General Records Schedule GS1-SL for State and Local Government Agencies
COMPLAINTS: CITIZENS/CONSUMERS/EMPLOYEES Item #94
This record series consists of individual complaints received from citizens, consumers or employees. The records provide
name, address, and telephone number of complainant, date of complaint, nature of complaint, to whom referred and date,
action taken, and signature of person taking the action. This series does not include records documenting employee
claims of harassment or discrimination. Do NOT use this item if records document a specific type of complaint covered by
a different retention schedule item. See also “DISCIPLINARY CASE FILES: EMPLOYEES’” and “GRIEVANCE FILES.”
RETENTION: 1 anniversary year after resolved or closed.
COMPREHENSIVE MASTER PLANS: ADOPTED Item #166
This record series consists of adopted original and succeeding plans of local governmental agencies required by the State
of Florida, including, but not limited to, maps, surveys, site plans, and any other material comprising or incorporated into
the adopted comprehensive plan and all associated amendments. The plans may contain elements such as: growth
management, sanitary sewer records, drainage records, future land use records, traffic circulation, economic assumptions,
conservation, housing, recreation and open space, solid waste, electric utilities, potable water, intergovernmental
coordination, mass transit, and all other local government related functions. Refer to Chapter 163, Part II, Florida Statutes,
Growth Policy; County and Municipal Planning; Land Development Regulation. See also “COMPREHENSIVE MASTER
PLANS: ADOPTED (SUPPORTING DOCUMENTS).” These records may have archival value.
RETENTION: Permanent.
COMPREHENSIVE MASTER PLANS: ADOPTED (SUPPORTING DOCUMENTS) Item #174
This record series consists of items used in preparing, but not incorporated into, the adopted original and succeeding
plans of local governmental agencies required by the State of Florida. The supporting documents may include, but are not
limited to, additional maps, surveys, site plans, correspondence, public opinion polls, copies of relevant studies or
analyses, and other materials that support the proposed plan. Refer to Chapter 163, Part II, Florida Statutes, Growth
Policy; County and Municipal Planning; Land Development Regulation. See also “COMPREHENSIVE MASTER PLANS:
ADOPTED.” These records may have archival value.
RETENTION: 5 anniversary years after adopted. Agencies should ensure appropriate preservation of records
determined to have long-term historical value.
COMPUTER LOGS Item #391
This record series consists of firewall logs, system logs, network logs, or other logs used to maintain the integrity and
security of the agency’s computer systems. The logs may record such information as: source and destination Internet
Protocol (IP) addresses; user identification information; files, directories, and data that have been accessed; user rights;
and running applications and databases. Since these logs may play an integral part in prosecution or disciplinary actions,
agencies are responsible for ensuring that internal management policies are in place establishing criteria for which logs or
entries should be retained for further investigation.
RETENTION: 30 days or until review of logs is complete, whichever occurs first.
CONTRACTS/LEASES/AGREEMENTS: CAPITAL IMPROVEMENT/REAL PROPERTY Item #64
This record series consists of legal documents, correspondence, reports, and other records documenting the negotiation,
fulfillment, and termination of capital improvement or real property contracts, leases, or agreements to which the agency is
a party, including contracts, leases, or agreements with architects, engineers, builders, and construction companies.
“Capital Improvements” shall mean improvements to real property (land, buildings, including appurtenances, fixtures and
fixed equipment, structures, etc.) that add to the value and extend the useful life of the property, including construction of
new structures, replacement or rehabilitation of existing structures (e.g., major repairs such as roof replacement), or
removal of closed structures. “Real Property” means land, buildings, and fixtures. The terms “land,” “real estate,” “realty,”
and “real property” may be used interchangeably. See also “CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL
IMPROVEMENT.”
RETENTION: 10 fiscal years after completion or termination of contract/lease/agreement.
CONTRACTS/LEASES/AGREEMENTS: NON-CAPITAL IMPROVEMENT Item #65
This record series consists of legal documents, correspondence, reports, and other records documenting the negotiation,
fulfillment, and termination of contracts, leases, or agreements to which the agency is a party other than those involving
capital improvement/real property. In addition, it includes the various contracts, leases or agreements entered into for
goods and services, such as contracted legal services, the purchase of gas and fuel oil, annual purchases of inventory-
maintained items, and customer/client agreements. See also “CONTRACTS/LEASES/AGREEMENTS: CAPITAL
IMPROVEMENT/REAL PROPERTY” and “BARGAINING RECORDS.”
RETENTION: 5 fiscal years after completion or termination of contract/lease/agreement.
COPYRIGHT RELEASE/AUTHORIZATION DOCUMENTATION Item #337
This record series consists of releases or other documentation authorizing the agency to reproduce, distribute or publish
copyrighted materials, including publication on the Internet. The series includes release/authorization forms,
correspondence, and related documentation.
RETENTION: Permanent.