Clerk’s Records Management
The Public Records Laws of the State of Florida require all public agencies / officials to establish and maintain a Records Management program. This means that all public records must be retained and protected until they have satisfied the retention requirements established by the State Bureau of Archives and Records Management and have been properly disposed of. Schedules are developed authorizing retention period and disposition of all records regardless of media or format.
The Clerk of the Court and Comptroller of Miami-Dade County is committed to maintaining a comprehensive Records Management program in order to ensure that public records, regardless of format, are created, stored, and disposed of in a manner that is economical, effective and serves the goal of public accountability.
The Clerk’s Records Management Department is responsible for providing professional assistance throughout the life cycle of a record and ensures that each department complies with records disposition laws, rules, and procedures. The Records Center acts as an offsite storage facility for Clerk departments, agencies under the Board of County Commissioners, and other independent government agencies.
The Departments of Records Management assists departments and independent agencies with their destruction needs, provides document imaging services, certifies departments in their incorporation of electronic content or document management systems, provides consultation and training on a department’s record management needs, and oversees the public record requests received for the various Clerk departments.
Services Offered by the Clerk’s Records Management Department:
Record Storage
The Department of Records Management maintains two storage facilities within Miami-Dade County, located in Doral and downtown Miami. Our storage services are available to the Clerk of the Court and Comptroller, participating BCC departments, and other independent government agencies. Requests to store are facilitated and approved through our Record Center Inventory System (RCIS). While we make every effort to conveniently store records near their department, we also consider the activity status of these records when determining which facility is optimal for their storage needs.
Retrieval and Delivery
Records Management provides retrieval and delivery services when requested. Our Record Center Inventory System allows departments to request records previously stored in our facilities to be retrieved and either delivered to their location or available to view at our location. Retrieval and delivery of requested files are completed according to the time the request is received. Retrieval requests received before 9:30am are delivered within the same day, while all others are delivered on the following morning.
Destruction of Records
Records Management is available to meet with participating departments to review document retention requirements and ensure that the department complies with the State of Florida General Retention Schedules and Rules of Judicial Administration. The Clerk’s Record Center not only provides quarterly scheduled disposition services for records that have satisfied their State retention requirement but is capable of assisting participating departments with their destruction needs by offering two methods of destruction services: recycling and shredding.
Imaging
Records Management provides document imaging services for the Clerk of the Court and Comptroller, participating BCC departments, and other independent government agencies.
Certification of ECM or EDM Systems
Records Management assists departments that would like to implement an Electronic Content or Document Management System in becoming certified as compliant with Florida’s record keeping regulations.
Consultation and Training
Records Management provides professional assistance in file analysis to ensure that records are properly stored, maintained, and disposed of. Our staff is available to visit your office in order to discuss your record management needs and your storage requirements as well as train your staff on how to use our Records Center Inventory System (RCIS).
Archives
The Department of Records Management has established an Archives Unit that will identify, preserve, and protect all records of historical value pertaining to the establishment and continual operations of the 11th Judicial Circuit Court, the election or appointment of its Clerks, Judges, the Board of County Commissioners, the Clerk of the Board, other governing Boards, and memorabilia as deemed necessary or significant by the judiciary or the Director of Records Management.
Below is the Fee Schedule for the Services Offered by the Clerk’s Records Management Department
| Service Provided | Service Includes | Service Fee |
|---|---|---|
| Records Storage | The initial pick-up of records, the maintenance of those records, pulling records requested, re-filing the records, and the disposal of those records when they have met retention. (Note: The destruction method included is recycling, not shredding) | $0.84 / box a month |
| Shredding Service | Shredding documents that are stored with Records Management | $3.00 / box |
| Request to Review Records | Pulling a request for a County Department or Independent Government Agency to review their records at our location. | $1.00 / box pulled |
| Record Search | Assisting a Department in locating a record that incorrectly reflected an isle and box number. | $2.00 / box searched |
| Pick-up & Destruction | Picking-up records held by the Department and destroying them either by recycling or shredding them. | Recycling – $3.00 / box Shredding – $5.00 / box |
| Imaging Service | Providing certified scanned documents (prepping, scanning, and quality assurance). | $0.063 / image |
If you have questions, please call (305) 593-1352.
DISCLAIMER
Forms listed on this site are for reference only. The Clerk of the Court and Comptroller does not warrant, guarantee, or advise the use of these forms for any specific purpose. Nor are they intended to serve as legal advice and do not substitute for competent legal counsel or direct legal research. Individuals using these forms do so at their own risk and are strongly encouraged to seek legal advice from a qualified attorney to ensure their rights and interests are adequately protected.
Additionally, the Clerk of the Court and Comptroller cannot provide legal counsel or assistance in completing these forms. As many of these forms are created by entities outside our control, some forms may be outdated. Many forms are controlled by the judiciary, legislature, or agencies at the level they are intended to be filed or above. Please refer to appropriate Florida Statutes, Florida Rules, Administrative Orders, and Local Rules and Practices for additional information.
