Resolution 01-1026Br Rww�*xae�us
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF LONGWOOD, FLORIDA, SUPPORTING ING THE
ESTABLISHMENT AND ADMINISTRATION OFA CITY
NADEPUBLIC RE CORDS SCHEDULINGAND
DISPOSITIONING PROGRAM; APPROVING THE FLORIDA
DEPARTMENT OF STATE, DIVISION OF LIBRARY AND
INFORMATION SERVICES RETENTION SCHEDULES GSI,
GS , GS3, GS6, ANDGS8 AS THE OFFICIAL RETENTION
SCHEDULES FOR PUBLIC RECORDS OF THE CITY OF
LONGWOOD, FLORIDA, PROVIDING FOR CONFLICTS,
SEYTRABILITYAND AN EFFECTIVE DATE
The Cy C--- of L-g—d. Florida, d-, h-1, —1, a, follows.,
SFCI TON 1. Purpose -
The declared pug , of,i,is Resolu,iov is p, o, id, f—,p,
h,
,nd ffi6— eui of,l, public,— dof,he city of U,,—d.
SECTION 2. D,fii,i,—
v. Go Qk --h, On G,k, d,,ig,—d rep . ..........
ford —ion.
c.
lu
annnricing
the
,f,,Hi-ddd,,oh- b,— ,,mb, the
gardless f physical f—, or ch-,—n
d, I'AdR—,& TI
co
opomeion of the o
cords .1h 11- 1. lh� 11-1 f I dill"ll, Ifil b,
VWHG—d,d,
—ly A,
e. P,,, R,—L Tl,,,, —.,d, —,,i, of d.,,.— -d
b .......... . —1�6-,, —1 propercy avdffi,
hk,,
I, H--1 R&, Thane re.,dshismryof
Lon,-d, d,e —,—imy ,d--di,—, -
inform d- above persons. pl—, econss, gosemn�ens or corporate
licsoludon Na Ol K21
Page _
Ramek CBmrnaeansa cenml repo.imryfor housing all,. i,erecords,.Hill
rhep 1-,naettheirspsifk rerendon req,iremenrs, prod,,. —d, nhich
oind and p--d from de.civc i- due m legal, operating, of
hi,mncal seasons.
I, Reeertirn Sd Gde(J m ns char ponion of the Public Recoils Scheduling avid
Di,pasi'i-2 Progrnn,,aW—d b) h, Ci,1 Conmuss- byresoluvon
describing records maintained byd,depv--/disi6- and speafying,
ccord—, aid..eanrtory iequiremenr. or es=alusion,,h, p,�iod of nrrre
which nuuz Japse before desnn d- nmy be nand, of a boil, drecordr, the
schedule(,) iris u drat records needed for legal, fiscal, or adowu-- use
, ll — be desr ,d prenwnueh.
SECEION d, Ownership of Public R—M,.:Vl public remrds shall be the pmpeny of drz nq
o{ Longwood, and, in this regani, such records shall be delivered by ouwvoing
officer, and emploSxe, ,o their sucre,sors. No records are m be -nosed from
,, pmnisas and cored in unan,borieod 10006- (ie., smployrus —idmncvsj.
SECTION 4. Responbilhw, Mopdon.
a. 0, CarnrLviav The-ponsibilm for .... blishu, the p,li, forrhe keeping
and naunrgenaenr of all public records of dae cip of Longwood —, aid, the
Gity Comurusien of the nm o(L—p—d. The Crr. hereby
,.dopy, the C--aide Public Recovd. Scheduling and Disposinonmg
Program', ap — mg the Florida De --., of Stare- Division of 1, brary
and Infomnoon Site. Retendon Schedules GS I, GS2. GS3. GS6 and
GS, as xh, official retention schedules for public ie—d, of the city of
Longwood, a may be anundcvl from unu ro nme.
b. A%imn ulnrp/yes. It ball be the d- few 1, officer and-VI,-of,h,
s•of Cong.,oad m P.—,, preren e, srore, uvrssfer, desunl-ororhernise
dispose of, rue, and manage public rewrd, onh im acxr L— anh
applicable federal,.ratc, o, local Fnw. w sic6 Hiles a, may be P—lgared or
,PProvxd by the G'ry mmi,sion. including but not limited to, the R,urrr
c- jQnk. 1, shill be,he dory of the Gq Clerk (or her/his designee) m
aim— h, Rmruur for h, -, of Longwood. Iu this rmils the Om
Clerk nby. anrong o,l,—h. ,, do the following m insure the pmper and
errruenrm e eu, of the public records of the cin of Lougwnod
(1) De,relop and ciirulm each iruvcicdoru and iugulaiovz as irdybe
nice :and properm implemen, and nvinuin dre t'.amrrr, including
[-kroinafrer referred m u </x Ar5 nm
Resolndon iha. 01-1026
Page
and regukaiio�u enmw-a;ing ciry ofGcas, dep dnd — m,
'h.Rion� and emplo�ces m immedivalyeaio.-anorplxce in files
shore documen,. no, u,ained in die ordin arse of buss ass.
(�) Ad, ire aodss .depan nrl,e pa—i-of records
i,, and updadug rerendou scheduler,
(.3) Pro, id, a Rands Qn,e,,o house record no longer requu d h,
e office areas bu, which requi,e further —,,-due m legal,
opera�mg, or hismdcal ,easom: nu i—m an ind" mall ncouls scored
in nc� Center. and respond m requests for m,p-ion nad/or coping
of public reconis nmlmained in Ibe Records (corer. auh,h,—isrmce
of th, Dapanmen, H,,,d of die affecred deparzmenc
(4) Adise and as.sw ciry dopartnurms h, re,-k,ing and selaci,--ial
,o b,—,,fenedm h, Records G-, for piesen^.,duo:
(5) Ad—, andaszui,ss�h,Ca, Cleds deenss anneeessa�.; cir,-deponmenrs
in undue preys, ,odes d io.e: u az aal azsu m
no pro i.gofap'perand eQi,i-, P,v^,psrm(or rh, 6, of Longwood;
and
(6) Assisr'vi the deselop—,of ryocedures for,he pm,ecdon of 6,�
—,cls_m,u na,uraI or h,r disas,ers.
Gary D p�imeac G, Depa -- shall blih and nHimaiu an acwe,
uinK pmgr— for,he emuomical and eftkiev� n,an:ye,r¢n, of,h,
public records of,h, elep,—,,. Sucl, progr. shA,.urnug o,he,kw�.
pro,-ide for.
(1) Effecd,e--l. o....he ae... maimeoanm, and use of public
acods in the condo, of b„ slows md,dm,g p—, iou fot m—dime
esnreedon.andnon-nineofdmm——notrer.mdin h,-dinan-
,nnne
(z) P,mn,ion M h, roainlenan«and se —n f -��d d—d
appmpnam for p"""d-
(}) Se,regauon and deposal of reconis of,—porary, 1-innccod—
ai,h es,ablished ie,ennou schedules. and
(a) Respond,o reques¢for'in,p—,-.vd/ar-pi,, of public mcords of
,he dep --,.
Resofuoon No. Ll-I-
Pnge+
those public records Aich are no, required in the ainem op-6- of dre
office ..-here ch, are —& or kepi, and A public records which —
proped}6e abolished ordiswminued,shall be dasun}ed in atom—,c ith
Section J.e D—ni6- of Public Records, he rear,fied, or shall be
tmierred m the Reords @mer so fiar the rel -d histodcal mcords of
the city naafi be cenvelbed, made more widely asailnbl,, and htsured
psnnan nr preui."-,
Den —,ion d Nblic Recoils
(1) GyCommisson hereby app—, Remrdx Rvsamon Schedules GSL
GS2, GS3, GS6, and GSS prepared by ht Floi+d Depanmem of
State, D. of Lib., .d ld -n th Sea zs as e official
i—,d-schedules forth, city of Long rood. ,
('_) The Gry-Gommissioa hereby gents cigofficersand depannent
heads who are araodiaas of public records auchoriry-w desrros-
inal public records in accord with the applicable ap,—d
Rerencion Schedules, folloai, the ndW Iprrxredures for
Dezinicvon of Ongu d (or Duplicate as applicable) Public Records
(with the niAien approval of Abe fin Clerk and Gn-.Adminisuvror) ,ss
mi fonh in the llvp
(3) Ai—unum.—Ifuy pe, an annual deswc i-of inacdea
rods shall omv in accordance —h the applicable Redryidon
Schedules. foliouing chc adopted p—dwca,u see fonh in she P--,
m order w release �-alnable nonage space for additional iicorl-
SECTION 6. hlicrol ilnt.
i No e xhistoriml re ad may be des ed. Once perms
- oa let 1 Fl yeller 6
ctldroll or otherapprcipriam media asappro.ed byie,im of
Florida, de�paper l-,hems drat fifi ne'n Copp fordisposnioning
purpose and the Silser fFbi d rofilm ocher appropda media
approved h idb Sure of Flondd hecomu the pernunem or historical
,cord. It sillhethe6-1 ofdte Gmof Longtt=ood rod, 61hvital,
penronem, and hvwiical ,idall mcoids are mmsfened m s .,halide
c d m and rhe,a�grtd o[ said ancrol�tn or Il d approp Oh media be
nd, ohFF rc�per,, rolled (atA usher
providedbyrhx Florida U.pa- ,Fbd,I,,-auof Arehises and
d,li, M.1-e11,—in Tallalu—(Florida_for aenid,purposes.iS
I1--esd di,L, ora Setofniic -f, in .,d mother appropriate
electronic media be prodded for I,i,h la p- and -o Math, pp u
Flon�ecer, chose public ieco.ds sshich are pemiined - nndzr �ha app—cl
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