Records Retention Scheduling and Disposition

An effective records management program requires an inventory of records maintained by an agency and the identification of existing retention schedules or the establishment of new retention schedules that can be applied to those records. Retention schedules identify agency records and establish minimum periods of time for which the records must be retained based on the records administrative, fiscal, legal, and historical values.

Once the minimum retention has been met, disposition of the records is recommended. Disposition may be by physical destruction, transfer to another agency or, in the case of electronic records, erasure. State agency records appraised by Division staff as having long-term historical value can be transferred to the State Archives.

Agencies are not required to document the disposition of records with a retention of ‘retain until obsolete, superseded or administrative value is lost’ (OSA) except for records that have been microfilmed or scanned as part of a retrospective conversion project in accordance with Rule 1B-26, F.A.C., where the microfilm or electronic version will serve as the record copy.

For more on these processes, please see:

• "The Basics of Records Management" - PDF(129KB)
• Destruction of Public Records
• Records Disposition Document - WORD(344KB) or PDF(16KB)

Please contact us for additional information.

Download free Adobe Reader to view PDFs.

Page updated April 28, 2006