Records Definitions

Active Records

Records that still have sufficient administrative, legal, or historical value to warrant their continued storage in an easily accessible area (e.g., office area).

Anniversary Year

The termination of the anniversary year is one date after the document date on the year that meets the retention requirement.

For example, a document dated March 14, 2015 with a 2-year retention period could be dispositioned on March 15, 2019.

Calendar Year

January 1 through December 31. The count would begin at the beginning of the next calendar year after the terminal inclusive date of the record series.

For example, if the record series contains records from March 2014 through April 2018, the count would begin on January 1, 2019.

Custodian

The appointed keeper of public records.

Disposition

Actions taken with regard to public records that have met all retention requirements and are no longer needed for current government or agency business as indicated in General Records Schedules. Disposition may include either destruction of public records or transfer of public records to the custody of another department.

Drafts

Materials that constitute precursors of public records, have not been communicated or circulated for review or comment, and are not in themselves intended as final evidence of the knowledge to be recorded. Information in a preliminary form that is not intended to perpetuate, communicate, or formalize knowledge of some type and that is fully represented in the final product is a “draft” and not a “public record.”

Duplicate (or Convenience) Records

Reproductions of record (master) copies, prepared simultaneously or separately, which are designated as not being the official copy.

Electronic Records

“Any information that is recorded in machine readable form.”

These records include but are not limited to Microsoft Word documents, databases, emails, digital photographs and audio, scanned copies of paper or microfilm documents, and text messages.

Fiscal Year

UCF’s fiscal year runs from July 1 through June 30. For records retention purposes, fiscal years are counted at the beginning of the next fiscal year after the terminal inclusive date of the record series. Another way to think of this is if a record series has a retention of “3 fiscal years,” the eligibility date would be three (3) years after the end of the fiscal year of the latest record in the series or the file cutoff date.

For example, if the record series contains records from August 2014 through August 2015, the count would begin on July 1, 2016 so that full fiscal years are included. Therefore, the record would become eligible for destruction on June 30, 2019.

Florida Department of State Division of Library and Information Services

The department at the state level that coordinates and supports records management for public agencies.  

General Records Schedules

“Retention requirements established by the Division of Library and Information Services for public records common to all agencies or specified types of agencies within the state of Florida indicating the minimum time such records must be kept.”

Inactive Records

Records that have lost some of their value or have been superseded by new records but have not met all their retention requirements. May also be referred to as “semi-active records.”

Personal Records

Personal items employees have or receive at work that are not related to university business. These records are not subject to public record disclosure or retention requirements. Work notes for personal use or draft documents are not public record as long as they are not shared with another person and/or circulated for comment.

If in doubt, please contact UCF’s RMLO for assistance.

Public Records

All documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by the agency,  according to the Florida Statute, section 119.011(12). This inlcudes emails and documents created or stored on personal devices.

Examples of public records include, but are not limited to: (list alphabetically)

If in doubt, contact UCF’s RMLO for guidance.

“One semester after…”

If the retention period calls for a semester after a specific event, the first disposal date would be the day after the last day of the semester following that event.

For example, if the event occurred in the Fall semester, the first day that the record would be eligible for disposition is the day after the last day of exams in the Spring semester.

For records management purposes at UCF, the summer semester is the first day of classes of the first summer session through the last day  of classes in the final summer

Public Records Request

Under Florida Statue, section 119.12, the Office of the General Counsel is designated as the Custodian of Public Records

Record (Master) Copy

“Public records specifically designated by the custodian as the official record.”

In general, scanned images of public records can be designated as the record copies, and
the original hard copy can be designated as duplicates and disposed of when no longer
needed, provided that the electronic records are in compliance with Rule 1B-26.003,
Florida Administrative Code, and the completeness and accuracy of the scanned copies
have been verified. The electronic version, once designated as the record copy, must be
retained for the retention period stated in the applicable retention schedule and in
accordance with Rule 1B-26.003, Florida Administrative Code. The paper original can then
be designated as a duplicate and disposed of at any time.

Record Series

“A group of related public records arranged under a single filing arrangement or kept together as a unit (physically or intellectually) because they consist of the same form, relate to the same subject or function, result from the same activity, document a specific type of transaction, or have some other relationship arising from their creation, receipt, or use. A record series might contain records in a variety of forms and formats that document a particular program, function, or activity of the agency.”

Records Custodian

A records Custodian is an employee who has supervision and control over public records or who has a legal responsibility for the care, keeping, or guardianship of public records. “Custodian of public records” under Florida Statute section 119.011(5) is defined as the elected or appointed state, county, or municipal officer charged with the responsibility of maintaining the office having public records, or his or her designee.

A Records Custodian Liaison is an employee within a department who serves as a point of contact with the university RMLO and manages records retention and disposition for that department

Records Management

The application of systematic controls to recorded information required in the operation of an agency’s business. Records management seeks to manage and control records throughout their life cycle, from their creation, distribution, filing, and use through their final disposition, whether by destruction or permanent retention.

Records Retention Schedule

“Retention requirements established by the Division of Library and Information Services for public records held by a specified agency within the state of Florida indicating the minimum time such records must be kept.”

Retention Period

The minimum period of time for which a record series must be retained before final disposition, based upon the administrative, legal, fiscal, and historical values of the record series. Retention values are determined by the nature, content, and purpose of the record series and not by the physical format (paper, electronic, microfilm) in which the series resides.

Supporting Documents

Public records assembled or created to be used in the preparation of other records that are needed to trace or explain actions, steps, and decisions covered in the final or record (master) copy.

“Until Obsolete, Superseded, or Administrative Value Lost (OSA)”

The retention period for most duplicate copies and a very small number of record copies. Disposition may be requested as soon as the record is no longer needed.