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Date: 09/26/91 Revision: 06/13/22 Reviewed: 04/17/23 HILLSBOROUGH COUNTY SHERIFF’S OFFICE CHAD CHRONISTER , SHERIFF STANDARD OPERATING PROCEDURE Number: GEN 118.00 Page: 1 of 5 SUBJECT: RECORDS SECURITY, STORAGE, DESTRUCTION, AND DISPOSITION I. PURPOSE : The purpose of this standard operating procedure is to define guidelines for the security, storage, destruction, and disposition of Sheriff’s Office records and files consistent with Florida Statutes regarding public records laws. II. SCOPE : This procedure shall apply to all Sheriff's Office personnel regarding the confidentiality, availability, access , and security of records maintained by the Sheriff’s Office. III. DISCUSSION : Access to records should be limited in order to maintain security and to comply with Florida Statute. IV. DEFINITIONS : A. Availability - The right to examine or to obtain copies of public records is limited to reasonable times of day. In cases where public records are not readily available, appointments to examine or reproduce the records may be scheduled at reasonable times. B. Criminal Intelligence Information - Informatio n concerning an identifia ble person or group of persons, collected by a criminal justice agency in an effort to anticipate, prevent, or monitor possible criminal activity. Such information is considered active as long as it is related to intelligence gathering conducted with a re asonable good faith belief that it will lead to the detection of ongoing or reasonably anticipated criminal activity . C. General Records Schedule GS1 SL - The guide that establishes the retention period for local government agency records. D. General Records Schedule GS2 - The guide that establishes the retention period for law enforcement records. E. General Records Schedule GS4 - The guide that establishes the retention period for public hospitals, health care facilities, and medical provide rs. F. Public Records - Documents, letters, maps, books, tapes, films, photographs, sound recordings, or other material, regardless of physical form or characteristics, made or received pursuant to law or in the transaction of official business by any sta te, county , or municipal agency in Florida. G. Record Series - 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. * H. Records Custodian - The appointed person , or designee , charged with the responsibility of ensuring that all retention requirements have been met prior to disposition of official records. GEN 118.00 06/13/22 Page 2 of 5 I. Records Disposition Document Form - This form is submitted to the Records Custodian for approval before disposal of records. J. Records Management Liaison Officer - An individual designated by the Sheriff’s Office that serves as a contact person to the Division of Library and Information Services, Bureau of Archives and Records Management. K. Records Retention Schedule Form - This form is used to schedule (when necessary, establish categories for) records with the Florida Department of State, Division o f Library and Information Services, and Bureau of Archives and Records Management. L. Retention Period - The minimum amount of time a particular record mus t be retained. M. Right to Access - Florida Law provides that all state, county , and municipal records (except certain confidential records) be open for personal inspection by any citizen. V. RECORDS SECURITY AND DISPOSITION PROCEDURE : A. Confidential Records - The following information is not all -inclusive , but shall be considered confidential and/or exempt from public inspection and examination as defined by Florida Law. 1. Any active criminal intelligence and criminal investigative information. 2. Any information revealing the identity of confidential informants or sources. 3. Information revealing surveillance techniques, procedures , or undercover personnel. 4. Information revealing undercover personnel of any criminal justice agency. * 5. Criminal intelligence or criminal investigative information which could reveal the identity of confidential or exempt individuals per F lorida Statute 119.00. 6. Criminal intelligence or information which reveals the personal assets of the victim of a crime. 7. Criminal intelligence and investigative information received by a criminal jus tice agency prior to January 1979. 8. The home addresses, phone numbers , and photographs of sworn and civilian Sheriff's Office personnel; the home addresses, phone numbers, photographs , and places of employment of the spouses and children of sworn and civ ilian Sheriff's Office personnel; and the names and locations of schools attended by the children of sworn and civilian Sheriff's Office personnel. 9. Any record proposed by the Legal Division on behalf of any matter for the Sheriff or his personnel, which reflects the legal opinion or strategy in any adversarial, criminal , or civil litigation or anticipated litigation. 10. Data processing software obtained under a licensing agreement or agency produced "sensitive" data processing software. 11. Social secur ity numbers shall not be released as public record . It will be the responsibility of any employee releasing