TCA 10-7-301 (6) "Public record or records" or "state record or records" means all documents, papers, letters, maps, books, photographs, microfilms, electronic data processing files and output, films, sound recordings, or other material, regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction of official business by any governmental agency. (Also consult Metro code 2.140.020 and Mayoral Executive Order No. 035), i.e., a record is not defined by its format, but by the information it contains.
Learning this simple edict is fundamental to understanding Records Management. In government, all records are considered “public”, even those ruled confidential, being all are created in the service of The Public. Confidential records are inhibited from general release for the sensitive information they carry.
The management of records is clarifying the purpose of a record, then appraising its use cycle and upkeep by administrative, legal, fiscal and historical values. Looking at a record series under such considerations is the process for writing an RDA, or the Records Disposition Authorization.
If your department has a record series that is not under this authorization, please contact Records Management to make an in-house appointment.
A broader training class is offered under Essentials of Records Management. Designed to educate on the many benefits of good records practice, it also details the specifics of critical records, electronic documents, storage and destruction, and the transfer of inactive records to the Metro Records Center. Records Officers are encouraged to attend as well as all other Metro employees. Sign up through your HR Training Coordinator. Classes will be held at the Metro Southeast complex.
460 Records Management
Note: class scheduled for May 5, 2016 8:30am to 11:00am at Metro Southeast. (check upcoming HR Training Schedule)