Records Management

  • RECORDS MANAGEMENT MISSION STATEMENT: To preserve organizational memory for internal and external customers by providing and promoting appropriate records retention, maintenance, and disposition processes.

    Records Management for Pinellas County Schools is located in the Bernice Johnson Service Center, 2929 County Road 193, Clearwater. Employees in this department are the experts who understand the rules and regulations pertaining to the retention and disposal of records. Records Management compiles an annual list of district records that are in storage and have satisfied their required retention periods. The required retention period is determined by the Florida Department of State, State Library and Archives.

    storage boxes

     
    Use the General Records Schedule below to determine the Title of the school/department records and the GS & Item numbers to use with that Title. This information is listed on the Records Storage Request form used in preparing records for storage.   
     
    The Pinellas County School's 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. 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.

  • DOCUMENT DESTRUCTION - Schools and departments are encouraged to routinely dispose of records that can legally be discarded. The state requires Pinellas County Schools to annually report the volume of each record title destroyed in our district. Records Management prepares that report at the end of each school year.     

    Records Management requests that all schools and departments send their records to Central Records, including shredding, in a labeled box to determine if the records have met their retention period. Procedures on Preparing School/Department Records for Storage/Destruction will help you prepare all of your boxes for storage, including your "shredding" boxes.   

    If your school/department destroys/shreds documents on site, or if your documents are shredded off site by a third party, you are required to fill out the Disposal Autorization below. This Disposal Authorization must be signed by your principal or supervisor and returned to Records Management in June, at the end of each school year. (You do not have to pay for shredding, Records Management does it for you!)  


    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.