Podcast
Questions and Answers
What is the primary purpose of this standard operating procedure?
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?
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?
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?
What does 'availability' refer to in the context of public records?
What is criminal intelligence information?
What is criminal intelligence information?
What is the purpose of General Records Schedule GS1 SL?
What is the purpose of General Records Schedule GS1 SL?
What are public records according to Florida Statute?
What are public records according to Florida Statute?
What is the purpose of General Records Schedule GS2?
What is the purpose of General Records Schedule GS2?
What is a Record Series according to the provided information?
What is a Record Series according to the provided information?
Who is responsible for ensuring that all retention requirements have been met prior to disposition of official records?
Who is responsible for ensuring that all retention requirements have been met prior to disposition of official records?
Who needs to submit a memorandum to access General Offense Reports?
Who needs to submit a memorandum to access General Offense Reports?
What is the purpose of the Records Disposition Document Form?
What is the purpose of the Records Disposition Document Form?
What is the purpose of photocopying Sheriff’s Office records?
What is the purpose of photocopying Sheriff’s Office records?
What is the minimum amount of time a particular record must be retained?
What is the minimum amount of time a particular record must be retained?
What is the purpose of the Records Retention Schedule Form?
What is the purpose of the Records Retention Schedule Form?
Who approves or disapproves requests for access to privatized records?
Who approves or disapproves requests for access to privatized records?
What happens to official records or copies thereof that are retained outside of the Sheriff’s Office?
What happens to official records or copies thereof that are retained outside of the Sheriff’s Office?
What is the right provided by Florida Law regarding records?
What is the right provided by Florida Law regarding records?
Where are legal questions and preservation requests regarding public records dissemination directed?
Where are legal questions and preservation requests regarding public records dissemination directed?
What type of information is considered confidential and/or exempt from public inspection?
What type of information is considered confidential and/or exempt from public inspection?
What is the responsibility of personnel when releasing public records?
What is the responsibility of personnel when releasing public records?
What is the purpose of the Records Management Liaison Officer/Records Custodian?
What is the purpose of the Records Management Liaison Officer/Records Custodian?
Who is responsible for the storage and destruction of documents generated within a division/bureau?
Who is responsible for the storage and destruction of documents generated within a division/bureau?
What should personnel do with documents that contain confidential and/or privileged information?
What should personnel do with documents that contain confidential and/or privileged information?
What is the policy of the Sheriff's Office regarding personal identifying information?
What is the policy of the Sheriff's Office regarding personal identifying information?
What is the purpose of the General Records Schedule?
What is the purpose of the General Records Schedule?
Why are requests from the public referred to the Records Section?
Why are requests from the public referred to the Records Section?
What is the purpose of the Records Disposition Document?
What is the purpose of the Records Disposition Document?
Who is responsible for maintaining the Records Disposition Log?
Who is responsible for maintaining the Records Disposition Log?
What is the purpose of the Records Retention Schedule Department of State Form LS5E 105R?
What is the purpose of the Records Retention Schedule Department of State Form LS5E 105R?
Who must approve all Records Disposition Documents before any records destruction?
Who must approve all Records Disposition Documents before any records destruction?
What is the purpose of submitting a Records Disposition Compliance Statement to the Department of State, Division of Library and Information Services?
What is the purpose of submitting a Records Disposition Compliance Statement to the Department of State, Division of Library and Information Services?
Who signs the Records Disposition Document authorizing the disposal of records?
Who signs the Records Disposition Document authorizing the disposal of records?
What is the purpose of the General Records Schedules?
What is the purpose of the General Records Schedules?
Who is responsible for ensuring that retention requirements are met according to the General Records Schedule guidelines?
Who is responsible for ensuring that retention requirements are met according to the General Records Schedule guidelines?
What is the purpose of the Records Disposition Log?
What is the purpose of the Records Disposition Log?
Who can handle the disposal of records?
Who can handle the disposal of records?
What must be included in the Records Disposition Document after the approved records are destroyed?
What must be included in the Records Disposition Document after the approved records are destroyed?
Who is responsible for approving requests for access to privatized records?
Who is responsible for approving requests for access to privatized records?
What is the purpose of submitting a memorandum to access General Offense Reports?
What is the purpose of submitting a memorandum to access General Offense Reports?
What is the main purpose of the Records Management Liaison Officer?
What is the main purpose of the Records Management Liaison Officer?
What is the purpose of the Records Disposition Document?
What is the purpose of the Records Disposition Document?
What type of information is considered confidential and/or exempt from public inspection?
What type of information is considered confidential and/or exempt from public inspection?
What is the minimum requirement for retaining official records?
What is the minimum requirement for retaining official records?
What is the retention period for Sheriff's Office records?
What is the retention period for Sheriff's Office records?
What is the purpose of the Records Management Liaison Officer/Records Custodian?
What is the purpose of the Records Management Liaison Officer/Records Custodian?
What is the purpose of the Records Retention Schedule Form?
What is the purpose of the Records Retention Schedule Form?
Who is responsible for ensuring that all retention requirements have been met prior to disposition of official records?
Who is responsible for ensuring that all retention requirements have been met prior to disposition of official records?
What happens to official records or copies thereof retained outside of the Sheriff's Office?
What happens to official records or copies thereof retained outside of the Sheriff's Office?
Who is responsible for maintaining the master log and control numbers for all record dispositions?
Who is responsible for maintaining the master log and control numbers for all record dispositions?
What happens to official records or copies thereof that are retained outside of the Sheriff’s Office?
What happens to official records or copies thereof that are retained outside of the Sheriff’s Office?
What is the purpose of submitting a Records Disposition Document to the Records Custodian?
What is the purpose of submitting a Records Disposition Document to the Records Custodian?
What is the purpose of photocopying Sheriff's Office records?
What is the purpose of photocopying Sheriff's Office records?
Who is responsible for the storage and destruction of documents generated within a division/bureau?
Who is responsible for the storage and destruction of documents generated within a division/bureau?
What is the responsibility of personnel when releasing public records?
What is the responsibility of personnel when releasing public records?
What is the purpose of the General Records Schedule?
What is the purpose of the General Records Schedule?
What is the policy of the Sheriff's Office regarding personal identifying information?
What is the policy of the Sheriff's Office regarding personal identifying information?
What is the purpose of the Records Disposition Log?
What is the purpose of the Records Disposition Log?
What is the primary characteristic of criminal intelligence information?
What is the primary characteristic of criminal intelligence information?
What is the primary purpose of the General Records Schedule GS1 SL?
What is the primary purpose of the General Records Schedule GS1 SL?
What is the main difference between the availability and accessibility of public records?
What is the main difference between the availability and accessibility of public records?
What is the primary responsibility of personnel regarding the confidentiality, availability, access, and security of records?
What is the primary responsibility of personnel regarding the confidentiality, availability, access, and security of records?
What is the primary characteristic of public records?
What is the primary characteristic of public records?
What is the primary purpose of limiting access to records?
What is the primary purpose of limiting access to records?
What is the primary difference between the General Records Schedule GS1 SL and the General Records Schedule GS2?
What is the primary difference between the General Records Schedule GS1 SL and the General Records Schedule GS2?
What is the primary responsibility of personnel regarding the destruction of records?
What is the primary responsibility of personnel regarding the destruction of records?
What is the purpose of the General Records Schedule GS1-SL?
What is the purpose of the General Records Schedule GS1-SL?
What is required for a record series that needs to be retained longer than the retention period set forth by the Department of State?
What is required for a record series that needs to be retained longer than the retention period set forth by the Department of State?
Who is responsible for ensuring that retention requirements are met according to the General Records Schedule guidelines?
Who is responsible for ensuring that retention requirements are met according to the General Records Schedule guidelines?
What is the purpose of the Records Disposition Document?
What is the purpose of the Records Disposition Document?
Who signs the Records Disposition Document authorizing the disposal of records?
Who signs the Records Disposition Document authorizing the disposal of records?
What is required for disposal of records?
What is required for disposal of records?
What is the purpose of submitting a Records Disposition Compliance Statement to the Department of State?
What is the purpose of submitting a Records Disposition Compliance Statement to the Department of State?
Who is responsible for maintaining a Records Disposition Log?
Who is responsible for maintaining a Records Disposition Log?
What is included in the Records Disposition Log?
What is included in the Records Disposition Log?
Who can handle the disposal of records?
Who can handle the disposal of records?
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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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