RECORDS RETENTION SCHEDULES
All UCF records must be conserved/maintained and stored for minimum retention periods as determined by the Florida Department of State Division of Library and Information Services (DLIS). This pertains to all records regardless of format, including papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of form (electronic or physical), characteristics, or means of transmission.
DLIS provides the retention schedules that specifically describe the different types of records and how long they must be kept/retained. Once the retention period has ended, records custodians may submit a request for approval to destroy (dispose) of the records to the Records Management Liaison Officer or RMLO (see Records Disposition).
UCF Records Retention Schedule
The UCF Records Retention Schedule is a quick reference guide that outlines the retention schedules for the paper and electronic records most commonly maintained by UCF departments.
If you are unable to locate an item in the UCF Records Retention Schedule, please refer to the State of Florida General Schedule (below) for a more comprehensive list of records, or contact UCF’s RMLO for assistance.
State of Florida General Records Schedules
DLIS’ General Records Schedules set retention requirements for records documenting administrative and program functions common to several or all government agencies. Examples include personnel, accounting and general administration.
Individual schedules are available for the following types of records:
- State and Local Government Agencies · Building Departments
- Criminal Justice Agencies & District Med Examiners · Public Schools Pre-K-12 & Adult & Career EDU
- Election Records · Fire Departments
- Public Hospitals, Health Care Facilities & Med Providers · State Attorneys
- Public Universities and Colleges · Public Defenders
Note that not all records are specifically addressed/named in these schedules and thus the applicable retention period may not always be evidently clear. A a general rule of thumb, the recommendation is to err on the safe side and opt for the higher retention period if in doubt between multiple schedules. Please contact your RMLO for assistance in determining the best retention schedule, or for any other questions.