Transcript RDR Instructions - Broward County Public Schools

A Step by Step guide to the
RDR.
AS PER FLORIDA STATUTE (1B-24.003(10))ALL
LOCATIONS MUST ENSURE THAT DESTRUCTION
OF RECORDS IS CONDUCTED IN A MANNER
THAT SAFEGUARDS THE INTERESTS OF THE
SAFETY, SECURITY AND PRIVACY OF
INDIVIDUALS.
What is the RDR Form.
 The Records Disposition Request is your
authorization
to
destroy
obsolete
documentation and electronic records
through the dates shown under Item 7d of
the first page of the Records Disposition
form.
 Please print all pages of the RDR and follow
the instructions given when completing the
information requested.
 The Office Manager will serve as the Records
Coordinator and should instruct the
responsible individuals to purge their files.
You are urged to destroy all useless, obsolete
records housed in your location.
RDR Form Explained.
 COLUMN 7a – This column shows
which General Schedule book was used
for the series either GS-7 or GS1-SL.
 COLUMN 7b – Is the item number
which contains the series description.
RDR Form Explained.
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COLUMN 7c – This is the description of the series as
defined in the General Schedule.
COLUMN 7d – This area indicates the date/years
approved for destruction.
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COLUMN 7e– This area is for volume conversion.
The conversion chart and be found on our webpage.
Or viewed here.
RDR Form Explained.

COLUMN 7f – This area is used to document the
destruction date.
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Section 9 – The Principal or Department Head and a
witness will complete the Disposal Certificate to
confirm the files have been lawfully disposed.
Determining Retention.
 There is NO five-year or seven-year
blanket retention period for
records. Some records series may
be as short as a month while others
have a permanent retention.
 Records Retention Schedules are
written standards for the retention
and disposition of public records.
These standards are based on the
legal,
fiscal,
historical,
and
administrative value of the records.
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The State of Florida has posted detailed guidelines for
retaining records. This information can be found Here.
The GS1-SL is used for Departments.
The GS7 is used for School Records.
Both the GS1-SL and GS7 are used for cross referencing
The RDR form also has record summaries as well as retention
length.
Important Notes
General Schedules contain records with a retention of “obsolete, superseded, or administrative value is lost" which are
not required to be submitted on a RDR form prior to disposal except for records that have been microfilmed or scanned
as part of a retrospective conversion project in accordance with Rule 1B-26, F.A.C., where the microfilm or electronic
version will serve as the record copy. However, these records should be destroyed when appropriate. These records
would encompass transitory messages (schedule GS1-SL, item 146) which include, but are not limited to: E-mail
messages with short-lived or no administrative value, voice mail, announcements, self-sticking notes, and telephone
messages.
The Department of State mandates that a Statement of Compliance must be submitted with an accurate disposition
accounting by the district, thus all locations must respond by the deadline given. Those who do not have any disposal to
report must fill out the Records Disposition Exemption Certification.
When reviewing the RDR, “Record copy” refers to the original document(s).
Avoid mixing record series and years to make disposition easier.
Please print ALL pages of the RDR and follow the instructions given when completing the information requested.
Retain a copy of the RDR form for your files.
Information For Schools Only.
Schools must pay close attention to all health/medical/clinic items.
These three (3) series have a retention period of 7 years. Please
refer back to the RDR for specific destruction dates
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CLINIC LOG
Item #120
This record series consists of a list of students entering the clinic, the date and time, the reason, the
nurse/parent/staff member on duty, and the time departed. Retention is pursuant to Section 95.11, Florida
Statutes, Statute of Limitations on medical malpractice.
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MEDICAL/HEALTH CARE RECORDS: STUDENT
Item #158
This record series documents medical or health-related care, treatment, and screening provided to students by or
in the school or child care setting. Records may be maintained at the school by a school nurse, physician, or other
recognized medical practitioner. The records may include, but are not limited to, student identification;
complaint or reason for seeking care; present illness; personal medical history; medical treatment information;
and records of medication and dosage administered. The series also includes written notices from
parents/guardians authorizing the school to administer prescription and nonprescription medicine to their child,
and written notices from parents/guardians and doctors authorizing a student to self-administer medication.
Please refer to Rule 65C-22.004, Florida Administrative Code, Health Related Requirements, for specific
authorization requirements in child care settings. Retention is pursuant to Section 95.11, Florida Statutes,
Statute of Limitations on medical malpractice.
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RELEASE OF STUDENT INFORMATION: MEDICAL
Item #132
This record series consists of authorizations by the parent/guardian or the adult student for release of medical
records by a full service clinic or school nurse for the purpose of transfer, family request, or another doctor’s
review. Physical or mental health data can only be released to a health professional. This release is identical to
those required in more formalized health care facilities
Information For Departments Only.
Departments which maintain records at the Records
Retention offsite warehouse; review paperwork for
information sent for archival and contact Records
Retention when files have met retention.
Records Retention will send a memo to notify the department(s) whenever files have met
retention and will be destroyed.
Records Retention must be informed if you wish to extend the retention period.
Departments are still responsible for submitting the RDR even when files are kept off site.
Records Retention will complete Column F dates on the RDR
Under section 5, it must be specified how the files are to be destroyed. Sensitive
information will be sent for incineration. Non sensitive information can be recycled. (Due
the high amount of identity theft the main method of destruction is incineration.)
Frequently Asked Questions.
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QUESTION: How long do I need to keep my records?
ANSWER: In the records management industry, the RETENTION refers to the minimum time period necessary to retain records. Every record is
unique and has it’s own retention period. The District may recommend different retention periods for records under General Counsels’ advice.
QUESTION: Your site maintains Work Orders “Record Copy” dating from July 1, 2007 through June 30, 2008. Can you dispose all of them?
ANSWER: No, the RDR lists just the work orders from July 1, 2006 through June 30, 2007 have been approved for disposal. School staff should
follow the dates given for each document as listed on the RDR form. These dates follow the recommended retention guidelines found in General
Records Schedules GS1-SL and GS7.
QUESTION: What is the retention period for duplicates?
ANSWER: Duplicates may be classified as obsolete, superseded or administrative value is lost. These records may be destroyed at any time
provided the destruction method is defined by 1B-24.003(10)F.S
QUESTION: What is a Records Series?
ANSWER: A group of related documents arranged under a single filing arrangement or kept together as a unit because they consist of the same
form, relate to the same subject, result from the same activity or have a certain common characteristics 1B-24.001(3)(k)F.S
QUESTION: How do I find a Records Series or Item#?
ANSWER: The best method of identifying a particular document or form is to understand its function. Knowing the purposed of the document will
lead you through the descriptions on the GS books.
QUESTION: Why can’t I find some records series categories I have seen in the past?
ANSWER: The Bureau of Archives and Records Management, Florida Department of State, is responsible for establishing retention guidelines for
government agencies. The Bureau publishes a series of handbooks called General Schedules for various types of records that specify the minimum
time period that those records need to be maintained. These General Schedules books are revised every few years. Many of the series get reclassified
or combined with others.
RECORDS DISPOSITION EXEMPTION
CERTIFICATION
The Department of State mandates that a
Statement of Compliance must be submitted
with an accurate disposition accounting by the
district, thus all locations must respond by the
deadline given.
Those who do not have any disposal to report
must fill out the
Records Disposition Exemption
Certification.
Please complete and return the RDR form, documenting the volume
destroyed. Principal or Department Head signature is required along with
a witness signature on the first page. All pages of the completed RDR
must be submitted by the deadline given via pony to Supervisor,
Records Retention.
ANY QUESTIONS REGARDING THE PREPARATION
OR SUBMITTAL OF THE RDR FORM PLEASE
CONTACT LUCIA UNGARO VIA CAB.
RECORDS RETENTION STAFF CAN ALSO ASSIST.
RECORDS RETENTION IS AVAILABLE AT
754-321-3150.