NOTICE OF PROPOSED RULE
SCHOOL BOARD OF SARASOTA COUNTY, FLORIDA
RULE NO.: 8.80 RULE TITLE: Records Retention and Disposal
PURPOSE AND EFFECT: To modify the existing policy and to update procedures relating to retention and disposal of public records.
SUMMARY: These revisions align the policy with current practices for retention and disposal of records.
SUMMARY OF STATEMENT OF ESTIMATED REGULATORY COSTS AND LEGISLATIVE RATIFICATION:
The School Board has determined that this rule will not have an adverse impact on small business or likely increase directly or indirectly regulatory costs in excess of $200,000 in the aggregate within one year after the implementation of the rule. A SERC has not been prepared by the agency.
The Agency has determined that the proposed rule is not expected to require legislative ratification based on the statement of estimated regulatory costs or if no SERC is required, the information expressly relied upon and described herein: No SERC is required at this time by FS 120.54 or FS 120.541. In the event a SERC becomes required, the School Board of Sarasota County, Florida will promptly prepare one.
Any person who wishes to provide information regarding the statement of estimated regulatory costs, or to provide a proposal for a lower cost regulatory alternative must do so in writing within 21 days of this notice.
RULEMAKING AUTHORITY: 1001.41(2), 1001.43(4), Fla. Stat.
LAW IMPLEMENTED: Sections 119.01, 120.53, 257.36, 1001.42(13), 1001.52, F.S., Rule 1B-24.003 and Rule 1B-26.003 F.A.C.
IF REQUESTED WITHIN 21 DAYS OF THE DATE OF THIS NOTICE, A HEARING WILL BE SCHEDULED AND ANNOUNCED IN CONFORMANCE WITH FS 120.54(3) AND 120.81(1)(d).
THE PERSON TO BE CONTACTED REGARDING THE PROPOSED RULE IS: Chris Parenteau, Supervisor, Government Affairs, Sarasota County Schools. 1960 Landings Blvd, Sarasota, FL, 34231. 941.927.9000
THE FULL TEXT OF THE PROPOSED RULE IS:
I. The School Board shall establish and maintain a system for the retention and destruction of district school records in order to reduce the space required for record storage and to permit the Superintendent to administer the affairs of the district more efficiently.
II. Pursuant to public records laws and rules of the Florida Department of State, the Superintendent shall, via the Records Management Liaison Officer (RMLO), follow the records retention schedules established by the Florida Department of State for each records series or type of record.
III. Records which are designated as permanent in Florida Statutes, and by the Florida Department of State Division of Library and Information Services Records Management and those selected by the School Board, Superintendent, or RMLO as having permanent value, may be destroyed after being photographed, imaged, or reproduced, provided applicable audits have been completed for the period covering the dates of said records. Documents, in the form of film, electronic media, or prints made in compliance with this rule, shall have the same force and effect as the originals and shall be treated as originals for the purpose of admissibility in evidence.
IV. After complying with the provisions of Florida Statutes, the Superintendent or his/her designee is authorized, at his/her discretion, to destroy records, papers, and documents pursuant to the retention schedule approved by the Division of Library and Information Services, provided such records do not serve as an agreement or understanding or have value as permanent records.
STATUTORY AUTHORITY: 1001.42, 1001.51, 1001.52 F.S.
LAW(S) IMPLEMENTED: 119.01, 120.53, 257.36, F.S.
Rule 1B-24.003 and Rule 1B-26.003 F.A.C.
HISTORY: ADOPTED: 08/21/01
REVISION DATE(S): 9/20/05, 11/06/18, 09/2025 FORMERLY: 2.121, 6.212
NOTES:
Refer To: Records and Forms Management Manual
NAME OF PERSON ORIGINATING PROPOSED RULE: Chris Parenteau, Supervisor, Government Affairs in conjunction with Superintendent of Schools Terry Connor.
NAME OF AGENCY HEAD WHO APPROVED THE PROPOSED RULE: The School Board of Sarasota County, Florida
DATE PROPOSED RULE APPROVED BY AGENCY HEAD: Approved for advertising on October 21, 2025. Final approval by School Board of Sarasota County, Florida is to be determined.
DATE NOTICE OF PROPOSED RULE DEVELOPMENT PUBLISHED IN ACCORDANCE WITH FS 120.81(1)(d): September 23, 2025.
