Chapter 124 - PUBLIC RECORDS

Sec. 123.208. - Costs for extraordinary services. Chapter 126 - PROCUREMENT CODE Chapter 124 - PUBLIC RECORDS[1]

Footnotes: --- (1) ---

Cross reference— Legislation and legislative records, Ch. 3.

State Law reference— Public records, F.S. Ch. 119.

State rule reference—Public records, F.A.C. Ch. 1B-24 et seq.

PART 1. - DISTRIBUTION AND SALE OF DOCUMENTS

Sec. 124.101. - Copies of Council documents.

The Council Secretary shall charge and collect such fees for copies of documents, reproduction and access services and certification of documents in the possession of the Council Secretary as set forth and permitted by F.S. §§ 119.07 and 119.085, as it may be amended from time to time, or pursuant to any other fee as may be prescribed by State law.

(Ord. 70-650-526; Ord. 71-397-181; Ord. 74-638-295, § 1; Ord. 83-591-400, § 1; Ord. 94-1169-650, § 1)

Note— Former § 122.101.

Sec. 124.102. - Reserved.

Editor's note— The provisions of former § 124.102, relative to property ownership maps, were deleted as part of the Super Supplement to the Code. Former § 124.102 derived from Ord. 74-1134-442, § 1; Ord. 74-1230-501, § 1; Ord. 83-591-400, § 1.

Note— Former § 122.104.

Sec. 124.103. - Fee schedule for Medical Examiner services and records.

The Fee Schedule, and any changes thereto, for the Medical Examiner Services shall require approval by City Council and once approved, shall be placed on file with the Jacksonville City Council, Division of Legislative Services.

(Ord. 75-294-123, § 1; Ord. 83-591-400, § 1; Ord. 2005-807-E, § 10.7; Ord. 2008-703-E, § 1; Ord. 2008-703-E, § 1)

Note— Former § 122.105.

Sec. 124.104. - Sale of City telephone directories.

The Tax Collector is authorized to sell to the public copies of the telephone directory published by the City at a price of $1 a copy and to account for his sales, the proceeds from which shall be deposited in the General Fund-General Services District.

(Ord. 75-461-215, § 1; Ord. 83-591-400, § 1)

Note— Former § 122.106.

Sec. 124.105. - Recycling program.

The Chief of Procurement is authorized and directed to establish a program for the recycling of the paper and paper products used in the production and storage of public documents, whenever they have accumulated in the agencies and are no longer necessary for the public business. The Chief of Procurement may make suitable arrangements for the disposal of the paper and paper products and glass, aluminum and other material turned over to the recycling program and the receipts from the sale of these items shall be deposited in the Keep Jacksonville Beautiful Trust Fund.

(Ord. 83-591-400, § 1; Ord. 85-1327-691, § 1; Ord. 88-157-94, § 1)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Sec. 124.106. - Reserved.

Editor's note— The provisions of former § 124.106, relative to statements of cost and purpose for public documents, were deleted as part of the Super Supplement to the Code. Former § 124.106 derived from Ord. 83-591-400, § 1.

Sec. 124.107. - Public documents: purging of publication mailing lists; copies to Council Library.

(a)

Every unit of government shall, in the first quarter of each odd-numbered calendar year, audit and purge its publication mailing lists, if it maintains one or more such lists. To the greatest extent possible, each agency shall maintain the minimum number of mailing lists consonant with the performance of its responsibilities and shall exert every effort to prevent the mailing of multiple copies of the same publication to the same addressee.

(b)

Every unit of government shall provide each addressee the following form in the first quarter of each odd-numbered year:

(Name of publication)

Do you wish to continue receiving this publication?

Yes □  No □

Should your response to this survey not be received by April 30 next, your name will be automatically withdrawn from our mailing list.

Those addressees who respond shall be either maintained or removed from the mailing list in accordance with the response. Those addressees not responding by April 30 of the odd-numbered year shall be removed from the mailing list forthwith. Agencies are prohibited from supplying addressees with postpaid response forms.

(c)

At the time of publication, or as soon thereafter as practicable, each unit of government shall forward one copy of each of its publications to the Council Library.

(Ord. 83-591-400, § 1)

Sec. 124.108. - Maps, plats, manuals, books and real estate records.

The Director of Public Works shall charge and collect the fees listed below for the indicated real estate documents. The fees listed below can be found electronically on the following City of Jacksonville webpage: www.coj.net/fees.

(a)

Plats

(b)

Maps

(c)

Land Development Procedures Manual

(d)

City Standard Detail Manual

(e)

City Standard Specifications Manual

(f)

Street Code Listing Book

(g)

Other real estate documents 8½ × 11 or smaller

(h)

Other real estate documents larger than 8½ × 11

These documents shall be reproduced on paper for the stated charges. Funds collected shall be accounted for and paid over to the Tax Collector daily for deposit into the General Fund.

(Ord. 84-762-463, § 1; Ord. 2010-216-E, § 3; Ord. 2017-665-E, § 7; Ord. 2025-31-E, § 1)

PART 2. - RECORDS RETENTION AND DISPOSITION

Sec. 124.201. - Public records required to be retained.

Public records, as that term is defined in F.S. § 119.011(1), in the custody of an officer or employee of the City shall be securely retained by the custodian thereof unless and until their disposition is authorized pursuant to the provisions of this Part. No officer or employee of the City shall alter or destroy a public record except in accordance with the requirements of this Part and an approved record retention and disposition schedule promulgated by the Mayor or, in the case of the Office of the Sheriff, approved by the State. It shall be unlawful and a class C offense for a person wilfully or negligently to violate this Section.

(Ord. 82-226-158, § 1; Ord. 83-591-400, § 1)

Note— Former § 122.201.

Sec. 124.202. - Information Technology Division to be responsible for records administration.

The Information Technology Division shall have the following duties and responsibilities with respect to records administration:

(a)

Administer the provisions of this Part.

(b)

Organize and administer the City Records Center, including the City archives.

(c)

Establish and administer a records management program directed to the application of efficient and economical management methods relating to the creation, utilization, maintenance, retention, preservation and disposal of records.

(d)

Analyze, develop, establish and coordinate standards, procedures and techniques of record-making and recordkeeping.

(e)

Provide a centralized program of microfilming for the benefit of all City agencies.

(f)

Preserve and administer such records as shall be transferred to its care, accept, arrange and preserve them according to approved record storage practices and permit them, at reasonable times and under the supervision of the Division, to be inspected, examined and copied; provided, that a record placed in the keeping of the Division under special terms and conditions restricting its use shall be made accessible only in accordance with these terms and conditions.

(g)

Institute and maintain a training and information program in all phases of archives and records management to bring to the attention of City agencies approved and current practices, methods, procedures and devices for the efficient and economical management of records.

(h)

Make continuous surveys of recordkeeping operations.

(i)

Recommend improvements in current record management practices, including the use of space, equipment, supplies and personnel, in creating, maintaining and servicing records.

(j)

Establish and maintain a program in cooperation with each City agency for the selection and preservation of records considered essential to the operation of government and to the protection of the rights and privileges of citizens.

(k)

Insure the maintenance and security of records which are deemed appropriate for preservation.

(l)

Establish safeguards against unauthorized or unlawful removal or loss of records and initiate appropriate action to recover records removed unlawfully or without authorization.

(Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Note— Former § 122.202.

Sec. 124.203. - Cooperation with Department of State.

The Information Technology Division shall cooperate with the State Department of State under the provisions of F.S. Ch. 267 as the representative of the City with respect to records management, preservation of records and transfer of City records to the State records center and Florida State Archives. The Mayor, by executive order, shall prescribe and direct the manner and method by which this cooperation will be undertaken. This Section shall not apply to the Office of the Sheriff as long as the Sheriff and the State Department of State are cooperating under the provisions of F.S. Ch. 267 with respect to the records under the control of the Sheriff.

(Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Note— Former § 122.203.

Sec. 124.204. - Record retention and disposal schedules; authorization to execute schedules.

The Information Technology Division is directed to create, in coordination with the State Department of State, appropriate schedules for the retention and disposition of the records created and maintained by City agencies and to modify the schedules from time to time as necessary. The schedule may provide for temporary, long-term or permanent retention of the records listed thereon; for microfilming of the records or any part thereof; for transfer of the records to the City Records Center, to the State records center or to the Florida State Archives; and for physical destruction or other disposal of the records. Upon approval of a schedule or a modification thereof by executive order of the Mayor, the schedule shall be effective and shall be executed by the Department and the City agency for which it was created or modified. This Section shall not apply to the Office of the Sheriff, except that the Sheriff shall file with the Department a copy of each retention and disposal schedule approved by the State Department of State (and changes thereto approved by the state) for his office.

(Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Note— Former § 122.204.

Sec. 124.205. - City Records Center; transfer of records from City agencies.

(a)

The Information Technology Division is authorized to operate a City Records Center, which may include one or more separate areas, in which records transferred to it by other City agencies shall be retained according to the schedule for the records. Title to a record retained in the Records Center shall remain in the City agency transferring the record to the Center as long as the record remains in the Center, unless the record retention and disposal schedule applicable to the record provides for a subsequent transfer of the title. Records transferred to the Records Center shall be held by the Division therein for such time as, in its judgment, retention is deemed necessary. At such time as is established by the Division, records determined by the Division to have historical or other value warranting continued preservation shall be transferred to the Florida State Archives. Title to a record transferred to the Florida State Archives shall be transferred to the Division at a time prior to the transfer to the Archives deemed necessary by the Division.

(b)

A City agency is authorized and empowered to transfer to the Information Technology Division a record no longer in current official use and the Division, in its discretion, is authorized to accept the record. If a record is so accepted, the Division shall provide for its administration and preservation or disposition as provided in this Part and, upon acceptance, the Director of Information Technology/Chief Information Officer shall be considered the legal custodian of the record. The Division may make certified copies of a record transferred to it and a certificate, signed by the Director of Information Technology/Chief Information Officer, shall have the same force and effect as if made by the City agency from which the record was received. The Division may charge a reasonable fee for this service.

(Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Note— Former § 122.205.

Sec. 124.206. - City archives.

The Information Technology Division is authorized and directed to establish, as a part of the City Records Center, the City archives in a suitable location, with appropriate security and administration. There shall be permanently preserved in the City archives those public records and other papers that have been determined by the Division to have sufficient historical or other value to warrant their continued preservation by the City and have been accepted by the Division for deposit therein in its custody. Once accepted by the Division for inclusion in the City archives, a public record or other paper shall be removed from a record retention and disposition schedule previously prepared for it and it shall not be permanently removed from the City archives nor destroyed without the approval of the Council.

(Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Note— Former § 122.206.

Sec. 124.207. - Destruction and disposition of records.

No public record shall be destroyed or disposed of by a City agency unless approval of the Information Technology Division is first obtained. The Division shall adopt reasonable rules, not inconsistent with this Part and the rules of the State Department of State, which shall be binding on City agencies, relating to the destruction and disposal of records. This Section shall not apply to the Office of the Sheriff as long as the destruction and disposal of records in the custody of the Sheriff is approved by the State Department of State.

(Ord. 82-226-158, § 1; Ord. 83-591-400, § 1; Ord. 83-866-479, § 2; Ord. 2011-732-E)

Editor's note— Ordinance 2007-839-E, § 18, authorized updated department/division names pursuant to reorganization.

Note— Former § 122.207.

Sec. 123.208. - Costs for extraordinary services. Chapter 126 - PROCUREMENT CODE