RECORDS RETENTION AND DISPOSITION

Jacksonville Ordinance Code tit. V, ch. 124, pt. 2

in effect

Jacksonville Ordinance Code § 124.201 Public records required to be retained.

Sec. 124.201. - Public records required to be retained. Public records, as that term is defined in F.S. § 119.011(1), in the custody of an officer or employee of the City shall be securely retained by the custodian thereof unless and until their disposition is authorized pursuant to the provisions of this Part. No officer or employee of the City shall alter or destroy a public record except in accordance with the requirements of this Part and an approved record retention and disposition schedule promulgated by the Mayor or, in the case of the Office of the Sheriff, approved by the State. It shall be unlawful and a class C offense for a person wilfully or negligently to violate this Section. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1)

Jacksonville Ordinance Code § 124.202 Information Technology Division to be responsible for records administration.

Sec. 124.202. - Information Technology Division to be responsible for records administration. The Information Technology Division shall have the following duties and responsibilities with respect to records administration: (a) Administer the provisions of this Part. (b) Organize and administer the City Records Center, including the City archives. (c) Establish and administer a records management program directed to the application of efficient and economical management methods relating to the creation, utilization, maintenance, retention, preservation and disposal of records. (d) Analyze, develop, establish and coordinate standards, procedures and techniques of record-making and recordkeeping. (e) Provide a centralized program of microfilming for the benefit of all City agencies. (f) Preserve and administer such records as shall be transferred to its care, accept, arrange and preserve them according to approved record storage practices and permit them, at reasonable times and under the supervision of the Division, to be inspected, examined and copied; provided, that a record placed in the keeping of the Division under special terms and conditions restricting its use shall be made accessible only in accordance with these terms and conditions. (g) Institute and maintain a training and information program in all phases of archives and records management to bring to the attention of City agencies approved and current practices, methods, procedures and devices for the efficient and economical management of records. (h) Make continuous surveys of recordkeeping operations. (i) Recommend improvements in current record management practices, including the use of space, equipment, supplies and personnel, in creating, maintaining and servicing records. (j) Establish and maintain a program in cooperation with each City agency for the selection and preservation of records considered essential to the operation of government and to the protection of the rights and privileges of citizens. (k) Insure the maintenance and security of records which are deemed appropriate for preservation. (l) Establish safeguards against unauthorized or unlawful removal or loss of records and initiate appropriate action to recover records removed unlawfully or without authorization. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Jacksonville Ordinance Code § 124.203 Cooperation with Department of State.

Sec. 124.203. - Cooperation with Department of State. The Information Technology Division shall cooperate with the State Department of State under the provisions of F.S. Ch. 267 as the representative of the City with respect to records management, preservation of records and transfer of City records to the State records center and Florida State Archives. The Mayor, by executive order, shall prescribe and direct the manner and method by which this cooperation will be undertaken. This Section shall not apply to the Office of the Sheriff as long as the Sheriff and the State Department of State are cooperating under the provisions of F.S. Ch. 267 with respect to the records under the control of the Sheriff. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Jacksonville Ordinance Code § 124.204 Record retention and disposal schedules; authorization to execute schedules.

Sec. 124.204. - Record retention and disposal schedules; authorization to execute schedules. The Information Technology Division is directed to create, in coordination with the State Department of State, appropriate schedules for the retention and disposition of the records created and maintained by City agencies and to modify the schedules from time to time as necessary. The schedule may provide for temporary, long-term or permanent retention of the records listed thereon; for microfilming of the records or any part thereof; for transfer of the records to the City Records Center, to the State records center or to the Florida State Archives; and for physical destruction or other disposal of the records. Upon approval of a schedule or a modification thereof by executive order of the Mayor, the schedule shall be effective and shall be executed by the Department and the City agency for which it was created or modified. This Section shall not apply to the Office of the Sheriff, except that the Sheriff shall file with the Department a copy of each retention and disposal schedule approved by the State Department of State (and changes thereto approved by the state) for his office. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Jacksonville Ordinance Code § 124.205 City Records Center; transfer of records from City agencies.

Sec. 124.205. - City Records Center; transfer of records from City agencies. (a) The Information Technology Division is authorized to operate a City Records Center, which may include one or more separate areas, in which records transferred to it by other City agencies shall be retained according to the schedule for the records. Title to a record retained in the Records Center shall remain in the City agency transferring the record to the Center as long as the record remains in the Center, unless the record retention and disposal schedule applicable to the record provides for a subsequent transfer of the title. Records transferred to the Records Center shall be held by the Division therein for such time as, in its judgment, retention is deemed necessary. At such time as is established by the Division, records determined by the Division to have historical or other value warranting continued preservation shall be transferred to the Florida State Archives. Title to a record transferred to the Florida State Archives shall be transferred to the Division at a time prior to the transfer to the Archives deemed necessary by the Division. (b) A City agency is authorized and empowered to transfer to the Information Technology Division a record no longer in current official use and the Division, in its discretion, is authorized to accept the record. If a record is so accepted, the Division shall provide for its administration and preservation or disposition as provided in this Part and, upon acceptance, the Director of Information Technology/Chief Information Officer shall be considered the legal custodian of the record. The Division may make certified copies of a record transferred to it and a certificate, signed by the Director of Information Technology/Chief Information Officer, shall have the same force and effect as if made by the City agency from which the record was received. The Division may charge a reasonable fee for this service. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Jacksonville Ordinance Code § 124.206 City archives.

Sec. 124.206. - City archives. The Information Technology Division is authorized and directed to establish, as a part of the City Records Center, the City archives in a suitable location, with appropriate security and administration. There shall be permanently preserved in the City archives those public records and other papers that have been determined by the Division to have sufficient historical or other value to warrant their continued preservation by the City and have been accepted by the Division for deposit therein in its custody. Once accepted by the Division for inclusion in the City archives, a public record or other paper shall be removed from a record retention and disposition schedule previously prepared for it and it shall not be permanently removed from the City archives nor destroyed without the approval of the Council. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Jacksonville Ordinance Code § 124.207 Destruction and disposition of records.

Sec. 124.207. - Destruction and disposition of records. No public record shall be destroyed or disposed of by a City agency unless approval of the Information Technology Division is first obtained. The Division shall adopt reasonable rules, not inconsistent with this Part and the rules of the State Department of State, which shall be binding on City agencies, relating to the destruction and disposal of records. This Section shall not apply to the Office of the Sheriff as long as the destruction and disposal of records in the custody of the Sheriff is approved by the State Department of State. (Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Source: City of Jacksonville, Ordinance Code and Charter and Related Laws (Municode Library, library.municode.com)URL: https://library.municode.com/fl/jacksonville/codes/code_of_ordinances?nodeId=TITVADPE_CH124PURE_PT2REREDIFetched: 10/27/2026