The City of Key West, Florida

The Southernmost City in the Continental United States

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Records Management

CUSTODIAN OF PUBLIC RECORDS

CHERI SMITH, MMC, CPM

CITY CLERK

1300 WHITE STREET, KEY WEST, FL  33040

(305) 809-3831

E-MAIL: CSMITH@CITYOFKEYWEST-FL.GOV

*PURSUANT TO SECTION 119.07 (4)(D), FLORIDA STATUTES, THE CITY CLERK'S OFFICE IS AUTHORIZED TO CHARGE, IN ADDITION TO THE COST OF DUPLICATION, A REASONABLE SERVICE CHARGE FOR THE COST OF THE "EXTENSIVE USE OF INFORMATION TECHNOLOGY RESOURCES OR OF PERSONNEL, IF SUCH USE IS REQUIRED BECAUSE OF THE NATURE OF VOLUME OF PUBLIC RECORDS TO BE INSPECTED, EXAMINED OR COPIED.

The City of Key West has just added a new tool to help the community better connect to City government. Now, you can make a Public Records request right through the City’s web site. We’ve upgraded the Action Line to ensure quick, thorough responses to request documents. 

On the City’s home page: www.cityofkeywest-fl.gov, just click on the drop-down link from the “How Do I?” navigation tab. Hover the mouse over the tab and you’ll see two options titled “Submit a Police Records Request” or “Submit a Public Records Request”. 

From there you will be able to request anything you need, from a police report to a bid document. With the help of GovQA Public Records Software, the City is enhancing its transparency to the public while integrating a system that will better track public record requests across multiple departments, standardize records processing and fulfill requests in a timely manner. 

With this easily accessible web portal the public can be sure it is receiving complete and accurate records in a reasonable time frame. It allows requesters to submit a new public records request, track the progress and receive updates by email. The requestor can also read any correspondence or notes about specific requests and download electronic records deliverables. 

Requestors can continue to contact officials in person, in writing, over the phone or by email, but the requests will be tracked internally through this new application. Frequent requestors like reporters and attorneys may also set up an account. 

“We’re very excited to provide this added tool to the community,” said City Clerk Cheri Smith. “It is enabling us to provide better service as well as better understand the direct costs of records processing.”

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The City of Key West is mandated by the State of Florida to maintain City records in accordance with the public records law. This includes traditional paper documents, as well as information stored on City computers such as word and excel documents, calendars and e-mails made or received in the connection with the official business of the City. These records may not be deleted or destroyed unless done in accordance with the Florida Department of State's retention schedule.

To Ensure compliance with applicable public records laws, please do not delete any document without communicating with the City Clerk's office.

Please click on the link to view the State of Florida's General Schedule of Guidelinesbelow:

Local Government General Schedule (GS1)

Law Enforcement General Schedule (GS2)

Election Records General Schedule (GS3)

Fire Department General Schedule (GS8)

Public Utilities General Schedule (GS14)

 

Cheri



Contact Us

Cheri Smith
Cheri Smith,
City Clerk
City Hall
1300 White St
Key West, FL 33040
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  • Business: (305) 809-3832
  • Staff Directory
  • Monday-Friday, 8:00 A.M. - 5:00 P.M.

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