Campus Reservations & Records Management
Florida Gulf Coast University
10501 FGCU Blvd South
Fort Myers, FL 33965
Every employee within the University performs records management. University employees are responsible for knowing what a public record is and how to secure, retain and dispose of it in accordance with state and federal law and statutes.
University employees are responsible for knowing how to complete the proper records management forms and processes necessary for security, retention, and disposition.
ROLE OF UNIVERSITY DIVISIONS/DEPARTMENT RECORDS MANAGEMENT
Division/Department units must handle all records under their control in accordance with the requirements of Policy # (pending) and are responsible for ensuring that University records under their control are retained, secured and disposed of in accordance with University policy, as well as state and federal law.
Each department or division will designate a records contact to facilitate records management in conjunction with the University RMLO. Responsibilities of the records contact in relation to records management will include, but is not limited to facilitating the maintenance, security, and review of records. The records contact must maintain an accurate inventory of active, inactive and disposed records. Regular disposition of records will include coordination with University RMLO for proper disposition, transfer, or archiving of records which have met their retention period.
ROLE OF RECORDS MANAGEMENT LIAISON OFFICER (RMLO)
The primary purpose of the Records Management Liaison Officer (RMLO) and the Records Management Department is to provide guidance and assistance to University personnel in establishing records and information management and in managing the public records and information they create and use.
Specifically, the RMLO will establish and coordinate records scheduling and disposition in accordance with department reported records inventories. Establish new records retention schedules as needed with the Florida Division of Library and Information Services to ensure the appropriate retention and/or disposition of records.
The RMLO will provide University departments and individuals with training and assistance in the areas of compliance with state laws, regulations, and policies. The RMLO will also assist with records retention and disposition, storage, security, identification of vital records, records preservation and associated services.
The RMLO will report annually to the Florida Division of Library and Information Services regarding the University’s compliance with records management statutes and rules.
The University utilizes both the General Records Schedule GS1-SL for State and Local Government Agencies and the General Records Schedule GS5 for Universities and Community Colleges. For records not covered under these retention schedules, the University RMLO may request an Individual Record Schedule from the Florida Division of Library and Information Services. Your department may also be subject to federal, agency, or professional guidelines.
All of these retention schedules establish the minimum length of time a record series must be maintained. University departments are required to dispose of records when they have met retention period requirements unless the department can demonstrate a need to keep records due to an active litigation, public records request, accreditation standards, fiscal support, or records needed in support of audits or administrative need.
A Disposition Approval Form is NOT required for:
1) Record copies with a retention designation of OSA (obsolete, superseded or administrative value is lost) such as:
2) Duplicate copies with a retention period of OSA (obsolete, superseded or administrative value is lost)
Please note this lists only the most common records. Refer to the applicable state retention schedule or the University RMLO for more detailed information.
If documents do not need a disposition form, you may recycle or shred those documents, but if the documents contain confidential or sensitive information they must be shredded, regardless of whether a disposition form is required or not. This is a partial list of sensitive and/or confidential information:
• Sensitive information:
• Confidential information:
The University RMLO will provide shredding services as needed.
For disposition of all records that aren’t designated as OSA, a records disposition form must be completed.
After the records disposition form has been completed, forward to the University RMLO for review and approval. The RMLO will provide assistance in determining the best method of disposal.
Option 1: Utilize the campus shredding deposit bins for shredding needs of one box or less
Option 2: Request a departmental shredding bin for temporary or permanent use
Option 3: Participate in the university periodic records purge
These bins are intended for shredding jobs of one 12 x 15 box or less.
Shredding deposit bins are placed in a few select locations on campus to provide departments the ability to deposit documents for shredding in a securely locked container any day of the year. If your documents do not require a disposition form, you do not need approval to place documents in the bins. If your documents require a disposition form, follow these steps:
Option 2: Request a departmental shredding bin
Departmental shredding bins may be requested for departmental use on a temporary or permanent basis. Bins come in three sizes:
32-gallon console - holds approximately 4 cubic ft, or three 12 x 15 boxes
64-gallon container - holds approximately 9 cubic ft, or five 12 x 15 boxes
94-gallon container – holds approximately 12 cubic ft, or eight 12 x 15 boxes
Option 3: University periodic records purge
Campus periodic records shredding will be scheduled annually, a university announcement will be sent approximately 1 month prior to the scheduled shredding date.
ALL FGCU public records requests made verbally or in writing should be directed to the following:
General Counsel Vee Leonard -- for requests made by attorneys engaged in pending or imminent litigation against the University
- OR -
University Spokesperson/Chief of Staff Susan Evans -- for requests made by members of the media or general public.
DO NOT RESPOND TO OR HANDLE A PUBLIC RECORDS REQUEST YOURSELF. You must contact the General Counsel’s office or University Spokeperson’s office for further instructions.
Confidential: refers to public records that have been identified in the Florida Statutes as confidential. The information in these records is not subject to inspection by the public and may be released only to the persons and entities designated in the statute.
(State of Florida, The Basics of Records Management Handbook, 2009)
Destruction: the result of actions taken to ensure that media cannot be reused as originally intended and that information is virtually impossible to recover or prohibitively expensive. (NIST 800-88)
Disposition: “Final actions taken with regard to public records that have met all retention requirements and are no longer needed for current government business as indicated in General Records Schedules or Records Retention Schedules. Disposition may include either destruction of public records or transfer of public records to the custody of another public agency such as the Florida State Archives or a local government archives or records repository.” (Rule 1B-24.001(3)(c), F.A.C.)
Duplicate Records: are reproductions of record (master) copies, prepared simultaneously or separately, which are designated as not being the official copy. (State of Florida, The Basics of Records Management Handbook, 2009)
OSA Records: are records with a retention of “retain until obsolete, superseded or administrative value is lost” (Rule 1B-24.003. F.A.C.)
Public Records: are those as defined in Section 119.011, F.S., (12): "Public records" means all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. and include records that are designated by statute as confidential or exempt from public disclosure.
Record copy: is specifically designated by the custodian as the official record. (Rule 1B-24.001(3)(j), F.A.C.)
Records Inventory: the systematic categorization of records in an agency conducted to develop or identify appropriate retention schedules for the agency’s records. (State of Florida, The Basics of Records Management Handbook, 2009)
Records Management Liaison Officer (RMLO): the individual designated by the agency who serves as a contact person to the Division of Library and Information Services and is assigned records management responsibilities by the Custodian. This individual is responsible for developing the agency's records management program, and coordinating University records scheduling and disposition. (State of Florida, The Basics of Records Management Handbook, 2009)
Record Series: 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. A record series might contain records in a variety of forms and formats that document a particular program, function, or activity of the agency. (Rule 1B-24.001, Florida Administrative Code)
Records Retention Schedule: identifies records and establishes minimum periods of time for which the record must be retained based on the records administrative, fiscal, legal, and historical values. (State of Florida, The Basics of Records Management Handbook, 2009)
Security Controls: the management, operational, and technical controls (i.e., safeguards or countermeasures) prescribed for an information system to protect the confidentiality, integrity, and availability of the system and its information. ( From FIPS Publication 199)
"Sensitive,": for purposes of defining agency-produced software that is sensitive, means only those portions of data processing software, including the specifications and documentation, which are used to: (Section 119.011, F.S.)
Transfer custody: Change of custody, ownership, and/or responsibility for records. Source: Information and Documentation - Records Management - Part 1: General (ISO 15489:2001) .
Vital Records: are those that are essential to the continuation of operations in an agency in the event of a disaster or emergency. (State of Florida, The Basics of Records Management Handbook, 2009)
If a record has “3 calendar years” retention, the disposition eligibility date would be 3 years after the end of the calendar year of the last record in the series. Example: You have records dated Apr 2006 – Oct 2010, with 3 calendar years retention period, at end of calendar year 2009 destroy Apr thru Dec 2006 records only.
Fiscal year: FGCU’s fiscal year is from July 1 – June 30
If a record has “3 fiscal years” retention, the disposition date would be 3 years after the end of the fiscal year of the last record in the series. Example: You have records dated Apr 2006 – Oct 2010, with 3 fiscal years retention period, on July 1, 2009, destroy Apr 2006 thru June 2006 records only.
If your department follows a different fiscal year, please notify RMLO the fiscal year and governing authority.
Months or days
Examples: 3 months; 90 days: Last date in record series is April 15, 2009, add 90 days or 3 months, so destruction eligibility date would be on July 15, 2009. No need to wait until end of month or end of year.
Retain until obsolete, superseded, or administrative value is lost.
With this retention, a record is eligible for disposition whenever it is no longer of any use or value to the agency. The retention could vary from less than one day to any length of time thereafter.
Records become eligible for disposition upon or after a specific triggering event.
Calculating Eligibility Dates
Example: Let’s say that the ending date for a specific record series is 7/31/2007. When are these records eligible for disposition under different retention period types?
Retention Period Date to start counting Add # of years Date eligible for disposition
3 anniversary years 7/31/2007 +3 = 7/31/2010
3 fiscal years (FGCU) 7/1/2008 +3 = 7/1/2011
3 calendar years 1/1/2008 +3 = 1/1/2011
Remember that even though your records may be filed according to one type of “year” – the state retention schedule “year” is what must be followed.
Example: Admissions keeps a file by academic year for administrative purposes. However, the retention period is by calendar year. Disposition and/or destruction must be based on calendar year.