Records Services

Records Management Center services include capturing correspondence, off-site storage and disposition of inactive records; capturing and indexing of significant Metro records; maintenance of the records retention schedule; retrieving documents for staff, litigation/legal, and the public; and training staff of effective management of their files.

The Records Management Center (RMC) serves these primary functions:

• To administer the Records Management Policy and Procedures
• To provide security for Metro records
• To make information accessible to staff and legal counsel
• To coordinate Metro’s response to requests for records made under the California Public Records Act
• To improve staff efficiency by reducing excess paper

To achieve these purposes, the RMC has developed the following programs:

1. Capturing an electronic file of correspondence and internally generated documents
   pertaining to Metro activities.
2. Retrieving documents requested by staff, legal counsel and the public from inactive storage, microfilm, electronic storage and other offices.
3. Maintaining the approved Metro records retention schedule, which provides three important benefits:
   a. It ensures that documents deserving permanent retention will not be inadvertently discarded.
   b. It enables staff to purge or inactivate their files periodically, thereby increasing staff efficiency.
   c. It helps reduce the amount of valuable space lost to obsolete paper.
4. Maintaining the approved Metro records retention schedule, which provides three important benefits:
   a. Archival copy of microfilmed significant documents is stored offsite.
   b. Inactive records are stored in a commercial warehouse to save money and conserve space.

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