Records Management

  • Records Management is located in the Bernice Johnson Service Center. Employees in this department are the experts who understand the rules and regulations pertaining to retention of records and disposal of records. Annually, Records Management 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.

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

    storage boxes

     
    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.

    General Records Schedule / October 2013 Edition
     

    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 centers and departments.

    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.
     
    Disposal Authorization No. 262 (for the 2014-2015 School Year)
     
    Disposal Authorization No. 264 (for the 2015-2016 School Year) 

     

    Understanding and Using the Disposal Authorization

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

    Understanding and Using the Disposal Authorization 


    If you are a former student seeking copies of your student records, please visit the Student Records page.

    Student Records


    Records Management
    Bernice Johnson Center
    2929 County Road 193
    Clearwater, FL 33759
    (727) 793-2701