[Sqg-program] (no subject)

Fri Aug 9 12:00:48 EDT 2013

Don,

The SQG Program in Hillsborough County has been paperless for several years.  Information collected from inspections is entered into an SQL database along with other pertinent information using Oculus.  Going paperless has led to an on-going scanning project of historical files.   We dispose of the paper copy after the file has been scanned.

I attached two documents that may be helpful in answering your question.  The first document is the approval from the Florida Department of State for our own unique records schedule number that we use on the State's disposition form<http://dlis.dos.state.fl.us/barm/forms/DispositionDoc.pdf> (column "a" and "b") when destroying EPC regulatory records.  See page one of the approval for more detail.  The approval we received has language that stipulates records be kept for 5 fiscal years after project completed or case closed.  Note that the approval doesn't say anything about scanning of files as a pre-requisite.  The storage of historical files in electronic format was an option for us to retain our records in a more manageable way.  Disposing of our hard copies would not have been an option  if we did not have something in place to be able to retrieve our records.  The second attachment is the State form that is filled out when records are disposed.

Hope this information is helpful.  Give me a call if there are additional questions.

Thanks,

Gerry Javier
Small Quantity Generator Program - Waste Management Division
Environmental Protection Commission of Hillsborough County<http://www.epchc.org/>
Office:  813-627-2600*1306
Environmental Excellence in a Changing World

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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