Managing Florida’s Public Records
GLOSSARY
48
Administrative Code) See Appendix C for a complete list of Florida’s general records schedules
and information on obtaining them.
Inactive Records: Records that have lost some of their value or have been superseded by new
records but have not yet met all of their retention requirements. These records can be stored
off-site until final disposition. Sometimes referred to as “semi-active records.”
Intermediate Files/Processing Files: “[T]emporary electronic files used to create, correct,
reorganize, update, or derive output from master data files. Intermediate files are precursors of
public records, and are not, in themselves, public records which must be retained. Intermediate
files only exist provided a final product is subsequently generated which perpetuates,
communicates, or formalizes knowledge of some type. In the absence of such a final product,
processing files constitute final evidence of the knowledge to be recorded and shall not be
construed as intermediate files . . .” (Rule 1B-24.001(3)(h), Florida Administrative Code)
Public Records: “[A]ll documents, papers, letters, maps, books, tapes, photographs, films, sound
recordings, data processing software, or other material, regardless of the physical form,
characteristics, or means of transmission, made or received pursuant to law or ordinance or in
connection with the transaction of official business by any agency.” (Section 119.011(12),
Florida Statutes)
Record Copy: “[P]ublic records specifically designated by the custodian as the official record.”
(Rule 1B-24.001(3)(j), Florida Administrative Code)
Record Series: “[A] group of related public records arranged under a single filing arrangement or
kept together as a unit (physically or intellectually) because they consist of the same form,
relate to the same subject or function, result from the same activity, document a specific type of
transaction, or have some other relationship arising from their creation, receipt, or use. A
record series might contain records in a variety of forms and formats that document a particular
program, function, or activity of the agency.” (Rule 1B-24.001(3)(k), Florida Administrative
Code)
Records Center: A facility especially designed and constructed for the low-cost and efficient
storage of inactive records and the furnishing of reference service on inactive records pending
their final disposition.
Records Inventory: The systematic identification of records in an agency conducted to 1) facilitate
efficient management of, and access to, their records, and 2) to develop or identify appropriate
retention schedules for their records.
Records Management: The application of systematic controls to manage an agency’s records
throughout their life cycle from their creation, distribution, filing and use through their final
disposition, whether by destruction or permanent retention.
Records Management Liaison Officer (RMLO): The individual designated by the agency who
serves as a contact person to the division and is assigned records management
responsibilities by the Custodian. Section 257.36(5)(a), Florida Statutes requires all agencies
to designate an RMLO.
Records Retention Schedule: “[R]etention requirements established by the Division for public
records held by a specified agency within the State of Florida indicating the minimum time such
records must be kept.” (Rule 1B-24.001(3)(l), Florida Administrative Code) Agencies may
initiate the process by submitting to the division a Request for Records Retention Schedule,
Form LS5E-105REff.2-09.
Retention Period: The minimum period of time for which a record series must be retained before
final disposition, based upon the legal, fiscal, administrative and historical values of the record
series. In rare instances, a retention period might establish the maximum period of time to
retain records before they must be destroyed. Retention values are determined by the nature,
content and purpose of the record series and not by the physical format (e.g., paper, electronic,
microfilm) in which the series resides.