STORAGE AND RETRIEVAL
GUIDELINES

Records storage and retrieval provided through Metro Records Management is professional, efficient, and secure. In return, we must ask that users follow policies and procedures. The following will give you a brief overview of the essential elements of our processes and services.

Transfers

1. Legal custody and primary responsibility for the administration of records transferred to Metro Records Management remains with the department that transferred the records.

2. Each record series transferred should have a related records schedule that is approved by the Public Records Commission. Because records are not stored permanently with Metro Records Management, the department must agree to cooperate in the development of any necessary records schedules.

3. Records to be transferred must be boxed, labeled, and described in accordance to the instructions provided by Metro Records Management.

4. A Records Transmittal and Receipt form and a Transmittal Spreadsheet must accompany all transferred material.

Requests

1. Records will be made available only to the department that transferred the records.

2. Metro Records Management will be notified as to who will be making requests, and this number should be limited to fewer than four employees.

3. Requests must include the unique container bar code number.

4. Request may be made by using the electronic form located on the Inside Metro site, phone, fax, or e-mail.

5. Records requested will be retrieved as soon as possible. As a general rule, access can be provided within 24-hours, not including mailing or delivery.

6. Records may be picked up at Metro Records Management, sent through Metro
Mail, or faxed. Volume for copied or faxed material should be limited to ten pages or less.