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Records Management

Florida's records management program promotes the efficient, effective, and economical management of public records.

Photo of Business & Auxiliary Services records management storage unit
The UWF Records Center (Bldg. 48) has a storage capacity of 6,522 cubic feet. This building is for short-term storage only.

What You Need To Know

Records Management is the only UWF department tasked with storage and/or disposition  of documents. If you have documents for shredding, arrange for a pick up by Records Management along with a Disposition Form. The UWF RMLO (Records Management Liaison Officer), Donna Glass, will work with you to ensure your records are stored or disposed of properly. At the end of each year, UWF is required to complete a Records Management Compliance Statement on which the number of cubic feet of records that were destroyed must be indicated. The form is then signed by the UWF President and sent to the Department of State in Tallahassee. Your only means of shredding is therefore through UWF Records Management.

  • Donna Glass (records@uwf.edu; Office Ext. 2693) is UWF's full-time Records Manager and is the Records Management Liaison Officer (RMLO) for UWF. She handles the storage and disposition of records.
    • Every State of Florida agency is required by law to designate an RMLO to serve as the primary point of contact between the agency and the division’s Records Management Program (Section 257.36(5)(a), Florida Statutes).
  • Completing Storage and/or Disposition forms - Once the form(s) is complete, scan and email to records@uwf.edu. (It is not necessary for the department head to sign the form as the form will be sent through DocuSign.) The completed form will be reviewed and if no corrections are necessary, the sender will be given approval for pick-up.
  • Pickups will be coordinated by the Records Manager once the correct forms are received and approved.

Transcripts and Public Record Requests

If you are seeking transcripts, student records or would like to make a Public Records Request, please contact the appropriate office below.

For Student Records/Transcripts:

Call the Office of the Registrar at 850.474.2244 or visit Whom Do I Contact.

For Public Records Requests:

All Public Records Requests should be directed to the Office of the General Counsel at 850.474.3420 or gcfrontdesk@uwf.edu.

Why We Have Records Management

Proper records management ensures that information is available when and where it is needed, in an organized and efficient manner, and in an appropriate environment.

Records management is more than retention, storage, and disposition of records; it entails all record-keeping requirements and practices that allow an organization to establish and maintain control over information flow and administrative operations. Florida's records management program is authorized by section 257.36, Florida Statutes and applies to records of public agencies as defined in 119.011(12), F.S.

Records management is the management of records throughout their life cycle, from their creation through active use, inactive storage, and final disposition. Among the many benefits of records management are:

  • Space savings
  • Reduced expenses for filing equipment
  • Increased efficiency of information retrieval
  • Compliance with records retention requirements
  • Identification and protection of vital records
  • Control over creation of new records
  • Identification of historical records

Noncompliance - Records Management is a requirement

Are there penalties for noncompliance with Chapters 119 & 257 of the Florida Statutes?

Yes.

  • Violation of Section 119.10(1) of the Florida Statutes is a noncriminal infraction punishable by a fine not exceeding $500.00. 
  • Section 119.10(2), F.S., states that “[a]ny person who willfully and knowingly violates: (a) Any of the provisions of this chapter commits a misdemeanor of the first degree, punishable as provided in s. 775.082 or s. 775.083.(b) Section 119.105 commits a felony of the third degree, punishable as provided in s. 775.082, s. 775.083, or s. 775.084.” Third degree felonies are punishable by a fine of up to $5,000.00 and/or up to 5 years in prison (for habitual felony offenders, up to 10 years in prison).
What are other possible problems associated with noncompliance?
  • If you keep records beyond their retention period, you will spend money that could be available for other program needs.
  • Without properly scheduling and disposing of your records you will not have a professional audit trail that could be beneficial in litigation.
    • Controversial documents are more likely to be located by opposing counsel if they are kept past retention requirements.
    • Opposing counsel will take advantage of a lack of organization and management of records.
  • Your agency may not be trusted to provide for the public’s right of access to public records.
  • Government employees work in a highly scrutinized environment; the press and public respond quickly to allegations of fraud, abuse or mismanagement. 

Contact Us

Records Management

Donna Glass, RMLO and Records Manager
records@uwf.edu
850.474.2693