Electronic Records

An electronic record is any information that is created or maintained in an electronic format.

Records retention schedules apply to records regardless of their physical format. Records created or maintained in electronic format must be retained in accordance with the minimum retention requirements presented in the General Records Schedules. Printouts of standard correspondence in text or word processing files are acceptable in the place of the electronic files. Printouts of electronic communications (email, instant messaging, text messaging, multimedia messaging, chat messaging, social networking messages, etc.) are acceptable in place of the electronic files, provided that the printed version contains all date/time stamps and routing information.

Electronic records include numeric, graphic, audio, video and textual information which is recorded or transmitted in an analog or digital format such as electronic spreadsheets, word processing files, databases, email, instant messages, scanned images, digital photographs and multimedia files. Electronic records that meet the definition of a public record must be managed and made available according to applicable laws and rules.

Remember, it is the content, not the format, that is the record.

For more information about electronic records, contact the FSCJ Office of Records Management or consult the State of Florida's Electronic Records and Records Management Practices.

Point of Contact

Catherine Hodges
Records Management Program Coordinator and Records Management Liaison Officer

Office of Records Management
Florida State College at Jacksonville
501 West State St.
Jacksonville, FL 32202
Phone: (904) 632-3196
Email 

FOR TRANSCRIPTS OR STUDENT RECORDS, PLEASE CONTACT STUDENT SERVICES OR CALL (904) 646-2300.

Recommended Links

• Board Rules
• Public Records Request