If your office is being closed, follow the steps in this checklist before leaving. Supplies (plastic sheeting, plastic bags, tape, etc.) are available from your supervisor.
If an employee is unable to comply, the office manager must ensure the space is secured.
- Critical work items such as working papers, critical documents, etc. should be placed in plastic bags and moved from exterior offices to interior offices. Critical documents on the computer should be saved to a disc or to the network drive.
- Contents of bookcases in exterior offices should either be bagged and moved into interior offices or covered with plastic sheets and sealed.
- File cabinets should be covered with plastic sheets and sealed.
- All desktop electrical equipment must be unplugged, bagged and moved to interior offices.
- Window blinds should be lowered and closed.
- All items should be moved away from windows.
- Once you have secured your work area, notify your supervisor or other appropriate person before leaving the office.
- If circumstances require physical removal of agency public records, you must notify the lead administrative assistant in your DOI and the FWC Records Management Liaison Officer (RMLO) at 850-488-6553 or email at Hollie.Weathersbee@myfwc.com. Notification information should include: record series title, inclusive dates, and volume (number of boxes), removal location, new location, person responsible for transport and delivery.
- If you have stored personal papers and family mementos in your office, you may want to remove them; the agency cannot be responsible for personal effects.
Supervisors are responsible for ensuring the necessary supplies for your employees are kept on site. Office managers must also plan for and ensure all outside items have been removed or secured, as appropriate.
Before You Return
In most cases, the local news media will provide updates concerning office closures. If state offices are reported closed, you should not attempt to return to the office. Once offices are reported open, contact a chain-of-command supervisor to determine if the FWC office, due to damage, is still closed. The FWC website will be updated to report the office closure status, if possible.
If you discover records have been damaged, it is important to evaluate them as soon as possible to avoid losing wet records. Contact the RMLO immediately at the above numbers and email for instructions.