RULE 2.580. STANDARD JURY INSTRUCTIONS

(a) Use; Modification. The standard jury instructions
appearing on The Florida Bar’s website may be used by trial judges
in instructing the jury in every trial to the extent that the
instructions are applicable, unless the trial judge determines that
an applicable standard jury instruction is erroneous or inadequate,
in which event the judge shall modify the standard instruction or
give such other instruction as the trial judge determines to be
necessary to instruct the jury accurately and sufficiently on the
circumstances of the case. If the trial judge modifies a standard jury
instruction or gives another instruction, upon timely objection to
the instruction, the trial judge shall state on the record or in a
separate order the respect in which the judge finds the standard
instruction erroneous or inadequate or confusing and the legal
basis for varying from the standard instruction. Similarly, in all
circumstances in which the comments or notes on use
accompanying the standard jury instructions contain a
recommendation that a certain type of instruction not be given, the
trial judge may follow the recommendation unless the judge
determines that the giving of such an instruction is necessary to
instruct the jury accurately and sufficiently, in which event the
judge shall give such instruction as the judge deems appropriate
and necessary. If the trial judge does not follow such a
recommendation, upon timely objection to the instruction, the trial
judge shall state on the record or in the separate order the legal
basis of the determination that the instruction is necessary.

(b) Referral to Committee. The party requesting and
receiving a modified instruction shall send a copy of the modified
instruction to the appropriate committee on standard jury
instructions under rule 2.270, unless the modification is only
technical or nonsubstantive in nature, so that the committee can
consider the modification to determine whether the standard
instruction should be amended.

(c) No Supreme Court Approval or Presumption of
Correctness. The standard jury instructions approved for
publication and use under rule 2.270 are not approved or otherwise
specifically authorized for use by the supreme court. The approval
of a standard jury instruction under that rule shall not be
construed as an adjudicative determination on the legal correctness
of the instruction. Standard instructions authorized for use by the
supreme court prior to the adoption of rule 2.270 shall be treated
the same as and given no more deference than instructions
approved for use under that rule.

FORM 2.601. REQUEST TO BE EXCUSED FROM E-MAIL
SERVICE BY A PARTY NOT REPRESENTED BY
AN ATTORNEY

(CAPTION)



REQUEST TO BE EXCUSED FROM E-MAIL SERVICE FOR A
PARTY NOT REPRESENTED BY AN ATTORNEY
. . . . .(name). . . . . requests to be excused pursuant to Fla. R.
Gen. Prac. & Jud. Admin. 2.516(b)(1)(D) from the requirements of e-
mail service because I am not represented by an attorney and:

☐ I do not have an e-mail account.

☐ I do not have regular access to the internet.

By choosing not to receive documents by e-mail service, I
understand that I will receive all copies of notices, orders,
judgments, motions, pleadings, or other written communications by
delivery or mail at the following address: . . . . .(address). . . . . .

I understand that I must keep the clerk’s office and the
opposing party or parties notified of my current mailing address.

Pursuant to section 92.525, Florida Statutes, under penalties
of perjury, I declare that I have read the foregoing request and that
the facts stated in it are true.
Dated: . . . . . . . . . .
Signature: ________________________________________
Print name: . . . . . . . . . .
Phone number: . . . . . . . . . .




CLERK’S DETERMINATION

Based on the information provided in this request, I have
determined that the applicant is ☐ excused or ☐ not excused from
the e-mail service requirements of Fla. R. Gen. Prac. & Jud. Admin.
2.516(b)(1)(C).
Dated: . . . . . . . . . .
Signature of the Clerk of Court: ___________________________________



CERTIFICATE OF SERVICE


I certify that a copy hereof has been furnished to the clerk of
court for . . . . . . County and . . . . .(insert name(s) and address(es)
of parties used for service). . . . . by . . . . .(delivery) (mail). . . . . on .
. . . .(date). . . . . .


________________________________________
. . . . .(name of party). . . . .



A PERSON WHO IS NOT EXCUSED MAY SEEK REVIEW BY A
JUDGE BY REQUESTING A HEARING TIME.

Sign here if you want the Judge to review the clerk’s
determination that you are not excused from the e-mail service
requirements. You do not waive or give up any right to judicial
review of the clerk’s determination by not signing this part of
the form:
Dated: . . . . . . . . . .
Signature: ______________________________________________________
Print Name: ____________________________________________________
FORM 2.602. DESIGNATION OF E-MAIL ADDRESS BY A PARTY
NOT REPRESENTED BY AN ATTORNEY

(CAPTION)

DESIGNATION OF E-MAIL ADDRESS FOR A
PARTY NOT REPRESENTED BY AN ATTORNEY

Pursuant to Fla. R. Gen. Prac. & Jud. Admin. 2.516(b)(1)(C), I,
. . . . . .(name). . . . ., designate the e-mail address(es) below for
electronic service of all documents related to this case.
By completing this form, I am authorizing the court, clerk of
court, and all parties to send copies of notices, orders, judgments,
motions, pleadings, or other written communications to me by e-
mail or through the Florida Courts E-filing Portal.
I understand that I must keep the clerk’s office and the
opposing party or parties notified of my current e-mail address(es)
and that all copies of notices, orders, judgments, motions,
pleadings, or other written communications in this case will be
served at the e-mail address(es) on record at the clerk’s office.

. . . . .(designated e-mail address). . . . .
. . . . .(secondary designated e-mail address(es) (if any)). . . . .


CERTIFICATE OF SERVICE

I certify that a copy hereof has been furnished to the clerk of
court for . . . . . . County and . . . . .(insert name(s) and address(es)
of parties used for service). . . . . by . . . . .(e-mail) (delivery) (mail). . .
. . on . . . . .(date). . . . . .
_______________________
.....(signature).....
…..(printed name)…..
.....(e-mail address).....
…..(address)…..
…..(phone number)…..



FORM 2.603. CHANGE OF MAILING ADDRESS OR
DESIGNATED E-MAIL ADDRESS


(CAPTION)


NOTICE OF CHANGE OF MAILING ADDRESS
OR DESIGNATED E-MAIL ADDRESS

I, __________________ certify that my . . . . .(mailing address or
designated e-mail address). . . . . has changed to __________________
__________________________________________________________________.

I understand that I must keep the clerk’s office and any
opposing party or parties notified of my current mailing address or
e-mail address. I will file a written notice with the clerk if my
mailing address or e-mail address changes again.


CERTIFICATE OF SERVICE

I certify that a copy hereof has been furnished to the clerk of
court for . . . . . . County and . . . . .(insert name(s) and address(es)
of parties used for service). . . . . by . . . . .(e-mail) (delivery) (mail). . .
. . on . . . . .(date). . . . . .
_________________________
.....(signature).....
…..(printed name)…..
.....(e-mail address).....
…..(address)…..
…..(phone number)…..
FORM 2.604. NOTICE OF PENDING MATTER

(CAPTION)

NOTICE OF PENDING MATTER

…..(NAME)….. gives notice under Fla. R. Gen. Prac. & Jud.
Admin. 2.215 that judicial action in the above captioned case
remains pending on .….(NAME OF MOTION)…... filed on .….(DATE
MOTION FILED)…... .….(ADD DOCUMENT IDENTIFICATION
NUMBER HERE IF AVAILABLE)…..

CERTIFICATE OF SERVICE

I certify that on .….(DATE)….. this document has been
furnished to (here insert name(s) and service addresses) by (here
insert method of service such as e-portal, e-mail, delivery, or mail).



_______________________
.....(signature).....
…..(printed name)…..
.....(e-mail address).....
…..(address)…..
…..(phone number)…..


FORM 2.605. NOTICE OF INACTIVE STATUS

(CAPTION)

NOTICE OF INACTIVE STATUS
. . . . .(NAME). . . . . gives notice under Fla. R. Gen. Prac. &
Jud. Admin. 2.546 that the above captioned case is required to be
placed on inactive status because:

☐ A party in this action has filed for bankruptcy relief in
…..(CASE NUMBER)….. requiring an automatic stay under the
Bankruptcy Code.

☐ The …..(NAME OF APPLICABLE COURT)….. has entered
an order, …..(NAME OF ORDER)….., in case number(s) …..(CASE
NUMBER(S))….. dated …..(DATE)….. , requiring a stay in the above
captioned case.

CERTIFICATE OF SERVICE

I certify that on .….(DATE)….. this document has been
furnished to (here insert name(s) and service addresses) by (here
insert method of service such as e-portal, e-mail, delivery, or mail).

_______________________
.....(signature).....
…..(printed name)…..
.....(e-mail address).....
…..(address)…..
…..(phone number)…..

FORM 2.606. NOTICE OF ACTIVE STATUS

(CAPTION)

NOTICE OF ACTIVE STATUS
…..(NAME)….. gives notice under Fla. R. Gen. Prac. & Jud.
Admin. 2.546 that the above captioned case is required to be placed
on active status because:

☐ The bankruptcy proceeding in …..(CASE NUMBER)…..
has been dismissed.

☐ A Discharge of Bankruptcy in …..(CASE NUMBER)…..
has been filed.

☐ An Order of Relief from Stay in the bankruptcy
proceedings in …..(CASE NUMBER)….. has been entered.

☐ The …..(NAME OF APPLICABLE COURT)….. has entered
an order lifting the stay in the above captioned case.

CERTIFICATE OF SERVICE

I certify that on .….(DATE)….. this document has been
furnished to (here insert name(s) and service addresses) by (here
insert method of service such as e-portal, e-mail, delivery, or mail).

_______________________
.....(signature).....
…..(printed name)…..
.....(e-mail address).....
…..(address)…..
…..(phone number)…..
APPENDIX
State of Florida
JUDICIAL BRANCH
RECORDS RETENTION SCHEDULE
FOR ADMINISTRATIVE RECORDS


GENERAL APPLICATION

This record retention schedule does not impose a duty to
create records contained in the schedule. The purpose of the
schedule is to authorize destruction of records after the
retention period has elapsed. The records custodian may retain
records longer than required by the schedule. This schedule
authorizes destruction of records unless otherwise provided by
court rule.

The retention period should be calculated from the time
that the record is completed. For purposes of calculating the
retention period, fiscal records should be considered completed
at the end of a fiscal year. All retention periods are subject to
the caveat “provided that applicable audits have been
released.”

The records custodian of the judicial branch entity that
creates a record creates the “record copy” and is responsible
for its retention in accordance with this schedule. The records
custodian of the judicial branch entity that properly receives a
record from outside the judicial branch has the “record copy”
and is responsible for its retention in accordance with this
schedule. Duplicates are only required to be retained until
obsolete, superseded or administrative value is lost.

“Record Series” means a group of related documents
arranged under a single filing arrangement or kept together as
a unit because they consist of the same form, relate to the
same subject, result from the same activity, or have certain
common characteristics.
ACQUISITION RECORDS: LIBRARY
This record series consists of information on the acquisition of
library materials including: books, periodicals, filmstrips, software,
compact discs, video/audio tapes, and other non-print media. This
information may include the accession date and method, the
publisher and cost, the date entered into the collection, dates
removed from collection, and method of final disposal.
RETENTION: Retain for life of material.

ADMINISTRATIVE CONVENIENCE RECORDS
This record series consists of a subject file, generally filed
alphabetically, which is located away from the official files, such as
in the Director’s and other supervisory offices. The file contains
DUPLICATES of correspondence, reports, publications, memoranda,
etc., and is used as a working file or reference file on subjects which
are currently significant or which may become significant in the
near future. The material filed in this series is NOT the official file or
record copy but is maintained for the convenience of the officials in
carrying out their elected or appointed duties.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

ADMINISTRATIVE RECORDS: PUBLIC OFFICIALS/COURT
ADMINISTRATORS
This record series consists of office files documenting the
substantive actions of elected or appointed officials and the court
administrator. These records constitute the official record of a
judicial branch entity’s performance of its functions and
formulation of policy and program initiative. This series will include
various types of records such as correspondence; memoranda;
statements prepared for delivery at meetings, conventions or other
public functions that are designed to advertise and promote
programs, activities and policies of the judicial branch entity;
interviews; and reports concerning development and
implementation of activities of the judicial branch entity. “These
records may have archival value.”
RETENTION: 10 years.
ADMINISTRATIVE SUPPORT RECORDS
This record series consists of records accumulated relative to
internal administrative activities rather than the functions for
which the office exists. Normally, these records document
procedures; the expenditure of funds, including budget material;
day-to-day management of office personnel including training and
travel; supplies, office services and equipment requests and receipts
and other recorded experiences that do not serve as official
documentation of the programs of the office. However, because the
content of these records vary so greatly in content and value
(containing some duplicates and record copies), a relatively large
proportion of them are of continuing value and may be subject to
the audit process. Note: Reference a more applicable records series
first if one exists. “These records may have archival value.”
RETENTION: 2 years.

ADVERTISEMENTS: LEGAL
This record series consists of advertisements which have appeared
in newspapers or in the “Administrative Weekly” on matters
pertaining to the judicial branch entity and other legal ads which
may or may not indirectly affect the judicial branch entity; i.e., bid
invitations for construction jobs, public hearings or notices, public
sales. See also “BID RECORDS: CAPITAL IMPROVEMENT
SUCCESSFUL BID”, “BID RECORDS: CAPITAL IMPROVEMENT
UNSUCCESSFUL BIDS” and “BID RECORDS: NON-CAPITAL
IMPROVEMENT.”
RETENTION: 5 years.

AFFIRMATIVE ACTION RECORDS
This record series consists of copies of reports submitted to the
Equal Employment Opportunity Commission (EEOC) per their
requirements for the judicial branch entity’s affirmative action plan.
It may also include discrimination complaints, correspondence and
investigative papers pertaining to the judicial branch entity’s
affirmative action plan. See also “EQUAL EMPLOYMENT
OPPORTUNITY COMPLIANCE RECORDS.”
RETENTION: 2 years.
APPLICATIONS: GUARDIAN AD LITEM, MEDIATION, OTHERS
This record series consists of applications, supporting documents,
correspondence and reports relating to the application of a person
to be certified as a mediator, a program to be approved to offer
training for mediators, a volunteer to be approved by the Guardian
ad Litem Program, or other persons or programs regulated in the
judicial branch.
RETENTION: 5 years after the person or program is no longer
regulated by the judicial branch.

APPLICATIONS: LIBRARY CARDS
This record series consists of library card applications which must
be renewed on an annual, bi-annual, or other basis. The application
may include the patron’s name, address, telephone number, date of
birth, as well as a statement of liability for the care and timely
return of all materials checked out or utilized by the patron.
RETENTION: Retain for 30 days after expiration.

APPRAISALS: LAND PURCHASES (NOT PURCHASED)
This record series consists of documents pertaining to land not
purchased by a judicial branch entity and all supporting
documents. See also “APPRAISALS: LAND PURCHASES
(PURCHASED).”
RETENTION: 3 years.

APPRAISALS: LAND PURCHASES (PURCHASED)
This record series consists of documents pertaining to land
purchased by a judicial branch entity and all supporting
documents. See also “APPRAISALS: LAND PURCHASES (NOT
PURCHASED).”
RETENTION: Retain as long as judicial branch entity retains
property.

ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY
DRAWINGS
This record series consists of those graphic and engineering
preliminary drawing records that depict conceptual as well as
precise measured information essential for the planning and
construction of facilities.
RETENTION: Retain until completion and acceptance.

ATTENDANCE AND LEAVE RECORDS
This record series consists of requests or applications for vacation,
sick, family medical leave (FMLA) and other types of leave including
leave of absences, timesheets or timecards along with any required
documentation (medical statements or excuses from a physician,
jury duty summons, or military orders, etc.) submitted by an
employee to document authorized absences.
RETENTION: 3 years.

AUDITS: INDEPENDENT
This record series consists of a report issued by an independent
auditor to establish the position of the judicial branch entity being
audited against its standard of performance. See also, “AUDITS:
INTERNAL,” “AUDITS: STATE/FEDERAL” and “AUDITS:
SUPPORTING DOCUMENTS.”
RETENTION: 10 years.

AUDITS: INTERNAL
This record series consists of a report issued by an internal auditor
to establish the position of a judicial branch entity being audited
against its standard of performance. See also, “AUDITS:
INDEPENDENT,” “AUDITS: STATE/FEDERAL” and “AUDITS:
SUPPORTING DOCUMENTS.”
RETENTION: 3 years.

AUDITS: STATE/FEDERAL
This record series consists of a report issued by a federal or state
auditor to establish the position of a judicial branch entity being
audited against its standard of performance. See also, “AUDITS:
INDEPENDENT,” “AUDITS: INTERNAL” and “AUDITS: SUPPORTING
DOCUMENTS.” “These records may have archival value.”
RETENTION: 10 years.

AUDITS: SUPPORTING DOCUMENTS
This record series consists of the documentation and supporting
documents used to develop the audit report with all bills, accounts,
records and transactions. See also “AUDITS: INDEPENDENT,”
“AUDITS: INTERNAL” and “AUDITS: STATE/FEDERAL.”
RETENTION: 3 years.

BACKGROUND/SECURITY CHECKS
This record series consists of background/security checks for
potential new hires and promotions. These checks may include a
background and driver’s license screening, reference check, and
verification of academic standing. The files might include notices of
not being hired based on the outcome of a security check and a
opportunity for rebuttal. Supporting documentation consists of
fingerprint cards, copy of the driver’s license, copy of the transcript
release form, returned form reference letters, and other necessary
information.
RETENTION: 4 anniversary years.

BANK ACCOUNT AUTHORIZATION RECORDS
This record series consists of an authorization to maintain a bank
account and who is authorized to sign off on the account.
RETENTION: 1 year after superseded by new authorization.

BAR APPLICANTS: ADMITTED
This record series consists of bar applications, supporting
documents, all investigative materials, of administrative value,
correspondence, reports, and similar materials accumulated during
the bar admissions process regarding bar applicants who were
subsequently admitted to The Florida Bar.
RETENTION: Bar application and fingerprint card, 5 years; all
other materials, 1 year.

BAR APPLICANTS: NOT ADMITTED (WITH NO
RECOMMENDATION)
This record series consists of bar applications, supporting
documents, all investigative materials of administrative value,
correspondence, reports, and similar materials accumulated during
the bar admissions process regarding bar applicants who have not
been admitted to The Florida Bar and who have not received an
unfavorable recommendation by the Florida Board of Bar
Examiners.
RETENTION: 20 years or the death of the applicant, whichever is
earlier.

BAR APPLICANTS: NOT ADMITTED (WITH UNFAVORABLE
RECOMMENDATION)
This record series consists of bar applications, supporting
documents, all investigative materials of administrative value,
correspondence, reports, and similar materials accumulated during
the bar admissions process regarding bar applicants who have not
been admitted to The Florida Bar and who have received an
unfavorable recommendation by the Florida Board of Bar
Examiners by either a negotiated consent judgment or the issuance
of findings of fact and conclusions of law.
RETENTION: 40 years or the death of the applicant, whichever is
earlier.

BAR EXAMINATION/ANSWERS
This record series consists of answers to essay questions and
answer sheets to machine-scored questions submitted by bar
applicants during the bar examination administered by the Florida
Board of Bar Examiners.
RETENTION: Until the conclusion of the administration of the next
successive general bar examination.

BAR EXAMINATION/FLORIDA PREPARED PORTION
This record series consists of the portion of the bar examination
prepared by the Florida Board of Bar Examiners.
RETENTION: 10 years from the date of the administration of the
examination.

BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS
This record series consists of information relative to the processing
and letting of capital improvement successful bids including legal
advertisements, “Requests for Proposal,” technical specifications,
correspondence, “Invitations to Bid,” bid tabulations and bid
responses. “Capital Improvements” shall mean enhancement to
buildings, fixtures and all other improvements to land. See also
“BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS”
and “BID RECORDS: NON-CAPITAL IMPROVEMENT.”
RETENTION: 10 years

BID RECORDS: CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS
This record series consists of information relative to the processing
and letting of capital improvement unsuccessful bids including legal
advertisements, “Requests for Proposal,” technical specifications,
correspondence, “Invitations to Bid,” bid tabulations and bid
responses. “Capital Improvements” shall mean enhancement to
buildings, fixtures and all other improvements to land. See also
“BID RECORDS: CAPITAL IMPROVEMENT SUCCESSFUL BIDS”
and “BID RECORDS: NON-CAPITAL IMPROVEMENT.”
RETENTION: 5 years.

BID RECORDS: NON-CAPITAL IMPROVEMENT
This record series consists of information relative to the processing
and letting of successful and unsuccessful noncapital improvement
bids including legal advertisements, “Requests for Proposal,”
technical specifications, correspondence, “Invitations to Bid,” bid
tabulations and bid responses. See also “BID RECORDS: CAPITAL
IMPROVEMENT SUCCESSFUL BIDS” and “BID RECORDS:
CAPITAL IMPROVEMENT UNSUCCESSFUL BIDS.”
RETENTION: 5 years.

BIOGRAPHICAL FILES
This record series consists of vitas, biographies, photographs and
newspaper clippings of employees.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

BUDGET RECORDS: APPROVED ANNUAL BUDGET
This record series consists of the approved annual budget and its
amendments. See also “BUDGET RECORDS: SUPPORTING
DOCUMENTS,” “These records may have archival value.”
RETENTION: Permanent.

BUDGET RECORDS: SUPPORTING DOCUMENTS
This record series consists of any supporting documentation
supporting budget matters and is filed chronologically. See also
“BUDGET RECORDS: APPROVED ANNUAL BUDGET.”
RETENTION: 3 years.

BUILDING PLANS
This record series consists of graphic and engineering records that
depict conceptual as well as precise measured information essential
for the planning and construction of buildings. See also
“ARCHITECTURAL PLANS/SPECIFICATIONS: PRELIMINARY
DRAWINGS.”
RETENTION: Retain for life of structure.

CALENDARS
This record series consists of a calendar showing official daily
appointments and meetings.
RETENTION: 1 year.

CASE RELATED RECORDS NOT IN THE CUSTODY OF THE
CLERK AND /OR NOT IN CASE FILE
This record series includes records that are related to a trial court
records as defined in Rule 2.420, Florida Rules of General Practice
and Judicial Administration, because they are not filed with the
clerk of court and are not included in the court file. These records
include, but are not limited to, drug court evaluation and progress
reports, mediation reports, deferred prosecution and diversion
records, and arbitration reports. Case-related trial court
documents may be destroyed or disposed of after a judgment has
become final in record accordance with the following schedule:
RETENTION:

(A) 60 days- Parking tickets and noncriminal traffic infractions
after required audits have been completed.

(B) 2 years- Proceedings under the Small Claims Rules,
Medical Mediation Proceedings.

(C) 5 years- Misdemeanor actions, criminal traffic violations,
ordinance violations, civil litigation proceedings in county court
other than those under the Small Claims Rules, and civil
proceedings in circuit court except marriage dissolutions and
adoptions.

(D) 10 years- Probate, guardianship, and mental health
proceedings.

(E) 10 years- Felony cases in which no information or
indictment was filed or in which all charges were dismissed, or in
which the state announced a nolle prosequi, or in which the
defendant was adjudicated not guilty.

(F) 75 years- juvenile proceedings containing an order
permanently depriving a parent of custody of a child, and adoptions
and all felony cases not previously destroyed.

(G) Juvenile proceedings not otherwise provided for in this
subdivision shall be kept for 5 years after the last entry or until the
child reaches the age of majority, whichever is later.

(H) Marriage dissolutions- 10 years from the last record
activity. The court may authorize destruction of court records not
involving alimony, support, or custody of children 5 years from the
last record activity.

CERTIFICATION FORWARD DOCUMENTS
This record series consists of lists of encumbrances to be applied
against certified forward money which is money brought forward
from the previous fiscal year for goods and services which were not
received until the current fiscal year. See also “ENCUMBRANCE
RECORDS.”
RETENTION: 3 years.

CHILD SUPPORT/ALIMONY DISBURSEMENT RECORDS: DETAIL
This series consists of records documenting disbursement of child
support or alimony. The series includes, but is not limited to, check
registers, check stubs, cancelled checks, cancelled warrants,
disbursement ledgers, transaction journals, vendor invoice, refund
records and other accounts payable related documentation.
RETENTION: 5 fiscal years
CHILD SUPPORT/ALIMONY DISBURSEMENT RECORDS:
SUMMARY
This series consists of records providing summary or aggregate
documentation of expenditures or transfers moneys for child
support or alimony. The series may include, but is not limited to,
trail balance reports, check logs and registers, summary reports,
summary journal transactions and other accounts payable
summary related documentation.
RETENTION: 10 fiscal years

CHILD SUPPORT/ALIMONY RECEIPT/REVENUE RECORDS:
DETAIL
This series consists of records documenting specific
receipts/revenues collected for child support or alimony. The series
may include, but is not limited to, cash receipts, receipt books,
deposit receipts, bank validated deposit slips, depository ledger
reports filed with Clerk of Court, transaction journals, refund
records, bad check records and other accounts receivable related
documentation.
RETENTION: 5 fiscal years

CHILD SUPPORT/ALIMONY RECEIPT/REVENUE RECORDS:
SUMMARY
This series consists of records providing summary or aggregate
documentation of receipts/revenues collected for child support or
alimony. The series may include, but is not limited to, monthly
statements of bank accounts, trial balance reports, bank
statements, credit and debit card reports, collection balance sheets
and other receivable summary related documentation.
RETENTION: 10 fiscal years

COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES
This record series consists of individual complaints received from
citizens, consumers or employees. This file may include the name,
address, date of complaint, telephone number, the complaint to
whom referred and date, action taken and signature of person
taking the action.
RETENTION: 1 year.
CONTINUING EDUCATION RECORDS
This record series consists of continuing education records,
including records of judicial education.
RETENTION: 2 years.

CONTRACTS/LEASES/AGREEMENTS: CAPITAL
IMPROVEMENT/REAL PROPERTY
This record series consists of legal documents, correspondence,
reports, etc., relating to the negotiation, fulfillment and termination
of capital improvement or real property contracts, leases or
agreements to which the agency is a party, including contracts,
leases or agreements with architects, engineers, builders, and
construction companies. "Capital Improvements" shall mean
improvements to real property (land, buildings, including
appurtenances, fixtures and fixed equipment, structures, etc.), that
add to the value and extend the useful life of the property, including
construction of new structures, replacement or rehabilitation of
existing structures (e.g., major repairs such as roof replacement), or
removal of closed structures. "Real Property" means land, buildings,
and fixtures. The terms "land," "real estate," "realty" and "real
property" may be used interchangeably. See also "CONTRACTS/
LEASES/ AGREEMENTS: NON-CAPITAL IMPROVEMENT."
RETENTION: 10 fiscal years after completion or termination of
contract/lease/agreement

CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL
IMPROVEMENT
This record series consists of legal documents, correspondence,
reports, etc., relating to the negotiation, fulfillment and termination
of non-capital improvement contracts, leases or agreements to
which the agency is a party. In addition, it includes the various
contracts, leases or agreements entered into for the purchase of
goods and services such as the purchase of gas, fuel oil and annual
purchases of inventory-maintained items. See also
“CONTRACTS/LEASES/AGREEMENTS: CAPITAL
IMPROVEMENT/REAL PROPERTY.”
RETENTION: 5 fiscal years after completion or termination of
contract/lease/agreement
CORRESPONDENCE & MEMORANDA: ADMINISTRATIVE
This record series consists of routine correspondence and
memoranda of a general nature that is associated with
administrative practices but that does not create policy or
procedure, document the business of a particular program, or act
as a receipt. See also “INFORMATION REQUEST RECORDS.” “These
records may have archival value.”
RETENTION: 3 years.

CORRESPONDENCE & MEMORANDA: PROGRAM AND POLICY
DEVELOPMENT
This record series consists of correspondence and memoranda of
any nature that is associated with a specific program or the
development of policy and procedure. “These records may have
archival value.”
RETENTION: 5 years.

COURT REGISTRY
This record series consists of records, ledgers and journals showing
amounts paid into the Court Registry, held by the Court, and paid
out by the Court.
RETENTION: Permanent.

COURT REPORTS
This record series consists of court reports, including SRS, jury
management, witness management, uniform case reporting system
records, and other statistical court reports.
RETENTION: 3 years.

DEEDS: PROPERTY
This record series consists of property deeds. Series may include
appraisals, surveys, and other supporting documents.
RETENTION: Retain as long as property is retained.

DELAYED BIRTH (APPLICATION/CERTIFICATE/AFFIDAVITS,
ETC.)
This record series consists of an application signed by a judge for a
birth (other than in a hospital usually). This record is filed with the
County Court pursuant to Section 382.0195(4)(a), Florida Statutes.
Once signed, the application becomes an order. The record copy is
sent to Vital Statistics.
RETENTION: Permanent

DIRECTIVES/POLICIES/PROCEDURES
This record series consists of the official management statements of
policy for the organization, supporting documents, and the
operating procedures which outline the methods for accomplishing
the functions and activities assigned to the judicial branch entity. It
includes all memoranda and correspondence generated relating to
the policies and procedures which are to be followed by employees.
See also “CORRESPONDENCE & MEMORANDA: PROGRAM AND
POLICY DEVELOPMENT.” “These records may have archival value.”
RETENTION: 2 years.

DISASTER PREPAREDNESS DRILLS
This record series consists of the results of disaster preparedness
exercises and the supporting documents including scenarios,
location of safety related drills, time tables, response times,
probable outcomes, areas of difficulties, descriptions of how
difficulties were resolved, and areas for improvement. Types of drills
include: fire, tornado, safety, hurricane and SARA chemical spills.
See also “DIRECTIVES/POLICIES/PROCEDURES” and “DISASTER
PREPAREDNESS PLANS.”
RETENTION: 3 years.

DISASTER PREPAREDNESS PLANS
This record series consists of disaster preparedness and recovery
plans adopted by a judicial branch entity. See also
“DIRECTIVE/POLICIES/PROCEDURES.”
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

DISBURSEMENT RECORDS: DETAIL
This series consists of records documenting specific expenditures or
transfers of agency moneys for the procurement of commodities and
services and other purposes. The series may include, but is not
limited to, procurement records such as requisitions, requisition
logs, purchase orders, contracts, purchasing card (p-card) receipts,
vendor invoices, receiving reports, acceptances of contract
deliverables, approvals, and related documentation; and
expenditure records for disbursements made through checks,
warrants, electronic fund transfers (EFT), purchasing cards, or
other methods, such as payment vouchers, approvals, check
registers, cancelled checks, check stubs, cancelled warrants,
disbursement ledgers, journal transactions, expenditure detail
reports, refund records and other accounts payable and related
documentation. Retention is based on s. 95.11(2), F.S., Statute of
Limitations on contracts, obligations, or liabilities. See also
“DISBURSEMENT RECORDS: SUMMARY,” “PURCHASING
RECORDS,” and “TRAVEL RECORDS.”
RETENTION: 5 fiscal years

DISBURSEMENT RECORDS: SUMMARY
This series consists of records providing summary or aggregate
documentation of expenditures or transfers of agency moneys for
the procurement of commodities and services and other purposes.
The series may include, but is not limited to, summary records
such as trial balance reports, check logs and registers, summary
expenditure reports, federal grant final closeout reports, summary
journal transactions, and other accounts payable summary and
related documentation. See also “DISBURSEMENT RECORDS:
DETAIL.”
RETENTION: 10 fiscal years

DISCIPLINARY CASE FILES
This record series consists of both sustained formal or informal
disciplinary cases investigated that allege employee misconduct or
violations of department regulations and orders, and state/federal
statutes. It includes statements by the employee, witnesses, and the
person filing the complaint. “Formal discipline” is defined as
disciplinary action involving demotion, removal from office,
suspension, or other similar action. “Informal discipline” is defined
as any disciplinary action involving written and verbal reprimands,
memoranda, or other similar action. This record series also can
consist of formal and informal disciplinary cases that were
determined as not sustained, unfounded, or exonerated charges.
See also “PERSONNEL RECORDS”.
RETENTION: 5 years.

DRAFTS AND WORKING PAPERS
This record series consists of documents, correspondence, reports,
memos, and other materials in preliminary or developmental form
before their iteration as a final product. Drafts may include copies
of materials circulated for review for grammar, spelling, and
content. Working papers may include notes and miscellaneous
documents and materials used in compiling and assembling the
final product. Note that some draft documents and working papers
may have long-term value; such documents may even have archival
or historical value. Such records might be better placed under the
record series “Administrator Records: Public Officials/Court
Administrators.”
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

DRUG TEST RECORDS
This record series consists of the positive or negative results of a
drug test under the Drug Free Workplace Act or as required for CDL
or other drivers under US DOT regulations as well as records
related to canceled tests. This series might include documents
generated in decisions to administer reasonable suspicion or post-
accident testing, or in verifying the existence of a medical
explanation of the inability of the driver to provide adequate breath
or to provide a urine specimen for testing. In addition, the case file
could include: the employer’s copy of an alcohol test form, including
the results of the test; a copy of the controlled substances test
chain of custody control form; documents sent by the Medical
Review Officer (MRO) to the employer; notice to report for testing;
affidavit signed by the employee stating any prescription drugs or
over the counter medication currently taken; and final clearance to
resume working. This record series can also consist of
documentation, including memorandum and correspondence,
related to an employee’s refusal to take or submit samples for an
alcohol and/or controlled substances test(s).
RETENTION: 5 years.
ELECTRONIC FUNDS TRANSFER RECORDS
This record series consists of documentation necessary to establish
and maintain the electronic transfer of funds from one financial
institution to another. The documentation may include, but is not
limited to: an agreement between the two parties; a form which lists
both institutions’ names, their routing numbers, the name of the
account holder, and the account’s authorizing signature; a canceled
deposit slip or check; and the paperwork for the termination of
service or transfer of service to a new institution. This series does
not include the paperwork on a specific individual deposit or
payment.
RETENTION: 5 fiscal years

ELECTRONIC RECORDS SOFTWARE
This record series consists of proprietary and non-proprietary
software as well as related documentation that provides information
about the content, structure and technical specifications of
computer systems necessary for retrieving information retained in
machine-readable format. These records may be necessary to an
audit process.
RETENTION: Retain as long as there are software dependent
records.

EMPLOYEE PRE-COUNSELING RECORDS
This record series consists of material and supporting
documentation which provide documentation of initial contact with
an employee regarding incidents which may or may not lead to
disciplinary action. This series is not considered in and of itself a
part of the employee discipline record.
RETENTION: 1 year.

EMPLOYMENT EXAMINATION RECORDS
This record series consists of test plans, announcements, grades,
grading scales, keyed exams, test monitor’s list of candidates, any
research toward the development of the tests, and any other
selection or screening criteria. See “PERSONNEL RECORDS” and
“RECRUITMENT & SELECTION PACKAGES.”
RETENTION: 4 anniversary years
ENCUMBRANCE RECORDS
This record series consists of documents and reports which
document funds that have been encumbered. See also
“CERTIFICATION FORWARD DOCUMENTS.”
RETENTION: 3 years.

ENDOWMENTS, BEQUESTS AND TRUST FUND RECORDS
This record series consists of creating, establishing or contributing
to endowments, bequests and trust fund records. “These records
may have archival value.”
RETENTION: Permanent.

ENVIRONMENTAL REGULATION RECORDS
This record series consists of permits, reviews, supporting
documents and correspondence resulting from environmental
regulation requirements.
RETENTION: 5 years.

EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE RECORDS
This record series consists of EEO-5 and supporting documents,
reviews, background papers and correspondence relating to
employment papers and correspondence relating to employment
statistics (race, sex, age, etc.). See also “AFFIRMATIVE ACTION
RECORDS.”
RETENTION: 4 anniversary years after final action

EQUIPMENT/VEHICLE MAINTENANCE RECORDS
This record series documents service, maintenance, and repairs to
agency equipment and vehicles, including program changes to
electronic equipment. The series may include, but is not limited to,
work orders and documentation of dates/history of repairs,
locations, cost of parts, hours worked, etc. Records for all agency
vehicles, including ground, air, and water vehicles, are covered by
this series. See also “VEHICLE RECORDS.”
RETENTION: 1 fiscal year after disposition of equipment.

EQUIPMENT/VEHICLE USAGE RECORDS
This record series documents use of agency equipment and
vehicles, including, but not limited to, vehicle logs indicating driver,
destination, fuel/service stops, and odometer readings and/or total
trip mileage; equipment usage logs and/or reports; and other usage
documentation. See also “VEHICLE RECORDS.”
RETENTION:

a) Record copy. 1 calendar year.

b) Duplicates. Retain until obsolete, superseded, or
administrative value is lost.

EXPENDITURE PLANS: CAPITAL
This record series consists of capital improvement expenditure
plans.
RETENTION: Permanent.

FACILITY RESERVATION/RENTAL RECORDS
This record series consists of forms generated in the process of
renting or scheduling a public meeting hall or room, conference
site, to a citizen or family, private organization, or other public
agency. These forms include, but are not limited to, name of renter,
renter’s address and telephone number, method of payment,
acknowledgment of rules, liability, damage waivers, and the date
and time of the rental as well as what facility or portion of a facility
is to be reserved. These forms may contain a check number,
corresponding receipt number, an amount as well as deposit
information. There may also be a floor plan denoting the desired
arrangement of tables or chairs as requested by the renter.
RETENTION: 5 fiscal years

FEASIBILITY STUDY RECORDS
This record series consists of working papers, correspondence,
consulting firm reports and management committee reports
investigating various projects of the judicial branch entity.
RETENTION: 3 years.

FEDERAL AND STATE TAX FORMS/REPORTS
This record series consists of W-2 Forms, W-4 Forms, W-9 Forms,
940 Forms, 941-E Forms, 1099 Forms, 1099 Reports and UTC-6
Forms. The retention period mentioned below for the record
(master) copy was established pursuant to Section 26 CFR 31.6001-
1(2).
RETENTION: 4 calendar years.

GENERAL LEDGERS: ANNUAL SUMMARY
This record series consists of ledgers containing accounts to which
debits and credits are posted from supporting documents of original
entry. It includes all permanent ledger entries.
RETENTION: Permanent.

GRAND JURY NOTES
This record series consists of stenographic records, notes, and
transcriptions made by the court reporter or stenographer during
the grand jury session. These records are normally kept in a sealed
container and are not subject to public inspection pursuant to
Section 905.17(1), Florida Statutes. A Court order must be obtained
for disposition.
RETENTION: 10 years from closing of session.

GRAND JURY RECORDS
This record series consists of jury summons, requests for recusal,
juror payments, information to jurors’ employers, lists of jurors,
juror questionnaires, and other records related to a grand jury. This
record series includes records related to a grand jury and the
statewide grand jury.
RETENTION: 2 years.

GRANT FILES
This record series consists of financial, management and any other
related material which is generated subsequent to application for or
expenditure of grant funds. These files include all applications,
supporting documentation, contracts, agreements, and routine
reports. Check with applicable grant agency for any additional
requirements. Project completion has not occurred until all
reporting requirements are satisfied and final payments have been
received. See also “PROJECT FILES: FEDERAL”, and “PROJECT
FILES: NONCAPITAL IMPROVEMENT”. “These records may have
archival value.”
RETENTION: 5 fiscal years after completion of project.

GRIEVANCE FILES (EMPLOYMENT)
This record series consists of records of all proceedings in the
settlement of disputes between employer and employee. See also
“PERSONNEL RECORDS.”
RETENTION: 3 years.

HEALTH RECORDS: BLOOD BORNE PATHOGEN/ASBESTOS/
EXPOSURE
This record series consists of medical records of employees who
may have or did come into contact with blood or other potentially
hazardous materials. These confidential records include the
employee’s name, social security number, hepatitis B vaccination
status including the dates of testing, results of examinations,
medical testing, and follow up procedures, a copy of the healthcare
professional’s written opinion, a list of complaints which may be
related to the exposure, and a copy of information provided to the
healthcare professional. This record series can also consist of
documents which record the exposure or possible exposure of an
employee to a blood borne pathogen, contagion, radiation and
chemicals above the acceptable limits or dosage. These documents
may include statistical analyses, incident reports, material safety
data sheets, copies of medical records or reports, risk management
assessments, and other necessary data to support the possibility of
exposure. Please refer to 20 CFR 1910.1030.
RETENTION: 30 years after termination, retirement, or separation
from employment.

INCIDENT REPORTS
This record series consists of reports of incidents which occur at a
public facility or on publicly owned property. It may include alarm
malfunctions, suspicious persons, maintenance problems, or any
other circumstance that should be noted for future reference or
follow up.
RETENTION: 4 years.
INFORMATION REQUEST RECORDS
This record series consists of correspondence accumulated in
answering inquiries from the public. See also “CORRESPONDENCE
& MEMORANDA: ADMINISTRATIVE.”
RETENTION: 1 year.

INSPECTION RECORDS: FIRE/SECURITY/SAFETY
This record series consists of inspection reports for fire, security,
and safety.
RETENTION: 4 years.

INSPECTION REPORTS: FIRE EXTINGUISHER (ANNUAL)
This records series consists of annual fire extinguisher inspection
reports.
RETENTION: 1 anniversary year or life of equipment, whichever is
sooner.

INSURANCE RECORDS
This record series consists of all policies, claim filing information,
correspondence and claims applications made by an agency,
premium payment records which includes fire, theft, liability,
medical, life, etc. on agency’s property or employees. The record
series also consists of a list of any insurance carriers and the
premium payment amounts paid to them.
RETENTION: 5 years after final disposition of claim or expiration of
policy.

INVENTORY RECORDS: PHYSICAL
This record series consists of all information regarding the physical
inventory of all Operating Capital Outlay (O.C.O.) items which
require an identification number and tag. Included in these reports
are items sold through the auctions process as well as the Fixed
Inventory Report showing all property owned by the judicial branch
entity. See also “SUPPLY RECORDS.”
RETENTION: 3 years.

JQC — JUDICIAL FINANCIAL DISCLOSURE FORMS
This record consists of all financial disclosure forms filed by the
judiciary with the Judicial Qualifications Commission.
RETENTION: 10 years.

JQC — JUDICIAL COMPLAINTS
This record consists of individual complaints received from citizens,
judges, or lawyers against members of the judiciary.
RETENTION: 3 years if complaint summarily dismissed. For the
lifetime of the judge against whom the complaint has been filed in
all other cases.

JUROR NOTES
Juror notes shall consist of any written notes taken by jurors
during civil or criminal trials.
RETENTION: Immediate destruction upon issuance of a verdict or
if the trial ends prematurely as a result of a mistrial, plea, or
settlement.

JURY RECORDS
This record series consists of jury summons, requests for recusal,
juror payments, information to jurors’ employers, lists of jurors,
juror questionnaires, and other records related to the jury pool.
This record series includes records related to petit juries.
RETENTION: 2 years.

KEY AND BADGE ISSUANCE RECORDS
This record series consists of the key control system which includes
receipts for keys and security or identification badges issued by
employees. See also “VISITOR LOGS.”
RETENTION: Retain as long as employee is employed.

LAW OFFICE MANAGEMENT ASSISTANCE SERVICE RECORDS
This record series consists of all materials in connection with
consultations or advice given in the course of office management
assistance services provided to an attorney, legal office, or law firm.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

LEAVE TRANSACTION REPORTS
This record series consists of the printed record generated through
COPES of the total hours used and the accrual earned during a pay
period. It also consists of the leave balances of vacation, sick and
compensatory leave for all employees in the agency.
RETENTION: 3 years.

LEGISLATION RECORDS
This record series consists of proposed legislation for the Florida
Legislature and all supporting documentation, analysis or tracking
information. “These records may have archival value.”
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

LIBRARY CIRCULATION RECORDS
This record series consists of the transactions devised to make
library materials and equipment available to the entire library
clientele. Also, includes delinquent records and charges, copies of
incoming and outgoing interlibrary loan requests for books,
magazine articles, microfilms, renewals and subject searches.
RETENTION: 3 years.

LITIGATION CASE FILES
This record series consists of legal documents, notes, reports,
background material, etc. created in the preparation of handling
legal disputes involving a judicial branch entity. See also,
“OPINIONS: LEGAL (ATTORNEY),” and “OPINIONS: LEGAL
(SUPPORTING DOCUMENTS).”
RETENTION: 5 years after case closed or appeal process expired.

MAIL: UNDELIVERABLE FIRST CLASS
This record series consists of mail from any judicial branch entity,
returned due to an incorrect address or postage. See also “MAILING
LISTS” and “POSTAGE RECORDS.”
RETENTION: 1 year.

MAILING LISTS
This record series consists of mailing lists. See also “MAIL:
UNDELIVERABLE FIRST CLASS” and “POSTAGE RECORDS.”
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

MANAGEMENT SURVEYS/STUDIES: INTERNAL
This record series consists of the raw data and work papers for any
survey conducted to study management issues such as
client/patron/employee satisfaction and service improvement. This
data may include survey response cards, the results of telephone
polls, tally sheets, opinion cards for suggestion boxes, and other
records related to the study of internal operations. This does not
include a consultant report. The final computation of the data is
produced as a survey report and may be scheduled either as part of
a feasibility study, project case file, or an operational/statistical
report — depending on the nature and depth of the survey/study.
RETENTION: 1 year after final data or report released.

MATERIALS SAFETY RECORDS
This record series consists of a list of toxic substances to which an
employee is, has been or may be exposed to during the course of
their employment with an employer who manufacturers, produces,
uses, applies or stores toxic substances in the work place.
RETENTION: 30 years.

MEMORANDA — LEGAL: COURT’S DECISION-MAKING
This record series consists of memoranda, drafts or other
documents involved in a court’s judicial decision-making process.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

MINUTES: OFFICIAL MEETINGS
This record series consists of the minutes of meetings convened to
establish policy or precedent and includes meetings of the Board of
Governors of The Florida Bar and The Florida Board of Bar
Examiners, and court administrative conferences. See also
“MINUTES: OTHER MEETINGS” and “MINUTES: OFFICIAL
MEETINGS (AUDIO/VISUAL RECORDINGS).” “These records may
have archival value.”
RETENTION: Permanent.
MINUTES: OFFICIAL MEETINGS (AUDIO/VISUAL RECORDINGS)
This record series consists of official audio and video recordings of
meetings. See also, “MINUTES: OTHER MEETINGS.”
RETENTION: Until minutes are prepared.

MINUTES: OFFICIAL MEETINGS (SUPPORTING DOCUMENTS)
This record series consists of the agenda and supporting documents
for official meetings. See also “MINUTES: OTHER MEETINGS” and
“MINUTES: OFFICIAL MEETINGS (AUDIO/VISUAL RECORDINGS).”
RETENTION: 3 years.

MINUTES: OTHER MEETINGS
This record series consists of minutes from all meetings which are
not included in “MINUTES: OFFICIAL MEETINGS.”
RETENTION: 1 year.

MONTHLY DISTRIBUTION OF FINES
This record series consists of monthly reports, prepared by the
clerk, of all fines imposed under the penal laws of the state and the
proceeds of all forfeited bail bonds or recognizance which are paid
into the fine and forfeiture fund. The report contains the amount of
fines imposed by the court and of bonds forfeited and judgments
rendered on said forfeited bonds, and into whose hands they had
been paid or placed for collection, the date of conviction in each
case, the term of imprisonment, and the name of the officer to
whom commitment was delivered.
RETENTION: 3 fiscal years.

NEWS RELEASES
This record series consists of news releases distributed by the
judicial branch entity and news releases received from other offices
for informational purposes. See also “PUBLIC INFORMATION CASE
FILES” and “PRE-PUBLICATIONS AND MEDIA ITEM RECORDS.”
“These records may have archival value.”
RETENTION: 90 days.

OPERATIONAL AND STATISTICAL REPORT RECORDS: OFFICE
This record series consists of daily, weekly, monthly, biannual, and
annual narrative and statistical reports of office operations made
within and between judicial branch entities. Also included in this
series are activity reports demonstrating the productivity of an
employee or the work tasks completed for a period of time
(hourly/daily/weekly).
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

OPINIONS: ETHICS
This record series consists of advisory ethical opinions issued by
the appropriate committee in response to an inquiry from a
regulated person or entity. “These records may have archival value.”
RETENTION: Permanent.

OPINIONS: ETHICS (SUPPORTING DOCUMENTS)
This record series consists of supporting documents relating to
advisory ethical opinions.
RETENTION: 3 years.

OPINIONS: LEGAL (ATTORNEY)
This record series consists of written opinions of lasting significance
establishing policy or precedent answering legal questions involving
questions of interpretation of Florida or federal law. This does not
include memoranda, drafts or other documents involved in a court’s
judicial decision-making process. See also “CORRESPONDENCE &
MEMORANDA: PROGRAM AND POLICY DEVELOPMENT”,
“LITIGATION CASE FILES,” “MEMORANDA — LEGAL” and
“OPINIONS: LEGAL (SUPPORTING DOCUMENTS).” “These records
may have archival value.”
RETENTION: Permanent.

OPINIONS: LEGAL (SUPPORTING DOCUMENTS)
This record series consists of the supporting documentation to the
opinions that answer legal questions involving questions of
interpretation of Florida or Federal law. See also “LITIGATION CASE
FILES” and “OPINIONS: LEGAL (ATTORNEY).”
RETENTION: 3 years.
ORDERS: ADMINISTRATIVE
This record series consists of administrative orders as defined in
Rule of General Practice and Judicial Administration 2.020(c).
RETENTION: Permanent.

ORGANIZATION CHARTS
This record series consists of organizational charts that show lines
of authority and responsibility within and between judicial branch
entities. See also “DIRECTIVES/POLICIES/PROCEDURES.”
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

OTHERWISE UNCATEGORIZED RECORDS
This record series consists of all records which are not otherwise
specified in this schedule.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

PARKING DECAL/PERMIT RECORDS
This record series consists of parking applications for automobile
and motor bike decals for employees. See also “VEHICLE
RECORDS.”
RETENTION: 2 years.

PAYROLL RECORDS
This record series consists of the following: a form used by staff to
rectify errors in payroll processing including: wrong name, incorrect
deductions or salary, inaccurate tax information, or other problems;
forms authorizing direct deductions for insurance, union dues,
credit unions, savings bonds, charitable contributions, deferred
compensation, day care, etc.; any payroll record posted to the
employee’s applicable retirement plan, in any format (plus indices,
if applicable), which are used to document payment for retirement
or other purposes during an employee’s duration of employment
and also lists each rate(s) of pay changes.
RETENTION: 4 years.

PAYROLL RECORDS: REGISTERS (POSTED)
This record series consists of records posted to the employee’s
retirement plan, in any format (plus indexes, if applicable), which
are used to document payment for retirement or other purposes
during an employee’s duration of employment and also lists each
rate of pay. Please note that the information in this record series
should be posted to an applicable retirement plan. See also other
“PAYROLL RECORDS” and “SOCIAL SECURITY CONTROLLED
SUMMARY RECORDS.”
RETENTION: 4 years.

PERSONNEL RECORDS
This record series consists of an application for employment,
resume, personnel action reports, directly related correspondence,
oath of loyalty, fingerprints, medical examination reports,
performance evaluation reports, worker’s compensation reports,
and other related materials. See also “EMPLOYMENT
EXAMINATION RECORDS,” “DISCIPLINARY CASE FILES,” and
other “PERSONNEL RECORDS.”
RETENTION: 25 years after separation or termination of
employment.

PERSONNEL RECORDS: LOCATOR
This record series consists of a log or card of where to locate
personnel including name of individual, location to be found, date,
address, emergency contact and other general information.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

PERSONNEL RECORDS: OPS/TEMPORARY EMPLOYMENT
This record series consists of all information relating to each O.P.S.
or temporary employee within each judicial branch entity. Also,
records may include an employment application, resume, personnel
action forms and any correspondence relating to that individual.
Temporary employment may include personnel from a local
employment agency. See also “EMPLOYMENT EXAMINATION
RECORDS,” DISCIPLINARY CASE FILES,” and other “PERSONNEL
RECORDS.”
RETENTION: 3 years.
PETTY CASH DOCUMENTATION RECORDS
This record series consists of receipts, bills and monthly balances
indicating amount needed for replenishing this revolving account.
RETENTION: 3 years.

POSITION DESCRIPTION RECORDS
This record series consists of specifically assigned duties and
responsibilities for a particular position, including percentage
breakdown of duties.
RETENTION: 2 years after superseded.

POSTAGE RECORDS
This record series consists of a detailed listing showing the amount
of postage used, date, unused balance and purpose. See also
“MAILING LISTS” and “MAIL: UNDELIVERABLE FIRST CLASS.”
RETENTION: 3 years.

PRE-PUBLICATIONS AND MEDIA ITEM RECORDS
This record series consists of records used to generate publications
such as catalogs, pamphlets and leaflets and other media items
including rough, blue lined, and final copies. See also “NEWS
RELEASES” and “PUBLIC INFORMATION CASE FILES”.
RETENTION: Retain until receipt of final copy.

PROCLAMATIONS/RESOLUTIONS
This record series consists of an expression of a governing body or
public official concerning administrative matters, an expression of a
temporary character or a provision for the disposition of a
particular item of the administrative business of a governing body
or judicial branch entity. See also,
“DIRECTIVES/POLICIES/PROCEDURES.” “These records may have
archival value.”
RETENTION: Permanent.

PROCLAMATIONS/RESOLUTIONS: SUPPORTING DOCUMENTS
This record series consists of documents that were used to prepare
a proclamation or resolution. See also
“PROCLAMATIONS/RESOLUTIONS” and
“DIRECTIVES/POLICIES/PROCEDURES.”
RETENTION: 3 years.

PROGRAM/SUBJECT/REFERENCE FILES
This record series may contain correspondence, reports,
memoranda, studies, articles, etc. regarding topics of interest to or
addressed by a judicial branch entity. See also, “ADMINISTRATIVE
RECORDS: PUBLIC OFFICIALS/COURT ADMINISTRATORS”.
RETENTION: Retain until obsolete, superseded, or administrative
value is lost.

PROJECT FILES: CAPITAL IMPROVEMENT
This record series consists of correspondence or memoranda,
drawings, resolutions, narratives, budget revisions, survey
information, change orders, computer runs and reports all
pertaining to capital improvement projects, construction and
contract specifications for various proposed projects sent out for
bid. See also “PROJECT FILES: FEDERAL,” and “PROJECT FILES:
NON-CAPITAL IMPROVEMENT.”
RETENTION: 10 years

PROJECT FILES: FEDERAL
This record series consists of original approved project contracts,
agreements, awards, and line-item budgets, budget amendments,
cash requests, correspondence and audit reports. See also “GRANT
FILES” and “PROJECT FILES: CAPITAL IMPROVEMENT.”
RETENTION: 5 years.

PROJECT FILES: NON-CAPITAL IMPROVEMENT
This record series consists of correspondence or memoranda,
drawings, resolutions, narratives, budget revisions, survey
information, change orders, computer runs and reports all
pertaining to projects in progress, construction and contract
specifications for various proposed projects sent out for bid. See
also “GRANT FILES,” “PROJECT FILES: CAPITAL IMPROVEMENT,”
and “PROJECT FILES: FEDERAL.”
RETENTION: 5 years.
PROPERTY TRANSFER FORMS
This record series consists of all capital and non-capital property
transfer forms to declare surplus or transfer to another unit of local
or state government. This series does not include real property
transfers.
RETENTION: 1 year.

PUBLIC INFORMATION CASE FILES
This record series consists of speeches and drafts, contact prints,
negatives, enlargements from negatives and transparencies created
as illustrations in publications or as visual displays of activities of
the judicial branch entity. See also “NEWS RELEASES,” and “PRE-
PUBLICATIONS AND MEDIA ITEM RECORDS.” “These records may
have archival value.”
RETENTION: 90 days.

PUBLIC PROGRAM/EVENT RECORDS: CONTRACTED
This record series consists of case files of events or programs which
are available to the public or segments of the public. Files may
include copies of contracts or agreements, participant or performer
information, program details and arrangements, photo or video
tapes. See also “PUBLIC PROGRAM/EVENT RECORDS: NON-
CONTRACTED.”
RETENTION: 5 years.

PUBLIC PROGRAM/EVENT RECORDS: NON-CONTRACTED
This record series consists of case files of events or programs which
are available to the public or segments of the public. Files may
include copies of contracts or agreements, participant or performer
information, program details and arrangements, photo or video
tapes. See also “PUBLIC PROGRAM/EVENT RECORDS:
CONTRACTED.”
RETENTION: 3 years.

PURCHASING RECORDS
This record series consists of a copy of the purchase order which is
retained by the originating office while another is sent by the
purchasing office to the appropriate vendor for action. The series
may include, but is not limited to, copies of requisitions sent by the
originating office to supply, purchasing, graphics, duplicating, or
other sections for action; copies of receiving reports; and a log of
outstanding and paid requisitions and purchase orders used for
cross-referencing purposes. See also “DISBURSEMENT RECORDS:
DETAIL.”
RETENTION: 5 fiscal years

RECEIPT/REVENUE RECORDS: DETAIL
This series consists of records documenting specific
receipts/revenues collected by an agency through cash, checks,
electronic fund transfers (EFT), credit and debit cards, or other
methods. The series may include, but is not limited to, records such
as cash collection records and reports, cash receipt books, cash
register tapes, deposit/transfer slips, EFT notices, credit and debit
card records, receipt ledgers, receipt journal transactions and
vouchers, refund records, bad check records, and other accounts
receivable and related documentation. Retention is based on s.
95.11(2), F.S., Statute of Limitations on contracts, obligations, or
liabilities. See also “RECEIPT/REVENUE RECORDS: SUMMARY.”
RETENTION: 5 fiscal years provided applicable audits have been
released.

RECEIPT/REVENUE RECORDS: SUMMARY
This series consists of records providing summary or aggregate
documentation of receipts/revenues collected by an agency. The
series may include, but is not limited to, records such as trial
balance reports, bank statements, credit and debit card reports,
revenue reconciliations, collection balance sheets, and other
accounts receivable summary and related documentation. See also
“RECEIPT/REVENUE RECORDS: DETAIL.”
RETENTION: 10 fiscal years provided applicable audits have been
released.

RECEIPTS: REGISTERED AND CERTIFIED MAIL
This record series consists of receipts for registered and certified
mail sent out or received by a particular judicial branch entity. See
also “MAIL: UNDELIVERABLE FIRST CLASS,” and “POSTAGE
RECORDS.”
RETENTION: 1 year.

RECRUITMENT & SELECTION PACKAGES
This record series consists of all records which document the
selection process and justify the selection process and justify the
selection decision including: details of the job analysis and
identification of the knowledge, skills and abilities necessary to
perform the job; application forms and/or resumes for employment
including demographic data of applicants including but not limited
to race, sex, age and veteran status; list of all applicants’ name and
ratings or rankings (if applicable) for each selection technique;
description of the selection process; selection techniques used,
including samples, supplemental applications, etc.; the current
position description; the names and titles of all persons
administering the selection process or participating in making
selection decisions; the job opportunity announcement and any
other recruitment efforts; and other information that affects the
selection decisions. See also “EMPLOYMENT EXAMINATION
RECORDS”.
RETENTION: 4 anniversary years after personnel action and any
litigation is resolved.

SALARY COMPARISON REPORTS
This record series consists of a report which is distributed and
provided for reference purposes only. This data is compiled from
records located in the Personnel Office.
RETENTION: 1 year.

SALARY SCHEDULES
This record series consists of a pay grade comparison chart or log
indicating the salary classification for each position.
RETENTION: 10 years.

SEARCH COMMITTEE RECORDS
This record series consists of minutes, reports, vitas, resumes,
interview score sheets, interview results, list of priority hires, a
personnel requisition, references of applicants and the affirmative
action compliance report.
RETENTION: 180 days
SEARCH WARRANTS SERVED: NO ARREST/NO CASE FILED
This record series consists of the original affidavit for search
warrant, search warrant and return of the search warrant. Series
may also include property inventory and receipt, if any property was
obtained. After execution of the warrant it is filed with the Clerk of
Court as served with no arrest having been made. Since no court
case is generated, these are kept as a separate record series.
RETENTION: 1 year after date of return.

SOCIAL SECURITY CONTROLLED SUMMARY RECORDS
This record series consists of a judicial branch entity’s copy of the
State’s FICA report mailed to the Division of Retirement. Report lists
the total taxable wages plus the amount withheld from employee
wages plus employer’s contribution. See also “PAYROLL
RECORDS.”
RETENTION: 4 calendar years after due date of tax.

STATE AUTOMATED MANAGEMENT ACCOUNTING SYSTEM
(SAMAS) REPORTS
This record series consists of reports of all updated transactions
entered into the system and a financial statement for each month
for all divisions of judicial branch entities.
RETENTION: 3 years.

STATE AWARDS AND RECOGNITION FILES
This record series consists of data relating to the State Meritorious
Service Awards Program. File contains employee suggestion forms
(Form DMS/EPE.AWP01), evaluations, adoption forms and payment
records. It also contains Superior Accomplishment nomination
forms and payment records. Summary information submitted to the
Department of Management Services for Annual Workforce Report
(Form DMS/EPE.AWP02) is also contained in this record series.
RETENTION: 3 years.

SUPPLY RECORDS
This record series consists of documentation of a perpetual
inventory of expendable supplies located in a central supply office
for use by judicial branch entity employees. Included in this series
is a listing of all available supplies which is distributed periodically
or upon request. See also “INVENTORY RECORDS: PHYSICAL.”
RETENTION: 3 years.

SURVEILLANCE VIDEO TAPES
This record series consists of surveillance video tapes created to
monitor activities occurring both within and outside of public
buildings. This tape may play an integral part in prosecution or
disciplinary actions.
RETENTION: 30 days, then erase and reuse provided any
necessary images are saved.

TELEPHONE CALL RECORDS: LONG DISTANCE
This record series consists of documentation and logs of separately
billed long distance telephone service.
RETENTION: 1 year.

TRAINING MATERIAL RECORDS
This record series consists of materials used in training, such as
films, slides, commentaries, manuals, workbooks and other related
items. This records series does not include individual training
records.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

TRAINING RECORDS: EMPLOYEE
This record series consists of a record for each employee which may
include all educational and training records of the employee. See
also “PERSONNEL RECORDS.”
RETENTION: 3 years.

TRANSITORY MESSAGES
This record series consists of those records that are created
primarily for the communication of information, as opposed to
communications designed for the perpetuation of knowledge.
Transitory messages do not set policy, establish guidelines or
procedures, certify a transaction, or become a receipt. The informal
tone of transitory messages might be compared to the
communication that might take place during a telephone
conversation or a conversation in an office hallway. Transitory
messages would include, but would not be limited to: E-mail
messages with short-lived, or no administrative value, voice mail,
self-sticking notes, and telephone messages.
RETENTION: Retain until obsolete, superseded or administrative
value is lost.

TRAVEL RECORDS
This record series consists of records required to support
reimbursement of expenses incurred during official travel.
RETENTION: 5 fiscal years.

UNCLAIMED PROPERTY RECORDS
This record series consists of forms required by the State
Comptroller’s Office for the registration of abandoned tangible or
intangible property. These forms are required under Chapter 717 of
the Florida Statutes. The judicial branch entity holding the
unclaimed property is to maintain a list of the specific type of
property, amount, name, and last known address of the owner.
RETENTION: 5 years after the property becomes reportable.

UNEMPLOYMENT COMPENSATION RECORDS
This record series consists of reports submitted to the State on a
quarterly basis stating the name of each employee, employee
number, amount of wages paid during quarter subject to
unemployment benefits, social security number, number of weeks
covered and other pertinent information which is retained by the
State for determination of unemployment benefits due to applicants
for same. Also includes, receipts and statements of charges.
RETENTION: 5 fiscal years.

VEHICLE ACCIDENT REPORTS
This record series consists of reports of employees that are involved
in accidents in a judicial branch entity vehicle or in their own
vehicle during the course of official business. See also “VEHICLE
RECORDS.”
RETENTION: 4 anniversary years.

VEHICLE RECORDS
This record series consists of all pertinent records pertaining to
each vehicle owned by the judicial branch entity. The records
usually consist of the vehicle registration papers, copy of the title,
inspection information, maintenance agreements, credit card
information, confidential tag issuance information and any other
information relating to the vehicle. See also “VEHICLE ACCIDENT
REPORTS.”
RETENTION: 1 year after disposition of vehicle.

VENDOR FILES
This record series consists of vendor invoices for items purchased
or leased, received and paid for.
RETENTION: 3 years.

VISITOR LOGS
This record series consists of records documenting employees’ and
visitors’ entrance into a judicial branch entity’s building during and
after office hours. See also “KEY AND BADGE ISSUANCE
RECORDS.”
RETENTION: 30 days.

WIRE AND ORAL COMMUNICATIONS: APPLICATIONS, ORDERS
AND AUDIO RECORDINGS
This record series consists of applications for an order authorizing
the interception of a wire or oral communications and orders
granted pursuant to Chapter 934, Florida Statutes. Also included
are original recordings of the contents of any wire or oral
communication made pursuant to Section 934.09, Florida Statutes.
They shall not be destroyed except upon an order of the issuing or
denying judge, or that judge’s successor in office, and in any event
shall be kept for ten (10) years.
RETENTION: 10 years (upon permission of the Court).

WITNESS SUBPOENAS/LISTS
This record series consists of subpoena lists that may be used to
establish witness payments.
RETENTION: 3 years.

WORK ORDERS
This record series consists of information reflecting the individual
history of major or minor maintenance or services requiring a work
order request. Work order includes dates, locations, cost of labor,
hours worked, equipment cost per hour, material used and cost,
and other pertinent details. This item does not include equipment
maintenance records. See also “EQUIPMENT/VEHICLE
MAINTENANCE RECORDS.”
RETENTION: 3 years.

WORK SCHEDULES
This record series consists of any scheduling documentation for
shift or part time employees. These records may include hours
scheduled to work, the switching of hours with another employee,
the location or route of work assignment, and anticipated starting
and ending times.
RETENTION: 1 year.

WORKERS’ COMPENSATION RECORDS
This record series consists of the first report of injury and the
employer’s supplemental reports including, if used, OSHA Form No.
200 as well as its predecessor forms No. 100 and 102 and OSHA
Form No. 101. These records are created pursuant to Florida
Statutes Section 440.09 and OSHA standards 1904.2, 1904.4, and
1904.5.
RETENTION: 5 years.

(Retention Schedule Revised 1-6-11)