Clerk's Records Management
Frequently Asked Questions
What is the difference between "active" and "inactive" records?
"Active" records are those records that require some type of follow up action, or that are needed in the office for reference purposes. Generally, records are considered to be "active" if they are accessed approximately three (3) times per month.
records are not needed in the office for reference
purposes, but have not yet satisfied their state
retention requirements. Generally, records are
considered to be "inactive" if they
are accessed less than three (3) times per month.
should be transferred to the Records Center for
storage on an annual basis.
Why can't I just throw out inactive records?
Florida Statutes 119 and 257, the Public Records Statutes govern public records in the State of Florida. The Public Records statutes provide for a State Retention Schedule, which specifies how long each record must be retained. An "inactive" record may still be subject to a state retention requirement, even though it is no longer required for business purposes.
What is a State Retention Code?
State Retention Code is a value assigned to each type of public record by the State of Florida Division of Library and Information Services, Bureau of Archives and Records Management. The retention code defines the various classifications of public records and determines how long each classification must be kept.
Where do I find the State Retention Codes?
The State of Florida Division of Library and Information Services, Bureau of Archives and Records Management publishes the State Retention Codes. The schedule most commonly used is the GS1-L, or general schedule for local government. Schedules GS2 through GS13 govern public records that are related to specific areas within the government. To obtain a copy of the State Retention Schedule you may access the Division of Library and Information Services website. Select the "General Records Schedules" option listed under the Records Management menu. Select the option for GS1-L to print a copy of the General Retention Schedule for Local Government Agencies. Should you have any questions, please do not hesitate to contact Records Management. We are always available to assist you.
What do I do if I cannot find a retention code that meets my needs?
As the State Retention Schedules are general in nature, it is possible that certain records produced by county agencies may not "fit" into any of the currently defined classifications. If this happens, please contact the Records Management Department. Records Management will work with you in order to ensure that your records are accounted for in the appropriate manner.