Hillsborough County Records Management

Transcription

1 Hillsborough County Records Management General Schedule GS1-SL Compliance and Tony Anderson, Records Manager OCA Records Center Office Cell H C O GRANTS MGMT OFFICE F i n d u s a t : w w w. h i l l s b o r o u g h c o u n t y. o r g / g r a n t s C o n t a c t u s a t : g r a n t h i l l s b o r o u g h c o u n t y. o r g Records Retention and Disposition Requirements: Need to know what type(s) of records you have. Know how long you need to retain record(s). Dispose of record(s) once it has met the retention requirement.

2 General Schedule GS1-SL State and Local Government Agencies GS2 Law Enforcement, Correctional Facilities, District Medical Examiners GS3 Election Records GS4 Public Hospitals, Health Care Facilities, Medical Providers GS5 Public Universities and Colleges GS6 Building and Zoning GS7 Public Schools Pre-K and Adult and Career Education GS8 Fire Departments GS9 State Attorneys GS10 Public Defenders GS11 Clerks of Court GS12 Property Appraisers GS13 Tax Collectors GS14 Public Utilities GS15 Public Libraries How To Use The General Schedule Ways to find what retention schedule works for you: Cross-Reference Alphabetical Listing Numerical Listing Functional Category Listing

3 How To Use The General Schedule Elements of the Schedule: Records Series Title Brief phrase summarizing the form and/or function of the records series. Item Number Unique number assigned to the records series. Description General description of what the records consist of and their purpose or how it is used. May also help identify the archival value. Retention The minimum amount of time the records must be kept before disposition. This is indicated by the number of years and the year type. How To Use The General Schedule EXAMPLE: RECIPIENT GRANT FILES - Item #348 Record series documents activities relating to grant-funded projects, including the application process and the receipt and expenditure of grant funds. Files may include, but are not limited to: grant applications; contracts; agreements; grant status, narrative, and financial reports; and supporting documentation. Project completion occurs when all reporting requirements are satisfied and final payments have been received. Check grant award document for any additional requirements. See also GRANT FILES: GRANTOR AGENCY, PROJECT FILES: FEDERAL, and PROJECT FILES: NON-CAPITAL IMPROVEMENT. RETENTION: 5 fiscal years after completion of project, unless otherwise specified in award.

4 Types of Retention Periods CALENDAR YEAR A record that has a retention period that ends on a Calendar Year, would not begin to count until after the Calendar year has ended. So, if a record retention period triggered on April 15, 2015, the start would not begin till after the end of the Calendar year being December 31, Then if it was a 5 CY Retention, the date that this record would be eligible for disposition would be January 1, (5 CY = Jan 1, 2016-Dec 31, 2020) Types of Retention Periods ANNIVERSAY YEAR A record that has a retention period that ends on an Anniversary Year would not begin to count until after it had been closed out. So, if a record retention period triggered on April 15, 2015, the start would begin immediately. Then if it was a 5 AY Retention, the date that this record would be eligible for disposition would be April 16, (5 AY = April 16, April 15, 2020)

5 FISCAL YEAR Types of Retention Periods A record that has a retention period that ends on a Fiscal Year would not begin to count until after the Fiscal Year had ended. So, if a record retention period triggered on April 15, 2015, the start begins after the end of the Fiscal Year (being September 30, 2015). If it was a 5 FY Retention, the date that this record would be eligible for disposition would be October 1, (5 FYs = October 1, September 30, 2020) Types of Retention Periods OSA (Obsolete, Superseded, Administrative Value Lost) A record that has no legal, fiscal, or historical value. Duplicates are considered OSA. OSA documents do not have to be documented when destroyed. OSA documents should be destroyed as soon as they are no longer needed.

6 Types of Retention Periods What would be a record triggering event? The closing of a case. The final action taken. Ending of employment such as separation or termination. After a project has been completed and signed off. At the end of a stated time or contract completion date.

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10 Disposition of Records Records must be destroyed in a way that safeguards their contents. Records can be incinerated, recycled, or shredded; the preferred method is recycling. Records that contain confidential information must be shredded or incinerated!!

11 Disposition of Records When records are being destroyed you must document the Disposition of Records: Sample attached to Handout Disposition of Records Early disposal or damaged records such as: Natural Disasters Human Mistakes Poor Storage Conditions Thermal Paper, etc If any of these events or others like it occur, fill out the Records Disposition Document, and give an explanation as to why there was an early destruction.

12 Records Retention Through Records Center Records can be stored at the OCA Records Center. Storage boxes can also be provided. A Transmittal form must be completed: Sample attached to Handout. No more than 50 Boxes of records at a time. Once stored, records can be retrieved by submitted a Records Request on COIN. Records Retention Through Records Center Once Records are due for destruction we will send a list of boxes to each department. Dept. reviews records, and once authorized, records center will complete Records Disposition Document for department approval. Records center will handle all destruction. Follow-up training available. Forms located on C.O.I.N. - Forms Tab; BOCC Related Forms, or at the Records Center link on C.O.I.N. for more information.

13 Contact Information Tony Anderson, Records Manager OCA Records Center 2408 North Falkenburg Rd. Tampa, FL Office Cell Or on C.O.I.N: H C O GRANTS MGMT OFFICE F i n d u s a t : w w w. h i l l s b o r o u g h c o u n t y. o r g / g r a n t s C o n t a c t u s a t : g r a n t h i l l s b o r o u g h c o u n t y. o r g