Loading...
HomeMy WebLinkAboutDisposition Forms_09-16_02/29/2016_Clerk RECORDS DISPOSITION DOCUMENT NO. q -1 O Revised : 4/6/12 PAGE � OF 1 i PAGES 1.AGENCY 2. DEPARTMENT 3.13UREAU Village of Tequesta Village Clerk N/A 4. ADDRESS (Street, City, and Zip Code) 5. CONTACT (Name and Telephone Number) 345 Tequesta Drive Lori McWilliams, MMC Tequesta, FL 33469 561- 768 -0440 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 litigatio pending or imminent. Q manner checked below (specify only one): Signature Date Da. Destruction 0 b. Microfilming and Destruction 0 a.1 Shred ® a.2 Recycle Lori McWilliams, Clerk 0 c. Imaging and Destruction Name and Title d. Other S. 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 23 Information Requests - Attorney 1 yr Atty Gen request for .5 Deleted General records and litigation from hold. Litigation hold released on 3/18/5 computer (attached) on 8/4/15 and hard copy recycled on GS1 -SL 2/26/16 TOTAL CUBIC FEET 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) Signature: �ln.�lc� - Date: 1� JC�(0 t 4,. Signature: nL/�r� 1 Date: b j j4 Print Name: Lori McWilliams Print Name: Y , ' K• � Print Title: Village Clerk Print Title: NOTE: Upon disposition retain this form for your records Amended: 2/8/16 • ' ' • • f1 • NO. 49 -15 Revised: 1/22/14 PAGE 1 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, MMC Tequesta, FL 33469 561- 768 -0440 6. SUBMITTED BY: 1 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 �onn�e): Only the Department Head has the authority to sign off on Item 6. �.,� vkh G(� Signature Date 08 -04 -2015 JI 'L * Name Lori McWilliams Title Village Clerk 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 GS1 -SL 23 INFORMATION REQUEST RECORDS 1 year Attorney General Request 5 deleted from for Records and Litigation hold. Litigation hold computer 8/4/15 released 3/18/15 (attached) Sent Brad an email Lo asking him to rem© 4 1 f From server & to let me know when do 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) Signature ( aeQ Date c5' y 1 Signature Date Print Name: Lori McWilliams, MMC Print Name Print Title: Village Clerk Print Title NOTE: Upon disposition retain this form for your records Light gray shading indicates a field required to be completed by department. Print Form Light blue requires a signature OFFICE OF THE ATTORNEY GENERAL _ Antitrust Division Lizabeth A. Brady OF f1 Chief, Multistate Antitrust Enforcement PL -01 The Capitol PAM BONDI Tallahassee, FL 32399 -1050 ATTORNEY GENERAL Phone (850) 414 -3300 Fax (850) 488 -9134 STATE OF FLORIDA http: / /Www.myfloridalegaLcom March 18, 2015 JoAnn Forsythe Finance Director Tequesta, Village of 345 Tequesta Dr Tequesta FL, 33469 Re: In re LCD Flat Panel Settlement Distribution Dear Ms. Forsythe: As you may know, my office has been litigating an antitrust case that alleged a price fixing conspiracy among various manufacturers of LCD flat panels. LCD flat panels are used in televisions, laptops and desktop computer monitors. The action was filed on behalf of the State as well as its local governmental entities. The case has now settled, resulting in a recovery for your agency. Enclosed is a copy of an electronic funds transfer for $733.67 which represents your agency's share of the settlement. With this settlement, the litigation hold is now lifted. This means that all documents you have been preserving for this litigation can now be returned to your agency's normal retention schedule. We know that your agency staff devoted valuable time and effort to collecting the necessary documentation that assisted us in the litigation of this case. Please accept my personal thank you for all of the cooperation and support your agency provided that allowed us to bring this matter to a successful conclusion. We look forward to working with you again. If you have any questions regarding the settlement or the case generally, please do not hesitate to contact us. Calls can be directed to Ms. Laura Daugherty in our Tallahassee office. Her direct line is 850 - 414 -3855. Sincerely, Lizabeth A. Brady Chief, Multistate Antitrust Enforcement Enclosure McWilliams, Lori From: McWilliams, Lori Sent: Tuesday, August 04, 2015 11:27 AM To: Gomberg, Brad Subject: Litigation Hold - all trace of documents to be removed from our servers - FOLLOW UP DOCUMENTATION NEEDED Follow Up Flag: Follow up Due By: Thursday, August 06, 2015 4:00 PM Flag Status: Flagged Brad, Good morning. The following records have been deleted from my computer and placed in the Laserfiche Recycle bin as access is denied and will not allow me to permanently delete them from the system. I do not know why — as the records custodian, I used to have this ability. Please remove from Laserfiche and from our server to ensure they no longer exist in any capacity. Please let me know when this has been done, as I must document it on the state required form. Thank you, Lori tat cat. tEC6€i5.i tb rCtc„s Sul caxd c wsssSkll s�ttt7NH 0,`, ? 3.Afantv(WWJ 0"emCPT Fa lefr_t X II�M`l^ A adSCf6S5mt�{�t�t�drxm5 �k. €fss1WE__ ��amstrtuY$,� "1�;�1�R�$7° 4 T[QuaT5 ;RR as+m €P5�6;2Ct3tRR43 &�41�}� gSFP�Y €8n 1 McWilliams, Lori From: McWilliams, Lori Sent: Wednesday, August 05, 2015 11:31 AM To: 'Keith Davis' Cc: 'Debbie Telfrin (E- mail)'; 'Michael Couzzo (E- mail)' Subject: RE: Records Retention Issue Thank you. I just hate to have everyone dispose of records properly, but then when it comes to IT nothing can be done. Thanks. From: Keith Davis [ mailto:keithCaacwda- legal.com Sent: Wednesday, August 05, 2015 11:18 AM To: McWilliams, Lori Subject: RE: Records Retention Issue Lori: I have not been presented with this issue anywhere else (which isn't to say it doesn't exist, I just don't know about it). I'll see if 1 can find out how this is being handled in other places and try to offer some suggestions. Keith W. Davis, Esquire Attorney MM 1111 Hypoluxo Road, Suite 207 Lantana, Florida 33462 Tel: (561) 586 -7116 Fax: (561) 586 -9611 Email: Keith CWDA- Ie Please make a note of our new e-mail address Incoming e -mails are filtered which may delay receipt. This e -mail is personal to the named recipient(s) and may be privileged and confidential. If you are not the intended recipient, you received this in error. If so, any review, dissemination, or copying of this e -mail is prohibited. Please notify us immediately by e -mail and delete the original message. From: McWilliams, Lori [ mailto :lmcwilliams @teguesta.org Sent: Wednesday, August 05, 201510:43 AM To: Keith Davis < keith @cwda- legai.com Cc: Mayo, Deanna < dmavo @teguesta.org Subject: Records Retention Issue Keith, As the Village Clerk and Records Custodian (and the person who has to release public records), I need to ensure that records stored in archive backups for extended periods of time (1 -2 years) are deleted when their i retentions are met. However, my IT Manager is telling me that all of our electronic records are stored in the Cloud in archive backups for 1 year and 11 months. He has advised me that when we dispose of records from our computers, they are being removed from our servers, however not from these archive backups. Additionally I am being told that it would be cost prohibitive for him to search, pull and remove any records from the archive databases and that if the records are requested, it would be too costly for the requester to pay the cost. I am referring to not only Laserfiche files (which I do delete when they have met their retention), but also other computer related electronic files (Word, Publisher, etc.). Just because we delete them from our computer or the program does not mean they are completely deleted as they "may" still remain on your entities server in backup files. I am now at a roadblock with my IT Manager. Have you come across this issue with any of your other municipalities and how have they worked with IT to ensure the records are completely removed from backup files when they have met their retention? Thanks, Lori This email has been scanned for email related threats and delivered safely by Mimecast.� For more information please visit http: / /www.mimecast.com 2