Memorandum Date' August 21 2012 To: Honorable Chairman Joe A. Martinez and Members, Board of County Commissioners From: Carlos A. Gimenez Mayor Subject: Public Records Website Expangsion Plan A County Public Records Website Expansion Plan (Plan) has been developed by the information and Technology Department in coordination with other stakeholders to increase the availability of public records on the County's website. As directed by Resolution R--56--'l2 adopted by the Board of County Commissioners (Board) on January 24, 2012, we have developed a more comprehensive open government transparency portal, which will be launched this month. The Plan also includes future phases, to be implemented once resources are identified, to further efforts to make County information accessible to our residents. Background In developing the Plan, the posting of numerous sources of public information were analyzed. The Plan has been divided into three phases: Phase 1 is comprised of the redesign of the County's transparency website to develop a more comprehensive open government transparency portal; In Phase 2 includes implementation of the new Enterprise Content Management system and capabmfles;and - Phase 3 encompasses the establishment and implementation of business processes to increase the automated posting of public records on the County's portal. Phase 1 The County's web portal, currently offers a considerable amount of public records and transparency information on various pages. In order to improve access to this information, a new "Open Government" website will replace the existing Financial Transparency website. The launch and promotion of this portal is planned for August 2012. The new site also contains employee salaries as directed by R-31542 as well as all of the existing information on the Financial Transparency website. Phase 2 The next phase of the Plan details the implementation of the new Enterprise Content Management System. This technology provides the ability to better manage the County's electronic records by: 1) capturing and indexing information in a digital manner', 2) facilitating search capabilities, in accordance with retention requirements; and 3) archiving County policies in a single and secure system of record. Full implementation of the new system, which includes transferring over 50 million electronic County documents stored in older technology, will be completed as resources are identified. As the County implements the new technology, expansion of the "Open Government" website will include the posting of public records requests received through the Mayor's Office (media requests), in addition to documents routed through the Mayor's Office for signature. Phase 3 The final phase of the Plan establishes the automated processes to review County records prior to posting online. Based on pre-defined business rules, certain information will flow to the website or remain secured within the system. Honorable Chairman Joe A. Martinez, and Members, Board of County Commissioners Page 2 However, certain information not automatically posted will require review by staff to determine its eligibility for placement on the website. A committee will be established to determine what records should be posted online. This committee, to be called the Public Information Committee, will be chaired by a representative from the Office of the Mayor, and I propose the inclusion of representatives from the County Attorney's Office, Clerk of Courts, and the public safety, technology, and communication departments. The committee will engage departmental experts to review subject information as needed on a case by case basis. The goal to increase County government transparency and the trust of our residents is one shared by all. The Board will be kept apprised of the progress of this implementation as well as the expansion of the "Open Government" website. If you have questions, please contact Deputy Mayor Edward Marquez at 305-375-1451. Attachment c. Honorable Harvey Ruvin, Clerk of the Court Robert A. Cuevas, Jr., County Attorney Office of the Mayor Senior Staff Department Directors Charles Anderson, Commission Auditor COUNTY Public Records Website Expansion Plan Public Records -- Website Expansion Plan 1 Contents Introduction.................................................................................................................................................................. 3 Resolution Objectives ................................................................................................................................................... 3 Resolution Constraints ................................................................................................................................................. 4 Considerations .............................................................................................................................................................. 4 Findings ........................................................................................................................................................................ 5 Approach .................................................................................................................................................................... 12 Phase 1 ................................................................................................................................................................... 12 Phase 2 ................................................................................................................................................................... 16 Phase 3 ................................................................................................................................................................... 18 Summary of Recommendations ................................................................................................................................. 20 Fiscal Impact . ............................................................................................................................................................. 21 Appendix A – Resolution R-56-12 ............................................................................................................................... 22 Appendix B – Resolution R-952-10 ............................................................................................................................. 26 Appendix C – Resolution R-316-12 ............................................................................................................................. 30 Appendix D – Table of Currently Available County Website Information ................................................................. 33 Appendix E – Mayor’s Office Media Request Log ...................................................................................................... 39 Appendix F – Administrative Order 4-48 .................................................................................................................... 40 Appendix G – Retention of Electronic Records Policy ................................................................................................ 45 Appendix H – Social Media Policy .............................................................................................................................. 46 Appendix I – Table of Documents Currently Stored in Repository ............................................................................ 47 Public Records – Website Expansion Plan 2 Introduction On January 24, 2012, the Miami-Dade County Board of County Commissioners (Board) adopted Resolution No.56-12 (Appendix A) directing the County Mayor or County Mayor’s designee to prepare a plan to expand County public records information posted on the Internet via the County’s portal, miamidade.gov. The resolution states that records should be made easily accessible to the public for review and use. The plan outlined in this document will discuss a phased approach that meets the objectives defined in the aforementioned resolution. Previous resolutions, as well as government trends on federal, state and local levels, have been considered and addressed in the preparation of this plan. This includes adopted Resolution R-56-12 as stated above; Resolution R-952-10 (Appendix B), approved by the Board on September 21, 2010, requiring the posting of the County’s Financial Records Online, currently posted on the County’s Financial Transparency website and Resolution R-316-12 (Appendix C), recently adopted on April 3, 2012, directing the “County Mayor or County Mayor’s designee to prepare a printed report containing the names, positions and salaries of all Miami-Dade County employees, to update such report annually, and to maintain a copy of the most recent such report at all Miami-Dade County Regional Libraries.” Resolution Objectives  Utilize the County’s Internet resources to further the goals of transparency and trust in government by increasing public records on the County’s portal.  Prepare a plan to increase the extent of available information, and facilitate easy access to all public records information via the Web.  Conduct a review of public records currently available on the County’s website.  Identify additional categories of public records information that should be posted on the Internet.  Establish a timetable and budget for the implementation of the plan.  Provide future alternatives to automatically post all public records information online. Public Records – Website Expansion Plan 3 Resolution Constraints  In preparing and implementing this plan, the Mayor or designee will take all steps necessary to ensure that no information exempted from the Public Records law is posted on the County’s website and that information deemed confidential by state or federal law shall be exempted from disclosure.  The Mayor or designee will develop a process to weigh whether certain information, although not deemed confidential under state or federal law, should not be posted because the potential dangers that the information could be used to steal the identity of a private citizen or County employee outweigh the benefits of posting the information on the Web. Considerations  The expanse of government public information is exceedingly voluminous and must be presented in a format that is easily usable by Miami-Dade County’s website visitors.  The County’s website must adhere to Federal, State Statues, County Code, internal Administrative Orders and policies, and must display content in a secure manner. Public Records – Website Expansion Plan 4 Findings There are numerous sources of public information comprising various types and formats. Public records come in the form of paper, digital files such as data files, recordings, emails, electronic calendars, video and other electronic media. All of this information is considered “content.” Requests for information are made to the Mayor’s Office, the Board of County Commissioners, County departments, 3-1-1 and solicited through the County’s Public Access site in addition to the “Contact Us” webmaster services throughout the County’s website, miamidade.gov. Requests are typically handled independently by each agency. The chart below shows typical types of data requested in legal proceedings. As an example, in 80% of the occurrences, emails are requested while 60% of the time office documents such as memos and contracts are requested. Email (and attachments) General office productivity… Database records Invoices and other customer records Financial statements Phone call recordings & other… Digital images Instant messages Video files Other 0% 80% 5% 60% 49% 41% 36% Laptops 29% Desktops 25% File Server 21% 16% Email Server 20% 40% 60% 80% 100% During the preparation of this plan, the feasibility and value of adding various types of information to the County’s website was considered. This document describes findings for email, social media (such as Facebook), employee salaries, financial and procurement records, and documents stored in the County’s Enterprise Content Management technology. Although public records law includes text messages, voice messages, video files and phone calls, it is not practical for the County to capture these types of files at this time and therefore are not being considered as part of this plan. Public Records – Website Expansion Plan 5 Information Currently available on the County’s Website Although not accessible from a single page, considerable information is presently made available through the County’s portal via miamidade.gov, which serves residents and businesses on a 24/7 basis. Information is accessible through online services in the form of webcasts, images or documents and searchable systems that offer varied information including County news, business opportunities, events and more. In some cases, information is live and updated as business processes take place throughout the County. In other instances, information is made available in a more static manner. Static offerings include documents displayed in Portable Document Format (PDF), a global standard for capturing, sharing and reviewing information. Although a wide spectrum of information is available on the portal, due to the current state of the information which is stored in multiple formats and platforms across the County, the organization and management of the information as well as the availability and accessibility of it can be enhanced. Appendix D provides an inventory of public records currently available on the County’s portal. Review of Current Media Requests In an effort to identify additional categories of public records information that could be posted on the Internet, the Mayor’s Office of Communications’ media request logs for the past five years were reviewed. On average, approximately 100 media requests are received on a monthly basis, generally related to specific “hot” issues that comprise the latest news. Also, it was found that within the 100 average media requests a month, the same request is duplicated across the different media outlets. Examples of “hot topics” have included the Marlins Stadium, Wackenhut Security Lawsuit, FPL’s Proposed Corridors, Digital Billboards, the Port of Miami Tunnel and, most recently, the County vehicles at the Earlington Heights garage. Recurring requests are also received during budget time related to personnel and service cuts. A sample of the Mayor’s Office monthly public records requests is included in Appendix E. Each media request is handled by a Communications Media Relations Specialist on a case-by-case basis. These individuals communicate with the appropriate County departments and/or agencies needed to fulfill the public records requests in a timely manner. Depending on the staff hours required to assemble the information, departments may elect to assess fees or charges in accordance with County Administrative Public Records – Website Expansion Plan 6 Order 4-48: Fees Charged to the Public for Examining and Duplicating Records (Appendix F), which adheres to Chapter 119 of the Florida State Statutes. In addition, the Mayor’s Office uses a Document Tracking System termed “DocTrack” where correspondence and signature items requiring the Mayor’s or Designee’s signature are logged, tracked and once finalized, the documents are attached and the assignment is closed. Some of the documents stored in this system are travel requests, incoming and outgoing mail correspondence to/from the Mayor, County contracts, Memorandums of Understanding, Internal County Memorandums, constituent concerns and responses, Travel Requests, Leave Requests, e-mails, faxes, etc. Most of the files that are stored in the system are Adobe PDFs but other types of files like emails, word and excel files can also be stored. This system is maintained by the Information Technology Department and its contents will be placed in the new Electronic Content Management System as part of the implementation of this plan. Departments and the Board’s Communications Office also receive public records requests and these are processed accordingly by the operational department. The Information Technology Department maintains a Public Access Website where individuals or businesses can place a request for Digital Public Records. This site is generally used by other governmental agencies and private companies to request geographic information such as aerial photographs, layers and maps, and Property Appraisal Data Files such as property auction lists, Value Adjustment Board petitions, property and tax information, Construction Permits Lists and Local Business Tax Receipt lists such as business permits, licenses, etc. The site has a fee schedule associated with the use of the services and is accessible at http://www.miamidade.gov/technology/public-access.asp. Processing of the Mayor’s Office of Communications media public records requests, usage of the Document Tracking System, and public provisioning of the Public Access site follow State law and County administrative procedures. It is recommended that the process remain as is, but be enriched in the near future as it will be possible to post “hot topics” public records requests online in addition to correspondence being routed through the Mayor’s Office utilizing the new Electronic Content Management System. In the short term, this may be accomplished through a pilot program where Public Information Officers representing a select number of high volume departments participate in publishing media requests received to the web on a trial basis. The pilot project will evaluate costs, time, benefits and fine tune the process in preparation for countywide deployment. Public Records – Website Expansion Plan 7 Public Records Law Confidential Records – Federal, State, and Local Laws When making the County’s records more available to the public on the Internet, care must be taken to exclude records that contain information that is confidential under Federal or State law. Confidential records include, but are not limited to, such matters as:  certain medical, HIV, mental health, child abuse and substance abuse treatment records;  proprietary business, financial, trade secrets and tax records of private parties held by government in certain contexts;  investigatory materials in certain context and for various times;  identities of certain persons, including certain donors, pet owners, government-employee beneficiaries, callers to certain hotlines, whistle-blowers in certain contexts;  certain work papers, including those supporting certain audits or clemency investigations;  certain records relating to the security of private and public buildings;  personal identifying information of government employees and members of the public in certain circumstances;  juvenile offender records;  certain public hospital information; and  Social Security numbers. As is apparent from this partial list, Federal or State law protects the confidentiality of many different types of records. State law, for example, contains over eight hundred (800) separate exemptions from the Public Records law as stated by the Office of the Attorney General, 2012 Government in the Sunshine Manual (Fla. 2012) at 212-81 (summarizing exemptions). The list of exemptions is dynamic and changing. In the 2011 Legislative Session, for example, the Legislature enacted a further 10 exemptions. Id. at 2. Federal law also makes certain records confidential (See, e.g., Health Insurance Portability and Accountability Act 29 U.S.C. §1181 et. seq.; the Privacy Act, 5 U.S.C.A. §552a; the Federal Information Security Management Act, 44 U.S.C.A. §3541; the Homeland Security Act, 6 U.S.C. 6, et. seq.). Sometimes a determination must be made whether a federal confidentiality statute preempts a state law requiring Public Records – Website Expansion Plan 8 disclosure (See, e.g., Forsberg v. Housing Auth.of Miami Beach, 455 So. 2d 373 (1984) --finding federal law did not preempt). Because the list of confidential records is so extensive and dynamic, the determination of whether a particular record is confidential may require time and care. It is best done by the officials and lawyers who regularly deal with the type of record at issue, and, are therefore more aware of the confidentiality laws pertaining to those types of records and how those laws have been applied and interpreted in the past. Email The County maintains approximately 25,000 email mailboxes and receives an average of 300,000 emails a day. On a daily basis, of those emails, about 225,000 are classified as spam, virus infected or phishing emails which are automatically blocked by technology that has been implemented as part of the County’s cyber security strategy. While the majority of these mailboxes are centrally managed by the Information Technology Department, other departments such as Police, Aviation, Water and Sewer and Fire Rescue administer email for employees within those respective departments. County emails are subject to records retention requirements as defined by Florida Law and County Administrative Order. Please see Appendix G for subject memo: Retention of Electronic Mail (e-mail) and other Electronic Records. Emails fall into a category termed “unstructured data,” meaning the information is comprised of free-form text and attachments. This characteristic makes it difficult to classify emails that may contain sensitive information such as a Social Security number, as well as other information that may make it unsuitable for display on the website due to privacy and government regulations. Additionally, email’s inherent features pose security concerns because of the inability to control signature lines, the body of the email, sender and receiver user IDs and distribution. Desirable features such as the ability to automatically redact certain information, search and classification of information are challenging. A method to automatically retain, index and manage by policy in an automated repository is required. Additional technology is needed to intercept incoming and outgoing mail that will satisfy process requirements before email can automatically be posted on the County’s website. Public Records – Website Expansion Plan 9 In order to make County email available on the County’s website, an email management solution is required. This technology would provide archiving, journaling of email to a content repository, full text search, discovery tools to exclude protected information and deliver scrubbed messages for Web publishing. A sample workflow is depicted in the following page. This is a complex process that requires analysis to include a customized solution that may involve both automated and manual intervention. A separate feasibility study and pilot project will be conducted to determine timelines, cost and benefits. Currently Available Social Media (Facebook and Twitter) The County’s Facebook page was launched on January 6, 2009, and its Twitter account was launched on March 21, 2009. As of June 5, 2012, the Facebook page had 8,204 “likes” or followers and the Twitter account had 5,449 followers. Posts to both include video, photos and links - primarily to Miami-Dade County web content - relating to County services, programs and events. Other content includes responses to user comments or questions, the occasional news article, Facebook Notes on more complex issues and Public Records – Website Expansion Plan 10 Polls. Currently, the County has 11 official Facebook pages for departments including Libraries, Parks, Zoo, Animals Services and others. Due to the varying message and audience types, multiple Facebook pages are appropriate and consistent with the social media strategies being implemented by other local governments across the nation. In February 2012, the County officially replaced its Video On-Demand site with a YouTube channel populated with County-produced videos. The channel currently has 100 videos available, 190 subscribers and 133,968 video views. As a result of the growing popularity of the social media channels, the County has implemented a Social Media policy that can be found at http://intra.miamidade.gov/policies/social_networking.asp and reads as follows: It is the County's responsibility to provide taxpayers with accurate, consistent and reliable information about County news, events, programs and initiatives. In keeping with that function, County departments may use social media to promote County programs, services, events and initiatives, and as a tool to recruit potential employees. While departments are encouraged to use these channels as part of an integrated communication strategy, Community Information and Outreach is responsible for ensuring that such websites are used in a manner consistent with larger organizational goals and policy and reserves the right to modify any content that is inconsistent with these goals. Please see Appendix H for the full Social Media Policy. Financial and Procurement Records Much of the County’s financial and procurement information is available on the County’s website (see Appendix D). Reports and limited searches are available. Systems were developed as needed, so information is stored in multiple formats and in different structures. These characteristics make it difficult to conduct comprehensive searches across systems in a holistic, organized manner. It is recommended that an analysis of processes that involve documents such as solicitations and contracts be evaluated for integration with the new Enterprise Content Management system. Public Records – Website Expansion Plan 11 Approach County staff from numerous departments and subject matter experts in public records policies provided input to this plan. Communication took place with the County Attorney’s office in order to ensure adherence to Public Records law. Staff recognized the added value and convenience of increasing “selfservice” capabilities on the County’s website and as directed in the resolution, and weighed this benefit with the ability to manage the information in order to recommend a methodology for its dissemination. The plan will be implemented in three phases, below is a detailed description of each phase: Phase 1 Redesign of the County’s Transparency website In accordance with Resolution R-952-10 adopted by the Board in September 2010, last year the County launched a Financial Transparency website displaying non-salary financial disbursements and County budgetary and financial reports. Public Records – Website Expansion Plan 12 The website is being redesigned so the financial aspect of the County’s transparency site becomes just one of several components of a newly designed Government Transparency Portal. The redesign will increase the extent of information available on the website and further simplify access to currently existing Public Records information. Implementation of Phase 1 of this plan includes the augmentation of the transparency site with employee salary information. Inclusion of this information will satisfy the directives in Resolution R-316-12 regarding the availability of the names, positions and salaries of all Miami-Dade County employees at County libraries. Employee Salaries Employee salary information will be derived from the County’s Employee data warehouse currently supporting systems such as the County’s Employee Portal branded as eNet. The information will be refreshed on a bi-weekly basis. Gross end-of-year-to-date wages will be kept online for a period of five years. Search criteria for employee salary information will include employee name, department, salary range and year, with year being a required entry. Any combination of these items may be entered as part of the search criteria. The employee salaries site will display the employee name, department, title, gross pay for current pay period, adjusted gross pay and adjusted year to date gross year-date-earnings. Pay columns are defined as follows: Gross Bi-weekly Pay: This includes regular salary and other adjustments such as overtime, allowances, retroactive pay, leave payouts and any reduction of pay due to furloughs in accordance with collective bargaining agreements. Adjusted Gross Bi-weekly Pay: This amount includes the Gross Bi-weekly Pay less the total amount contributed towards the cost of the County’s healthcare costs and FRS contributions (if applicable) for the last pay period. Year-To-Date Gross Pay: This includes Year-To-Date regular salary and other adjustments such as overtime, allowances, retroactive pay, leave payouts and any reduction of pay due to furloughs in accordance with collective bargaining agreements. Adjusted Year-To-Date Gross Pay: This amount includes all earnings for the year less the total amount contributed towards the cost of the County’s healthcare costs and FRS contributions (if applicable) for the year. Public Records – Website Expansion Plan 13 Although not current, it is important to note that Miami-Dade County employee salary information is presently available on the Internet through a subsidiary site for the Miami Herald at http://www.miamifly.net/watchdog/datasleuth/db/employee. Employee salaries are public information and the posting of timely and accurate information aligns with the County’s objective of an open and transparent government. Below is a sample of the employee salary information site: Other information to be included in the Phase 1 transparency portal includes the Financial Reports and Online Checkbook, Tax Visualizer, Legislative Search, Service Trends data, Grant opportunities, and others. Public Records – Website Expansion Plan 14 Below is a sample of the New Open Transparency portal: Public Records – Website Expansion Plan 15 Phase 2 Implementation of Enterprise Content Management Technology The County is currently implementing a new Enterprise Content Management system. Efforts are underway to install equipment and software that will support many systems in the future. This technology provides the ability to better manage the County’s computerized records by enabling the capture and indexing of information in a digital manner, facilitating search capabilities, automating retention and archiving policies and organizing County records in a secured fashion. The technology has many advantages, such as providing a system of record for valuable information that is certified under Florida Statue, reducing storage, paper and mailing needs, as well as the ability to manage versions to assure the latest and correct document is being retrieved. One of the greatest benefits the County will realize from this implementation is the capability to employ workflows, enabling the movement of forms or content through an identified business process or sequence of steps from beginning to end. The objective is to automate processes by incorporating all necessary resources and steps in an efficient, organized manner. The first system to be developed utilizing the Enterprise Content Management technology is the Accounts Payable Imaging and Workflow system, enabling shared services for accounts payable functions throughout the County. It is anticipated that this effort will be completed for the six departments participating in the pilot by September 30, 2012. Once Enterprise Content Management technology is in place, the County will be in a position to better satisfy the Board’s directive to “increase the extent of available information and facilitate easy access to all public records information via the Web.” The content management technology will serve as a starting point in making different types of public records Web ready. In order to achieve this goal, information must be captured and stored in a central repository to automatically index the information and make it accessible based on key identifiers. There are various methods of accomplishing this, ranging from capturing output from automated systems that are already in place to scanning new information for storage in the repository. The key is to have information that can be found once it is placed in the central system in order to provide “Google” like search capabilities. The implementation of new content management repository will enable the posting of “hot topics” public records requests in an automated manner. This will ensure that media outlets or residents requesting the Public Records – Website Expansion Plan 16 same information will have access to a site where they can review and print the requested information in a timely manner, minimizing duplicated requests and reducing the potential for different outputs from diverse County departments and agencies. Additionally, Public Information Officers representing a select number of high volume departments will participate in a pilot program. The pilot project will evaluate benefits and costs, staff time, and fine tune the process in preparation for future countywide deployment. In addition, posting of the documents stored in the Mayor’s Office Document Tracking System will be deployed as part of this phase. Although the Information Technology Department is tasked with managing the central repository for enterprise content on behalf of County departments, the information is owned by the operational departments that create and conduct business using the information accordingly. For example, employee records are owned by the Internal Services Department and crime scene information is owned by the Miami-Dade Police Department. Presently, there are approximately 50 million documents stored in older technology that must be migrated to the new system. Once the migration to the new technology is completed, it is recommended that document types be reviewed by the departments responsible for their content to evaluate the benefit of posting this information on the County’s website. As stated in the resolution, this requires a process to determine whether information, although not deemed confidential under state or federal law, should or should not be posted on the portal because potential dangers may outweigh the benefits of doing so. Many of the documents are secured and exempt from public record by Florida Statue. The process for determining applicability for posting on the County’s website should include legal counsel. As existing content is migrated into the new technology and new systems are developed, the ability to increase the amount of information provided on the website will surge. Retention capabilities within the technology will assure compliance with regulations and policies dealing with public information statues and pre-defined redaction will assure confidential information is not made available. Please refer to Appendix I for a list of document types currently stored in the library of documents that will be migrated to the new Enterprise Content Management central repository. Public Records – Website Expansion Plan 17 Phase 3 Implementation of processes to increase availability of public records on the County’s portal Phase 3 will build upon Phase 2 by creating a common technology framework to enable the automatic posting of information to the County’s website. As information is generated every day in conducting government business, forms and documents will automatically be placed in the County’s shared content repository. Based on pre-defined business rules, information will either flow to the website or remain secured within the system. In this phase, the directives of Resolution R-952-10 regarding financial transparency will be fully satisfied by augmenting the County’s website with the image of each invoice associated to each disbursement and purchase order. Public Information Committee In order to satisfy, the Board’s directive to “develop a process to weigh whether certain information, although not deemed confidential under state or federal law, should not be posted because the potential dangers that the information could be used to steal the identity of a private citizen or County employee outweigh the benefits of posting the information on the Web”, a committee of subject matter experts will be convened and will meet on a quarterly basis to determine the information that is appropriate for expansion of the transparency portal on a case by case basis. The committee will be chaired by the Mayor’s Office or designee. Representation on the committee should include the County Attorney’s Office, Clerk of Courts and public safety, technology and communication departments. The committee will also engage departmental experts to review subject information as needed. Matters to be weighed in deciding which information should be made readily available on the Open Transparency site may include but not be limited to:  The benefit of posting public information vs. the potential harm it may cause to an individual (Good Public Policy)  Confidential under State or Federal law (to be determined by legal counsel). Public Records – Website Expansion Plan 18  Will posting this information increase service levels for residents  Will posting this information enhance operational efficiencies  Required cost or level of effort / support to provide the information to the public To provide Miami-Dade County website visitors with a single point of entry and full search capabilities across jurisdictions, partnerships encompassing information sharing agreements with external government agencies and municipalities are anticipated. Public Records – Website Expansion Plan 19 Summary of Recommendations 1. Employee salary information will be posted in the County’s New Open Government portal to be launched on August 2012. The information will be refreshed on a bi-weekly basis and Gross end-ofyear-to-date wages will be kept online for a period of five years. The employee salaries site will display the employee name, department, title, gross pay for current pay period, bi-weekly adjusted gross pay, year-to-date gross earnings and the adjusted year-to-date gross year-date-earnings. 2. The County’s New Open Government portal will link to presently posted, readily available public records information from different County departments under this site. This will provide easier access and faster discovery for County residents searching for different types of public records (See Appendix D). 3. Expansion of the new Open Government Website will enable the posting of “hot topics” public records requests in an automated manner. This will ensure that media outlets or residents requesting the same information will have access to a site where they can review and print the requested information. Additionally, Public Information Officers representing a select number of high volume departments will participate in a pilot program. The pilot project will evaluate benefits and costs, staff time, and fine tune the process in preparation for a future countywide deployment. 4. As the new Electronic Content Management System is implemented countywide, documents stored in the Mayor’s Office Document Tracking System will be reviewed and approved through a process prior to being posted online for public viewing. 5. A separate feasibility study for an e-mail management solution will be conducted to determine timelines, cost and benefits to make County e-mail available online. 6. In order to enhance the Financial Records Information already posted in the County’s Financial Transparency Website, an analysis of processes that involve documents such as solicitations, contracts and invoices be evaluated for integration with the new Enterprise Content Management system. Invoices will be made available on-line as part of the Finance Department’s Invoice Workflow Automation project. 7. A Public Information review committee of subject matter experts will be convened on a quarterly basis to review and recommend potential additions to the transparency portal. Public Records – Website Expansion Plan 20 Fiscal Impact and Timeline Phase 1 Cost Funding Source Fiscal Year Employee Salaries 8,000 Completed 2011-12 Transparency Web Site Redesign 4,250 Completed 2011-12 Total Phase 1 Implementation Cost Phase 1 - Total Annual Recurring Cost (future years) $12,250 $2,500 TBD It is anticipated that Phase 1 of the Transparency in Government website will be fully operational in August 2012. Phase 2 - Contingent upon approved funding Funding Source Cost Media Requests (Mayor’s office) 18,000 TBD TBD Mayor’s Document Tracking Workflow & Repository 80,000 TBD TBD Hardware, Storage, Backup 30,000 TBD TBD Integration Services 150,000 TBD TBD Media Relations Specialist – 2 FTEs 144,000 TBD TBD 8,500 TBD TBD 50,000 TBD TBD Web Design Enhancements and Content Development Full Search Web System Total Phase 2 Implementation Cost $480,500 Ongoing Public Information Review Process – Recurring on a yearly basis (Includes 2 FTE’s + 15%) and 20% systems maintenance cost plus storage. Phase 2 - Total Annual Recurring Cost $263,700 TBD TBD Phase 3 - Costs are on-going and will be determined on a fiscal year basis. Public Records – Website Expansion Plan 21 Appendix A R-56-12 eastern. rm: CLERK on "me some or convert' com-tremor-teas anaan-gonna no area mended MEMORANDUM Agenda Item No. T0: Honorable Chairman Joe A. Martinez DATE: January 24, 2012 and Members, Board of County Commissioners FROM: R. A. Cuevas, Ir. SUBJECT: Resolution requesting and directing County Attorney the Mayor or designee to prepare a. plan to increase the transparency of the County government by posting on the County's website in an on>> going manner the puiaije records of the County that may prove useful to the public Resolution No. R-56-12 The accompanying resolution was prepared and placed on the agenda at the request of Prime Sponsor Commissioner Bruno A. Barreiro and Co-Sponsor Commissiones Esteban L. Bovo, Jr. R. A. Cuevas, Jr. County Attorney RACfj1s Public Records -- Website Expansion Plan 22 Amended Approved Mavor Agenda Item No. 11(A)(l) Veto 1-24-12 Override RESOLUTION NO. Ft-56-12 RESOLUTION REQUESTING AND DIRECTING THE MAYOR OR DESIGNER TO PREPARE A PLAN TO INCREASE THE TRANSPARENCY OF THE COUNTY GOVERNMENT BY POSTING ON THE WEBSITE IN AN ON-GOING MANNER THE PUBLIC RECORDS OF THE COUNTY THAT MAY PROVE USEFUL TO THE PUBLIC trust in government is at an all time low and it is important to restore confidence and trust in government; and WHEREAS, this Board embraces the ideals of gcverrnnent-in-the-sunshine and transparency in government administration and and WHEREAS, the Constitution and the laws of Florida make most of the records of the County government public records that are and should be open for the inspection and copying of members of the public; and WHEREAS, these important government goals would be advanced by using the resources of the internet to post on the County's website a growing amount of the County's public records on an ongoing basis to allow easy access and full transparency; and WHEREAS, important strides in this regard have already occurred on the County's website concerning records of the Clerk of the Board, Property Appraiser, Tax Collector, Library, and the Co1mty's online check register, among crthers, and the County should continue to expand the public records available on the world wide web, NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that the Mayor is requested and directed to prepare a plan to expand the County public records that are posted on the internet Public Records -- Website Expansion Plan 23 Amended Agenda Item No. Page No. 2 for easy access for the public to review and copy. This plan should review the public records of the County currently available on the interact; identify additional categories of public records that should be posted on the internet; establish a timetable and budget for such posting; and provide alternatives for some future time when all public records might automatically be posted on the interest. In preparing and implementing this plan, the Mayor or designee will take all steps necessary to ensure that no information exempted from the Public Records law is posted on the County's website and that information deemed confidential by state or federal law shall be exempted from disclosure. In determining whether is confidential under State and Federal laws, the Mayor will obtain and be guided by the legal advice of the County Attorney. In addition, the Mayor or designee will develop a process to weigh whether certain infonnation, although not deemed confidential under state or federal law, should not be posted because the dangers that the infomiation could be used to steal the identity of a private citizen or County employee outweigh the benefit of posting the information on the web. The Prime Sponsor of the foregoing resolution is Commissioner Bruno A. Earreino and the Co-Sponsor is Commissioner Esteban L. Bovo, Jr. It was oflered by Commissioner Erma-It BiIrrBiI'u- who moved its adoption. The motion was seconded by I Commissioner estates-it. and upon being put to a vote, the vote was as follows: Joe A. Martinez, Chairman Audrey M. Edroonscn, Vice Chairwoman Bruno A. Barreiro Lynda Bell Esteban L. Bcvo, Ir. are Jose "Pepe" Diaz Sally A. Heyman Barbara. J. ordan Jean Monestime Dennis C. Moss Rebeca Sosa Sen. Javier D. Scuto Xavier L. Suarez Public Records -- Website Expansion Plan 24 Amended Agenda. Item No. 1 Page No. 3 The Chairperson thereupon declared the resolution duly passed and adopted this 24"' day of January, 2012. This resolution ehell become effective ten (10) days after the date of its adoption unless vetoed by the Mayor, and if vetoed, shall become effective only upon an ovenide by this Board. MIAMI-DADE COUNTY, FLORIDA BY ITS BOARD OF COUNTY HARVEY RUVIN, CLERK BY: Deputy Clerk Approved by County Attorney as to form and legal euffi eieney. 1 Thomas W. Logue Public Records -- Website Expansion Plan 25 Appendix R- 952-10 OFFICIAL FILE COPY CLERK OF THE BOARD Cl!" COUNTY FLORIDA IVIEMORANDUM Agenda Item No. 11(A}l3i Honorable Chairman Dennis C. Moss DATE: September 2 2010 and Members, Board of County Commissioners FROM: R. A. Cuevas, Jr. County Attorney SUBJECT: Resolution directing the Mayor to establish a check register of County expenditures that can be accessed via the County website Resolution No. R-952-10 The accompanying resolution was prepared and placed on the agenda at the request of Prime Sponsor Commissioner Bruno A. Earreiro and Co-Sponsors Commissioner Audrey M. Edmonson, Commissioner Carlos A. Gimenez, Commissioner Barbara I. Jordan, Commissioner Rebeca Sosa and Senator Javier D. Souto. $3 ""71 R. A. Cuevas, Jr. County Attomeyr R.AC!jls Public Records -- Website Expansion Plan 26 Approved Ivlavor Agenda Item NoOverride RESOLUTIONNO. R-952-10 RESOLUTION DIRECTING THE COUNTY MAYOR OR COUNTY DESIGNEE TO ESTABLISH A CHECK REGISTER OF COUNTY EXPENDITURES THAT CAN BE ACCESSED VIA THE COUNTY AND REQUIRING THE COUNTY MAYOR OR COUNTY DESIGNEE TO ENSURE THAT ALL DATA ADDED TO THE WEBSITE ACCESSIBLE TO THE PUBLIC FOR A CERTAIN TIME WI-IEREAS, trust in government is at an all time low and it is important to restore confidence and trust in government; and WHEREAS, this Board embraces government in the sunshine and transparency in government spending; and WHEREAS, the creation of a searchable database of government spending would further the goals of transparency and trust in govemment; and in the Florida State Legislature enacted legislation directing tl1c Governor of the State of Florida to establish a website providing information relating to each appropriation in the General Appropriations Act and requiring governmental entities, including counties, to provide information as necessary relating to revenues received by such govemmenral entity from the State of Florida; and WHEREAS, various local govemments and schools boards around the country, including the Miami-Dade County School Board, have implemented an online check register system and the residents of Miami-Dade County would be well served by the implementation of such a system, Public Records -- Website Expansion Plan 27 Agenda Item No. 11in) (3) Page No. 2 NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that: Section 1. The matters contained in the foregoing recitals are incorporated in this Resolution by reference. Section 2. The County lvlayor or County lvlayor's designee is hereby directed to establish a check register that can be accessed via the Miami-Dade County website. The check register shall contain the check number, vendor name, amount of the check, brief description of the expenditure, date, purchase order number and budget code for all expenditures and shall be searchable by date, check number, vendor name and check amount. The County lviayor or County lvIayor's designee shall collect all the necessary data from each department and post each month's check registry online no more than thirty (30) days following the last calendar day of the month. Section 3. that is considered confidential by state or federal law shall be exempted from disclosure. Section 4. The County Mayor or County Mayerhs designee shall ensure that all data added to the website remains accessible to the public for a minimum of ll] years. Section 5. The County Mayor or County lvIayor's designee shall develop the online check register and prepare a report to this Board providing recommendations for enhancement of the content and format of the website within 90 days from the effective date of this resolution and shall ensure that the online check register is fully operational no later than 131} days from the effective date of this resolution. Public Records -- Website Expansion Plan 28 Agenda Item No. 1 Page No. 3 The Prime Sponsor of the foregoing resolution is Commissioner Bruno A. Barreiro and the Co-Sponsors are Commissioner Audrey M. Edmonson, Commissioner Carlos A. Crimenez, Commissioner Barbara J. Jordan, Commissioner Rebeca Sosa and Senator Javier D. Souto. It was offered by Commissioner Bruno A. Barreiro . who moved its adoption. The motion was seeonded by Commissioner Barbara I. Jordan and upon being put to a vote, the vote was as follows: Dennis C. Moss, Chairman absent Jose "Pepe" Diaz, Viee-Chairman Bruno A. Barreiro Audrey M. Edmonson Carlos A. (Jimenez Sally A. Heyman BYE Barbara J. Jordan Joe A. Martinez nay Donia D. Rolle absent Nataeha Seijas nay Katy Sorenson 1133' Rebeea Sosa Sen. Javier D. Souto 3Y3 The Chairman thereupon declared the resolution duly passed and adopted this 213' day of September, This resolution shall beeome effective ten days afler the date of its adoption unless vetoed by the Mayor: and if vetoed, shall beeome effeetive only upon an override by this Board. MIAMLDADE COUNTY, FLORIDA BY ITS BOARD OF CCIJNTY CDMMISSIDNERS HARVEY RUVIN, CLERK mam-: co|.|.ms Deputy Clerk Approved by County Attorney as Fl. to form and legal suffieieney. Juliette Antoine Public Records -- Website Expansion Plan 29 Appendix R-316-12 OFFICIAL COPY CLERK DF THE BOARD 01-' CDUZNTY, FLORIDA MEMORANDUM Agenda Item No. 11(3) 63 TO: Honorable Chairman Joe A. Martinez DATE: April 3 2 012 and Members, Board of County Commissioners FROM: R. A. Cuevas, Jr. SUBJECT: Resolution directing the County Cormty Afiorney Mayor prepare printed report containing names, positions and salaries of all Miami-Dadc County employees, to update such report annually at time budget is prepared, and to maintain a copy of most recent such report at all Miami-Dada County Regional Libraries Resolution No. R-315-12 The accompanying resolution was prepared and placeti on the agenda at the request ofP1*ime Sponsor Senator Javier D. Souto. iiliilfiare I i R.vAi"" vas, 'Jr. Coun ttorney RACl'cp Public Records -- Website Expansion Plan 30 Approved Mayor Agenda Item No. 11 IA) Veto 4- 3 1 2 Override RESOLUTION NO. R-315-12 RESOLUTION DIRECTING THE COUNTY MAYOR OR MAYOIFS DESIGHEE TO PREPARE PRINTED REPORT CONTAINING NAMES, POSITIONS AND SALARIES OF ALL MIAMI-DADE COUNTY EMPLOYEES, TO UPDATE SUCH REPORT ANNUALLY AT TIME BUDGET IS PREPARED, AND TO ntansrarn A COPY OF MOST RECENT SUCH REPORT AT ALL COUNTY REGIONAL LIBRARIES WHEREAS, it is a priority of this Board to promote transparency and accountability in the operations ofMiaml-Dede County government; and WHEREAS, it is also in the best interests of the citizens of the County to be informed of the job fields, positions and renumeration that exist and are ayailabie witltin Miaini-Dade County government for County employees so as to inform citizens of potential employment opportunities; and WHEREAS, in order to further transparency, accountability and the best interests of the citizens of Miami-Dade County, this Board desires to make a report publicly available at ali Mia1ni--Dade County Regional Libraries which lists the 11ames, positions and saiaries of all Miami-Dade County employees, NOW, THEREFORE, BE IT RESOLEFED BY THE BOARD OF COUNTY COMMISSIONERS OF COUNTY, FLORIDA, that the Board directs the County Mayor or County Mayoris designee to prepare a printed report containing the names, positions and salaries of all Miami-Dade County employees, to update such report annually at the time that the County Mayor prepares the Mayor's proposed County budget, and to maintain a copy of the most recent such report at all Miami-Dade County Regional Libraries. Public Records -- Website Expansion Plan 31 Agenda Item No. 11 Page No. 2 The Prime Sponsor of the foregoing resolution is Senator Javier D. Souto. It was offered by Commissioner SE11 Jiivifll" 15- 3011130 who moved its adoption. The motion was seconded by Commissioner and upon being put to a vote, the vote was as follows: Joe A. Martinez, Chairman 311593' Audrey M. Edmonson, Vice Cliairvvoiitan ii}? Bruno A. Barreiro Lynda Bell 351;. Esteban L. Bovo, Jr. Jose "Pepe" Diaz absent Sell}? A. HE}i'I'li'lEI1l Barbara I. iordan Jean lvionestime Dennis C. Moss Reb-eca Sosa Sea. Javier D. Souto Xavier L. Suarez absent The Chairperson thereupon declared the resolution duly passed and adopted this Ban day of April: 2912- This resolution shall become effective ten (10) days after the date of its adoption unless vetoed by the Mayor, and if vetoed, shall become eflective only upon an override by this Board. MIAMI-DADE COUNTY, FLORIDA BY ITS BOARD OF COUNTY COMMISSIONERS HARVEY RUVIN. CLERK Christopher Ayrippa Deputy Clerk Approved by County Attorney as to form and legal suffieieney. l\Nfl"" Monica Rizo Public Records -- Website Expansion Plan 32 Appendix D Public records currently available on the County’s portal via miamidade.gov: Financial and Business Information Financial Transparency The Online Checkbook provides searching capabilities of County payments and disbursements for goods or services -- such as equipment, fuel, architectural and engineering services -- and other miscellaneous disbursements such as distribution of tax revenues and refunds (e.g. refunds for water service deposit). Search criteria includes payee, selected data range, selected range of the disbursement amount and check number. Online Checkbook Information is updated monthly. http://review/transparency/online-checkbook.asp Financial Transparency County's Audited Financial Statements/Reports County Financial Reports This section of the Financial Transparency website includes the County's available audited financial statements and/or reports, Budget Book and Bondholder's Report. New reports are posted as they become available. http://www.miamidade.gov/transparency/financial-reports.asp  Miami-Dade County's Comprehensive Annual Financial Report (CAFR)  Miami Dade Aviation Department CAFR  Miami-Dade Water and Sewer Department CAFR  Miami-Dade Seaport Department CAFR  Miami-Dade Solid Waste Management Department CAFR  Miami-Dade Transit Department Financial Statements  Single Audit  Miami-Dade Aviation Department Single Audit  Miami-Dade Water and Sewer Department Single Audit  Miami-Dade Transit Department Single Audit http://www.miamidade.gov/budget/ http://www.miamidade.gov/finance/bondholder-annual-reports.asp Budget The Budget website offers access to Miami-Dade County's past and present budgets, future proposed budget, budget development information, and adopted ordinances as well as public hearing presentations. Budget presentation package submissions for FY 2012-13 are listed and can be accessed for each department. http://www.miamidade.gov/budget Strategic Plan The Strategic Plan website provides access to the County's Strategic Plan, departmental business plans and scorecards. http://www.miamidade.gov/stratplan/home.asp http://www.miamidade.gov/technology/data.asp Public Records – Website Expansion Plan 33 Public Access Data Public information maintained by various County departments is available through our Public Access automated systems. There are three distinct and separate services offered.    Bulletin Board Service (BBS) - The BBS provides a quick method of downloading extract files for some of our most requested public information. The Online Inquiry Service allows live viewing of various records in the Miami-Dade County database. Online Digital Records Inquiry - The Online Inquiry Service is a contract service that will allows users to look at various records in the Miami-Dade County database. o If you already have a username and password, you may access the Public Access (PA) Host on-Demand System. Public Data Request - Under the Public Access laws and the Freedom of Information Act, public data files can be requested directly from the Information Technology Department. This site contains public information related to doing business with Miami-Dade County from a vendor’s perspective. http://www.miamidade.gov/procurement/ Solicitations: http://www.miamidade.gov/procurement/solicitations.asp Vendor Payments: http://www.miamidade.gov/procurement/vendor-payments.asp Procurement Vendor Enrollment: http://www.miamidade.gov/procurement/vendor-enrollment.asp Other Contract Opportunities: https://www.miamidade.gov/DPMww/OtherContracts.aspx Future Solicitations: https://www.miamidade.gov/DPMww/FutureSolicitations.aspx Current solicitations can be searched by solicitation number, type, title, opening date and date posted. Contracts: http://www.miamidade.gov/DPM/Contracts.asp Award Recommendations: https://www.miamidade.gov/DPMww/AwardRecommendations.aspx Advanced Notice to Waive Competition: https://www.miamidade.gov/DPMww/PropertyWaivers.aspx Awarded County Contracts: https://www.miamidade.gov/DPMww/SearchContracts.aspx Also on the Public Bulletin Board http://bbs.miamidade.gov, there is a new feature that allows the public to download “Purchase Orders and the Commodities procured” back to Oct. 1, 2008 for a Fee. The file is refreshed on a monthly basis. American Recovery and Reinvestment Act (ARRA) Reporting This site provides features to search for grant opportunities. Site visitors may search a database, and sign up for weekly e-newsletters to stay in tune with the most current funding opportunities available. Information is provided regarding Mom & Pop, Ryan White, CBO Funding and Green non-profit grants. http://www.miamidade.gov/grants/home.asp Capital Improvements This site provides search capabilities for General Obligation Bond projects. Information is maintained by departments. Searches can be performed utilizing GIS mapping capabilities by address, area or department: http://gisweb.miamidade.gov/ciprojects Public Records – Website Expansion Plan 34 Searches can be performed in by entering a Zip code, commission district, project number or start date: http://www.miamidade.gov/build/ciis/search.asp Collective Bargaining Agreements This site contains PDF files of the Collective Bargaining Agreements for 2011–2014. It also displays links to a list of Job Classifications by Collective Bargaining Agreement. http://www.miamidade.gov/internalservices/labor-relations-collective-bargaining.asp Meetings and Official Records Information Webcasting Video of County Commission meetings are available through miamidade.gov. The website also allows a user to search archives of meetings, view closed caption and find agenda video items. http://miamidade.gov/wps/portal/Main/webcasting County Recorder's Official Record Search Recorded public records are available online through the Clerk of Courts website. Information is searchable by name, date and record type. Records can also be accessed by Clerk’s File Number, or recorded book and page as well as through a legal description (plat book/page, block and name). http://www.miami-dadeclerk.com/online_services.asp Attorney Wheel Position Search (Criminal and Juvenile Dependency Cases): http://www2.miamidadeclerk.com/attorneyplacement/ Civil/Probate Justice System: http://www2.miami-dadeclerk.com/civil/ Code Enforcement: http://www2.miami-dadeclerk.com/cef/ Criminal Justice and Civil Infraction Cases: http://www2.miami-dadeclerk.com/cjis/ Family Online Case Search: http://www2.miami-dadeclerk.com/ocs/ Florida Courts eFiling Portal: https://www.myflcourtaccess.com/ Official Records: http://www2.miami-dadeclerk.com/public-records/ Judicial Calendar Selection: http://egvsys.co.miamidade.fl.us:1608/WWWSERV/crts/civaw010.dia Marriage License Bureau: http://www2.miami-dadeclerk.com/mlsweb/ Foreclosures: http://www2.miami-dadeclerk.com/MFS/ Parking Violations: http://www2.miami-dadeclerk.com/payparking/ Traffic: http://www2.miami-dadeclerk.com/trafficapp/ Tax Deeds Sales: http://www2.miami-dadeclerk.com/mfs/taxdeedsales.aspx Value Adjustment Board: http://www2.miami-dadeclerk.com/vab/ Legal Notices This site provides online access to the County's current legal ads and public notices. Notices posted on this site are considered courtesy notifications. They supplement but do not replace public notifications required by Federal and State Statutes or County Code for print advertising. These notices are posted on miamidade.gov prior to, or on the same day as appearing in the newspaper. Keyword and date search capabilities are included, as well as a subscription service to receive email when updates are made. http://miamidade.gov/wps/portal/Main/legalads Mayor’s Calendar The Mayor's daily meeting calendar is available online. Portal visitors may review the Mayor's Public Records – Website Expansion Plan 35 scheduled meetings and events as they become available. Information is kept online for the current month and can be searched by calendar day. http://www.miamidade.gov/mayor/calendar.asp?next=day County Calendar This calendar lists all public meetings. Information may be searched by month and meeting category. http://miamidade.gov/wps/portal/Main/calendar/ Government in Action This website serves as the County’s Legislative Information Center, offering agendas, minutes, sponsored legislation by elected official, voting track on an item, lobbyist search capabilities and more. Legislative Reports are provided based on Legislative Items and actions taken on the items from June 18, 1996 to present. Meeting Attendance, Matter Sponsored, Voting Record and Legislative Index reports are available. A link is provided to the Miami-Dade County Code of Ordinances maintained by the Municipal Code Corporation. Visitors may also register to Receive agendas by email. This site also provides a link to Search Administrative/Implementing Orders established by specific Board of County Commissioner legislation or policies. http://www.miamidade.gov/govaction/ Office of the Inspector General In response to the public’s demand for clean government, the Miami-Dade County Board of County Commissioners created the Office of the Inspector General (OIG). The OIG is authorized to detect, investigate and prevent fraud, waste, mismanagement and abuse of power in County projects, programs or contracts. For a list of the latest reports and press releases you can access: http://www.miamidadeig.org/whatsnew2.html GIS Mapping and Land Records Property Information Property Appraiser records are available online at: http://gisims2.miamidade.gov/myhome/propmap.asp, providing Real Property information on individual parcels of land. Search criteria includes owner name, address or folio number. Property Tax Information This website includes Real estate property taxes assessed according to the value of land, buildings and improvements to the land to include single family, multi-family, residential, condominium, cooperatives, townhouses, timeshare developments and mobile homes. Real estate property taxes also include taxes based on the assessed value for vacant land, residential land, commercial land or agricultural land. Search by Address, Owner name or Folio: http://www.miamidade.gov/proptax/home.asp?Searchby=owner&Process=Search Other Detailed Tax Information: Real Estate Tax Info 2011 Taxes Prior Years Taxes Due 2011 Ad Valorem 2011 Non-Ad Valorem 2011 Back Assessments 2011 Enterprise Folio 2011 Historical Abatements 2012 Quarterly Payments Public Records – Website Expansion Plan 36 2011 Tax Notice/Memorandum Property Sales Property Appraiser sales records are available online at: http://gisims2.miamidade.gov/MyNeighborhood/salesmap.asp providing property and area sales information. Search criteria include address, intersection and landmark. Information displayed: Flood Zones This site provides interactive flood zone designation maps. Search by address, landmark or Zip code. http://gisweb.miamidade.gov/floodzone/index.html Zoning Hearings Zoning Hearing statuses and information are available online via an online search option. Search options include process number, resolution number, folio, applicant name, location, Section/Township/Range and application date. Resolutions, appeals, static maps and recorded documents can be accessed. http://new.miamidade.gov/business/track/track_home.asp GIS Mapping and Community Information Services Near You Services Near You is a service where portal visitors can find the nearest parks and libraries, public school boundaries and other government services for a geographical area. Search capabilities include address. http://gisims2.miamidade.gov/Cservices/CSReport.asp?CMD=INIT Sexual Offenders Sexual Offender Residence Search gives the Police Department and residents the ability to determine if a registered sexual offender's or predator's intended residence is within 2,500 feet of a school, park or day care. http://gisims2.miamidade.gov/SEOPBuffer/main/SEOPDisclaimer.aspx GIS Self Service Browse through our library of data. You can find files in polygon, point or line shapes. Please note that use of this data may require some proficiency in GIS and accessibility to GIS software. http://gisweb.miamidade.gov/GISSelfServices Public Records – Website Expansion Plan 37 Business Incentives and Environmental Considerations Miami-Dade County has various business incentive options available for new and expanding businesses. This website helps business owners identify and explore those options. http://gisweb.miamidade.gov/businessincentive/ This site informs citizens and businesses of potential environmental considerations regarding the development of a new properties or improvements to properties. http://gisweb.miamidade.gov/EnvironmentalConsiderations/ Address Search Provides information about an address and incorporates photography and Google Earth. http://gisweb.miamidade.gov/addresssearch/AddressSearch.aspx Public Records – Website Expansion Plan 38 Appendix E Mayor's Office of Communications - Media Request Log for the Month of December 2011 Date December 1, 2011 Media Outlet Miami Today First Name Scott December 1, 2011 WLTV Ch. 23 Mari December 1, 2011 South Florida Business Journal Oscar Musibay December 1, 2011 December 2, 2011 December 2, 2011 December 2, 2011 December 2, 2011 December 2, 2011 December 2, 2011 December 3, 2011 December 3, 2011 December 3, 2011 December 3, 2011 December 3, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 5, 2011 December 6, 2011 December 6, 2011 December 6, 2011 December 6, 2011 December 6, 2011 December 7, 2011 December 7, 2011 December 7, 2011 December 8, 2011 December 8, 2011 December 8, 2011 December 9, 2011 December 12, 2011 December 12, 2011 December 12, 2011 December 13, 2011 December 14, 2011 December 14, 2011 December 14, 2011 December 14, 2011 December 14, 2011 December 14, 2011 December 14, 2011 December 14, 2011 December 15, 2011 December 15, 2011 December 15, 2011 December 15, 2011 December 15, 2011 December 16, 2011 December 16, 2011 December 16, 2011 December 16, 2011 December 19, 2011 December 19, 2011 December 19, 2011 December 19, 2011 December 19, 2011 December 19, 2011 December 19, 2011 December 19, 2011 December 20, 2011 December 20, 2011 December 21, 2011 December 22, 2011 December 22, 2011 December 27, 2011 December 27, 2011 December 28, 2011 December 30, 2011 The Miami Herald WPLG Ch. 10 WFOR Ch. 4 South Florida Business The Miami Herald WTVJ Ch. 6 WLTV Ch. 23 WFOR Ch. 4 WTVJ Ch. 6 WLTV Ch. 23 The New York Times The Wall Street Journal Associated Press Reuters WFOR Ch. 4 WFOR Ch. 4 WFOR Ch. 4 WLTV Ch. 23 The Bond Buyer WPLG Ch. 10 WTVJ Ch. 6 WFOR Ch. 4 The Miami Herald Law 360 WSVN Ch. 7 The Miami Herald The New York Times WFOR Ch. 4 The Miami Herald The Miami Herald WPLG Ch. 10 The Miami Herald WPLG Ch. 10 The Miami Herald Miami Today Miami Today The Miami Herald WSVN Ch. 7 The Miami Herald The Miami Herald The Miami Herald The Miami Herald The Miami Herald The Miami Herald WTVJ Ch. 6 Miami New Times The Miami Herald Miami Today Miami Today Eye on Miami WQBA 1140 AM The Miami Herald The Miami Herald The Miami Herald The Miami Herald The Miami Herald The Miami Herald Miami Today The Miami Herald The Miami Herald WFOR Ch. 4 Actualidad 1020 AM Energy Central WJAN Ch. 41 WLTV Ch. 23 The Miami Herald The Miami Herald WLTV Ch. 23 Miami Today The Miami Herald The Miami Herald Miami Today The Miami Herald Miami Today The Miami Herald WPLG Ch. 10 The Miami Herald Brannigan Milberg DeFede Musibay Brannigan Carpio Martha Glenna Jim Journal Oscar Martha Gaby Last Name Blake Arriola Elena Ken Timothy Curt Michael Gary Abby Abby Sandra Shelly Cristina Sasha Abby David Lisa Richard Martha Robin Gary Martha Amy Kerry Martha Jeff Martha Ashley Ashley Martha Alex Martha Martha Martha Martha Martha Chuck Steve Mike Curtis Ashley Scott Nancy Jose Antonio Andres Martha Amy Amy Curtis Chuck Ashley Martha Martha Abby Rene Corina M. Fernanda Omar Amy Amy Omar Catherine Audra Amy Scott Martha Scott Amy Christina Andres Amaro Belson Martin Anderson Connor Nelson Lawing Lawing Peebles Sigo Vazquez Luque Lawing Ovalle Uhlman Jordan Brannigan Pobregin Nelson Brannigan Sherman Weston Brannigan Weinsier Brannigan Hopkins Hopkins Brannigan Ravelo Brannigan Brannigan Brannigan Brannigan Brannigan Rabin Litz Miller Morgan Hopkins Blake Lee Evora Viglucci Brannigan Sherman Sherman Morgan Rabin Hopkins Brannigan Brannigan Lawing Pedrosa Silva Garcia Sherman Sherman Garcia Lackner Burch Sherman Blake Brannigan Blake Sherman Vazquez Viglucci Detailed Description of Request 305-471-4234 Erika Phone Number E-mail 305-358-27663 sblake@miamitodaynews.com noticias23@univision.net Update on Occupy Miami protestors 954-949-7567 305-376-3527 305-785-4901 786-489-4589 954-949-7567 305-376-3527 954-622-6111 305-471-4234 305-639-4501 954-622-6111 305-562-1234 917-837-8246 404-865-4371 omusibay@bizjournals.com MBrannigan@miamiherald.com gmilberg@local10.com jdefede@cbs.com omusibay@bizjournals.com MBrannigan@miamiherald.com wtvjdesk@nbc.com noticias23@univision.net earriola@cbs.com wtvjdesk@nbc.com 305-322-6740 305-970-3284 305-970-3284 305-336-4186 941-755-3527 954-529-0889 954-622-2617 305-970-3284 305-376-3379 646-783-7139 305-776-1283 305-376-3527 917-670-3341 305-322-6740 305-376-3527 954-665-9035 954-364-2814 305-376-3527 954-364-2823 305-376-3527 305-358-2663 305-358-2663 305-376-3527 305-795-2777 305-376-3527 305-376-3527 305-376-3527 305-376-3527 305-376-3527 305-376-3672 954-553-6805 305-571-7544 305-376-3610 305-358-2663 305-358-27663 305-725-2397 305-569-3251 305-376-3465 305-376-3527 954-665-9035 954-665-9035 305-376-3610 305-376-3672 305-358-2663 305-376-3527 305-376-3527 305-970-3284 786-346-9590 786-253-5563 305-471-4235 954-665-9035 954-665-9035 305-471-4235 305-358-2663 305-376-3606 954-665-9035 305-358-27663 305-376-3527 305-358-2663 954-665-9035 954-529-0889 305-376-3465 Public Records – Website Expansion Plan Number of County employees and update on Occupy Miami protestors Date Completed December 1, 2011 December 1, 2011 December 1, 2011 November 30, Comprehensive Development Master Plan Meeting Update on union negotiations December 1, 2011 Update on Occupy Miami protestors December 2, 2011 Miami Heat financial statements and reports December 2, 2011 Follow up questions on Nov 30, CDMP Meeting December 2, 2011 SEC subpoena of Marlins stadium documents December 2, 2011 Update on Occupy Miami protestors December 2, 2011 SEC subpoena of Marlins stadium documents December 2, 2011 SEC subpoena of Marlins stadium documents December 3, 2011 SEC subpoena of Marlins stadium documents December 3, 2011 SEC subpoena of Marlins stadium documents December 3, 2011 belson@nytimes.com SEC subpoena of Marlins stadium documents December 3, 2011 timothy.martin@wsj.com SEC subpoena of Marlins stadium documents & Alvarez interview December 3, 2011 canderson@ap.org SEC subpoena of Marlins stadium documents December 5, 2011 michael.connor@thomsonreuters.com SEC subpoena of Marlins stadium documents December 5, 2011 gnelson@cbs.com SEC subpoena of Marlins stadium documents December 5, 2011 alawing@cbs.com Ratification of agreements at Dec 6 BCC Meeting December 5, 2011 alawing@cbs.com SEC subpoena of Marlins stadium documents & Alvarez interview December 5, 2011 chicanews@aol.com PBA Dec 5 vote and ratification of agreements at Dec 6 BCC Meeting December 5, 2011 ssigo@yahoo.com SEC subpoena of Marlins stadium documents December 5, 2011 cvazquez@wplg.com Miami Art Museum’s renaming December 5, 2011 sasha.luque@nbcuni.com PBA Dec 5 vote and ratification of agreements at Dec 6 BCC Meeting December 5, 2011 alawing@cbs.com SEC subpoena of Marlins stadium documents & Alvarez interview December 5, 2011 DOvalle@miamiherald.com PBA Dec 5 vote and ratification of agreements at Dec 6 BCC Meeting December 5, 2011 lisa.uhlman@law360.com SEC subpoena of Marlins stadium documents December 5, 2011 PBA Dec 5 vote and ratification of agreements at Dec 6 BCC Meeting December 5, 2011 MBrannigan@miamiherald.com Marlins Stadium bonds presentations December 6, 2011 pogrebin@nytimes.com Miami Art Museum’s renaming December 6, 2011 gnelson@cbs.com Mayor Gimenez's comment on PBA vote December 6, 2011 MBrannigan@miamiherald.com Update on 10 collective bargaining agreements December 6, 2011 ASherman@miamiherald.com No layoff of firefighters and police officers promise December 6, 2011 newsdesk@local10.com PBA Dec 5 vote and ratification of agreements at Dec 6 BCC Meeting December 6, 2011 MBrannigan@miamiherald.com December 6, General Obligation Bond presentation December 7, 2011 jweinsier@wplg.com Interview Deputy Mayor/Interim Finance Director Ed Marquez regarding SEC subpoena of Marlins Stadium docu December 7, 2011 MBrannigan@miamiherald.com Update on take home vehicle program December 7, 2011 ahopkins@miamitodaynews.com 2012-2013 Budget December 7, 2011 ahopkins@miamitodaynews.com SEC subpoena of Marlins stadium documents December 8, 2011 MBrannigan@miamiherald.com SEC's formal order of investigation and action memo December 8, 2011 aravelo@wsvn.com Update on Occupy Miami protestors December 8, 2011 MBrannigan@miamiherald.com Update on union negotiations December 9, 2011 MBrannigan@miamiherald.com Mayor's baggage wrap contract memo December 13, 2011 MBrannigan@miamiherald.com How much underwriters, attorneys and brokers were paid for the sale of Marlins Stadium bonds; and how the b December 13, 2011 MBrannigan@miamiherald.com All documents and/or meeting information regarding resort casino gambling December 19, 2011 MBrannigan@miamiherald.com Baggage wrap contract item drafted for December 12 Regional Transportation Committee Meeting December 14, 2011 crabin@MiamiHerald.com How much revenue was generated in 2011 from CDT, TDT and PST taxes and allocated to Marlins Ballpark December 14, 2011 Steve.Litz@nbcuni.com How much the County loaned Jungle Island and how do they owe the CountyDecember 14, 2011 michael.miller@miaminewtimes.com Virginia Key landfill and County withholding funds from City of Miami until waste management issues are resolv December 14, 2011 Cmorgan@MiamiHerald.com FPL transmission corridors project December 14, 2011 ahopkins@miamitodaynews.com Marlins shuttles and business advisory team December 22, 2011 sblake@miamitodaynews.com SEC subpoena of Marlins stadium documents December 14, 2011 geniusofdespair@yahoo.com Mayor Gimenez’s meeting with Terry Murphy December 14, 2011 jevora@UnivisionRadio.com Mayor Gimenez interview with AFSCME Local 121 Water and Sewer President Emilio Azoy regarding union ne December 15, 2011 aviglucci@miamiherald.com City-County committee on transportation planning for the Marlins Ballpark December 15, 2011 MBrannigan@miamiherald.com Budget Director interview regarding impact of delayed implementation of collective bargaining agreements mem December 19, 2011 ASherman@miamiherald.com Follow up question on senior funding promise December 15, 2011 ASherman@miamiherald.com Follow up question on external audits December 19, 2011 Cmorgan@MiamiHerald.com Copy of County’s FPL transmission corridor report for DEP December 16, 2011 crabin@MiamiHerald.com Who oversees Marlins Ballpark operating contracts i.e. janitorial services December 16, 2011 ahopkins@miamitodaynews.com Board of County Commissioners General Obligation Bond projects special meeting December 16, 2011 MBrannigan@miamiherald.com Update on County layoffs December 19, 2011 MBrannigan@miamiherald.com Deputy Director Marquez interview regarding impact of delayed implementation of collective 2011 December 19, bargaining agreeme alawing@cbs.com Dec 19 BCC Meeting Agenda December 19, 2011 rpedrosa@actualidad1020.net Dec 19 BCC Meeting Agenda December 19, 2011 corina@energycentral.com Copy of transmission lines draft report December 19, 2011 Luggage wrap services contract December 19, 2011 omargarcia@univision.net Issues with elevator at Fernwoods II condominium complex December 19, 2011 ASherman@miamiherald.com Follow up Transit external audit and FTA reimbursement questions December 20, 2011 ASherman@miamiherald.com Update on state lobbying bills December 19, 2011 omargarcia@univision.net Dec 19 BCC Meeting – Agenda Item 1F1 Financial Recovery Board Monthly December 19, 2011 Report City of Miami Commissioner Sarnoff and Mayor Gimenez conversation regarding the County getting involved wit December 20, 2011 aburch@miamiherald.com Robert's Drug Store in SPCC update December 21, 2011 ASherman@miamiherald.com Follow up questions on Dec 19 requests December 21, 2011 sblake@miamitodaynews.com American Airlines Arena agreement December 22, 2011 MBrannigan@miamiherald.com Copy of December 19, Board of County Commissioners Meeting December 22, 2011 sblake@miamitodaynews.com American Airlines Arena agreement December 27, 2011 ASherman@miamiherald.com Follow up questions on FTA suspension of $182 million Transit funds December 28, 2011 CVazquez@wplg.com Mayor Gimenez interview regarding streetlight outage between NW 17 and 27 Avenues 28, 2011 December aviglucci@miamiherald.com Cemex mine lawsuit December 30, 2011 39 Appendix Administrative Order MIAMI-DADE 1 Administrative Order Ne.: 4-48 Title: Fees Charged te the Public fer Examining and Duplicating Recerds Drdered: 990 Effective: I 'l 990 AUTHORITY: Sectien 4.02, Heme Ftule Charter. Sectien 'l'lEI.flT, State Statutes. SUPERSEDES: This Administrative Order supersedes existing AC). 4-48, dated February E3, FLO. 1-4, "Requests fer Assessment |nfermatien", and these pertiens ef 4-series administrative erders ef individual departments, pertaining te cepv charges. POLICY: Pursuant te State law, nen-cenfidential public decuments are te be made available fer examinatien by the public at reasenable times and under reasenable cenditiens, and cepies previded upen pavment ef the actual cest ef the material and supplies, but net the Iaber er everhead cests, asseciated with such duplicatien, with the fellewing exceptiens: The charge fer regular "Xerex" cepies is set at 15 cents per page. There is a fee set by State law. The public decument in guestien is a ceuntv map er aerial phetegraph; er, Extensive use ef infermatien technelegv reseurces er clerical er superviserv assistance is required fer the duplicatien er assemblv ef materials. {See belew fer treatment ef these exceptiens]. Kev Ceuntv persennel, particularlv these invelved in criminal justice er public health activities, sheuld beceme familiar with the cenfidentialitv previsiens centained in Chapter ef the Flerida Statutes. Departments may elect te assess fees er charges in accerdance with this administrative erder_ Where fees are in fact assessed, department directers mav, hewever, waive the fees in these cases in which the cest weuld be a hardship and weuld denv te a citizen cepies ef materials er access te infermatien that he er she needs in cennectien with efficial public business. Public Records -- Website Expansion Plan 40 "Faxing" of copies is deemed here to be a special service provided at the discretion of departments and charged accordingly. t3oin--operated photocopies may be made available for use by the public, provided that departments do not realize revenues in excess of the actual cost of providing said copiers, and citizens are to be permitted to utilize their own copying devices where these devices pose no hazard to the materials being copied and do not unduly disrupt normal operations. Agencies should not reproduce or permit the reproduction of copies of copyrighted work in a manner inconsistent with federal law, but must permit access to such materials for inspection or examination. FEES: As set forth in the State Statutes, a standard charge of "i5 cents per page is hereby adopted for the incidental "J-(erox" copying of public records. Pursuant to said Statutes, the fee for each double-sided copy is set at EU cents and the fee for each certified copy of a public record is set at S1 In cases involving extensive staff resources, as defined below, departments may assess a charge that reflects the lowest salary (plus fringes] among all clerical workers and, if applicable, among all personnel who might perform such work, or the actual salary and fringes of the specific person or persons performing the work. No pre--calculated average or composite unit costs may be charged- Fees for other than regular "Xerox" copying, and for the examination copying of records which calls for the use of extensive staff or information technology resources, (which fees may include the labor costls) or line or other charges connected with providing such services), and fees for the reproduction of County maps or aerial photographs, which may also include the overhead costs associated with their duplication, are to be set in accordance with the Procedure outlined below. Fees set by State law will remain as so set- Reports and other materials that a department has printed or prepared by the General Services Administration, by the Office of Computer Services and Information Systems, or by an outside contractor, may be offered to the public at the actual per copy cost to the department. Where a department has at the request of interested parties developed materials that meet the definition of public records but which are not required by law of regulation to be prepared, and which are not routinely produced by the department itself for its own use in the form requested, the department may, with the concurrence of those interested parties, charge fees that reflect the development and other costs that the department needs to recover in order to be able to prepare and copy such records- However, in each of the two cases immediately above, where a citizen specifically reouests it. copies of such records shall be provided at the costs otherwise provided Public Records -- Website Expansion Plan 41 for in this administrative order. Charges for remote electronic access to public records are covered by Sec. of the Florida Statutes. See next section for definitions of key terms- DEFINITIONS: For the purpose of this administrative order: Extensive shall generally mean: 'ii a time duration of EU minutes or more for a} the assembly; retrieval {but not retrieval from a remote location); and copying of the materials in duestion; or; b] active participation by supervisory staff; or; c) itemized review to determine the appropriateness or confidentiality of the materials in question; or; d) computer programming or operation to extract or retrieve data; or; 2) reduiring the establishment of special procedures or the assignment of additional staff to accommodate the volume of a given reduest andror the frequency of recurring reduests from a given source. The EU minute criterion must be met separately for clerical and for personnel; but may be met within each of these groups by adding the times of different individuals involved. {In the Florida Statutes; "Estensive" depends on the circumstances of the particular situation; use the attached form for requesting a definition of "eictensive" different from what is presented here.) Incidental shall mean all situations that can be routinely handled within a reasonable period of time with available staff; and not encompassed under the definition of above. Information technology resources includes computerized records; microfiche; fax; and electronic databases; and the operating and programming personnel associated with those resources- Labor cost shall mean the hourly rate of pay of the personnel {including active supervisory personnel) actually providing the service; plus fringes. Public record means any document; paper; letter; map; boolt; tape; photograph; film; sound recording or other material made or received pursuant to law or ordinance or in connection with the transaction of official business by an agency. RE: To establish charges for other than regular "Xerox" copying; to establish a definition of "e:-rtensive" for a particular situation; or to establish other charges; a department must prepare an itemized listing in accord with the attached format; and receive the Public Records -- Website Expansion Plan 42 ef the Clffice ef Management and Budget. Separate schedules rnav be established fer separate divisiens. where justified pv different circumstances. Actual charges are to be assessed en a per page pasis in tenths of an hour {six minute) incrernents. tp the nearest increment. Fees are to pe cpllected, depesited and accounted for in the same manner that ether operating funds in the department are handled. Tptal charges pf less than Ell] cents may be waived. at the department's discretipn- Departments waiving such charges are encpuraged to set up charitv cpntainers and invite custcimers ta dpnate the waived fees tp the charity pr charities. This administrative prder is hereby submitted to the Beard pf Cpuntv Cemrnissipners pf Dade Cpunty, Fldrida. Jpaquin G. Avifie, P.E., P-L.S. Ccuuntv Manager Public Records -- Website Expansion Plan 43 PRDPEISED RECORD CDPYING FEHDIDR EKAHIHHTIDN CHEEGEE DEPARTMENT Division FEE COPY CHEEGE3 [other than {Attach justification] DEFINITION OF 1. Charges for Services Defined as "Extensive" attach listing of hourly and other charges that might be assessed for use of information technology resources, and attach listing of job titles o? personnel [grouped by clerical and supervisory! management} whose time might be included in hourly charges. 2. County Maps or Aerial Photographs PER COPE CHARGES: SPECIAL HATEEIALE, SUPPLIES per Page {Attach explanation itemising individual comnonents.i OVERHEAD CHARGE: per Page {Attach explanation} PEHESCWHEEL Attach listing oi classifications of personnel whose time might be included in any hourly charges- 3. Fees establishes by State law [attach listing.) Submitted by: Date Director DHE: Date: Date: Public Records -- Website Expansion Plan 44 Appendix Retention of Electronic Records Policy MIAMHEIAD Memorandum Date: August 23 2010 To: Department Directors From: George County Subject: Retention Ele ronn ail (e-mail) and Other Electronic Records This is a reminder of the County's policy regarding electronic records retention, including e-mails. As is the case for paper files, electronic data as well as e-mail messages are usually public records and are subject to the same records retention requirements per Florida Law. Retention of electronic data and information must be based on content, not media type, and should be retained for the same duration as any other records of similar content. For the purpose of satisfying public records laws, e-mail is defined as the messages sent and received by e-mail systems, and transmission and receipt data associated with those messages. Dther electronic data includes, but is not limited to, letters, memoranda, maps and spreadsheets. Department directors are responsible for electronic records retention, as is the case with any other record type. As you are already aware, retention periods are to be determined based on content, the nature of the communication, the purpose of the record, and the legal, fiscal, administrative, and historical values, regardless of the format in which the record is stored. In determining where to archive your electronic files, bear in mind that the -County's existing e-mail servers have limited storage space. You should consider archiving e-mail files to other media such as your local shared network drives. We are continuing to explore new technologies and storage options to centralize e-mail retention. The County's Information Technology Leadership Council, which is staffed by representatives from several departments, has been tasked with examining and recommending comprehensive archiving solutions for the County. In the meanwhile, it remains each director's responsibility to ensure employees comply with records retention requirements set by the State of Florida. 'With the changes in technology and the resulting impacts, we are also completing a comprehensive rewrite of our administrative orders goveming document retention. For additional information regarding State of Florida records retention laws and existing Miami-Dade County Administrative Orders, please refer to: - Cb 119.021 FS Public Records Law - Ch 25?' F8 Public Libraries and State Archives - Chapter TB-24 Florida Administrative Code; Records Retention Scheduling and Rim Slate of Florida Basics of Records Management A. D. Records Management Program A. O. 55, Acquisition, Assignment and Use of Telecommunication Devices and Network Resources Should you have questions, please contact Howard Piper, Special Assistant at 305-375-3392. C2 Honorable Carlos Alvarez, Mayor Honorable Dennis G. Moss, Chairman and Members, Board of County Commissioners Honorable Harvey Ruvin, Clerk, Circuit and County Courts Honorable Joel Brown, Chief Judge, Eleventh Judicial Circuit Honorable Katherine Fernandez-Rundle, State Attorney Honorable Carlos Martinez, Public Defender Honorable Pedro Garcia, Property Appraiser Robert A. Cuevas, County Attorney Dr. Erieida Cl. Roldan. President and Chief Executive Officer, Public Health Trust Robert Meyers, Executive Director, Commission on Ethics and Public Trust Christopher Mazzella, Inspector General County Executive Office Senior Staff Charles Anderson, Commission Auditor Public Records -- Website Expansion Plan 45 Appendix H Social Media Policy It is the County's responsibility to provide taxpayers with accurate, consistent and reliable information about County news, events, programs and initiatives. In keeping with that function, County departments may use social media to promote County programs services, events and initiatives, and as a tool to recruit potential employees. While departments are encouraged to use these channels as part of an integrated communication strategy, the Community Information and Outreach (CIAO) is responsible for ensuring that such websites are used in a manner consistent with larger organizational goals and policy and reserves the right to modify any content that is inconsistent with these goals. Definitions: Designee: the person designated by the department director to publish material on behalf of the department. Content from the designees is presumed approved by its director. Publish: to create content that can be published unedited to authorized social networks. The actual posting is handled by the department's designee. Content: text and images, comments, web links and discussion topics. Rules: Departments are strongly advised to publish content promoting County programs services, events and initiatives on the authorized central Miami-Dade County social networking page. Use of social networking websites during business hours must be for official County communications only. Abuse will result in the loss of access and/or disciplinary action. Only employees designated by the department's director may use their County e-mail address to create accounts and publish content on authorized County social networking sites. Other County Employees may only use their personal e-mail, not their County e-mail, to create accounts and publish content on authorized County social networking sites. Authorized use of County equipment and networks is regulated by ITD under Administrative Order 5-5 . Users should be aware that ITD may monitor and audit network use, that all communications on County equipment fall under the state's Public Record laws, and that Department Directors are responsible for ensuring the resources are used appropriately. Departments may create related pages (Facebook) to serve "niche" audiences provided that the group adheres to the guidelines (PDF - 3.18MB) and standards set forth by CIAO and that a CIAO user is designated as an administrator of the group. CIAO will help to promote authorized groups by linking to it from the central County page. Under no circumstances are competing pages (Facebook), channels (YouTube) or accounts (Twitter) containing Countyrelated information to be created. Content regarding County programs, services, events or initiatives on social networking sites must point users to County web pages for expanded content. However, County websites may not link to a social networking page. When posting a link, the link must point either to a County web page or one that provides positive exposure for the County. Links promoting non-County items are not permitted. It is a violation of copyright law to use a person's work without his or her express written consent. If original County artwork, photography or text cannot be obtained, third-party content may be substituted with the permission of the artist or author. CIAO in its sole discretion reserves the right to remove any unsuitable content from the authorized County social networking websites. CIAO reserves the right to revoke a designee's publishing privileges at any time for violations of this policy. Procedure: In order to publish content on the authorized social networking pages: 1. 2. The department's director must provide in writing to CIAO the name, title and e-mail address of the person(s) designated to publish on the department's behalf. The Department must immediately notify CIAO by e-mail in the event that a designee's publishing rights change due to termination, transfer, change in duties or other causes. REV. 11/3/2010 Public Records – Website Expansion Plan 46 Appendix I Documents Types currently stored in Central Repository Department Document Type Inmate incidents Vendor documents Corrections and Rehabilitation Department personnel documents Background checks Investigation Permits Special events Burn permit False alarms Public education Fire Rescue Fire Prevention Criminal history Offense incidents reports Non-prints Promise to appear Wrong subject Miami-Dade Police Central Records Bureau Forensic Services Bureau Cases Homicide photos Sex Crimes Bureau Sexual predators and offenders Professional Compliance Bureau Sex crimes cases Closed cases Use of force Property and Evidence Bureau Evidence forms Warrants Bureau Warrants Property Appraiser Folio documents: real estate and personal property Value Adjustment Board documents Building Cards Homestead Exemption Public Records – Website Expansion Plan 47 Department Document Type Animal Services Housing Administrative documents Department personnel documents Permitting, Environment, Regulatory Affairs Code Enforcement cases Water and Sewer Department personnel documents Miami-Dade Transit Design and engineering Construction Contract procurement Cost and scheduling Document control Planning Program management Right of way Sustainability, Planning, and Economic Enhancement Public Housing and Community Development Elections Finance / Tax Collector Film permits Department personnel records Recruitment documents Applicant Leasing Center – Section 8 Voter information Outside employment Financial disclosures Precinct registers Payments by folio (including lockbox) Payments by account (non-folio) Bankruptcy notices (Federal Court) Auto tag Refund letters Tax mail Information Technology Purchase orders Internal Services Applicant background checks with workflow to departments (except MDCR and MDPD) Personnel records (used by all departments) Medical records (via Mt. Sinai, JMH) Elevator Inspection reports Risk Management checks W-9 form Public Records – Website Expansion Plan 48