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\n\n--- Page 1 ---\n\nSEMINOLE COUNTY SHERIFF'S OFFICE NUMBER: G - 10 GENERAL ORDER RESCINDS: SUBJECT: Records Management EFFECTIVE: November 14, 1994 REVISED: June 13, 2018 Table of Contents: I. Purpose II. Governing Authority III. General IV. Records Management Liaison Officer V. Storage, Retention and Destruction VI. Privacy and Security Precautions VII. Exemptions to Public Disclosure VIII. Juvenile Records (Special Considerations) IX. Field Reporting X. Special Records and Search Capabilities XI. Warrants Files and Records XII. Uniform Crime Report I. PURPOSE: This directive establishes guidelines for records management, and addresses records functions that are basic to the management and information needs of the Sheriff's Office. These guidelines include procedures for the inspection, duplication, destruction and release of public records, and for the maintenance of warrant (wanted persons) files. II. GOVERNING AUTHORITY: A. Sheriff’s Office records are retained in accordance with Chapter 119, Florida Statutes. The Florida Department of State, Division of Library and Information Services establishes the records retention program used by the Sheriff’s Office and Chapter 257, Florida Statutes, requires the Sheriff’s Office to cooperate in complying with the provisions of records retention and disposal by establishing and maintaining an active and continuing program for the economical and efficient management of records. B. The Sheriff's Office has adopted, by reference, the Florida Department of State, Division of Library and Information Services General Records Schedule for Local Government Agencies and General Records Schedule for Law Enforcement, Correctional Facilities and District Medical Examiners. These manuals are available on-line from the Florida Department of State, Division of Library and Information Services. III. GENERAL: GENERAL ORDER Records Management GO # 10 PAGE 1 OF 16\n\n--- Page 2 ---\n\nA. Public records serve as a history of documented events. The type of public records and the statute of limitations for charging a defendant with a crime may determine a record’s value. Storage space required for records is also a consideration in determining whether records should be destroyed or stored elsewhere. All action taken regarding the storage or destruction of public records must be in accordance with this directive or as mandated by the Bureau of Archives. B. As Chief Executive Officer the Sheriff is designated the official custodian of records for the Sheriff's Office. The Sheriff delegates this responsibility to the Records Management Liaison Officer. C. Access to electronic records is granted in accordance with General Order #45. D. Fees charged for copying records will be in accordance with the General Order Public Records Requests. IV. RECORDS MANAGEMENT LIAISON OFFICER: In compliance with Section 257.36, Florida Statutes, the Sheriff has designated the Human Resource Manager, or designee, as the Records Management Liaison Officer Duties of the Records Management Liaison Officer include: A. Remaining familiar with Chapters 119 and 257, Florida Statutes, including the rules and guidelines of the Florida Department of State, Division of Library and Information Services and to ensure these laws and rules are observed by the Sheriff's Office. B. Acting as the Sheriff's representative to the Florida Department of State, Division of Library and Information Services. C. Ensuring the Sheriff, Chiefs, Directors, and authorized custodians are provided current editions of records retention schedules, records management manuals, and memoranda published by the Florida Department of State, Division of Library and Information Services. D. Assisting custodians with the destruction of records. V. STORAGE, RETENTION AND DESTRUCTION: A. Responsibility of Supervisory Personnel: 1. Supervisors are responsible for ensuring records in their custody are maintained in accordance with the guidelines of the Florida Department of State, Division of Library and Information Services. 2. Organizational components storing records must ensure they are maintained in a safe and efficient manner, and are easily accessible to those persons having authorized access. B. Retention Schedule: Guidelines for records retention are prescribed by the Florida Department of State, Division of Library and Information Services and followed by this agency. C. Off-Site Records Storage (Iron Mountain, Inc.): The Seminole County Board of County Commissioners contracts with Iron Mountain, Inc. to store and dispose of records in accordance with state guidelines. Use of this service is optional by individual departments. If used, all records to be stored are inventoried, boxed and properly logged. The Records Management Liaison Officer verifies the log with the records to be stored and then contacts Iron Mountain, Inc. to arrange for pick-up. GENERAL ORDER Records Management GO # 10 PAGE 2 OF 16\n\n--- Page 3 ---\n\nD. Records Stored Electronically Records may also be stored electronically. E. Destruction: 1. Before a record may be destroyed it must be reviewed to determine if it meets values of retention. Value must be considered before recommending any destruction: a. Legal Retention Value: Is the record impacted by state or federal provisions, statutes, or codes? Does the record document the compliance of the Sheriff's Office with certain laws? Is the record necessary for present or pending civil litigation? b. Fiscal Retention Value: Certain records document financial transactions of the Sheriff's Office. These records might include, but are not limited to, budgets, payrolls or vouchers. c. Archival Retention Value: Some records are important to retain indefinitely for future research. These records might, for example, document the scope, nature and extent of major state programs or grants. These records are permanently retained, and may be transferred to the Florida Department of State, Division of Library and Information Services state archives for preservation. d. Administrative Retention Value: Administrative value of a record exists if the record continues to support the Sheriff's current or future work, or until it has been rendered obsolete by a more current document. 2. After a review and evaluation is made that records are no longer of value, and at least the minimum retention period is satisfied according to the applicable time schedule, custodians may, request authorization from the Records Management Liaison Officer for records destruction. 3. Procedures for Records Destruction: a. Prior to any destruction, the custodian must complete a records disposition form describing the records to be destroyed and submit it to the Records Management Liaison Officer for approval. The Records Management Liaison Officer will: (1) Inspect the request to determine if the records are within the retention dates prescribed by the Bureau, and (2) Disapprove or authorize the destruction. NOTE: Records destruction is accomplished by shredding or deletion. b. The Records Management Liaison Officer maintains destruction requests on file however it is the responsibility of individual records custodians to ensure a complete description is kept of the records they destroyed. VI. PRIVACY AND SECURITY PRECAUTIONS: Security precautions will be taken regarding access to records Sheriff's Office records. These precautions consist of: GENERAL ORDER Records Management GO # 10 PAGE 3 OF 16\n\n--- Page 4 ---\n\nA. Providing supervised public access, when appropriate and providing copies to the public as requested. B. Maintaining computerized records under password and other protected controls as required by General Order #45, Information Systems and Services. C. Providing security for records that are exempt from public disclosure or from disclosure to unauthorized personnel. 1. Storage areas for hard-copy records and computer databases for electronic records will be protected by doors with manual