The URL can be used to link to this page

General Records Management Schedule 2013 State of Florida GENERAL RECORDS SCHEDULE GS1-SL FOR STATE AND LOCAL GOVERNMENT AGENCIES EFFECTIVE: FEBRUARY 19, 2015 R. 1B-24.003(1)(a), Florida Administrative Code Florida Department of State Division of Library and Information Services Tallahassee, Florida 850.245.6750 http://dos.myflorida.com/library-archives/records-management/ General Records Schedule GS1-SL for State and Local Government Agencies GENERAL RECORDS SCHEDULE GENERAL INFORMATION AND INSTRUCTIONS FOREWORD general records schedules The established by the Department of State are intended for use by state, county, city, and special district public records custodians. If you are unsure of your ttorney records schedules: GS1-SL State and Local Government Agencies GS2 Law Enforcement, Correctional Facilities, and District Medical Examiners GS3 Election Records GS4 Public Hospitals, Health Care Facilities and Medical Providers GS5 Public Universities and Colleges GS7 Public Schools Pre-K-12 and Adult and Career Education GS8 Fire Departments GS9 State Attorneys GS10 Public Defenders GS11 Clerks of Court GS12 Property Appraisers GS13 Tax Collectors GS14 Public Utilities GS15 Public Libraries All Florida public agencies are eligible to use the GS1-SL, which provides retention periods for the most common administrative records, such as: routine correspondence and personnel, payroll, financial, and legal records. General records schedules GS2 through GS15 are applicable to program records of specific functional areas, such as: elections administration, tax collecting, or law enforcement, each of which has unique program responsibilities, and thus, unique records retention requirements. The GS2 through GS15 should be used in conjunction with the GS1-SL to cover as many administrative and program records as possible. The retention periods set forth in the general records schedules are based on federal and state laws and regulations, general administrative practices, and fiscal management principles. Please note that these are minimum retention periods; public agencies may retain their records longer at their discretion. In fact, certain accreditation committees may have standards that require longer retention periods. Contact your accrediting organization for more information on their requirements. In addition, federal, state, or local laws and regulations regarding recordkeeping and records retention for specific agencies, or specific types of records, might require a longer retention than indicated in this general schedule. Agencies should be aware of all laws and regulations relating to their records and recordkeeping requirements. However, remember that a public agency is not permitted to reduce the retention periods stated in a general records schedule. For additional information on records retention and disposition, please refer to The Basics of Records Management handbook, which, along with all Florida general records schedules, is Services for Records Managers Web site at: http://dos.myflorida.com/library-archives/records-management/ To obtain an individual printed copy or electronic copy, fax your request to 850.245.6795, contact the Records Management Program at 850.245.6750, or email recmgt@dos.myflorida.com. i General Records Schedule GS1-SL for State and Local Government Agencies TABLE OF CONTENTS GENERAL INFORMATION AND INSTRUCTIONS ........................................................................... i FOREWORD ................................................................................................................................. i TABLE OF CONTENTS .............................................................................................................. ii I.STATUTORY AUTHORITY ................................................................................................ iii II.DETERMINING RETENTION REQUIREMENTS .............................................................. iii III.SCHEDULING AND DISPOSITION OF PUBLIC RECORDS ............................................ iv IV.ARCHIVAL VALUE ............................................................................................................ vi V.ELECTRONIC RECORDS ................................................................................................. vi VI.FACTORS THAT MAY INFLUENCE THE DISPOSITION OF RECORDS ........................ vi VII.RECORDS MANAGEMENT STANDARDS AND REQUIREMENTS ............................... vii VIII.RECORDS VOLUME CONVERSION TO CUBIC FOOT MEASUREMENTS ................. viii RECORDS RETENTION SCHEDULES .......................................................................................... 1 CROSS-REFERENCE ................................................................................................................... 41 ALPHABETICAL LISTING ............................................................................................................. 58 NUMERICAL LISTING ................................................................................................................... 64 FUNCTIONAL CATEGORY LISTING ........................................................................................... 70 ii General Records Schedule GS1-SL for State and Local Government Agencies I. STATUTORY AUTHORITY This general records schedule is issued by the Department of State, Division of Library and Information Services, in accordance with the statutory provisions of Chapters 119 and 257, Florida Statutes. Chapter 119, Florida Statutes authorized under law. Chapter 257, Florida Statutes, establishes the Florida State Archives and Records Management Program under the direction of the Division of Library and Information Services, Department of State, and specifically provides for a system for the scheduling and disposition of public records. Chapter 257 also authorizes the Division to establish and coordinate standards, procedures, and techniques for efficient and economical record making and keeping, and requires all agencies to appoint a Records Management Liaison Officer (RMLO). II. DETERMINING RETENTION REQUIREMENTS In determining public records retention requirements, four values must be considered to ensure that the records will fulfill their reason for creation and maintenance: administrative, legal, fiscal, and historical. These four values have been evaluated in depth to determine the retention requirements of the records listed in this general records schedule. There are two particular financial factors that may impact the retention records: A. Audits - Audits are the means by which independent auditors examine and express an opinion on financial statements, with laws, regulations, and internal controls. Audit requirements for state financial assistance provided by State of Florida agencies to nonstate entities are established by the Florida Single Audit Act, Section 215.97, Florida Statutes. There are various types of audits. Performance audits examine the economy and efficiency and/or effectiveness of applicable programs, activities, or functions. Financial audits include: (1) an examination of financial statements in order to express an opinion on the fairness with which they present financial position, results of operations, and changes in financial position in conformity with generally accepted accounting principles; (2) an examination to determine whether operations are properly conducted in accordance with legal and regulatory requirements; and (3) an examination of any additional financial information necessary to comply with generally accepted accounting principles. As applicable, the scope of the financial audit shall include any additional in Government Auditing Standards, as amended. Also as applicable, the scope of a financial audit shall encompass the additional activities necessary to establish compliance with the Single Audit Act Amendments of 1996, Public Law 104-156 (31 USCA ss. 7501 to 7507); United States Office of Management and Budget (OMB) Circular A-133; and other applicable federal law. The Records Management Program does not track or maintain information on which audits, apply to which records, in which agencies. Divergent agencies are subject to different types of audits at different times, and each agency is responsible for knowing what audits might be conducted and retaining necessary records for that purpose. For instance, some agencies might be subject to the Federal Single Audit, while others are not. In general, any records relating to finances or financial transactions might be subject iii General Records Schedule GS1-SL for State and Local Government Agencies to audit. Audits may be conducted by the Florida Auditor General, independent public accountants, or other state or federal auditors, as well as grant funding agencies and national or statewide professional accreditation or certification groups. Your finance office, your legal specific records your agency should retain for audit purposes. Because conceivably any record in any agency might be required for audit, we are no longer on selected retention items. Each agency is responsible for ensuring that any and all auditable records are maintaine audit requirements. B. Grants - Any public agency receiving local, state, or federal grant money will need to be familiar with grantor-agency requirements. III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS The procedures for scheduling and disposition of public records, applicable to all public agencies, consist of two separate but related actions: A. Establishing a Records Retention Schedule - A retention schedule describing the records and setting the minimum retention period is required for each record series. A record series as defined in Rule 1B-24, Florida Administrative Code is, a group of related public records arranged under a single filing arrangement or kept together as a unit (physically or intellectually) because they consist of the same form, relate to the same subject or function, result from the same activity, document a specific type of transaction, or have some other relationship arising from their creation, receipt, or use. that agencies might maintain are: Personnel Files, Client Case Files, Project Research Files, Equipment Maintenance and Repair Records, or Procurement Files. Each record series might contain records in a variety of forms and formats that collectively document a particular program, function, or activity of the agency. The records retention schedule establishes officially the minimum length of time that the record series must be retained. copy of the records, those public records specifically designated by the custodian as the official record. The retention period for duplicates copies of records that are not the official record of an agency Retain until obsolete, superseded, Therefore, we are no or administrative value unless otherwise specified. longer including the OSA retention statement for duplicates in each retention item. General records schedules 1. establish retention requirements for records documenting administrative and program functions common to several or all government agencies, such as personnel, accounting, purchasing, and general administration. General records schedules can cover up to 75-80 percent of an The General Records Schedule GS1-SL for State and Local Government Agencies can be used by all state and local agencies in determining their records retention requirements. Certain agencies can use other general records schedules in conjunction with the GS1-SL. General records schedules have been established for program records of specific functional areas. For example, the GS5 for Public Universities and Colleges establishes retention requirements for program records unique to the functions and activities of those types of institutions; the GS9 for State Attorneys offices; and the GS12 for Property Appraisers establishes retention requirements iv General Records Schedule GS1-SL for State and Local Government Agencies for program records unique to Property AppraisePlease contact the Records Management Program to verify which general records schedules are appropriate for use by your agency. If a similar record series is listed in two general record schedules, the retention requirements contained in the program schedule shall take precedence. For instance, if a record series is listed in both the GS1-SL and the GS3, elections offices should abide by the retention requirements cited in the GS3. REMEMBER: The retention period stated in the applicable schedule is the minimum time a record must be maintained. If two or more record series are filed together, the combined file must be retained through the longest retention period of those records. Individual records schedules 2. establish retention requirements for records that are unique to particular agencies. These schedules are used for the 20-25 are not in a general schedule. To establish an individual records schedule, an agency must submit a Request for Records Retention Schedule, Form LS5E105REff.2-09, to the Records Management Program for review and approval. Management Web site at: http://dos.myflorida.com/library-archives/records-management/forms-and- publications/ Records become eligible for disposition action once they have met the retention requirements specified in an established retention schedule, and any other applicable requirements (e.g., litigation). The individual schedule remains effective until there is a change in series content or until other factors are introduced that would affect the retention period, at which time a new individual records retention schedule should be submitted for approval. If a new general records schedule is later established that requires an equal or longer retention period for the same records, that general records schedule supersedes the individual records schedule. B. Final Disposition of Public Records - Section 257.36(6), Florida Statutes public record may be destroyed or otherwise disposed of only in accordance with retention schedule This means that all records, regardless of access provisions, must be scheduled before disposition can occur (see Sections 119.07-119.0714, Florida Statutes, regarding access provisions). Agencies must identify an appropriate general records schedule or individual records schedule for any records being disposed of. If a retention schedule for the records does not exist, then one must be established by following the procedures listed abov Records Disposition Documentation - Agencies must maintain internal documentation of records disposition including retention schedule number, retention schedule item number, records series title, inclusive dates, volume (in cubic feet) of paper records destroyed, and disposition action (manner of disposition) and date. A form titled Records Disposition Document, which is recommended for use in documenting records disposition, is available on the Records Management website athttp://dos.myflorida.com/library- archives/records-management/forms-and-publications/Agencies must maintain this . documentation as a permanent record, but should not submit it to the Records Management Program for review or approval. v General Records Schedule GS1-SL for State and Local Government Agencies IV. ARCHIVAL VALUE State agencies A. - The State Archives of Florida will analyze record series to identify records having enduring historic, administrative, or fiscal value that may be eligible for These records may have archival value review before disposition of the records. The RMLO or other agency representative should contact the Archives by telephone at 850.245.6750 or by email at recmgt@dos.myflorida.com. The Archives will provide guidance for the transfer of the records to the State Archives or other appropriate disposition of the records. For records Permanent indicating both a retention and possible archival value, agencies should contact the State Archives after five years for archival review and guidance as to whether, when, and how, to transfer the records to the Archives. All other agencies B. - When preparing to dispose of records that have met their required retention, carefully consider the potential historical research value of those records. Some records that do not have a permanent retention still might have enduring value to your community as evidence of the interactions between government and citizens and as sources of information about local government, society, and culture. For your These records may have archival value series that are most likely to have such historical or archival value. Not all such records will be determined to be archival; conversely, some records without this statement in the series description might have archival value. Records of historical value to your community should be preserved locally for the benefit of historians and other researchers. Technical assistance in determining archival value is available from State Archives staff at 850.245.6750. V. ELECTRONIC RECORDS Records retention schedules apply to records regardless of their physical format. Therefore, records created or maintained in electronic format must be retained in accordance with the minimum retention requirements presented in these schedules, whether the electronic records are the record copy or duplicates. Printouts of standard correspondence in text or word processing files are acceptable in place of the electronic files. Printouts of electronic communications (email, instant messaging, text messaging, multimedia messaging, chat messaging, social networking, or any other current or future electronic messaging technology or device) are acceptable in place of the electronic files, provided that the printed version contains all date/time stamps and routing information. However, in the event that an agency is involved in, or can reasonably anticipate litigation on, a particular issue, the agency must maintain in native format any and all related and legally discoverable electronic files. VI. FACTORS THAT MAY INFLUENCE THE DISPOSITION OF RECORDS A. Litigation - When a public agency has been notified that a potential cause of action is pending or underway, that agency should immediately place a hold on disposition of any and all Records Management Liaison Officer when that hold can be lifted and when the records are again eligible for disposition. B. Public Records Requests - According to Section 119.07(1)(h), Florida Statutes, the custodian of a public record may not dispose of a record, date on which a written request to inspect or copy the record was served on or otherwise made to the custodian of public records by the person seeking access to the record. If a civil action is instituted within the 30-day period to enforce the provisions of this section with respect to the requested record, the custodian of public records may not dispose of the record except by order of a court of competent jurisdiction after notice to all affected vi General Records Schedule GS1-SL for State and Local Government Agencies parties. C. Accreditation Standards - Some public agencies receive national or statewide accreditation or certification by professional societies, organizations, and associations. Examples may include: the Joint Commission on the Accreditation of Healthcare Organizations, the Commission on Accreditation for Law Enforcement Agencies, and the Commission on Office Laboratory Accreditation. In an effort to enhance the professionalism of their members, these groups may place heavier burdens on public agencies than those that are mandated under state or federal law. Agencies may therefore choose to maintain their records for a longer period of time than required by established records retention schedules in order to meet accreditation standards. However, records cannot be disposed of before the minimum retention period dictated by the records retention schedules, even if the accrediting organization requires a shorter retention period. D. Records in Support of Financial or Performance Audits - These records should be retained in accordance with the following guidelines provided by the Florida Office of the Auditor General: Records must be retained for at least three fiscal years (most financial records must be retained for a minimum of five fiscal years in accordance with guidelines of the If subject to the Department of Financial Services and the Office of the Auditor General). Federal Single Audit (pursuant to 31 USC, Section 7502, and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, Subpart E) or other federal audit or reporting requirements, records must be maintained for the longer of the stated retention period or three years after the release date of the applicable Federal Single Audit or completion of other federal audit or reporting requirements. Finally, if any other audit, litigation, claim, negotiation, or other action involving the records has been started before the expiration of the retention period and the disposition of the records, the records must be retained until completion of the action and resolution of all issues which arise from it. However, in no case can such records be disposed of before the three fiscal year minimum. E. Federal, state, or local laws and regulations regarding recordkeeping and records retention for specific agencies or specific types of records might require a longer retention than indicated in this general schedule. Agencies should be aware of all laws and regulations relating to their records and recordkeeping requirements. VII. RECORDS MANAGEMENT STANDARDS AND REQUIREMENTS Unless otherwise prohibited by law or rule, the record copy may be reformatted to microfilm or electronic form as long as the requirements of Rule 1B-26.003 or 1B-26.0021, Florida Administrative Code, are met. A. Electronic Recordkeeping is defined in Rule 1B-26.003, Florida Administrative Code, which provides standards and guidelines for creation and maintenance of record (master) copies of public records in electronic form. Public records are those as defined by Section 119.011(12), Florida Statutes. B. Microfilm Standards are defined in Rule 1B-26.0021, Florida Administrative Code, which provides standards for microfilming of public records to ensure that the film, photography methods, processing, handling, and storage are in accordance with methods, procedures, and specifications designed to protect and preserve such records on microfilm. vii General Records Schedule GS1-SL for State and Local Government Agencies VIII. RECORDS VOLUME CONVERSION TO CUBIC FOOT MEASUREMENTS Cassette Tapes (200) 1.0 cubic foot Letter-size, drawer or box 1.5 cubic feet Legal-size, drawer or box 2.0 cubic feet Letter-size, 36-inch shelf 2.0 cubic feet Legal-size, 36-inch shelf 2.5 cubic feet Magnetic Tapes (12) 1.0 cubic foot 3 x 5 card, ten 12-inch rows 1.0 cubic foot 3 x 5 card, five 25-inch rows 1.0 cubic foot 4 x 6 card, six 12-inch rows 1.0 cubic foot 5 x 8 card, four 12-inch rows 1.0 cubic foot 16mm microfilm, 100 rolls 1.0 cubic foot 35mm microfilm, 50 rolls 1.0 cubic foot (1 roll of microfilm contains approximately 1.0 cubic foot of records.) viii General Records Schedule GS1-SL for State and Local Government Agencies RECORDS RETENTION SCHEDULES ACCESS CONTROL RECORDS Item #189 This record series consists of records pertaining to employee or contractor 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. RETENTION: 1 anniversary year after superseded or employee separates from employment. ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244 This record series consists of case files documenting approval or denial of requests to construct or modify a structure in a manner not in conformance with the building code. RETENTION: Retain for life of structure OR 10 anniversary years after case closed, whichever is later. ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331 This record series consists of case files documenting approval or denial of requests to construct or modify a structure in a manner not in conformance with the building code. RETENTION: 10 anniversary years after case closed. ADMINISTRATIVE CONVENIENCE RECORDS Item #2 DUPLICATES This record series consists of of correspondence, reports, publications, memoranda, etc., maintained for NOT the convenience of officials and employees in carrying out their duties. The material filed in this series is the official Do NOT use this item if records fall under a more appropriate retention schedule item. file or record copy. RETENTION: Retain until obsolete, superseded, or administrative value is lost. ADMINISTRATIVE SUPPORT RECORDS Item #3 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 -up sheets for staff use of office equipment or facilities (e.g., reserving a meeting room); and records documenting operating and use Do NOT use this item if records fall under a more appropriate retention schedule item or of an internal staff library. 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. RETENTION: Retain until obsolete, superseded, or administrative value is lost. ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122 This record series consists of records documenting the substantive actions of elected or appointed program managers or agency directors. 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; 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 implem These records may have archival value. RETENTION: 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. ADVERTISEMENTS: LEGAL Item #25 This record series consists of advertisements which have appeared in newspapers or other publications as stipulated in Florida Statutes Section 50.011, er legal advertisements which may directly or indirectly affect the agency, e.g., bid invitations for construction jobs, public hearings or notices, and public sales. A legal advertisement is frequently filed with the item to which it applies. RETENTION: 5 fiscal years. AFFIRMATIVE ACTION RECORDS Item #82 Equal Employment Opportunity Commission (EEOC), discrimination complaints, correspondence, and investigation 1 General Records Schedule GS1-SL for State and Local Government Agencies records. If the records document compliance under a federal grant program, use the applicable GRANT FILES item or PROJECT FILES: FEDERAL. See also "EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS" and RETENTION: 2 anniversary years provided litigation has been resolved. ANIMAL CONTROL RECORDS Item #234 This record series consists of copies 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 which 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 t 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 Florida Statutes documenting the intake and disposition of animals. Please refer to Section 381.0031, (Epidemiological Florida Statutes research;report of diseases of public health significance to department), Section 823.15, (Dogs and Florida Statutes cats released from animal shelters or animal control agencies; sterilization requirement), Section 828.30, Florida Administrative Code (Rabies vaccination of dogs, cats, and ferrets), and Rule 61G18-15.0071, (Limited Service Patient Records). RETENTION: 3 fiscal years. ANNEXATION RECORDS Item #247 This record series consists of a description and related documentation of both approved and disapproved annexations of property by local government that would change municipal boundaries or lines. The records may include correspondence, reports, maps, voluntary petitions, certifying statements, and municipal service plans. RETENTION:Permanent. ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380 This record series consists of annual reports required of each county officer who receives any expenses or compensation in fees, commissions, or other remuneration. The report contains an annual listing of all such fees, commissions, or remuneration, and shows in detail the purpose, character, and amount of all official expenses and the unexpended Florida Statutes budget balance. This report is pursuant to Section 218.36, , County officers; record and report of fees and disposition of same. These records may have archival value. RETENTION: 5 fiscal years. ANNUAL REPORTS: COUNTY GOVERNMENT Item #246 This record series consists of the annual report of the county administrator to the board of county commissioners Florida Statutes pursuant to Section 125.74(1)(b), ard on action taken pursuant to any directive or policy within the time set by the board and provide an annual report to the board on the state of the county, the work of the previous year, and any recommendations as to actions or programs the NOT administrator deems necessary for the improvement of the county and This is the Florida Statutes annual financial report required under Section 218.32, , nor is it the annual financial audit report required Florida Statutes under Section 218.39, , and Chapters 10.558(3), 10.807(3), and 10.857(4) of the Rules of the Auditor TS: These records may have archival value. RETENTION: 10 fiscal years. ANNUAL REPORTS: GOVERNING BODY Item #245 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, NOT program offices, and other subdivisions including boards, commissions, and dependent special districts. This is the Florida Statutes annual financial report required under Section 218.32, , nor is it the annual financial audit report required Florida Statutes under Section 218.39, , and Chapters 10.558(3), 10.807(3), and 10.857(4) of the Rules of the Auditor General of the State of Florida. DITOR These records may have archival value. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. 2 General Records Schedule GS1-SL for State and Local Government Agencies ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216 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. The record copy is held by the local government permitting authority (often a building department). Other governmental departments may hold duplicates for their reference use. Florida StatutesFlorida Statutes Refer to Chapter 553, , Building Construction Standards, and Section 95.11(3)(c),, Statute of Limitations regarding design, planning, or construction of an improvement to real property. See also DRA RETENTION: 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. ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204 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 PL RETENTION: Retain until obsolete, superseded, or administrative value is lost. ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252 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, residential buildings and single family residences. The record copy is held by the local government permitting authority (often a building department). Other governmental departments may hold duplicates for their reference use. Refer to Florida StatutesFlorida Statutes Chapter 553, , Building Construction Standards, and Section 95.11(3)(c), , Statute of Limitations regarding design, planning, or construction of an improvement to real property. See also RETENTION: 10 anniversary years after issuance of certificate of occupancy. ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332 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 104.1.6, Time Limitations: proposed work shall be deemed to have been abandoned 6 months after the date of filing for the permit, unless before then a permit has been issued. One or more extensions of time for periods of not more than 90 days each may be allowed by the building official for the application, provided the extension is requested in writing and justifiable cause is RETENTION: 6 months after last action. ATTENDANCE AND LEAVE RECORDS Item #116 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 NOTE: Use PAYROLL RECORDS: SUPPORTING DOCUMENTS if the records are balances for all agency employees. used at least in part to determine or verify pay or benefits. RETENTION : 3 fiscal years. ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249 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. RETENTION: 1 calendar year after last date of service. AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393 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 3 General Records Schedule GS1-SL for State and Local Government Agencies 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. RETENTION: Retain each audit trail entry as long as the record to which the entry relates. AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394 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. RETENTION: Retain until obsolete, superseded, or administrative value is lost. AUDITS: AUDITOR GENERAL Item #8 This record series consists of an annual report issued by the Auditor General to establish the position of the agency Florida Statutes being audited against its standard of performance. These records are created pursuant to Section 11.45,, Definitions; duties; authorities; reports; rules (Auditor General). See also "AUDITS: INDEPENDENT," "AUDITS: INTERNAL," "AUDITS: STATE/FEDERAL," and "AUDITS: SUPPORTING DOCUMENTS." These records may have archival value. RETENTION: 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. AUDITS: INDEPENDENT Item #56 This record series consists of a report, including any appropriate financial statements, issued by an independent auditor to establish the position of the agency being audited against its standard of performance. The audits may be instigated Florida by any agency, organization, or internal management. These records are created pursuant to Section 11.45, StatutesFlorida Statutes , Definitions; duties; authorities; reports; rules (Auditor General), and/or Section 215.97, , Florida Single Audit Act. See also "AUDITS: AUDITOR GENERAL," "AUDITS: INTERNAL," "AUDITS: STATE/FEDERAL," and "AUDITS: SUPPORTING DOCUMENTS." RETENTION: 10 fiscal years. AUDITS: INTERNAL Item #73 This record series consists of a report issued by an internal auditor to establish the position of the agency being audited against its standard of performance. The audits may be instigated by any agency, organization, or internal management. Florida Statutes, Records of internal audits for state agencies are created pursuant to Section 11.45, Definitions; duties; Florida Statutes authorities; reports; rules (Auditor General) and/or Section 20.055, , Agency inspector generals. See also "AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," "AUDITS: STATE/FEDERAL," and "AUDITS: SUPPORTING DOCUMENTS." RETENTION: 5 fiscal years. AUDITS: STATE/FEDERAL Item #83 This record series consists of a report issued by a federal or state auditor to establish the position of the agency being audited against its standard of performance. The audits may be instigated by any agency, organization, or internal Florida Statutes management. Records of such audits for state agencies are created pursuant to Section 11.45(3), Definitions; authorities; reports; rules (Auditor General). See also "AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," "AUDITS: INTERNAL," and "AUDITS: SUPPORTING DOCUMENTS." These records may have archival value. RETENTION: 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. AUDITS: SUPPORTING DOCUMENTS Item #57 This record series consists of the documentation and supporting documents used to develop the audit report with all bills, accounts, records, and transactions. The audit may be instigated by any agency, organization, or internal management. See also "AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," "AUDITS: INTERNAL," and "AUDITS: STATE/FEDERAL." RETENTION: 3 fiscal years. AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50 as SAMAS (State Automated Management Accounting System), FLAIR (Florida Accounting & Information Resource), Aspire, or other 4 General Records Schedule GS1-SL for State and Local Government Agencies automated accounting system. Included are such reports as a log of all updated transactions entered into the system and a financial RETENTION: 3 fiscal years. BACKUPS: ELECTRONIC/DIGITAL RECORDS There is no retention schedule for backup tapes, disks, drives, or other forms of electronic/digital data backup. A backup should be just that, a data/records backup kept solely as a security precaution but not intended to serve as the record copy or as a records retention tool. In the case of disaster, the backup would be used to restore lost records; otherwise, agency records that have not met their retention should not be disposed of on the basis of the existence of a backup. If for any reason (for instance, a disaster erases emails on your server) the only existing copy of an item that has not met its retention period is on a backup tape or drive, the custodial agency of that record must ensure that the record on the backup is maintained for the appropriate retention period. A backup containing record copies/only existing copies of items that have not passed their retention would have to be retained for the length of the longest unmet retention period. Preferably, the records should be restored to the agency from the backup to ensure that the backup is not used as a records retention tool. BALLOTS Item #397 not governed by This record series consists of ballots and related records for elections conducted to determine issues Florida election laws . This may include 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 NOTE: sheets, and related unused forms. 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 NOTE: (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS). For ballots and other records relating to elections governed by Florida election laws, use General Records Schedule GS3 for Election Records. RETENTION: 30 days after vote count or cancellation of election. BANK STATEMENTS: RECONCILIATION Item #85 This record series consists of monthly statements of bank accounts and reconciliations to show debits, credits, and cash balance in the account. RETENTION: 5 fiscal years. BARGAINING RECORDS Item #87 This record series consists of contracts and supporting documentation related to a contract or agreement between a public agency and a labor organization or employee union. RETENTION: 5 fiscal years after expiration or cancellation of contract. BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70 This record series consists of information relative to the processing and letting of capital improvement successful bids 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." RETENTION: 10 anniversary years after awarded. BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71 This record series consists of information relative to the processing and letting of capital improvement unsuccessful bids including, but n id 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 cancelled prior to being awarded. See also "BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS" and "BID RECORDS: NON- CAPITAL IMPROVEMENT." RETENTION: 5 fiscal years after awarded or bid project cancelled. 5 General Records Schedule GS1-SL for State and Local Government Agencies BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72 This record series consists of information relative to the processing and letting of successful, unsuccessful, and cancelled non-capital improvement bids including, but not limited to, legal advertisements, "Requests for Proposals," echnical specifications, correspondence, bid tabulations, and bid responses. See also "BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS" and "BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS." RETENTION: 5 fiscal years after awarded. BOND ADMINISTRATION RECORDS Item #250 This record series consists of documents relating to the financing of local government projects through bonded indebtedness. The records include, but are not limited to preliminary studies, legal opinions, proposals and prospectuses, authorizations and certificates for issuance, cancellation and exchange records, and other related correspondence and These records may have archival value. RETENTION:Permanent. BOND REGISTERS Item #251 This record series consists of registers used to record the redemption of coupons for municipal bonds. The register is evidence of payment and may include upon what authority bonds and bond interest coupons were issued, details of bondholders, balances, identifying date, number of each bond, interest paid, and maturation dates. The register may also indicate that the coupons have been paid, upon what authority they were destroyed, and the date of destruction. See also These records may have archival value. RETENTION:Permanent. BOND RESOLUTIONS/ORDINANCES Item #191 This record series consists of resolutions or ordinances to issue bonds to finance undertaking of any capital or other projects for the purposes permitted by the State Constitution. The record includes, but is not limited to, legal agreements, Florida Statutes reports of principal, interest, paying agents, and reports. See Section 166.111, , Municipalities, Authority to borrow. These records may have archival value. RETENTION:Permanent. BONDS AND BOND INTEREST COUPONS Item #226 This record series consists of retired bonds and bond interest coupons that have been redeemed. Information in these records may include, but is not limited to, identifying date, number of each bond, and quality and value of bond by maturity. Retired bonds and bond interest coupons may only be disposed of provided payments have been recorded in the bond register. RETENTION: 5 fiscal years after paid, exchanged, or transferred and recorded in bond register. BONUS RECORDS: PEER REVIEW EVALUATIONS Item #333 This record series consists of peer review evaluation forms used in annual performance based and/or lump-sum bonus programs. Peer review is the process by which employees in the same work unit evaluate the job performance of their RETENTION: 5 fiscal years. BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58 This rec that are filed chronologically. This series does NOT include working papers, agency staff analyses, drafts, budget requests, or other supporting documentation relating to the dev approved budget. See also "BUDGET RECORDS: SUPPORTING DOCUMENTS." These records may have archival value. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88 This record series consists of any documentation supporting budget matters, including but not limited to working papers, agency staff analyses, drafts, budget requests, or other supporting documentation relating to the development, modification, or implementation of an aSee also "BUDGET RECORDS: APPROVED ANNUAL BUDGET." RETENTION: 3 fiscal years. 6 General Records Schedule GS1-SL for State and Local Government Agencies BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES Item #221 This record series documents the method by which a local governing authority grants the privilege of engaging in, or Florida Statutes managing, any business, profession, or occupation within its jurisdiction pursuant to Chapter 205, , Local Business Taxes. The series includes applications, renewal cards, business tax receipts, and supporting documentation. This series does not cover records relating to the issuance of business or occupational licenses by state agencies. See RETENTION: 1 calendar year after expiration, revocation, or denial of business tax receipt/license. CABINET AFFAIRS FILES Item #11 This record series consists of the Cabinet agendas, minutes, backup materials, and other information received from any office on all subject matters relating to a Cabinet agenda item or a potential agenda item. The State of Florida copy is held by the Executive Office of the Governor. These records may have archival value. RETENTION: Permanent. Contact the State Archives of Florida for archival review after 5 years. b) Duplicates (Agency copies). Retain until obsolete, superseded, or administrative value is lost. CALENDARS Item #89 This record series consists of calendars, appointment books, planners, or other records showing official daily appointments and meetings. for discussion, and speaking points or remarks. This series does NOT include the record copy of speeches, which are RETENTION: 1 anniversary year. CEMETERY RECORDS Item #235 This record series consists of a record of each burial showing the date of burial and name of person buried, together with lot, plot, and space in which the burial was made. These records related to government lands and operations, not to private cemeteries. These records may have archival value. RETENTION:Permanent. CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255 e, new addition, or remodeling. This certificate identifies the structure as meeting or exceeding the local building codes and constitutes final approval for habitation. The series may also include the certificate of inspection initiated by the building department/office and used by the fire inspector when inspecting a building to determine if the type of occupancy is Florida Statutes suitable for the intended use. Refer to , Chapter 553, Building Construction Standards, and Section 95.11(3)(c), Statute of Limitations regarding design, planning, or construction of an improvement to real property. See RETENTION: 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. CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256 re, new addition, or remodeling. This certificate identifies the structure as meeting or exceeding the local building codes and constitutes final approval for habitation. The series may also include the certificate of inspection initiated by the building department/office and used by the fire inspector when inspecting a building to determine if the type of occupancy is Florida Statutes suitable for the intended use. Refer to , Chapter 553, Building Construction Standards, and Section 95.11(3)(c), Statute of Limitations regarding design, planning, or construction of an improvement to real property. See RETENTION: 10 anniversary years after issuance of certificate of occupancy. CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207 This record series consists of foundation documents establishing an organization and its mission, functions, duties and responsibilities, and organizational structure. These records may have archival value. RETENTION:Permanent. CHILD CARE RECORDS Item #257 This record series consists of information on the children enrolled in a child care facility, including, but not limited to, names, addresses, and telephone numbers; names of persons allowed to remove child from the facility; physical 7 General Records Schedule GS1-SL for State and Local Government Agencies identification; emergency information; physician information; facility brochure statements; disciplinary procedure statements; procedures for a handicapped child as applicable; enrollment forms; immunization record exemption forms; Florida Statutes and health forms. Refer to , Sections 1003.22 regarding school-entry health examinations and immunization against communicable diseases; and 1003.23 regarding attendance records and reports. RETENTION: 5 calendar years after termination of enrollment. CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275 This record series consists of the client case files for citizens receiving assistance from a county or city social services agency. The series may pertain to, but is not limited to, low cost energy assistance programs; emergency payments for electricity, medicine, medical care, food, or rent; and referrals to a doctor or social services organization. The series may also include claim documentation and copies of monthly, quarterly, and/or annual reports which are submitted by the local government agency to the Agency for Health Care Florida Statutes Administration as provided by Sections 154.301-154.331, , Health Care Responsibility For Florida Administrative Code Indigents; and Chapter 59H-1, , Florida Health Care Indigency Eligibility Certification Standards. RETENTION: 5 fiscal years. CLIENT CASE FILES: VETERAN SERVICES Item #310 This record series consists of case files relating to veterans receiving various types of assistance, including but not limited to, copies of the following documents: proof of military service; applications for various Veteran Administration (VA) benefits; marriage, death, divorce, and birth certificates; incoming and outgoing correspondence relating to the development and status of claims; change of address forms; and all other VA forms which are used in development of claims for VA benefits. The originals of all of these documents are forwarded to the Veterans Administration for processing. The series may also include a client case file index providing such information as name, social security number, employment data, other sources of income, death records, and additional notes on pending claims. RETENTION: 5 fiscal years after case closed. CODE ENFORCEMENT HEARING CASE FILES Item #236 This record series consists of case files documenting code violation hearings before the Code Enforcement Board or a Special Master, including affidavits, exhibits, letters, photographs, orders, and any supporting documentation and working Florida Statutes papers relating to the case. Refer to Chapter 162, ,County or Municipal Code Enforcement. This series also includes records of hearings of red light camera violation appeals heard by the Code Enforcement Board or Special Florida Statutes Magistrate in accordance with Section 316.0083(1)(b)1.a., , Mark Wandall Traffic Safety Program; administration; report. RETENTION: 5 fiscal years after case is closed. CODE VIOLATION RECORDS: CITATION ISSUED Item #398 This record series documents code enforcement activities in response to code or ordinance violations in instances when citations were issued. Records may include, but are not limited to, evidence of verbal or written warnings, photographs, on-site inspection notes, copies of the first and second violation notices, and orders to appear. If the process continues to a Code Enforcement Board hearing or a Special Master proceeding, the records become part of the Code Enforcement Hearing Case Files. Refer to Chapter 162, Florida Statutes, County or Municipal Code Enforcement. See also "CODE ENFORCEMENT HEARING CASE FILESVIOLATION RECORDS: NO CITATION ISSUED." RETENTION: 5 fiscal years after case is closed. CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237 This record series documents code enforcement activities in response to code or ordinance violations in instances when no citation is issued. Records may include, but are not limited to, evidence of verbal or written warnings, photographs, on-site inspection notes, copies of the first and second violation notices, and orders to appear. If a citation is issued and the process continues to a Code Enforcement Board hearing or a Special Master proceeding, the records become part of Florida Statutes the Code Enforcement Hearing Case Files. Refer to Chapter 162, ,County Or Municipal Code Enforcement. See also "CODE ENFORCEMENT HEARING CASE FILES." RETENTION: 3 anniversary years after case is closed. COMMITTEE/BOARD APPOINTMENT RECORDS Item #334 This record series consists of records relating to the appointment of individuals to serve on committees, boards, advisory councils, etc. 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. - RETENTION: 3 fiscal years after term of office ends or committee/board is abolished. 8 General Records Schedule GS1-SL for State and Local Government Agencies COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379 This record series consists of records relating to applicants not selected to serve on committees, boards, advisory councils, etc. The series may include, but is not limited to, applications, letters of recommendation, and related correspondence and supporting documentation. RETENTION: 4 anniversary years after personnel action and any litigation is resolved. COMMODITY SUPPLEMENTAL FOOD PROGRAMRECORDS Item #258 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. RETENTION: 5 fiscal years. COMMUNICATIONS AUDIO RECORDINGS Item #335 This record series consists of audio recordings of radio and telephone communications and complaint calls. The series includes recordings of telephone calls to and from the police, sheriff department, or other dispatch office/agency, including 911 calls. The recordings are made for backup of activity reports, complaint records, and office operations, such as to verify times complaints are telephoned into the department or office/agency or for quality assurance reviews of customer service calls. 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 recordings should be retained for further investigation. RETENTION: 30 days. COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94 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. RETENTION: 1 anniversary year after resolved. COMPREHENSIVE MASTER PLANS: ADOPTED Item #166 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 Florida's Growth Florida Statutes Management Act: Chapter 163, Part II, , Community Planning Act. See also "COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS)." These records may have archival value. RETENTION:Permanent. COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174 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: additional maps, surveys, site plans, correspondence, public opinion polls, copies of relevant studies or analyses, and other Florida materials which support the proposed plan. Refer to Florida's Growth Management Act: Chapter 163, Part II, Statutes , Community Planning Act. See also "COMPREHENSIVE MASTER PLANS: ADOPTED." These records may have archival value. RETENTION: 5 anniversary years after adopted. Agencies should ensure appropriate preservation of records determined to have long-term historical value. COMPUTER LOGS Item #391 This record series consists of firewall logs, system logs, network logs, or other logs used to maintain the integrity and security of 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. RETENTION: 30 days or until review of logs is complete, whichever occurs first. CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64 This record series consists of legal documents, correspondence, reports, etc., relating to the negotiation, fulfillment, and termination of capital improvement or real property contracts, leases, or agreements to which the agency is a party, 9 General Records Schedule GS1-SL for State and Local Government Agencies 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." RETENTION: 10 fiscal years after completion or termination of contract/lease/agreement. CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65 This record series consists of legal documents, correspondence, reports, etc., relating to the negotiation, fulfillment, and termination of non-capital improvement contracts, leases, or agreements to which the agency is a party. In addition, it includes the various contracts, leases, or agreements entered into for the purchase of goods and services, such as the purchase of gas, fuel oil, and annual purchases of inventory-maintained items. RETENTION: 5 fiscal years after completion or termination of contract/lease/agreement. COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337 This record series consists of releases or other documentation authorizing the agency to publish copyrighted materials, including publication on the Internet. The series includes release/authorization forms, correspondence, and related documentation. RETENTION:Permanent. CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17 This record series consists of routine correspondence and memoranda of a general nature that are associated with administrative practices but that do not create policy or procedure, document the business of a particular program, or act as a receipt. These records may have archival value. RETENTION: 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. CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338 This record series consists of correspondence and memoranda documenting policy development, decision-making, or substantive programmatic issues, procedures, or activities. S These records may have archival value. RETENTION: 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. DEFERRED COMPENSATION SUMMARY REPORTS Item #339 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 ivities. RETENTION: Retain until obsolete, superseded, or administrative value is lost. DIRECTIVES/POLICIES/PROCEDURES Item #186 This record series consists of the official management statements of policy for the organization, supporting documents, and the operating procedures which 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, and correspondence and memoranda stating the policies and procedures to be followed by employees. See These records may have archival value. RETENTION: 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. DISASTER PREPAREDNESS DRILL RECORDS Item #259 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 10 General Records Schedule GS1-SL for State and Local Government Agencies 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 Florida Statutes 252.365(3)(b), , requires state agencies to include in their disaster preparedness plans, Florida Statutes procedures for periodic tesSection 252.38, , authorizes counties and comprehensive emergency /HEALTH RETENTION: 2 calendar years provided reviews have been conducted. DISASTER PREPAREDNESS PLANS Item #210 Florida Statutes This record series consists of disaster preparedness and/or recovery plans adopted by an agency. Section 252.365 requires state agencies to develop and maintain, th Florida Statutes the applicable local emergency-Section 252.38, , authorizes counties and municipalities to, state comprehensive emergency These records may have archival value. RETENTION: 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. DISASTER RELIEF RECORDS Item #321 This record series consists of all documentation related to the distribution, receipt, or expenditure of state or federal funds 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, and daily activity reports. For federal retention requirements, refer to 44CFR13.42, Emergency Management and Assistance, Retention and Access Requirements for Records. RETENTION: 5 fiscal years after submission of final expenditure report or receipt of last payment, whichever is later. DISBURSEMENT RECORDS: DETAIL Item #340 This series consists of records documenting specific expenditures or transfers of agency moneys for the procurement of commodities and services and other purposes. The series may include, but is not limited to, procurement records such as requisitions, requisition logs, purchase orders, contracts, purchasing card (p-card) receipts, vendor invoices, receiving reports, acceptances of contract deliverables, approvals, and related documentation; and expenditure records for disbursements made through checks, warrants, electronic fund transfers (EFT), purchasing cards, or other methods, such as payment vouchers, approvals, check registers, cancelled checks, check stubs, cancelled warrants, disbursement ledgers, journal transactions, expenditure detail reports, refund records, and other accounts payable and related Florida Statutes documentation. Retention is based on Section 95.11(2), , Statute of Limitations on contracts, obligations, or liabilities. RETENTION: 5 fiscal years. DISBURSEMENT RECORDS: SUMMARY Item #341 This series consists of records providing summary or aggregate documentation of expenditures or transfers of agency moneys for the procurement of commodities and services and other purposes. The series may include, but is not limited to, summary records such as trial balance reports, check logs and registers, summary expenditure reports, federal grant final closeout reports, summary journal transactions, and other accounts payable summary and related documentation. RETENTION: 10 fiscal years. DISCIPLINARY CASE FILES: EMPLOYEES Item #98 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. 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. RETENTION: 5 anniversary years after final action. 11 General Records Schedule GS1-SL for State and Local Government Agencies DOMESTIC PARTNERSHIP REGISTRY RECORDS Item #399 This record series documents domestic partnerships established and dissolved by law or ordinance. Records may include, but are not limited to, Affidavits of Domestic Partnership, domestic partnership amendments, Affidavits of Termination of Domestic Partnership, and other supporting or related documentation. RETENTION:Permanent. DONATION RECORDS Item #342 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. RETENTION:Permanent. DRAFTS AND WORKING PAPERS Item #242 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 of documents that could have a drafts; data entry forms; notes; calculations; and other supporting documents. statements or major policy ini RETENTION: Retain until obsolete, superseded, or administrative value is lost. DRUG TEST CASE FILES Item #260 This record series documents drug tes-Free Workplace Act, or as required for Commercial Drivers 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 rm, 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 controlled substances Florida Statutes test(s). Refer to Sections 112.0455(7) and (8), (Florida Drug-Free Workplace Act, types of testing and Florida Statutes testing procedures), Section 443.1715(3)(b), (confidentiality of drug-test records), and 49CFR382.401 (Handling of Test Results, Records Retention, and Confidentiality: Records Retention). RETENTION: 5 anniversary years after final action. DRUG TEST EQUIPMENT RECORDS Item #261 This record series consists of records documenting compliance with calibration and other requirements for the use of the evidential breath testing device (EBT). 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 Testing Programs) and 49CFR382.401 (Handling of Test Results, Records Retention, and Confidentiality: Records Retention). S RETENTION: 5 anniversary years. DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262 Drug-Free Workplace Act, or as required for Commercial Drivers 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 sting policies and procedures. Refer to 49CFR382.401 (Handling of Test Results, Records Retention, and Confidentiality: Records Retention) and 49CFR382.403 (Reporting of Results in a Management Information System). RETENTION: 5 anniversary years. ELECTRONIC COMMUNICATIONS There is no single retention period that applies to all electronic messages or communications, whether they are sent by email, instant messaging, text messaging (such as SMS, Blackberry PIN, etc), multimedia messaging (such as MMS), chat messaging, social networking (such as Facebook, Twitter, etc.), voice mail/voice messaging (whether in audio, voice-over-internet protocol, or other format), or any other current or future electronic messaging technology or device. 12 General Records Schedule GS1-SL for State and Local Government Agencies Retention periods are determined by the content, nature, and purpose of records, and are set based on their legal, fiscal, administrative, and historical values, regardless of the format in which they reside or the method by which they are transmitted. Electronic communications, as with records in other formats, can have a variety of purposes and relate to a variety of program functions and activities. The retention of any particular electronic message will generally be the same as the retention for records in any other format that document the same program function or activity. For instance, electronic communications might fall under a CORRESPONDENCE series, a BUDGET RECORDS series, or one of numerous other series, depending on the content, nature, and purpose of each message. Electronic communications that are created primarily to communicate information of short-term value, such as messages reminding employees about scheduled meetings or appointments, or most voice mail messages, might fall under the "TRANSITORY MESSAGES" series. ELECTRONIC FUNDS TRANSFER RECORDS Item #264 This record series consists of the documentation necessary to establish and maintain the electronic transfer of funds. 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 Florida Statutes to Statute of Limitations for fraud, Section 95.11(3)(j), . RETENTION: 5 fiscal years after termination of service agreement/authorization. ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231 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. RETENTION: Retain as long as software-dependent records are retained. EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266 This record series consists of five year strategic plans addressing areas and objectives for improvement. The series may include plan amendments approved by the state during the five year period. These plans were required under a partnership agreement between the Department of Community Affairs and the Federal Emergency Management Agency; this particular partnership function is no longer in effect, thus the records are no longer being created. See also RETENTION: 3 anniversary years after plan expires. EMERGENCY OPERATIONS RECORDS: LIST OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS Item #267 This record series consists of a listing of all applicants who are accepted for special needs or transportation services due to physical, mental, or sensory disabilities. The list may change often as indiviRefer to Florida Statutes Section 252.355, , Emergency Management, Registry of Persons With Special Needs, which requires that, anagement agency in the state shall maintain a registry of persons with special needs located within the jurisd RETENTION: Retain until obsolete, superseded, or administrative value is lost. EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268 This record series documents inspections of potential emergency shelters by the county or city emergency management staff. The inspection records should indicate specialty designation assigned to the shelter, and, if applicable, the reasons for rejection of the facility as a shelter. Refer Florida Statutes to Section 252.385, , Emergency Management, Public Shelter Space. RETENTION: 2 anniversary years after inspection/reinspection or closure of shelter, whichever is later. EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATIONS Item #265 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. address, and telephone number; correspondence; medical disabilities; carpe of accommodations required. Denied applications may be based on space availability and/or eligibility requirements. For accepted applications, individuals may be notified that they have been selected as clients and explained their responsibilities. When client status is accepted, individuals are agreeing that they will be ready to leave their residence at the appropriate time, and that they are aware of shelter rules and regulations. OF SP RETENTION: 4 anniversary years. EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269 This record series consists of documents related to the services received by employees through an agency sponsored employee assistance program. These programs provide employees with information, treatment, and counseling on 13 General Records Schedule GS1-SL for State and Local Government Agencies 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. Florida Statutes Refer to Section 112.0455(5)(m), , for definition of Employee Assistance Program, and Section Florida Statutes 110.1091(2), , for confidentiality requirement. RETENTION: 2 anniversary years after final action. EMPLOYEE CONDUCT COUNSELING RECORDS Item #206 This record series documents initial coaching or counseling of an employee regarding performance or behavior issues which may lead to disciplinary action if not corrected. If disciplinary action is taken, this record becomes part of the empl RETENTION: 1 anniversary year after final action. EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24 This record series consists of all records which 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 rec rankings; description of the selection process and selection techniques used; names and titles of all persons participating Documentation (original or copies) in the selection process; and other information that affects the selection decisions. See Sections 110.211 Florida StatutesFlorida and 110.213, , governing recruitment and selection in state employment; Section 760.11, Statutes , Administrative and civil remedies; construction (outlining discrimination grievance procedures, including for Florida Administrative Code employment discrimination allegations); and Rule 60L-29 through 60L-39, , Personnel Rules. RETENTION: 4 anniversary years after personnel action provided any litigation is resolved. EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400 This record series consists of records submitted by individuals seeking employment when the agency is not in the process of hiring. 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. RETENTION: Retain until obsolete, superseded, or administrative value is lost. EMPLOYMENT ASSISTANCE PROGRAM NONEXPENDABLE PROPERTY RECORDS Item #343 This series consists of records relating to nonexpendable property acquired under federal employment assistance programs such as the Job Training Partnership Act (JTPA) and its predecessor, the Comprehensive Employment and Training Act (CETA). Refer to Federal Property Management Regulations, Subpart 114S-60.4, Classification of Property, for definition of nonexpendable property. Retention is pursuant to 20CFR Chapter V (Employment and Training Administration, Department of Labor), Section 627.460(a)(2). RETENTION: 3 fiscal years after final disposition of property. EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113 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). Records may include reports, lists of participating individuals, documentation regarding pilot programs, employer proposals, information on potential volunteer businesses, evaluations, and other supporting documentation. Refer to 20CFR Chapter V (Employment and Training Administration, Department of Labor), Sections 627.455 and 627.460, for federal records requirements. RETENTION: 5 fiscal years after final report. ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20 This record series consists of reports and other documentation detailing funds that have been encumbered, i.e., set aside, 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. RETENTION: 3 fiscal years. 14 General Records Schedule GS1-SL for State and Local Government Agencies ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211 This record series documents the creation of, contributions to, or expenditures from, endowments, bequests and trust funds. These records may have archival value. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401 This series consists of data and docum 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 Florida Statutes Section 255.257, , 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. RETENTION: 1 fiscal year from report date. ENGINEERING RECORDS: INFRASTRUCTURE Item #344 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. PLANS: RESIDENT RETENTION: Retain for life of structure/element. ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167 This record series consists of recal 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, 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. RETENTION: 5 fiscal years after completion of project, reporting requirement, or other applicable activity. EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103 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 Florida Statutes reporting requirements. Retention is pursuant to Statute of Limitations, Section 95.11(3), . See also RETENTION: 4 anniversary years after final action. EQUIPMENT REFERENCE FILES Item #223 This record series consists of equipment specifications, technical manuals, brochures, bulletins, operating instructions, and other records documenting equipment characteristics and operations. RETENTION: Retain until obsolete, superseded, or administrative value is lost. EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104 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. RETENTION: 1 fiscal year after disposition of equipment. EQUIPMENT/VEHICLE USAGE RECORDS Item #224 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. RETENTION: 1 calendar year. EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208 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 Records may also include, but are not limited to, background 15 General Records Schedule GS1-SL for State and Local Government Agencies 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. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. EXPOSURE RECORDS Item #227 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. HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE RETENTION: 30 anniversary years. FACILITY RESERVATION/RENTAL RECORDS Item #270 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, RV hookup, or other public facility to an individual, group, organization, or other public agency. ephone number, method of payment, 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. The records might also provide a check number, corresponding receipt number, amount, and deposit information. - RETENTION: 5 fiscal years. FALSE ALARM RECORDS Item #345 This record series consists of records documenting false alarms and fees assessed for false alarm responses. The series may include, but is not limited to, correspondence, such as warning letters sent after false alarm responses; response fee billing documentation; service tickets or invoices for alarm repairs; credit requests for alarm repairs made; and other related documentation. RETENTION: 5 fiscal years. FEASIBILITY STUDY RECORDS Item #106 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 which are studied and discarded by a governmental agency. If the agency decides to continue with the These records may have archival value. RETENTION: 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. FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157 This record series consists of tax withholding and reporting forms including, but not limited to, W-2, W-4, W-5, W-9, 940, 941-E, 1096, 1099, and 1099-INT. Retention period is pursuant to 26CFR31.6001-1(e)(2), Place and Period for Keeping Records. RETENTION: 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. FEE/SERVICE SCHEDULES Item #271 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. RETENTION: 3 fiscal years after obsolete or superseded. FINAL ORDERS RECORDS Item #67 This record series consists of all final agency orders and any material incorporated by reference, a current final orders hierarchical subject matter index, and a list of all final orders not required to be indexed. Florida Statutes Section 120.52, , as, 120.56, s. 120.565, s. 120.569, s. 120.57, s. 120.573, or s. 120.574, which is not a rule, and which is not excepted from the 16 General Records Schedule GS1-SL for State and Local Government Agencies definition of a rule, and which has been filed with the agency clerk, and includes final agency actions which are affirmative, negative, injunctive, or declaratory in form. A final order includes all materials explicitly adopted in it. The clerk Florida Statutes shall indicate the The permanent retention is pursuant to Section 120.53(3), . For retention of supporting documentation such as notices, pleadings, motions, etc., that are not incorporated by See also For Chapter 162, and Florida Statutes RETENTION:Permanent. FINAL ORDERS: SUPPORTING DOCUMENTS Item #396 This record series consists of supporting documentation for final orders, including such materials as notices, pleadings, motions, orders, statements, opinions, decisions, evidence, and other legal instruments and records documenting the administrative proceedings resulting in the final order but not incorporated by reference into the final order. The series may also include reports by the officer presiding at the hearing and records submitted to the hearing officer during the hearing or prior to its disposition. See also "FINAL ORDERS RECORDS" and "LITIGATION CASE FILES." RETENTION: 5 anniversary years after date of final order or 5 anniversary years after appeal process expired, whichever is later. FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84 This record series consists of an authorization to maintain a bank, investment, or other financial account, and the names of those authorized to access the account. RETENTION: 5 fiscal years after authorization superseded, expired, or cancelled. FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346 This record series consists of personal financial information submitted to a local governing body by individuals appointed to local government office. The statements indicate such information as financial status, source(s) of income, etc. These records may have archival value. RETENTION: 10 fiscal years. Agencies should ensure appropriate preservation of records determined to have long-term historical value. FINANCIAL HISTORY SUMMARY RECORDS Item #347 The series may consist of annual summary general ledgers, annual financial reports, or equivalent records in other forms. RETENTION:Permanent. FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) Item #107 reports required by statute or rule, Florida Statutes including those required by Section 218.32, , Annual Financial Reports; Local Governmental Entities; Florida Statutes Section 218.39, , and Chapters 10.550, 10.800, and 10.850 of the Rules of the Auditor General of the Florida Statutes State of Florida, Annual Financial Audit Reports; and Section 216.102, , Filing of financial information; handling by Chief Financial Officer. The reports include such information as total revenues and expenditures and outstanding long-term debt. These records may have archival value. RETENTION: 10 fiscal years. Agencies should ensure appropriate preservation of records determined to have long-term historical value. FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) (SUPPORTING DOCUMENTS) Item #108 This record series consists of documentation supporting the information reported in the annual financial reports required Florida Statutes by statute or rule, including those required by Section 218.32, , Annual Financial Reports; Local Florida Statutes Governmental Entities; Section 218.39, , and Chapters 10.558(3), 10.807(3), and 10.857(4) of the Rules Florida Statutes of the Auditor General of the State of Florida, Annual Financial Audit Reports; and Section 216.102, , Filing of financial information; handling by Chief Financial Officer. 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 RETENTION: 5 fiscal years. FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402 This record series documents the licensing of public food service establishments subject to the certification and Florida Statutes inspection requirements of the Florida Department of Health under Section 381.0072, , and Rule 64E-11 Florida Administrative Code , Food Hygiene. The licenses expire after one year and so must be renewed annually for the 17 General Records Schedule GS1-SL for State and Local Government Agencies establishment to continue to operate. Records may include, but are not limited to: license/renewal applications, fee payment records, inspection records, copies of license suspension/revocation records, and other related documentation. RETENTION: 5 fiscal years after expiration/suspension/revocation of license. FUEL TAX REPORTS Item #213 This record series consists of fuel tax reports submitted monthly to the Florida Department of Revenue by local Florida Statutes government users and fuel terminal operators pursuant to the requirements of Chapter 206, , Motor and Florida Administrative Code Other Fuel Taxes, and Rule 12B-5, , Tax On Motor Fuels, Diesel Fuels, Alternative Fuels, Aviation Fuels, And Pollutants. RETENTION: 3 fiscal years. GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381 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, SYSTEMS RETENTION : Retain until obsolete, superseded, or administrative value is lost. GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382 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 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. and DATA LAYERS AND DATAS RETENTION : 1 anniversary year. GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383 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 SYSTEMS (GIS) DATA Land These records may have archival value. RETENTIONPermanent. : State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384 This record series consists of documents and/or data used to update Geographic Information Systems (GIS). This record series may include, but is not limited to, address change forms, survey data, field notes, legal descriptions, and other raphic 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 RETENTION: Retain until obsolete, superseded, or administrative value is lost. GRANT FILES: GRANTOR AGENCY Item #109 This record series documents the administration of a grant program, including the application review process and expenditure of grant funds to an entity by a public agency. These files may include, but are not limited to, all grant applications (funded and unfunded); notifications to applicants of award or denial of grant funds; contracts; agreements; 18 General Records Schedule GS1-SL for State and Local Government Agencies grant status, narrative, and financial reports submitted by recipient agencies; and supporting documentation. Grant cycle completion has not occurred until all reporting requirements are satisfied and final payments have been received for that grant cycle. See - These records may have archival value. RETENTION: 5 fiscal years after completion of grant cycle. 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. GRANT FILES: RECIPIENT Item #348 This record series documents activities relating to grant-funded projects conducted by the grant recipient, including the application process and the receipt and expenditure of grant funds. These files may include, but are not limited to, grant applications; contracts; agreements; grant status, narrative, and financial reports; and supporting documentation. Project completion has not occurred until all reporting requirements are satisfied and final payments have been received. Check with applicable granting agency for any additional requirements. - RETENTION: 5 fiscal years after completion of project. GRANT FILES: UNFUNDED APPLICATIONS Item #349 This record series consists of a grant applicant The series may include, but is not limited to, copies of applications, notifications of denial of funding, application reviews, correspondence, and supporting NOTE: For unfunded applications received by grantor agencies, materials used in preparing the grant application. use GRANT FILES: GRANTOR AGENCY. LES: NON- RETENTION: 1 anniversary year after receipt of denial notification. GRIEVANCE FILES Item #110 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 Florida Statutes the employee is unjust, inequitable, or a hindrance to effective operation. Section 110.227(4), , outlines the grievance process for state agency career service employees. RETENTION: 3 fiscal years after settlement. HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350 This record series consists of medical records of employees known or suspected to have come into contact with blood or other potentially hazardous materials. security number; hepatitis B vaccination status including the dates of testing, results of examinations, medical testing, and follow- 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, contagion, radiation, and 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. RETENTION: 30 years after termination, retirement, or separation from employment HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324 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). Per 45CFR164.106(a)(2)(iii)(C), "The covered entity is responsible for designating the components that are part of one or more health care components of the covered entity and RETENTION: 6 anniversary years from date of designation or from the date when it last was in effect, whichever is later. HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325 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), Subpart C, Security Standards for the Protection of Electronic Protected Health Information. The records are required HIPAA documentation per 45CFR164.316(b). Retention is pursuant to 45CFR164.316(b)(2). RETENTION: 6 anniversary years from date of creation or from the date when it last was in effect, whichever is later. 19 General Records Schedule GS1-SL for State and Local Government Agencies HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273 This record series consists of completed applications submitted by citizens who later choose not to participate in the housing program. These applications have no activity on them and the individual has expressed no continuing interest in the program. The applications may become inactive because of changes in the eligibility requirements, lack of interest, inability to locate a home or to secure financing, relocation of applicant, or a failure to update the application by a given deadline. FINANCE ASSISTANCE RECORDS RETENTION: 4 fiscal years. HOUSING FINANCE ASSISTANCE RECORDS Item #274 This record series consists of records documenting housing finance assistance to low to moderate income households, including, but not limited to: program requirements and project records; community housing development set-aside records; equal opportunity and fair housing records; environmental review records; applications; displacement, relocation, and real property acquisition records; lead based paint and radon records; housing agreements; income verifications; proofs of age or handicap; and other records as required by state/federal governments for public housing/housing finance assistance. Records relate to programs such as State Housing Initiatives Partnership (SHIP), Florida StatutesFlorida governed by Section 420.907-9079, , State Housing Initiatives Partnership, and Rule 67-37, Administrative Code , State Housing Initiatives Partnership Program; HOME Investment Partnership Program, governed Florida Statutes by Section 420.5089, , HOME Investment Partnership Program, HOME Investment Partnership Fund, Florida Administrative Code Rule 67-48.014-022, , Home Investment Partnerships Program, and 24CFR, Part 92, Home Investment Partnerships Program; and other state or U.S. Department of Housing and Urban Development (HUD) programs. - RETENTION: 5 fiscal years after funds expended and accounted for and/or satisfaction of loans, whichever is later. INCIDENT REPORT FILES Item #241 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. Section Florida Statutes 95.11, . RETENTION: 4 anniversary years from date of incident. INFORMATION REQUEST RECORDS Item #23 This record series consists of correspondence accumulated in answering inquiries from the public. The series may include requests for: publications or services provided by the agency; inspection and/or copies of public records; 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.). RETENTION: 1 fiscal year. INJURY RECORDS Item #188 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 recordkeeping rule, 29CFR1904.33, Recording and Reporting Occupational Injuries and . Illnesses Retention and Updating RETENTION: 5 calendar years. INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276 This record series consists of records documenting the inspection, condition, maintenance, and repair of bridges. RETENTION: Retain for life of structure. INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193 This record series consists of inspection reports, logs, and summaries relating to employees, equipment, materials, and Florida facilities safety, health, and security. Section 95.11, Statutes . RETENTION: 4 calendar years after inspection. 20 General Records Schedule GS1-SL for State and Local Government Agencies INSPECTION REPORTS: FIRE EXTINGUISHER Item #219 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) relating to portable fire extinguishers. RETENTION: 1 anniversary year or life of equipment, whichever is sooner. Item #277 This record series consists of daily inspection sheets used by the inspector for recording violations and other NOTE: requirements that have not met building standards or codes. This record may also be part of the building permit records. RETENTION: 3 fiscal years INSURANCE RECORDS: AGENCY Item #111 This record series documents insurance policies held by an agency for fire, theft, liability, medical, life, etc., on an agencThe 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. RETENTION: 5 fiscal years after final disposition of claim or expiration of policy. INVENTORY: AGENCY PROPERTY Item #40 This record series consists of all information regarding the physical inventory of agency property, including a perpetual inventory of expendable parts and supplies which 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, Florida Statutes surplused, sold, scrapped, traded in, abandoned, stolen, cannibalized, or destroyed. Section 274.02, , requires an annual physical inventory of all O.C.O. property. RETENTION: 3 fiscal years. INVENTORY: AGENCY RECORDS Item #319 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 include documentation of transmittal of records to an offsite storage facility. RETENTION: Retain until obsolete, superseded, or administrative value is lost. INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351 This record series consists of complete case files of both substantiated and unsubstantiated formal and informal cases investigated or released by the Office of the Inspector General of any agency. The series includes, 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 Florida Statutes summaries. Refer to Sections 14.32, 20.055, 112.3187-31895, and 119.07(6), . RETENTION: 5 anniversary years after final action. INVESTMENT RECORDS Item #278 This record series consists of records related to the selection and maintenance The series may include, but is not limited to, selection criteria, score sheets, and correspondence concerning the selection process or potential investments; annual reports of the investments; firm histories; prospectus and other research materials; and initial goals or projected recovery at the time of the initial investment. These records may have archival value. RETENTION: 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. LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352 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. LAND DEVELOPMENT AND PLANNING PROJECT FILES: DRAWINGSLAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS. RETENTION: Permanent. 21 General Records Schedule GS1-SL for State and Local Government Agencies LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #403 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. AND PLANNING PROJECT FILES: PRELLAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS. RETENTION: . 20 anniversary years after project denied or abandoned LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #404 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: DENIED/ABANDONED PROJECTS,LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS. RETENTION: 10 anniversary years. LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353 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 forecast, and other aspects of local government planning. See , LAND DEVELOPMENT AND PLANNING PROJECT FILESLAND DEVELOPMEN PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS. RETENTION: Permanent. LEGISLATION RECORDS Item #119 This record series documents the development of legislation proposed by, and/or potentially impacting, an agency. The series may include, but is not limited to, proposed legislation; research materials on the subject of the legislation; agency staff analysis of the potential impact of the legislation; reports and statistical studies; surveys of and/or input from affected industries or populations; and other related records. These records may have archival value. RETENTION: 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. LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253 This record serirning Included in this series is a copy of the license and all supporting documents. The supporting documents include, but are not limited to, contractor records, license application(s), certificate of test score results, experience, deficiency reports, personal or business credit reports, personal or business financial statements, final orders Florida Statutes of discipline, correspondence, and proofs of insurance. Refer to , Sections 125.56(4) regarding county permitting for building construction; 489.109-113 regarding qualifications/procedures for certificate of competency; 553.781 regarding licensee accountability; 553.79 regarding permit applications and issuance; and 553.792 regarding building permit applications to local government. E OF COMPETENCY RECORDS RETENTION: 3 fiscal years after the file is closed due to non-renewal and/or revocation of license. LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY) Item #254 of the license and all supporting documents. The supporting documents include, but are not limited to, contractor records, license application(s), certificate of test score results, certificate of incorporation, application for certificate of competency which reports, personal or business financial statements, final orders of discipline, correspondence, and proofs of insurance. Florida Statutes Refer to , Sections 125.56(4) regarding county permitting for building construction; 489.109-113 regarding qualifications/procedures for certificate of competency; 553.781 regarding licensee accountability; 553.79 regarding permit applications and issuance; and 553.792 regarding building permit applications to local government. See 22 General Records Schedule GS1-SL for State and Local Government Agencies RETENTION: 1 anniversary year after expiration, revocation, or denial of license. LIEN DOCUMENTATION FILES Item #405 This record series documents liens imposed by government agencies. The series may include, but is not limited to, copies of liens and satisfactions of liens, bankruptcy proceedings relating to liens, and any other supporting documentation relating to the imposition or lifting of a lien by a government agency. RETENTION: 5 fiscal years after satisfaction of lien. LITIGATION CASE FILES Item #27 This record series consists of legal documents, notes, reports, background material, etc., created or received in preparing for, or engaging in, litigation of legal disputes. RETENTION: 5 anniversary years after case closed or appeal process expired. LOBBYIST REGISTRATION RECORDS Item #387 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, expense reports, and correspondence. RETENTION: 5 fiscal years after expiration or withdrawal of registration or ceasing to lobby, whichever occurs first. LOCAL GOVERNMENT MILEAGE REPORTS Item #390 the Florida Department of Transportation Form TM: Local Florida Government Mileage Report (or equivalent DOT form). Local governments are required by Section 218.322, Statutes , to provide mileage data as part of their annual financial reporting. The report provides the number of miles of paved and unpaved roads within the corporate limits of the town. RETENTION: 5 fiscal years. LOST AND FOUND RECORDS Item #354 This record series consists of documentation recording items that have been lost and/or found. This includes, but is not limited to, detailed 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. RETENTION: 3 fiscal years. MAIL: REGISTERED AND CERTIFIED Item #47 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 age copy of the item mailed. /CONTACT RETENTION: 1 fiscal year. MAIL: UNDELIVERABLE/RETURNED Item #1 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. 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. /CONTACT RETENTION: Retain until obsolete, superseded, or administrative value is lost. MAILING/CONTACT LISTS Item #29 This record series consists of lists of U.S. mail or electronic mail/messaging contacts used in agency mail outs Florida Statutes or other communications. Mailing/contact lists that fall under Section 283.55, , Purging of Publication Mailing Lists, must be updated and superseded every odd numbered year. L: RETENTION: Retain until obsolete, superseded, or administrative value is lost. MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30 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 23 General Records Schedule GS1-SL for State and Local Government Agencies 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, items). RETENTION: 1 calendar year after completion of data collection or release of report, whichever is later. MAPS: ORIGINALS Item #280 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 Florida Statutes with the Clerk of the Court under Sections 177.111, 177.131, 177.132, or 337.2735, , or with the State Florida Statutes Land Office under Section 253.031, . RETENTION:Permanent. MEDICAL RECORDS Item #212 This record series consists of routine health examination records not required for insurance or employment. These may include stress, blood, and physical tests. Medical records required for insurance or employment should be part of the personnel file. RETENTION: 5 calendar years. MEDICAL RECORDS: VETERAN SERVICES Item #311 This record series consists of, but is not limited to, 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. RETENTION: 7 fiscal years after last discharge or last entry. MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282 This record series consists of, but is not limited to, test results and microfilm inspection records for all permanent or long- Florida Administrative Code term microfilm as required by Rules 1B-26.0021(3)(f) and 1B-26.0021(3)(j), . RETENTION:Permanent. MINORITY APPOINTMENT REPORTING RECORDS Item #406 This record series consists of minority appointment reports submitted annually by the appointing authority to the Florida Florida Statutes Department of State pursuant to Section 760.80, , Minority representation on boards, commissions, councils, and committees. The reports contain such information as the number of appointments made during the preceding year from each minority group, the number of nonminority appointments made, and the number of physically disabled persons appointed to boards, commissions, councils, and committees in the previous calendar year. RETENTION: 4 anniversary years. MINORITY BUSINESS CERTIFICATION CASE FILES Item #169 This record series consists of case files documenting women and minority owned companies that have applied to the Florida Statutes agency for certification as a certified minority business enterprise as defined in Section 288.703, , and in Florida Statutes accordance with Section 287.0943, , Certification of Minority Business Enterprises. The series may include, but is not limited to, application for certification; documentation verifying minority ownership and control of the busi Florida Statutes defined in Section 287.0943, ; and other records used in the evaluation of the application. See also RETENTION: 3 fiscal years. MINUTES: OFFICIAL MEETINGS Item #32 Florida Statutes This record series consists of the official record of official meetings, defined in Section 286.011(1), , as, gs 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, at which official acts are 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. This series does not include documentation of the logistics/planning of the meetings such as venue information or directions, travel itineraries, reservations and confirmations, etc., which are covered by Administrative Support Records. AL MEETINGS (PRELIMINARY/AUDIO "MINUTES: OTHER MEETINGS." These records may have archival value. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. 24 General Records Schedule GS1-SL for State and Local Government Agencies MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4 This record series consists of handwritten or typed notes and/or audio and/or video recordings of official meetings as Florida Statutes defined in Section 286.011(1), . RETENTION: 2 anniversary years after adoption of the official minutes or certification of transcript. MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123 This record series consists of supporting documents for minutes and agendas generated by official meetings. These records provide information necessary for completing the minutes but do not document actual meeting proceedings. Records may include, but are not limited to, roll call sheets and sign-in sheets for speakers. ECORDINGS/VIDEO RECORDINGS)," "MINUTES: OFFICIAL MEETINGS," and "MINUTES: OTHER MEETINGS." RETENTION: 2 anniversary years after adoption of the official minutes or certification of transcript. MINUTES: OTHER MEETINGS Item #33 This record series consists of minutes and all supporting documentation from meetings which are not official meetings as Florida Statutes defined in Section 286.011(1), . These records may have archival value. RETENTION: 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. MUNICIPAL COURT DOCKET RECORDS Item #323 This record series consists of records docketing municipal court cases at any time until the elimination of municipal courts in 1975. Information typically includes individual's name, case number, charge, date, plea, verdict, and fine. There is no additional accumulation of these records; no audit requirements; no felony cases; and no legal, fiscal, administrative, or historical value. RETENTION: Retain until obsolete, superseded, or administrative value is lost. NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355 System (CRS) program, which allows for discounted flood insurance rates for communities that exceed minimum national flood protection standards. Records may include, but are not limited to, CRS certification forms, recertification and modification forms, flood insurance rate map determination forms, correspondence, and other related and supporting documentation. Local governments must recertify annually and undergo in-depth program review/verification every five years. See 44CFR, Emergency Management and Assistance. RETENTION: Retain for duration of participation in program. NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE PROGRAM RECORDS Item #356 This series consists of records documenting federally funded flood mitigation projects to reduce the long-term risk of flood damage to structures insurable under the National Flood Insurance Program. Records document such projects as elevation and retrofit of insured structures; dry floodproofing of non-residential insured structures; acquisition of insured structures and real property; relocation or demolition of insured structures; and beach nourishment activities. Projects are conducted pursuant to 42 U.S.C. 4104c and d. See 44CFR, Emergency Management and Assistance. RETENTION:Permanent. NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS Item #357 This series consists of records documenting the authorization process for construction of buildings in floodplains. The series may include, but is not limited to, floodplain construction authorization permit applications, flood insurance rate map information forms, floodplain maps, affidavits of no wetland alteration, Federal Emergency Management Administration elevation certificates, and other related and supporting documentation. See 44CFR, Emergency Management and Assistance. RETENTION:Permanent. NEWS RELEASES Item #34 This record series consists of news releases distributed by the agency and/or received from other offices for informational purposes. These records may have archival value. RETENTION: 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. 25 General Records Schedule GS1-SL for State and Local Government Agencies NOISE EXPOSURE MEASUREMENT RECORDS Item #283 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 exposureRetention is pursuant to 29CFR1910.95(m)(3)(i), Occupational Noise Exposure Recordkeeping - Record Retention. RETENTION: 2 anniversary years. OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124 This record series consists of daily, weekly, monthly, semi-annual, and annual narrative and statistical reports of office operations made within and between agency departments. It 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. RETENTION: Retain until obsolete, superseded, or administrative value is lost. OPINIONS: LEGAL Item #26 This record series consists of written legal opinions issued by agency attorneys establishing policy or precedent and responsibilities, and authority. These records may have archival value. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125 This record series consists of documentation supporting the legal opinions issued by agency attorneys. See also and "OPINIONS: LEGAL." These records may have archival value. RETENTION: 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. ORDINANCES Item #228 Florida Statutes This record series consists of county or municipal ordinances. Section 166.041(1)(a), , defines hich action is a regulation of a general and permanent nature an These records may have archival value. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. ORDINANCES: SUPPORTING DOCUMENTS Item #229 This record series consists of documentation used in formulating ordinances including, but not limited to, correspondence, studies and reports, petitions, etc. These records may have archival value. RETENTION: 5 anniversary years after adoption of ordinance. 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. ORGANIZATION CHARTS Item #126 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. These records may have archival value. RETENTION: 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. PARKING DECAL/PERMIT RECORDS Item #127 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 RETENTION: 2 fiscal years after expiration or cancellation of parking privileges. 26 General Records Schedule GS1-SL for State and Local Government Agencies PASSPORT RECORDS: DAILY Item #407 This record series consists of daily reports of persons applying for passports. Records may include such information as prepared and sent with completed applications when mailing to the Passport Agency. RETENTION: 5 fiscal years. PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395 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 1.2, October 2008 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. RETENTION: Destroy immediately upon completion of transaction. PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385 Florida This record series documents court-ordered garnishment of employee wages in accordance with Chapter 77, 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. RETENTION: 5 fiscal years after file becomes inactive. PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129 This record series consists of employee authorizations for direct deductions for insurance, union dues, credit unions, savings bonds, charitable contributions, deferred compensation, day care, etc. See also ELECTRONIC FUNDS TRANSFER RECORDS RETENTION: 5 fiscal years after final action. PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183 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 payexpenditures and encumbrances. ot RETENTION: 5 fiscal years. PAYROLL RECORDS: NOT POSTED Item #214 This record series consists of any payroll records, in any format, (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. RETENTION: 50 calendar years. PAYROLL RECORDS: POSTED Item #35 posted to the employee's applicable retirement plan This record series consists of any payroll records, in any format, (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. RETENTION: 5 fiscal years. PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195 This record series consists of, but is not limited to, time sheets/cards and certification reports signed by the supervisor approving hours worked by employees, correction forms to rectify errors in payroll processing, pay lists used to verify the payroll certification report, and other related supporting materials. RETENTION: 5 fiscal years. PENSION RECORDS: PLAN/FUND Item #358 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. RETENTION: 5 fiscal years. 27 General Records Schedule GS1-SL for State and Local Government Agencies PENSION RECORDS: RETIREES Item #359 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 RETENTION: 5 fiscal years after final payment. PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408 This record series consists of performance bonds or developer's cash completion bonds for work such as construction, improvements and other projects. The bonds can be "cashed in" if the work is not complete or satisfactory. Once the work is completed satisfactorily, the bond is returned to the contractor or developer. The series may include, but is not limited to, bond release letters which let the contractor or developer know the bond is released, and return letters which 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. RETENTION : 5 fiscal years after release, return or expiration of bond. PERMITS: BUILDING Item #286 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 Chapters 125 and 166, Florida StatutesFlorida Statutes , regarding local government permitting authority; Section 553.79, , Permits; applications; Florida Statutes issuance; inspections; Section 95.11(3)(c), , Statute of Limitations regarding design, planning, or NOTE: This item construction of an improvement to real property; and Florida Building Code, Section 105, Permits. does not cover permits for construction in floodplains; use NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS. RETENTION: 10 anniversary years. PERMITS: CONFINED SPACE ENTRYItem #284 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. RETENTION: 1 anniversary year after cancellation of permit. PERMITS: MINING (LOCAL GOVERNMENT) Item #287 This record series consists of mining permits approved by the local governing board pursuant to the permitting authority Florida Statutes granted local governments by Chapters 125 and 163, . The series may include, but is not limited to, applications and supporting documents submitted by the mining company to the local development department for review as may be required by local ordinance. Supporting documentation may include such records as: copies of the application; legal description including total acreage; copy of proof of ownership; consent of owner/mortgagees; aerial maps; Master Mining Plan Approval (MAMPA); Mining Operation Plan Approval (MOPA); modifications to MOPAs and MAMPAs; environmental assessment; list/copy of previous permits if applicable; list of property owners within a specific range of proposed mining site; signed agreement of access (variances); public hearing notices; meeting agendas of applicable governing board(s); correspondence; monthly blasting reports; and annual inspection reports. RETENTION: 1 anniversary year after expiration, revocation, or denial of Certificate of Approval. PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288 This record series consists of permits issued for installing/erecting signs, pursuant to the permitting authority granted Florida Statutes local governments by Chapters 125 and 166, , and in accordance with sign permitting provisions of Florida StatutesFlorida Statutes Chapter 479, (see especially Section 479.07(3)(b), ). Included in this series are the applications and supporting documents. RETENTION: 3 fiscal years. PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (NO PERMITTING FEE) Item #360 This record series consists of applications for, and approvals and disapprovals of, permits for special events, including but not limited to, temporary street closures for construction on private property, repairs, parades, street parties, and other events, as well as for temporary signs, when no permitting fee is required. RETENTION: 1 anniversary year after denial or expiration of permit or withdrawal/abandonment of application. 28 General Records Schedule GS1-SL for State and Local Government Agencies PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (PERMITTING FEE) Item #361 This record series consists of applications for, and approvals and disapprovals of, permits for special events, including but not limited to, temporary street closures for construction on private property, repairs, parades, street parties, and other events, as well as for temporary signs, when a permitting fee is required. RETENTION: 5 fiscal years after denial or expiration of permit or withdrawal/abandonment of application. PERMITS: TREE REMOVAL (NO PERMITTING FEE) Item #362 This record series consists of applications for, and approvals or denials of, permits for removal of trees when no permitting fee is required. The series may include, but is not limited to, applications, site/landscaping plans, maps, correspondence, and other related records. RETENTION: 1 anniversary year after denial or expiration of permit or withdrawal/abandonment of application. PERMITS: TREE REMOVAL (PERMITTING FEE) Item #363 This record series consists of applications for, and approvals or denials of, permits for removal of trees when a permitted fee is required. The series may include, but is not limited to, applications, site/landscaping plans, maps, correspondence, and other related records. RETENTION: 5 fiscal years after denial or expiration of permit or withdrawal/abandonment of application. PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19 This record series consists of all personnel information relating to each employee participating in the Florida Retirement System (FRS). 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, -9 forms (Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Eligibility Verification form), benefits records, work schedules/assignments, training records, emergency Florida StatutesFlorida contact information, and other related materials. Section 110.201, , and Rule 60L-30, 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. APPLICATION AND SELECTIO RETENTION: 25 fiscal years after separation or termination of employment. PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162 This record series consists of all personnel information relating to each employee not participating in the Florida es (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--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, and other related materials. RETENTION: 50 fiscal years after separation or termination of employment. PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66 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 -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, and other related materials. Temporary Florida Statutes employees may include personnel referred by a local employment agency. Section 110.201, , and Rule Florida Administrative Code 60L-30, , require state agency personnel officers to institute uniform personnel rules and RETENTION: 3 fiscal years after separation or termination of employment. PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378 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. RETENTION: 5 fiscal years. 29 General Records Schedule GS1-SL for State and Local Government Agencies PETTY CASH DOCUMENTATION RECORDS Item #202 imited to, receipts, bills, and monthly balances indicating amount needed for replenishing the revolving account. See also "DISBURSEMENT RETENTION: 5 fiscal years. POSITION DESCRIPTION RECORDS Item #38 This record series documents the specifically assigned duties and responsibilities for a particular position including, but 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. RETENTION: 2 anniversary years after superseded. POSTAGE/SHIPPING RECORDS Item #133 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. /CONTACT LI RETENTION: 3 fiscal years. PROBATION RECORDS Item #320 This record series consists of case files of persons placed on county probation by the county courts and supervised by a county or contracted probation agency (such as the Salvation Army Correctional Services). The series may include, but is ports; community service records; correspondence; copies of receipts for monies collected for fines, restitution and cost of supervision; copies of evaluations and recommendations for treatment, including psychological or psychiatric reports; reports from various completion of court requirements (e.g., training, schooling, etc.). RETENTION: 5 calendar years after case closed. PROCLAMATIONS Item #142 Enforcement ApThe series may also include, but is not limited to, correspondence, memoranda, public input, sample proclamations, drafts, and letters of support. See also These records may have archival value. RETENTION: 2 calendar years after date of issuance. 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. PROJECT FILES: CAPITAL IMPROVEMENT Item #136 This record series documents capital improvement projects in progress 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." RETENTION: 10 fiscal years after completion of project. PROJECT FILES: FEDERAL Item #137 This record series consists of original approved federal project contracts, agreements, awards, line item budgets, budget NOTE: amendments, cash requests, correspondence, and audit reports. Check with applicable agency and/or the Code of Federal Regulations (CFR) for any additional requirements. -CAPITAL RETENTION: 5 fiscal years after completion of project. 30 General Records Schedule GS1-SL for State and Local Government Agencies PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138 This record series documents projects in progress and/or project proposals which 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: NON-CAPITAL IMPROVEMENT," and "VOUCHERS: FEDERAL PROJECTS PAID." RETENTION: 5 fiscal years after completion of project. PROJECT FILES: OPERATIONAL Item #291 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. RETENTION: 3 fiscal years. PROMOTION/TRANSFER RECORDS Item #139 This record series consists of applications for promotion or transfer within the agency, any promotional level tests, and the test results. F ADMINISTRATION RETENTION: 4 calendar years after selection is finalized or confirmed. PROPERTY CONTROL RECORDS Item #222 This record series documents all property of a non-consumable nature. The records may provide such information as the 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. RETENTION: Retain until completion of the next physical inventory after the equipment leaves service. PROPERTY TRANSFER RECORDS Item #41 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. RETENTION: 1 fiscal year provided a physical inventory has been released. PROTECTED HEALTH INFORMATION ACCESS PROVIDER RECORDS Item #326 This record series consists of 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 protected health information. The records are required HIPAA documentation per 45CFR164.524(e). Retention is pursuant to 45CFR164.530(j)(2). RETENTION: 6 anniversary years from date of creation or from the date when it was last in effect, whichever is later. PROTECTED HEALTH INFORMATION AMENDMENT REQUEST PROVIDER RECORDS Item #327 This record series consists of 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 amendment of protected health information. The records are required HIPAA documentation per 45CFR164.526(f). Retention is pursuant to 45CFR164.530(j)(2). items. RETENTION: 6 anniversary years from date of creation or from the date when it was last in effect, whichever is later. PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328 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) 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)(1) and 164.528(a)(3). RETENTION: 6 anniversary years from date of disclosure. PROTECTED HEALTH INFORMATION PRIVACY PRACTICES RECORDS Item #329 This record series consists of a covered entity's policies and procedures for safeguarding the privacy and security of protected electronic health information. The series can also include revisions to policies and procedures and any 31 General Records Schedule GS1-SL for State and Local Government Agencies correspondence relating to the policies or their revision. The records are required HIPAA documentation per 45CFR164.528(j). Retention is pursuant to 45CFR164.530(j)(2). RETENTION: 6 anniversary years from date of creation or from the date when it was last in effect, whichever is later. PROTECTED HEALTH INFORMATION PRIVACY PRACTICES VIOLATION RECORDS Item #330 This record series consists of records of 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 45CFR164.530(d) and 164.530(e). items. RETENTION: 6 anniversary years from date of creation or from the date when it was last in effect, whichever is later. PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389 This record series consists of the agency's copies of the Public Depositor Annual Report to the Chief Financial Officer (Form DI4-1009 or equivalent DOR form), also known as the Public Depositor Report to the Treasurer, submitted Florida Statutes annually to the Chief Financial Officer, State of Florida pursuant to Section 280.17(6), , Requirements for public depositors; notice to public depositors and governmental units; loss of protection. Pursuant to Rule 69C-2.032, Florida Administrative Code , Execution of Forms, Proof of Authorization, this series may also include documentation of authorization to execute this report. Documentation of authorization may include copies of minutes of board meetings, charters, constitutions, bylaws, and evidence of incumbency. RETENTION: 5 fiscal years. PUBLIC INFORMATION FILES Item #128 services through such activities as speeches, presentations, exhibits, displays, etc. The series may include, but is not limited to, speeches (including outlines, speaking points, and drafts), photographs or other illustrations used in agency NOTE: publications or displays, and examples of brochures, handouts, or other items meant for public distribution. Stocks of agency publications (e.g., brochures, pamphlets, handbooks, etc.) are not included in this series. See also These records may have archival value. RETENTION: 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. PUBLIC PROGRAM/EVENT RECORDS Item #238 This record series consists of files documenting agency provided or sponsored events or programs available to the public or segments of the public. The files may include, but are not limited to, copies of contracts or agreements, participant or performer information, program details and arrangements, photographs, and audio and/or video recordings. These records relate both to events staged by the agency and to events staged by a contractor or vendor on behalf of the agency. REGISTRATION RECORDS: EVENTS. RETENTION: 5 fiscal years after completion of contract or program/event, whichever is later. PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392 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 Sections 119.071 (general exemptions), 493.6122 (private investigative, private Florida Statutes security, and repossession services), and 741.465 (domestic violence victims), , and other applicable sections; and redaction requests to Clerks of Court to remove confidential and/or exempt information from the Official Records and/or other public records held by the clerk. RETENTION: Retain until disposition of record(s) to which notification or request relates or until request is withdrawn or exemption no longer applies, whichever is sooner. PUBLICATION PRODUCTION RECORDS Item #198 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). RETENTION: Retain until receipt of final, published copy. PURCHASING RECORDS Item #42 This record series consists of copies of purchase orders which are retained by the originating office while another is sent to the Purchasing/Business Office and the appropriate vendor for action. The series may include, but is not limited to, copies of requisitions sent by the originating office to supply, purchasing, graphics, duplicating, or other sections for action; copies of receiving reports; and a log of outstanding and paid requisitions and purchase orders used for cross- referencing purposes. RETENTION: 5 fiscal years. 32 General Records Schedule GS1-SL for State and Local Government Agencies RADIO LOGS Item #292 This record series consists of a log recording 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 in regards to police, fire, EMS, or other radio dispatch operations including road and bridge or development departments. RETENTION: 1 fiscal year. RAIN CHECKS Item #293 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 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. RETENTION: 3 fiscal years. REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364 This record series documents the demolition and clearance of buildings deemed unfit for occupancy or condemned, including demolition orders, inspection reports, notices to property owners, and copies of any related court documents. RETENTION: 5 anniversary years after final action. REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172 This record series consists of documents pertaining to real property acquired by a government agency. The series may include agency property deeds, appraisals, surveys, and other supporting documents. See also "REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED." RETENTION: 3 fiscal years after final disposition of property. REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164 This record series consists of documents pertaining to real property considered for acquisition but not acquired by a government agency. The series may include appraisals, surveys, and other supporting documents. See also "REAL PROPERTY RECORDS: PROPERTY ACQUIRED." RETENTION: 3 fiscal years. RECEIPT/REVENUE RECORDS: DETAIL Item #365 This series consists of records documenting specific receipts/revenues collected by an agency through cash, checks, electronic fund transfers (EFT), credit and debit cards, or other methods. The series may include, but is notlimited to, records such as 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 related documentation. Retention is based on Section 95.11(2), Florida Statutes , Statute of Limitations on contracts, obligations, or liabilities. S: RETENTION: 5 fiscal years. RECEIPT/REVENUE RECORDS: SUMMARY Item #366 This series consists of records providing summary or aggregate documentation of receipts/revenues collected by an agency. The series may include, but is notlimited to, records such as trial balance reports, bank statements, credit and debit card reports, revenue reconciliations, collection balance sheets, and other accounts receivable summary and related documentation. RETENTION: 10 fiscal years. RECORDS DISPOSITION DOCUMENTATION Item #45 This record series documents each disposition of public records by an agency. Agencies are required to maintain internal Florida Administrative Code documentation of records dispositions pursuant to Rule 1B-24.003(9)(d), , which states in part that, 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) a Disposition may include either destruction of records or transfer of legal custodianship of the records to another agency. RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC. RETENTION:Permanent. RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322 the Department of State, Records Management Program. The statements indicate the agency- 33 General Records Schedule GS1-SL for State and Local Government Agencies Florida Administrative Code rules, including Florida Administrative Code Compliance reporting is required pursuant to Rule 1B-24.003(11), , which requires that, records disposition laws, rules RETENTION: 1 fiscal year. RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68 This record series consists of copies of records retention schedules approved by the Department of State, Records by a general records retention schedule. Agency-specific retention schedules are established pursuant to Rule 1B- Florida Administrative CodeFlorida StatutesFlorida 24.003(1)-(8), , Section 119.021(2)(a), , and Section 257.36(6), Statutes . DOCUMENTATION." RETENTION:Permanent. RECORDS RETRIEVAL/REFERENCE RECORDS Item #295 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 and records retrieval and refile requests/work orders and pull slips The records may indicate 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; and any additional information, such as if anything was missing. RETENTION: Retain until obsolete, superseded, or administrative value is lost. REGISTRATION RECORDS: EVENTS Item #296 This record series consists of registration information for events 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 for which the public can register to participate or attend. The series may include completed 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, etc. RETENTION: 5 fiscal years. RESOLUTIONS Item #297 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 bSee also These records may have archival value. RETENTION:Permanent. State agencies should contact the State Archives of Florida for archival review after 5 years. Other agencies should ensure appropriate preservation of records. RESOLUTIONS: SUPPORTING DOCUMENTS Item #143 This record series consists of documentation used in formulating resolutions of a governing body. The documentation may include 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/ RETENTION: 3 calendar years after date of resolution. RESPIRATOR FIT TESTING RECORDSItem #298 requirements for fit testing procedures for respirators, health of the employee or whenever respirators are required by the employer . . .CFR1910.134(c)(1)). 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. RETENTION: Retain until the next fit test is administered OR 4 anniversary years after separation or termination of employment or agency no longer required to conduct fit testing, whichever is later. 34 General Records Schedule GS1-SL for State and Local Government Agencies REVENUE SHARING APPLICATONSItem #388 This record series consists of the agencys copies of Revenue Sharing Applications (Form DR-700218 or equivalent Florida DOR form) submitted annually to the Florida Department of Revenue pursuant to Rule 12-10.008(3), Administrative CodeFlorida Statutes , State Revenue Sharing, Administration. Refer to Chapter 218, Part II, , Revenue Sharing Act of 1972. RETENTION: 5 fiscal years. RIGHT-OF-WAY PERMIT RECORDS: PERMANENT USE Item #409 This record series consists of permits issued for permanent construction in or use of the right of way. Permits may be issued for performance of construction or installation of underground electric, gas, cable television, telephone lines and other long term or permanent usage of the right of way. The series may include, but is not limited to, list of restrictions and inspection information; application for right of way; a copy of the permit; inspection report; start work notice; and other related documentation. RETENTION:Permanent. RIGHT-OF-WAY PERMIT RECORDS: TEMPORARY USE Item #410 This record series consists of permits issued for temporary usage of the right of way. Temporary right of way usage may include, but is not limited to, the 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; a copy of the permit; inspection report; start work notice; and other related documentation. RETENTION: 5 fiscal years. RULE DEVELOPMENT FILESItem #367 Florida Administrative Code This record series documents the development and approval process for rules developed by state agencies. The series may include, but is not limited to, correspondence, surveys, and research materials used in developing the rule; Florida Administrative Weekly notices and announcements; comments from interested parties; Florida Administrative documents referenced in the rule; and approval documentation. The final rule is published in the CodeFlorida Statutes . Retention is pursuant to Section 120.54(8), . RETENTION: Retain as long as rule is in effect. SALARY COMPARISON REPORTS Item #49 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. These records may have archival value. RETENTION: 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. SALARY SCHEDULES Item #240 This record series consists of a list or report indicating the salary classification/range for each position or pay grade in an agency. These records may have archival value. RETENTION: 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. SALES/USE/LOCAL OPTION TAX RECORDS Item #368 -15, DR-15EZ, Florida Statutes or equivalent) submitted to the Department of Revenue per Chapter 212, , Tax On Sales, Use, And Other Transactions. RETENTION: 5 fiscal years. SECURITY SCREENING RECORDS Item #369 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.). NOTE: Public schools license checks, fingerprints, copie must use General Records Schedule GS-7, Item #142, Security Screening Records, which applies to employees and Florida Statutes non-employees and requires a longer retention in accordance with . RETENTION: litigation is resolved, whichever is later. 35 General Records Schedule GS1-SL for State and Local Government Agencies SIGNATURE AUTHORIZATION RECORDS Item #300 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. RETENTION: 1 fiscal year after obsolete or superseded. SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411 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. RETENTION: 1 anniversary year after superseded or employee separates from employment. SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144 This record series consists of an agency's copy of the State's Federal Insurance Contributions Act (FICA) report; Florida 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. RETENTION: 4 calendar years after due date of tax. SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370 spam or junk mail that associated tracking information, as evidence of illegal 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. RETENTION: Retain until obsolete, superseded, or administrative value is lost. STAFF ADMINISTRATION RECORDS Item #371 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 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. RETENTION: Retain until obsolete, superseded, or administrative value is lost, then offer to personnel/human resources office before disposition. STATE MERITORIOUS SERVICE AWARDS PROGRAM FILES Item #372 This record series consists of data relating to the defunct State Meritorious Service Awards Program. Files may contain employee suggestion forms (Form DMS/EPE.AWP01), evaluations, adoption forms, Superior Accomplishment nomination forms, payment records, and copies of summary information submitted to the Department of Management Services for the Annual Workforce Report (Form DMS/EPE.AWP02). These records are no longer being created. RETENTION: 3 calendar years. STORAGE TANK RECORDS Item #412 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; Florida Statutes annual site inspection records; and correspondence. Records created pursuant to Chapter 376, , Florida Administrative Code Pollutant Discharge Prevention and Removal; Rule 62-761, , Underground Storage Tank Florida Administrative Code Systems; and Rule 62-762, , Aboveground Storage Tank Systems. RETENTION: Retain for life of tank. SUBDIVISION PLANS Item #301 This record series consists of preliminary, final, and as-built construction plans/drawings and legal descriptions submitted by developers for proposed and approved subdivisions. The plans/drawings are reviewed to ensure compliance with codes and ordinances. Any proposed construction involving state right of way is also reviewed by the Department of Transportation. The plans/drawings may depict conceptual as well as precise measured information essential for the planning and construction of subdivisions. The series may also include, but is not limited to: Master Plan; Water Distribution; Site Topography; Drainage Plan; Standard Water Details; Road Construction Details; Sign Details; and 36 General Records Schedule GS1-SL for State and Local Government Agencies Control Maps. RETENTION:Permanent. SUBJECT/REFERENCE FILES Item #373 This record series may contain copies of correspondence, reports, memoranda, studies, articles, etc., regarding topics of interest to or addressed by an agency or program unit. DIRECTThese records may have archival value. RETENTION: 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. SUBPOENAS Item #374 This record series consists of subpoenas served on an agency or employee to provide specified records and/or testimony. RETENTION: 1 anniversary year aftercompliance date specified in subpoena. SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386 This record series consists of Sunshine State One-Call of Florida locate ticket records requesting underground facilities to locate underground utilities prior to excavation. Information in the records includes, but is not limited to, the excavator contact information, the specific type of work to be performed, date and location of the proposed excavation, and notification to the requestor that the utilities are clear or that the utility lines have been physically marked. This record series pertains to copies of records maintained for use by the agencys locator technicians. Sunshine State One-Call of Florida, Inc. is required to retain the records, including information about each notification of excavation, for 5 years Florida StatutesFlorida Statutes pursuant to Section 556.105(2), . Refer to Chapter 556, , Underground Facility Damage Prevention and Safety and 29 CFR 1926.651, Specific excavation requirements. RETENTION: Retain until obsolete, superseded, or administrative value is lost. SURVEILLANCE RECORDINGS Item #302 This record series consists of surveillance recordings created to monitor activities occurring inside and/or outside of public buildings and/or on public property (including in public vehicles such as school buses and municipal buses, and in public roadways such as intersections monitored by red light cameras). 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. RETENTION: 30 days. SURVEYS: AERIAL Item #303 This record series consists of aerial survey records which include, but are not limited to, negatives, prints, and supporting documentation. RETENTION:Permanent. TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304 This record series documents review and approval or denial of applications for economic development ad valorem Florida Statutes property tax exemptions in accordance with Section 196.1995, , Economic Development Ad Valorem Tax Exemption. The series includes Department of Revenue Form DR-418 (or equivalent DOR form) listing and describing the property for which the exemption is claimed and certifying its ownership and use; the report of the County Property Appraiser regarding the application; and any related documentation. RETENTION: 5 fiscal years. TELEPHONE CALL RECORDS Item #28 This record series consists of documentation of long distance telephone calls, cellular phone calls, or facsimiles (faxes), maintained in order to reconcile with telephone service bills/invoices. The series does not include telephone messages. RETENTION: 1 fiscal year. TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305 This record series consists of documents relating to the collection of the levy that is imposed by counties on persons who rent, lease, or let for consideration and living quarters or accommodations in any hotel, apartment hotel, motel, resort motel, apartment, apartment motel, roominghouse, mobile home park, recreational vehicle park, or condominium for a Florida Statutes term of six (6) months or less. Refer to Section 125.0104, , Tourist development tax; procedure for Florida Statutes levying; authorized uses; referendum; enforcement , and Section 95.091, , Statute of Limitations on actions to collect taxes. RETENTION: 5 fiscal years. 37 General Records Schedule GS1-SL for State and Local Government Agencies TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413 This record series consists of applications or registrations for a tourist development tax account from hotels, motels, or other businesses providing rentals for a term of six months or less. The applications/registrations are received by certain Florida counties that require those businesses to collect a tourist development tax as authorized by Section 125.0104, Statutes , Tourist development tax; procedure for levying; authorized uses; referendum; enforcement. Retention pursuant Florida Statutes to Section 95.091, , Statute of Limitations on actions to collect taxes. RETENTION: 5 fiscal years after account no longer active. TRAFFIC ACCIDENT REPORTS Item #306 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. RETENTION: 4 calendar years. TRAINING MATERIAL RECORDS Item #147 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. RETENTION: 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. TRANSITORY MESSAGES Item #146 This record series consists of records that are created primarily to communicate information of short-term value. -term based upon the content and purpose of the message, the format or valuenot 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; and recipient copies of announcements of agency sponsored events such as exhibits, lectures, workshops, etc. 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. RETENTION: Retain until obsolete, superseded, or administrative value is lost. TRAVEL RECORDS Item #52 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. Copies of supporting documents such as itineraries, etc. may also be included. RETENTION: 5 fiscal years. TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375 -in-Millage statutory requirements relating to proposed tax assessments and millage rates. The series may include, but is not limited to, copies of the following: forms submitted to the Department of Revenue such as DR-420 Certification of Taxable Value, DR-420S Certification of School Taxable Value, DR-422 Certification of Final Taxable Value, and DR-487 Certification of Compliance; public hearing agendas and/or minutes; ordinances or resolutions adopting the final millage rate and the final budget; and newspaper page(s) containing, and proof of publication from the newspapers for, any related legal advertisements such as the Budget Summary Advertisement, Notice of Proposed Tax Increase, Notice of Budget Hearing, Notice of Tax for School Capital Outlay (for schools), Amended Notice of Tax for School Capital Outlay, and (for counties) Notice Tax Impact of Value Adjustment Board (Form DR-529). Records are created and submitted pursuant Florida Statutes to Chapter 200, , Determination of Millage. RETENTION: 5 fiscal years. UNCLAIMED PROPERTY RECORDS Item #309 This record series consists of agency copies of the Report of Unclaimed Property submitted to the Department of Florida Statutes Financial Services as required by Section 717.117, , for the registration of unclaimed or abandoned Florida Statutes tangible or intangible property. Section 717.1311(1), , 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. RETENTION: 5 anniversary years after the property becomes reportable. 38 General Records Schedule GS1-SL for State and Local Government Agencies UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149 -6) or other reports to the Florida Administrative Code Department of Revenue as required by Rule 73B-10.025, , 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 Florida Statutes and statements of charges. Retention is pursuant to Section 443.141(4)(f), 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, i RETENTION: 5 fiscal years. VEHICLE ACCIDENT RECORDS Item #78 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 Florida Statutes traffic accidents. Retention is pursuant to Statute of Limitations, Section 95.11(3), . RETENTION: 4 anniversary years. VEHICLE LOCATOR RECORDS Item #414 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. 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. RETENTION: 30 days. VEHICLE RECORDS Item #154 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. RETENTION: 1 anniversary year after disposition of vehicle. VENDOR FILES Item #97 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. RETENTION: 3 fiscal years. VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243 This record series consists of written responses to requests 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. RETENTION: 90 days. VISITOR/ENTRY LOGS Item #54 This record series consists of record facility. The log might require a time, date, name, signature, reason for visit, and location and/or person visited. See also RETENTION: 30 days. VOUCHERS: FEDERAL PROJECTS PAID Item #156 This record series consists of vouchers paid for federally funded projects. Check with applicable agency for any additional requirements. See also "PROJECT FILES: FEDERAL." RETENTION: 5 fiscal years after completion or termination of project. 39 General Records Schedule GS1-SL for State and Local Government Agencies WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376 nspector General of any agency. The record series includes, 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 Sections 14.32, 20.055, 112.3187-31895, and Florida Statutes 119.07(6), . : INSPECTOR GENERALThese records may have archival value. RETENTION: 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. WORK ORDERS Item #141 This record series documents requests for major or minor maintenance or service requiring that a work order be generated. The work order includes 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. See also RETENTION: 3 fiscal years. WORK SCHEDULES Item #289 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. RETENTION: 1 fiscal year after obsolete or superseded. WORKERS' COMPENSATION RECORDS Item #55 This record series documents employee injuries or illness where a WorkerThe series consists of the first report of injury forms and any other employer's reports including, but not limited to, 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. recordkeeping rule, 29CFR1904.33, Recording and Reporting Occupational Injuries and Illnesses Retention and . Updating RETENTION: 5 calendar years. ZONING VARIANCE RECORDS Item #312 This record series documents actions taken on requests for zoning variances, including the zoning variance request, a copy of the final disposition, and other related documentation. This series includes records relating to temporary special exception zoning variances. RETENTION:Permanent. 911 RECORDS: LOGS Item #377 This record series consists of a daily listing of 911 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). RETENTION: 1 anniversary year after received. 40 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** CROSS-REFERENCE ACCESSION RECORDS: LIBRARY use GS15 for Public Libraries or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records ACCIDENT RECORDS use VEHICLE ACCIDENT RECORDS ACCOUNTS PAYABLE RECORDS use DISBURSEMENT RECORDS: DETAIL ACCOUNTS PAYABLE: SUPPORTING DOCUMENTS use DISBURSEMENT RECORDS: DETAIL ACCOUNTS PAYABLE/RECEIVABLE SUMMARY RECORDS use DISBURSEMENT RECORDS: SUMMARY or RECEIPT/REVENUE RECORDS: SUMMARY ACCOUNTS PAYABLE/RECEIVABLE RECORDS: SUMMARY use DISBURSEMENT RECORDS: SUMMARY or RECEIPT/REVENUE RECORDS: SUMMARY ACCOUNTS RECEIVABLE RECORDS use RECEIPT/REVENUE RECORDS: DETAIL ACCOUNTS RECEIVABLE: SUPPORTING DOCUMENTS use RECEIPT/REVENUE RECORDS: DETAIL ACQUISITION RECORDS: LIBRARY use GS15 for Public Libraries or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records ACTIVITY REPORTS use OPERATIONAL AND STATISTICAL REPORT RECORDS AD VALOREM TAX RECORDS use TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) ADMINISTRATIVE RECORDS: AGENCY/PROGRAM HEADS use ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER ADVERTISEMENTS: JOB (DISCRIMINATION CHARGES FILED) use EMPLOYMENT APPLICATION AND SELECTION RECORDS ADVERTISEMENTS: JOB (NO DISCRIMINATION CHARGES FILED) use EMPLOYMENT APPLICATION AND SELECTION RECORDS AERIAL SURVEYS use SURVEYS: AERIAL AGENDAS use MINUTES: OFFICIAL MEETINGS AGREEMENTS: CAPITAL IMPROVEMENT use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY AGREEMENTS: NON-CAPITAL IMPROVEMENT use CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT AMENDMENTS use CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS 41 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** ANNUAL BUDGETS use BUDGET RECORDS: APPROVED ANNUAL BUDGET or BUDGET RECORDS: SUPPORTING DOCUMENTS ANNUAL FINANCIAL REPORTS use FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) or FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) (SUPPORTING DOCUMENTS) ANNUAL LEDGERS use FINANCIAL HISTORY SUMMARY RECORDS APPLICATIONS: EMPLOYMENT (NOT HIRED) use EMPLOYMENT APPLICATION AND SELECTION RECORDS APPLICATIONS: LIBRARY CARDS use GS15 for Public Libraries or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records APPLICATIONS FOR REVENUE SHARING use REVENUE SHARING APPLICATIONS APPRAISALS: LAND (NOT PURCHASED) use REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED APPRAISALS: LAND (PURCHASED) use REAL PROPERTY RECORDS: PROPERTY ACQUIRED ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY DRAWINGS use ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS ATTENDANCE RECORDS: LEAVE use ATTENDANCE AND LEAVE RECORDS ATTENDANCE RECORDS: LEAVE INDEX use ATTENDANCE AND LEAVE RECORDS AUDIO RECORDINGS OF OFFICIAL MEETINGS use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) AUTOPSY/MEDICAL EXAMINER PAYMENT RECORDS: SUPPORTING DOCUMENTS use DISBURSEMENT RECORDS: DETAIL BACKGROUND/SECURITY CHECKS use EMPLOYMENT APPLICATION AND SELECTION RECORDS for non-hires or PERSONNEL RECORDS for hired employees or SECURITY SCREENING RECORDS: NON-EMPLOYEES for non-employees BAD CHECK RECORDS use RECEIPT/REVENUE RECORDS: DETAIL BALANCE SHEETS use RECEIPT/REVENUE RECORDS: DETAIL BANK ACCOUNT AUTHORIZATION RECORDS use FINANCIAL ACCOUNT AUTHORIZATION RECORDS BANK RECONCILIATIONS use BANK STATEMENTS: RECONCILIATION BARGAINING RECORDS: SUPPORTING DOCUMENTS use BARGAINING RECORDS 42 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** BEQUESTS use ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS BIOGRAPHICAL FILES use STAFF ADMINISTRATION RECORDS BONDS, PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS use PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS BREATH ALCOHOL RECORDS useDRUG TEST CASE FILES or PERSONNEL RECORDS BRIDGE INSPECTION RECORDS use INSPECTION/MAINTENANCE RECORDS: BRIDGE BUDGET TRANSFER FORMS use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL BUILDING CODE BOARD ADJUSTMENT HEARING CASE FILES use ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) or ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) BUILDING CODE BOARD AGENDAS use MINUTES: OFFICIAL MEETINGS BUILDING PERMIT APPLICATIONS use PERMITS: BUILDING or ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN BUILDING PERMITS use PERMITS: BUILDING BUILDING PLANS: COMMERCIAL use ARCHITECTURAL/BUILDING PLANS: COMMERCIAL BUILDING PLANS: RESIDENTIAL use ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL BYLAWS use CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS CAFETERIA/FLEXIBLE SPENDING PLAN: ENROLLMENTS AND CLAIMS use PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS CAPITAL EXPENDITURE PLANS use EXPENDITURE PLANS: CAPITAL IMPROVEMENT CAPITAL IMPROVEMENT AGREEMENTS/CONTRACTS/LEASES use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY CAPITAL IMPROVEMENT PROJECT FILES use PROJECT FILES: CAPITAL IMPROVEMENT CAPITAL IMPROVEMENT SUCCESSFUL BIDS use BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS use BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS 43 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** CASH COLLECTION RECORDS: RECEIPT/REPORT use RECEIPT/REVENUE RECORDS: DETAIL CASH COLLECTION RECORDS use RECEIPT/REVENUE RECORDS: DETAIL CASH REGISTER TAPES use RECEIPT/REVENUE RECORDS: DETAIL CENSUS BUREAU VOLUNTARY REPORTS AND SURVEYS use INFORMATION REQUEST RECORDS CERTIFICATE OF COMPETENCY RECORDS use LICENSES: CERTIFICATE OF COMPETENCY RECORDS CERTIFICATE OF COMPETENCY RECORDS: TEMPORARY use LICENSES: CERTIFICATE OF COMPETENCY RECORDS: TEMPORARY CERTIFICATION FORWARD DOCUMENTS use ENCUMBRANCE/CERTIFICATION FORWARD RECORDS CHECKS: CANCELED use DISBURSEMENT RECORDS: DETAIL CHECKS: LOG use DISBURSEMENT RECORDS: SUMMARY CHECKS: REGISTERS use DISBURSEMENT RECORDS: SUMMARY CHECKS: STUBS use DISBURSEMENT RECORDS: DETAIL CITIZEN COMPLAINTS use COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES CLASS SPECIFICATION RECORDS use POSITION DESCRIPTION RECORDS CODE ENFORCEMENT BOARD CASE FILES use CODE ENFORCEMENT HEARING CASE FILES COMMERCIAL BUILDING PLANS use ARCHITECTURAL/BUILDING PLANS: COMMERCIAL COMMERCIAL CERTIFICATE OF OCCUPANCY use CERTIFICATE OF OCCUPANCY: COMMERCIAL COMMODITY PROGRAM RECORDS use COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS COMMUNITY SERVICE ATTENDANCE RECORDS use ATTENDANCE RECORDS: COMMUNITY SERVICE COMPLIANCE FORMS use RECORDS MANAGEMENT COMPLIANCE STATEMENTS COMPREHENSIVE ANNUAL FINANCIAL REPORTS (LOCAL GOVERNMENT) use FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) COMPREHENSIVE EMPLOYEES TRAINING ACT (CETA) RECORDS use EMPLOYMENT ASSISTANCE PROGRAM RECORDS 44 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** CONFINED SPACE PERMITS use PERMITS: CONFINED SPACE ENTRY CONSTITUTIONS use CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS CONSUMER COMPLAINTS use COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES CONTINUING EDUCATION RECORDS: IN-HOUSE use PERSONNEL RECORDS CONTRACTS: CAPITAL IMPROVEMENT use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY CONTRACTS: NON-CAPITAL IMPROVEMENT use CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT CONVENIENCE COPIES use ADMINISTRATIVE CONVENIENCE RECORDS CONVEYANCE RECORDS use REAL PROPERTY RECORDS: PROPERTY ACQUIRED CORRESPONDENCE: ROUTINE use CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE COUNTY GOVERNMENT ANNUAL REPORTS use ANNUAL REPORTS: COUNTY GOVERNMENT COURT ORDERED GARNISHMENT RECORDS use PAYROLL RECORDS: COURT-ORDERED GARNISHMENT CREDIT CARD SECURITY CODES use PAYMENT CARD SENSITIVE AUTHENTICATION DATA DAILY ACTIVITY REPORTS use OPERATIONAL AND STATISTICAL REPORT RECORDS DEDUCTION AUTHORIZATION RECORDS use PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS DEEDS: AGENCY PROPERTY use REAL PROPERTY RECORDS: PROPERTY ACQUIRED DEPOSIT/WITHDRAWAL/TRANSFER SLIPS use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL DISASTER DRILL RECORDS use DISASTER PREPAREDNESS DRILL RECORDS DISASTER PLANS use DISASTER PREPAREDNESS PLANS DISASTER PREPAREDNESS RECORDS: DRILLS use DISASTER PREPAREDNESS DRILL RECORDS 45 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** DISASTER PREPAREDNESS DRILLS use DISASTER PREPAREDNESS DRILL RECORDS DISCIPLINARY CASE FILES use DISCIPLINARY CASE FILES: EMPLOYEES DRUG TEST RECORDS use DRUG TEST CASE FILES DRUG TEST RECORDS: EQUIPMENT use DRUG TEST EQUIPMENT RECORDS DRUG TEST RECORDS: PROGRAM use DRUG TEST PROGRAM ADMINISTRATION RECORDS DUPLICATES unless otherwise specified, retention f EASEMENT CONVEYANCES: SUPPORTING DOCUMENTS use REAL PROPERTY RECORDS: PROPERTY ACQUIRED EEOC RECORDS/REPORTS use EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS EMERGENCY OPERATIONS RECORDS: APPLICATIONS use EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATIONS EMPLOYEE DISCIPLINARY CASE FILES use DISCIPLINARY CASE FILES: EMPLOYEES EMPLOYEE PRE-COUNSELING RECORDS use EMPLOYEE CONDUCT COUNSELING RECORDS EMPLOYMENT APPLICATIONS use EMPLOYMENT APPLICATION AND SELECTION RECORDS EMPLOYMENT ELIGIBILITY LIST use EMPLOYMENT APPLICATION AND SELECTION RECORDS EMPLOYMENT EXAMINATION RECORDS use EMPLOYMENT APPLICATION AND SELECTION RECORDS EMPLOYMENT VERIFICATION RECORDS use VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT ENCUMBRANCE RECORDS use ENCUMBRANCE/CERTIFICATION FORWARD RECORDS ENVIRONMENTAL REGULATION RECORDS use ENVIRONMENTAL REGULATION COMPLIANCE RECORDS EQUIPMENT MAINTENANCE/USAGE RECORDS use EQUIPMENT/VEHICLE MAINTENANCE RECORDS or EQUIPMENT/VEHICLE USAGE RECORDS EQUIPMENT USAGE RECORDS use EQUIPMENT/VEHICLE USAGE RECORDS EVENT RECORDS use PUBLIC PROGRAM/EVENT RECORDS or REGISTRATION RECORDS: EVENTS 46 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** EXCISE TAX/SPECIAL ASSESSMENT RECORDS: DISBURSEMENT/RECEIPT use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL EXCISE TAX/SPECIAL ASSESSMENT RECORDS: JOURNALS use DISBURSEMENT RECORDS: SUMMARY or RECEIPT/REVENUE RECORDS: SUMMARY EXPENDITURE REPORTS use DISBURSEMENT RECORDS: DETAIL or DISBURSEMENT RECORDS: SUMMARY FACILITY RENTAL RECORDS use FACILITY RESERVATION/RENTAL RECORDS FAMILY AND MEDICAL LEAVE ACT ATTENDANCE RECORDS use ATTENDANCE AND LEAVE RECORDS FEDERAL PROJECT FILES use PROJECT FILES: FEDERAL FEDERAL PROJECT PAID VOUCHERS use VOUCHERS: FEDERAL PROJECTS PAID FICA REPORTS use SOCIAL SECURITY CONTROLLED SUMMARY RECORDS FINAL ORDERS use FINAL ORDERS RECORDS or FINAL ORDERS: SUPPORTING DOCUMENTS FINAL ORDERS: INDEX use FINAL ORDERS RECORDS FINAL ORDERS: LIST use FINAL ORDERS RECORDS FINANCIAL REPORTS: ANNUAL (COMPREHENSIVE) use FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) FINANCIAL REPORTS: ANNUAL (SUPPORTING DOCUMENTS) use FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) (SUPPORTING DOCUMENTS) FINANCIAL REPORTS: COMPREHENSIVE ANNUAL (LOCAL GOVERNMENT) use FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) FIRE EXTINGUISHER RECORDS use INSPECTION REPORTS: FIRE EXTINGUISHER FIRE INSPECTION RECORDS use INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH FLOOD INSURANCE PROGRAM RECORDS, NATIONAL use NATIONAL FLOOD INSURANCE PROGRAM RECORDS FUEL REPORTS use EQUIPMENT/VEHICLE MAINTENANCE RECORDS or EQUIPMENT/VEHICLE USAGE RECORDS FUEL USE REPORTS use EQUIPMENT/VEHICLE MAINTENANCE RECORDS or EQUIPMENT/VEHICLE USAGE RECORDS 47 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** FUEL STORAGE TANK RECORDS Use STORAGE TANK RECORDS GARNISHMENT RECORDS use PAYROLL RECORDS: COURT-ORDERED GARNISHMENT GENERAL LEDGERS: ANNUAL SUMMARY use FINANCIAL HISTORY SUMMARY RECORDS GENERAL LEDGERS: SUPPORTING DOCUMENTS use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL GOVERNING BODY ANNUAL REPORTS use ANNUAL REPORTS: GOVERNING BODY GRANT FILES: GRANTOR AGENCY/RECIPIENT use GRANT FILES: GRANTOR AGENCY or GRANT FILES: RECIPIENT or GRANT FILES: UNFUNDED APPLICATIONS HEALTH EXAMINATION RECORDS use EMPLOYMENT APPLICATION AND SELECTION RECORDS or HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE or MEDICAL RECORDS or PERSONNEL RECORDS HIPAA RECORDS use HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS or HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS or PROTECTED HEALTH INFORMATION ACCESS PROVIDER RECORDS or PROTECTED HEALTH INFORMATION AMENDMENT REQUEST PROVIDER RECORDS or PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS or PROTECTED HEALTH INFORMATION PRIVACY PRACTICES RECORDS or PROTECTED HEALTH INFORMATION PRIVACY PRACTICES VIOLATION RECORDS HUMAN/SOCIAL SERVICES: CLIENT CASE FILES use CLIENT CASE FILES: HUMAN/SOCIAL SERVICES INCIDENT/INVESTIGATION REPORTS use INCIDENT REPORT FILES INCIDENT REPORTS use INCIDENT REPORT FILES INJURY REPORTS use INJURY RECORDS or VEHICLE ACCIDENT RECORDS INSPECTION RECORDS: BRIDGE/MAINTENANCE use INSPECTION/MAINTENANCE RECORDS: BRIDGE INTERNAL SURVEYS/STUDIES use MANAGEMENT SURVEYS/STUDIES: INTERNAL INVENTORY: EXPENDABLE PROPERTY/SUPPLIES use INVENTORY: AGENCY PROPERTY INVENTORY: FIXED ASSETS/OPERATING CAPITAL OUTLAY use INVENTORY: AGENCY PROPERTY 48 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** INVENTORY/PROPERTY CONTROL RECORDS: EXPENDABLE use INVENTORY: AGENCY PROPERTY INVENTORY/PROPERTY CONTROL RECORDS: FIXED ASSETS use INVENTORY: AGENCY PROPERTY INVENTORY RECORDS: PHYSICAL use INVENTORY: AGENCY PROPERTY INVOICES use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL JOB ADVERTISEMENTS use EMPLOYMENT APPLICATION AND SELECTION RECORDS JOB APPLICATIONS use EMPLOYMENT APPLICATION AND SELECTION RECORDS JOB DESCRIPTION RECORDS use POSITION DESCRIPTION RECORDS JOB TRAINING PARTNERSHIP ACT (JTPA) RECORDS use EMPLOYMENT ASSISTANCE PROGRAM RECORDS JOURNAL TRANSACTIONS (DAILY) use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL JOURNAL TRANSACTIONS (MONTHLY SUMMARY) use DISBURSEMENT RECORDS: SUMMARY or RECEIPT/REVENUE RECORDS: SUMMARY JOURNALS: VOUCHERS use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL KEY AND BADGE ISSUANCE RECORDS use ACCESS CONTROL RECORDS LAND APPRAISALS use REAL PROPERTY RECORDS: PROPERTY ACQUIRED or REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED LEASES: CAPITAL IMPROVEMENT use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY LEASES: NON-CAPITAL IMPROVEMENT use CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT LEASES: REAL PROPERTY use CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY LEAVE INDEX RECORDS use ATTENDANCE AND LEAVE RECORDS LEAVE TRANSACTION REPORTS use ATTENDANCE AND LEAVE RECORDS LEDGERS: GENERAL (ANNUAL SUMMARY) use FINANCIAL HISTORY SUMMARY RECORDS 49 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** LEDGERS: GENERAL (SUPPORTING DOCUMENTS) use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL LEGAL ADVERTISEMENTS use ADVERTISEMENTS: LEGAL LEGAL OPINIONS use OPINIONS: LEGAL or OPINIONS: LEGAL (SUPPORTING DOCUMENTS) LIBRARY ACQUISITION RECORDS use GS15 for Public Libraries or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records LIBRARY CARD RECORDS use GS15 for Public Libraries or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records LIBRARY CIRCULATION RECORDS use GS15 for Public Libraries or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records LIBRARY SHELF LIST use GS15 for Public Libraries or ADMINISTRATIVE SUPPORT RECORDS for internal staff library records LICENSES: OCCUPATIONAL use BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES LONG DISTANCE TELEPHONE CALL RECORDS use TELEPHONE CALL RECORDS MAIL: REGISTERED AND CERTIFIED RECEIPTS use MAIL: REGISTERED AND CERTIFIED MAIL: UNDELIVERABLE FIRST CLASS use MAIL: UNDELIVERABLE/RETURNED MAINTENANCE RECORDS: EQUIPMENT use EQUIPMENT/VEHICLE MAINTENANCE RECORDS MAINTENANCE RECORDS: VEHICLE use EQUIPMENT/VEHICLE MAINTENANCE RECORDS MAPS: SUPPORTING DOCUMENTS use MAPS: ORIGINALS or COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) or other items for which maps are supporting documents or ADMINISTRATIVE CONVENIENCE RECORDS MATERIALS SAFETY RECORDS use EXPOSURE RECORDS MEDIA ITEM RECORDS use PUBLICATION PRODUCTION RECORDS MEETING TRANSCRIPTS use MINUTES: OFFICIAL MEETINGS 50 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** MEMORANDA use CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE or CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT or ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER or other items with which memoranda are filed MILEAGE REPORTS: LOCAL GOVERNMENT use LOCAL GOVERNMENT MILEAGE REPORTS MINING PERMITS use PERMITS: MINING (LOCAL GOVERNMENT) MINORITY CERTIFICATION CASE FILES use MINORITY BUSINESS CERTIFICATION CASE FILES MINUTES: OFFICIAL MEETINGS (HANDWRITTEN/AUDIO/VISUAL RECORDINGS) use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) MINUTES: OFFICIAL MEETINGS (AUDIO/VISUAL RECORDINGS) use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) OCCUPATIONAL LICENSES use BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES OFFICIAL MINUTES use MINUTES: OFFICIAL MEETINGS OPS RECORDS use PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT PERFORMANCE BONDS use PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS PERIODIC PROGRESS REPORTS: INTERNAL use OPERATIONAL AND STATISTICAL REPORTS or MANAGEMENT SURVEYS/STUDIES: INTERNAL PERMITS/BUILDING: APPLICATIONS use ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN or PERMITS: BUILDING PERMITS: TEMPORARY SIGN use PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE PERSONNEL RECORDS DISCIPLINARY CASE FILES: EMPLOYEE use DISCIPLINARY CASE FILES: EMPLOYEES PERSONNEL RECORDS: SCHEDULES use WORK SCHEDULES PERSONNEL RECORDS: LOCATOR use STAFF ADMINISTRATION FILES PLATS: RECORD COPY use MAPS: ORIGINALS PLATS: SUPPORTING DOCUMENTS use MAPS: ORIGINALS or COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) or other items to which the supporting documents relate or ADMINISTRATIVE CONVENIENCE RECORDS 51 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** POLICIES use DIRECTIVES/POLICIES/PROCEDURES POSTAGE RECORDS use POSTAGE/SHIPPING RECORDS PRE-EMPLOYMENT RECORDS: NOT HIRED use EMPLOYMENT APPLICATION AND SELECTION RECORDS PRE-PUBLICATIONS AND MEDIA ITEM RECORDS use PUBLICATION PRODUCTION RECORDS PRESS RELEASES use NEWS RELEASES PROCEDURES use DIRECTIVES/POLICIES/PROCEDURES PROGRAM/SUBJECT/REFERENCE FILES use SUBJECT/REFERENCE FILES PROMOTION RECORDS: EMPLOYEE (NOT PROMOTED) use PROMOTION/TRANSFER RECORDS PROPERTY RECORDS: UNCLAIMED use UNCLAIMED PROPERTY RECORDS PUBLIC EMPLOYEE RELATIONS FILES use GRIEVANCE FILES PUBLIC PROGRAM/EVENT RECORDS: CONTRACTED use PUBLIC PROGRAM/EVENT RECORDS PUBLIC PROGRAM/EVENT RECORDS: NON-CONTRACTED use PUBLIC PROGRAM/EVENT RECORDS PUBLIC RECORDS REQUESTS use INFORMATION REQUEST RECORDS PUBLIC SAFEY ALERTS [email/text alerts from schools, Police Departments, etc.] use PUBLIC INFORMATION FILES or ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER or other applicable item PUBLICATIONS AND MEDIA ITEM RECORDS use PUBLICATION PRODUCTION RECORDS PURCHASE ORDER LOGS use DISBURSEMENT RECORDS: DETAIL or PURCHASING RECORDS READING FILES use ADMINISTRATIVE CONVENIENCE RECORDS REAL-ESTATE RECORDS: CONDEMNATION/DISPOSAL use REAL PROPERTY RECORDS: PROPERTY ACQUIRED or REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION RECEIPT BOOKS: CASH use RECEIPT/REVENUE RECORDS: DETAIL 52 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** RECEIPTS: REGISTERED AND CERTIFIED MAIL use MAIL: REGISTERED AND CERTIFIED RECEIVING REPORTS use DISBURSEMENT RECORDS: DETAIL or PURCHASING RECORDS RECORDS DISPOSITION COMPLIANCE AUTHORIZATION FORMS use RECORDS MANAGEMENT COMPLIANCE STATEMENTS RECORDS DISPOSITION COMPLIANCE STATEMENT FORMS use RECORDS MANAGEMENT COMPLIANCE STATEMENTS RECORDS DISPOSITION REQUEST FORMS (FORM 107) use RECORDS DISPOSITION DOCUMENTATION RECORDS RETENTION SCHEDULE FORMS (FORM 105) use RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC RECRUITMENT & SELECTION PACKAGES use EMPLOYMENT APPLICATION AND SELECTION RECORDS RED LIGHT CAMERA RECORDS use SURVEILLANCE RECORDINGS RED LIGHT CAMERA VIOLATION APPEAL HEARING RECORDS use CODE ENFORCEMENT HEARING CASE FILES REDACTION REQUEST RECORDS use PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS REFERENCE FILES: EQUIPMENT use EQUIPMENT REFERENCE FILES REFUND REQUESTS use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL REGISTERED AND CERTIFIED MAIL RECEIPTS use MAIL: REGISTERED AND CERTIFIED REGISTRATION RECORDS: RECREATION (SUMMER/DAY CAMP) use REGISTRATION RECORDS: EVENTS REGISTRATIONS: MOTOR VEHICLES use VEHICLE RECORDS RENTAL RECORDS use FACILITY RESERVATION/RENTAL RECORDS REQUISITION LOGS use DISBURSEMENT RECORDS: DETAIL or PURCHASING RECORDS REQUISITIONS use DISBURSEMENT RECORDS: DETAIL or PURCHASING RECORDS RESIDENTIAL BUILDING PLANS use ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL 53 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** RESIDENTIAL CERTIFICATE OF OCCUPANCY use CERTIFICATE OF OCCUPANCY: RESIDENTIAL RETRIEVAL/REFERENCE RECORDS use RECORDS RETRIEVAL/REFERENCE RECORDS ROAD RECORDS use ENGINEERING RECORDS: INFRASTRUCTURE ROUTE SHEETS SAFETY INSPECTION RECORDS use INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH SEARCH COMMITTEE RECORDS use EMPLOYMENT APPLICATION AND SELECTION RECORDS SECURITY CHECKS use EMPLOYMENT APPLICATION AND SELECTION RECORDS for non-hires or PERSONNEL RECORDS for hired employees or SECURITY SCREENING RECORDS for non-employees SECURITY INSPECTION RECORDS use INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH SERVICE SCHEDULES use FEE/SERVICE SCHEDULES SHELTER INSPECTION RECORDS use EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS SIGN PERMITS use PERMITS: SIGNS (LOCAL GOVERNMENT) SOCIAL SERVICES: CLIENT CASE FILES use CLIENT CASE FILES: HUMAN/SOCIAL SERVICES SOFTWARE RECORDS use ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION SPECIAL EXCEPTION ZONING VARIANCE RECORDS use ZONING VARIANCE RECORDS STATE AUTOMATED MANAGEMENT ACCOUNTING SYSTEM (SAMAS) REPORTS use AUTOMATED ACCOUNTING SYSTEM REPORTS STATE AWARDS AND RECOGNITION FILES use STATE MERITORIOUS SERVICE AWARDS PROGRAM FILES STATE HOUSING INITIATIVES & HOME INVESTMENTS PARTNERSHIP PROGRAM use HOUSING FINANCE ASSISTANCE RECORDS STATISTICAL REPORTS use OPERATIONAL AND STATISTICAL REPORT RECORDS STOP PAYMENT RECORDS use DISBURSEMENT RECORDS: DETAIL STUDIES: INTERNAL use MANAGEMENT SURVEYS/STUDIES: INTERNAL 54 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** SUBDIVISION PLANS: PRELIMINARY (SUPPORTING DOCUMENTS) use SUBDIVISION PLANS SUPPLY RECORDS use INVENTORY: AGENCY PROPERTY SURVEILLANCE VIDEO TAPES use SURVEILLANCE RECORDINGS SURVEYS/STUDIES: INTERNAL use MANAGEMENT SURVEYS/STUDIES: INTERNAL TAX EXEMPTIONS: AD VALOREM (ECONOMIC DEVELOPMENT) use TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) TELEPHONE CALL RECORDS: LONG DISTANCE use TELEPHONE CALL RECORDS TEMPORARY SIGN PERMITS use PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE TEMPORARY SPECIAL EXCEPTION ZONING VARIANCE RECORDS use ZONING VARIANCE RECORDS TIME CARDS/TIMESHEETS use ATTENDANCE AND LEAVE RECORDS or PAYROLL RECORDS: SUPPORTING DOCUMENTS TRAINING RECORDS use PERSONNEL RECORDS TRAINING RECORDS: ASBESTOS use PERSONNEL RECORDS TRAINING RECORDS: BREATH ALCOHOL use PERSONNEL RECORDS TRANSCRIPTS OF MEETINGS use MINUTES: OFFICIAL MEETINGS TRIAL BALANCE REPORTS use DISBURSEMENT RECORDS: SUMMARY or RECEIPT/REVENUE RECORDS: SUMMARY TRUST FUND RECORDS use ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS UNDELIVERABLE FIRST CLASS MAIL use MAIL: UNDELIVERABLE/RETURNED UTILITY CUSTOMER RECORDS Utility offices/agencies should use GS14 for Public Utilities, which includes this item VALIDATING MACHINE TAPE RECORDS use RECEIPT/REVENUE RECORDS: DETAIL VEHICLE ACCIDENT REPORTS use VEHICLE ACCIDENT RECORDS or INJURY RECORDS 55 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** VEHICLE LOGS use EQUIPMENT/VEHICLE USAGE RECORDS VEHICLE MAINTENANCE/USAGE RECORDS use EQUIPMENT/VEHICLE MAINTENANCE RECORDS or EQUIPMENT/VEHICLE USAGE RECORDS VETERAN SERVICES: CLIENT CASE FILES use CLIENT CASE FILES: VETERAN SERVICES VETERAN SERVICES: MEDICAL RECORDS use MEDICAL RECORDS: VETERAN SERVICES VIDEO RECORDINGS OF MEETINGS use MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) VIDEO RECORDINGS: OTHER use SURVEILLANCE RECORDINGS or other items to which the video recordings relate VISITOR LOGS use VISITOR/ENTRY LOGS VOICE MAIL use TRANSITORY MESSAGES or other items to which the voice mail relates VOLUNTEER RECORDS use PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT VOUCHERS: INDIVIDUAL AGENCY use DISBURSEMENT RECORDS: DETAIL VOUCHERS: JOURNAL use DISBURSEMENT RECORDS: DETAIL or RECEIPT/REVENUE RECORDS: DETAIL WORK ORDERS: EQUIPMENT use EQUIPMENT/VEHICLE MAINTENANCE RECORDS WORKERS' COMPENSATION AND INJURY REPORT RECORDS use WORKERS' COMPENSATION RECORDS WORKING PAPERS use DRAFTS AND WORKING PAPERS W-2 FORMS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS W-3 FORMS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS W-4 FORMS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS W-9 FORMS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS ZONING VARIANT REQUEST AND DETERMINING RECORDS use ZONING VARIANCE RECORDS 56 General Records Schedule GS1-SL for State and Local Government Agencies ***CROSS-REFERENCE*** 911 RECORDINGS use COMMUNICATIONS AUDIO RECORDINGS or 911 RECORDS: LOGS 941-E FORMS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS 1096 REPORTS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS 1099 FORMS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS 1099 REPORTS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS 1099-INT FORMS use FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS 57 General Records Schedule GS1-SL for State and Local Government Agencies ***ALPHABETICAL LISTING*** ALPHABETICAL LISTING ACCESS CONTROL RECORDS Item #189 ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244 ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331 ADMINISTRATIVE CONVENIENCE RECORDS Item #2 ADMINISTRATIVE SUPPORT RECORDS Item #3 ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122 ADVERTISEMENTS: LEGAL Item #25 AFFIRMATIVE ACTION RECORDS Item #82 ANIMAL CONTROL RECORDS Item #234 ANNEXATION RECORDS Item #247 ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380 ANNUAL REPORTS: COUNTY GOVERNMENT Item #246 ANNUAL REPORTS: GOVERNING BODY Item #245 ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216 ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204 ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252 ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332 ATTENDANCE AND LEAVE RECORDS Item #116 ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249 AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393 AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394 AUDITS: AUDITOR GENERAL Item #8 AUDITS: INDEPENDENT Item #56 AUDITS: INTERNAL Item #73 AUDITS: STATE/FEDERAL Item #83 AUDITS: SUPPORTING DOCUMENTS Item #57 AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50 BACKUPS: ELECTRONIC/DIGITAL RECORDS BALLOTS Item #397 BANK STATEMENTS: RECONCILIATION Item #85 BARGAINING RECORDS Item #87 BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70 BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71 BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72 BOND ADMINISTRATION RECORDS Item #250 BOND REGISTERS Item #251 BOND RESOLUTIONS/ORDINANCES Item #191 BONDS AND BOND INTEREST COUPONS Item #226 BONUS RECORDS: PEER REVIEW EVALUATIONS Item #333 BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58 BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88 BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES Item #221 CABINET AFFAIRS FILES Item #11 CALENDARS Item #89 CEMETERY RECORDS Item #235 CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255 CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256 CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207 CHILD CARE RECORDS Item #257 CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275 CLIENT CASE FILES: VETERAN SERVICES Item #310 CODE ENFORCEMENT HEARING CASE FILES Item #236 CODE VIOLATION RECORDS: CITATION ISSUED Item #398 CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237 COMMITTEE/BOARD APPOINTMENT RECORDS Item #334 58 General Records Schedule GS1-SL for State and Local Government Agencies ***ALPHABETICAL LISTING*** COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379 COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS Item #258 COMMUNICATIONS AUDIO RECORDINGS Item #335 COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94 COMPREHENSIVE MASTER PLANS: ADOPTED Item #166 COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174 COMPUTER LOGS Item #391 CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64 CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65 COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337 CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17 CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338 DEFERRED COMPENSATION SUMMARY REPORTS Item #339 DIRECTIVES/POLICIES/PROCEDURES Item #186 DISASTER PREPAREDNESS DRILL RECORDS Item #259 DISASTER PREPAREDNESS PLANS Item #210 DISASTER RELIEF RECORDS Item #321 DISBURSEMENT RECORDS: DETAIL Item #340 DISBURSEMENT RECORDS: SUMMARY Item #341 DISCIPLINARY CASE FILES: EMPLOYEES Item #98 DOMESTIC PARTNERSHIP REGISTRY RECORDS Item #399 DONATION RECORDS Item #342 DRAFTS AND WORKING PAPERS Item #242 DRUG TEST CASE FILES Item #260 DRUG TEST EQUIPMENT RECORDS Item #261 DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262 ELECTRONIC COMMUNICATIONS ELECTRONIC FUNDS TRANSFER RECORDS Item #264 ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231 EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266 EMERGENCY OPERATIONS RECORDS: LIST OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS Item #267 EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268 EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATIONS Item #265 EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269 EMPLOYEE CONDUCT COUNSELING RECORDS Item #206 EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24 EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400 EMPLOYMENT ASSISTANCE PROGRAM NONEXPENDABLE PROPERTY RECORDS Item #343 EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113 ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20 ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211 ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401 ENGINEERING RECORDS: INFRASTRUCTURE Item #344 ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167 EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103 EQUIPMENT REFERENCE FILES Item #223 EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104 EQUIPMENT/VEHICLE USAGE RECORDS Item #224 EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208 EXPOSURE RECORDS Item #227 FACILITY RESERVATION/RENTAL RECORDS Item #270 FALSE ALARM RECORDS Item #345 FEASIBILITY STUDY RECORDS Item #106 FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157 FEE/SERVICE SCHEDULES Item #271 FINAL ORDERS RECORDS Item #67 FINAL ORDERS: SUPPORTING DOCUMENTS Item #396 FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84 FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346 59 General Records Schedule GS1-SL for State and Local Government Agencies ***ALPHABETICAL LISTING*** FINANCIAL HISTORY SUMMARY RECORDS Item #347 FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) Item #107 FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) (SUPPORTING DOCUMENTS) Item #108 FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402 FUEL TAX REPORTS Item #213 GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384 GRANT FILES: GRANTOR AGENCY Item #109 GRANT FILES: RECIPIENT Item #348 GRANT FILES: UNFUNDED APPLICATIONS Item #349 GRIEVANCE FILES Item #110 HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350 HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324 HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325 HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273 HOUSING FINANCE ASSISTANCE RECORDS Item #274 INCIDENT REPORT FILES Item #241 INFORMATION REQUEST RECORDS Item #23 INJURY RECORDS Item #188 INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276 INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193 INSPECTION REPORTS: FIRE EXTINGUISHER Item #219 Item #277 INSURANCE RECORDS: AGENCY Item #111 INVENTORY: AGENCY PROPERTY Item #40 INVENTORY: AGENCY RECORDS Item #319 INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351 INVESTMENT RECORDS Item #278 LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352 LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #403 LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #404 LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353 LEGISLATION RECORDS Item #119 LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253 LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY) Item #254 LIEN DOCUMENTATION FILES Item #405 LITIGATION CASE FILES Item #27 LOBBYIST REGISTRATION RECORDS Item #387 LOCAL GOVERNMENT MILEAGE REPORTS Item #390 LOST AND FOUND RECORDS Item #354 MAIL: REGISTERED AND CERTIFIED Item #47 MAIL: UNDELIVERABLE/RETURNED Item #1 MAILING/CONTACT LISTS Item #29 MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30 MAPS: ORIGINALS Item #280 MEDICAL RECORDS Item #212 MEDICAL RECORDS: VETERAN SERVICES Item #311 MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282 MINORITY APPOINTMENT REPORTING RECORDS Item #406 MINORITY BUSINESS CERTIFICATION CASE FILES Item #169 MINUTES: OFFICIAL MEETINGS Item #32 MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4 MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123 MINUTES: OTHER MEETINGS Item #33 MUNICIPAL COURT DOCKET RECORDS Item #323 60 General Records Schedule GS1-SL for State and Local Government Agencies ***ALPHABETICAL LISTING*** NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE PROGRAM RECORDS Item #356 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS Item #357 NEWS RELEASES Item #34 NOISE EXPOSURE MEASUREMENT RECORDS Item #283 OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124 OPINIONS: LEGAL Item #26 OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125 ORDINANCES Item #228 ORDINANCES: SUPPORTING DOCUMENTS Item #229 ORGANIZATION CHARTS Item #126 PARKING DECAL/PERMIT RECORDS Item #127 PASSPORT RECORDS: DAILY Item #407 PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395 PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385 PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129 PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183 PAYROLL RECORDS: NOT POSTED Item #214 PAYROLL RECORDS: POSTED Item #35 PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195 PENSION RECORDS: PLAN/FUND Item #358 PENSION RECORDS: RETIREES Item #359 PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408 PERMITS: BUILDING Item #286 PERMITS: CONFINED SPACE ENTRY Item #284 PERMITS: MINING (LOCAL GOVERNMENT) Item #287 PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (NO PERMITTING FEE) Item #360 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (PERMITTING FEE) Item #361 PERMITS: TREE REMOVAL (NO PERMITTING FEE) Item #362 PERMITS: TREE REMOVAL (PERMITTING FEE) Item #363 PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19 PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162 PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66 PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378 PETTY CASH DOCUMENTATION RECORDS Item #202 POSITION DESCRIPTION RECORDS Item #38 POSTAGE/SHIPPING RECORDS Item #133 PROBATION RECORDS Item #320 PROCLAMATIONS Item #142 PROJECT FILES: CAPITAL IMPROVEMENT Item #136 PROJECT FILES: FEDERAL Item #137 PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138 PROJECT FILES: OPERATIONAL Item #291 PROMOTION/TRANSFER RECORDS Item #139 PROPERTY CONTROL RECORDS Item #222 PROPERTY TRANSFER RECORDS Item #41 PROTECTED HEALTH INFORMATION ACCESS PROVIDER RECORDS Item #326 PROTECTED HEALTH INFORMATION AMENDMENT REQUEST PROVIDER RECORDS Item #327 PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328 PROTECTED HEALTH INFORMATION PRIVACY PRACTICES RECORDS Item #329 PROTECTED HEALTH INFORMATION PRIVACY PRACTICES VIOLATION RECORDS Item #330 PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389 PUBLIC INFORMATION FILES Item #128 PUBLIC PROGRAM/EVENT RECORDS Item #238 PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392 PUBLICATION PRODUCTION RECORDS Item #198 61 General Records Schedule GS1-SL for State and Local Government Agencies ***ALPHABETICAL LISTING*** PURCHASING RECORDS Item #42 RADIO LOGS Item #292 RAIN CHECKS Item #293 REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364 REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172 REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164 RECEIPT/REVENUE RECORDS: DETAIL Item #365 RECEIPT/REVENUE RECORDS: SUMMARY Item #366 RECORDS DISPOSITION DOCUMENTATION Item #45 RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322 RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68 RECORDS RETRIEVAL/REFERENCE RECORDS Item #295 REGISTRATION RECORDS: EVENTS Item #296 RESOLUTIONS Item #297 RESOLUTIONS: SUPPORTING DOCUMENTS Item #143 RESPIRATOR FIT TESTING RECORDS Item #298 REVENUE SHARING APPLICATIONS Item #388 RIGHT-OF-WAY PERMIT RECORDS: PERMANENT USE Item #409 RIGHT-OF-WAY PERMIT RECORDS: TEMPORARY USE Item #410 RULE DEVELOPMENT FILES Item #367 SALARY COMPARISON REPORTS Item #49 SALARY SCHEDULES Item #240 SALES/USE/LOCAL OPTION TAX RECORDS Item #368 SECURITY SCREENING RECORDS Item #369 SIGNATURE AUTHORIZATION RECORDS Item #300 SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411 SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144 SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370 STAFF ADMINISTRATION RECORDS Item #371 STATE MERITORIOUS SERVICE AWARDS PROGRAM FILES Item #372 STORAGE TANK RECORDS Item #412 SUBDIVISION PLANS Item #301 SUBJECT/REFERENCE FILES Item #373 SUBPOENAS Item #374 SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386 SURVEILLANCE RECORDINGS Item #302 SURVEYS: AERIAL Item #303 TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304 TELEPHONE CALL RECORDS Item #28 TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305 TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413 TRAFFIC ACCIDENT REPORTS Item #306 TRAINING MATERIAL RECORDS Item #147 TRANSITORY MESSAGES Item #146 TRAVEL RECORDS Item #52 TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375 UNCLAIMED PROPERTY RECORDS Item #309 UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149 VEHICLE ACCIDENT RECORDS Item #78 VEHICLE LOCATOR RECORDS Item #414 VEHICLE RECORDS Item #154 VENDOR FILES Item #97 VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243 VISITOR/ENTRY LOGS Item #54 VOUCHERS: FEDERAL PROJECTS PAID Item #156 WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376 WORK ORDERS Item #141 WORK SCHEDULES Item #289 WORKERS' COMPENSATION RECORDS Item #55 62 General Records Schedule GS1-SL for State and Local Government Agencies ***ALPHABETICAL LISTING*** ZONING VARIANCE RECORDS Item #312 911 RECORDS: LOGS Item #377 63 General Records Schedule GS1-SL for State and Local Government Agencies ***NUMERICAL LISTING*** NUMERICAL LISTING MAIL: UNDELIVERABLE/RETURNED Item #1 ADMINISTRATIVE CONVENIENCE RECORDS Item #2 ADMINISTRATIVE SUPPORT RECORDS Item #3 MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4 AUDITS: AUDITOR GENERAL Item #8 CABINET AFFAIRS FILES Item #11 CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17 PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19 ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20 INFORMATION REQUEST RECORDS Item #23 EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24 ADVERTISEMENTS: LEGAL Item #25 OPINIONS: LEGAL Item #26 LITIGATION CASE FILES Item #27 TELEPHONE CALL RECORDS Item #28 MAILING/CONTACT LISTS Item #29 MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30 MINUTES: OFFICIAL MEETINGS Item #32 MINUTES: OTHER MEETINGS Item #33 NEWS RELEASES Item #34 PAYROLL RECORDS: POSTED Item #35 POSITION DESCRIPTION RECORDS Item #38 INVENTORY: AGENCY PROPERTY Item #40 PROPERTY TRANSFER RECORDS Item #41 PURCHASING RECORDS Item #42 RECORDS DISPOSITION DOCUMENTATION Item #45 MAIL: REGISTERED AND CERTIFIED Item #47 SALARY COMPARISON REPORTS Item #49 AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50 TRAVEL RECORDS Item #52 VISITOR/ENTRY LOGS Item #54 WORKERS' COMPENSATION RECORDS Item #55 AUDITS: INDEPENDENT Item #56 AUDITS: SUPPORTING DOCUMENTS Item #57 BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58 CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64 CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65 PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66 FINAL ORDERS RECORDS Item #67 RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68 BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70 BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71 BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72 AUDITS: INTERNAL Item #73 VEHICLE ACCIDENT RECORDS Item #78 AFFIRMATIVE ACTION RECORDS Item #82 AUDITS: STATE/FEDERAL Item #83 FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84 BANK STATEMENTS: RECONCILIATION Item #85 BARGAINING RECORDS Item #87 BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88 CALENDARS Item #89 COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94 64 General Records Schedule GS1-SL for State and Local Government Agencies ***NUMERICAL LISTING*** VENDOR FILES Item #97 DISCIPLINARY CASE FILES: EMPLOYEES Item #98 EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103 EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104 FEASIBILITY STUDY RECORDS Item #106 FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) Item #107 FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) (SUPPORTING DOCUMENTS) Item #108 GRANT FILES: GRANTOR AGENCY Item #109 GRIEVANCE FILES Item #110 INSURANCE RECORDS: AGENCY Item #111 EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113 ATTENDANCE AND LEAVE RECORDS Item #116 LEGISLATION RECORDS Item #119 ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122 MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123 OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124 OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125 ORGANIZATION CHARTS Item #126 PARKING DECAL/PERMIT RECORDS Item #127 PUBLIC INFORMATION FILES Item #128 PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129 POSTAGE/SHIPPING RECORDS Item #133 PROJECT FILES: CAPITAL IMPROVEMENT Item #136 PROJECT FILES: FEDERAL Item #137 PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138 PROMOTION/TRANSFER RECORDS Item #139 WORK ORDERS Item #141 PROCLAMATIONS Item #142 RESOLUTIONS: SUPPORTING DOCUMENTS Item #143 SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144 TRANSITORY MESSAGES Item #146 TRAINING MATERIAL RECORDS Item #147 UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149 VEHICLE RECORDS Item #154 VOUCHERS: FEDERAL PROJECTS PAID Item #156 FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157 PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162 REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164 COMPREHENSIVE MASTER PLANS: ADOPTED Item #166 ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167 MINORITY BUSINESS CERTIFICATION CASE FILES Item #169 REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172 COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174 PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183 DIRECTIVES/POLICIES/PROCEDURES Item #186 INJURY RECORDS Item #188 ACCESS CONTROL RECORDS Item #189 BOND RESOLUTIONS/ORDINANCES Item #191 INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193 PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195 PUBLICATION PRODUCTION RECORDS Item #198 65 General Records Schedule GS1-SL for State and Local Government Agencies ***NUMERICAL LISTING*** PETTY CASH DOCUMENTATION RECORDS Item #202 ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204 EMPLOYEE CONDUCT COUNSELING RECORDS Item #206 CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207 EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208 DISASTER PREPAREDNESS PLANS Item #210 ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211 MEDICAL RECORDS Item #212 FUEL TAX REPORTS Item #213 PAYROLL RECORDS: NOT POSTED Item #214 ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216 INSPECTION REPORTS: FIRE EXTINGUISHER Item #219 BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES Item #221 PROPERTY CONTROL RECORDS Item #222 EQUIPMENT REFERENCE FILES Item #223 EQUIPMENT/VEHICLE USAGE RECORDS Item #224 BONDS AND BOND INTEREST COUPONS Item #226 EXPOSURE RECORDS Item #227 ORDINANCES Item #228 ORDINANCES: SUPPORTING DOCUMENTS Item #229 ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231 ANIMAL CONTROL RECORDS Item #234 CEMETERY RECORDS Item #235 CODE ENFORCEMENT HEARING CASE FILES Item #236 CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237 PUBLIC PROGRAM/EVENT RECORDS Item #238 SALARY SCHEDULES Item #240 INCIDENT REPORT FILES Item #241 DRAFTS AND WORKING PAPERS Item #242 VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243 ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244 ANNUAL REPORTS: GOVERNING BODY Item #245 ANNUAL REPORTS: COUNTY GOVERNMENT Item #246 ANNEXATION RECORDS Item #247 ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249 BOND ADMINISTRATION RECORDS Item #250 BOND REGISTERS Item #251 ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252 LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253 LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY) Item #254 CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255 CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256 CHILD CARE RECORDS Item #257 COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS Item #258 DISASTER PREPAREDNESS DRILL RECORDS Item #259 DRUG TEST CASE FILES Item #260 DRUG TEST EQUIPMENT RECORDS Item #261 DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262 ELECTRONIC FUNDS TRANSFER RECORDS Item #264 EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATIONS Item #265 EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266 EMERGENCY OPERATIONS RECORDS: LIST OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS Item #267 EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268 EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269 FACILITY RESERVATION/RENTAL RECORDS Item #270 FEE/SERVICE SCHEDULES Item #271 HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273 66 General Records Schedule GS1-SL for State and Local Government Agencies ***NUMERICAL LISTING*** HOUSING FINANCE ASSISTANCE RECORDS Item #274 CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275 INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276 ILY Item #277 INVESTMENT RECORDS Item #278 MAPS: ORIGINALS Item #280 MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282 NOISE EXPOSURE MEASUREMENT RECORDS Item #283 PERMITS: CONFINED SPACE ENTRY Item #284 PERMITS: BUILDING Item #286 PERMITS: MINING (LOCAL GOVERNMENT) Item #287 PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288 WORK SCHEDULES Item #289 PROJECT FILES: OPERATIONAL Item #291 RADIO LOGS Item #292 RAIN CHECKS Item #293 RECORDS RETRIEVAL/REFERENCE RECORDS Item #295 REGISTRATION RECORDS: EVENTS Item #296 RESOLUTIONS Item #297 RESPIRATOR FIT TESTING RECORDS Item #298 SIGNATURE AUTHORIZATION RECORDS Item #300 SUBDIVISION PLANS Item #301 SURVEILLANCE RECORDINGS Item #302 SURVEYS: AERIAL Item #303 TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304 TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305 TRAFFIC ACCIDENT REPORTS Item #306 UNCLAIMED PROPERTY RECORDS Item #309 CLIENT CASE FILES: VETERAN SERVICES Item #310 MEDICAL RECORDS: VETERAN SERVICES Item #311 ZONING VARIANCE RECORDS Item #312 INVENTORY: AGENCY RECORDS Item #319 PROBATION RECORDS Item #320 DISASTER RELIEF RECORDS Item #321 RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322 MUNICIPAL COURT DOCKET RECORDS Item #323 HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324 HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325 PROTECTED HEALTH INFORMATION ACCESS PROVIDER RECORDS Item #326 PROTECTED HEALTH INFORMATION AMENDMENT REQUEST PROVIDER RECORDS Item #327 PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328 PROTECTED HEALTH INFORMATION PRIVACY PRACTICES RECORDS Item #329 PROTECTED HEALTH INFORMATION PRIVACY PRACTICES VIOLATION RECORDS Item #330 ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331 ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332 BONUS RECORDS: PEER REVIEW EVALUATIONS Item #333 COMMITTEE/BOARD APPOINTMENT RECORDS Item #334 COMMUNICATIONS AUDIO RECORDINGS Item #335 COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337 CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338 DEFERRED COMPENSATION SUMMARY REPORTS Item #339 DISBURSEMENT RECORDS: DETAIL Item #340 DISBURSEMENT RECORDS: SUMMARY Item #341 DONATION RECORDS Item #342 EMPLOYMENT ASSISTANCE PROGRAM NONEXPENDABLE PROPERTY RECORDS Item #343 ENGINEERING RECORDS: INFRASTRUCTURE Item #344 FALSE ALARM RECORDS Item #345 FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346 67 General Records Schedule GS1-SL for State and Local Government Agencies ***NUMERICAL LISTING*** FINANCIAL HISTORY SUMMARY RECORDS Item #347 GRANT FILES: RECIPIENT Item #348 GRANT FILES: UNFUNDED APPLICATIONS (APP Item #349 HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350 INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351 LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352 LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353 LOST AND FOUND RECORDS Item #354 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE PROGRAM RECORDS Item #356 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS Item #357 PENSION RECORDS: PLAN/FUND Item #358 PENSION RECORDS: RETIREES Item #359 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (NO PERMITTING FEE) Item #360 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (PERMITTING FEE) Item #361 PERMITS: TREE REMOVAL (NO PERMITTING FEE) Item #362 PERMITS: TREE REMOVAL (PERMITTING FEE) Item #363 REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364 RECEIPT/REVENUE RECORDS: DETAIL Item #365 RECEIPT/REVENUE RECORDS: SUMMARY Item #366 RULE DEVELOPMENT FILES Item #367 SALES/USE/LOCAL OPTION TAX RECORDS Item #368 SECURITY SCREENING RECORDS Item #369 SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370 STAFF ADMINISTRATION RECORDS Item #371 STATE MERITORIOUS SERVICE AWARDS PROGRAM FILES Item #372 SUBJECT/REFERENCE FILES Item #373 SUBPOENAS Item #374 TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375 WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376 911 RECORDS: LOGS Item #377 PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378 COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379 ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380 GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384 PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385 SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386 LOBBYIST REGISTRATION RECORDS Item #387 REVENUE SHARING APPLICATIONS Item #388 PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389 LOCAL GOVERNMENT MILEAGE REPORTS Item #390 COMPUTER LOGS Item #391 PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392 AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393 AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394 PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395 FINAL ORDERS: SUPPORTING DOCUMENTS Item #396 BALLOTS Item #397 CODE VIOLATION RECORDS: CITATION ISSUED Item #398 DOMESTIC PARTNERSHIP REGISTRY RECORDS Item #399 EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400 ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401 FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402 LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #403 68 General Records Schedule GS1-SL for State and Local Government Agencies ***NUMERICAL LISTING*** LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #404 LIEN DOCUMENTATION FILES Item #405 MINORITY APPOINTMENT REPORTING RECORDS Item #406 PASSPORT RECORDS: DAILY Item #407 PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408 RIGHT-OF-WAY PERMIT RECORDS: PERMANENT USE Item #409 RIGHT-OF-WAY PERMIT RECORDS: TEMPORARY USE Item #410 SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411 STORAGE TANK RECORDS Item #412 TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413 VEHICLE LOCATOR RECORDS Item #414 BACKUPS: ELECTRONIC/DIGITAL RECORDS ELECTRONIC COMMUNICATIONS 69 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** FUNCTIONAL CATEGORY LISTING Accounting, Budget, and Finance ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380 AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393 AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394 AUDITS: AUDITOR GENERAL Item #8 AUDITS: INDEPENDENT Item #56 AUDITS: INTERNAL Item #73 AUDITS: STATE/FEDERAL Item #83 AUDITS: SUPPORTING DOCUMENTS Item #57 AUTOMATED ACCOUNTING SYSTEM REPORTS Item #50 BANK STATEMENTS: RECONCILIATION Item #85 BOND ADMINISTRATION RECORDS Item #250 BOND REGISTERS Item #251 BOND RESOLUTIONS/ORDINANCES Item #191 BONDS AND BOND INTEREST COUPONS Item #226 BUDGET RECORDS: APPROVED ANNUAL BUDGET Item #58 BUDGET RECORDS: SUPPORTING DOCUMENTS Item #88 BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES Item #221 CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64 CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65 DISBURSEMENT RECORDS: DETAIL Item #340 DISBURSEMENT RECORDS: SUMMARY Item #341 DONATION RECORDS Item #342 ELECTRONIC FUNDS TRANSFER RECORDS Item #264 ENCUMBRANCE/CERTIFICATION FORWARD RECORDS Item #20 ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211 ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401 EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208 FACILITY RESERVATION/RENTAL RECORDS Item #270 FALSE ALARM RECORDS Item #345 FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157 FEE/SERVICE SCHEDULES Item #271 FINANCIAL ACCOUNT AUTHORIZATION RECORDS Item #84 FINANCIAL HISTORY SUMMARY RECORDS Item #347 FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) Item #107 FINANCIAL REPORTS: ANNUAL (LOCAL GOVERNMENT) (SUPPORTING DOCUMENTS) Item #108 FUEL TAX REPORTS Item #213 GRANT FILES: GRANTOR AGENCY Item #109 GRANT FILES: RECIPIENT Item #348 INVESTMENT RECORDS Item #278 LIEN DOCUMENTATION FILES Item #405 LOCAL GOVERNMENT MILEAGE REPORTS Item #390 PASSPORT RECORDS: DAILY Item #407 PAYMENT CARD SENSITIVE AUTHENTICATION DATA Item #395 PETTY CASH DOCUMENTATION RECORDS Item #202 PUBLIC DEPOSITOR ANNUAL REPORT RECORDS Item #389 PURCHASING RECORDS Item #42 70 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** RAIN CHECKS Item #293 RECEIPT/REVENUE RECORDS: DETAIL Item #365 RECEIPT/REVENUE RECORDS: SUMMARY Item #366 REVENUE SHARING APPLICATIONS Item #388 SALES/USE/LOCAL OPTION TAX RECORDS Item #368 TOURIST DEVELOPMENT TAX COLLECTION RECORDS Item #305 TOURIST DEVELOPMENT TAX APPLICATION/REGISTRATION RECORDS Item #413 TRAVEL RECORDS Item #52 TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item #375 UNCLAIMED PROPERTY RECORDS Item #309 UNEMPLOYMENT COMPENSATION/REEMPLOYMENT ASSISTANCE TAX RECORDS Item #149 VOUCHERS: FEDERAL PROJECTS PAID Item #156 Administration ADMINISTRATIVE CONVENIENCE RECORDS Item #2 ADMINISTRATIVE SUPPORT RECORDS Item #3 ADMINISTRATOR RECORDS: AGENCY DIRECTOR/PROGRAM MANAGER Item #122 ADVERTISEMENTS: LEGAL Item #25 ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS Item #380 ANNUAL REPORTS: COUNTY GOVERNMENT Item #246 ANNUAL REPORTS: GOVERNING BODY Item #245 AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393 AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394 BALLOTS Item #397 BUSINESS TAX RECEIPT RECORDS/OCCUPATIONAL LICENSES Item #221 CABINET AFFAIRS FILES Item #11 CALENDARS Item #89 CEMETERY RECORDS Item #235 CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item #207 COMMITTEE/BOARD APPOINTMENT RECORDS Item #334 COMMITTEE/BOARD APPOINTMENT RECORDS: NON-SELECTED APPLICANTS Item #379 COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94 COMPUTER LOGS Item #391 CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64 CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65 COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337 CORRESPONDENCE AND MEMORANDA: ADMINISTRATIVE Item #17 CORRESPONDENCE AND MEMORANDA: PROGRAM AND POLICY DEVELOPMENT Item #338 DIRECTIVES/POLICIES/PROCEDURES Item #186 DONATION RECORDS Item #342 DRAFTS AND WORKING PAPERS Item #242 ELECTRONIC RECORDS SOFTWARE AND DOCUMENTATION Item #231 ENDOWMENTS/BEQUESTS/TRUST FUND RECORDS Item #211 ENVIRONMENTAL REGULATION COMPLIANCE RECORDS Item #167 EXPENDITURE PLANS: CAPITAL IMPROVEMENT Item #208 FACILITY RESERVATION/RENTAL RECORDS Item #270 FEASIBILITY STUDY RECORDS Item #106 FEE/SERVICE SCHEDULES Item #271 FINAL ORDERS RECORDS Item #67 FINAL ORDERS: SUPPORTING DOCUMENTS Item #396 71 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346 GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384 GRANT FILES: GRANTOR AGENCY Item #109 GRANT FILES: RECIPIENT Item #348 GRANT FILES: UNFUNDED APPLICATIONS Item #349 INFORMATION REQUEST RECORDS Item #23 INVENTORY: AGENCY RECORDS Item #319 INVESTIGATIVE RECORDS: INSPECTOR GENERAL Item #351 LEGISLATION RECORDS Item #119 LITIGATION CASE FILES Item #27 LOBBYIST REGISTRATION RECORDS Item #387 LOST AND FOUND RECORDS Item #354 MAIL: REGISTERED AND CERTIFIED Item #47 MAIL: UNDELIVERABLE/RETURNED Item #1 MAILING/CONTACT LISTS Item #29 MANAGEMENT SURVEYS/STUDIES: INTERNAL Item #30 MICROGRAPHICS: QUALITY CONTROL RECORDS Item #282 MINORITY APPOINTMENT REPORTING RECORDS Item #406 MINORITY BUSINESS CERTIFICATION CASE FILES Item #169 MINUTES: OFFICIAL MEETINGS Item #32 MINUTES: OFFICIAL MEETINGS (PRELIMINARY/AUDIO RECORDINGS/VIDEO RECORDINGS) Item #4 MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) Item #123 MINUTES: OTHER MEETINGS Item #33 MUNICIPAL COURT DOCKET RECORDS Item #323 NEWS RELEASES Item #34 OPERATIONAL AND STATISTICAL REPORT RECORDS Item #124 OPINIONS: LEGAL Item #26 OPINIONS: LEGAL (SUPPORTING DOCUMENTS) Item #125 ORDINANCES Item #228 ORDINANCES: SUPPORTING DOCUMENTS Item #229 ORGANIZATION CHARTS Item #126 PASSPORT RECORDS: DAILY Item #407 PERMITS: CONFINED SPACE ENTRY Item #284 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (NO PERMITTING FEE) Item #360 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (PERMITTING FEE) Item #361 POSTAGE/SHIPPING RECORDS Item #133 PROBATION RECORDS Item #320 PROCLAMATIONS Item #142 PROJECT FILES: CAPITAL IMPROVEMENT Item #136 PROJECT FILES: FEDERAL Item #137 PROJECT FILES: NON-CAPITAL IMPROVEMENT Item #138 PROJECT FILES: OPERATIONAL Item #291 PUBLIC INFORMATION FILES Item #128 PUBLIC PROGRAM/EVENT RECORDS Item #238 PUBLIC RECORDS EXEMPT STATUS NOTIFICATIONS AND REDACTION REQUESTS Item #392 PUBLICATION PRODUCTION RECORDS Item #198 RADIO LOGS Item #292 RAIN CHECKS Item #293 RECORDS DISPOSITION DOCUMENTATION Item #45 RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322 RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68 72 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** RECORDS RETRIEVAL/REFERENCE RECORDS Item #295 REGISTRATION RECORDS: EVENTS Item #296 RESOLUTIONS Item #297 RESOLUTIONS: SUPPORTING DOCUMENTS Item #143 RIGHT-OF-WAY PERMIT RECORDS: PERMANENT USE Item #409 RIGHT-OF-WAY PERMIT RECORDS: TEMPORARY USE Item #410 RULE DEVELOPMENT FILES Item #367 SIGNATURE AUTHORIZATION RECORDS Item #300 SPAM/JUNK ELECTRONIC MAIL JOURNALING RECORDS Item #370 SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411 STAFF ADMINISTRATION RECORDS Item #371 STATE MERITORIOUS SERVICE AWARDS PROGRAM FILES Item #372 SUBJECT/REFERENCE FILES Item #373 SUBPOENAS Item #374 SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386 SURVEILLANCE RECORDINGS Item #302 SURVEYS: AERIAL Item #303 TELEPHONE CALL RECORDS Item #28 TRAFFIC ACCIDENT REPORTS Item #306 TRAINING MATERIAL RECORDS Item #147 TRANSITORY MESSAGES Item #146 VERIFICATION RECORDS: ATTENDANCE/EMPLOYMENT/ENROLLMENT Item #243 WHISTLE BLOWER INVESTIGATIVE RECORDS Item #376 WORK ORDERS Item #141 WORK SCHEDULES Item #289 911 RECORDS: LOGS Item #377 Building/Development ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (COMMERCIAL) Item #244 ADJUSTMENT HEARING CASE FILES: BUILDING CODE BOARD (RESIDENTIAL) Item #331 ANNEXATION RECORDS Item #247 ARCHITECTURAL/BUILDING PLANS: COMMERCIAL Item #216 ARCHITECTURAL/BUILDING PLANS: PRELIMINARY DRAWINGS Item #204 ARCHITECTURAL/BUILDING PLANS: RESIDENTIAL Item #252 ARCHITECTURAL/BUILDING PLANS AND PERMITS: ABANDONED/WITHDRAWN Item #332 CERTIFICATE OF OCCUPANCY: COMMERCIAL Item #255 CERTIFICATE OF OCCUPANCY: RESIDENTIAL Item #256 CODE ENFORCEMENT HEARING CASE FILES Item #236 CODE VIOLATION RECORDS: CITATION ISSUED Item #398 CODE VIOLATION RECORDS: NO CITATION ISSUED Item #237 COMPREHENSIVE MASTER PLANS: ADOPTED Item #166 COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174 CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64 ENGINEERING RECORDS: INFRASTRUCTURE Item #344 GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384 INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276 Item #277 73 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** LAND DEVELOPMENT AND PLANNING PROJECT FILES Item #352 LAND DEVELOPMENT AND PLANNING PROJECT FILES: DENIED/ABANDONED PROJECTS Item #404 LAND DEVELOPMENT AND PLANNING PROJECT FILES: PRELIMINARY DRAWINGS/DRAFTS Item #405 LAND DEVELOPMENT AND PLANNING STUDIES AND REPORTS Item #353 LICENSES: CERTIFICATE OF COMPETENCY RECORDS Item #253 LICENSES: CERTIFICATE OF COMPETENCY RECORDS (TEMPORARY) Item #254 MAPS: ORIGINALS Item #280 PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408 PERMITS: BUILDING Item #286 PERMITS: CONFINED SPACE ENTRY Item #284 PERMITS: MINING (LOCAL GOVERNMENT) Item #287 PERMITS: SIGNS (LOCAL GOVERNMENT) Item #288 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (NO PERMITTING FEE) Item #360 PERMITS: SPECIAL EVENT/TEMPORARY STREET CLOSURE (PERMITTING FEE) Item #361 PERMITS: TREE REMOVAL (NO PERMITTING FEE) Item #362 PERMITS: TREE REMOVAL (PERMITTING FEE) Item #363 PROJECT FILES: CAPITAL IMPROVEMENT Item #136 REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364 REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172 REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164 RIGHT-OF-WAY PERMIT RECORDS: PERMANENT USE Item #409 RIGHT-OF-WAY PERMIT RECORDS: TEMPORARY USE Item #410 SUBDIVISION PLANS Item #301 SUNSHINE STATE ONE-CALL OF FLORIDA RECORDS Item #386 TAX EXEMPTION APPLICATION FILES: AD VALOREM (ECONOMIC DEVELOPMENT) Item #304 TRAFFIC ACCIDENT REPORTS Item #306 ZONING VARIANCE RECORDS Item #312 Health and Medical DRUG TEST CASE FILES Item #260 EXPOSURE RECORDS Item #227 HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/EXPOSURE Item #350 HIPAA HEALTH CARE COMPONENT DESIGNATION RECORDS Item #324 HIPAA SECURITY STANDARDS IMPLEMENTATION RECORDS Item #325 INJURY RECORDS Item #188 MEDICAL RECORDS Item #212 MEDICAL RECORDS: VETERAN SERVICES Item #311 NOISE EXPOSURE MEASUREMENT RECORDS Item #283 PROTECTED HEALTH INFORMATION ACCESS PROVIDER RECORDS Item #326 PROTECTED HEALTH INFORMATION AMENDMENT REQUEST PROVIDER RECORDS Item #327 PROTECTED HEALTH INFORMATION DISCLOSURE RECORDS Item #328 PROTECTED HEALTH INFORMATION PRIVACY PRACTICES RECORDS Item #329 PROTECTED HEALTH INFORMATION PRIVACY PRACTICES VIOLATION RECORDS Item #330 74 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** Human Resources, Personnel, and Payroll AFFIRMATIVE ACTION RECORDS Item #82 ATTENDANCE AND LEAVE RECORDS Item #116 ATTENDANCE RECORDS: COMMUNITY SERVICE Item #249 BARGAINING RECORDS Item #87 BONUS RECORDS: PEER REVIEW EVALUATIONS Item #333 DEFERRED COMPENSATION SUMMARY REPORTS Item #339 DISCIPLINARY CASE FILES: EMPLOYEES Item #98 DRUG TEST CASE FILES Item #260 DRUG TEST EQUIPMENT RECORDS Item #261 DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262 ELECTRONIC FUNDS TRANSFER RECORDS Item #264 EMPLOYEE ASSISTANCE PROGRAM RECORDS Item #269 EMPLOYEE CONDUCT COUNSELING RECORDS Item #206 EMPLOYMENT APPLICATION AND SELECTION RECORDS Item #24 EMPLOYMENT APPLICATIONS: UNSOLICITED Item #400 EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113 EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS Item #103 FEDERAL INCOME/EMPLOYMENT TAX FORMS/REPORTS Item #157 FINANCIAL DISCLOSURE STATEMENTS (LOCAL GOVERNMENT) Item #346 GRIEVANCE FILES Item #110 MINORITY APPOINTMENT REPORTING RECORDS Item #407 PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item #385 PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129 PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item #183 PAYROLL RECORDS: NOT POSTED Item #214 PAYROLL RECORDS: POSTED Item #35 PAYROLL RECORDS: SUPPORTING DOCUMENTS Item #195 PENSION RECORDS: PLAN/FUND Item #358 PENSION RECORDS: RETIREES Item #359 PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19 PERSONNEL RECORDS: NON-FLORIDA RETIREMENT SYSTEM (LOCAL GOVERNMENT) Item #162 PERSONNEL RECORDS: OPS/VOLUNTEER/INTERN/TEMPORARY EMPLOYMENT Item #66 PERSONNEL RECORDS: SUPPLEMENTAL DOCUMENTATION Item #378 POSITION DESCRIPTION RECORDS Item #38 PROMOTION/TRANSFER RECORDS Item #139 SALARY COMPARISON REPORTS Item #49 SALARY SCHEDULES Item #240 SOCIAL SECURITY CONTROLLED SUMMARY RECORDS Item #144 SOCIAL MEDIA ACCOUNT AUTHORIZATION RECORDS Item #411 WORK SCHEDULES Item #289 Maintenance, Property, and Purchasing BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70 BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71 BID RECORDS: NON-CAPITAL IMPROVEMENT Item #72 ENERGY CONSUMPTION AND COST REPORTING RECORDS Item #401 75 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** EQUIPMENT REFERENCE FILES Item #223 EQUIPMENT/VEHICLE MAINTENANCE RECORDS Item #104 EQUIPMENT/VEHICLE USAGE RECORDS Item #224 INSPECTION/MAINTENANCE RECORDS: BRIDGE Item #276 INVENTORY: AGENCY PROPERTY Item #40 INVENTORY: AGENCY RECORDS Item #319 PROPERTY CONTROL RECORDS Item #222 PROPERTY TRANSFER RECORDS Item #41 PURCHASING RECORDS Item #42 REAL PROPERTY RECORDS: CONDEMNATION/DEMOLITION Item #364 REAL PROPERTY RECORDS: PROPERTY ACQUIRED Item #172 REAL PROPERTY RECORDS: PROPERTY NOT ACQUIRED Item #164 RECORDS DISPOSITION DOCUMENTATION Item #45 RECORDS MANAGEMENT COMPLIANCE STATEMENTS Item #322 RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC Item #68 UNCLAIMED PROPERTY RECORDS Item #309 VEHICLE RECORDS Item #154 VENDOR FILES Item #97 Public Safety ANIMAL CONTROL RECORDS Item #234 CODE VIOLATION RECORDS: CITATION ISSUED Item #398 COMMUNICATIONS AUDIO RECORDINGS Item #335 DISASTER PREPAREDNESS DRILL RECORDS Item #259 DISASTER PREPAREDNESS PLANS Item #210 DISASTER RELIEF RECORDS Item #321 EMERGENCY OPERATIONS RECORDS: FIVE YEAR STRATEGIC PLAN Item #266 EMERGENCY OPERATIONS RECORDS: LIST OF SPECIAL NEEDS OR TRANSPORTATION CLIENTS Item #267 EMERGENCY OPERATIONS RECORDS: SHELTER INSPECTIONS Item #268 EMERGENCY OPERATIONS RECORDS: SPECIAL NEEDS APPLICATIONS Item #265 FALSE ALARM RECORDS Item #345 FOOD SERVICE ESTABLISHMENT LICENSE RECORDS Item #402 GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS Item #381 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE Item #382 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: HISTORICAL Item #383 GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS/DATA Item #384 INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193 INSPECTION REPORTS: FIRE EXTINGUISHER Item #219 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE PROGRAM RECORDS Item #356 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS Item #357 PROBATION RECORDS Item #320 76 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** RADIO LOGS Item #292 STORAGE TANK RECORDS Item #412 VEHICLE LOCATOR RECORDS Item #414 911 RECORDS: LOGS Item #377 Risk Management, Security, and Insurance ACCESS CONTROL RECORDS Item #189 AUDIT TRAILS: CRITICAL INFORMATION SYSTEMS Item #393 AUDIT TRAILS: ROUTINE ADMINISTRATIVE INFORMATION SYSTEMS Item #394 DRUG TEST EQUIPMENT RECORDS Item #261 DRUG TEST PROGRAM ADMINISTRATION RECORDS Item #262 EXPOSURE RECORDS Item #227 INCIDENT REPORT FILES Item #241 INJURY RECORDS Item #188 INSPECTION RECORDS: FIRE/SECURITY/SAFETY/HEALTH Item #193 INSPECTION REPORTS: FIRE EXTINGUISHER Item #219 INSURANCE RECORDS: AGENCY Item #111 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: COMMUNITY RATING SYSTEM Item #355 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD MITIGATION ASSISTANCE PROGRAM RECORDS Item #356 NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN CONSTRUCTION AUTHORIZATION RECORDS Item #357 NOISE EXPOSURE MEASUREMENT RECORDS Item #283 PARKING DECAL/PERMIT RECORDS Item #127 PERFORMANCE/MAINTENANCE/SURETY BOND RECORDS Item #408 RESPIRATOR FIT TESTING RECORDS Item #298 SECURITY SCREENING RECORDS Item #369 STORAGE TANK RECORDS Item #412 SURVEILLANCE RECORDINGS Item #302 VEHICLE ACCIDENT RECORDS Item #78 VISITOR/ENTRY LOGS Item #54 WORKERS' COMPENSATION RECORDS Item #55 Social/Human Services and Veterans Services CHILD CARE RECORDS Item #257 CLIENT CASE FILES: HUMAN/SOCIAL SERVICES Item #275 CLIENT CASE FILES: VETERAN SERVICES Item #310 COMMODITY SUPPLEMENTAL FOOD PROGRAM RECORDS Item #258 DISASTER RELIEF RECORDS Item #321 EMPLOYMENT ASSISTANCE PROGRAM RECORDS Item #113 77 General Records Schedule GS1-SL for State and Local Government Agencies ***FUNCTIONAL CATEGORY LISTING*** HOUSING APPLICATIONS: NON-PARTICIPATING/INACTIVE Item #273 HOUSING FINANCE ASSISTANCE RECORDS Item #274 MEDICAL RECORDS: VETERAN SERVICES Item #311 78