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HomeMy WebLinkAboutDisposition Forms_26-13_07/18/2013 RECORDS DISPOSITION DOCUMENT NO. , ' I Revised 11/9/07 PAGE OF 1 PAGES 1.AGENCY 2. DEPARTMENT 3. BUREAU Village of Tequesta N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, CIVIC Tequesta, FL 33469 561- 575 -6200 ext. 244 6. SUBMITTED BY: I hereby certify that the records to be disposed of are 7. NOTICE OF INTENTION correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any The scheduled records listed in Item 8 are to be disposed of in the litigation pending or imminent. manner checked below (specify only one): Signature Dad X:::::]a. Destruction b. Microfilming and Destruction a.1 Shred = a.2 Recycle D� p �JNA 114 b c. Imaging and Destruction Name and Title 1155 1SI - -A 72 CG d. Other 8. LIST OF RECORD SERIES a. b. C. d. e. f. g. Schedule Item Title Retention Inclusive Volume Disposition Item No. Dates in Action and Date Cubic Completed After Feet Authorization S I �v -1 � GAS (�S IGQ3 ��0 \R aQKW 31 W S 0 Sztf- 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records 10. DISPOSAL CERTIFICATE The above listed records have been authorized. Any deletions or modifications are indicated disposed of in the manner and on the date shown in column g. (Witness to the Records Disposition) Signatu e: Date: Si nature: Date: (� g �c. _ 7 l6 /J Print Name: Lori McWilliams Print Name: �N Print Title: Village Clerk Print Title: NOTE: Upon disposition retain this form for your records BACKUP TAPES There is no retention schedule for backup tapes or other forms of data backup. A backup tape or drive should be just that: a data/records backup kept solely as a security precaution but not intended to serve as the record copy or as a records retention tool. In the case of disaster, the backup would be used to restore lost records; otherwise, agency records that have not met their retention should not be disposed of on the basis of the existence of a backup. If for any reason (for instance, a disaster erases a -mails on your server) the only existing copy of an item that has not met its retention period is on a backup tape or drive, the custodial agency of that record must ensure that the record on the backup is maintained for the appropriate retention period. A backup containing record copies /only existing copies of items that have not passed their retention would have to be retained for the length of the longest unmet retention period. Mayo, Deanna From: Gomberg, Brad Sent: Tuesday, July 09, 2013 11:51 AM To: Mayo, Deanna Cc: McWilliams, Lori Subject: RE: Permanent Record Items You cannot read tapes. In order to retrieve the data we must ascertain what program was used to write to the tapes and even then there is no guarantee that we can pull data off of them. They were more than likely used for backup jobs which are completely irrelevant at this point. The tape should be destroyed. Sent from my Verizon Wireless 4G LTE DROID "Mayo, Deanna" < dmayo a,tequesta.org wrote: Yea! From: McWilliams, Lori Sent: Tuesday, July 09, 2013 11:31 AM To: Mayo, Deanna; Gomberg, Brad Subject: RE: Permanent Record Items Brad, How does it work? How can we read these disks and drives to see what is on them ?? From: Mayo, Deanna Sent: Tuesday, July 09, 2013 11:29 AM To: McWilliams, Lori Subject: FW: Permanent Record Items From: Gomberg, Brad Sent: Tuesday, July 09, 2013 11:23 AM To: Mayo, Deanna Subject: RE: Permanent Record Items They dont work like that. Sent from my Verizon Wireless 4G LTE DROID "Mayo, Deanna" < dmaYo(a tequesta.org wrote: Do you have something to read a tape drive? From: Gomberg, Brad Sent: Tuesday, July 09, 2013 11:10 AM To: Mayo, Deanna Subject: RE: Permanent Record Items 1 1 Dunno .... laserfiche computer. Otherwise look around. Should be one somewhere Sent from my Verizon Wireless 4G LTE DROID "Mayo, Deanna" < dmayo &tequesta.org wrote: Nope. Another? From: Gomberg, Brad Sent: Tuesdav, July 09, 2013 11:01 AM To: Mayo, Deanna Subject: RE: Permanent Record Items Bettys computer Sent from my Verizon Wireless 4G LTE DROID "Mayo, Deanna" < dmayo@tequesta.org > wrote: We don't have an old hard drive around that I could just read them on? From: Gomberg, Brad Sent: Tuesday, July 09, 2013 10:57 AM To: Mayo, Deanna Subject: RE: Permanent Record Items I can order one Sent from my Verizon Wireless 4G LTE DROID "Mayo, Deanna" < dmayoAtequesta.org > wrote: I also no longer have a floppy reader in my hard drive. Do you have one I could use? From: McWilliams, Lori Sent: Tuesday, July 09, 2013 10:47 AM To: Gomberg, Brad Cc: Mayo, Deanna Subject: FW: Permanent Record Items Brad, We have 8 3M mini -data cartridges of Manager / Clerk's Office files that we need to read prior to disposing of. Do you — or any of your techie cohorts — have something we can use to read these files? Due to the records disposition retention requirements for certain records, I need to make sure I cover all avenues to review prior to disposition. 2 .1 ! Lori From: McWilliams, Lori Sent: Tuesday, July 09, 2013 10:34 AM To: Mayo, Deanna Subiect: Permanent Record Items Deanna, This list is why I need to know what is on these tapes, if we can reasonably work to retrieve the data. There could be historical information related to annexations, bonds, charter amendments, Comp Plans, GIS, land development, legal opinions, etc. ALL of which are permanent records. 3 Permanent Record Items 2012 ANNEXATION RECORDS This record series consists of a description and related documentation of both approved and disapproved annexations of property by local government that would change municipal boundaries or lines. The records may include correspondence, reports, maps, voluntary petitions, certifying statements, and municipal service tans. ANNUAL REPORTS: • BODY Item #245 This record series consists of the annual program, narrative, and statistical report issued by the highest level of authority within an agency. It is a comprehensive compilation of all annual reports submitted by departments, divisions, bureaus, program offices, and other subdivisions including boards, commissions, and dependent special districts. This is NOT the annual financial report required under Section 218.32, Florida Statutes, nor is it the annual financial audit report required under Section 218.39, Florida Statutes, and Chapters 10.550, 10.800, and 10.850 of the Rules of the Auditor General of the State of Florida. See also "ANNUAL REPORTS: COUNTY GOVERNMENT," "AUDITS: AUDITOR GENERAL," "AUDITS: INDEPENDENT," and "FINANCIAL REPORTS: ANNUAL LOCAL GOVERNMENT)." These records may have archival value. BOND ADMINISTRATION RECORDS Item #250 This record series consists of documents relating to the financing of local government projects through bonded indebtedness. The records include, but are not limited to preliminary studies, legal opinions, proposals and prospectuses, authorizations and certificates for issuance, cancellation and exchange records, and other related correspondence and documentation. See also "BOND REGISTERS," "BOND RESOLUTIONS/ORDINANCES," and "BONDS AND BOND INTEREST COUPONS." These records may have archival value. :• • REGISTERS Item #251 This record series consists of registers used to record the redemption of coupons for municipal bonds. The register is evidence of payment and may include upon what authority bonds and bond interest coupons were issued, details of bondholders, balances, identifying date, number of each bond, interest paid, and maturation dates. The register may also indicate that the coupons have been paid, upon what authority they were destroyed, and the date of destruction. See also "BOND ADMINISTRATION RECORDS," "BOND RESOLUTIONS/ORDINANCES," and "BONDS AND BOND INTEREST COUPONS." These records may have archival value. BOND RESOLUTIONSIORDINANCES This record series consists of resolutions or ordinances to issue bonds to finance undertaking of any capital or other projects for the purposes permitted by the State Constitution. The record includes, but is not limited to, legal agreements, reports of principal, interest, paying agents, and reports. See section 166.111, F.S., Municipalities, Authority to borrow. See also "BOND ADMINISTRATION RECORDS," "BOND REGISTERS," and "BONDS AND BOND INTEREST COUPONS." These records may have archival value. RECORDS: BUDGET APPROVED This record series consists of the agency's approved annual budget and its amendments which are filed chronologically. This series does NOT include working papers, agency staff analyses, drafts, budget requests, or other supporting documentation relating to the development, modification, or implementation of an agency's final approved budget. See also "BUDGET RECORDS: SUPPORTING DOCUMENTS." These records may have archival value. RECORDS CEMETERY This record series consists of a record of each burial showing the date of burial and name of person buried, together with lot, plot, and space in which the burial was made. These records related to government lands and operations, not to private cemeteries. These records may have archival value. CHARTERS/AMENDMENTS/BYLAWS/CONSTITUTIONS Item 1 This record series consists of foundation documents establishing an organization and its mission, functions, duties and responsibilities, and organizational structure. See also "ORDINANCES," "PROCLAMATIONS," and "RESOLUTIONS." These records may have archival value. COMPREHENSIVE MASTER PLANS: ADOPTED Item #166 This record series consists of adopted original and succeeding plans of local governmental agencies required by the State of Florida, including, but not limited to, maps, surveys, site plans, and any other material comprising or incorporated into the adopted comprehensive plan and all associated amendments. The plans may contain elements such as growth management, sanitary sewer records, drainage records, future land use records, traffic circulation, economic assumptions, conservation, housing, recreation and open space, solid waste, electric utilities, potable water, intergovernmental coordination, mass transit, and all other local government - related functions. Refer to Florida's Growth Management Act: Chapter 163, Part 11, F.S., Local Government Comprehensive Planning and Land Development Regulation Act. See also "COMPREHENSIVE MASTER PLANS: ADOPTED SUPPORTING DOCUMENTS)." These records may have archival value. COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337 This record series consists of releases or other documentation authorizing the agency to publish copyrighted materials, including publication on the Internet. The series includes release /authorization forms, correspondence, and related documentation. DONATION RECORDS - This record series documents donations of funds, property, historical documents, artifacts, or other items to a public agency or institution. The series may include, but is not limited to, correspondence; deeds of gift and /or other transfer documentation; description and /or value of item(s) donated; and documentation of the purpose of the donation and any limitations /restrictions on use. See also "ENDOWMENTS /BEQUESTS/TRUST FUND RECORDS." !• • ! RECORDS This record series documents the creation of, contributions to, or expenditures from endowments, bequests, and trust funds. See also "DONATION RECORDS." These records may have archival value. EXPEN CAPITAL IMPROVEMENT 1 : This record series consists of capital improvement expenditure plans detailing the long -term building and capital improvement needs of the agency. These plans may demonstrate a priority listing for capital improvement expenditures as well as a time line for each project's completion. Records may also include, but are not limited to, background supporting materials and reports and related correspondence. "Capital Improvements" shall mean improvements to real property (land, buildings, including appurtenances, fixtures and fixed equipment, structures, etc.), that add to the value and extend the useful life of the property, including construction of new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or removal of closed structures. These records may have archival value. FINAL ORDERS RECORDS •• This record series consists of all final agency orders and any material incorporated by reference, a current final orders hierarchical subject -matter index, and a list of all final orders not required to be indexed. "Final order" is defined in s. 120.52, F.S., as "a written final decision which results from a proceeding under s. 120.56, s. 120.565, s. 120.569, s. 120.57, s. 120.573, or s. 120.574 which is not a rule, and which is not excepted from the definition of a rule, and which has been filed with the agency clerk, and includes final agency actions which are affirmative, negative, injunctive, or declaratory in form. A final order includes all materials explicitly adopted in it. The clerk shall indicate the date of filing on the order." The permanent retention is pursuant to s. 120.53(3), F.S. For retention of supporting documentation such as notices, pleadings, motions, etc. that are not incorporated by reference into the final order see "FINAL ORDERS: SUPPORTING DOCUMENTS." See also "LITIGATION CASE FILES" and "MINUTES: OFFICIAL MEETINGS." For Chapter 162, F.S., proceedings, see "CODE ENFORCEMENT HEARING CASE FILES." FINANCIAL HISTORY . RECORDS This record series consists of records providing a periodic summary of an agency's receipts and disbursements over the course of an agency's history. The series may consist of annual summary general ledgers, annual financial reports, orequivalent records in other forms. GEOGRAPHIC • • • TS: HISTORICAL Item #383 This record series consists of periodic snapshots of Geographic Information Systems (GIS) data considered by the agency to have long -term informational and /or historical value. This series may include, but is not limited to, snapshots documenting community development and /or growth such as geographic contour changes; infrastructure development, including transportation, utilities, and communications; environmental changes; demographic shifts; changes to jurisdictional boundaries; and changes in property values. This record series does not include GIS snapshots taken by an agency for the sole purpose of back -up /disaster or snapshots taken for general administrative or reference purposes such as documentation of routine infrastructure maintenance (e.g., road repairs, utility line repairs). See also "GEOGRAPHIC INFORMATION SYSTEMS (GIS) SNAPSHOTS: ADMINISTRATIVE," "GEOGRAPHIC INFORMATION SYSTEMS (GIS) DATA LAYERS AND DATASETS," and "GEOGRAPHIC INFORMATION SYSTEMS (GIS) SOURCE DOCUMENTS /DATA." These records may have archival value. DEVELOPMENT LAND PLANNING PROJECT This record series documents land development projects brought before local government planning or development commission or appeal bodies or before other special or ad hoc committees constituted for similar purposes. Records may include, but are not limited to, staff reports, determinations and evaluations, correspondence, project case files, drawings and plans, and final determinations. DEVELOPMENT LAND • PLANNING STUDIES AND REPORTS Item #353 This record series documents local government land use and development planning. The series may include, but is not limited to, feasibility studies, reports, analyses, projections, graphic material, and related planning documents produced by outside consultants or in -house staff. The records may relate to comprehensive planning, capital improvements, land use and open space, economic development, housing renewal, regional intergovernmental cooperation, transportation, traffic engineering, transit systems, airports, long range forecast, and other aspects of local government planning. See also "COMPREHENSIVE MASTER PLANS: ADOPTED" and "COMPREHENSIVE MASTER PLANS: ADOPTED SUPPORTING DOCUMENTS)." ORIGINALS Item #280 This record series consists of original maps and the supporting documentation used to create those maps. The records in this series are used in planning and engineering of local infrastructure and include highway, sales, sectional, and geological survey maps. This series does not include original maps that are required by statute or ordinance to be filed with the Clerk of the Court under ss. 177.111, 177.131, 177.132, or 337.2735, F.S., or with the State Land Office under s. 253.031, F.S. See also "SUBDIVISION PLANS." MICROGRAPHICS: QUALITY CONTROL RECORDS Item #283 This record series consists of, but is not limited to, test results and microfilm inspection records for all p ermanent or long-term microfilm as required by Rules 1 B-26.0021(3)(0 and 1 B- 26.0021 (3) ' , F.A.C. OFFICIAL Item #3 This record series consists of the official record of official meetings, defined in s. 286.011(1), F.S. as "All meetings of any board or commission of any state agency or authority or of any agency or authority of any county, municipal corporation, or political subdivision, except as otherwise provided in the Constitution, at which official acts are to be taken..." The series may include verbatim transcripts or minutes summarizing issues addressed, actions taken, and decisions made. The series may also include agendas and background materials used as reference documentation for agenda items. This series does not include documentation of the logistics /planning of the meetings such as venue information or directions, travel itineraries, reservations and confirmations, etc., which are covered by Administrative Support Records. See also "CABINET AFFAIRS FILES," "MINUTES: OFFICIAL MEETINGS (PRELIMINARY /AUDIO RECORDINGSNIDEO RECORDINGS)," "MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)," and "MINUTES: OTHER MEETINGS." These records may have archival value. NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOOD Item #356 MITIGATION PROGRAM RECORDS This series consists of records documenting federally- funded flood mitigation projects to reduce the long -term risk of flood damage to structures insurable under the National Flood Insurance Program. Records document such projects as elevation and retrofit of insured structures; dry floodproofing of non - residential insured structures; acquisition of insured structures and real property; relocation or demolition of insured structures; and beach nourishment activities. Projects are conducted pursuant to 42 U.S.C. 4104c and d. See 44CFR, Emergency Management and Assistance. NATIONAL FLOOD INSURANCE PROGRAM RECORDS: FLOODPLAIN Item #357 CONSTRUCTION AUTHORIZATION RECORDS This series consists of records documenting the authorization process for construction of buildings in floodplains. The series may include, but is not limited to, floodplain construction authorization permit applications, flood insurance rate map information forms, floodplain maps, affidavits of no wetland alteration, Federal Emergency Management Administration elevation certificates, and other related and supporting documentation. See 44CFR, Emergency Management and Assistance. OPINIONS: This record series consists of written legal opinions issued by agency attorneys establishing policy or precedent and answering questions involving legal interpretation of Florida or federal law in relation to the agency's functions, responsibilities, and authority. See also "LITIGATION CASE FILES" and "OPINIONS: LEGAL (SUPPORTING DOCUMENTS) These records may have archival value. ORDINANCES This record series consists of county or municipal ordinances. Section 166.041(1)(a), F.S., defines "ordinance" as "an official legislative action of a governing body, which action is a regulation of a general and permanent nature and enforceable as a local law." See also "CHARTERS/ AMENDMENTS /BYLAWS /CONSTITUTIONS," "ORDINANCES: SUPPORTING DOCUMENTS," "PROCLAMATIONS," and "RESOLUTIONS." These records may have archival value. RECORDS DISPOSITION DOCUMENTATION Item #45 This record series documents each disposition of public records by an agency. Agencies are required to maintain internal documentation of records dispositions pursuant to Rule 1B- 24.003(9)(d), F.A.C., which states in part that "For each record series being disposed of, agencies shall identify and document the following: 1. Records retention schedule number; 2. Item number; 3. Record series title; 4. Inclusive dates of the records; 5. Volume in cubic feet for paper records; for electronic records, record the number of bytes and /or records and /or files if known, or indicate that the disposed records were in electronic form; and 6. Disposition action (manner of disposition) and date." Disposition may include either destruction of records or transfer of legal custodianship of the records to another agency. See also "RECORDS MANAGEMENT COMPLIANCE STATEMENTS" and "RECORDS RETENTION SCHEDULES: AGENCY SPECIFIC." RES OLUTIO NS This record series consists of formal expressions of opinion, intention, or decision by a governing body concerning administrative matters before the governing body or relating to the governing body's areas of responsibility. See also "RESOLUTIONS: SUPPORTING DOCUMENTS," " CHARTERS / AMENDMENTS /BYLAWS /CONSTITUTIONS," " DIRECTIVES /POLICIES /PROCEDURES," "ORDINANCES," and "PROCLAMATIONS." These records may have archival value. SUBDIVISION PLANS Item #301 This record series consists of preliminary, final, and as -built construction plans /drawings and legal descriptions submitted by developers for proposed and approved subdivisions. The plans /drawings are reviewed to ensure compliance with codes and ordinances. Any proposed construction involving state right -of -way is also reviewed by the Department of Transportation. The plans /drawings may depict conceptual as well as precise measured information essential for the planning and construction of subdivisions. The series may also include, but is not limited to: Master Plan; Water Distribution; Site Topography; Drainage Plan; Standard Water Details; Road Construction Details; Sign Details; and Control Maps. See also "ARCH ITECTU RAUBU I LDI NG PLANS: COMMERCIAL," "ARCHITECTURAUBUILDING PLANS: PRELIMINARY DRAWINGS," "ARCH ITECTURAUBU ILDI NG PLANS: RESIDENTIAL," and "ENGINEERING RECORDS: INFRASTRUCTURE." AERIAL Item #303 This record series consists of aerial survey records which include, but are not limited to, negatives, prints, and su portin documentation. ZONING • This record series documents actions taken on requests for zoning variances, including the zoning variance request, a copy of the final disposition, and other related documentation. This series includes records relating to temporary special exception zoning variances.