State of Florida - General Records Schedule GS7 - Public Schools Pre-K-12 and Adult and Career Education - Effective June 2023

Sep 15, 2026

Uploaded by Maeve

General Records Schedule GS7 for Florida public schools provides retention and disposition guidance for public records covering Pre-K-12 programs and Adult and Career Education. The schedule establishes minimum retention periods grounded in federal and Florida laws, administrative practices, and fiscal management principles, while noting agencies may retain records longer under accreditation, legal, or regulatory requirements. It also explains how to determine retention obligations, manage electronic records, distinguish retention period types, assess archival value, and apply reformatting and records volume conversion standards.

LanguageEnglish

CategoryResearch & Report

FormatPDF

Pages32

Reading Time1 h 21 min

AccessFree to download

General Information and Instructions

Foreword

Table of Contents

Statutory Authority

Chapters 119 and 257

Determining Retention Requirements

Scheduling and Disposition of Public Records

Distinguishing Between Different Types of Retention Period Requirements

Archival Value

Electronic Records

Factors That May Influence the Disposition of Records

Reformatting Standards and Requirements

Records Volume Conversion to Cubic Foot Measurements

Records Retention Schedules

Cross-Reference

Alphabetical Listing

Numerical Listing

State of Florida GENERAL RECORDS SCHEDULE GS7 FOR PUBLIC SCHOOLS PRE-K-12 AND ADULT AND CAREER EDUCATION EFFECTIVE: June 2023 Rule 1B-24 .003(1)(f), Florida Administrative Code Florida Department of State Division of Library and Information Services Tallahassee, Florida 850.245.6750 [recmgt@dos.myflorida.com](recmgt@dos.myflorida.com)[ ](recmgt@dos.myflorida.com)[info.florida.gov/records-management/](info.florida.gov/records-management/) GENERAL RECORDS SCHEDULE GENERAL INFORMATION AND INSTRUCTIONS FOREWORD The general records schedules established by the Department of State are intended for use by state, county, city and special district public records custodians. If you are unsure of your organization’s status as a “public agency,” consult your legal counsel and/or the Florida Attorney General’s Office for a legal opinion. The Department of State publishes the following general records schedules: GS1-SL State and Local Government Agencies GS2 Criminal Justice Agencies and District Medical Examiners GS3 Election Records GS4 Public Hospitals, Health Care Facilities and Medical Providers GS5 Public Universities and Colleges GS7 Public Schools Pre-K-12 and Adult and Career Education GS8 Fire Departments GS11 Clerks of Court GS12 Property Appraisers GS13 Tax Collectors GS14 Public Utilities GS15 Public Libraries All Florida public agencies are eligible to use the GS1-SL, which provides retention periods for the most common administrative records , such as routine correspondence and personnel, payroll, financial and legal records. General records schedules GS2 through GS15 are applicable to program records of specific functional areas, such as elections administration, tax collecting or law enforcement, each of which has unique program responsibilities and thus unique records retention requirements. The GS2 through GS15 should be used in conjunction with the GS1-SL to cover as many administrative and program records as possible. The retention periods set forth in the general records schedules are based on federal and state laws and regulations , general administrative practices and fiscal management principles. Please note that these are minimum retention periods; public agencies may retain their records longer at their discretion. In fact, certain accreditation committees may have standards that require longer retention periods. Contact your accrediting organization for more information on their requirements. In addition, federal, state or local laws and regulations regarding recordkeeping and records retention for specific agencies or specific types of records might require a longer retention than indicated in this general schedule. Agencies should be aware of all laws and regulations relating to their records and recordkeeping requirements. However, remember that a public agency is not permitted to reduce the retention periods stated in a general records schedule. For additional information on records retention and disposition, please refer to Managing Florida ’s Public Records handbook , which, along with all Florida general records schedules, is available on the Department of State’s Records Management website at [info.florida.gov/records-management/](info.florida.gov/records-management/) . TABLE OF CONTENTS FOREWORD ................................................................................................................................. i TABLE OF CONTENTS............................................................................................................... ii I. STATUTORY AUTHORITY................................................................................................ iii II. DETERMINING RETENTION REQUIREMENTS .............................................................. iii III. SCHEDULING AND DISPOSITION OF PUBLIC RECORDS ........................................... iv IV. DISTINGUISHING BETWEEN THE DIFFERENT TYPES OF RETENTION PERI

FAQs

What is the purpose of Florida’s General Records Schedule GS7?

It provides retention periods and disposition guidance for public records for public schools Pre-K-12 and Adult and Career Education, helping agencies apply legal and administrative requirements.

Are the retention periods in GS7 minimums or fixed requirements?

The schedule sets minimum retention periods. Agencies may retain records longer at their discretion, including when accreditation standards or specific laws require longer retention.

What laws govern GS7 and the concept of public records?

GS7 is issued under Florida Statutes Chapters 119 and 257, which define public records and custodians and establish the state archives and records information management system.

Sep 15, 2026

Uploaded by Maeve

State of Florida - General Records Schedule GS7 - Public Schools Pre-K-12 and Adult and Career Education - Effective June 2023_Page 1

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