THE FLORIDA STATE RECORDS CENTER

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CIA-RDP74-00390R000300300011-0
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RIFPUB
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K
Document Page Count: 
32
Document Creation Date: 
December 22, 2016
Document Release Date: 
May 26, 2009
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11
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OPEN
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Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 RECORDS MANAGEMENT HANDBOOK THE FLORIDA STATE RECORDS CENTER STATE OF FLORIDA DEPARTMENT OF STATE Division of Archives. History and Records Management Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-00390R000300300011-0 FOREWORD The Department of State, Division of Archives, History and Records Management, operates one of the most modern records centers in the country. The Center, completed in the summer of 1971, provides the State with a potent management weapon to use in combating waste and inefficiency in paperwork. The Center is designed to provide safe and secure storage for noncurrent records at the lowest possible cost to the State. It is estimated that half of the records of the State, which have to be retained because of administrative, legal, or fiscal requirements, fall into the noncurrent category and should be stored in the Records Center. Agencies are encouraged to transfer their noncurrent records to the Center as soon as possible so that valuable floor space and equipment can be released for more important uses. This handbook has been prepared to assist agencies in using the Center facilities. The handbook provides information about transferring records to the Center, using them while stored in the Center, and disposing of them when they are no longer needed. The Department of State is proud of the Center and the services offered. The Department pledges wholehearted cooperation with State agencies in bringing efficiency and economy to the State's paperwork activities. Richard (Dick) Stone Secretary of State Approved For Release 2009/05/26: CIA-RDP74-00390R000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 T.IkBLE OF CONTENTS Section Page 1. Why Florida Has a Records Center ........................ 1 II. Selecting Records for Transfer to the Records Center ............ 4 III. Getting Records Ready for Shipment ...................... 6 IV. Documenting the Transfer .............................. 9 V. Obtaining Reference Service ............................ 14 VI. Documenting Reference Requests ......................... 16 VII. Disposal of Records n the Center ......................... 18 Check List ........................................ 20 Niel 161011 Approved For Release 2009/05/26: CIA-RDP74-00390R000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 1. WHY FLORIDA HAS A RECORDS CENTER 1. Problem of Noncurrent Records Noncurrent records are those records which have little or no current administrative use but which, because of legal, fiscal, or other requirements, cannot be disposed of until some future date. Reference to the records has either ceased or is minimal. Even though these records have served their administrative needs, agencies are required to retain them. Some are placed in storage space that the agency may have, but many are retained in high-cost office space because no alternative exists. Some are removed from file cabinets and placed in transfiles or boxes, but many are held in expensive filing equipment. Keeping noncurrent records in office or prime storage space is a costly practice. To illustrate: a four drawer legal size file cabinet holds about eight cubic feet of records when completely filled; the same cabinet requires nearly eight square feet of space (including aisle and access space) to house it; therefore it takes about one square foot of floor space to support one cubic foot of records in filing equipment. With office space costing $4.00, $5.00, or even $6.00 per square foot annually, it follows that to keep a cubic foot of noncurrent records in office space costs a like amount. Using filing equipment for the keeping of noncurrent records is also wasteful. The minimum cost of file cabinets today is $60 for lettersize and $75 for legal size. Often the equipment costs more. When noncurrent records are kept in filing equipment, additional equipment must be purchased to house the new current records that are being generated. 2. The Records Center Concept Shortly after World War II, both government and industry became painfully aware of the growing pressure of paper records in the office. Concerted effort was directed toward controlling and reducing the paper accumulation. Records were appraised for retention value; useless outdated records were destroyed; but the question of what to do with noncurrent records still remained. The only logical answer was to take the noncurrent records out of office space and keep them in low-cost storage. However, when an agency or organizational element procured and serviced its own storage area, potential savings became slight, or even vanished. Thus the pooling concept emerged, under which all agencies of a government, or agencies in a specific geographical location, used a common storage facility and a single cadre of employees to store and service all records. The economic advantages of this arrangement were quickly evident. At first the centers were housed in whatever warehouse space was available. However, quite often the space offered little protection against fire, was difficult to work in because of heat or cold, and lacked the spatial characteristics necessary to house the volume of records needed for economical operation. As a result, the concept of a functionally designed center developed. During the last 15 years, center design has advanced to a point where records now can be stored in a center at 10 percent, or less, of the cost of keeping them in office space. Also, the center of today is so constructed that fire and security hazards have been reduced to the absolute minimum. Thus, the records center has become an extension of the individual agency's record keeping system. Records placed in the center remain in agency custody and are subject to any stipulations set by the agency. The records may be obtained on loan or permanently withdrawn at any time. If required, center personnel perform reference service for stored records. Truly the center has become the most efficient and economical device that a government or business can find for solving the noncurrent record problem. (See Figure 1.) 3. Legal Basis for Florida State Records Center In 1967 the Florida Legislature passed the Florida Archives and History Act (Chapter 267, F.S.). 1 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 The Act, which established the State's Records Management Program, empowered the Division of Archives, History and Records Management to operate a records center (or centers). The center as envisioned by the Legislature is an integra part of the program to bring efficiency and economy to the management of public records in the Stat( of Florida. 4. The Florida State Records Center The Center was designed specifick lly for the storage and servicing of noncurrert records. Maximum utilization of storage space is achieved through shelving height and layout. The storage area holds more than five cubic feet of recd ds for each square foot of floor space, including all aisle and access space. The building is completely fireproof and has the most modern equipment availab.e for the automatic detection and control of ar y fire that might start among the paper records. Tire detection system is tied in with the Fire Deps rtment for immediate response. Building design provides for maximum records security. Access to the storage area is controlled, eliminating the possibility of unauthorized use of records. The level of security provided for stored records will be equal to, and in many cases better than, that which agencies can offer. 5. Services Available Noncurrent records storage is available at no cost to state government agencies. F scilities are available to store microfilm and magnetic tape as well as conventional paper records. A vault with automatic environmental controls (temperature ani humidity) insures proper storage conditions for th e microfilm and magnetic tapes. The Center furnishes the cartons for storing paper records and provides a pickup service for records from agencies in the Tallahassee a lea. Reference service is also provided without cost for noncurrent records accepted for storage. Daily delivery service is provided to agencies in the Tallahassee area. The combined service package of storage and reference provides each agency with basic resources for controlling the noncurrent records problem. And at no cost to the agency. The Center offers a central microfilm service. It can provide nearly every type of microfilm product. The service, which is available at cost, will be particularly useful to agencies having one-time, intermittent, peakload, or less than full-time filming requirements. The Center has equipment for shredding records. Agencies having records which must be mutilated at time of disposal can have them shredded at the Center at no cost. 6. Agency Responsibilities The Florida Archives and History Act (Chapter 267, F.S.), which authorizes the records center, also places with the agencies certain responsibilities. Section 267.041(6) F.S., requires that each agency "dooperate ... in complying with the provisions of this chapter" and "establish and maintain an active and continuing program for the economical and efficient management of records." As authorized by the basic legislation, the Department of State has issued regulations pertaining to records management (Division 1A, Florida Administrative Code). Section 1 A-27.07 requires that each agency of the state government shall designate a Records Management Liaison Officer (or officers) responsible for the development of the agency's records management program. This officer will provide the essential communication and control needed to insure the optimum use of the records center facilities and services. The Records Management Liaison Officer should establish internal procedures for the orderly transfer of records to the Center and for the central clearance of reference requests. Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 1. WHY FLORIDA HAS A RECORDS CENTER 1. Problem of Noncurrent Records Noncurrent records are those records which have little or no current administrative use but which, because of legal, fiscal, or other requirements, cannot be disposed of until some future date. Reference to the records has either ceased or is minimal. Even though these records have served their administrative needs, agencies are required to retain them. Some are placed in storage space that the agency may have, but many are retained in high-cost office space because no alternative exists. Some are removed from file cabinets and placed in transfiles or boxes, but many are held in expensive filing equipment. Keeping noncurrent records in office or prime storage space is a costly practice. To illustrate: a four drawer legal size file cabinet holds about eight cubic feet of records when completely filled; the same cabinet requires nearly eight square feet of space (including aisle and access space) to house it; therefore it takes about one square foot of floor space to support one cubic foot of records in filing equipment. With office space costing $4.00, $5.00, or even $6.00 per square foot annually, it follows that to keep a cubic foot of noncurrent records in office space costs a like amount. Using filing equipment for the keeping of noncurrent records is also wasteful. The minimum cost of file cabinets today is $60 for lettersize and $75 for legal size. Often the equipment costs more. When noncurrent records are kept in filing equipment, additional equipment must be purchased to house the new current records that are being generated. 2. The Records Center Concept Shortly after World War II, both government and industry became painfully aware of the growing pressure of paper records in the office. Concerted effort was directed toward controlling and reducing the paper accumulation. Records were appraised for retention value; useless outdated records were destroyed; but the question of what to do with noncurrent records still remained. The only logical answer was to take the noncurrent records out of office space and keep them in low-cost storage. However, when an agency or organizational element procured and serviced its own storage area, potential savings became slight, or even vanished. Thus the pooling concept emerged, under which all agencies of a government, or agencies in a specific geographical location, used a common storage facility and a single cadre of employees to store and service all records. The economic advantages of this arrangement were quickly evident. At first the centers were housed in whatever warehouse space was available. However, quite often the space offered little protection against fire, was difficult to work in because of heat or cold, and lacked the spatial characteristics necessary to house the volume of records needed for economical operation. As a result, the concept of a functionally designed center developed. During the last 15 years, center design has advanced to a point where records now can be stored in a center at 10 percent, or less, of the cost of keeping them in office space. Also, the center of today is so constructed that fire and security hazards have been reduced to the absolute minimum. Thus, the records center has become an extension of the individual agency's record keeping system. Records placed in the center remain in agency custody and are subject to any stipulations set by the agency. The records may be obtained on loan or permanently withdrawn at any time. If required, center personnel perform reference service for stored records. Truly the center has become the most efficient and economical device that a government or business can find for solving the noncurrent record problem. (See Figure 1.) 3. Legal Basis for Florida State Records Center In 1967 the Florida Legislature passed the Florida Archives and History Act (Chapter 267, F.S.). 1 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 The Act, which established the StatE's Records Management Program, empowered the Division of Archives, History and Records Management to operate a records center (or centers). Tie center as envisioned by the Legislature is an integra part of the program to bring efficiency and econc my to the management of public records in the StatE of Florida. 4. The Florida State Race rds Center The Centel was designed specifically for the storage and servicing of noncurrent records. Maximum utilization of storage space s achieved through shelving height and layout. The , torage area holds more than five cubic feet of recot ds for each square foot of floor space, including a 1 aisle and access space. The building is completely fireprcof and has the most modern equipment available for the automatic detection and control of any fire that might start among the paper records. TI .e detection system is tied in with the Fire Department for immediate response. Building design provides for maxirr urn records security. Access to the storage area is controlled, eliminating the possibility of unauthor zed use of records. The level of security provided for stored records will be equal to, and in many :aces better than, that which agencies can offer. 5. Services Available Noncurrent records storage is available at no cost to state government agencies. F. Lcilities are available to store microfilm and magnetic tape as well as conventional paper records. A vault wit i automatic environmental controls (temperature an(humidity) insures proper storage conditions for th . microfilm and magnetic tapes. The -Center furnishes the cartons for storing paper records and provides a pickup service for records from agencies in the Tallahassee at ea. Reference Service is also provided without cost for noncurrent records accepted for storage. Daily delivery service is provided to agencies in the Tallahassee area.. The combined service package of storage and reference provides each agency with basic resources for controlling the noncurrent records problem. And at no cost to the agency. The Center offers a central microfilm service. It can provide nearly every type of microfilm product. The service, which is available at cost, will be particularly useful to agencies having one-time, intermittent, peakload, or less than full-time filming requirements. The Center has equipment for shredding records. Agencies having records which must be mutilated at time of disposal can have them shredded at the Center at no cost. 6. Agency Responsibilities The Florida Archives and History Act (Chapter 267, F.S.), which authorizes the records center, also places with the agencies certain responsibilities. Section 267.041(6) F.S., requires that each agency "cooperate ... in complying with the provisions of this chapter" and "establish and maintain an active and continuing program for the economical and efficient management of records." As authorized by the basic legislation, the Department of State has issued regulations pertaining to records management (Division 1A, Florida Administrative Code). Section IA-27.07 requires that each agency of the state government shall designate a Records Management Liaison Officer l or officers) responsib'e for the development of the agency's records management program. This officer will provide the essential communication and control needed to insure the optimum use of the records center facilities and services. The Records Management Liaison Officer should establish internal procedures for the orderly transfer of records to the Center and for the central clearance of reference requests. Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 II. SELECTING RECORDS FOR TRANSFER TO THE RECORDS CENTER 1. The Records Retention Schedule When the records of an agency a ?e completely covered by records retention schedule; there is no problem in deciding which record: should be transferred to the Records Center. Thi se schedules, which establish the official life span for records, specify which records are to be transferred to the Center and when to transfer them. See Records Management Handbook, Retention anit Disposition of Public Records.) The determination as to whether : ecords are to be transferred to the Center is based on ;hree factors: ? Frequencyof reference, ? Period to be retained before de: truction, and ? Cost of transfer (such as shit ping charges from a remote office). These factors should be weighed carefully at the time the records retention schedule is developed. Once the schedule is prepared and approved, the flow of records from an agency to the Re:ords Center becomes a matter of routine procedure. 2. Guidelines for Selecting Records As a general rule, noncurrent reco: -ds-should be transferred to the Records Center just a; soon as the reference activity drops to the level wk ich qualifies them for "noncurrent" status, not mere than one reference per file drawer per month. Wl ten this level has been reached, the Records Cent ?r staff can assume the reference work. being destroyed. There may be exceptions to this rule, too, but each exception must be judged separately. In the Tallahassee area the cost of transporting records to the Center is not a factor in determining the feasibility of storing records. The Florida State Records Center provides pickup service at no cost to the agencies. For offices beyond the limits of metropolitan Tallahassee, transportation of records to the Center is an agency responsibility. For those offices, long term storage is generally economically advantageous even when shipping costs are considered. However, agencies should evaluate carefully the economics of short term storage where - transportation costs are involved. It is possible that the cost of getting the records to the Center may offset any savings achieved by freeing space and equipment. Small quantities of records (less than one cubic foot) should not be transferred to the Center. They should be retained by the agency until at least one cubic foot accumulates or until the retention period expires and the records can be destroyed. 3. Reference Requests and Records Security Noncurrent records should not be retained in agency offices or storage space because of concern about urgent handling of infrequent reference requests or the security of records. There will be special instances when records with a higher reference rate will be accepted by the Center for storage. Sometimes the transfer of "semi-active" records is economically worthwhile, particularly if the release of high priced office space and equipment results. Each proposes transfer is considered on its own merits. There is also a general rule rely ting to the minimum time records should be stor?d. In most instances, it is not economical to trans/?r records if they are to be stored for less than two years before The Records Center service is designed to provide rapid handling of either written or telephoned requests. (See Section V. Obtaining Reference Service.) As for records security, the Center observes and enforces any security or use restrictions placed on the records by the transferring agency. 4. File Breaks Files should be terminated or cut off periodically to facilitate their transfer to storage and ultimate disposal in uniform chronological blocks. Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 This technique is called "breaking" files, and simply means that on a given date a new set of files is established for a subsequent period. Files can be "broken" annually, biannually, or for even a longer period, depending on the rate at which they accumulate. Different colored labels may be used on folder tabs for records which accumulate in large annual blocks to distinguish one time period from another. 5. Completed Case Files Case files constitute approximately 80 percent of the records in government. Experience shows that closed case files are seldom referred to more often than the maximum rate established for reference service (once a month per file drawer). Case files are usually closed when a given event occurs, e.g., a claim is settled, a purchase order is paid. Closed case files should be transferred to the Center as quickly as practicable to achieve optimum savings in space and equipment. 6. Record Types Although the storage facilities in the Center are geared primarily to conventional files or documents in standard center storage cartons, the Center provides storage for other types of paper records, such as punch cards, ledgers, maps, engineering drawings, etc. Facilities are also available for storing microfilm and magnetic tapes. 7. Advice and Assistance on Transfers Each agency has a Records Management Liaison Officer responsible for developing the agency's records management program. In larger agencies, Records Management Liaison Officers are also appointed at Division level. These officers, or staff members designated by them, provide internal agency guidance and direction on transfers. Forms required to transmit records to the Center should be approved by the liaison officers. If an employee other than the Records Management Liaison Officer is designated for transfer approval purposes, the name and telephone number of the employee should be given to the Center. Advice and assistance may also be obtained from Center staff. Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 III. GETTING RECORDS READY FOR SHIPMENT 1. Records Storage Cartons Standard cardboard containers-ar,! to be used to transfer records to the State Record ; Center. The efficient use of storage space in the cent er depends on optimum use of available shelf area. The standard carton is designed to achieve this. Un ess an agency urgently requires immediate removal of its records, it should ship them in prescribed contains rs rather than in non-standard boxes. The standard carton has inside dimensions of 10 inches by 12 inches by 15 inches and holds one cubic foot of either letter or legal size records. A carton is needed for each cubic foot of files being transferred. 2. Obtaining Cartons Standard cartons may be obtained without cost to the agency from the Records Center. Requests for cartons should be made far enough in advance of transfer to insure they will be on hand, Men packing begins. The cartons will be shipped or delivered unassembled. 3. Assembling Cartons The bottom of cartons should be s ?cured either by gummed tape at least two inches wide or by machine-applied wire stitching. The tale should be placed lengthwise on the outside, after the flaps on both ends of the carton have been folder; inside. (See Figure 2.) The tape should extend at lea! t two inches up the ends of the carton for extra streng;h. 4. Screening Record Material Before putting records into cartons, it is advisable to screen-out any records which have met retention period requirements and are ready for destruction. Generally, such screening will result in storage cost savings. However, the cost of screening should be computed to ascertain that it does not exceed projected savings. In the long run, the best approach is to segregate records with different retention periods at time of filing so that screening is not necessary. 5. Packing Records Without disturbing the existing filing arrangement, pack records firmly in the box. Do not force them. To make future reference easier, they should not be packed so tight as to hinder withdrawal. Do not place file folders on top of file folders within the box. Place the file folders in an upright position with lettersize folders across the 12-inch way, facing the front of the container (the unstitched 12-inch side of the container is considered the front) or with legal-size folders across the 15-inch way, facing the left side of the container. Space should be allowed within the carton for subsequent interfiles if such additions are contemplated. Do not place records with different retention periods in the same carton. Neither should records from more than one agency be packed together. 6. Closing Cartons To close the top of the cartons, simply tuck the flaps alternately over and under each other. (See Figure 3.) Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 AGENCY DEPARTMENT OF EMERGENCY ASSISTANCE DIVISION OF PLANNING _ DISASTER RELIEF PLANNING FILES INCL. DATES Jaa4 /9 49' ,.e 3/,!969 7 -ROM - TO AlivekuI -- Lazy #ske DESCRWTION FILES ACCUMULATED FROM PLANNING OR ACTIONS TAKEN TO PROVIDE ASSISTANCE TO CIVIL AUTHORITIES OR AGENCIES BECAUSE OF NATURAL DISASTERS. INCLUDED ARE PLANS. INSTRUCTIONS. REPORTS OF ACTION TAKEN IN NATURAL DISASTER. OR OTHER DOCUMENTS, RELATING TO THE USE OF MILITARY RESOURCES IN NATURAL DISASTERS. FILE ARRANGEMENT: ALPHABETICAL BY CITY NAME Stet. of Florida ppe.pp..r~[msnt of State Divi.lon of Archives, Hi.tory d R.cords Menapsment ~orm-DS-RM.400. 1170 Figure 4. Carton Label 7. Labeling Cartons Container labels as shown in Figure 4, are required. Fill in as follows: Agency - Enter the name of the agency. Also indicate the organizational element to which the records belong. Acc. No. - Leave blank. This space is used by the Records Center to indicate accession number, assigned at time of transfer. Carton No. - Enter the number assigned to the carton by the transferring agency. (See 8 below.) Series - Enter the official record series title, as shown on the approved schedule, Form DS-RM 105. Incl. Dates - Enter the period of time (inclusive dates) covered by the records in the record series. Example: July 1, 1963 - June 30, 1967. From - To - Show the range of records in the carton, such as the beginning and ending case file numbers, or alphabetical designations for the first and last files. Description - Enter here any additional information needed to identify the contents of the carton. The label is to be affixed to the front of the carton as shown in Figure 5. Labels should be requested from the Records Center when cartons are obtained. 8. Numbering Cartons Cartons are to be numbered consecutively starting with "1", for each transfer. When the cartons reach the Center, the staff will assign an accession number to each transfer and a Records Center box number to each box in the transfer. TfAs information will be entered on the copy of the records transmittal and receipt returned to the agency after records are received at the Center. Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 9. Finding Aids The records should be accoir partied, where possible, by any relevant finding aids, such as indexes, which will assist the Center in performing reference service. However, if files are quite active, indexes may be retained by the agency. The Cer ter should be notified of any finding aids retained :)y the agency. 10. Packing Oddsized Records Records smaller than conventional letter or legal size files should be placed in s;andard center cartons, using the most practical packaging arrangement. Punchcards should be packed and transferred in the boxes in which tl a blank cards were received from the manufacturer. Oversized records, such as bout.d ledgers and similar volumes, should be tied in bund es with sturdy cord. Identification tags should be attached. Each bundle should be handled as anotht r box in the numbering sequence. The number sho ild be written on the tag, along withany other necess, try descriptive data. Large drawings may be rolled in brown paper, taped and labeled. Consult the Center concerning packing arrangements for microfilm and magnetic tapes; also ask for Center assistance on any probl am relative to packaging oddsized records. 11. Filing Cabinets As previously indicated, records ! hould not be transferred to the Center in filing cabinets or other types of filing equipment! The Center i 3 designed for maximum storage capacity by usirg cardboard containers on metal shelving. All recoids should be removed from file cabinets and boxed before leaving the agency. 12. Shipping the Records Records in the Tallahassee area will be picked up by the Center truck. Agencies beyond the Center pickup service must make their own arrangements for transportation and bear the cost of shipping. When the Center truck is not used, shipments are ordinarily made by United States mail or by commercial motor or rail freight with costs borne by the transferring agency. (See Figure 6.) ? One Center carton holds 1 cubic foot of paper records weighing about 30 pounds average; however, tabulating punchcards weigh in excess of 50 pounds per cubic foot; ? One ton of records average 70 cubic feet; ? One cubic foot of records approximates 3,000 sheets of paper; ? One cubic foot of records approximates 10,000 tabulating punchcards; ? A lettersize file drawer holds 11/2 cubic feet of records, while a legal size drawer holds 2 cubic feet. When records are picked up in the Tallahassee area the Center will furnish specially designed handtrucks for loading the records at the agencies. The use of these handtrucks makes it possible to deliver the cartons to the appropriate place. in the Center storage area without manual loading or off loading of the truck. Shipments of records by commercial carriers should be loaded into the vehicle in reverse numerical sequence so that when the shipment reaches the Center the first carton to be taken off will be "1" and the others will follow in numerical sequence. Records can be moved directly to the shelves without unnecessary handling. Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 IV. DOCUMENTING THE TRANSFER 1. Initiating the Request The agency making the transfer is responsible for alerting the Records Center and for preparing the necessary transfer forms. All transfers should be initiated by the appropriate Records Management Liaison Officer or by staff members who have been designated for this purpose. Since the Center must plan for the pickup (Tallahassee area) and warehousing of the records, as much advance notice as possible is needed. A telephone call or a letter indicating the proposed date of transfer and the approximate volume of records involved will suffice. Of course, if the official transfer forms (See Figures 7 and 8) can be prepared and submitted well in advance of the shipment, this is most helpful. Normally, the transfer forms are to be sent to the Center 24 to 48 hours in advance of shipment pickup. 2. Forms Used An agency desiring to transfer records to the Records Center will prepare Form DS-RM 201, Records Transmittal and Receipt. If additional space is needed, Form DS-RM 202,. Records Transmittal and Receipt (Continuation), is also used. These forms (Figures 7 and 8) serve to: ? Record the transfer of records to the Records Center, subject to any legal or other restrictions on their use which an agency may impose and, ? Provide an inventory sufficiently detailed to aid the Center in Providing future reference service required by the transmitting agency. Copies of Forms DS-RM 201 and 202 may be obtained from the Records Center. 3. Forms Distribution Prepare an original and two copies of the transfer form(s) for each shipment of records. Submit the form(s) to the Records Center at least 24 to 48 hours in advance of shipment. When the records have been received and checked in by the Center, one copy of the form(s), signed by a Center official, will be returned to the transferring agency. This copy, the agency's receipt, provides the agency with the accession number and the Records Center box numbers which must be cited when making future reference to the records. 4. Preparation In Agency The transmitting agency is responsible for filling out the transfer forms; however, Center personnel, upon request, will assist in preparing forms. Prepare the documentation carefully; make it as meaningful as possible. Remember that the information supplied is the key to serving agency reference needs in the future. 6. Explanation of Items Items 1-4. Accession Number, Records Group Number, Date Received, Received by. The accession number and records group number (which distinguishes the records of one agency from all others), as well as the date of receipt and the signature of the Center official receiving the shipment are filled in at the Records Center. Item 5. From. Enter the complete name of the agency, as well as the full mailing address. Item 6. Agency Contact, Location, Telephone Number. Enter the name of the person immediately responsible for the transfer of the records. This is the person the Center will contact to make arrangements for the pickup. Show also the building and room number for the agency contact, as well as his telephone number. Items 9-11. Approving Official, Title, Date. The approving official signs here. This will be the Records Management Liaison Officer or a designated staff member. Show his title and the date the transmittal is signed. Item 12. Restrictions on Use of Records, If Any: Particular attention should be given to this item. The specific restrictions which an agency imposes on transfer of records should rest on either legal 9 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 STATE OF FLORIDA DEPARTMENT OF STATE T R A N S M I T T A L A N D R E C E I PT PAGE 1 Division of Archives, History and Records Management F C R R E C 0 R D S S T 0 R A G E OF 2 ,or. DS-?RM 201 (6-71) PAGES SEND ORIGINAL AND TWO COPIES TO: 1-4 T 98 1 MP T Y R OR N R 1. ACCESSION . , 2 RECORDS CAO 3. DATE RLC'D. 700125 14 7-15-71 DEPARTMENT OF STATE DIVISION OF ARCHIVES, HISTORY 4. B) AND RECORDS MANAGEMENT = FLORIDA STATE RECORDS CQNTER ' ? TALLAHASSEE, FLORIDA 32304 5. FROM (NAME AND ADDRESS OF TRANSMITTING-AGENCY) ??,, ".H< Department of Emergency Assistance Division of Planning 400 Redwood Street Tallahassee, Florida 32303 6. AGENCY CONTAC"i 7 . LOCATION - --- 8. TELEPHONE N0. r. James R. Jone Sumter Bldg., Room 201 355-7294 PRO G OF CIA Siq?ture 10. TITLE 11. DATE ( ~ e J L Records Mgmt. Liaison Office 7-16-71 12. RESTRICTIONS GNU OF RECORDS,. "'-- Restricted to official use: of employees of the Dept. of Emergency Asst. 13. SPACE CLEARED (Square Feet) 14. FILIiG EQUIPMENT EMPTIED 7.5. CUBIC. FEET a. Office b. Storage 1 a. Cabirets (No.) b. Shelving(Lin.Ft.) c. Other TRANSFERRED 16 .11 6 5 transfiles 26 16. LIST OF RECORDS TRANSFERRED ( I T E M 16a TO BE COMPLETED BY RECORDS CENTER) a. SRC Box No. b. Agency Box No. c. Description of Records (With Inclusive Dates) d.Retention Sched. and Item Nos. This transfer conprises the files of the Bureau of Program Development which was abolished January 1, 1970. The functions of the Bureau were assigned in part to the Regicnal Offices and in part to the new Division of Planning in the State Capitol. Sched. No. 2 44126 1 Emergency Planning, Administrative, 1969 Item 1 44127- 2-6 Domestic Disturbance Planning, 1968-69 Item 3 44131 44132 7 Disaster Relief Planning, 1969 Item 4 44133 8 Administrative Issuances to Field Offices on Item 5 Planning Procedur=-s, 1968-69 44134 9 Policy Interpreta:ions on Eligibility of County and Sched. No. 3 Municipal Governments to Receive Planning Funds, item 6 1967-69 44135- 10-1 Legislative Budge: Formulation Workpapers, 1967-69 Sched. No. 5 44136 em 44137 12 Legislative Budge: Presentat4- 2131 Item 5 44138- 13-l Operating Budget 1^ 'D# t 44143 , e he o aps s f Item 6 sw o t' no cY n 44144 18 a Buda' ea.:s w ria the 9e a 1969 Ite 8 a , 1,i $ a44 tea to it y e le m 44145- 19-2 oota4 Capi?, 6 ;vr , -69 Item 10 44148 peen ys s to Figure 7. 'Iran )mittal and Receipt for Records Storage 10 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 lIUKIIJA I A R FOR FURTHER INFORMATION DIVISION OF ARCHIVES, HISTORY CALL: (904) 222-7735 AND RECORDS MANAGEMENT DEPARTMENT OF STATE, STATE OF FLORIDA (DICK) STONE SECRETARY OF SITALLAHASSEE, RICHARD A FLORIDA 32304 R Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 '[he Florida State Records Center. planned specifically for storing and servicing the State s noncurrent records, is an integral part of a statewide program designed to bring efficiency and economy to the management of Florida's public records. I'he Center is actually an extension of the individual agency's recordkeeping s~stetn. Noncurrent records which have little or no administrative use nut" which must be retained for other reasons can be moved from high-cost office space to iow-cost storage at the Center. (aenerallY. such records can be stored in the Center for tO percent or ly have permanent or archival value. Disposition activities at the Center have three major objectives: r To assist the State Archives in identi'ying the records of State Government agency, !s which have enduring value, ? To assist State agencies in establishing realistic retention periods for record, that do not have enduring value, ? To remove promptly from the (_ enter all records which have reached their disp )sal date. 3. Agency Concurrence in Disposal Records of an agency will not be des.royed by the Center without the concurrence of tl.e agency concerned. 4. Concurrence Procedure Before destroying any records, the c enter will prepare and send to the agency a completed Form DS-RM 107, Notice of Intent to Destroy scheduled Records (See Figure 11). This will be done just before the records concerned are eligible for scheduled destruction. If the agency agrees that the records should be destroyed as scheduled, the agency will sign Form DS-RM 107 in Item 7 and return it to the Center for processing. Agencies should approve the iNotice of Intent to Destroy Scheduled Records unless there is an imperative reason for keeping the records beyond the scheduled destruction date. Since maintenance of noncurrent records is costly (even in center-type space), and since thy' value of records beyond the scheduled destruction period is generally limited, agencies should not keep records beyond the disposal date unless there is a justifiable need for their further retention. When an agency approves the Form DS-RM 107, the form will be processed as though it had been initiated by the agency. When the disposal is approved by the Division of Archives, History, and Records ManagemeriL, the Center will dispose of the records, execute tht disposal certificate in Item 10 of the form, and return the signed form to the agency for its records. 5. Method of Disposal Unless an agency specifies that records are to be shredded at time of''disposal, the Center will either sell the obsolete records as waste paper or have them buried in the sanitary landfill provided by the City of Tallahassee. The burning of records is not permitted within the city limits. Upon agency request, records of a confidential or classified nature will be shredded prior to disposal as wastepaper or burial in the sanitary landfill. Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 SPATE OF FL DEPARTMENT OF STATE Division of Archives, Ni.s tort' tl 0 T 1 C E 0 F 1 it TEN T T O D E S T R O Y S C H E D U L E D R E C O R D S NOTICE NO. 1 and Records Management Form DS-RM 107 (11-69k AND DISPOSAL CERTIFICATE PAGE i OF 1 PAGES 1. AGENCY 2. DIVISION 3. BUREAU Dept. of m 4. ADDRESS CONTACT (NAME & TELEPHONE NUMBER) 6. NOTICE OF INTENTION; The-scheduled records listed in Item 8 are to be disposed of in the ,manner checked below: T0; a. Destruction c. Other DEPARTMENT OF STATE DIVISION OF ARCHIVES. HISTORY ^ b. Microfilming and Destruction AND RECORDS MANAGEMENT FLORIDA 32301 TALLAHASSEE . ? UB,ITTED Y: ~} ' ~~~( ;~ 12-30-71 ture and Title Date B. RECORD SERIES LIST a* Schedule b. Item No. c. Title d. Inclusive e. Volume f. Destruction Action No. Dates and Date 3 2 Time Sheets and Work Time Sched. 1968 1 cu.ft. These records are in the State Records Center, Accession No. 700125, Agency Box No. 22, SRC Box No. 44149. A g 9 C Fox t~'l .Ya w9 ted R agenoY gubm~ fi9uxe tre by e e by ea th J~ b OT% C let i ati 0 omp Ytn A, 7- ne tho ga.9 au re ana tl.l t- Osa d9 tot 9. DISPOSAL AUTHORIZATION 10. DISPOSAL CERTIFICATE Disposal for above listed records is authorized. Any The above listed records have been disposed of in the deletions or modifications are indicated in red. manner and on the date shown in Column f. Signature and Title Date Signature and Title Date Witness Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 CHECKLIST Read each of the questions below ant check your answer, "YES" or "NO." A checkmark in the "NO" column indicates the need for corrective acti )n. YES NO 1. Has your agency designated a Records Management Liaison Officer in accordance with ^ ^ Chapter 1A-21, Florida AdministrativE Code? ............................. 2. Are all the records of your agency cov 'red by records retention schedules? ......... ^ ^ 3. Do the records retention schedules of your agency indicate what records should be transferred to the State Records Center, and when? ......................... 4. Are "desk drawer files" or "persc nal files" scrutinized for record material to be incorporated for record material to be incorporated in official files before the files are transferred to the State Records Cent 0 ................................ 5. Does your agency utilize the know.edge and expertise of staff members of the State Records Center in making transfers o:'records to the Center? ................... 7. Does your agency transfer to the Cer ter those noncurrent records which must be retained L ^ for two or more years? ........ .................................. . 8. Does your agency screen records before packing them for shipment'? .............. Li ^ 9. When your agency requests reference service, does it cite the State Records Center accession number and box number'? ................................... Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 ITATE OF DEPARTMENT OF STATE Division of Archive s, History "J 0 T I C E O F I iI T E N T TO D E S T R 0 Y SCHEDULED R E C 0 R D S NOTICE NO. 1 and Records Managgement Form DS-RM 107 (11-69} A DISPOSAL CERTIFICATE PAGE 1 OF 1 PAGES 1. AGENCY 2. DIVISION 3? BUREAU Dept. of Emergency 4. ADDRESS 5. CONTACT (NAME & TELEPHONE NUMBER) 6? NOTICE OF INTENTIONI The scheduled records listed in item 8 are to be disposed of in the manner checked below: TO: t 9-7 a. Destruction c. Other DEPARTMENT OF STATE DIVISION OF ARCHIVES, HISTORY ^ b. Microfilming and Destruction AND RECORDS MANAGEMENT FLORIDA 32301 TALLAHASSEE `.. , ? UB `I TTED Y: 12-30-71 ture and Title Date - 0. RECORD SERIES LIST a. Schedule b. Item No. C. Title d, Inclusive e. Volume f. Destruction Action No. at.. and Date - 3 2 Time Sheets and Work Time Sched. 1968 1 cu.ft. These records are in the State Records Center, Accession No. 700125, Agency Box No. 22, SRC Box No. 44149. - 3 07 . e F?s s sy~o vas tted ec OTC ? ubmy uze tee g a~3 be by -he 2n lete d by will ation? ' ' cora l _~gne toYm 0%1- t andhe au l 09 oz dA.9'9 a f 9. DISPOSAL AUTHORIZATION 10. DISPOSAL CERTIFICATE Disposal for above listed records is authorized. Any The above listed records have been disposed of in the deletions or modifications are indicated in red, manner and on the date shown in Column f. Signature and Title Date Signature and Title Date Witness Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0 CHECKLIST Read each of the questions below aml check your answer, "YES" or "NO." A checkmark in the "NO" column indicates the need for corrective action. YES NO 1. Has your agency designated a Recor is Management Liaison Officer in accordance with ^ ^ Chapter 1A-21, Florida Administrative Code? ............................. 3. Do the records retention schedules of your agency indicate what records should be transferred to the State Records Center, and when? ........................ . 4. Are "desk drawer files" or "perso ial files" scrutinized for record material to be ^ ^ incorporated for record material to he incorporated in official files before the files are transferred to the State Records Center? ............................... . 5. Does your agency utilize the knowli !dge and expertise of staff members of the State Records Center in making transfers of records to the Center? ................... 7. Does your agency transfer to the Cent ~r those noncurrent records which must be retained ^ ^ for two or more years? ......... ................................. . 9. When your agency requests referenc service, does it cite the State Records Center accession number and box number? ...................... ........... Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0