Records Retention and Disposition

General Records Schedule
Disposal Authorization
No. 240
(for non-school departments and centers)
Disposal Authorization
No. 241
(for schools)
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The mission of Records Management is to preserve organizational memory for internal and external customers by providing and promoting appropriate records retention, maintenance, and disposition processes.

Records Retention and Disposition

The General Records Schedule and the Disposal Authorization are two tools district personnel can use in managing their records.

General Records Schedule

The Pinellas County Schools General Records Schedule is a compilation of applicable State of Florida retention schedules and retention schedules established with the state specifically for this school district. It is a guideline only, specifying the minimum required retention periods for district records. It does not authorize the destruction of records.

Disclaimer: The General Records Schedule is provided here as a tool for the use of personnel in Pinellas County Schools. While every effort was made to insure that the information it contains was accurate at the time it was posted, we cannot guarantee that it is accurate or correct.

The General Records Schedule includes retention requirements that were established with the Florida Department of State, State Library and Archives for records specific to this school district. These retention requirements cannot be assumed to apply to similar records in other agencies.

Disposal Authorization

Schools and departments are encouraged to routinely dispose of those records that can legally be discarded. Annually, Central Records compiles a list of district records that have satisfied their required retention periods. The required retention period is determined by the Florida Department of State, State Library and Archives.

The list of discardable records is distributed to schools and departments as a form called the Disposal Authorization. In accordance with state regulations, the form is used to report the volume of records destroyed as well as identify those records eligible for destruction. (See 1B-24.003(10)(e), F.A.C.)

We provide the Disposal Authorization in two versions, one for schools and one for non-school departments and centers.

Disclaimer: The Disposal Authorization is provided here as a tool for the use of personnel in Pinellas County Schools. The Disposal Authorization includes retention requirements that were established with the Florida Department of State, State Library and Archives for records specific to this school district. These retention requirements cannot be assumed to apply to similar records in other agencies.

Understanding and Using the Disposal Authorization

This presentation explains the different parts of the Disposal Authorization and lists the steps to follow in completing the form.

PowerPoint Version

PDF Version

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