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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal>Don,<o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>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. <o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>I attached two documents that may be helpful in answering your question. The first document is the approval from the Florida Department of State <span style='font-size:12.0pt'>for our own unique records schedule number that we use on the <a href="http://dlis.dos.state.fl.us/barm/forms/DispositionDoc.pdf"><span style='color:windowtext;text-decoration:none'>State’s disposition form</span></a> (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. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt'>Hope this information is helpful. Give me a call if there are additional questions. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:12.0pt'><o:p> </o:p></span></p><div><p class=MsoNormal><span style='font-size:12.0pt'>Thanks,</span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal>Gerry Javier<o:p></o:p></p><p class=MsoNormal>Small Quantity Generator Program - Waste Management Division<o:p></o:p></p><p class=MsoNormal><a href="http://www.epchc.org/"><span style='color:windowtext'>Environmental Protection Commission of Hillsborough County</span></a><o:p></o:p></p><p class=MsoNormal>Office: 813-627-2600*1306<i><o:p></o:p></i></p><p class=MsoNormal><i>Environmental Excellence in a Changing World</i><o:p></o:p></p></div><p class=MsoNormal><span style='color:#1F497D'><o:p> </o:p></span></p><div><div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span></b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'> <a href="mailto:sqg-program-bounces@lists.dep.state.fl.us">sqg-program-bounces@lists.dep.state.fl.us</a> [<a href="mailto:sqg-program-bounces@lists.dep.state.fl.us">mailto:sqg-program-bounces@lists.dep.state.fl.us</a>] <b>On Behalf Of </b>Stillwaugh, Donald M<br><b>Sent:</b> Friday, August 09, 2013 7:14 AM<br><b>To:</b> <a href="mailto:Sqg-program@lists.dep.state.fl.us">Sqg-program@lists.dep.state.fl.us</a><br><b>Subject:</b> [Sqg-program] Records Mgmt Q<o:p></o:p></span></p></div></div><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'>Good Morning everyone,<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'>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”?<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'>Best Regards,<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'>Don<o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'><o:p> </o:p></span></p><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:black'>Donald Stillwaugh</span></b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:black'><br>Environmental Specialist I<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:black'>Small Quantity Generator Program<br>Pinellas County Utilities Solid Waste<br>3095 114th Ave. N. St. Petersburg, FL 33716<br>Phone 464-7570<br>Fax (727) 464-7713<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:black'><a href="mailto:dstillwa@pinellascounty.org">dstillwa@pinellascounty.org</a><br><br>Follow Pinellas County: <br></span><a href="http://twitter.com/pinellasconews" target="_blank"><span style='font-size:10.0pt;font-family:"Arial","sans-serif";text-decoration:none'><img border=0 width=32 height=32 id="Picture_x0020_1" src="cid:image001.gif@01CE94DE.638898B0" alt="cid:image001.gif@01CE928C.D111E250"></span></a><a href="http://www.facebook.com/PinellasCountyNews" target="_blank"><span style='font-size:10.0pt;font-family:"Arial","sans-serif";text-decoration:none'><img border=0 width=32 height=32 id="Picture_x0020_2" src="cid:image002.gif@01CE94DE.638898B0" alt="cid:image002.gif@01CE928C.D111E250"></span></a><a href="http://www.youtube.com/pcctv1" target="_blank"><span style='font-size:10.0pt;font-family:"Arial","sans-serif";text-decoration:none'><img border=0 width=32 height=32 id="Picture_x0020_3" src="cid:image003.gif@01CE94DE.638898B0" alt="cid:image003.gif@01CE928C.D111E250"></span></a><a href="http://www.pinellascounty.org/social-networking.htm"><span style='font-size:10.0pt;font-family:"Arial","sans-serif";text-decoration:none'><img border=0 width=32 height=32 id="Picture_x0020_4" src="cid:image004.gif@01CE94DE.638898B0" alt="cid:image004.gif@01CE928C.D111E250"></span></a><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:black'><br><a href="http://www.pinellascounty.org/">www.pinellascounty.org</a><br><a href="http://www.pinellascounty.org/news_subscription.htm"><i>Subscribe to county updates and news</i></a><i><br><br></i></span><i><span style='font-size:8.0pt;font-family:"Arial","sans-serif";color:black'>All government correspondence is subject to the public records law.</span></i><span style='color:black'><o:p></o:p></span></p><p class=MsoNormal><o:p> </o:p></p><p class=MsoNormal><span style='font-family:"Arial","sans-serif";color:black'><o:p> </o:p></span></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>