Florida Public Records Law for Sheriffs

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Questions and Answers

What is the primary purpose of this standard operating procedure?

To define guidelines for record confidentiality

To establish a protocol for information dissemination

To provide training for Sheriff's Office personnel

To outline procedures for public records laws (correct)

Who does this procedure apply to?

All Sheriff's Office personnel (correct)

Only personnel handling confidential records

Only those with security clearance

Only high-ranking officials in the Sheriff's Office

Why should access to records be limited?

To increase transparency in government

To reduce the workload of personnel

To ensure equal access to all personnel

To maintain security and comply with Florida Statute (correct)

What does 'availability' refer to in the context of public records?

The right to examine or obtain copies of public records Signup and view all the answers

What is criminal intelligence information?

Information collected by a criminal justice agency to anticipate or prevent criminal activity Signup and view all the answers

What is the purpose of General Records Schedule GS1 SL?

To establish retention periods for local government agency records Signup and view all the answers

What are public records according to Florida Statute?

Documents, letters, maps, and other material made or received by a government agency Signup and view all the answers

What is the purpose of General Records Schedule GS2?

To establish retention periods for law enforcement records Signup and view all the answers

What is a Record Series according to the provided information?

A group of related documents arranged under a single filing arrangement Signup and view all the answers

Who is responsible for ensuring that all retention requirements have been met prior to disposition of official records?

Records Custodian Signup and view all the answers

Who needs to submit a memorandum to access General Offense Reports?

Personnel who require direct access Signup and view all the answers

What is the purpose of the Records Disposition Document Form?

To submit to the Records Custodian for approval before disposal of records Signup and view all the answers

What is the purpose of photocopying Sheriff’s Office records?

For official purposes only Signup and view all the answers

What is the minimum amount of time a particular record must be retained?

Retention Period Signup and view all the answers

What is the purpose of the Records Retention Schedule Form?

To schedule records with the Florida Department of State Signup and view all the answers

Who approves or disapproves requests for access to privatized records?

The Responsible User Signup and view all the answers

What happens to official records or copies thereof that are retained outside of the Sheriff’s Office?

They require appropriate approval Signup and view all the answers

What is the right provided by Florida Law regarding records?

Right to Access Signup and view all the answers

Where are legal questions and preservation requests regarding public records dissemination directed?

The Sheriff’s Office Legal Division Signup and view all the answers

What type of information is considered confidential and/or exempt from public inspection?

Active criminal intelligence and criminal investigative information Signup and view all the answers

What is the responsibility of personnel when releasing public records?

To ensure that all social security numbers have been properly redacted Signup and view all the answers

What is the purpose of the Records Management Liaison Officer/Records Custodian?

To maintain a master log and control numbers for all record dispositions Signup and view all the answers

Who is responsible for the storage and destruction of documents generated within a division/bureau?

The Employee within the respective area Signup and view all the answers

What should personnel do with documents that contain confidential and/or privileged information?

Shred them before discarding Signup and view all the answers

What is the policy of the Sheriff's Office regarding personal identifying information?

To safeguard all personal identifying information Signup and view all the answers

What is the purpose of the General Records Schedule?

To set retention periods for Sheriff’s Office records Signup and view all the answers

Why are requests from the public referred to the Records Section?

Because they are not for official business Signup and view all the answers

What is the purpose of the Records Disposition Document?

To have a record of disposition on file before disposing of any master or file copy of a record Signup and view all the answers

Who is responsible for maintaining the Records Disposition Log?

Records Custodian Signup and view all the answers

What is the purpose of the Records Retention Schedule Department of State Form LS5E 105R?

To schedule a record series that is not referenced in the General Records Schedules Signup and view all the answers

Who must approve all Records Disposition Documents before any records destruction?

Records Custodian Signup and view all the answers

What is the purpose of submitting a Records Disposition Compliance Statement to the Department of State, Division of Library and Information Services?

To inform the Governor and the Legislature once a year Signup and view all the answers

Who signs the Records Disposition Document authorizing the disposal of records?

General Manager and Records Custodian Signup and view all the answers

What is the purpose of the General Records Schedules?

To provide guidelines for the retention of records Signup and view all the answers

Who is responsible for ensuring that retention requirements are met according to the General Records Schedule guidelines?

Records Custodian Signup and view all the answers

What is the purpose of the Records Disposition Log?

To record the disposition of all records for the Sheriff's Office Signup and view all the answers

Who can handle the disposal of records?

Sheriff's Office personnel, authorized vendors, or through bulk destruction at the Falkenburg Incinerator Signup and view all the answers

What must be included in the Records Disposition Document after the approved records are destroyed?

The disposition action and the date the records were destroyed Signup and view all the answers

Who is responsible for approving requests for access to privatized records?

Responsible User Signup and view all the answers

What is the purpose of submitting a memorandum to access General Offense Reports?

To obtain permission from the District/Division Commander Signup and view all the answers

What is the main purpose of the Records Management Liaison Officer?

To serve as a contact person to the Division of Library and Information Services, Bureau of Archives and Records Management Signup and view all the answers

What is the purpose of the Records Disposition Document?

To document records before disposal Signup and view all the answers

What type of information is considered confidential and/or exempt from public inspection?

Criminal intelligence or investigative information Signup and view all the answers

What is the minimum requirement for retaining official records?

The minimum amount of time a particular record must be retained as specified in the Records Retention Schedule Form Signup and view all the answers

What is the retention period for Sheriff's Office records?

In accordance with Florida Statute and the Department of State Signup and view all the answers

What is the purpose of the Records Management Liaison Officer/Records Custodian?

To coordinate records disposition Signup and view all the answers

What is the purpose of the Records Retention Schedule Form?

To establish categories for records with the Florida Department of State, Division of Library and Information Services, and Bureau of Archives and Records Management Signup and view all the answers

Who is responsible for ensuring that all retention requirements have been met prior to disposition of official records?

The Records Custodian Signup and view all the answers

What happens to official records or copies thereof retained outside of the Sheriff's Office?

They are returned to the Sheriff's Office Signup and view all the answers

Who is responsible for maintaining the master log and control numbers for all record dispositions?

Records Custodian Signup and view all the answers

What happens to official records or copies thereof that are retained outside of the Sheriff’s Office?

They are stored in a secure location Signup and view all the answers

What is the purpose of submitting a Records Disposition Document to the Records Custodian?

To ensure that all retention requirements have been met prior to disposition of official records Signup and view all the answers

What is the purpose of photocopying Sheriff's Office records?

For official business only Signup and view all the answers

Who is responsible for the storage and destruction of documents generated within a division/bureau?

Division Representative Signup and view all the answers

What is the responsibility of personnel when releasing public records?

To redact social security numbers and other confidential information Signup and view all the answers

What is the purpose of the General Records Schedule?

To set retention periods for Sheriff's Office records Signup and view all the answers

What is the policy of the Sheriff's Office regarding personal identifying information?

To safeguard all personal identifying information contained within any documents Signup and view all the answers

What is the purpose of the Records Disposition Log?

To maintain a record of all disposed records Signup and view all the answers

What is the primary characteristic of criminal intelligence information?

It is related to intelligence gathering conducted with a reasonable good faith belief Signup and view all the answers

What is the primary purpose of the General Records Schedule GS1 SL?

To establish the retention period for local government agency records Signup and view all the answers

What is the main difference between the availability and accessibility of public records?

Availability refers to the right to examine records at reasonable times, while accessibility refers to the right to access all records at any time Signup and view all the answers

What is the primary responsibility of personnel regarding the confidentiality, availability, access, and security of records?

To maintain the security and confidentiality of records Signup and view all the answers

What is the primary characteristic of public records?

They are documents made or received pursuant to law or in the transaction of official business Signup and view all the answers

What is the primary purpose of limiting access to records?

To comply with Florida Statute and maintain security Signup and view all the answers

What is the primary difference between the General Records Schedule GS1 SL and the General Records Schedule GS2?

The General Records Schedule GS1 SL is for local government agency records, while the General Records Schedule GS2 is for law enforcement records Signup and view all the answers

What is the primary responsibility of personnel regarding the destruction of records?

To follow the guidelines established by the General Records Schedule Signup and view all the answers

What is the purpose of the General Records Schedule GS1-SL?

To provide a standardized retention period for records in the Sheriff’s Office Signup and view all the answers

What is required for a record series that needs to be retained longer than the retention period set forth by the Department of State?

A notification to the Records Custodian and a revision of the affected department's standard operating procedure Signup and view all the answers

Who is responsible for ensuring that retention requirements are met according to the General Records Schedule guidelines?

The Records Custodian Signup and view all the answers

What is the purpose of the Records Disposition Document?

To request the disposal of records Signup and view all the answers

Who signs the Records Disposition Document authorizing the disposal of records?

The Records Custodian and the General Manager Signup and view all the answers

What is required for disposal of records?

A Records Disposition Document and a memorandum to the Records Custodian Signup and view all the answers

What is the purpose of submitting a Records Disposition Compliance Statement to the Department of State?

To inform the Governor and the Legislature of the Sheriff’s Office record management practices and program compliance Signup and view all the answers

Who is responsible for maintaining a Records Disposition Log?

The Records Custodian Signup and view all the answers

What is included in the Records Disposition Log?

Records Document Number, Volume in Cubic Feet, and Disposition Date Signup and view all the answers

Who can handle the disposal of records?

Sheriff’s Office personnel, authorized vendors, or the Falkenburg Incinerator Signup and view all the answers

Study Notes

Records Management Procedure

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.

Scope and Definitions

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.
Availability: The right to examine or obtain copies of public records is limited to reasonable times of day.
Criminal Intelligence Information: Information concerning an identifiable person or group of persons, collected by a criminal justice agency in an effort to anticipate, prevent, or monitor possible criminal activity.
General Records Schedules (GS1-SL, GS2, GS4): Guides that establish the retention period for local government agency records, law enforcement records, and public hospitals, health care facilities, and medical providers, respectively.
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 state, county, or municipal agency in Florida.
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.
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.
Records Disposition Document Form: A form submitted to the Records Custodian for approval before disposal of records.
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.
Records Retention Schedule Form: A form used to schedule (when necessary, establish categories for) records with the Florida Department of State, Division of Library and Information Services, and Bureau of Archives and Records Management.
Retention Period: The minimum amount of time a particular record must be retained.

Records Security and Disposition Procedure

Confidential Records: Certain information is not open for public inspection and examination, including active criminal intelligence and criminal investigative information, confidential informants or sources, surveillance techniques, etc.
Direct Access: Guidelines for direct access to Sheriff's Office records and files, including personnel who require access to General Offense Reports and confidential investigations.
Photocopying of Office Records: Permissible only for official purposes, with approval, and with protection of confidential information.

Records Storage and Destruction Procedure

Division Representative: Each District/Division Commander shall appoint an employee responsible for the storage and destruction of documents generated within their division/bureaus/sections/units.
General Records Schedules: The Department of State, Division of Library and Information Services, and Bureau of Archives and Records Management originates the General Records Schedules, which shall be used by the Sheriff's Office.
Records Retention Schedule: A form completed to schedule a record series that is not referenced in the General Records Schedules.
Records Disposition Log: A log maintained by the Records Custodian to record the disposition of all records for the Sheriff's Office.
Records Disposition Document: A form completed and submitted with a memorandum to the Records Custodian via chain of command by the requestor.
Disposal Methods: Records may be shredded on site, coordinated for bulk destruction at the Falkenburg Incinerator, or handled by an authorized vendor.
Records Disposition Compliance: The Sheriff's Office shall submit a signed statement attesting to the Sheriff's Office record management practices and program compliance to the Department of State, Division of Library and Information Services, and Bureau of Archives and Records Management once a year.

Records Management Procedure

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.

Scope and Definitions

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.
Availability: The right to examine or obtain copies of public records is limited to reasonable times of day.
Criminal Intelligence Information: Information concerning an identifiable person or group of persons, collected by a criminal justice agency in an effort to anticipate, prevent, or monitor possible criminal activity.
General Records Schedules (GS1-SL, GS2, GS4): Guides that establish the retention period for local government agency records, law enforcement records, and public hospitals, health care facilities, and medical providers, respectively.
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 state, county, or municipal agency in Florida.
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.
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.
Records Disposition Document Form: A form submitted to the Records Custodian for approval before disposal of records.
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.
Records Retention Schedule Form: A form used to schedule (when necessary, establish categories for) records with the Florida Department of State, Division of Library and Information Services, and Bureau of Archives and Records Management.
Retention Period: The minimum amount of time a particular record must be retained.

Records Security and Disposition Procedure

Confidential Records: Certain information is not open for public inspection and examination, including active criminal intelligence and criminal investigative information, confidential informants or sources, surveillance techniques, etc.
Direct Access: Guidelines for direct access to Sheriff's Office records and files, including personnel who require access to General Offense Reports and confidential investigations.
Photocopying of Office Records: Permissible only for official purposes, with approval, and with protection of confidential information.

Records Storage and Destruction Procedure

Division Representative: Each District/Division Commander shall appoint an employee responsible for the storage and destruction of documents generated within their division/bureaus/sections/units.
General Records Schedules: The Department of State, Division of Library and Information Services, and Bureau of Archives and Records Management originates the General Records Schedules, which shall be used by the Sheriff's Office.
Records Retention Schedule: A form completed to schedule a record series that is not referenced in the General Records Schedules.
Records Disposition Log: A log maintained by the Records Custodian to record the disposition of all records for the Sheriff's Office.
Records Disposition Document: A form completed and submitted with a memorandum to the Records Custodian via chain of command by the requestor.
Disposal Methods: Records may be shredded on site, coordinated for bulk destruction at the Falkenburg Incinerator, or handled by an authorized vendor.
Records Disposition Compliance: The Sheriff's Office shall submit a signed statement attesting to the Sheriff's Office record management practices and program compliance to the Department of State, Division of Library and Information Services, and Bureau of Archives and Records Management once a year.

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Description

This quiz covers the guidelines for security, storage, destruction, and disposition of Sheriff's Office records and files as per Florida Statutes.