14. Records Management

In determining the retention requirements of public records, four values must be evaluated to assure that the records will fulfill their reason for creation and maintenance. These are the administrative, legal, fiscal and the historical value. These four values have been considered in depth to determine the retention requirement of the records listed herein. There are two particular financial factors which may impact the retention period of an agency's records.

A. Audits - Audits are the means by which independent auditors examine and express an opinion on financial statements and, as applicable, report on public agencies compliance with laws, regulations, and internal controls.

B. Grants - Any public agency receiving local, state, or federal grant money will need to familiarize themselves with grantor-agency requirements. For additional information on grant-related record keeping, please contact the Division of Contracts and Grants or Records management Offices.

http://www.aa.ufl.edu/aa/records/Basics.htm

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