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Clerk’s Records Management



Mission Statement

The Clerk's Records Management department is committed to the systematic control of records and information activities, regardless of format, from creation through final disposition or archival retention.

The Public Records Laws of the State of Florida requires all public agencies/officials to establish and maintain a Records Management program. This means that all public records must be retained and protected until they have satisfied the retention requirements established by the State Bureau of Archives and Records Management and have been properly disposed of. Schedules are developed authorizing retention periods and disposition of all records regardless of media or format.

Clerk's Records Management acts as an off site storage facility for Clerk departments and agencies under the Board of County Commissioners (BCC). Records requests must be generated by the originating department. Requested items are delivered to the owning department.

Services Offered by the Clerk's Records Management Department:

Files Analysis and Improvement 
Clerk's Records Management offers files analysis and improvement services. Records Management is available to visit your office in order to discuss your filing and storage requirements, and to work with staff members in developing filing systems that are tailored to departmental needs.

Training 
Clerk's Records Management currently offers a variety of classes, including:

  • "Basics" of Records Management
  • "Hands on" Computer Application Training

records image Storage
Records Management maintains three storage facilities. Participating departments should transfer inactive records to the Clerk's Records Center for storage at least annually. "Inactive" records are not needed in the office for reference purposes, but have not yet satisfied their state retention requirements. Generally, records are considered "inactive" if they are accessed less than three (3) times per month.


Retrieval and Delivery

Clerk's Records Management provides file and box delivery and retrieval services. If a retrieval request is received before 8:30 a.m., your records will be delivered to your office the same day. Retrieval requests received after 8:30 a.m. will be delivered the following day.


Destruction of Records
Clerk's Records Management meets with departments regularly in order to review document retention requirements and ensure that Pinellas County remains in compliance with the State of Florida General Retention Schedules. Clerk's Records Management provides regularly scheduled disposition services for records that have satisfied their State retention requirements.


Micrographics
Clerk's Records Management provides microfilm conversion services for eligible records via Archive Writers and Mekel Technology.


Imaging

Clerk's Records Management provides imaging services for the Clerk of Court and participating BCC departments.


Cooperative Services and Review

Clerk's Records Management will work with departments to design and implement an effective and efficient workflow process.

Retention Schedule
Review Process
Training
Links
FAQ's
Contacts

Clearwater Branch
509 East Avenue South
Clearwater, FL 33756
Office: (727) 464-7000
Fax: (727) 464-5556

Mid-County Branch
14155 49th Street North
Clearwater, Fl 33760
Office: (727) 464-7000
Fax: (727) 464-6848

Clerk's Commitment: Access to Public Records
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