Keeping Records
Record Retention
The duration for which a university record must be retained depends on its content and the state’s record retention schedules. Additional factors, such as ongoing audits, lawsuits, active use or pending public record requests, may also influence the retention period. The process can become quite complex.
For a comprehensive overview of common records schedules, please visit UF Records Management Retention Schedules webpage.
For guidance on proper record retention practices, please contact the University Records Manager at lib-recordmanagement@uflib.ufl.edu. You can also consult the Records Management website or take the UF Records Management Training course in myTraining.
If you are new to UF, seek advice on the types of records you routinely handle and the retention requirements specific to your role. While you don’t need to know the retention periods for every type of document, it is crucial to understand the rules for those you manage, including when and how they can be discarded. Once you know the expectations for your work-related records, ensure you comply with them.
Audio Recordings
If you believe there is a legitimate business need to record a conversation, consult with your supervisor or contact UFHR Employee Relations at (352) 392-1072 or EmployeeRelations@hr.ufl.edu. We aim to ensure compliance with the law and protect your rights.
Secretly recording conversations is illegal in Florida, a two-party consent state, meaning all parties involved in the communication must be aware of and consent to the recording. Unauthorized recordings could result in criminal charges. Exceptions exist, such as public meetings, where recordings are generally allowed. Additionally, UF Regulation 1.006, Invasion of Privacy, sets forth university guidelines on recordings.
If you believe there is a legitimate business need to record a conversation, contact UFHR Employee Relations at (352) 392-1072 or EmployeeRelations@hr.ufl.edu. We aim to ensure compliance with the law and to protect your rights.