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Home My WebLink About2012-215 - 1 041 / A { MONO 15 FLORIDA DEPART1yiEW O. ' STATE r RICK SCOTT REN DETZNER - Governor Secretary. of State November 1 ; 2012 Ms. Laura E. Vasquez Indian River County-Board-of County Commissioners 180127th Street, Building A Vero Beach, FL 32960-3365 Dear Ms. Vasquez: As a Florida public agency, you are required by Rule 1B-24.003 ( 11 ), Florida Administrative Code, to submit annually to the Division of Library and Information Services "a signed statement attesting to the ith records disposition laws, rules, and procedures." Based on these annual agency' s compliance-w statements, our office submits an annual report on statewide compliance to the Legislature and the Executive Office of the Governor for their consideration and action. For your convenience, we are providing you with the enclosed Records Management Compliance Statement to report your agency' s compliance status. Please complete all informadon in Section I, Compliance Certification, and make any necessary additions or corrections to your agency or Records - Management Liaison Officer information in Sections H and III. Please return one signed copy of the form (do not return this letter) to the mailing address or email address (no faxes) indicated at the bottom of the form by December 31, 2012. We appreciate your prompt attention to this matter. If we can be of service to your agency, please do .not hesitate to contact us at 850.245 .6750 or by email at recmet0,dos.mAorida.com. Sincerely, - Gerard J. Clark, Bureau Chief, Archives and Records Management Division of Library and Information Services GJCg Enclosure DIVISION OF LIBRARY AND wFORMATION SERVICES M & Gray Building • 500 South Bronough Street • Tallahassee, Florida 32399-0250 Telephone: 850.245.6600 • Facsimile: 850.245. 6282 • httpo//Infoi.florida..gov Commemorating 500years ofMoilda history www.fla500:com uiuA o0ioA0oa VIVA 11811000t sS RECORDS MANAGEMENT COMPLIANCE STATEMENT for Fiscal Year 2011 =2012 Agency lD: C0620500 1 . This agency is in compliance with Section 257.36(5), Florida Statutes, and Rule 11344.003(9). Florida c ,,ap■ it 01stradlve Code;, for all public records regardless of media or format (e.g., paper, electronic including • OM. Frofilm, audio, video, etc.). ♦ t • • 'r ♦+O No (Please explain and indicate areas in need of assistance on reverse side.) 9eriLmy as disposed of 38 . 5 . ~ ^cubic feet of records for the fiscal year Indicated above. (It is not • V : ssaryc topndicate volume of electronic records disposed.) Signature: Date:,,42 � eT— / ;2. _ Row ,. . q Joseph E . Flescher O 4ryryn/Eii��.dF Agency Head (pl ; print): Title of Agency Head (ple print): Chairman , Board of County Commissioners Please indicate changes to Agency Information on lines provided on right. c Current Information: Please do not erase or cover Information below. Indicate changes or additions on lines below: m Agency Name: Indian River County Board of County Commissioners , O o, = Agency Head: Mr. Gary C. Wheeler Joseph E . Flescher N C Address: 180127th Street, Building A m OI Vero Beach, Florida 32960-3365 Section 257.36(5)(a), Florida Statutes , reguires public agencies to designate a Records Management Liaison Officer (RMLO). Please indicate changes to RMLO Information on lines provided on right. If Current Information is blank, please designate an RMLO for your agency on lines provided on right. = Current Information: Please do not erase or cover Information below. Indicate changes or additions on lines below: O O RMLO: Ms. Laura E. Vasquez Address: 1801 27th Street, Building A N p Vero Beach, FL 32960-3365 J Phone: (772) 226-1919 Ext.: Fax: (772) 770-5334 Email: Ivasquez@ircgov.c:om 'Section 267.38(5), Florida Statutes: °For the purposes of this section, the term °agency" shall mean any state, county, district, or municipal officer, department division, bureau, board, commission, or other separate unit of government created or established by law. It is the duty of each agency to: (a) Cooperate with the division in complying with the provisions of this chapter and designate a records management liaison officer. (b) Establish and maintain an active and continuing program for the economical and efficient management of records," 2Ruie 113.24.003(9), Florida Adm/nistradve Code: °Public records may be destroyed or otherwise disposed of only in accordance with retention schedules established by the Division. Photographic reproductions or reproductions through electronic moordkeeping systems may substitute for the original or paper copy, per Section 92.29, F.S., Photographic or electronic copies. . .Prior to records disposition, agencies must ensure that all retention requirements have been satisfied. For each recons series being disposed of, agencies shall Identify and document the following: 1 . Records retention schedule number, 2. Item number, 3. Record series title; 4. Inclusive dates of the records; 5. Volume in cubic feet for paper records, for electronic records, record the number of bytes and/or records and/or files If known, or Indicate that the disposed records were in electronic form ; and 6. Disposition action (manner of disposition) and date." Please complete and return this compliance statement by December 31 . 2012 (submit one copy only, please) to . Department of State Records Management Program, Mail Station 9E OR Email to: recmgt.@dos.myflorida.com Tallahassee, FL 32399-0250 1 NO. RECORDS DISPOSITION DOCUMENT PAGE 1 OF 1 PAGES 1 . AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number) Indian River County Rachel Ivey Department of Emergency Services Fire Rescue 4225 43rd Avenue , Vero Beach , FL 32967 ( 772 ) 226 - 3859 Ext . 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one). ® a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other 4. D BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for the reco ttstified, and that further retention is not required for any litigation pending or imminent. Signat Name and Title I , r Date S. LIST OF RECORD SERIE s f. g1 a. be ca d. e. Volume Disposition Schedule Item Title Retention Inclusive In Action an Dates Cubic Date No. No. r Feet Completed After Authorization GS4 127 Inventory Records: Drug --2 years 2007-2010 2 GSl - 24 Employment Application and Selchon 4 years 2006-2008 4 SL Records GSI - 139 Promotion/TransferRecords 4 years 2006-208 4 SL Total 10 CF ti. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DIOLDOSAL CERTIFICATE: The above listed records have been records is authorized. Any deletions or modifications are indicated. dis of in the manner and on the date shown in column g. AA Date — ,�— todian/Records Manage m ison icer Date N e and Tttle RIOW i NO. RECORDS DISPOSITION DOCUMENT PAGE 1 OF 1 PAGES 1 . AGENCY NAME and ADDRESS 2 AGENCY CONTACT (Name and Telephone Number) Indian River County Rachel Ivey Department of Emergency Services Fire Rescue 772 ) 226 - 3859 Ext . 4225 43 Avenue , Vero Beach , FL 32967 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one) . ® a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other 4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for rds een fully justified, qnnd4Jbiqt further retention is not required for any litigation pending or imminent. SiC Ism ature Name and Title I'L Date 5. UST OF RECORD SERI f. g1 a. b. c, d. e. Volume Disposition Schedule Item Title Retention Inclusive In Action and No. No. Dates Cubic Date Feet Completed After Authorization GS1 - 58 Budget Records: Approved Annual Budget OSA 2005-2010 4t SL 42 Purchasing Records OSA 2005-2010 4 X52 Travel Records OSA 2005-2010 4 Total 12 CF 6. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. ISPOSAL CERTIFICATE: The above listed records have been records is authorized. Any deletions or modifications are indicat . dis in nd on the date shown in column g. na re Date A0 ustodian/R Manag son I r ate N Title 2 w �T NO. RECORDS DISPOSITION DOCUMENT PAGE 1 OF 1 PAGES 1 . AGENCY NAME and ADDRESS 2. AGENCY CONTACT (Name and Telephone Number) Indian River County Rachel Ivey Department of Emergency Services Fire Rescue 772 ) 226 - 3859 Ext . 4225 43 Avenue , Vero Beach , FL 32967 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one). ® a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other 4. SUBMITTED BY: 1 hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any litigation pending or imminent. gn ture Name and Title Date 5. LIST OF RECORD SERIES fo go a, b. c. d, e- Volume Disposition Schedule Item Title Retention Inclusive In Action an No. No. Dates Cubic g Feet Completed After Authorization GSI - 139 Promotion frransfer Records 4 CY 1999-2008 2 Q SL -a9,-\��\ Total 2 CF IL DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DISPOSAL CERTIFICATE: The above listed records have been records is authorized. Any deletions or modifications are indicatad;. posed of in the manner and on the date shown in column g. Sat ure Date usiodiaNR rds Manaofficer toand Title Z: Wt ness NO. RECORDS DISPOSITION DOCUMENT PAGE 1 OF 2 PAGES 1 . AGENCY NAME and ADDRESS 2. AGENCY CONTACT .(Name and Telephone Number) Indian River County Rachel Ivey Department of Emergency Services 4225 43rd Ave Vero Beach , FL 32967 - 1671 ( 772 ) 226 - 3859 Ext . 3. NOTICE OF INTENTION : The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one) . ❑ a. Destruction ❑ b . Microfilming . and Destruction ® c. Other. Scanned and Destruction 4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for rds have been fully justified , and that further retention is not required for any litigation pending or imminent. `Svc . 3C Si ature Name and Title Date 5. LIST OF RECORD SERIES f, g1 a, b, co d. e. Volume Disposition Schedule Item Title Retention Inclusive . In Action and No. No. Dates Cubic Date Feet Completed After Authorization GSI - 52 Travel Records 5 FY FY 2010/2011 Scanned SL and 42 Purchasing Records - Copies 5 FY FY 2010/2011 Shredded 146 Transitory Messages - Paper OSA FY 2010/2011 17 Correspondence & Memorands : 3 FY FY 2010/2011 Administrative 2 Administrative Convenience Records OSA FY 2010/2011 3 Administrative Support Records OSA FY 2010/2011 116 Attendenace & Leave Records 3 .FY FY 2010/2011 195 Payroll Records: Supporting Documents - OSA FY 2010/2011 Duplicates 265 Emergency Operations Records: Special 4 AY 2007 Shredded Needs Applications and not scanned SEE SECOND PAGE 6. DISPOSAL AUTHORIZATION : Disposal for the above listed 7. DISPOSAL CERTIFICATE : The above listed records have been records is authorized . Any deletions or modifications are indicated . sed of in the. manner and on the date shown in column g. Date Ar 441 ptC %WW � /2"todianlRecd a ent LI ison Officer Date Name nd Title witne Continuation Page f. g. a. b. c, d , e. Volume Disposition Schedule Item Title Retention Inclusive In Action and No. No, Dates Cubic Date Feet Completed After Authorization GS1 - 70 Bid Records: Capital Improvement 10 AY FY 2010/2011 Scanned SL Successful Bids I and Shredded 71 Bid Records : Capital Improvement 5 FY FY 2010/2011 Unsuccessful Bids a . � NO. RECORDS DISPOSITION DOCUMENT PAGE 1 OF 1 PAGES 1 . AGENCY NAME and ADDRESS 2 AGENCY CONTACT (Name and Telephone Number) Indian River County Rachel Ivey Department of Emergency Services Fire Rescue 4225 43rd Avenue , Vero Beach , FL 32967 ( 772 ) 226 - 3859 Ext . 3. NOTICE OF INTENTION: The scheduled records listed in Item 5 are to be disposed of in the manner checked below (specify only one). ® a. Destruction ❑ b. Microfilming and Destruction ❑ c. Other 4. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for orris have been fully justified, and that further retention is not required for any litigation pending or imminent. Sig ture Name and T&94 L � , tz Date 5. LIST OF RECORD SER114 . I, go a, bo cm d. e. Volume Disposition Schedule Item Title Retention Inclusive In Action and No. No, Dates Cubic Date Feet Completed After Authorization GS4 480 Patient Medical Records 7 CY 2004 6 � 127 Inventory Records: Drugs 2 CY 2007-2009 4 N GSI - 195 Payroll Records: supporting documents 3 CY 2003 -2004 2 SL DNA l - �a Total 12 CF 6. DISPOSAL AUTHORIZATION: Disposal for the above listed 7. DISPOSAL CERTIFICATE: The above listed records have been records is authorized. Any deletions or modifications are indicated. ad of in the manner and on the date shown in column g. Moo 0< re Date todian/RReco anagemento n to ;Narmbd Title � J CUF