The City of Titusville, Florida / City Clerk's Office / Public Records ManagementPublic Records Management
The City Clerk is recognized by the State of Florida as the official records custodian for the City of Titusville. The City Clerk's Office provides records management services for all City departments (exclusive of law enforcement) by storing inactive records, microfilming certain records, maintaining an inventory of those records, offering prompt retrieval, and destroying records that have met retention requirements.
What are public records?
“…all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency." 119.011(12), F.S.
Who may request to view or copy records held by the City of Titusville?
Chapter 119, Florida Statutes covers public records. This law provides citizens with unparalleled access to the records of government. Section 119.07(1)(a) states: “Every person who has custody of a public record shall permit the record to be inspected and copied by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public records.”
May I inspect all of the records that the City has in its possession?
Not all records are open for inspection. Certain exemptions to the Florida Public Records Law do exist. Section 119.071 lists the general exemptions from inspection or copying of public records. There are over 1,000 exemptions spread throughout the Florida Statutes. Some examples of exemptions are Social Security numbers, medical information, deferred compensation records, surveillance information, and active criminal investigative information. City staff is under no obligation to “create” a record that does not exist or to provide the information in any other format than that in which it exists.
Who provides access to these records?
All departments within the City can assist with public records requests to citizens and outside agencies. The City Clerk’s office manages long-term and archived records.
Does the City have a copy of every record ever produced within?
Not all records are kept permanently. The City of Titusville
as a public agency is governed by the laws of the State of Florida
. The State has established schedules that outline the minimum required retention period for records. The time period required varies from record to record.
Will I be charged for the fulfillment of my request?
There is a charge for copies: $ .15 for single-sided copies and $ .20 for double-sided copies. A CD is $ .25 and a DVD $ .40. In addition, there is a service charge for any “reasonable” time spent over and above 15 minutes to fulfill records requests (the first 15 minutes shall be at no charge). This charge is determined based on the labor cost of the personnel providing the service. A cost estimate may be provided before the request is filled.
May I check a record out?
The City’s copy of a record cannot be borrowed or removed from the premises.
Is it possible to receive my request by email?
In many situations, the record may already exist in an electronic format and can easily be emailed to you.
Who do I contact with my request?
You may contact the department which originates the document (For example: for building permit records, contact the Building Dept.). Requests can be made in person, in writing, or by phone. For requests dealing with Police Department records, you may call 264-7827. Otherwise, for general requests and information, the City Clerk’s office can be contacted at 567-3675.
Are any of the City’s records available via the Internet?
Yes. Records such as City Council agenda packets and minutes, boards and commission files and resolutions and ordinances are available online.