23-15.015. Indexing of Orders

(1) Public Inspection and Duplication. The following shall be made available from the agency for public inspection and copying, at no more than cost:

(a) All final orders which the agency is required to index.

(b) A current subject-matter index identifying final orders which are indexed.

(c) A list of final orders which are not indexed, including stipulations, agreed settlements and consent orders.

(2) Final Orders Indexed. Only those agency final orders designated in Section 947.071(2), F.S., shall be indexed.

(3) Listing of Final Orders. The agency shall maintain a list of stipulations, agreed settlements, and consent orders which are excluded from indexing. The list shall contain the names of the parties to the proceeding and the number assigned to the final order.

(4) Numbering of Final Orders.

(a) Indexed final orders shall be sequentially numbered as rendered using a two-part number separated by a dash with the first part before the dash indicating the year and the second part indicating the numerical sequence of the order issued for that year beginning with number 1 each calendar year. The assigned agency designation prefix, which is “FCOR”, shall precede the two-part number.

(b) The applicable order category shall be added as a suffix succeeding the agency designation prefix and two-part number. The order categories are as follows:

PG	–	Parole Granted
PR	–	Parole Revoked
PSR	–	Parole Supervision Restored
PST	–	Parole Supervision Terminated
PTE	–	Parole Terminated Early
PER	–	Parole Extraordinary Review
CRSI	–	Conditional Release Supervision Imposed
CRR	–	Conditional Release Revoked
CRSR	–	Conditional Release Supervision Restored
CRST	–	Conditional Release Supervision Terminated
CRTE	–	Conditional Release Terminated Early
CRSE	–	Conditional Release Supervision Terminated Early
CTRLR	–	Control Release Revoked
CTRLSR	–	Control Release Restored
CTRLST	–	Control Release Supervision Terminated
CTRLTE	–	Control Release Supervision Terminated Early
ARR	–	Addiction Recovery Supervision Revoked
ARSR	–	Addiction Recovery Supervision Restored
ARST	–	Addiction Recovery Supervision Terminated
ARSTE	–	Addiction Recovery Supervision Terminated Early
CMRI	–	Conditional Medical Release Imposed
CMRR	–	Conditional Medical Release Revoked
CMRSR	–	Conditional Medical Release Restored
CMRST	–	Conditional Medical Release Terminated

(c) Following the order category, the applicable inmate’s Department of Correction’s six-digit number shall be inserted.

(5) System for Indexing Final Orders.

(a) The index shall be alphabetically arranged by main subject headings taken from the Florida Statutes index, when applicable. The applicable titles of citations of the Florida Statutes construed within the final order may determine the main subject headings and subheadings in the index. Main subject headings shall be all capital letters and shall be flush left on the page followed by relevant subheadings which shall be initial caps and lower case letters indented. Subheadings and sub-subheadings at equal indentations shall be alphabetized. The numbers of the final orders shall be listed sequentially in an indentation immediately below the applicable subheading. Cross references shall be used to direct the user to subject headings which contain the relevant information. Related key words (specific words, terms and phrases) and common and colloquial words shall be listed and cross referenced to the appropriate main subject headings.

(b) The main subject headings shall be consulted by the agency’s indexer, and subsequent similar entries shall be indexed under the existing appropriate heading. The index shall be cumulative and shall be updated and made accessible to the public at least every 120 days. New main subject headings will be added when necessary. The index shall be cumulative for one calendar year.

(c) The Office of the Commission Clerk shall index all final orders. On a weekly basis, designated staff shall provide a copy of each final order to be indexed, relevant to their particular functional area. In addition, the Director of Administration shall retain a copy of all stipulations, agreed settlements and consent orders, which are required to be listed, but not indexed.

(6) Maintenance of Records. Final orders that comprise final agency action and that must be indexed pursuant to this chapter shall be permanently maintained by the agency pursuant to the retention schedule approved by the Department of State, Division of Library and Information Services.

(7) Plan and Procedures for Public Access.

(a) The agency shall make final orders accessible and available to the public by sequentially numbering and indexing those orders that are required to be indexed and listing those final orders that are only required to be listed. The agency shall make the indexed final orders, subject-matter index, and list available to the public.

(b) The Office of the Commission Clerk shall assist the public in obtaining information and access to agency final orders.

(c) The Office of the Commission Clerk shall maintain a file of indexed final orders, the subject-matter index and a list of non-indexed final orders. Upon request, the Office of the Commission Clerk shall retrieve the final order(s) requested and make the order(s) available for public inspection or copying, at no more than cost.

(d) The agency will maintain and store indexed final orders, the subject-matter index, and a list of non-indexed final orders in the offices of the agency at 4070 Esplanade Way, Tallahassee, Florida 32399-2450. The office is open to the public between the hours of 8:00 a.m. and 5:00 p.m., excluding holidays and weekends.

Rulemaking Authority 947.07 FS. Law Implemented 120.53(2)(a)1.-5., 947.071 FS., Chapter 91-30, S10, Laws of Florida. History–New 1-26-93, Amended 1-5-94, 3-31-10, 2-12-13.