Public Recordsx2fTranscripts

Public Records/Transcripts

What is a Public Record?

 

According to Ch. 119 (definition 12) of the FL Statue: 

 

 

“Public records” means all documents, papers, letters, maps, books, tapes, 

photographs, films, sound recordings, data processing software, or other material,
regardless of the physical form, characteristics, or means of transmission, made or
received pursuant to law or ordinance or in connection with the transaction of official
business by any agency.

 

Reducing Costs and Limiting Charges

Labor costs can be reduced significantly if requests include keywords instead of open-ended terms such as “all documents or emails.” Similarly, narrowing a request to certain individuals or a particular date range can greatly reduce the use of extensive labor.

 

Redaction

 

We must redact every email (or at least read through them to see IF there is any information exempt from public records law). We have no idea if there is exempt information unless we thoroughly review and if there is exempt information, we redact.

 

PRR Invoice Calculation

Our office estimates that it takes us 2 minutes per email to redact for the invoice, multiply this by the number of emails that we receive based on the filters you have identified, and then we provide the invoice. Once the invoice is paid, we begin the redaction process. If this process takes less than the time on the invoice, we reimburse the money difference back to the requestor. This is the process we follow for every public records request, regardless of the subject matter or intent.

 

Fees for Copying Public Records

  • 15 cents per one-sided legal size or smaller
  • 20 cents per two-sided legal or smaller
  • $1 per certified copy
  • Other types of media: must pay actual cost of duplication

 

 

*Processing, shipping and redact fees may vary on based on content

 

Please note:

  

 

The Public Records Law does not contain a specific time period (e.g., 48 hours) for fulfilling a public records request. The request needs to be within a reasonable amount of time.

 

 

 

Public Records Requests

Please click here to fill out your request for public records.

 

Once completed, click on the "submit" button in the top right corner in order for the Customer Service Center to process.

 

 

Wondering how to fill a public records request at the school/dept level?

Read these helpful instructions: Public Records Request Routing Form

 

 

Need to request your student's records?

Please click here: Student Record Request Form

 

 

  

   

Helpful Resources

 

Schools Quick References: 

PreK-12 Schools Records Dispositon Reference Guide

PreK-12 Schools Records Retention Schedule

 

Policies & Procedures

 Ch. 1B-24 Florida Administrative Code Public Records Scheduling and Dispositioning

Ch. 119 Florida Statues 2013 - Public Records

Records Management and Public Records Request Policy

Electronic Mail Policy

 Public Records Storage Guidelines For Records Centers and Archives

 

Handbooks:

The Basics of Records Management

Electronic Records and Records Management Practices

Files Management Handbook

Micrographics Handbook

 

 

Retention Schedules:

General Records Schedule (GS1-SL): For State & Local Government Agencies

General Records Schedule (GS7): For Public Schools Pre-K - 12 & Adult Ed

 

 

 Forms & Guides:

Records Disposition Document 

Records Management Self-Evaluation Guide

 

Frequently Asked Questions:

Public Records FAQ