The School Board of Monroe County
Bylaws & Policies
 

8320 - RECORDS MANAGEMENT

The Superintendent is the officer charged by law with the responsibility of maintaining the office having public records and is the custodian thereof.

The Bureau of Archives and Records Management

The Bureau of Archives and Records Management establishes standards for controlling, retaining, destroying, and preserving public records. The Superintendent shall adhere to these standards.

Records Management Responsibilities

The Superintendent has the responsibility to comply with State statutes, and designate a Records Management Liaison Officer (RMLO) for the District. The Records Management Liaison Officer functions as the primary point of contact between the District and the Bureau of Archives and Records Management.

Records Retention Schedule

Each School District is required by law to submit a request for records retention to the Bureau of Archives and Records Management for all record series being used by the District. Each records retention schedule is analyzed by the Bureau to determine the document value and thus establish a period of time for which the documents are to be retained. In addition, the records retention schedule is reviewed to determine whether the records merit further retention by the State in the Florida State Archives. Once approved by the Bureau, the records retention schedule becomes the submitting District's official retention schedule for the record. The Records Management Liaison Officer has the responsibility of maintaining existing records retention schedules and submitting new and updated requests to the Bureau.

Records Disposition/Destruction

The Superintendent shall develop administrative procedures regarding records disposition and destruction.

Report and Form Control Management Systems

The Superintendent shall also establish a reports and forms control management system. The designated Records Management Liaison Officer shall develop and operate the records and forms control management system. The School District's report control management system shall have a procedure for reviewing and disseminating reports to appropriate District staff; and the form control management system shall have a functional and current forms listing.

F.S. 119.011, 1002.22