THE FLORIDA STATE RECORDS CENTER

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00390R000300300011-0
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 32
• Document Creation Date: December 22, 2016
• Document Release Date: May 26, 2009
• Sequence Number: 11
• Content Type: OPEN

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
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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
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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
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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
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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.
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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
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 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.
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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.
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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.
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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.)
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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.
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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.
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 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
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 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
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 Approved For Release 2009/05/26: CIA-RDP74-0039OR000300300011-0
lIUKIIJA I A
R
FOR FURTHER INFORMATION DIVISION OF ARCHIVES, HISTORY
CALL: [phone] AND RECORDS MANAGEMENT
DEPARTMENT OF STATE, STATE OF FLORIDA
(DICK) STONE
SECRETARY OF SITALLAHASSEE, RICHARD
A FLORIDA 32304
R
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 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.
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 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
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 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'? ...................................
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 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