, "August 24, 1976 KEY WORDS: _______ _____
FR: JLMT-JG-Me bT
RE: Retention of Recordings of Meetings
I received the attached letter in response to my reque t.
Itdid not answer our question, so I have now written for
a copy of the General Records Schedule E-T3 which is
undergoing final review by the Office of the Attorney
Apparently, this is a cutoff period after which recordings
may be erased when they are required to be kept.
I know of no statutory provision which requires us to keep
a verbatim electronic recording of governing board
meetings, and it is my initial opinion that this rule
will not be applicable.
STATE OF FLORIDA
ll-partmpnt of Mtat
BRU SA. SMATHERS TVEfD ROBERT WILLIAMS, DIRECTOR
S ETARY OF STATE U DIVISION OF ARCHIVES, HISTORY, AND
Augu t 19, 1976 (m)o4aS4M
AUG 2 0 1976
IN REY REFER TO: LIA 8-2 (10
xLEG 5-4 (10)
By ~U ..--U-------~------
Mr. M. Blain -
Gib1 ns, Tucker, McEwen,
ith, Cofer & Taub
AttO neys and Counsellors at Law
606 [adison Street
Pos: Office Box 1363
Tamp L, Florida 33601
Dea: Mr. Blain:
The proposed retention requirement for voice recordings, re-
fers to in your letter of August 3, 1976, was cited in a newspaper
art le which received state-wide notice during the latter part of
( Jul. The proposed retention requirement is now before the Office
of e Attorney General for final clearance.
Under Chapter 267, F.A., the Division of Archives, History and
Rec cds Management is responsible for establishing retention require-
ment for public records for all agencies, state and local, in the
Stal of Florida. Where record types are common to a number of
age cies, we issue General Records Schedules which establish state-
wid retention requirements. While we are the agency responsible
fo establishing retention requirements for public records, we do
drain on the Offices of the Attorney General and the Auditor General
for their recommendations when determining retention requirements.
In the instance of the forthcoming General Records Schedule
re] ting to voice recordings, we have already confered with repre-
set atives of the Office of the Attorney General; the two year
rel nation period was determined to be necessary in order to meet
let 1 actions which might require the availability of the recordings.
The proposed General Schedule places the two year retention on
th e recordings produced in meetings, hearings, etc., falling under-
the perview of Chapter 120, F.S., Administrative Procedures Act
an Section 286.011, F.S., Public Meetings and Records. The reten-
ti requirements specifies that the recordings must be kept for
tw years after transcription and certification of the minutes or
r4 tr scripts.
Mr. I. M. Blain
Augut 19, 1976
General Records Schedule E-T3 will be released shortly, after- -
fina review by the Office of the Attorney General. If you desire
a co of the schedule at that time, please let me know.
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