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Internal Management Memoranda

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.40-18 (Revised)

SUBJECT: IFAS: Policy and Procedure for Retention, Disposal and Inspections of Public Records

1. Administrative Rules -- Justification for University Records Management
   1. Chapters 119 and 257, Florida Statutes, require every agency to establish a program for the retention, disposal, and inspection of public records as defined in 119.011(1), Florida Statutes, and to cooperate with the Division of Library and Information Services in that endeavor.

   2. Chapter 257 requires every state agency to designate a Records Management Liaison Officer (RMLO) to coordinate records retention and destruction with the Division of Library and Information Services. The University Records Manager serves as the Records Management Liaison Officer for the University of Florida. The University RMLO directs the University's Records Management Program, and is directly responsible for the development and implementation of records management services at the University of Florida.

   3. An Administrative Structure for Records Management, consisting of Vice Presidential Records Management Liaisons (VPRML) assist the University RMLO in coordinating records management services in each area. The VPRML coordinates workshops, advises the University RMLO on types of training needed, and provides assistance in records management throughout the Vice Presidential area. The IFAS Records Administrator currently acts as IFAS VPRML.

2. IFAS Records Center
   1. The Records Administrator, currently located at IFAS Building 440, assigns space and reasonable protection to the records warehoused in the IFAS Records Center. In this way, the Records Center acts as a service bureau for unit records. The IFAS Records Center stores records that have long retention periods, those awaiting microfilming, and when space permits, those fiscal and administrative records that individual units can no longer store.

   2. The Records Administrator assigns each record series stored at the IFAS Records Center an alpha-numeric code based on the unit of origin. This code is used to track records while located at the center and to speed retrieval of the records.

   3. The ORIGINAL BOX TRANSMITTAL FORM (REC 001 01-90) EXHIBIT A, is used to transfer records from the creating unit to the Records Center. This form is obtained from the Records Administrator in Building 440. Units considering transfer of records should contact the Records Administrator before requesting the form. Completed Form REC 001 should be mailed to the Records Administrator at which time the information will be put into the computer. The Records Administrator will arrange to have the records transferred and a copy of Form REC 001 will be returned to the unit with the alpha-numeric code written on it. This code can then be used by the unit should it become necessary to retrieve those records at a later time.

   4. The RECORDS REQUEST FORM (REC 003 7-87) EXHIBIT B, is used by the creating unit to retrieve records located at the Records Center. Units requesting original records from the IFAS Records Center generated by another unit must go through the originating unit. For example, if a unit requests a purchase order with payment back-up, they must make the request through IFAS Accounts Payable.

3. Microfilm Service (IFAS Records Center)
   1. Any microfilming requested by IFAS units must be evaluated by the Records Administrator before a commitment to microfilm can be given. Microfilm guidelines are as follows:
      1. Records must be properly identified as to their fiscal, legal, or administrative value.

      2. All records must have a retention period assigned to them.

      3. Records must be properly prepared (staples, paper clips removed, etc.) and ordered for filming.

   2. Records with a retention of less than 10 years will be judged for microfilming on the following criteria:
      1. Amount of records and the office space they occupy.

      2. Retrieval rate and convenience of microfilm versus hard copy.

      3. Unusual circumstances, such as long-term grants.

      4. Whether the record has been disgnated as Vital.

   3. According to Chapter 1B-26 FS, any record with a retention period of less than 10 years must have a cost benefit analysis prepared to "insure that the project or system contemplated is cost effective."

4. Archival Records

   The IFAS Records Center also stores records that may have archival significance to the University. These records are awaiting transfer to the University Archives. Units are advised to notify the Records Administrator if they have records they believe are archival. The Records Administrator will take proper action to enlist the services of the University Archivist in appraising their merits to be retained as archival records. To relieve the units of valuable office space, IFAS archival records can be transmitted to the IFAS Records Center where they will await accessioning by the University Archivist.

5. Retention Scheduling
   1. All IFAS records should be scheduled under the General Records Schedule for State Agencies (A-1), IFAS Records Retention Schedule #121, or the Personnel General Schedule #168.

   2. Records not found on these schedules must be given a retention period before destruction as specified by Chapter 1B-24, Florida Statutes.

   3. The IFAS Records Administrator, as well as the University Records Manager, are available to assist units in scheduling those records needing retention schedules.

   4. All records retention schedules can be obtained from the IFAS Records Administrator, as well as Forms 105 and 106.

6. Destruction of Records
   1. Before records may be destroyed, a Form 107, Records Destruction Request, must be filed with the University Records Manager.

   2. The completed Records Destruction Request will be reviewed by the University Records Manager, the University Archivist, and the Office of General Counsel before being sent to the Division of Library and Information Services.

   3. Approved Records Destruction Requests will be sent back to the originating unit of the IFAS Records Center. Only at this time may the records be destroyed.

   4. Instructions for the destruction of records, as well as Forms 107 and 108, may be obtained from the IFAS Records Administrator.

   5. Units are required to retain a signed copy of the approved completed Records Destruction Request in a permanent file.

   6. The IFAS Records Administrator, as well as the University Records Manager, are available to assist units in questions regarding the destruction of records.