State Records Center

About the Facility Constructed and designed for records storage Located outside of flood plain with drainage system Fixed shelving bolted to steel reinforced, concrete flooring Intrusion alarms monitored 24 hours a day, including: Door sensors Motion sensors Video surveillance

About the Facility Self-locking exterior and interior doors; security-badge required for access No windows located within storage areas Shipping and receiving area On-site reference area

Fireproof vaults Dry pipe fire protection system monitored 24 hours a day Meets NFPA requirements for a records storage facility Alarm-activated fire doors for containment Storage areas constructed of non-combustible materials and firewalls About the Facility

Services Provided Low-cost storage and management of inactive paper records for state agencies, commissions, local government and universities Low-cost storage and management of security microfilm and microfiche Low-cost storage of electronic media

Total Recall – Inventory Management Instant access to inventory from a Web-based module Searchable data fields Improved access controls Less time spent on research to locate records Automated system with real time updates

Services for Paper Records – New Accessions Agency submits new accession request SRC staff picks up and provides receipt for new boxes within 14 days

Services for Paper Records – Reference and Refile Records requested by 3:00 p.m. will be delivered the following business day before noon Note any special instructions on your order Records are transported in locked, unmarked cargo vans Signed receipt is required and a copy is provided for your records

Services for Paper Records – Reference and Refile SRC staff will pick up and provide receipt within three business days Records are returned to SRC and verified as received immediately upon return Boxes are placed back on shelf and files are replaced in the original container and scanned a second time

Services for Paper Records – Reference and Refile Large volume reference projects Emergency requests for records that are needed immediately Assistance for on-site reference and inventory processes File indexing* Researching files for specific documents* * Fee-based services available upon request

Services for Paper Records – Destruction Create records disposition documents Analyst and archival review; archival appraisal provided if needed Agency approves or disapproves disposal

Services for Paper Records – Destruction Boxes pulled from shelf and placed on pallets Information on box label verified to match disposal document; includes visual marking Any discrepancies require customer resolution Pallets wrapped with shrink wrap to secure Transported in locked and unmarked tractor trailer Shredded and bailed for recycle by vendor

Additional Services for Paper Records Non-SRC disposal* Destruction of paper records stored on agency’s site that have met retention Low-cost standard storage cartons Technical assistance and guidance for large moving projects that involve records Storage available for over-sized boxes – quoted as needed * Fee-based service available upon request

Security Film & Electronic Media Vaults Long-term and permanent security microfilm and microfiche Off-site backups for multiple media types Steel doors with heavy duty plastic to reduce temperature and humidity fluctuation Fireproof Intrusion alarm Separate air control system monitored by SRC staff and supported by diesel powered generator

Security Film Vault Accession, management and disposal of security microfilm/microfiche Reference and re-file services provided Services available statewide Research service for individual records* *Fee-based services available upon request

Electronic Media Vault Customer rents shelf space to manage materials stored Secured access provided to agency-specified personnel 24-hour access in the event of an emergency* Small volume rotation by SRC staff* * Fee-based services available upon request

Electronic Media Vault Multiple container types Shelving can be configured to accommodate containers

Questions Website: info.florida.gov/records-management/state-records-center/info.florida.gov/records-management/state-records-center/ Phone: Delana Johnson – Gerard Clark –

Rick Scott, Governor Ken Detzner, Secretary of State Florida Department of State Division of Library and Information Services