Clerk’s Records and Information Management

Mission Statement

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The Clerk’s Board of County Commissioners Records Management department is committed to the systematic control of records and information activities, regardless of format, from creation through final disposition or archival retention.

 

The Public Records Laws of the State of Florida requires all public agencies/officials to establish and maintain a Records Management program. This means that all public records must be retained and protected until they have satisfied the retention requirements established by the State Bureau of Archives and Records Management and have been properly disposed of. Schedules are developed authorizing retention periods and disposition of all records regardless of media or format.

 

Clerk’s Records and Information Management acts as an off site storage facility for the departments and agencies under the Board of County Commissioners. The Clerk’s Records and Information Management is not authorized as the custodian of record.  Records request must be generated through the originating BCC department; Clerk’s Records and Information Management will return files to the BCC department or other Pinellas County agencies for dispersal to the requestor.

 

Services Offered by the Clerk’s Records and Information Management Department

• File Improvement
• Training
• Storage
• Retrieval and Delivery
• Destruction of Records
• Micrographics
• Imaging
• Tape Management
• Cooperative Services and Review

Files Analysis and Files Improvement
The Clerk’s Records and Information Management department offers files analysis and files improvement services.  The Clerk’s BCC Records Assistant Manager or the Department Training Specialist are available to visit your office in order to discuss your filing, storage requirements, and to work with staff members in developing filing systems that are tailored to departmental needs.

Training
Clerk’s Records Management currently offers the following class selections:

• "Basics" of Records Management
• "Hands on" Computer Application Training
• Micrographics Index Training

Storage|
The Clerk’s BCC Records Center has a storage capacity of over 44,000 cubic feet.  BCC departments and other Pinellas County agencies should transfer inactive records to the Clerk’s BCC Records Center for storage at least annually. “Inactive” records are not needed in the office for reference purposes, but have not yet satisfied their state retention requirements.  Generally, records are considered “inactive” if they are accessed less than three (3) times per month. 

Emergency retrieval request

Retrieval and Delivery
Clerk’s Records and Information Management provides file and box delivery and retrieval services.  Delivery services are provided on Monday, Tuesday, Thursday and Friday.  If a retrieval request is received in Clerk’s Records and Information Management before 8:30 am, your records will be delivered to your office the same day.  Retrieval requests received after 8:30 am will be delivered the following day.  Retrieval requests received after 8:30 am on Tuesdays will be delivered Thursday.    

Destruction of Records
Clerk’s Records and Information Management meets with BCC departments regularly in order to review document retention requirements and ensure that Pinellas County remains in compliance with the State of Florida General Retention Schedules.  Clerk’s Records and Information Management provides regularly scheduled disposition services for county records that have satisfied their State retention requirements.

Micrographics
The Micrographics staff provides microfilm conversion services for records that have met the Clerk’s Records and Information Management Microfilm Criteria.

Imaging
The Clerk’s Records and Information Management staff provides imaging services for BCC departments and other Pinellas County agencies that have met the Records Management Imaging Criteria. Conversion of paper documents to digital as well as the capture of rich media is handled using EMC Documentum software.  Trained and experienced records technicians provide conversion assistance to all users departments.

Tape Management
Clerk’s Records and Information Management serves as an off-site storage facility for LAN backup tapes in weekly rotation.  The tapes are intended for use as backup in the event of a disaster, and are housed in a secured, climate-controlled vault.

Cooperative Services and Review
Records Management will work with departments to design and implement an effective and efficient workflow process that will facilitate transitioning to electronic records processing.

 

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