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AGENDA

• Privacy and FERPA• Todd Sussman, Privacy Officer (754) 321‐1914

• Public Records• Requel Bell, Paris Danglenben. Public Records Office (754)321‐1925 

• Records Disposition• Lucia Ungaro, RMLO, (754) 321‐3151

RECORDS DISPOSITION

LUCY UNGARO, CBARECORDS MANAGEMENT LIAISON OFFICER

SUNSHINE LAW vs FERPA

• Public agencies • Open government 1965

• FERPA• Protects the students privacy

• The Florida Sunshine Law is a series of laws designed to guarantee that the public has access to the public records of governmental bodies in Florida. The law was first enacted in 1995.

Government in the Sunshine

• The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. §1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records.

FERPA

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Subpoenas for Student Records

• 10‐Day Notice to Comply• Notify requesting 

attorney• Certificate of No 

Records• Invoice

Retention Requirements

Department of State

• Statute of limitations

• Applicable state and federal codes/statutes

• Audits

Requirement Baseline

General Records Schedule (GS)

• Item description

• Series

• Periods

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Retention Comparison 

Series DOS BCPS

Accident GS7 #2 4yrs  7yrs

DisciplineGS7 #26 1yr  5yrs

Calendars GS1‐L #89 1yr 4yrs

EmploymentApplication GS1‐L #24

4yrs 5yrs

• Schedule awarded by DOS

• Disposition review • RMLO• General Counsel• Chief Auditor

Series DOS BCPS

It’s the Law!

Retention Year• 2015‐ 2016

• Count starts with last completed school year

• Contents from CUM folder

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7 Year Retention2009

• #110 ABUSED/NEGLECT/ABANDONMENT• #2 ACCIDENT RECORDS: STUDENT• #120 CLINIC LOG• #158 MEDICAL HEALTH CARE RECORDS: STUDENT• #132 RELEASE OF INFORMATION: MEDICAL

SEVEN!!!!

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• The RDR is your authorization to destroy documentation and electronic records which have met retention, barring the receipt of a Public Records Request, Subpoena, or Audit prior to destruction.

• The use of high wet machinery method (pulping) for destruction does not sufficiently dissolve/destroy as required by law, thus is not permitted for document destruction

• Submit by April 21, 2017

1 box = 1.5 cuft

4.5 4.15.17shred

Destruction MethodsConfidential Information

• Shred

• Incinerator• WAREHOUSE SERVICES• WEB/FORMS• Document Destruction 

Request

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ARCHIVEPHASE II

Records Retention

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ARCHIVE

• 2010‐2011• Cumulative folder jacket • DH680 Immunization Form

• Access Log/ FERPA log (if any)• Permanent Record Cards (if any)• FERPA Opt‐Out form (latest)

• Alphabetical list – Laura Mappe

• STORAGE BANKERS BOXES – letter size

WEB/FORMS

IMMUNIZATION DH680 FORM

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CUM Jacket

PERMANENT RECORD CARD ‐ PRC

FERPA Opt-OutCode of Conduct

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Websites WEB/ FORMS

WEB/ETS/CSS/RECRET/RECORDSRET/INDEX.HTMLWEB/RMT/PRIVACY2.HTML

WEB/PRIVACY‐POLICY/PRIVACY‐INFORMATION

QUESTIONS