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Clerk’s Records Management



Mission Statement

The Clerk’s Board of County Commissioners (BCC) Records Management department is committed to the systematic control of records and information activities, regardless of format, from creation through final disposition or archival retention.

The Public Records Laws of the State of Florida requires all public agencies/officials to establish and maintain a Records Management program. This means that all public records must be retained and protected until they have satisfied the retention requirements established by the State Bureau of Archives and Records Management and have been properly disposed of. Schedules are developed authorizing retention periods and disposition of all records regardless of media or format.

The Clerk’s Records Management department acts as an off-site storage facility for the departments and agencies under the Board of County Commissioners. The Clerk’s Records Management department is not authorized as the custodian of record.  Record requests must be generated through the originating BCC department. The Clerk’s Records Management department will then return files to the BCC department or other Pinellas County agencies for dispersal to the requestor.

Services Offered by the Clerk’s Records Management department:

File Analysis and Improvement 
The Clerk’s BCC Records Assistant Manager or the Departmental Training Specialist are available to visit your office in order to discuss your filing, storage requirements and work with staff members in developing filing systems that are tailored to your departmental needs.

Training 
The department currently offers the following class selections:

  • "Basics" of Records Management
  • "Hands on" Computer Application Training
  • Micrographics Index Training

records image Storage
The Clerk’s BCC Records Center has a storage capacity of over 44,000 cubic feet. BCC departments and other Pinellas County agencies should transfer inactive records to the Clerk’s BCC Records Center for storage at least annually. “Inactive” records are records that are no longer needed in the office for reference purposes, but have not yet satisfied their state retention requirements.  Generally, records are considered “inactive” if they are accessed less than three (3) times per month. 

Emergency retrieval request


Retrieval and Delivery

The department provides file and box delivery and retrieval services.  Delivery services are provided on Monday, Tuesday, Thursday and Friday.  If a retrieval request is received before 8:30 a.m., your records will be delivered to your office the same day.  Retrieval requests received after 8:30 a.m. will be delivered the following day.  Retrieval requests received after 8:30 a.m. on Tuesdays will be delivered Thursday.    


Destruction of Records
Records Management meets with BCC departments regularly in order to review document retention requirements and ensure that Pinellas County remains in compliance with the State of Florida General Retention Schedules.  The department provides regularly scheduled disposition services for county records that have satisfied their State retention requirements.


Micrographics

The Micrographics staff provides microfilm conversion services for records that have met the Clerk’s Records Management Microfilm Criteria.


Imaging

Staff provides imaging services for BCC departments and other Pinellas County agencies that have met the Records Management Imaging Criteria. Conversion of paper documents to digital, as well as the capture of rich media, is handled using EMC Documentum software.  Trained and experienced records technicians provide conversion assistance to all user departments.


Tape Management
The department serves as an off-site storage facility for LAN backup tapes in weekly rotation.  The tapes are intended for use as backup in the event of a disaster, and are housed in a secured, climate-controlled vault.


Cooperative Services and Review

Records Management will work with departments to design and implement an effective and efficient workflow process that will facilitate transitioning to electronic records processing.

Tape Management
Retention Schedule
Review Process
Micrographics
Training
Links
FAQ's
Contacts
County Calendar
View Public Records


Clearwater Branch
509 East Avenue South
Clearwater, FL 33756
Office (727) 464-7000
Fax (727) 464-5556

Mid County
14155 49th Street North
Clearwater, Fl 33760
Office: (727) 464-7000

Clerk's Commitment: Access to Public Records
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