Item O2 �s 0.2
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County of Monroe
�y,4 ' �, "tr, BOARD OF COUNTY COMMISSIONERS
County �a� Mayor Michelle Coldiron,District 2
�1 nff `ll Mayor Pro Tem David Rice,District 4
-Ile Florida Keys Craig Cates,District 1
Eddie Martinez,District 3
w Mike Forster,District 5
County Commission Meeting
July 21, 2021
Agenda Item Number: 0.2
Agenda Item Summary #8466
BULK ITEM: Yes DEPARTMENT: County Clerk of Court
TIME APPROXIMATE: STAFF CONTACT: Pamela Hancock(305) 292-3550
N/A
AGENDA ITEM WORDING: Approval to dispose of records that have met the retention criteria.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
2021-13 Records Disposition
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
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0.2
Grant:
County Match:
Insurance Required:
Additional Details:
N/A
REVIEWED BY:
Kevin Madok Skipped 07/07/2021 8:26 AM
Cynthia Hall Completed 07/07/2021 8:59 AM
Liz Yongue Completed 07/07/2021 9:45 AM
Board of County Commissioners Pending 07/21/2021 9:00 AM
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NO.2021-13
RECORDS DISPOSITION DOCUMENT
Clerk & BOCC Records PAGE 1 OF 5 PAGES
1. AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number)
Monroe County Clerk's Office Pamela Hancock
500 Whitehead Street
Key West FL 33040
(305)292-3550 Ext.N/A
3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below(specify only
one).
❑ a. Destruction ❑ b. Microfilming and Destruction c. Other Shredding/Recycle
a. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for
the records have been fully justified, and that further retention is not required for any litigation pending or imminent.
Pamela G. Hancock,D.C. July 2,2021
Signature Name and Title Date N
5. LIST OF RECORD SERIES O
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a. b. C. d. e. Volume Disposition
Schedule Item Title Retention Inclusive In Action and O
No. No. Dates Cubic Date
Feet Completed Ch
After
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Authorization `ry
GS 1 SL See attached for listing of documents being Various Various 450
disposed of.
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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
Monroe County Board of County Commissioners Date
and Name and Title
Kevin Madok, CPA Date Witness
Clerk of the Circuit Court& Comptroller
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ATTENDANCE AND LEAVE RECORDS Item#116
This record series consists of requests or applications for vacation, sick, family medical leave act
(FMLA), and other types of leave including leaves of absences; time sheets or time cards along with
any required docuunentation (medical statements or excuses from a physician,jury duty suunmons,
or militate orders, etc.) submitted by an employee to document authorized absences; reports of
leave hours used and accrued during a pav period; and reports of leave balances for all agency
employees. NOTE: Use PAYROLL RECORDS: SUPPORTING DOCUMENTS if the records
are used at least in part to determine or verify pay or benefits.
RETENTION: 3 fiscal vears. 1960-2011
BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS Item #70
This record series docuunents the processing and letting of capital improvement successful bids
including,but not limited to, legal advertisements, "Requests for Proposals," "Requests for
Qualifications," "Letters of Interest," "Imitations to Bid," "Invitations to Negotiate," technical
specifications, correspondence,bid tabulations, and bid responses. "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.
RETENTION: Retain as long as related CONTRACTS/LEASES/AGREEMENTS: CAPITAL 0
IMPROVEMENT/REAL PROPERTY file. 1962-1990 0
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BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS Item #71
This record series docuunents the processing and letting of capital improvement tunsuccessful bids
including,but not limited to,legal advertisements, "Requests for Proposals," "Requests for 0.
Qualifications," "Letters of Interest," "Invitations to Bid," "Invitations to Negotiate," technical T
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specifications, correspondence,bid tabulations, and bid responses. "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. This series also includes
ojects canceled prior to being awarded and projects awarded but canceled prior to N
records of bid pr
any work being done.
RETENTION: 5 fiscal vears after awarded or bid project canceled. 1962-1990
BUDGET RECORDS: SUPPORTING DOCUMENTS Item#88
This record series consists of any docuunentation relating to the development, modification or
implementation of an agency's final approved budget. The series may include,but is not limited to,
working papers, agency staff analvses, drafts,budget requests and other supporting documentation.
RETENTION: 3 fiscal vears. 1978-1980
DISBURSEMENT RECORDS: DETAIL Item #340
This series consists of records documenting specific expenditures or transfers of agency moneys
for the procurement of commodities and services and other purposes. The series may include,but
is not limited to, procurement records such as requisitions,regirisition logs, purchase orders,
contracts, purchasing card (p-card) receipts, vendor invoices,receiving reports, acceptances of
contract deliverables, approvals, and related doctuuentation; and expenditure records for
disbursements made through checks, warrants, electronic fluid transfers (EFT),purchasing cards,
or other methods, such as payment vouchers, approvals, check registers, canceled or voided
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checks, check stubs, canceled or voided warrants, disbursement ledgers,journal transactions,
expenditure detail reports,refund records, and other accounts payable and related documentation.
The series may also include a copy of the agency's sales tax exemption form. Retention is based
on Section 95.11(2), Florida Statutes, Statute of Lnnitations on contracts, obligations, or liabilities.
RETENTION: 5 fiscal years after transaction completed. 1964-2012
DISBURSEMENT RECORDS: SUMMARY Item#341
This series consists of records proxiding summary or aggregate documentation of expenditures or
transfers of agency moneys for the procurement of commodities and services and other purposes.
The series may include,but is not limited to, summary records such as trial balance reports, check
logs and registers, summary expenditure reports, federal grant final closeout reports, summary
journal transactions, and other accounts payable summary and related documentation.
RETENTION: 10 fiscal vears. 1964-2012
FLDLRAL INCOML/EMPLOYMENT TAX FORMS/REPORTS Item#157
This record series consists of federal tax withholding and reporting forms including,but not limited 0
to,W-2,W-4,W-5,W-9, 940, 941-L, 1095-C, 1096, 1099, and 1099-INT. Retention period is
pursuant to 26CFR31.6001-1(e)(2), Place and period for keeping records.
RETENTION: 4 vears from the tax due date (April 15) of the year to which the record applies, or ru
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for W-4s, four years from the last tax due date of the year in which the employee separated from 0
employment or submitted a newer W-4. 1999-2007
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INVENTORY: AGENCY PROPERTY Item#40
This record series consists of all information regarding the physical inventory of agency property,
including a perpetual inventory of expendable parts and supplies that may be located in a central 0.
supply office for use by agency employees, as well as Fixed Assets/Operating Capital Outlay iT)
(O.C.O.) items requiring an identification number and tag. The series may also include copies of
disposition documentation when the property or equipment is relocated, transferred, strplused,
sold, scrapped, traded in, abandoned, stolen, cannibalized, or destroyed. Section 274.02, Florida
Statutes, Record and inventory of certain property,requires an annual physical inventory of all
O.C.O. property.
RETENTION: 3 fiscal vears. 1996
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PAYROLL RECORDS: COURT-ORDERED GARNISHMENT Item#385
This record series documents court-ordered garnishment of employee wages in accordance with
Chapter 77, Florida Statutes, Garnishment. The series may include,but is not limited to, child
support records,bankr-tiptcv records, tax levies, and anv other court-ordered garnishments stating
the total amount to be collected and the amotunt to be deducted from each payroll; copies of final
Judgment of continuing garnishment; collection worksheets; employee last payment details; and
copies of receipt of service of garnishment.
RETENTION: 5 fiscal vears after file becomes inactive. 1998
PAYROLL RECORDS: DEDUCTION AUTHORIZATIONS Item #129
This record series consists of employee authorizations for direct deductions for insurance,union
dues, credit unions, savings bonds, charitable contributions, deferred compensation, day care or
other purposes.
RETENTION: 5 fiscal vears after final action. 2005-2008
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PAYROLL RECORDS: LEDGERS/TRIAL BALANCE REPORTS Item#183
This record series consists of reports reflecting totals for the net and gross wages, FICA wages,
retirement wages and deductions, tax, and other deductions in payroll as well as a summary of each
accotuit/line item's expenditures and encumbrances.
RETENTION: 5 fiscal vears. 1972,2010
PENSION RECORDS: RETIREES Item#359
This record series consists of records documenting earned pension benefits, payments, actuarial
information, and other records relating to participation in a pension plan by indiVidual retired
employees. For records regarding retirement plan contributions of active employees, see
"PAYROLL RECORDS" items.
RETENTION: 5 fiscal years after final payment. 1978-1990
PERSONNEL RECORDS: FLORIDA RETIREMENT SYSTEM Item #19
This record series consists of all personnel information relating to each employee participating in
the Florida Retirement Svstem (FRS). The series may include,but is not limited to, emplovruent
applications,resumes,personnel action reports, correspondence, oaths of lovalty,fingerprints,job-
related medical examination reports,performance evaluation reports,workers' compensation
reports, copies of I-9 forms (Department of Homeland Sectuity, U.S. Citizenship and Immigration
Services, Emplovruent Eligibility Verification form),benefits records,work schedules/assignments, 0
training records, emergency contact information, and other related materials. Section 110.201,
Florida Statutes, Personnel rules,records, and reports, and Rule 601,30, Florida Administrative
Code, Personnel Programs and Records,require state agency personnel officers to institute
uniform personnel rules and procedures and to determine what records are to be filed in their
agency's official personnel files. Agencies should ensure that any records needed beyond the stated
retention to calculate post-employment benefits are retained. iT
RETENTION: 25 fiscal years after anv manner of separation or termination of employment.
1974-1984 0
RECEIPT/REVENUE RECORDS: DETAIL Item #365
This series consists of records documenting specific receipts/revenues collected by an agency
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through cash, checks, electronic fiend transfers (EFT), credit and debit cards, or other methods. CD
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The series may include,but is not limited to,records such as cash collection records and reports,
cash receipt books, cash register tapes, deposit/transfer slips, EFT notices, credit and debit card w
records,receipt ledgers,receipt journal transactions and vouchers,refund records,bad check
records, and other accounts receivable and related documentation. NOTE: Agencies that
electronically transmit checks to a financial institution must retain the checks under this item unless
the financial institution is retaining complete images of the checks for the minirnurn retention
required for this item. Retention is based on Section 95.11(2), Florida Statutes, Statute of
Limitations on contracts, obligations, or liabilities.
RETENTION: 5 fiscal years after transaction completed. 1967-2003
RECEIPT/REVENUE RECORDS: SUMMARY Item #366
This record series consists of records proxiding summary or aggregate docrurnentation of
receipts/revenues collected by an agency. The series may include,but is not limited to,records
such as trial balance reports,bank statements, credit and debit card reports,revenue
reconciliations, collection balance sheets, and other accounts receivable summary and related
documentation.
RETEN'MN: 10 fiscal vears. 1967-2003
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VENDOR FILES Item#97
This record series consists of records documenting services offered and/or provided by indiVidual
vendors. The series may include,but is not limited to,vendor background information;
product/service and price lists; purchase/lease and payment histories; copies of invoices,purchase
orders, and receiving reports; payment credit documentation; and other related records.
RETENTION: 3 fiscal vears. 1968-1998
WORKERS' COMPENSATION RECORDS Item#55
This record series documents employee injuries or illness where a Workers' Compensation claim
is made. The series consists of the first report of injury forms and any other employer's reports and
associated documentation,including,but not limited to, Occupational Safetv and Health
Adimiustration (OSHA) Form 300 and 300A, Log and Summary of Work-Related Injuries and
Illnesses; OSHA Form 301, Injury and Illness Incident Report; any equivalent or predecessor
OSHA forms; and state form DFS-F2-DWC-1 (First Report of Injury or Illness) or equivalent or
predecessor state forms. Retention is pursuant to OSHA's recordkeeping rule, 29CFR1904.33, 0
Recording and Reporting Occupational Injuries and Illnesses - Retention and Updating. See also
"INJURY/ILLNESS RECORDS."
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RETENTION: 5 calendar vears. 1977-1999 ru
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