Fl. R. Gen. Prac. Jud. Admin. JUDICIAL BRANCH RECORDS RETENTION SCHEDULE FOR ADMINISTRATIVE RECORDS
GENERAL APPLICATION
This record retention schedule does not impose a duty to create records contained in the schedule. The purpose of the schedule is to authorize destruction of records after the retention period has elapsed. The records custodian may retain records longer than required by the schedule. This schedule authorizes destruction of records unless otherwise provided by court rule.
The retention period should be calculated from the time that the record is completed. For purposes of calculating the retention period, fiscal records should be considered completed at the end of a fiscal year. All retention periods are subject to the caveat "provided that applicable audits have been released."
The records custodian of the judicial branch entity that creates a record creates the "record copy" and is responsible for its retention in accordance with this schedule. The records custodian of the judicial branch entity that properly receives a record from outside the judicial branch has the "record copy" and is responsible for its retention in accordance with this schedule. Duplicates are only required to be retained until obsolete, superseded or administrative value is lost.
"Record Series" means a group of related documents arranged under a single filing arrangement or kept together as a unit because they consist of the same form, relate to the same subject, result from the same activity, or have certain common characteristics.
ACQUISITION RECORDS: LIBRARY
This record series consists of information on the acquisition of library materials including: books, periodicals, filmstrips, software, compact discs, video/audio tapes, and other non-print media. This information may include the accession date and method, the publisher and cost, the date entered into the collection, dates removed from collection, and method of final disposal.
RETENTION: Retain for life of material.
ADMINISTRATIVE CONVENIENCE RECORDS
This record series consists of a subject file, generally filed alphabetically, which is located away from the official files, such as in the Director's and other supervisory offices. The file contains DUPLICATES of correspondence, reports, publications, memoranda, etc., and is used as a working file or reference file on subjects which are currently significant or which may become significant in the near future. The material filed in this series is NOT the official file or record copy but is maintained for the convenience of the officials in carrying out their elected or appointed duties.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
ADMINISTRATIVE RECORDS: PUBLIC OFFICIALS/COURT ADMINISTRATORS
This record series consists of office files documenting the substantive actions of elected or appointed officials and the court administrator. These records constitute the official record of a judicial branch entity's performance of its functions and formulation of policy and program initiative. This series will 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 programs, activities and policies of the judicial branch entity; interviews; and reports concerning development and implementation of activities of the judicial branch entity. "These records may have archival value."
RETENTION: 10 years.
ADMINISTRATIVE SUPPORT RECORDS
This record series consists of records accumulated relative to internal administrative activities rather than the functions for which the office exists. Normally, these records document procedures; the expenditure of funds, including budget material; day-to-day management of office personnel including training and travel; supplies, office services and equipment requests and receipts and other recorded experiences that do not serve as official documentation of the programs of the office. However, because the content of these records vary so greatly in content and value (containing some duplicates and record copies), a relatively large proportion of them are of continuing value and may be subject to the audit process. Note: Reference a more applicable records series first if one exists. "These records may have archival value."
RETENTION: 2 years.
ADVERTISEMENTS: LEGAL
This record series consists of advertisements which have appeared in newspapers or in the "Administrative Weekly" on matters pertaining to the judicial branch entity and other legal ads which may or may not indirectly affect the judicial branch entity; i.e., bid invitations for construction jobs, public hearings or notices, public sales. See also "BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BID", "BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS" and "BID RECORDS: NON-CAPITAL IMPROVEMENT."
RETENTION: 5 years.
AFFIRMATIVE ACTION RECORDS
This record series consists of copies of reports submitted to the Equal Employment Opportunity Commission (EEOC) per their requirements for the judicial branch entity's affirmative action plan. It may also include discrimination complaints, correspondence and investigative papers pertaining to the judicial branch entity's affirmative action plan. See also "EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS."
RETENTION: 2 years.
APPLICATIONS: GUARDIAN AD LITEM, MEDIATION, OTHERS This record series consists of applications, supporting documents, correspondence and reports relating to the application of a person to be certified as a mediator, a program to be approved to offer training for mediators, a volunteer to be approved by the Guardian ad Litem Program, or other persons or programs regulated in the judicial branch.
RETENTION: 5 years after the person or program is no longer regulated by the judicial branch.
APPLICATIONS: LIBRARY CARDS
This record series consists of library card applications which must be renewed on an annual, bi-annual, or other basis. The application may include the patron's name, address, telephone number, date of birth, as well as a statement of liability for the care and timely return of all materials checked out or utilized by the patron.
RETENTION: Retain for 30 days after expiration.
APPRAISALS: LAND PURCHASES (NOT PURCHASED)
This record series consists of documents pertaining to land not purchased by a judicial branch entity and all supporting documents. See also "APPRAISALS: LAND PURCHASES (PURCHASED)."
RETENTION: 3 years.
APPRAISALS: LAND PURCHASES (PURCHASED)
This record series consists of documents pertaining to land purchased by a judicial branch entity and all supporting documents. See also "APPRAISALS: LAND PURCHASES (NOT PURCHASED)."
RETENTION: Retain as long as judicial branch entity retains property.
ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY DRAWINGS
This record series consists of those graphic and engineering preliminary drawing records that depict conceptual as well as precise measured information essential for the planning and construction of facilities.
RETENTION: Retain until completion and acceptance.
ATTENDANCE AND LEAVE RECORDS
This record series consists of requests or applications for vacation, sick, family medical leave (FMLA) and other types of leave including leave of absences, time sheets or timecards 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.
RETENTION: 3 years.
AUDITS: INDEPENDENT
This record series consists of a report issued by an independent auditor to establish the position of the judicial branch entity being audited against its standard of performance. See also, "AUDITS: INTERNAL," "AUDITS: STATE/FEDERAL" and "AUDITS: SUPPORTING DOCUMENTS."
RETENTION: 10 years.
AUDITS: INTERNAL
This record series consists of a report issued by an internal auditor to establish the position of a judicial branch entity being audited against its standard of performance. See also, "AUDITS: INDEPENDENT," "AUDITS: STATE/FEDERAL" and "AUDITS: SUPPORTING DOCUMENTS."
RETENTION: 3 years.
AUDITS: STATE/FEDERAL
This record series consists of a report issued by a federal or state auditor to establish the position of a judicial branch entity being audited against its standard of performance. See also, "AUDITS: INDEPENDENT," "AUDITS: INTERNAL" and "AUDITS: SUPPORTING DOCUMENTS." "These records may have archival value."
RETENTION: 10 years.
AUDITS: SUPPORTING DOCUMENTS
This record series consists of the documentation and supporting documents used to develop the audit report with all bills, accounts, records and transactions. See also "AUDITS: INDEPENDENT," "AUDITS: INTERNAL" and "AUDITS: STATE/FEDERAL." RETENTION: 3 years.
BACKGROUND/SECURITY CHECKS
This record series consists of background/security checks for potential new hires and promotions. These checks may include a background and driver's license screening, reference check, and verification of academic standing. The files might include notices of not being hired based on the outcome of a security check and a opportunity for rebuttal. Supporting documentation consists of fingerprint cards, copy of the driver's license, copy of the transcript release form, returned form reference letters, and other necessary information.
RETENTION: 4 anniversary years.
BANK ACCOUNT AUTHORIZATION RECORDS
This record series consists of an authorization to maintain a bank account and who is authorized to sign off on the account.
RETENTION: 1 year after superseded by new authorization.
BAR APPLICANTS: ADMITTED
This record series consists of bar applications, supporting documents, all investigative materials, of administrative value, correspondence, reports, and similar materials accumulated during the bar admissions process regarding bar applicants who were subsequently admitted to The Florida Bar.
RETENTION: Bar application and fingerprint card, 5 years; all other materials, 1 year.
BAR APPLICANTS: NOT ADMITTED (WITH NO RECOMMENDATION)
This record series consists of bar applications, supporting documents, all investigative materials of administrative value, correspondence, reports, and similar materials accumulated during the bar admissions process regarding bar applicants who have not been admitted to The Florida Bar and who have not received an unfavorable recommendation by the Florida Board of Bar Examiners.
RETENTION: 20 years or the death of the applicant, whichever is earlier.
BAR APPLICANTS: NOT ADMITTED (WITH UNFAVORABLE RECOMMENDATION)
This record series consists of bar applications, supporting documents, all investigative materials of administrative value, correspondence, reports, and similar materials accumulated during the bar admissions process regarding bar applicants who have not been admitted to The Florida Bar and who have received an unfavorable recommendation by the Florida Board of Bar Examiners by either a negotiated consent judgment or the issuance of findings of fact and conclusions of law.
RETENTION: 40 years or the death of the applicant, whichever is earlier.
BAR EXAMINATION/ANSWERS
This record series consists of answers to essay questions and answer sheets to machine-scored questions submitted by bar applicants during the bar examination administered by the Florida Board of Bar Examiners.
RETENTION: Until the conclusion of the administration of the next successive general bar examination.
BAR EXAMINATION/FLORIDA PREPARED PORTION
This record series consists of the portion of the bar examination prepared by the Florida Board of Bar Examiners.
RETENTION: 10 years from the date of the administration of the examination.
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS This record series consists of information relative to the processing and letting of capital improvement successful bids including legal advertisements, "Requests for Proposal," technical specifications, correspondence, "Invitations to Bid," bid tabulations and bid responses. "Capital Improvements" shall mean enhancement to buildings, fixtures and all other improvements to land. See also "BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS" and "BID RECORDS: NON-CAPITAL IMPROVEMENT."
RETENTION: 10 years
BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS This record series consists of information relative to the processing and letting of capital improvement unsuccessful bids including legal advertisements, "Requests for Proposal," technical specifications, correspondence, "Invitations to Bid," bid tabulations and bid responses. "Capital Improvements" shall mean enhancement to buildings, fixtures and all other improvements to land. See also "BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS" and "BID RECORDS: NON-CAPITAL IMPROVEMENT."
RETENTION: 5 years.
BID RECORDS: NON-CAPITAL IMPROVEMENT
This record series consists of information relative to the processing and letting of successful and unsuccessful noncapital improvement bids including legal advertisements, "Requests for Proposal," technical specifications, correspondence, "Invitations to Bid," bid tabulations and bid responses. See also "BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS" and "BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS."
RETENTION: 5 years.
BIOGRAPHICAL FILES
This record series consists of vitas, biographies, photographs and newspaper clippings of employees.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
BUDGET RECORDS: APPROVED ANNUAL BUDGET
This record series consists of the approved annual budget and its amendments. See also "BUDGET RECORDS: SUPPORTING DOCUMENTS," "These records may have archival value."
RETENTION: Permanent.
BUDGET RECORDS: SUPPORTING DOCUMENTS
This record series consists of any supporting documentation supporting budget matters and is filed chronologically. See also "BUDGET RECORDS: APPROVED ANNUAL BUDGET."
RETENTION: 3 years.
BUILDING PLANS
This record series consists of graphic and engineering records that depict conceptual as well as precise measured information essential for the planning and construction of buildings. See also "ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY DRAWINGS."
RETENTION: Retain for life of structure.
CALENDARS
This record series consists of a calendar showing official daily appointments and meetings.
RETENTION: 1 year.
CASE RELATED RECORDS NOT IN THE CUSTODY OF THE CLERK AND /OR NOT IN CASE FILE
This record series includes records that are related to a trial court records as defined in Rule 2.420, Florida Rules of General Practice and Judicial Administration, because they are not filed with the clerk of court and are not included in the court file. These records include, but are not limited to, drug court evaluation and progress reports, mediation reports, deferred prosecution and diversion records, and arbitration reports. Case-related trial court documents may be destroyed or disposed of after a judgment has become final in record accordance with the following schedule:
RETENTION:
CERTIFICATION FORWARD DOCUMENTS
This record series consists of lists of encumbrances to be applied against certified forward money which is money brought forward from the previous fiscal year for goods and services which were not received until the current fiscal year. See also "ENCUMBRANCE RECORDS."
RETENTION: 3 years.
CHILD SUPPORT/ALIMONY DISBURSEMENT RECORDS: DETAIL This series consists of records documenting disbursement of child support or alimony. The series includes, but is not limited to, check registers, check stubs, cancelled checks, cancelled warrants, disbursement ledgers, transaction journals, vendor invoice, refund records and other accounts payable related documentation.
RETENTION: 5 fiscal years
CHILD SUPPORT/ALIMONY DISBURSEMENT RECORDS: SUMMARY
This series consists of records providing summary or aggregate documentation of expenditures or transfers moneys for child support or alimony. The series may include, but is not limited to, trail balance reports, check logs and registers, summary reports, summary journal transactions and other accounts payable summary related documentation.
RETENTION: 10 fiscal years
CHILD SUPPORT/ALIMONY RECEIPT/REVENUE RECORDS: DETAIL
This series consists of records documenting specific receipts/revenues collected for child support or alimony. The series may include, but is not limited to, cash receipts, receipt books, deposit receipts, bank validated deposit slips, depository ledger reports filed with Clerk of Court, transaction journals, refund records, bad check records and other accounts receivable related documentation.
RETENTION: 5 fiscal years
CHILD SUPPORT/ALIMONY RECEIPT/REVENUE RECORDS: SUMMARY
This series consists of records providing summary or aggregate documentation of receipts/revenues collected for child support or alimony. The series may include, but is not limited to, monthly statements of bank accounts, trial balance reports, bank statements, credit and debit card reports, collection balance sheets and other receivable summary related documentation.
RETENTION: 10 fiscal years
COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES
This record series consists of individual complaints received from citizens, consumers or employees. This file may include the name, address, date of complaint, telephone number, the complaint to whom referred and date, action taken and signature of person taking the action.
RETENTION: 1 year.
CONTINUING EDUCATION RECORDS
This record series consists of continuing education records, including records of judicial education.
RETENTION: 2 years.
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY
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, 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
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. See also "CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY."
RETENTION: 5 fiscal years after completion or termination of contract/lease/agreement
CORRESPONDENCE & MEMORANDA: ADMINISTRATIVE
This record series consists of routine correspondence and memoranda of a general nature that is associated with administrative practices but that does not create policy or procedure, document the business of a particular program, or act as a receipt. See also "INFORMATION REQUEST RECORDS." "These records may have archival value."
RETENTION: 3 years.
CORRESPONDENCE & MEMORANDA: PROGRAM AND POLICY DEVELOPMENT
This record series consists of correspondence and memoranda of any nature that is associated with a specific program or the development of policy and procedure. "These records may have archival value."
RETENTION: 5 years.
COURT REGISTRY
This record series consists of records, ledgers and journals showing amounts paid into the Court Registry, held by the Court, and paid out by the Court.
RETENTION: Permanent.
COURT REPORTS
This record series consists of court reports, including SRS, jury management, witness management, uniform case reporting system records, and other statistical court reports.
RETENTION: 3 years.
DEEDS: PROPERTY
This record series consists of property deeds. Series may include appraisals, surveys, and other supporting documents.
RETENTION: Retain as long as property is retained.
DELAYED BIRTH (APPLICATION/CERTIFICATE/AFFIDAVITS, ETC.)
This record series consists of an application signed by a judge for a birth (other than in a hospital usually). This record is filed with the County Court pursuant to Section 382.0195(4)(a), Florida Statutes. Once signed, the application becomes an order. The record copy is sent to Vital Statistics.
RETENTION: Permanent
DIRECTIVES/POLICIES/PROCEDURES
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 judicial branch entity. It includes all memoranda and correspondence generated relating to the policies and procedures which are to be followed by employees. See also "CORRESPONDENCE & MEMORANDA: PROGRAM AND POLICY DEVELOPMENT." "These records may have archival value."
RETENTION: 2 years.
DISASTER PREPAREDNESS DRILLS
This record series consists of the results of disaster preparedness exercises and the supporting documents including scenarios, location of safety related drills, time tables, response times, probable outcomes, areas of difficulties, descriptions of how difficulties were resolved, and areas for improvement. Types of drills include: fire, tornado, safety, hurricane and SARA chemical spills. See also "DIRECTIVES/POLICIES/PROCEDURES" and "DISASTER PREPAREDNESS PLANS."
RETENTION: 3 years.
DISASTER PREPAREDNESS PLANS
This record series consists of disaster preparedness and recovery plans adopted by a judicial branch entity. See also "DIRECTIVE/POLICIES/PROCEDURES."
RETENTION: Retain until obsolete, superseded or administrative value is lost.
DISBURSEMENT RECORDS: DETAIL
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 documentation. Retention is based on s. 95.11(2), F.S., Statute of Limitations on contracts, obligations, or liabilities. See also "DISBURSEMENT RECORDS: SUMMARY," "PURCHASING RECORDS," and "TRAVEL RECORDS."
RETENTION: 5 fiscal years
DISBURSEMENT RECORDS: SUMMARY
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. See also "DISBURSEMENT RECORDS: DETAIL."
RETENTION: 10 fiscal years
DISCIPLINARY CASE FILES
This record series consists of both sustained formal or informal disciplinary cases investigated that allege employee misconduct or violations of department regulations and orders, and state/federal statutes. It includes statements by the employee, witnesses, and the person filing the complaint. "Formal discipline" is defined as disciplinary action involving demotion, removal from office, suspension, or other similar action. "Informal discipline" is defined as any disciplinary action involving written and verbal reprimands, memoranda, or other similar action. This record series also can consist of formal and informal disciplinary cases that were determined as not sustained, unfounded, or exonerated charges. See also "PERSONNEL RECORDS".
RETENTION: 5 years.
DRAFTS AND WORKING PAPERS
This record series consists of documents, correspondence, reports, memos, and other materials in preliminary or developmental form before their iteration as a final product. Drafts may include copies of materials circulated for review for grammar, spelling, and content. Working papers may include notes and miscellaneous documents and materials used in compiling and assembling the final product. Note that some draft documents and working papers may have long-term value; such documents may even have archival or historical value. Such records might be better placed under the record series "Administrator Records: Public Officials/Court Administrators."
RETENTION: Retain until obsolete, superseded or administrative value is lost.
DRUG TEST RECORDS
This record series consists of the positive or negative results of a drug test under the Drug Free Workplace Act or as required for CDL or other drivers under US DOT regulations as well as records related to canceled tests. This series might include documents generated in decisions to administer reasonable suspicion or post-accident testing, or in verifying the existence of a medical explanation of the inability of the driver to provide adequate breath or to provide a urine specimen for testing. In addition, the case file could include: the employer's copy of an alcohol test form, 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 taken; and final clearance to resume working. This record series can also consist of documentation, including memorandum and correspondence, related to an employee's refusal to take or submit samples for an alcohol and/or controlled substances test(s).
RETENTION: 5 years.
ELECTRONIC FUNDS TRANSFER RECORDS
This record series consists of documentation necessary to establish and maintain the electronic transfer of funds from one financial institution to another. The documentation may include, but is not limited to: an agreement between the two parties; a form which lists both institutions' names, their routing numbers, the name of the account holder, and the account's authorizing signature; a canceled deposit slip or check; and the paperwork for the termination of service or transfer of service to a new institution. This series does not include the paperwork on a specific individual deposit or payment.
RETENTION: 5 fiscal years
ELECTRONIC RECORDS SOFTWARE
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 to an audit process.
RETENTION: Retain as long as there are software dependent records.
EMPLOYEE PRE-COUNSELING RECORDS
This record series consists of material and supporting documentation which provide documentation of initial contact with an employee regarding incidents which may or may not lead to disciplinary action. This series is not considered in and of itself a part of the employee discipline record.
RETENTION: 1 year.
EMPLOYMENT EXAMINATION RECORDS
This record series consists of test plans, announcements, grades, grading scales, keyed exams, test monitor's list of candidates, any research toward the development of the tests, and any other selection or screening criteria. See "PERSONNEL RECORDS" and "RECRUITMENT & SELECTION PACKAGES."
RETENTION: 4 anniversary years
ENCUMBRANCE RECORDS
This record series consists of documents and reports which document funds that have been encumbered. See also "CERTIFICATION FORWARD DOCUMENTS."
RETENTION: 3 years.
ENDOWMENTS, BEQUESTS AND TRUST FUND RECORDS
This record series consists of creating, establishing or contributing to endowments, bequests and trust fund records. "These records may have archival value."
RETENTION: Permanent.
ENVIRONMENTAL REGULATION RECORDS
This record series consists of permits, reviews, supporting documents and correspondence resulting from environmental regulation requirements.
RETENTION: 5 years.
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS This record series consists of EEO-5 and supporting documents, reviews, background papers and correspondence relating to employment papers and correspondence relating to employment statistics (race, sex, age, etc.). See also "AFFIRMATIVE ACTION RECORDS."
RETENTION: 4 anniversary years after final action
EQUIPMENT/VEHICLE MAINTENANCE RECORDS
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. See also "VEHICLE RECORDS."
RETENTION: 1 fiscal year after disposition of equipment.
EQUIPMENT/VEHICLE USAGE RECORDS
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. See also "VEHICLE RECORDS."
RETENTION:
EXPENDITURE PLANS: CAPITAL
This record series consists of capital improvement expenditure plans.
RETENTION: Permanent.
FACILITY RESERVATION/RENTAL RECORDS
This record series consists of forms generated in the process of renting or scheduling a public meeting hall or room, conference site, to a citizen or family, private organization, or other public agency. These forms include, but are not limited to, name of renter, renter's address and telephone number, method of payment, acknowledgment of rules, liability, damage waivers, and the date and time of the rental as well as what facility or portion of a facility is to be reserved. These forms may contain a check number, corresponding receipt number, an amount as well as deposit information. There may also be a floor plan denoting the desired arrangement of tables or chairs as requested by the renter.
RETENTION: 5 fiscal years
FEASIBILITY STUDY RECORDS
This record series consists of working papers, correspondence, consulting firm reports and management committee reports investigating various projects of the judicial branch entity.
RETENTION: 3 years.
FEDERAL AND STATE TAX FORMS/REPORTS
This record series consists of W-2 Forms, W-4 Forms, W-9 Forms, 940 Forms, 941-E Forms, 1099 Forms, 1099 Reports and UTC-6 Forms. The retention period mentioned below for the record (master) copy was established pursuant to Section 26 CFR 31.6001-1(2).
RETENTION: 4 calendar years.
GENERAL LEDGERS: ANNUAL SUMMARY
This record series consists of ledgers containing accounts to which debits and credits are posted from supporting documents of original entry. It includes all permanent ledger entries.
RETENTION: Permanent.
GRAND JURY NOTES
This record series consists of stenographic records, notes, and transcriptions made by the court reporter or stenographer during the grand jury session. These records are normally kept in a sealed container and are not subject to public inspection pursuant to Section 905.17(1), Florida Statutes. A Court order must be obtained for disposition.
RETENTION: 10 years from closing of session.
GRAND JURY RECORDS
This record series consists of jury summons, requests for recusal, juror payments, information to jurors' employers, lists of jurors, juror questionnaires, and other records related to a grand jury. This record series includes records related to a grand jury and the statewide grand jury.
RETENTION: 2 years.
GRANT FILES
This record series consists of financial, management and any other related material which is generated subsequent to application for or expenditure of grant funds. These files include all applications, supporting documentation, contracts, agreements, and routine reports. Check with applicable grant agency for any additional requirements. Project completion has not occurred until all reporting requirements are satisfied and final payments have been received. See also "PROJECT FILES: FEDERAL", and "PROJECT FILES: NONCAPITAL IMPROVEMENT". "These records may have archival value."
RETENTION: 5 fiscal years after completion of project.
GRIEVANCE FILES (EMPLOYMENT)
This record series consists of records of all proceedings in the settlement of disputes between employer and employee. See also "PERSONNEL RECORDS."
RETENTION: 3 years.
HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/ EXPOSURE
This record series consists of medical records of employees who may have or did come into contact with blood or other potentially hazardous materials. These confidential records include the employee's name, social security number, hepatitis B vaccination status including the dates of testing, results of examinations, medical testing, and follow up procedures, a copy of the healthcare professional's written opinion, a list of complaints which may be related to the exposure, and a copy of information provided to the healthcare professional. This record series can also consist of documents which record the exposure or possible exposure of an employee to a blood borne pathogen, contagion, radiation and chemicals above the acceptable limits or dosage. These documents may include 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. Please refer to 20 CFR 1910.1030.
RETENTION: 30 years after termination, retirement, or separation from employment.
INCIDENT REPORTS
This record series consists of reports of incidents which occur at a public facility or on publicly owned property. It may include alarm malfunctions, suspicious persons, maintenance problems, or any other circumstance that should be noted for future reference or follow up.
RETENTION: 4 years.
INFORMATION REQUEST RECORDS
This record series consists of correspondence accumulated in answering inquiries from the public. See also "CORRESPONDENCE & MEMORANDA: ADMINISTRATIVE."
RETENTION: 1 year.
INSPECTION RECORDS: FIRE/SECURITY/SAFETY
This record series consists of inspection reports for fire, security, and safety.
RETENTION: 4 years.
INSPECTION REPORTS: FIRE EXTINGUISHER (ANNUAL)
This records series consists of annual fire extinguisher inspection reports.
RETENTION: 1 anniversary year or life of equipment, whichever is sooner.
INSURANCE RECORDS
This record series consists of all policies, claim filing information, correspondence and claims applications made by an agency, premium payment records which includes fire, theft, liability, medical, life, etc. on agency's property or employees. The record series also consists of a list of any insurance carriers and the premium payment amounts paid to them.
RETENTION: 5 years after final disposition of claim or expiration of policy.
INVENTORY RECORDS: PHYSICAL
This record series consists of all information regarding the physical inventory of all Operating Capital Outlay (O.C.O.) items which require an identification number and tag. Included in these reports are items sold through the auctions process as well as the Fixed Inventory Report showing all property owned by the judicial branch entity. See also "SUPPLY RECORDS."
RETENTION: 3 years.
JQC - JUDICIAL FINANCIAL DISCLOSURE FORMS
This record consists of all financial disclosure forms filed by the judiciary with the Judicial Qualifications Commission.
RETENTION: 10 years.
JQC - JUDICIAL COMPLAINTS
This record consists of individual complaints received from citizens, judges, or lawyers against members of the judiciary.
RETENTION: 3 years if complaint summarily dismissed. For the lifetime of the judge against whom the complaint has been filed in all other cases.
JUROR NOTES
Juror notes shall consist of any written notes taken by jurors during civil or criminal trials.
RETENTION: Immediate destruction upon issuance of a verdict or if the trial ends prematurely as a result of a mistrial, plea, or settlement.
JURY RECORDS
This record series consists of jury summons, requests for recusal, juror payments, information to jurors' employers, lists of jurors, juror questionnaires, and other records related to the jury pool. This record series includes records related to petit juries.
RETENTION: 2 years.
KEY AND BADGE ISSUANCE RECORDS
This record series consists of the key control system which includes receipts for keys and security or identification badges issued by employees. See also "VISITOR LOGS."
RETENTION: Retain as long as employee is employed.
LAW OFFICE MANAGEMENT ASSISTANCE SERVICE RECORDS
This record series consists of all materials in connection with consultations or advice given in the course of office management assistance services provided to an attorney, legal office, or law firm.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
LEAVE TRANSACTION REPORTS
This record series consists of the printed record generated through COPES of the total hours used and the accrual earned during a pay period. It also consists of the leave balances of vacation, sick and compensatory leave for all employees in the agency.
RETENTION: 3 years.
LEGISLATION RECORDS
This record series consists of proposed legislation for the Florida Legislature and all supporting documentation, analysis or tracking information. "These records may have archival value."
RETENTION: Retain until obsolete, superseded or administrative value is lost.
LIBRARY CIRCULATION RECORDS
This record series consists of the transactions devised to make library materials and equipment available to the entire library clientele. Also, includes delinquent records and charges, copies of incoming and outgoing interlibrary loan requests for books, magazine articles, microfilms, renewals and subject searches.
RETENTION: 3 years.
LITIGATION CASE FILES
This record series consists of legal documents, notes, reports, background material, etc. created in the preparation of handling legal disputes involving a judicial branch entity. See also, "OPINIONS: LEGAL (ATTORNEY)," and "OPINIONS: LEGAL (SUPPORTING DOCUMENTS)."
RETENTION: 5 years after case closed or appeal process expired.
MAIL: UNDELIVERABLE FIRST CLASS
This record series consists of mail from any judicial branch entity, returned due to an incorrect address or postage. See also "MAILING LISTS" and "POSTAGE RECORDS."
RETENTION: 1 year.
MAILING LISTS
This record series consists of mailing lists. See also "MAIL: UNDELIVERABLE FIRST CLASS" and "POSTAGE RECORDS."
RETENTION: Retain until obsolete, superseded or administrative value is lost.
MANAGEMENT SURVEYS/STUDIES: INTERNAL
This record series consists of the raw data and work papers for any survey conducted to study management issues such as client/patron/employee satisfaction and service improvement. This data may include survey response cards, the results of telephone polls, tally sheets, opinion cards for suggestion boxes, and other records related to the study of internal operations. This does not include a consultant report. The final computation of the data is produced as a survey report and may be scheduled either as part of a feasibility study, project case file, or an operational/statistical report - depending on the nature and depth of the survey/study.
RETENTION: 1 year after final data or report released.
MATERIALS SAFETY RECORDS
This record series consists of a list of toxic substances to which an employee is, has been or may be exposed to during the course of their employment with an employer who manufacturers, produces, uses, applies or stores toxic substances in the work place.
RETENTION: 30 years.
MEMORANDA - LEGAL: COURT'S DECISION-MAKING
This record series consists of memoranda, drafts or other documents involved in a court's judicial decision-making process.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
MINUTES: OFFICIAL MEETINGS
This record series consists of the minutes of meetings convened to establish policy or precedent and includes meetings of the Board of Governors of The Florida Bar and The Florida Board of Bar Examiners, and court administrative conferences. See also "MINUTES: OTHER MEETINGS" and "MINUTES: OFFICIAL MEETINGS (AUDIO/VISUAL RECORDINGS)." "These records may have archival value."
RETENTION: Permanent.
MINUTES: OFFICIAL MEETINGS (AUDIO/VISUAL RECORDINGS) This record series consists of official audio and video recordings of meetings. See also, "MINUTES: OTHER MEETINGS."
RETENTION: Until minutes are prepared.
MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS) This record series consists of the agenda and supporting documents for official meetings. See also "MINUTES: OTHER MEETINGS" and "MINUTES: OFFICIAL MEETINGS (AUDIO/VISUAL RECORDINGS)."
RETENTION: 3 years.
MINUTES: OTHER MEETINGS
This record series consists of minutes from all meetings which are not included in "MINUTES: OFFICIAL MEETINGS."
RETENTION: 1 year.
MONTHLY DISTRIBUTION OF FINES
This record series consists of monthly reports, prepared by the clerk, of all fines imposed under the penal laws of the state and the proceeds of all forfeited bail bonds or recognizance which are paid into the fine and forfeiture fund. The report contains the amount of fines imposed by the court and of bonds forfeited and judgments rendered on said forfeited bonds, and into whose hands they had been paid or placed for collection, the date of conviction in each case, the term of imprisonment, and the name of the officer to whom commitment was delivered.
RETENTION: 3 fiscal years.
NEWS RELEASES
This record series consists of news releases distributed by the judicial branch entity and news releases received from other offices for informational purposes. See also "PUBLIC INFORMATION CASE FILES" and "PRE-PUBLICATIONS AND MEDIA ITEM RECORDS." "These records may have archival value."
RETENTION: 90 days.
OPERATIONAL AND STATISTICAL REPORT RECORDS: OFFICE
This record series consists of daily, weekly, monthly, biannual, and annual narrative and statistical reports of office operations made within and between judicial branch entities. Also included in this series are activity reports demonstrating the productivity of an employee or the work tasks completed for a period of time (hourly/daily/weekly).
RETENTION: Retain until obsolete, superseded or administrative value is lost.
OPINIONS: ETHICS
This record series consists of advisory ethical opinions issued by the appropriate committee in response to an inquiry from a regulated person or entity. "These records may have archival value."
RETENTION: Permanent.
OPINIONS: ETHICS (SUPPORTING DOCUMENTS)
This record series consists of supporting documents relating to advisory ethical opinions.
RETENTION: 3 years.
OPINIONS: LEGAL (ATTORNEY)
This record series consists of written opinions of lasting significance establishing policy or precedent answering legal questions involving questions of interpretation of Florida or federal law. This does not include memoranda, drafts or other documents involved in a court's judicial decision-making process. See also "CORRESPONDENCE & MEMORANDA: PROGRAM AND POLICY DEVELOPMENT", "LITIGATION CASE FILES," "MEMORANDA - LEGAL" and "OPINIONS: LEGAL (SUPPORTING DOCUMENTS)." "These records may have archival value."
RETENTION: Permanent.
OPINIONS: LEGAL (SUPPORTING DOCUMENTS)
This record series consists of the supporting documentation to the opinions that answer legal questions involving questions of interpretation of Florida or Federal law. See also "LITIGATION CASE FILES" and "OPINIONS: LEGAL (ATTORNEY)."
RETENTION: 3 years.
ORDERS: ADMINISTRATIVE
This record series consists of administrative orders as defined in Rule of General Practice and Judicial Administration 2.020(c).
RETENTION: Permanent.
ORGANIZATION CHARTS
This record series consists of organizational charts that show lines of authority and responsibility within and between judicial branch entities. See also "DIRECTIVES/POLICIES/PROCEDURES."
RETENTION: Retain until obsolete, superseded or administrative value is lost.
OTHERWISE UNCATEGORIZED RECORDS
This record series consists of all records which are not otherwise specified in this schedule.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
PARKING DECAL/PERMIT RECORDS
This record series consists of parking applications for automobile and motor bike decals for employees. See also "VEHICLE RECORDS."
RETENTION: 2 years.
PAYROLL RECORDS
This record series consists of the following: a form used by staff to rectify errors in payroll processing including: wrong name, incorrect deductions or salary, inaccurate tax information, or other problems; forms authorizing direct deductions for insurance, union dues, credit unions, savings bonds, charitable contributions, deferred compensation, day care, etc.; any payroll record posted to the employee's applicable retirement plan, in any format (plus indices, if applicable), which are used to document payment for retirement or other purposes during an employee's duration of employment and also lists each rate(s) of pay changes.
RETENTION: 4 years.
PAYROLL RECORDS: REGISTERS (POSTED)
This record series consists of records posted to the employee's retirement plan, in any format (plus indexes, if applicable), which are used to document payment for retirement or other purposes during an employee's duration of employment and also lists each rate of pay. Please note that the information in this record series should be posted to an applicable retirement plan. See also other "PAYROLL RECORDS" and "SOCIAL SECURITY CONTROLLED SUMMARY RECORDS."
RETENTION: 4 years.
PERSONNEL RECORDS
This record series consists of an application for employment, resume, personnel action reports, directly related correspondence, oath of loyalty, fingerprints, medical examination reports, performance evaluation reports, worker's compensation reports, and other related materials. See also "EMPLOYMENT EXAMINATION RECORDS," "DISCIPLINARY CASE FILES," and other "PERSONNEL RECORDS."
RETENTION: 25 years after separation or termination of employment.
PERSONNEL RECORDS: LOCATOR
This record series consists of a log or card of where to locate personnel including name of individual, location to be found, date, address, emergency contact and other general information.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
PERSONNEL RECORDS: OPS/TEMPORARY EMPLOYMENT
This record series consists of all information relating to each O.P.S. or temporary employee within each judicial branch entity. Also, records may include an employment application, resume, personnel action forms and any correspondence relating to that individual. Temporary employment may include personnel from a local employment agency. See also "EMPLOYMENT EXAMINATION RECORDS," DISCIPLINARY CASE FILES," and other "PERSONNEL RECORDS."
RETENTION: 3 years.
PETTY CASH DOCUMENTATION RECORDS
This record series consists of receipts, bills and monthly balances indicating amount needed for replenishing this revolving account.
RETENTION: 3 years.
POSITION DESCRIPTION RECORDS
This record series consists of specifically assigned duties and responsibilities for a particular position, including percentage breakdown of duties.
RETENTION: 2 years after superseded.
POSTAGE RECORDS
This record series consists of a detailed listing showing the amount of postage used, date, unused balance and purpose. See also "MAILING LISTS" and "MAIL: UNDELIVERABLE FIRST CLASS."
RETENTION: 3 years.
PRE-PUBLICATIONS AND MEDIA ITEM RECORDS
This record series consists of records used to generate publications such as catalogs, pamphlets and leaflets and other media items including rough, blue lined, and final copies. See also "NEWS RELEASES" and "PUBLIC INFORMATION CASE FILES".
RETENTION: Retain until receipt of final copy.
PROCLAMATIONS/RESOLUTIONS
This record series consists of an expression of a governing body or public official concerning administrative matters, an expression of a temporary character or a provision for the disposition of a particular item of the administrative business of a governing body or judicial branch entity. See also, "DIRECTIVES/POLICIES/PROCEDURES." "These records may have archival value."
RETENTION: Permanent.
PROCLAMATIONS/RESOLUTIONS: SUPPORTING DOCUMENTS This record series consists of documents that were used to prepare a proclamation or resolution. See also "PROCLAMATIONS/RESOLUTIONS" and "DIRECTIVES/POLICIES/PROCEDURES."
RETENTION: 3 years.
PROGRAM/SUBJECT/REFERENCE FILES
This record series may contain correspondence, reports, memoranda, studies, articles, etc. regarding topics of interest to or addressed by a judicial branch entity. See also, "ADMINISTRATIVE RECORDS: PUBLIC OFFICIALS/COURT ADMINISTRATORS".
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
PROJECT FILES: CAPITAL IMPROVEMENT
This record series consists of correspondence or memoranda, drawings, resolutions, narratives, budget revisions, survey information, change orders, computer runs and reports all pertaining to capital improvement projects, construction and contract specifications for various proposed projects sent out for bid. See also "PROJECT FILES: FEDERAL," and "PROJECT FILES: NON-CAPITAL IMPROVEMENT."
RETENTION: 10 years
PROJECT FILES: FEDERAL
This record series consists of original approved project contracts, agreements, awards, and line-item budgets, budget amendments, cash requests, correspondence and audit reports. See also "GRANT FILES" and "PROJECT FILES: CAPITAL IMPROVEMENT."
RETENTION: 5 years.
PROJECT FILES: NON-CAPITAL IMPROVEMENT
This record series consists of correspondence or memoranda, drawings, resolutions, narratives, budget revisions, survey information, change orders, computer runs and reports all pertaining to projects in progress, construction and contract specifications for various proposed projects sent out for bid. See also "GRANT FILES," "PROJECT FILES: CAPITAL IMPROVEMENT," and "PROJECT FILES: FEDERAL."
RETENTION: 5 years.
PROPERTY TRANSFER FORMS
This record series consists of all capital and non-capital property transfer forms to declare surplus or transfer to another unit of local or state government. This series does not include real property transfers.
RETENTION: 1 year.
PUBLIC INFORMATION CASE FILES
This record series consists of speeches and drafts, contact prints, negatives, enlargements from negatives and transparencies created as illustrations in publications or as visual displays of activities of the judicial branch entity. See also "NEWS RELEASES," and "PRE-PUBLICATIONS AND MEDIA ITEM RECORDS." "These records may have archival value."
RETENTION: 90 days.
PUBLIC PROGRAM/EVENT RECORDS: CONTRACTED
This record series consists of case files of events or programs which are available to the public or segments of the public. Files may include copies of contracts or agreements, participant or performer information, program details and arrangements, photo or video tapes. See also "PUBLIC PROGRAM/EVENT RECORDS: NON-CONTRACTED."
RETENTION: 5 years.
PUBLIC PROGRAM/EVENT RECORDS: NON-CONTRACTED
This record series consists of case files of events or programs which are available to the public or segments of the public. Files may include copies of contracts or agreements, participant or performer information, program details and arrangements, photo or video tapes. See also "PUBLIC PROGRAM/EVENT RECORDS: CONTRACTED."
RETENTION: 3 years.
PURCHASING RECORDS
This record series consists of a copy of the purchase order which is retained by the originating office while another is sent by the purchasing office to 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. See also "DISBURSEMENT RECORDS: DETAIL."
RETENTION: 5 fiscal years
RECEIPT/REVENUE RECORDS: DETAIL
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 not limited 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 s. 95.11(2), F.S., Statute of Limitations on contracts, obligations, or liabilities. See also "RECEIPT/REVENUE RECORDS: SUMMARY."
RETENTION: 5 fiscal years provided applicable audits have been released.
RECEIPT/REVENUE RECORDS: SUMMARY
This series consists of records providing summary or aggregate documentation of receipts/revenues collected by an agency. The series may include, but is not limited 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. See also "RECEIPT/REVENUE RECORDS: DETAIL."
RETENTION: 10 fiscal years provided applicable audits have been released.
RECEIPTS: REGISTERED AND CERTIFIED MAIL
This record series consists of receipts for registered and certified mail sent out or received by a particular judicial branch entity. See also "MAIL: UNDELIVERABLE FIRST CLASS," and "POSTAGE RECORDS."
RETENTION: 1 year.
RECRUITMENT & SELECTION PACKAGES
This record series consists of all records which document the selection process and justify the selection process and justify the selection decision including: details of the job analysis and identification of the knowledge, skills and abilities necessary to perform the job; application forms and/or resumes for employment including demographic data of applicants including but not limited to race, sex, age and veteran status; list of all applicants' name and ratings or rankings (if applicable) for each selection technique; description of the selection process; selection techniques used, including samples, supplemental applications, etc.; the current position description; the names and titles of all persons administering the selection process or participating in making selection decisions; the job opportunity announcement and any other recruitment efforts; and other information that affects the selection decisions. See also "EMPLOYMENT EXAMINATION RECORDS".
RETENTION: 4 anniversary years after personnel action and any litigation is resolved.
SALARY COMPARISON REPORTS
This record series consists of a report which is distributed and provided for reference purposes only. This data is compiled from records located in the Personnel Office.
RETENTION: 1 year.
SALARY SCHEDULES
This record series consists of a pay grade comparison chart or log indicating the salary classification for each position.
RETENTION: 10 years.
SEARCH COMMITTEE RECORDS
This record series consists of minutes, reports, vitas, resumes, interview score sheets, interview results, list of priority hires, a personnel requisition, references of applicants and the affirmative action compliance report.
RETENTION: 180 days
SEARCH WARRANTS SERVED: NO ARREST/NO CASE FILED This record series consists of the original affidavit for search warrant, search warrant and return of the search warrant. Series may also include property inventory and receipt, if any property was obtained. After execution of the warrant it is filed with the Clerk of Court as served with no arrest having been made. Since no court case is generated, these are kept as a separate record series.
RETENTION: 1 year after date of return.
SOCIAL SECURITY CONTROLLED SUMMARY RECORDS
This record series consists of a judicial branch entity's copy of the State's FICA report mailed to the Division of Retirement. Report lists the total taxable wages plus the amount withheld from employee wages plus employer's contribution. See also "PAYROLL RECORDS."
RETENTION: 4 calendar years after due date of tax.
STATE AUTOMATED MANAGEMENT ACCOUNTING SYSTEM (SAMAS) REPORTS
This record series consists of reports of all updated transactions entered into the system and a financial statement for each month for all divisions of judicial branch entities.
RETENTION: 3 years.
STATE AWARDS AND RECOGNITION FILES
This record series consists of data relating to the State Meritorious Service Awards Program. File contains employee suggestion forms (Form DMS/EPE.AWP01), evaluations, adoption forms and payment records. It also contains Superior Accomplishment nomination forms and payment records. Summary information submitted to the Department of Management Services for Annual Workforce Report (Form DMS/EPE.AWP02) is also contained in this record series.
RETENTION: 3 years.
SUPPLY RECORDS
This record series consists of documentation of a perpetual inventory of expendable supplies located in a central supply office for use by judicial branch entity employees. Included in this series is a listing of all available supplies which is distributed periodically or upon request. See also "INVENTORY RECORDS: PHYSICAL."
RETENTION: 3 years.
SURVEILLANCE VIDEO TAPES
This record series consists of surveillance video tapes created to monitor activities occurring both within and outside of public buildings. This tape may play an integral part in prosecution or disciplinary actions.
RETENTION: 30 days, then erase and reuse provided any necessary images are saved.
TELEPHONE CALL RECORDS: LONG DISTANCE
This record series consists of documentation and logs of separately billed long distance telephone service.
RETENTION: 1 year.
TRAINING MATERIAL RECORDS
This record series consists of materials used in training, such as films, slides, commentaries, manuals, workbooks and other related items. This records series does not include individual training records.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
TRAINING RECORDS: EMPLOYEE
This record series consists of a record for each employee which may include all educational and training records of the employee. See also "PERSONNEL RECORDS."
RETENTION: 3 years.
TRANSITORY MESSAGES
This record series consists of those records that are created primarily for the communication of information, as opposed to communications designed for the perpetuation of knowledge. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. The informal tone of transitory messages might be compared to the communication that might take place during a telephone conversation or a conversation in an office hallway. Transitory messages would include, but would not be limited to: E-mail messages with short-lived, or no administrative value, voice mail, self-sticking notes, and telephone messages.
RETENTION: Retain until obsolete, superseded or administrative value is lost.
TRAVEL RECORDS
This record series consists of records required to support reimbursement of expenses incurred during official travel.
RETENTION: 5 fiscal years.
UNCLAIMED PROPERTY RECORDS
This record series consists of forms required by the State Comptroller's Office for the registration of abandoned tangible or intangible property. These forms are required under Chapter 717 of the Florida Statutes. The judicial branch entity holding the unclaimed property is to maintain a list of the specific type of property, amount, name, and last known address of the owner.
RETENTION: 5 years after the property becomes reportable.
UNEMPLOYMENT COMPENSATION RECORDS
This record series consists of reports submitted to the State on a quarterly basis stating the name of each employee, employee number, amount of wages paid during quarter subject to unemployment benefits, social security number, number of weeks covered and other pertinent information which is retained by the State for determination of unemployment benefits due to applicants for same. Also includes, receipts and statements of charges.
RETENTION: 5 fiscal years.
VEHICLE ACCIDENT REPORTS
This record series consists of reports of employees that are involved in accidents in a judicial branch entity vehicle or in their own vehicle during the course of official business. See also "VEHICLE RECORDS."
RETENTION: 4 anniversary years.
VEHICLE RECORDS
This record series consists of all pertinent records pertaining to each vehicle owned by the judicial branch entity. The records usually consist of the 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. See also "VEHICLE ACCIDENT REPORTS."
RETENTION: 1 year after disposition of vehicle.
VENDOR FILES
This record series consists of vendor invoices for items purchased or leased, received and paid for.
RETENTION: 3 years.
VISITOR LOGS
This record series consists of records documenting employees' and visitors' entrance into a judicial branch entity's building during and after office hours. See also "KEY AND BADGE ISSUANCE RECORDS."
RETENTION: 30 days.
WIRE AND ORAL COMMUNICATIONS: APPLICATIONS, ORDERS AND AUDIO RECORDINGS
This record series consists of applications for an order authorizing the interception of a wire or oral communications and orders granted pursuant to Chapter 934, Florida Statutes. Also included are original recordings of the contents of any wire or oral communication made pursuant to Section 934.09, Florida Statutes. They shall not be destroyed except upon an order of the issuing or denying judge, or that judge's successor in office, and in any event shall be kept for ten (10) years.
RETENTION: 10 years (upon permission of the Court).
WITNESS SUBPOENAS/LISTS
This record series consists of subpoena lists that may be used to establish witness payments.
RETENTION: 3 years.
WORK ORDERS
This record series consists of information reflecting the individual history of major or minor maintenance or services requiring a work order request. 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 "EQUIPMENT/VEHICLE MAINTENANCE RECORDS."
RETENTION: 3 years.
WORK SCHEDULES
This record series consists of any scheduling documentation for shift or part time employees. These records may include hours scheduled to work, the switching of hours with another employee, the location or route of work assignment, and anticipated starting and ending times.
RETENTION: 1 year.
WORKERS' COMPENSATION RECORDS
This record series consists of the first report of injury and the employer's supplemental reports including, if used, OSHA Form No. 200 as well as its predecessor forms No. 100 and 102 and OSHA Form No. 101. These records are created pursuant to Florida Statutes Section 440.09 and OSHA standards 1904.2, 1904.4, and 1904.5.
RETENTION: 5 years.
Fl. R. Gen. Prac. Jud. Admin. JUDICIAL BRANCH RECORDS RETENTION SCHEDULE FOR ADMINISTRATIVE RECORDS