RECORDS DISPOSITON INSTRUCTIONS
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The Records Disposition Request is your authorization to destroy obsolete documentation and electronic records through the dates shown under Item 7d. ♦ There is NO five‐year or seven‐year blanket retention period for records. Some records series may be as short as a month while others have a permanent retention ♦ As per Florida Statute (1B‐24.003(10)) all locations must ensure that destruction of records is conducted in a manner that safeguards the interests of the safety, security and privacy of individuals ♦ When reviewing the RDR, “Record copy” refers to the original document(s). ♦ Schools: Item #91, Student Education Records: Category B, refers to the loose papers maintained inside the students cumulative folder except all grade level Permanent Record Cards(if any ), Access Log: Student Education Records/FERPA Log, and HRS 680 Immunization form. ♦ General Schedules contain "Records with a retention of obsolete, superseded, or administrative value is lost" which are not required to be submitted on a RDR form prior to disposal. However, these records should be destroyed when appropriate. These records would encompass transitory messages (schedule GS1‐SL, item 146) which include, but are not limited to: E‐mail messages with short‐lived or no administrative value, voice mail, announcements, self‐sticking notes, and telephone messages. ♦ Records Retention Schedules are written standards for the retention and disposition of public records. These standards are based on the legal, fiscal, historical, and administrative value of the records. ♦
Avoid mixing record series and years to make disposition easier ♦
Volume Conversion Chart can be found at the same web site location as the Records Disposition Request ♦
Once records have met or exceeded the retention requirements and qualifications set forth in the retention schedule, the record series category can be destroyed. ♦
Please print all pages of the RDR and follow the instructions when completing the information requested.. RECORDS DISPOSITON INSTRUCTIONS
Please utilize the following procedures to destroy obsolete records: 1.
Complete columns 7e and 7f on the RDR for each record series to be purged. Column 7e Volume ‐ Refers to the Volume Conversion Chart for conversion to cubic foot measurements. Column 7f Destruction Action and Date ‐ refers to the specific date each record series is purged. Records may be destroyed by recycling, landfill, shredding, etc. Be aware that sensitive and confidential information must be safeguarded before disposal. Shredding prior to recycling provides an appropriate measure of security for such records. Records maintained on computers and diskettes should be deleted. 2.
Schools must pay close attention to all health/medical/clinic items. These three (3) series have a retention period of 7 years. Thus last year approved for destruction is 2006. (These items do NOT fall under Category B) CLINIC LOG
Item #120
This record series consists of a list of students entering the clinic, the date and time, the reason, the
nurse/parent/staff member on duty, and the time departed. Retention is pursuant to Section 95.11,
Florida Statutes, Statute of Limitations on medical malpractice.
MEDICAL/HEALTH CARE RECORDS: STUDENT
Item #158
This record series documents medical or health-related care, treatment, and screening provided to
students by or in the school or child care setting. Records may be maintained at the school by a school
nurse, physician, or other recognized medical practitioner. The records may include, but are not limited
to, student identification; complaint or reason for seeking care; present illness; personal medical history;
medical treatment information; and records of medication and dosage administered. The series also
includes written notices from parents/guardians authorizing the school to administer prescription and
nonprescription medicine to their child, and written notices from parents/guardians and doctors
authorizing a student to self-administer medication. Please refer to Rule 65C-22.004, Florida
Administrative Code, Health Related Requirements, for specific authorization requirements in child care
settings. Retention is pursuant to Section 95.11, Florida Statutes, Statute of Limitations on medical
malpractice.
RELEASE OF STUDENT INFORMATION: MEDICAL
Item #132
This record series consists of authorizations by the parent/guardian or the adult student for release of
medical records by a full service clinic or school nurse for the purpose of transfer, family request, or
another doctor’s review. Physical or mental health data can only be released to a health professional.
This release is identical to those required in more formalized health care facilities.
3.
In accordance with the previously established procedures, the Office Manager will serve as the Records Coordinator and should instruct the responsible individuals to purge their files (e.g. Bookkeeper, Registrar). You are urged to destroy all useless, obsolete records housed in your location. 4.
After all obsolete records are destroyed; the Principal/Department Head and a witness will complete Section 9 Disposal Certificate on page 1. 5.
The RDR, with no pages removed, must be submitted to Lucia Ungaro, Supervisor, Records Retention, by the deadline given on the memo. Retain a copy of the RDR form for your files RECORDS DISPOSITON INSTRUCTIONS
FAQ QUESTION: How long do I need to keep my records?
ANSWER: In the records management industry, the RETENTION refers to the minimum
time period necessary to retain records. Every record is unique and has it’s own retention
period. The District may recommend different retention periods for records under General
Counsels’ advice.
QUESTION: Your site maintains Work Orders “Record Copy” dating from July 1, 2007 through June 30, 2008. Can you dispose all of them? ANSWER: No, the RDR lists just the work orders from July 1, 2006 through June 30, 2007 have been approved for disposal. School staff should follow the dates given for each document as listed on the RDR form. These dates follow the recommended retention guidelines found in General Records Schedules GS1‐SL and GS7. QUESTION: What is the retention period for duplicates? ANSWER: Duplicates may be classified as obsolete, superseded or administrative value is lost. These records may be destroyed at any time provided the destruction method is defined by 1B‐24.003(10)F.S QUESTION: What is a Records Series? ANSWER: A group of related documents arranged under a single filing arrangement or kept together as a unit because they consist of the same form, relate to the same subject, result from the same activity or have a certain common characteristics 1B‐
24.001(3)(k)F.S QUESTION: How do I find a Records Series or Item#? ANSWER: The best method of identifying a particular document or form is to understand its function. Knowing the purposed of the record will lead you through the descriptions on the GS books. QUESTION: Why can’t I find some records series categories I have seen in the past? ANSWER: The Bureau of Archives and Records Management, Florida Department of
State, is responsible for establishing retention guidelines for government agencies. The
Bureau publishes a series of handbooks called General Schedules for various types of
records that specify the minimum time period that those records need to be maintained.
These General Schedules books are revised every few years. Many of the series get
reclassified or combined with others.