Records Management FAQ

Records management is about making sure information is available when and where you need it.

The program is authorized by Section 257.36, Florida Statutes, to promote the efficient and economical management of Florida's public records as defined in Section 119.011(12), F.S.

The program establishes rules and guidelines for managing public records, promotes and provides training in good records management practices, and offers economical records storage services at the Edward N. Johnson State Records and Information Center in Tallahassee.

Please see our Related Links page for more information.

Public Records

The term "public records" is defined by Section 119.011(12), F.S. as:

The minimum retention period of a public record is determined by the record’s nature, content and purpose.

Consult our General Records Schedules for more information.

General Records Schedules

General records schedules provide minimum retention periods for categories of records likely to be maintained by a large number of agencies.

The General Records Schedule for State and Local Government Agencies (GS1-SL) includes administrative records such as personnel files, payroll records, correspondence and other common types of public records.

The GS2 - GS15 apply to common program records of specific types of agencies or functions, such as tax collectors, property appraisers, supervisors of elections, hospitals, educational institutions and public libraries.

Use any applicable schedules along with GS1-SL to cover as many administrative and program records as possible.

You are not allowed to reduce the retention period. You may retain your records longer if you choose, or if your accrediting organization requires it.