Records management is more than retention, storage, and disposition of records. It entails all record-keeping requirements and practices that allow an organization to establish and maintain control over information flow and administrative operations.
Records management seeks to control and manage records throughout their life cycle, from their creation through active use, inactive storage, and final disposition. It also ensures that information is available when and where it is needed, in an organized and efficient manner, and in an appropriate environment.1
In determining retention requirements, four main values should be considered. These values are:
- Administrative
- Legal
- Fiscal
- Historical
The Florida Department of State has created a General Records Schedule to assist record managers with retention requirements of public records maintained within the State of Florida. While these schedules are intended for use by state, county, city and special district public records custodians; they also serve as an excellent resource for private record managers.
Included in the schedules, information about factors which may influence the disposition of records, records management standards and requirements, and records volume conversion to cubic foot measurements can be found.
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1 Florida Department of State:State Library and Archives of Florida http://dlis.dos.state.fl.us/index_RecordsManagers.cfm
