Skip to main content

Popular Links

  1. Departments
  2. Records Management
  3. Records Archiving

Records Archiving

OCPS Records Management- Archiving Your Records

  • BREAKING NEWS:

The NEW and IMPROVED barcode label is now available!  Please review the instructions on how to fill out a barcode label BEFORE submitting a label. 

Work locations no longer need to purchase archival boxes for records that will be stored at the Records Archive Facility.  After processing your barcode labels, Records Management will forward a box along with the labels.

If you must purchase boxes, please purchase Bankers Box 7243 File Storage

 

The Records Management warehouse is where you can store and dispose of records according to the Florida Department of State General Retention Schedules, the GS1 and GS7. We recommend that you keep records at your work location for 2 fiscal years and then send them to us to archive. 

  • To submit boxes for storage, please utilize the following instructions: 
  1. Fill out the Box Labels form (see link on the right) using the NEW PROCESS here. Note: You will now only have a dropdown list to choose from.  Using these titles ensures OCPS remains compliant with Florida Administrative Code and disposes of records at the proper time. If you don't see a records series in the dropdown that fits the contents, please contact Records Management to assist you.  DO NOT enter a series that is not in the list without speaking to Records Management.  Your labels will be sent back for correction as a result.  
  2. Fill out the Records Transmittal form (see link on the right) if sending student records and attach to the box label form (see How To instructions).
  3. Select whether you need boxes sent back to your work location with the labels (you will receive the same number of boxes as submitted labels. Contact records@ocps.net if the number needed differs)
  4. 'Submit' label form using the submit button on the form.
  5.  Receive and assemble box provided by Records Management.
  6. Affix the sleeve containing the label on the 'handle side' of the box. One label per box only.
  7. Ensure boxes are filled with records to at least 75% capacity.
  8. Contact Distribution Services at DistributionServices@ocps.net to schedule box pick up after the records have been at your location for a minimum of 2 years. Please be sure not to pack shred boxes too full.  Our couriers can have a difficult time lifting and transporting the heavy boxes.

Contact Information records@ocps.net

407-317-3961
Fax: 407-317-3703

    • GS1 Retention Schedule (Local and State Governments)
    • GS7 Retention Schedule (Public Schools)

    • Records Archival Tip Sheet

    Use this guide to assist in archiving your school or work location's records.

    • GS1 Most Commonly Used Items

    Item descriptions for local and state government records (Budget, Personnel, Payroll, Correspondence, etc.)

    • GS7 Most Commonly Used Items

    Item descriptions for public school records (Clinic records, cumulative records, Food Service records, FTE, etc)

    • How To: Fill out a Box Label Form

    Click above to learn the new process for filling out the Box Label Form with an example!

    • Managing Florida's Public Records

    Click the above to see the most recent publication from the Department of State Bureau of Archives and Records Management on public records.

    • Boxed Records

    Transmittal Use this form to record the student names in Cumulative Folder boxes

    ***Please read the "How To" instructions prior to filling out this form.***
    Use this form to enter the contents of your boxes in conjunction with the General Retention Schedules

    • District Records Archival Handbook

    Request Archived Box Use this form to request a box currently stored in records warehouse

    • EHB Data and Records Retention

    The School Board policy on records archival