[Sqg-program] RE: Records Mgmt Q

Fri Aug 9 11:10:00 EDT 2013

All
Currently all hazardous waste notifications, compliance and enforcement documents are filed electronically in oculus. It is my understanding the record retention policy for these documents is permanent. There may be some exceptions for certain documents that are retained for 5 years. Once documents are scanned into oculus the paper copy is recycled.

Please note the department is currently re-evaluating its retention policy.

Glen Perrigan
Florida Department of Environmental Protection
2600 Blair Stone Road, MS4560
Tallahassee, FL 32399-2400
W:850-245-8749
F:850-412-0528
glen.perrigan at dep.state.fl.us
www.dep.state.fl.us

Please take a few minutes to share your comments on the service you received from the department by clicking on this link DEP Customer Survey<http://survey.dep.state.fl.us/?refemail=Glen.Perrigan@dep.state.fl.us>.
From: sqg-program-bounces at lists.dep.state.fl.us [mailto:sqg-program-bounces at lists.dep.state.fl.us] On Behalf Of Vanessa.Cruz at ocfl.net
Sent: Friday, August 09, 2013 9:40 AM
To: JeanR at coj.net; dstillwa at co.pinellas.fl.us
Cc: Sqg-program at lists.dep.state.fl.us
Subject: [Sqg-program] RE: Records Mgmt Q

Orange County has gone paperless; we utilize the CHAZ database for data entry and once a month we run a report from the system and PDF the reports and the electronically file them into individual facility file folders.  As it stands we follow the State of Florida's General Records Schedule GS1-SL, but we retain our files indefinitely for archival purposes and environmental site assessments record requests.  I would be interested to hear Tally's perspective on retaining these files forever.

The two programs we utilize to assist us with managing all of these files electronically are:

1.       A-PDF Content Splitter (to split the entire monthly report up by individual facility)

2.       Robobasket (for e-filing)

I hope this helps.  Please feel free to call me with more specific questions.  Take care!

Vanessa M. Cruz
Environmental Program Supervisor
Office:  407-836-1423
Cell: 321-436-7945
Email: vanessa.cruz at ocfl.net<mailto:vanessa.cruz at ocfl.net>
Visit us on the web<http://www.ocfl.net/epd>
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From: sqg-program-bounces at lists.dep.state.fl.us<mailto:sqg-program-bounces at lists.dep.state.fl.us> [mailto:sqg-program-bounces at lists.dep.state.fl.us] On Behalf Of Richards, Jean
Sent: Friday, August 09, 2013 8:52 AM
To: 'Stillwaugh, Donald M'
Cc: Sqg-program at lists.dep.state.fl.us<mailto:Sqg-program at lists.dep.state.fl.us>
Subject: [Sqg-program] RE: Records Mgmt Q

Duval County has not gone paperless but we do scan all of our reports once they have been reviewed.  Our reports have more information than can be acquired in CHAZ (i.e. field notes and photos).  We are told that all of this is public record and must be maintained indefinitely (per City regulations).  We are currently still boxing up the paper copies for archive which is redundant.

Jean Richards
City of Jacksonville
Environmental Scientist Supervisor
Hazardous Materials
214 N Hogan Street, 5th Floor
Jacksonville, FL 32202
904-255-7137
904-630-3637 (FAX)

From: sqg-program-bounces at lists.dep.state.fl.us<mailto: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<mailto: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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PLEASE NOTE: Florida has a very broad public records law (F. S. 119).
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