Item N6BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 17, 2011 Division: Monroe County Clerk
Bulk Item: Yes X No _ Department: Administration
Staff Contact Person/Phone: Isabel DeSantis/295-3130
AGENDA ITEM WORDING: Approval to dispose of documents pursuant to the State of Florida
General Records Schedule GS 1-SL.
ITEM BACKGROUND: See attached: Records of Disposition Document Form
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: INDIRECT COST: BUDGETED: Yes _No _
COST TO COUNTY: SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management
DOCUMENTATION: Included Not Required
DISPOSITION:
Revised 1/09
AGENDA ITEM #
NO.
RECORDS DISPOSITION DOCUMENT
PAGE OF PAGES
1. AGENCY NAME and ADDRESS
2. AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk's Office
Isabel C. DeSantis
500 Whitehead Street
Key West FL 33040
(305 ) 295 - 3130 Ext.
3. NOTICE OF INTENTION: The scheduled records listed In Item 5 are to be disposed of in the manner checked below (specify Only
one).
[R. Destruction ❑ b. Microfilming and Destruction ❑ c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for
th records h ve been fully .ustified, and that further retention is not required for any litigation pending or imminent.
Isabel C. DeSantis 06/02/2011
Signature Name and Title Date
5. LIST OF RECORD SERIES
i.
g.
a.
b.
C.
d.
e.
Volume
Disposition
Schedule
Item
Title
Retention
Inclusive
In
Action and
No.
No.
Dates
Cubic
91111111
Feet
Completed
After
Authorization
GS1—SL
123
Minutes: Official Meetings
(Supporting Documents)
Agenda Backup
2YR
01/2007 to 12/2007
2 cf.
2YR
01/2006 to 12/2006
2 cf.
6. DISPOSAL AUTHORIZATION: Disposal for the above listed
7. DISPOSAL CERTIFICATE: The above listed records have been
records Is authorized. Any deletions or modifications are indicated.
disposed of in the manner and on the date shown in column g.
Signature Date
Custodian/Records Management Liaison Officer Date
Name and Title
Witness
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August/9, 2011 Division: Monroe County Clerk
Bulk Item: Yes X No _ Department: Finance
Staff Contact Person/Phone: Joanne Rivas/292-3412
AGENDA ITEM WORDING: Approval to dispose of documents pursuant to the State of Florida
General Records Schedule GS1-SL.
ITEM BACKGROUND: See attached: Records of Disposition Document Form
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: INDIRECT COST: BUDGETED: Yes No
COST TO COUNTY:
REVENUE PRODUCING: Yes No
SOURCE OF FUNDS:
AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB/Purchasing
DOCUMENTATION: Included Not Required
DISPOSITION:
Revised 1/09
Risk Management
AGENDA ITEM #
NO.
RECORDS OF DISPOSITION DOCUMENT
PAGE OF PAGES
1. AGENCY NAME and ADDRESS
2. AGENCY CONTACT (Name and Telephone Number)
Clerk of Court
Sandra Carllle
500 Whitehead Street
Key west, FL 33040
( 305 ) 292 - 3560 EXT.
3. NOTICE OF INTENTION: The schedule records listed in Item 5 are to be disposed of in the manner checked below (specify only one).
(X) a. Destruction ( ) b. Microfilming and Destruction ( ) c. Other
4. SUBMITTED Y: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for
the records have en fully )ustlfl ajnd that further retention is not required for any litigation pending or imminent.
61WU JOANNE RIVAS, DEPUTY CLERK
Si a Name and Title Dafe
S. LIST 001MCOA0 SERIES
a.
b.
C.
d.
e.
f.
9-
Schedule
Item
Title
Retention
Inclusive
Volume
Disposition
No.
No.
Dates
in
Action and
Cubic
Date
Feet
Completed
After
Authorization
GS3-SL
#85
SOCC Bank Statements: Reconciliation
5 fiscal yrs.
OCT. 2004-SEPT. 2005
4 BOXES
GSl-SL
#340
DISBURSEMENT RECORD: DETAIL
5 fiscal yrs.
JAN. 2003-SEPT. 2005
1 BOX
CANCELLED CHECKS
GS1-SL
#341
DISBURSEMENT RECORD: SUMMARY
10 fiscal yrs.
OCT. 2000-SEPT. 2001
3 BOOKS
GS1-SL
#309
UNCLAIMED PROPERTY RECORDS
5 fiscal yrs.
OCT. 2002-SEPT. 2003
GS1-SL
#365
RECEIPT/REVENUE RECORDS: DETAIL
5 fiscal yrs.
FY 2004, FY 2005
2 BOOKS
G51-SL
GSl-SL
G51-SL
GSl-5L
G51-SL
6. DISPOSAL AIIT}IORIZATION: Disposal for the above records is
7. DISPOSAL CERTIFICATE: The above listed records
authorized. Any deletions or modifications are indicated.
have been disposed of In the manner and on the date
shown In column g.
Signature Date
Custodian/Records Management Liaison Officer Date
Name and Title
Witness