Section 119.011(11), F.S. defines “public records” as all documents, papers, letters, maps, books, tapes, photographs, films, audio recordings, or other material, regardless of physical form or characteristics, made or received by pursuant to law or ordinance or in connection with the transaction of official business by any public agency.

Section 257.36(5)(a), F.S. requires each public agency designate a Records Management Liaison Officer. Normally called the RMLO, works in conjunction with the State of Florida Library and Archives. Each agency should notify the State Library and Archives of Florida in writing when the RMLO’s name, address, or telephone number changes. You may contact the State of Florida Library and Archives at 850-245-6750 or email at recmgt@dos.myflorida.com. The State of Florida Library and Archives will send out an RMLO Update Sheet to each agency once a year. It will accompany the Compliance Sheet which is to be sign off for accuracy by the RMLO.

Some of the duties include:
• Manage the flow of paperwork form the agency to the State of Florida
• Reports agency’s compliance statement annually to the Division
• Clarifying on internal matter which an outsider such as the Florida Library and Archives might not be able to answer from the general public
• Helps ensure proper disposition of eligible records
• Trains and advises agency staff in records management practices and the use of General Schedule Manuals
• Responds to questions from the public regarding agency records
• Works with the Division(s) to establish retention schedules
• Inventories agency records
• Participates in agency decisions regarding microfilming, imaging, storage and disposal

Section 119.021(2)(a), F.S. state the {State Library and Archives of Florida} the Florida Department of State “shall adopt rules to establish retention schedules and a disposal process for public records.” Only the State of Florida Library and Archives has the authority to determine this. As with any public record, it is not what the records is kept on (tape, paper, electronic, etc…) that determines the “life” of that document it is the content of that document the determines how long it must be kept for.

General Schedule Lists

Yes, the State Library and Archives of Florida does offer annual training sessions and specialty workshops around the state. Notice of each seminar is sent to the agency RMLO, although any member of the staff is welcome to attend. In addition to these workshops, the State and Library and Archives of Florida offers the service of sending a representative to an agency’s office for compliance level training or consultation. The State Library and Archives of Florida also publish handbooks on records management related topics.

Rule 1B-24 Rule 1B-24, Florida Administrative Code, sets forth the following requirements for destruction of public records:
1B-24.003(10) Agencies shall ensure that all destruction of records is conducted in a manner that safeguards the interests of the state and the safety, security, and privacy of individuals. In destroying records containing information that is confidential or exempt from disclosure, agencies shall employ destruction methods that prevent unauthorized access to or use of the information and ensure that the information cannot practicably be read, reconstructed, or recovered. The agency shall specify the manner of destruction of such records when documenting disposition. Where possible, recycling following destruction is encouraged.
(a) For paper records containing information that is confidential or exempt from disclosure, appropriate destruction methods include burning in an industrial incineration facility, pulping, pulverizing, shredding, or macerating. High wet strength paper, paper mylar, durable-medium paper substitute, or similar water repellent papers are not sufficiently destroyed by pulping and require other methods such as shredding or burning.
(b) For electronic records containing information that is confidential or exempt from disclosure, appropriate destruction methods include physical destruction of storage media such as by shredding, crushing, or incineration; high-level overwriting that renders the data unrecoverable; or degaussing/demagnetizing.
(c) For other non-paper media containing information that is confidential or exempt from disclosure, such as audio tape, video tape, microforms, photographic films, etc., appropriate destruction methods include pulverizing, shredding, and chemical decomposition/recycling.
(d) Agencies shall not bury confidential or exempt records since burying does not ensure complete destruction or unauthorized access.

Violates any provision of this chapter commits a noncriminal infraction, punishable by fine not exceeding $500. Knowingly violates the provisions of s. 119.07 (1) is subject to suspension and removal or impeachment and, in addition, commits a misdemeanor of the first degree, punishable as provided in s. 775.082 or s. 775.083. (2) Any person who willfully and knowingly violates: (a) Any of the provisions of this chapter commits a misdemeanor of the first degree, punishable as provided in s. 775.082 or s. 775.083. (b) Section 119.105 commits a felony of the third degree, punishable as provided in s. 775.082, s. 775.083, or s. 775.084.