FREQUENTLY ASKED QUESTIONS

What is Metro Records Management?
Where is the office of Metro Records Management?
What are the business hours of Metro Records Management?
What is the phone number, fax number, and how can I communicate by e-mail?
What are records?
What is records management?
What are the benefits of a good records management program?
What happens without a good records management program?
Does the department give up ownership of records when they are transferred to Metro Records Management?
Are there some tasks that Metro Records Management cannot do?
Are there rules for transferring records to Metro Records Management?
What is the General Records Schedule (GRS) and where can I get a copy?
What is a Records Schedule or Records Disposition Authorization (RDA) and how can I get one?
Are special boxes required for storing records?
Does it matter how files are placed into the boxes?
Can you give an example of how records might be arranged?
How are records transferred to Metro Records Management for storage?
How are requested records received from Metro Records Management?
What is a Records Transmittal and Receipt Form?
What is a Records Officer?
What are the responsibilities of a Records Officer?
What happens when records are due for destruction as approved by Metro Records Schedules?

1. What is Metro Records Management?
Metro Records Management, a division of the Metropolitan Clerk's Office, was established to provide departments with secure, orderly and cost efficient offsite storage for their inactive records; to provide basic retrieval of information; and to provide guidance in all matters related to Records Management.

2. Where is the office of Metro Records Management?
It is located in the Metro Southeast complex at 1417 Murfreesboro Pike.

3. What are the business hours of Metro Records Management?
Business hours are from 8:00 a.m. until 4:30 p.m., Monday - Friday.

4. What is the phone number, fax number, and how can I communicate by e-mail?
The phone number is 862-5885, the fax number is 862-5886 and e-mail may be sent to Records.Center@nashville.gov .

5. What are records?
Records are all documents, papers, letters, maps, books, photographs, microfilms, electronic data processing files and output, film, 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. TCA 10-7-301 (6)

6. What is records management?
It is the application of management techniques to the creation, utilization, maintenance, retention, preservation, and disposal of records in order to reduce costs and improve efficiency of record keeping. It includes records retention schedule development, essential records protection, files management and information retrieval systems, microfilm information systems, correspondence and word processing management, records center, forms management, analysis, design, reports, and publications management. TCA 10-7-301 (9)

7. What are the benefits of a good records management program?
          reduced office space used for file storage.
          cost savings for filing equipment and supplies.
          fewer personnel required for filing and retrieval.
          improved service and efficiency.
          ability to find the right information at the right time.
          timely destruction of records that are no longer useful.
          protection of records of continuing value.

8. What happens without a good records management program?
Records are created needlessly, distributed aimlessly, under utilized, filed lackadaisically, transferred carelessly, stored haphazardly, and maintained for an inappropriate time.

9. Does the department give up ownership of records when they are transferred to Metro Records Management?
No. Both ownership and primary responsibility for the administration of the records remains with the transferring department.

10. Are there some tasks that Metro Records Management cannot do?
Metro Records Management is prepared to assist departments with routine tasks associated with inactive records. A special project that requires large numbers of files to be pulled in a short period of time is an example of a task that is beyond the routine. Departments will be expected to cooperate in finding reasonable solutions to these situations, which may include providing staff and/or extending the project over a longer period of time.

11. Are there rules for transferring records to Metro Records Management?
Yes. Complete instructions for transferring records can be found on our website.

12. What is the General Records Schedule (GRS) and where can I get a copy?
The General Records Schedule identifies records that are found in most departments and sets a retention period for them. It has been approved for use by the Public Records Commission. A copy can be found at http://www.nashville.gov/Records_Management/Schedules/General_Records_Schedule.pdf

13. What is a Records Schedule or Records Disposition Authorization (RDA) and how can I get one?
A Records Schedule identifies, describes, and sets retention for each records series created or used by a department or division. Once approved by the Public Records Commission, it provides continuing authority to manage the records. The Records Schedule consists of an "approval page" that lists each records series by its RDA number, and the signatures of the Department/Division Head, Legal representative and members of the Public Records Commission. The second part of the Records Schedule is an alphabetical list of all the records series with description and retention requirements. The Records Schedule is the result of a process that includes gathering information about the each records series,
setting the time of retention based on information gathered, creating a draft to be reviewed by the Records Officer or department representative, and obtaining the approval of the Department/Division head, Metro Legal, and finally the members of the Public Records Commission. Contact Metro Records Management to begin the process.

14. Are special boxes required for storing records?
Yes. Standard cardboard boxes measuring 12" x 15" x 10", with double side walls and triple end walls must be used. These containers will be provided to the departments by Metro Records Management and are to be used only for transferring records. Care should be taken to insure that the boxes and tops are assembled correctly.

15. Does it matter how files are placed into the boxes?
Yes. Files must be placed in the box in a logical order. Most often this is the same arrangement that is used while the files are active. Maintaining the arrangement will insure the success of future reference.

16. Can you give an example of how records might be arranged?
Yes. Let's say that you want to transfer Vendor files created in the calendar year 2000. The first box might have folders for AC Service through Ed's Rug Repair; the second box might have folders for Franklin Electric through Morris Furniture; and the third box might have Nicks Food Service through True Value Hardware. The inclusive dates for each of these boxes would be January 1, 2000 through December 31, 2000.

17. How are records transferred to Metro Records Management for storage?
Metro Records Management maintains a van to assist departments that do not have access to a suitable Metro vehicle. Records will be picked up as scheduling permits.

18. How are requested records received from Metro Records Management?
Most individual file requests can be sent via Metro Mail. If there is urgency to the request, records may be picked up. Requested information can be faxed if less than 10 pages. For items not suitable for Metro Mail, Metro Records Management can utilize its van as scheduling permits.

19. What is a Records Transmittal and Receipt Form?
This is the form that accounts for each transfer of records to Metro Records Management. It identifies the department and the total number of boxes that are to be transferred and should be signed by the Department/Division head and the Records Officer. A copy of the Transmittal Spreadsheet must be attached. Once the boxes are successfully transferred, a representative from the Metro Records Center will sign the form to acknowledge completion of the transfer and send a copy to the department.

The Transmittal spreadsheet lists each box by bar code, RDA or GRS number, beginning and ending date, beginning and ending sequence date, destruction date, and description. The spreadsheet should be e-mailed to the Metro Records Management prior to transfer so that it can be reviewed.

20. What is a Records Officer?
This person is responsible for overseeing records management within a department and is mandated by Metro Code of Law, 2.140.050(B).

21. What are the responsibilities of a Records Officer?
Responsibilities include the following actions:
          Serve as the department's point of contact with Metro Records Management on records-related issues
          Participate in Metro's records management training program
          Develop and maintain file inventories, records schedules, and records protection plans according to established procedures
          Implement records destructions and records transfers according to established standards, processes, and procedures
          Initiate registration for secure destruction service and serve as main contact with vendor

22. What happens when records are due for destruction as approved by Metro Records Schedules?
Departments will be notified when records become eligible for destruction. The Records' Officer will be asked to review the list and secure the signature of the department or division head acknowledging the disposition. Records involved in audit or litigation should not be destroyed. It is important that they be designated and removed from the list by the Records Officer.