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Item #11F (Attachment: GS1-SL, Item #375) State of Florida GENERAL RECORDS SCHEDULE GS1-SL FOR STATE AND LOCAL GOVERNMENT AGENCIES ::.. ts. --.,',, ....,.4;, ii :;moi�!, ,„ „...,4,.....f,,,,,, ...,,i" EFFECTIVE: August 2017 Rule 1 B-24.003(1)(a), Florida Administrative Code Florida Department of State Division of Library and Information Services Tallahassee, Florida 850.245.6750 recmgt(c7r dos.myflorida.com info.florida.gov/records-management/ General Records Schedule GS1-SL for State and Local Government Agencies Statutes,Tourist development tax; procedure for levying;authorized uses; referendum;enforcement. Retention pursuant to Section 95.091,Florida Statutes, Statute of Limitations on actions to collect taxes. RETENTION: 5 fiscal years after account no longer active. TRAFFIC ACCIDENT REPORTS Item#306 This record series consists of copies of traffic accident reports received from law enforcement agencies and used in agency studies to determine if a traffic light,stop sign, caution light,or other traffic control device should be placed at an intersection,street,or other roadway.The series may also include an index to the reports to assist the agency in providing information to citizens or other agencies regarding the number of accidents at a particular intersection, street,etc.,over a specified period of time.The index may include, but is not limited to,the road/street name,the number of accidents for a particular street, and other related information. RETENTION:4 calendar years. TRAINING MATERIAL RECORDS Item#147 This record series consists of materials used in training,such as films,slide presentations, manuals,workbooks, and other related items. Check with applicable training agencies(i.e., state and federal agencies,etc.)for retention requirements. This record series does not include records documenting training of individuals. These records may have archival value. RETENTION: Retain until obsolete, superseded,or administrative value is lost. State agencies must contact the State Archives of Florida for archival review before disposition of records. Other agencies should ensure appropriate preservation of records determined to have long-term historical value. TRANSITORY MESSAGES Item#146 This record series consists of records that are created primarily to communicate information of short-term value. "Transitory"refers to short-term value based upon the content and purpose of the message,not the format or technology used to transmit it. Examples of transitory messages include,but are not limited to, reminders to employees about scheduled meetings or appointments;most telephone messages(whether in paper,voice mail, or other electronic form);announcements of office events such as holiday parties or group lunches; recipient copies of announcements of agency sponsored events such as exhibits, lectures or workshops; and news releases received by the agency strictly for informational purposes and unrelated to agency programs or activities.Transitory messages are not intended to formalize or perpetuate knowledge and do not set policy,establish guidelines or procedures,certify a transaction,or become a receipt. RETENTION: Retain until obsolete,superseded,or administrative value is lost. TRAVEL RECORDS Item#52 This record series consists of copies of travel vouchers and related records detailing expenses incurred during travel and the authorized per diem rate indicated or the amount of reimbursement based on the actual cost of lodging and meal allowances and other expenses. Copies of travel authorizations, itineraries and other supporting documents may also be included. See also"DISBURSEMENT RECORDS: DETAIL." RETENTION: 5 fiscal years. TRUTH-IN-MILLAGE(TRIM)COMPLIANCE FILES Item#375 This series documents each local taxing authority's compliance with Florida's Truth-in-Millage statutory requirements relating to proposed tax assessments and millage rates.The series may include, but is not limited to,copies of the following:forms submitted to the Department of Revenue such as DR-420 Certification of Taxable Value, DR-420S Certification of School Taxable Value, DR-422 Certification of Final Taxable Value,and DR-487 Certification of Compliance,or their equivalent forms; copies of public hearing agendas and/or minutes;copies of ordinances or resolutions adopting the final millage rate and the final budget;and newspaper page(s)containing,and proof of publication from the newspapers for,any related legal advertisements such as the Budget Summary Advertisement, Notice of Proposed Tax Increase, Notice of Budget Hearing, Notice of Tax for School Capital Outlay(for schools),Amended Notice of Tax for School Capital Outlay, and(for counties)Notice—Tax Impact of Value Adjustment Board (Form DR-529). Records are created and submitted pursuant to Chapter 200,Florida Statutes, Determination of Millage. RETENTION: 5 fiscal years. UNCLAIMED PROPERTY RECORDS Item#309 This record series consists of agency copies of the Report of Unclaimed Property submitted to the Department of Financial Services as required by Section 717.117, Florida Statutes,for the registration of unclaimed or abandoned tangible or intangible property. Section 717.1311(1),Florida Statutes, Disposition of Unclaimed Property—Retention of Records, requires agencies holding unclaimed or abandoned property to maintain records of the specific type of property, amount, name,and last known address of the owner for five years after the property becomes reportable. RETENTION: 5 anniversary years after the property becomes reportable. 41 Value Adjustment Board GS1-SL Record Retention Schedule—Item#375 https://dos.myflorida.com/media/698312/gs1-sl-2017-final.pdf TRUTH-IN-MILLAGE (TRIM) COMPLIANCE FILES Item#375 This series documents each local taxing authority's compliance with Florida's Truth-in-Millage statutory requirements relating to proposed tax assessments and millage rates.The series may include, but is not limited to, copies of the following: forms submitted to the Department of Revenue such as DR-420 Certification of Taxable Value, DR-420S Certification of School Taxable Value, DR-422 Certification of Final Taxable Value, and DR-487 Certification of Compliance, or their equivalent forms; copies of public hearing agendas and/or minutes; copies of ordinances or resolutions adopting the final millage rate and the final budget; and newspaper page(s) containing, and proof of publication from the newspapers for, any related legal advertisements such as the Budget Summary Advertisement, Notice of Proposed Tax Increase, Notice of Budget Hearing, Notice of Tax for School Capital Outlay(for schools), Amended Notice of Tax for School Capital Outlay, and (for counties) Notice—Tax Impact of Value Adjustment Board (Form DR-529). Records are created and submitted pursuant to Chapter 200, Florida Statutes, Determination of Millage. RETENTION: 5 fiscal years.