What are Public Records?
"Public records" means all 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."
F.S 119.011(12)
What Are Some Examples of Public Records?
| Student Records | Faculty Records | Financial Documents | Work-related Calenders |
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What is NOT Considered a Public Record?
Blank forms, library books, magazines, newspapers, Listserv email items, transitory items, personal photographs, and personal calendars.
What is an Electronic Record?
An electronic record is any information that requires a computer to read it. These include: word documents, databases, e-mails, digital photographs and audio, scanned copies of paper or microfilm documents, and text messages.
Do I need to fill out a Disposition Form if they're duplicate copies?
Yes and no - If you have boxes of duplicates that have accumulated, yes you will need to fill out a Disposition Form and indicate they're duplicates under column c. and list the retention under column d as "OSA" (retain until obsolete, superseded, or administrative value is lost"). If you are simply printing something out to reference and then recycling it shortly afterward, then you would not need to fill out the Disposition Form.
Are E-Mails Public Records?
Work emails are considered public records, while personal emails are not.
Remember, it is the content that determines if it is a public record, not the form of communication or medium.
How are records disposed of?
Once receiving authorization from an RMLO, you may dispose of the records in-office or with a work order through Facilities Waste Management.
Visit our Records Disposal page for step-by-step instructions regarding the request form.
Public Records Request
Under § 119.12, Florida Statutes, the Office of the General Counsel has been designated as the Custodian of Public Records. You may submit a public records request by completing the Request Form.