The main function of Central Records, a division of the Office of the City Auditor and Clerk, is to develop and administer Records Management policies for the City of Sarasota, and to assist the various City Departments in understanding and applying those policies to their public records. Records Management policies are governed by the State of Florida's General Records Schedules. GS1-SL is the schedule that addresses the majority of records generated by the City of Sarasota.
Records Management includes the storage and disposition of paper documents that are considered public records. This process is managed by GainRM, the City's software program used to record, track the movements and determine the eligibility of public documents for destruction. Central Records also directs the scanning of records with long term retention for digital storage.
Access to Public Records
Central Records administers eDocs, the City's electronic document storage system available through the City's website. This site gives City employees and the public the ability to view Ordinances, Resolutions, Contracts, Commission and Advisory Board Meeting agendas and minutes, the Domestic Partnership Registry and other documents.
Other areas of responsibility include the management and disposition of the City's Administrative Regulations, and the codification of all City Ordinances which are to be incorporated into the City Code or Zoning Code through Municipal Code Corporation. The full City Code and Zoning Code is available through www.municode.com.
Central Records Management Facility
The Central Records Division maintains over 3,400 boxes of records in our office and storage facility at 1761 12th Street, Building D, Sarasota, FL 34236. The Central Records Facility does not distribute hard copies of records directly to the public. Public records that are not available through eDocs may be obtained by contacting the pertinent City Department; please refer to our Frequently Asked Questions (FAQs) for more information. If you are unable to find the information you need the Central Records staff is available to assist you by phone or email.
How can I get information about Property Taxes, Property Values or Foreclosures?
SARASOTA COUNTY PROPERTY APPRAISER
General Information: (941) 861-8200
Public Records: (941) 861-7425
Where can I find the Agenda, Minutes or Video for a City Commission or Advisory Board/Committee meeting?
The archive video of meetings, Agendas and Minutes can be retrieved by going to the City home page sarasotafl.gov/services/live-on-demand-video. In one of the drop-down menus select the desired Commission, Board or Committee, and you will be taken to that selections View Page where links for Video/Audio, Agendas and Minutes are available. Most Agendas will provide links to any backup material provided for the meeting. The Agendas will provide "Jump To" links to the place in the Video where the item was actually discussed.
Not all meetings are video recorded. A notation should accompany the name of the meeting if the meeting was recorded with Audio Only, i.e., Code Enforcement Hearings–Audio Only.
(Note: Agendas and Minutes prior to May 2006 can be found at edocs.sarasotagov.com.)
How can I get information about Building Permits, Building Plans, Zoning, Development or Code Compliance in the City of Sarasota?
Planning and Zoning: (941) 365-2200 extension 4362
Code Compliance: (941) 954-4125
How can I get a copy of a City of Sarasota Police report?
CITY OF SARASOTA POLICE DEPARTMENT
General information: (941) 366-8000
Records Division: (941) 954-7045
How can I get a copy of a Sarasota County Sheriff's Record or Report, Warrant or Background Check?
SARASOTA COUNTY SHERIFF’S DEPARTMENT
General information: (941) 861-5800
Records Division: (941) 954-7045
How can I get information about a Judgment, Civil or Criminal Case, Deed, Mortgage, Lein, Will, Probate, Death Certificate, Marriage License or Passport?
SARASOTA COUNTY CLERK OF THE COURT
Phone: (941) 861-7400
How can I find a Contract or Agreement, Ordinance, Resolution, Domestic Partnership Registry, or other public document?
Use this link to access the City eDocs page edocs.sarasotagov.com
There are two Search boxes on this page:
The first search box allows you to search the Text of a Document. This allows you to look for specific words or phrases within the text of a document (Example: Bayfront Park). If you know what type of document you are searching for check the appropriate box (Ordinances, Resolutions, Contracts and Agreements or Domestic Partners Registry), if not leave it blank. Once you enter your search words or phrase click on the blue ‘Search’ icon at the bottom of the Search box.
The second search box (near the bottom of the screen) allows you to conduct a search based on the specific type of document. Choose the type of document from the "Search In" drop-down list. The search fields below the list will change depending on the type of document you chose. Enter as much information as possible to narrow your search then click on the blue ‘Search’ icon at the bottom of the Search box.
With any search there may be a significant delay so please be patient. The results for either type of search will appear on the right side of the page.