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<p class="MsoNormal"><span style="color:#1F497D">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
<u>indefinitely</u> for archival purposes and environmental site assessments record requests. I would be interested to hear Tally’s perspective on retaining these files forever.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">The two programs we utilize to assist us with managing all of these files electronically are:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">A-PDF Content Splitter (to split the entire monthly report up by individual facility)<o:p></o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l0 level1 lfo1"><![if !supportLists]><span style="color:#1F497D"><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#1F497D">Robobasket (for e-filing)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">I hope this helps. Please feel free to call me with more specific questions. Take care!<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal"><span style="color:black">Vanessa M. Cruz<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Environmental Program Supervisor<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Office: 407-836-1423<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Cell: 321-436-7945<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black">Email: </span><span style="color:#1F497D"><a href="mailto:vanessa.cruz@ocfl.net">vanessa.cruz@ocfl.net</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="http://www.ocfl.net/epd">Visit us on the web</a></span><span style="color:#17365D">
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><img border="0" width="160" height="51" id="_x0000_i1029" src="cid:image005.gif@01CE94E1.C265B180" alt="Logo1-1"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
</div>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<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""> sqg-program-bounces@lists.dep.state.fl.us [mailto:sqg-program-bounces@lists.dep.state.fl.us]
<b>On Behalf Of </b>Richards, Jean<br>
<b>Sent:</b> Friday, August 09, 2013 8:52 AM<br>
<b>To:</b> 'Stillwaugh, Donald M'<br>
<b>Cc:</b> Sqg-program@lists.dep.state.fl.us<br>
<b>Subject:</b> [Sqg-program] RE: Records Mgmt Q<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">Jean Richards<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">City of Jacksonville<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">Environmental Scientist Supervisor<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">Hazardous Materials<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">214 N Hogan Street, 5th Floor<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">Jacksonville, FL 32202<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">904-255-7137<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Cataneo BT";
color:#1F497D">904-630-3637 (FAX)<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<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""> sqg-program-bounces@lists.dep.state.fl.us [mailto:sqg-program-bounces@lists.dep.state.fl.us]
<b>On Behalf Of </b>Stillwaugh, Donald M<br>
<b>Sent:</b> Friday, August 09, 2013 7:14 AM<br>
<b>To:</b> Sqg-program@lists.dep.state.fl.us<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>
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<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>
<p>PLEASE NOTE: Florida has a very broad public records law (F. S. 119).<br>
All e-mails to and from County Officials are kept as a public record.<br>
Your e-mail communications, including your e-mail address may be<br>
disclosed to the public and media at any time.</p></body>
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