[Sqg-program] RE: Records Mgmt Q

Fri Aug 9 09:47:37 EDT 2013

Hi Don.

We've been paperless for some time.  The inspection reports are all completed through an application with attached pictures and a PDF file is automatically generated and sent to FDEP.  The electronic files are kept indefinitely along with all other information for a facility.  We use an electronic filing/archiving system called EDMS created by emPower360.   Paper files are kept only as long as the state requires it.

K.

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Karl E. Markeset, Manager - LEED Green Associate
Miami Dade County Department of Regulatory and Economic Resources (RER) -
Division of Environmental Resources Management (DERM)
Overtown Transit Village
701 NW 1 Court, 7th Floor,  Miami,
Florida 33136
Phone: 305-372-6600, Option #6
www.miamidade.gov/pera<http://www.miamidade.gov/pera>
"Delivering Excellence Every Day"

As part of improving efficiency in our delivery of services to the businesses and residents of Miami-Dade County, the Department of Environmental Resources Management (DERM), and the County's Building, Consumer Services, Economic and Business Development, and Planning and Zoning functions have been merged to form the Miami-Dade County Department of Regulatory and Economic Resources (RER).  Please look for us under our new name.

Miami-Dade County is a public entity subject to Chapter 119 of the Florida Statues concerning public records.  Email messages are covered under such laws and thus subject to disclosure.

Please consider the environment before printing this email.

From: sqg-program-bounces at lists.dep.state.fl.us [mailto:sqg-program-bounces at lists.dep.state.fl.us] On Behalf Of Stillwaugh, Donald M
Sent: Friday, August 09, 2013 7:14 AM
To: Sqg-program at lists.dep.state.fl.us
Subject: [Sqg-program] Records Mgmt Q

Good Morning everyone,

We've had a recent shift in the administrative aspects of our SQG Program and the question came up about records retention. Our hard-copy inspection forms are placed into manila folders which are housed in filing cabinets, what are the legalities of retaining these records?  As an aside, how many County SQGs have scanned their files and "gone paperless"?

Best Regards,

Don

Donald Stillwaugh
Environmental Specialist I
Small Quantity Generator Program
Pinellas County Utilities Solid Waste
3095 114th Ave. N. St. Petersburg, FL 33716
Phone 464-7570
Fax (727) 464-7713
dstillwa at pinellascounty.org<mailto:dstillwa at pinellascounty.org>

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