Retention Schedules by Customer
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1 a Child Support Records Effective Date: 1/1/1900 This record series consists of, but is not limited to, child support lists, weekly child support intercept journal reports, daily child support percentage changes, child support end-of-month reports, daily/weekly update lists, daily/weekly update reject lists, child support appeal documentation, and any pertinent information from other states, agencies or persons. This series is considered vital to the agency. (Original submitted and approved under AWI, S , as schedule 1.1., on 8/12/2003.) 7 Fiscal Year(s) Provided applicable audits have been released. Superseded By: Schedule Number: a as of: 1/1/ a Tax Credit Records: Work Opportunity (Eligible) Effective Date: 10/5/2011 This record series consists of reports, applications for certifications, and supporting documentation relating to the Work Opportunity Tax Credit (WOTC). The retention period is consistent with the requirements cited in the United States Departmentof Labor's Employment and Training Administration Handbook (No. 408, Third Edition, November 2002), P.L E.1.a. This record is considered vital to the agency. (Original submitted and approved under AWI, S , as schedule 2.1, on 8/14/2003.) 4 Calendar Year(s) after certified a Tax Credit Records: Work Opportunity (Denials) This record series consists of reports, denials for certifications, and supporting documentation relating to the Work Opportunity Tax Credit (WOTC). The retention period is consistent with the requirements cited in the United States Department of Labor's Employment and Training Administration Handbook (No. 408, Third Edition, November 2002), P.L E.1.b. This record is considered vital to the agency. (Original submitted and approved under AWI, S , as schedule 3.1., on 8/14/2003.) 1 Calendar Year(s) a Unemployment Compensation Records: Court Decisions This record series consists of court decisions of unemployment compensation claims. This includes unemployment claims, depositions, subpoenas, court rulings on eligibility for unemployment compensation benefits, appeals referee decisions and any other related document associated with unemployment claims filing that is in dispute. Chapter 443, F.S., Unemployment Compensation; Rule 60BB-3, F.A.C., Florida Unemployment Compensation Claims and Benefits. (Original submitted and approved under AWI,S , as schedule 4.1., on 10/13/2005.) a Quality Control Case Files 1
2 This record series consists of Benefit Accuracy Measurement quality control case records. This includes unemployment applications, related claims documents such as payment certifications, fact-finding statements, adjudication decisions, questionnaires completed by claimant/customers, and employer wage record verifications. Also includes monetary determinations, non-monetary determinations, overpayment and underpayment actions, appeal referee decisions, disqualifying income verification, worksearch verification, authorization for release of information, and summary of investigations. Unemployment claims filed by customers are investigated to determine if unemployment benefit payments are properly paid or denied. Chapter 443, F.S., Unemployment Compensation; Rule 60BB-3, F.A.C., Florida Unemployment Compensation Claims and Benefits. (Original submitted and approved under AWI, S , as schedule 5.1., on 10/13/2005.) a Foreclosure Case Files This record series documents proceedings in foreclosure cases in which the Agency is named as a party but plays no active role. The Agency is named in such actions when it has a money judgment or lien against the party upon whose property a foreclosure action has been initiated. The series includes copies of records filed with the Clerk of Court, such as the complaint, the Agency's answer verifying its interest in the subject property, and any pleadings or orders in the case. This series doesnot include records relating to the litigation by which the Agency obtained the money judgment or lien, which are filed and retained as litigation case files, and the lien itself is recorded and retained permanently in the Official Record of the Clerk of Court. (Original submitted and approved under AWI, S , as schedule 8.1., on 10/27/2009.) 60 Day(s) after final disposition of foreclosure case a Alien Labor Certification: H-2A Agricultural Visa Program Wage and Labor Practice Surveys This record series consists of wage and employer labor practices surveys to establish prevailing piece rates, hourly rates, and prevailing labor practices of employers of H-2A workers. H-2A workers are temporary foreign workers who are lawfully present in the United States to perform agricultural labor or services of a temporary or seasonal nature and the H-2A Agricultural Visa Program ensures the workers are offered a full range of employment services. The series may include, but is not limited to, annual plans; survey forms and correspondence; employer responses; worksheets; crop and activity research to establish the basis for the surveys and reports; and ES 232 Domestic Agricultural In-Season Wage Reports and Employer Labor Practices.Records created pursuant to 20 CFR 653 and 655; and U.S. Department of Labor, Employment and Training Administration Handbooks No. 398 and 385. (Original submitted and approved under AWI, S , as schedule 9.1., on 12/10/2009.) a Alien Labor Certification: H-2A Agricultural Visa Program This record series documents the H-2A Temporary or Seasonal Alien Agricultural Worker Visa Program. H-2A workers are temporary foreign workers who are lawfully present in the United States to perform agricultural labor or services of a temporary orseasonal nature and the H-2A Agricultural Visa Program ensures the workers are offered a full range of employment services. The series may include, but is not limited to, employer applications (ETA Form 790, ETA Form 9142 (or equivalent forms), andsupplementary information); program correspondence; housing inspection records; reports of field checks; absconded worker reports; and job orders placed with the agency by other State Workforce Agencies. Records created pursuant to 20 CFR 653, 654 and 655; 29 CFR 501 and ; and U.S. Department of Labor, Employment and Training Administration Handbooks No (Original submitted and approved under AWI, S , as schedule 10.1., on 12/10/2009.) 2
3 a Child Support Records Effective Date: 1/9/2012 This record series documents child support deducted from unemployment compensation claim payments. The series may include, but is not limited to, child support lists, weekly child support intercept journal reports, daily child support percentage changes, child support end-of-month reports, daily/weekly update lists, daily/weekly update reject lists, child support appeal documentation, and any pertinent information from other states, agencies or persons. This schedule supersedes Fiscal Year(s) Provided applicable audits have been released a Community Service Trust Fund Records Applications, contracts, quarterly reports, payment request and miscellaneous supporting documentation. (Original submitted and approved under Department of Community Affairs, S , as schedule 43.1, on 6/21/1983.) 5 Fiscal Year(s) Provided applicable audits have been released a Environmental Land Management Study Records Tapes and copies of ELMS research documents and related correspondence. (Original submitted and approved under Department of Community Affairs, S , as schedule 49.1, on 8/3/1984.) 15 Anniversary Year(s) then offer to Florida State Archives a Evaluation and Appraisal Reports (EARS) The primary purposes of the evaluation and appaisal processare to: assess the extent to which the comprehensive plan adequately describes current conditions within a community: Evaluate the extent to which the comprehensive plan has been implemented(and to identify the reason for the successes or failures experienced during the plan implementation period). (Original submitted and approved under Department of Community Affairs, S , as schedule 79.1, on 10/14/1996.) 10 Fiscal Year(s) a Project Files: Development of Regional Impact Applications for Vested Rights Determinations, Modification of Vested Rights Determinations, Regional Impact Determinations and construction of Developments of Regional Impact and Florida Quality Developments and all of the review notes, and technical data and correspondence relevant to the application. The applicable authority is Chapter F.S. (Original submitted and approved under Department of Community Affairs, S , as schedule 80.1, on 12/18/1996.) Permanent a Comprehensive Plans: Land Use (Proposed and Adopted) Proposed and adopted comprehensive land use plans submitted by local governments as required by Chapter 163, Florida Statutes. Inclusive are goals, objectives and policies, data and analysis and map series related to the local governments land uses.(original submitted and approved under Department of Community Affairs, S , as schedule 114.1, on 9/21/1995.) Permanent 3
4 a Comprehensive Plans: Land Use (Amendments) Proposed and adopted documents amending the local governments comprehensive land use plans submitted by local governments as required by Chapter 163, Florida Statutes. Inclusive are goals, objectives and policies, data and analysis and map series related to the amendments. (Original submitted and approved under Department of Community Affairs, S , as schedule 114.2, on 9/21/1995.) Permanent a Product Approval Records This record series consists of documents evidencing the approval by the State of products for compliance with the Florida Building code for the use in buildings in Florida. (Original submitted and approved under Department of Community Affairs, S , as schedule 115.1, on 8/1/2003.) 20 Anniversary Year(s) a Hazardous Material Reporting Records This record series consists of hazardous material reporting documents created pursuant to ss , F.S., Florida Emergency Planning and Community Right-to-Know Act, and Title 42, Chapter 116, U.S.C., Emergency Planning and Community Right-to-Know Act (EPCRA). This series includes, but is not limited to, Statement of Determination forms, Toxic Release Inventory (TRI) records, Florida State Emergency Response Commission annual registration forms, copies of payments for annual registration fees, correspondence and memoranda, and other supporting documentation. Please refer to Chapter 9G-14, F.A.C. (Original submitted and approved under Department of Community Affairs, S , as schedule 116.1, on 3/7/2006.) 5 Fiscal Year(s) Provided applicable audits have been released a Building Plans: Architectural and Engineering Plans and quality control manuals which are submitted to the Department of Community Affairs pursuant to Chapter 553, Part IV, F.S., and Section 9B-1.009, F.A.C., for approval and certification of compliance with the Department's codes. The plans andmanuals describe the manufacturer's product, specifications, design criteria regarding structural, electrical, plumbing, mechanical, gas, and thermal systems of these buildings. The plans are oversized documents, the manuals are normally 8 1/2 x 11onches and range from 1/8 to 2 inches thick. (Original submitted and approved under Department of Community Affairs, S , as schedule 66.1, on 6/14/1990.) Permanent a Homeowners Association Covenant Revitalization Records Effective Date: 1/30/2012 4
5 This record series consists of homeowners association covenant revitalization documents submitted to the Department of Community Affairs for review. Chapter 720, Florida Statutes, Homeowners' Associations, Part III, Covenant Revitalization, and Section , Florida Statutes, Covenant revitalization, enables communities with governing homeowners associations to revive restrictive covenants that have lapsed. The series may include, but is not limited to, copies of homeowners' associations' declarations of covenants; articles of incorporation and bylaws; legal descriptions of parcels, plats, parcel owner approval records, and other supporting documentation; affidavits; and correspondence. Final determination letters are scheduled as Final Orders. (Original submitted and approved under Department of Community Affairs, S , as schedule 117.1, on 8/26/2010.) 5 Anniversary Year(s) after issuance of letter approving or denying, or 5 anniversary years after appeal process expired, whichever is later a Florida Enterprise Zone Program Files Effective Date: 2/3/2012 This record series consists of application packages and administration files for the Florida Enterprise Zone program. Florida's Enterprise Zone program was created to provide tax incentives and benefits to businesses locating in economically-distressed areas and to encourage the provision of employment for residents of such areas. The series may include, but is not limited to, applications, census data, development plans, measureable goals, and annual reports. Records created pursuant to Section , Florida Statutes, State designation of enterprise zones. 4 Fiscal Year(s) after the Enterprise Zone has expired a Consular Certification Records Effective Date: 3/2/2012 This record series consists of Consular Corps applications for the purpose of obtaining certification to the Florida Consular Corps. Consulars are officials of a foreign government accredited by the U.S. Department of State and authorized to provideassistance on behalf of that government to that government's citizens in another country. The Consular Corps applications serve as an enrollment form and provide the department with the necessary information to create identification cards for certified dignitaries. The information is run through the U.S. Department of State to verify eligibility. Records created pursuant to Section , Florida Statutes, Intergovernmental relations. 0 Day(s) Retain until identification card expires a Entertainment Industry Financial Incentive Program Records: Funded Applications Effective Date: 6/29/2012 This records series includes Entertainment Industry Financial Incentive Program applications and supporting documents submitted to the Governor's Office of Film and Entertainment pursuant to s , F.S., Entertainment industry financial incentive program. This series includes those applications which are approved for funding and any supporting documents. Supporting documents include, but are not limited to, scripts, budgets, audits, receipts, invoices, payroll records, and correspondence. These records may have archival value. (Originally submitted and approved under Governor's Office, S , as schedule 224.1, on 7/31/2008.) 5 Fiscal Year(s) After final payment. Contact the State Archives of Florida for archival review before disposition of records. Provided applicable audits have been released. Archival Value: May have archival value a Entertainment Industry Financial Incentive Program Records: Unfunded Applications Effective Date: 6/29/2012 5
6 This records series includes Entertainment Industry Financial Incentive Program applications and supporting documents submitted to the Governor's Office of Film and Entertainment pursuant to s , F.S., Entertainment industry financial incentive program. This series includes those applications which are not approved for funding and any supporting documents. Supporting documents include, but are not limited to, scripts, budgets, audits, receipts, invoices, payroll records, and correspondence. (Originally submitted and approved under Governor's Office, S , as schedule 225.1, on 7/31/2008.) 1 Anniversary Year(s) after notification of denial a Community Contribution Tax Credit Application Files Effective Date: 3/15/2013 This series documents the Department's review and approval or denial of applications from businesses for tax credits for contributions to approved community projects. Records include tax credit applications indicating the project's sponsor, the project, and the type, value, and purpose of the contribution; written verification from the project sponsor that they received the contribution; and any supporting documentation. Records created pursuant to Sections , Florida Statutes, Communitycontribution tax credit; (5)(p), Community contribution tax credit for donations; and , Community contribution tax credit; authorization; limitations; eligibility and application requirements; administration; definitions; expiration.(originally submitted by Office of Tourism, Trade, and Economic Development and approved as Governor's Office schedule ) 5 Fiscal Year(s) after end of tax year for which application is submitted a Community Contribution Tax Credit Project Proposal Files Effective Date: 3/15/2013 This series documents the Department's review and approval or denial of Community Contribution Tax Credit Program project proposals from community-based organizations. Records include the proposals indicating the sponsor, the project, the area in which the project is located, resolution of the local government unit in which the project is located certifying that the project is consistent with local plans and regulations, and any supporting documentation. Records created pursuant to Sections , Florida Statutes, Community contribution tax credit; (5)(p), Community contribution tax credit for donations; and , Community contribution tax credit; authorization; limitations; eligibility and application requirements; administration; definitions; expiration. (Originally submitted by Office of Tourism, Trade, and Economic Development and approved as Governor's Office schedule ) 5 Fiscal Year(s) after termination of project or denial of proposal a Minority Business Expenditure Reports Effective Date: 4/23/2014 This records series consists of Minority Business Expenditure Reports pulled from the Report Distribution System (RDS) System through Department of Financial Services and submitted to the Office of the Supplier Diversity, Department of Management Services. The reports document how much money is spent with Certified Minority Businesses throughout the State of Florida in an effort to assist minority business enterprises in becoming suppliers of commodities, services, and construction to state government. --- END OF REPORT Fiscal Year(s) 6
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