school. See also "ACCREDITATION RECORDS: SUPPORTING DOCUMENTS." These records may have archival value. | 5 anniversary years after accreditation report is issued or until completion of the next accreditation cycle, whichever is longer. Agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS5 | 2 | Accreditation Records: Southern Association College/School | This record series consists of accreditation records, visiting accreditation team reports, related correspondence, board reviews, updates and status documentation. See also "ACCREDITATION RECORDS" and "ACCREDITATION RECORDS: SUPPORTING DOCUMENTS." These records may have archival value. | 10 anniversary years after final action. Agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS5 | 39 | Accreditation Records: Supporting Documents | This record series consists of supporting documents documenting the process and status of becoming accredited and/or activities associated with reporting and/or confirming the accreditation status of school, including supporting documentation. See also "ACCREDITATION RECORDS." | 1 anniversary year after accredited. | |
| GS5 | 97 | Admission Records: Denied/Unregistered Students | This record series documents students who applied for admission but were denied admission or did not register. The series may include, but is not limited to, correspondence, applications, transcripts, equivalency diploma, residency affidavit, conditional enrollment form, and readmission forms of students who had previously been denied admission. See also "ADMISSION RECORDS: REGISTERED STUDENT." | 5 fiscal years after receipt of application or transcript. | *Use for transcripts sent to departments for students who never applied. |
| GS5 | 41 | Admission Records: Registered Students | This record series consists of correspondence, application, transcripts, equivalency diploma, residency affidavit, conditional enrollment form, and readmission forms of students who have registered for classes. See also "ADMISSION RECORDS: DENIED/UNREGISTERED STUDENTS." | 5 anniversary years after attendance. | |
| GS5 | 43 | Annual Reports: Departmental | This record series consists of summaries of departmental, university or division activities by year. These reports may be used in compiling the official college/university annual report. For retention of the official annual report of the college/university, see General Records Schedule GS1-SL for State and Local Government Agencies, Item #245, Annual Reports, Governing Body. | 3 fiscal years. | Offer to University of Florida Archives for review. |
| GS5 | 44 | Annual Reports: Federally Funded Programs | This record series consists of Integrated Postsecondary Education Data System (IPEDS) reports; Office of Civil Rights (OCR) reports; and Equal Employment Opportunity Commission (EEOC) reports, specifically the EEO-6 report, Higher Education Staff Information. Retention pursuant to 29CFR1602.50, Requirement for filing and preserving copy of report. | 3 anniversary years. | |
| GS5 | 109 | Campus Security Report Records | This record series consists of report records documenting campus security, crime, and fire safety in accordance with 34CFR668.46, the Clery Act. The Clery Act is intended to provide guidance on maintaining a safe and secure campus environment and addresses such issues as alcoholic beverages, illegal drugs, substance abuse, dating and domestic violence, emergency response and evacuation, missing students, campus crime, security and fire safety. The series may include, but is not limited to, annual security reports, fire safety reports, related policies and procedures, and notifications. | 10 anniversary years. | |
| GS5 | 6 | Class Rolls | This record series consists of rosters of all students enrolled in each class during a particular grading period. | 3 fiscal years. | |
| GS5 | 48 | Class, Course, Room, and Faculty Schedules | This record series documents class meeting times and days for each course, room assignments, and teaching schedules, including office hours. | Retain until end of semester. | |
| GS5 | 50 | Course and Program Records: Descriptions and Requirements | This record series documents degrees and courses offered in each program area. The series may include, but is not limited to, course descriptions; program requirements; proposals, creation and disbandment of classes, programs, internships, centers and institutes; and other documentation related to each course and program. This series may also include a copy of college and university undergraduate and graduate course catalogs. | 1 academic year after course is permanently discontinued. | Offer to University of Florida Archives for review. |
| GS5 | 34 | Course and Program Records: Faculty Files | This record series consists of course and program documentation maintained by individual professors, faculty or instructors. The series may include, but is not limited to, schedules, course outlines, syllabi, policies, plans, instructional materials, evaluation tools, development materials, and course recordings. | 2 anniversary years after the end of course or until superseded, whichever is longer. | |
| GS5 | 51 | Directives/Policies/Procedures: President/Provost | This record series consists of the official management statements of policy from the president's or provost's office for the university and the operating procedures which outline the methods for accomplishing the functions and activities assigned to each department. It includes all memoranda and correspondence generated relating to the policies and procedures which are to be followed by employees. These records may have archival value. | 10 anniversary years after obsolete or superseded. Agencies should ensure appropriate preservation of records determined to have long-term historical value. | Offer to University of Florida Archives for review. |
| GS5 | 53 | Discipline Records: Student (Major Offense) | This record series documents the conduct and results of investigations into major offenses as defined by the university or college, including but not limited to offenses resulting in expulsion. The series may include, but is not limited to, minutes of the discipline committee, student court records, correspondence, investigative reports, notices of hearings, hearing transcripts, recommendations, expulsion notices, and final action records. Final actions should be posted to the STUDENT EDUCATION RECORDS: PERMANENT ACADEMIC FILE. See also "DISCIPLINE RECORDS: STUDENT (MINOR OFFENSE)" and “DISCIPLINE RECORDS: STUDENT (NO VIOLATION FOUND).” | 5 anniversary years after graduation, transfer, withdrawal, or final action, whichever is latest, provided final action posted to student’s permanent academic record. | |
| GS5 | 54 | Discipline Records: Student (Minor Offense) | This record series documents the conduct and results of investigations into minor offenses as defined by the university or college, including but not limited to offenses resulting in suspension. The series may include, but is not limited to, minutes of the discipline committee, student court records, correspondence, investigative reports, notices of hearings, hearing transcripts, recommendations, suspension notices, and final action records. See also "DISCIPLINE RECORDS: STUDENT (MAJOR OFFENSE)" and “DISCIPLINE RECORDS: STUDENT (NO VIOLATION FOUND).” | 3 anniversary years after final action. | |
| GS5 | 98 | Discipline Records: Student (No Violation Found) | This record series consists of minutes of the discipline committee, student court, correspondence, and other supporting documents regarding a student found not to have committed an offense. See also "DISCIPLINE RECORDS: STUDENT (MAJOR OFFENSE)," and "DISCIPLINE RECORDS: STUDENT (MINOR OFFENSE)." | 60 days after dismissal of case. | |
| GS5 | 40 | Drop/Add Request Records | This record series consists of drop/add requests submitted by students for the purposes of dropping and/or adding classes at the beginning of a semester. This is not to be confused with withdrawal records. See also "WITHDRAWAL RECORDS." | 1 semester after posted. | |
| GS5 | 99 | Educational and Employment Equity Reporting Records | This record series documents efforts to comply with the requirements of the Florida Educational Equity Act (Section 1000.05, Florida Statutes, Discrimination against students and employees…) and the Community College Employment Equity Accountability Program (Section 1012.86, Florida Statutes). The series may include, but is not limited to, implementation plans, corrective action plans, progress reports, employment data, enrollment data, and other related documentation. Retention is based on Section 1012.86(1), Florida Statutes, and Statute of Limitations, Section 95.11(3), Florida Statutes. | 4 anniversary years provided compliance achieved and maintained for at least 3 consecutive years prior to disposition. | |
| GS5 | 20 | Educational Plant Survey Reports | This record series consists of reports of educational space and facilities as required every five years by Section 1013.31, Florida Statutes, Educational plant survey; localized need assessment; PECO project funding. The surveys, as defined in Section 1013.01(8), Florida Statutes, report such information as how facilities are used, square footage allotted to each educational program, and assessments and recommendations for capital improvements, custodial services, sanitation facilities, safety, Americans with Disabilities Act modifications, and building envelope replacements. | 5 fiscal years after superseded by new report. | |
| GS5 | 55 | Employee Fee Waiver Records | This record series consists of waiver forms on tuition given to university/college employees. | 5 fiscal years. | |
| GS5 | 7 | Enrollment Records | This record series consists of enrollment records of universities and colleges. The series may include, but is not limited to, reports on cumulative credit hours, equivalency and enrollment. | Permanent. | |
| GS5 | 100 | Examination Records: Graduation/Certification Requirements | This record series documents examinations taken by students in classes required for certification or graduation. The series may include, but is not limited to, students’ information and examination responses (as recorded on bubble answer sheets, scantron forms or any other format), test questions and answer keys, and test administration instructions. See also “EXAMINATION RECORDS: NON-STANDARDIZED,” “EXAMINATION RECORDS: STATE ASSESSMENTS AND STANDARDIZED EXAMINATIONS” and “STUDENT CLASS WORK RECORDS.” | 1 anniversary year after final class grades posted provided no appeal is pending, or 1 anniversary year after conclusion of appeal process if applicable. | |
| GS5 | 56 | Examination Records: Non-Standardized | This record series documents non-standardized examinations and tests to facilitate measuring student's performance or level of acquired knowledge including tests not required for graduation or certification. The series may include, but is not limited to, testing material, test questions, answer keys, student examination responses, and test administration instructions. See also “EXAMINATION RECORDS: STATE ASSESSMENTS AND STANDARDIZED EXAMINATIONS” and “EXAMINATIONS: GRADUATION/CERTIFICATION REQUIREMENTS.” | 1 semester after expiration of appeal process. | |
| GS5 | 110 | Examination Records: State Assessments and Standardized Examinations | This record series documents student assessments and standardized examinations administered by a national or state agency or organization to measure students’ performance, level of acquired knowledge, or to assess students’ mastery of basic skills. The series may include, but is not limited to, examination materials, student results and assessment reports for such tests as Tests of Adult Basic Education (TABE), Wonderlic Basic Skills Test (WBST), College-Level Academic Skills Test (CLAST), "ASSET," American College Testing (ACT), Florida College Entry-Level Placement Test or Multiple Assessment Placement Service (MAPS), Postsecondary Education Readiness Test (PERT), College Level Examination Proficiency (CLEP), Florida Teacher Certification Exam (FTC), DANTES Subject Standardized Tests (DSST), Miller’s Analogy Test (MAT), Graduate Record Examination (GRE), Graduate Management Admission Test (GMAT), Test of Essential Academic Skills (TEAS), Medical College Admission Test (MCAT), and Scholastic Aptitude Test (SAT). State assessments are required by Section 1004.91, Florida Statutes, Requirements for career education program basic skills Career-preparatory instruction. See also “EXAMINATION RECORDS: NON-STANDARDIZED” and EXAMINATION RECORDS: GRADUATION/CERTIFICATION REQUIREMENTS.” | 3 fiscal years after test results recorded and posted as applicable. | |
| GS5 | 101 | Faculty Sabbatical/Professional Development Leave Records | This record series consists of correspondence, applications, and reports of accomplishment for faculty who are granted sabbaticals or professional development leave. The series does not include the record copy of financial records relating to the sabbatical/leave. A copy of the notification of approval or denial of sabbatical/leave should be filed with the applicable personnel record. | 5 fiscal years after final report submitted or notification of denial. | |
| GS5 | 65 | Federal Postsecondary Education Surveys | This record series consists of surveys completed as required for participation in federal student financial aid programs such as Pell Grants and other federal student loan programs. The surveys report such data as enrollments, program completions, graduation rates, faculty and staff, finances, institutional prices, and student financial aid. Surveys may be part of the Integrated Postsecondary Education Data System (IPEDS) Series, its predecessor the Higher Education General Information Survey (HEGIS) Series, or any other required federal data collection effort. | 5 fiscal years after final report. | |
| GS5 | 60 | Financial Aid Records | This record series documents financial aid awards to enrolled students. The series may include, but is not limited to, student applications, award computations, acceptance letters, student assignments, and evaluations. See also “FINANCIAL AID RECORDS: STUDENTS NEVER ENROLLED,” “SCHOLARSHIP/GRANT-IN-AID RECORDS: ATHLETIC” and “SCHOLARSHIP/LOAN RECORDS.” | 5 fiscal years after last enrollment. | |
| GS5 | 102 | Financial Aid Records: Students Never Enrolled | This record series documents financial aid awards that were never paid because the students did not enroll or were denied admission. The series may include, but is not limited to, correspondence, applications, award computations, and other related records. See also “FINANCIAL AID RECORDS,” “SCHOLARSHIP/GRANT-IN-AID RECORDS: ATHLETIC” and “SCHOLARSHIP/LOAN RECORDS.” | 1 fiscal year after financial aid awarded without enrollment or admission denied. | |
| GS5 | 62 | Grade Records: Data Input Forms | This record series consists of instructor grade reports, grade sheets, and grade changes that are used to create and update the students’ transcripts. | 1 semester provided posted to Student Record. | |
| GS5 | 111 | Graduate Dissertations and Theses | This record series consists of final and accepted graduate dissertations and theses submitted to fulfill graduation requirements, along with abstracts and any other required accompanying documentation. The series may also include other culturally or historically significant work of the student submitted to fulfill graduation requirements. | Permanent | Offer to University of Florida Archives for review. |
| GS5 | 112 | Graduate Medical Education Records: Unsucessful Residents and Fellows | This record series consists of education files for residents and fellows who do not complete the program or who are not recommended for Board certification. The series may include, but is not limited to, evaluations, record of the resident’s/fellow’s rotations and training experiences, educational disciplinary actions, and other applicable documentation. See also “STUDENT EDUCATION RECORDS: PERMANENT ACADEMIC FILE.” | 7 anniversary years from the date the resident/fellow leaves the program. | |
| GS5 | 66 | Identification Card Records: Fee Paid | This record series documents identification cards issued to students, employees, and other authorized individuals, for which a fee is paid. The series may include, but is not limited to, such information as name, photograph, date of birth, height, weight, sex, race, and terms and conditions of card usage. See also "IDENTIFICATION CARD RECORDS: NO FEE PAID." | 5 fiscal years or until card no longer valid, whichever is later. | |
| GS5 | 67 | Identification Card Records: No Fee Paid | This record series documents identification cards issued to students, employees, and other authorized individuals, for which no fee is paid. The series may include, but is not limited to, such information as name, photograph, date of birth, height, weight, sex, race, and terms and conditions of card usage. See also "IDENTIFICATION CARD RECORDS: FEE PAID." | Retain as long as card is valid. | |
| GS5 | 14 | In-Service Education Records | This record series documents continuing professional education programs conducted for professors and instructors. The records provide such information as component name and identification number, program objectives, activities description, component evaluation, budget, names of participants, and performance records. Documentation of individual participation should be filed with the individual’s personnel file. | 5 fiscal years. | |
| GS5 | 15 | Institutional Research Reports | This record series consists of institutional research reports generated by the college along with supporting documentation. The series includes research sponsored or endorsed by he institution and reports prepared routinely or by specific request. This series does not include personal research files of faculty. These records may have archival value. | 10 fiscal years. | Offer to University of Florida Archives for review. |
| GS5 | 113 | Institutional Review Board Investigation Review Records | This record series consists of institutional review board investigation reviews of biomedical researches involving human subjects to assure the protection of the rights and welfare of the human subjects. The series may include, but is not limited to, copies of research proposals, scientific evaluations, correspondence, statement of findings, and other applicable documentation. | 4 anniversary years from date review is completed. | |
| GS5 | 68 | Instructor Evaluations | This record series consists of evaluations of faculty members completed by their students each term. | 1 semester after submitted. | |
| GS5 | 69 | Intern Supervisor Participation Certificates | This record series consists of Internship Participation Certificates awarded to persons who supervise interns or student teachers. Once issued, the certificate is valid for three years and may be used at any school in the State University System. The bearer is also entitled to a tuition waiver for up to six credit hours of instruction. | 5 fiscal years after expiration. | |
| GS5 | 114 | Parking Decal/Permits: Students | This record series consists of applications for parking decals or permits allowing students to park in designated areas, lots, or spaces, along with any related documentation. | 5 fiscal years after expiration or cancellation of parking privileges. | |
| GS5 | 103 | Parking Tickets: Fine Assessed | This record series consists of copies of parking tickets issued on campus by campus police/security for which a fine was assessed. This series does not include state uniform traffic citations which are filed with the Clerk of Court and covered by General Records Schedule GS2 for Criminal Justice Agencies and Medical Examiners, Item #103, CITATIONS. See also “PARKING TICKETS: NO FINE ASSESSED.” | 5 fiscal years. | |
| GS5 | 104 | Parking Tickets: No Fine Assessed | This record series consists of copies of parking tickets issued on campus by campus police/security for which no fine was assessed. This series does not include state uniform traffic citations which are filed with the Clerk of Court and covered by General Records Schedule GS2 for Criminal Justice Agencies and Medical Examiners, Item #103, CITATIONS. See also “PARKING TICKETS: FINE ASSESSED.” | 180 days after ticket issued. | |
| GS5 | 78 | Physical Plant Statistical Reports | This record series consists of statistical reports accumulated as a result of new construction and major renovation projects of the college. | 5 fiscal years after superseded by new report. | |
| GS5 | 18 | Placement Reports | This record series consists of yearly placement reports of adult career and technical education programs which show percentage of placement of students. | 3 fiscal years. | |
| GS5 | 27 | Registrations: Student | This record series consists of records for registration providing such information as name, validation number, fees, course name, and department. | 5 fiscal years. | |
| GS5 | 115 | Research Misconduct Records: Public Health Service | This record series documents research misconduct by institutions that receive Public Health Service support for biomedical or behavioral research, research training or activities related to that research or research training. The series may include, but is not limited to, records of research misconduct proceedings, inquiry reports and final documents, investigation reports, records of appeal, and any other applicable records. Retention is pursuant to 42 CFR 93.317, Retention and custody of the research misconduct proceeding record. | 7 anniversary years after completion of the proceeding or any Public Health Service proceeding involving the research misconduct allegation, whichever is later. | |
| GS5 | 105 | Scholarship/Grant-In-Aid Records: Athletic | This record series consists of information pertaining to the eligibility of players and receipts of financial aid in the form of scholarships, including grant-in-aid scholarships, maintained to monitor accounts and to assist in complying with National Collegiate Athletic Association (NCAA), National Association of Intercollegiate Athletics (NAIA), and conference rules and regulations. The series may include, but is not limited to, squad lists containing summary information; conference eligibility reports; team roster update sheets; scholarship count sheets showing who is on the schedule to receive aid; applications; nominee lists; eligibility questionnaires; eligibility reports which determine years of eligibility unused; credit voucher request sheets notes; Student-Athlete Health Insurance Portability and Accountability Act (HIPAA) Authorization/Buckley Amendment Consent-Disclosure of Protected Health Information forms; and other related documentation and correspondence. See also “FINANCIAL AID RECORDS” and “SCHOLARSHIP/LOAN RECORDS.” | 6 anniversary years after graduation, last date of attendance, leaving program, or eligibility is exhausted. | |
| GS5 | 83 | Scholarship/Loan Records | This record series consists of complete files on scholarship recipients and student loans. These files may include, but are not limited to, applications, award letters, letters of acceptance, renewal applications, correspondence, deferment forms, cash payment receipts, certificate of service receipts, terms of the loan or scholarship stipulating how the funds are to be used, account cards, and other related records. File established to maintain complete record of scholarship from application until all notes are satisfied. See also "FINANCIAL AID RECORDS" and “SCHOLARSHIP/GRANT-IN-AID RECORDS: ATHLETIC.” | 5 fiscal years after paid or declared uncollectable. | |
| GS5 | 116 | Sexual Discrimination Records | This record series documents complaints and investigations of sexual discrimination, including sexual harassment, in educational programs or activities in accordance with Title IX of the Education Amendments of 1972. The series may include, but is not limited to, records of disciplinary sanctions and remedies provided to the complainant; notice of appeals; informal resolutions; record of any actions taken in response to the complaints; material used to train coordinators, investigators, decision-makers, and any person who facilitates an informal resolution process; and any other applicable documentation. Retention is pursuant to 34 CFR Part 106.45(b)(10), Nondiscrimination on the Basis of Sex in Education Programs or Activities Receiving Federal Financial Assistance, Recordkeeping. | 7 anniversary years after case is closed. | |
| GS5 | 86 | Student Advisement/Counseling Records: Graduate | This record series consists of documentation used by student advisors or counselors to assist in advising individual students who have graduated. The series may include, but is not limited to, results of interest inventories; individual aptitude and ability tests; personality inventories; placement tests, for instance: AET, College Entrance Examination Board (CEEB), School and College Abilities Test (SCAT), and BCC; counselors' notes; copies of transcripts; grade reports; personal data sheets; appointment and advisement slips; correspondence; and other documents. See also "STUDENT ADVISEMENT/COUNSELING RECORDS: TRANSFER/WITHDRAWAL." | 1 anniversary year after graduation. | |
| GS5 | 87 | Student Advisement/Counseling Records: Transfer/Withdrawal | This record series consists of documentation used by student advisors or counselors to assist in advising individual students who have transferred or withdrawn. The series may include, but is not limited to, result of interest inventories; individual aptitude and ability tests; personality inventories; placement tests, for instance: AET, College Entrance Examination Board (CEEB), School and College Abilities Test (SCAT), and BCC; counselors' notes; copies of transcripts; grade reports; personal data sheets; appointment and advisement slips; correspondence; and other documents pertaining to individual students who have transferred or withdrawn from school. See also "STUDENT ADVISEMENT/COUNSELING RECORDS: GRADUATE." | 3 anniversary years after transfer or withdrawal. | |
| GS5 | 88 | Student Appeal Records | This record series consists of appeals for grade changes, withdrawal after deadline, refunds, graduation fees, and residency waivers. | 5 fiscal years after final appeal, provided posted to permanent record. | |
| GS5 | 106 | Student Award Application Records: Fellowships/Honors | This record series consists of records documenting applications for fellowships or undergraduate research symposium awards. The series may include, but is not limited to, application letters from candidates, letters of recommendation, copies of research proposals or honors papers, and other supporting documentation. Awards are posted to student record where applicable. | 5 fiscal years after awarded. | |
| GS5 | 107 | Student Class Work Records | This record series consists of term papers, homework, art work, lab projects, and other class work materials. Class work in the possession of a student is not a public record. This retention applies only to class work in the care of the instructor or other staff member. For examinations taken by students in classes required for certification or graduation, use “EXAMINATIONS: GRADUATION/CERTIFICATION REQUIREMENTS.” | Retain until obsolete, superseded or administrative value is lost. | |
| GS5 | 91 | Student Education Records: Permanent Academic File | This record series consists of the official student transcript documenting courses taken, grades received and degrees awarded. The series may also include any other documentation designated by the school as part of the student’s permanent academic record, such as final actions relating to major disciplinary actions. See also “STUDENT EDUCATION RECORDS: SUPPORTING DOCUMENTS.” | Permanent. | |
| GS5 | 89 | Student Education Records: Supporting Documents | This record series consists of records relating to the maintenance of the active student record/transcript. The series may include, but is not limited to, correspondence, letters of recommendation, drop/add forms, applications for degree, request for Florida residence affidavit, registration information, applications to change undergraduate classification, change slips, notice of admission, credit by exam notes, transcript verification forms, student petition records, student transcript flag notices, national test scores, and graduation information. See also “ADMISSION RECORDS: REGISTERED STUDENTS” and “STUDENT EDUCATION RECORDS: PERMANENT ACADEMIC FILE.” | 5 anniversary years after graduation, transfer or withdrawal. | |
| GS5 | 30 | Student Newspapers | This record series consists of newspapers produced and distributed by student organizations officially recognized by the school. NOTE: Stocks of student publications are considered duplicates under this series. These records may have archival value. See also "STUDENT NEWSPAPERS: SUPPORTING DOCUMENTS." | Permanent. | Offer to University of Florida Archives for review. |
| GS5 | 31 | Student Newspapers: Supporting Documents | This record series consists of copies of materials submitted by contributing reporters/students/faculty, layout sheets, and other materials used in production of student newspapers. See also "STUDENT NEWSPAPERS." | 30 days. | |
| GS5 | 108 | Student Records: International Students | This record series consists of records required of international students for academic studies. The series includes student visa records, United States Department of Homeland Security Form I-20, Certificate of Eligibility (F-1) Student Status – For Academic and Language Students, and U.S. Department of State Form DS-2019, Certificate of Eligibility for Exchange Visitor (J-1) Status. Retention based on 22CFR62.10(G), Program administration, Retention of records, which requires retention of exchange visitor program records for a minimum of three years. | 3 anniversary years after graduation, transfer, completion, or withdrawal from program. | |
| GS5 | 95 | Transcript Release Forms | This record series consists of transcript release forms completed and signed by the student, or by the parent or guardian, if the student is under the age of 18, providing written consent for release of transcripts. Required for community colleges and institutions of higher learning within the State University System, these forms document the release of transcripts to educational institutions, as well as other entities. | 4 anniversary years after records released or last effective date of authorization, whichever is later. | |
| GS5 | 94 | Veterans Records: Educational Assistance | This record series consists of files for each veteran and eligible person certified to receive Veterans Administration educational assistance. The series may include, but is not limited to, records of tuition and fees charged, tuition and admission deposit waivers, previous education and training, grades and progress, and other related materials. Refer to Section 38CFR21.4209, Department of Veterans Affairs, Vocational Rehabilitation and Education, Examination of records for federal retention requirements. | 5 fiscal years. | |
| GS5 | 35 | Withdrawal Records | This record series consists of requests submitted by students to withdraw from a class or classes. See also "DROP/ADD RECORDS." | 5 fiscal years after withdrawal. | |
| UF | 169 | Cadavers Received and Stored - State Anatomical Board | This series consists of, but is not limited to, dedication forms, declaration of consent, and cadaver receipts. | Permanent. | |
| UF | 259 | Institutional Review Board (IRB) Protocol Records | This record series documents the activities of the Institutional Review Board (IRB) in reviewing research proposals for projects classified as IRB-01, IRB-02, and IRB-03. Records may include applications for approval, scientific evaluations, redacted signed consent forms, HIPAA waivers, questionnaires, progress reports, grants, and other related application materials. Contents of this record series are subject and related to provisions as stipulated by 45 CFR 56.115 IRB records, and 21 CFR 50 Protection of Human Subjects. This schedule supersedes schedule number 238.1. | 6 anniversary years following the IRB approved closure of a study. | |
| UF 168 | 4 | Personnel Records: College, Division, or Department Copy | This file is a convenience copy maintained in the employing College/Division/Department for full time staff and faculty. All master components of this file excluding in most cases evaluative material (see Personnel Records: Evaluation) have been forwarded to the Division of Human Resources. This series may also contain duplicate change of appointment forms, which are maintained separate from the personnel record. This series should NOT contain Manual Leave Abstract Sheets. SEE ALSO GS1-SL, Item #66. | 5 years after termination provided no litigation is pending. | *Must contact Human Resource Services to receive authorization prior to submitting disposition request. |