Records Management Overview
Florida's records management program promotes the efficient, effective, and economical management of public records.
Records Retention & Disposition
Update for Fall 2020: Records Management is working differently this fall. The primary differences are that 1) When forms are completed (with signatures), they should be scanned and emailed to email@example.com, and 2) Pick-up will be scheduled for you once the forms are accepted. Original hard copies of the forms should be included with boxes. Please do not try to send records boxes with your mail via Postal Services. You will be notified of a pick-up date and who will pick-up. If you have questions, contact firstname.lastname@example.org or email@example.com.
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