Item O6 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 20, 2012 Division: Monroe County Clerk
Bulk Item: Yes X No _ Department: Finance Department
Staff Contact/Phone #: Salome McIntosh(305) 292-3584
AGENDA ITEM WORDING: Approval to dispose of documents pursuant to the State of Florida
General Records Schedule, GS1-SL.
ITEM BACKGROUND: The list of items to be disposed of is attached.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: N/A INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
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
f
DISPOSITION: AGENDA ITEM#
Revised 7/09
(
NO.
RECORDS OF DISPOSITION DOCUMENT
PAGE OF PAGES
1. AGENCY NAME and ADDRESS 2.AGENCY CONTACT
Clerk of the Circuit Court
500 Whitehead Street Sandra Carlile
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 .
(X) a. Destruction ( ) b. Microfilming and Destruction ( ) c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented and
not required for any litigation pending or imminent.
Danny Kolhage Clerk of the Circuit Court
Signature Name and Title Date
a. b. C. d. e. g. `w
Schedule Item Title Retention Inclusive Disposition
No. No. Dates Action and
Date
GS1SL 65 Expired Non-capital Contracts 5 yrs 2003-2005
GS1SL 348 Grant Files: Recipient 5 yrs 2002-2003
GS1SL 121 Accounts Payable Vouchers: Grants 5 yrs 1997-1999
6. DISPOSAL AUTHORIZATION: Disposal for the above records is 7. DISPOSAL CERTIFICATE: The
authorized.Any deletions or modifications are indicated. above listed records have been disposed of in
the manner and on the date shown in column
Signature Date
Board of County Commissioners Date
Name and Title
Cheryl Morgan,Chief Acct.-Custodian/Records Mgmt Liason Offcr Date 1witness
F
NO.
RECORDS OF DISPOSITION DOCUMENT 2
PAGE OF PAGES
1. AGENCY NAME and ADDRESS 2.AGENCY CONTACT
Clerk of the Circuit Court
500 Whitehead Street Sandra Carlile
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 .
(X) a. Destruction ( ) b. Microfilming and Destruction ( ) c. Other
F
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented and
not req d for any litigation pending or imminent.
' anny Kolhage Clerk of the Circuit Court t
ignature Name and Title Date
a,: Pry .dil r" rhlp piill a iii �y.�(.:.it r.a° az,yr;'�4� IPY it lli ul
a. b. C. d. e. g.
Schedule Item Title Retention Inclusive Disposition
No. No. Dates Action and
Date
GS1SL 159 1099's 4 yrs 2006
GS1SL 365 Airport Receipt/Revenue Records 5 yrs 1974-1998
F
6. DISPOSAL AUTHORIZATION: Disposal for the above records is 7. DISPOSAL CERTIFICATE: The
authorized.Any deletions or modifications are indicated. above listed records have been disposed of in
the manner and on the date shown in column
Signature Date
Board of County Commissioners Date
Name and Title
Cheryl Morgan,Chief Acct.-Custodian/Records Mgmt Liason Offcr Date Witness
a
NO.
RECORDS OF DISPOSITION DOCUMENT 1
PAGE OF PAGES
1. AGENCY NAME and ADDRESS 2.AGENCY CONTACT
Clerk of the Circuit Court
500 Whitehead Street Sandra Carlile
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.
(X) a. Destruction ( ) b. Microfilming and Destruction ( ) c. Other
4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented and
not re red for any litigation pending or imminent.
r -Dann Y Kolha a Clerk of the Circuit Court g
Signature Name and Title Date
y
a. b. C. d, e. g.
Schedule Item Title Retention Inclusive Disposition
No. No. Dates Action and
Date
GS1SL 028 Suncom Telephone Logs 1yr 2003
GS1SL 028 Suncom Telephone Logs 1 yr 2005
GS1SL 028 Suncom Telephone Logs 1 yr 2006
GS1SL 042 Purchase Orders Voided 1 yr 2005
GS1SL 042 Purchase Orders Voided 1 yr 2006
GS1SL 053 Fuel Report 1 yr 2006
GS1SL 121 Accounts Payable Vouchers 5 yrs 2005
GS1SL 121 Accounts Payable Vouchers 5 yrs 2006
GS1SL 121 Accounts Payable Vouchers Reports 5 yrs 2005
GS1SL 121 Accounts Payable Vouchers Reports 5 yrs 2006
GS1SL 159 1099's 4 yrs 2005
6. DISPOSAL AUTHORIZATION: Disposal for the above records is 7. DISPOSAL CERTIFICATE: The r
authorized.Any deletions or modifications are indicated. above listed records have been disposed of in
the manner and on the date shown in column
Signature Date
Board of County Commissioners Date
Name and Title
Cheryl Morgan, Chief Acct.-Custodian/Records Mgmt Liason Offcr Date Witness