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Public records are defined as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software or other material, regardless of physical form or characteristics or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. It is critical to understand that format, media type, or duplication does not affect the public record status of information created or received by a public agency.
The Public Records Request Administrative Policies and Procedures Manual (100-10) can be found below.
Public records requests can be received through mail, email, walk-in, telephone, or via GovQA in the Customer Service Center online. The law does not require the requester to identify themselves, or put the request in writing.
Departments receiving PRRs will acknowledge and produce the requested records within a “reasonable” amount of time. The requester will be acknowledged by the receiver and/or the PRR system immediately. The easier it is to comply with the request, the shorter the amount of time it should take to produce.
Public Records must be maintained in accordance with the State of Florida General Records Schedule for State and Local Government Agencies. If you have questions about whether or not your boxes are ready to be destroyed and would like to schedule an assessment, contact Courtney McDarby, Enterprise Document Manager: firstname.lastname@example.org or call 727-847-2411 x 7474.
Complete the “Record Disposition Form” and Email this to Courtney McDarby, Enterprise Document Manager: email@example.com or call 727-847-2411 x 7474. If you have questions about whether or not your boxes are ready to be destroyed, contact Courtney to schedule an assessment.
PII, or Personally Identifiable Information, includes personal names, addresses, phone numbers, emails, etc. Consult your Document Management & Governance Team if you are unsure of a document’s exempt or confidential status.
The Pasco County PRR policy is in compliance with Chapter 119 Florida Statutes, Government In The Sunshine Manual, and the Florida State General Records Schedule.
Section 119.07(4), Florida Statutes sets the fees for specific copies. The fees for all other supplies are determined by the actual cost of item. Any record that is already in electronic format and is considered easily accessible should be provided at no cost. Pasco County policy provides as a courtesy the first 15 copies for any letter or legal size document to be provided as at no cost. Section 119.07(3)(d), Florida Statutes allows for labor to be charged if it is extensive in time and effort.
An RMLO is designated by each ACA for each branch and each department as the liaison to the Document Management & Governance Team. RMLO’s are the primary custodian of public records for their branch/department. They are responsible for completing PRR’s, tracking and maintaining public records, abiding by all public record retention policies & procedures, and disposing of public records in accordance with the public record disposition policy.