Everything the university community creates – both in hardcopy and/ or electronically, is considered a record. University records are public records and may not be destroyed and/or transferred without an official retention period approved by the University Records Manager. All records must be retained according to a legally approved records retention schedule.
For more information, please visit UF George A. Smathers Libraries – What Is A Public Record?
The State of Florida formally defines a record in Chapter 119.
Below is a list of records requests with information on how to proceed if your department or college were to receive one.
If you are submitting a public records request, please visit the Public Records Request website.
If you receive a subpoena, or for any inquiries or please contact general-counsel@ufl.edu.
Requesting Your Own File:
Do not provide your Social Security Number via email.
Requesting Someone Else’s File:
Some categories of people, including police officers and their spouses, victims of certain crimes, internal audit personnel and guardians ad litem may have additional protection under Florida law for specific personal information. The university generally does not disclose personal information, such as birth certificates and home address for these individuals unless otherwise required by law.
Since the University of Florida is a public institution, we are governed by the State of Florida Statue, Section 119, regarding public records; thus, personnel files are subject to public review.
The staff members from Employment Operations and Records (EOR) serve as record custodians for all employee and faculty personnel files and work closely with the Privacy, General Counsel and News and Public Affairs offices in maintaining and releasing employee information.
In any instance where a person is served a subpoena, notice of deposition, or other legal process that relates to university business, that person shall immediately inform the UF General Counsel.
Contact
Barbara Wood
Email: blwood@ufl.edu
Phone: (352) 392-1358
In order to efficiently collect all needed documents, there are times when EOR will ask campus HR departments to assist in answering a request. Below is a breakdown on how departments can help provide the best service to the requestor.