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Records information management at Metro
Records are the evidence of what Metro does as an agency. They capture its business activities, transactions, legal obligations, policies and procedures. They also document the decision making activities of the Metro’s elected officials and employees. Records come in many formats, including physical paper, electronic documents, website content, and data in databases.
All of the records Metro creates are public records. Federal and state laws enumerate government agencies’ responsibilities for providing stewardship of their information assets. To ensure regulatory compliance and in support of public accountability, Metro is committed to:
- documenting agency activities
- managing its information assets throughout their lifecycle to facilitate the accomplishment of Metro's programmatic and administrative missions
- exercising responsible stewardship of public records in a way that allows information assets to be shared, utilized, reused, and disposed of in compliance with appropriate statues and guidelines
- promoting access to information by Metro staff, partners, and the public as appropriate
- preserving records of eduring value for the benefit of agency staff, researchers, and the public at large
What is a public record?
For the purposes of retention a public record is defined by Oregon Revised Statutes (ORS) 192.005(5) as any information that:
- is prepared, owned, used or retained by a state agency or political subdivision
- relates to an activity, transaction or function of a state agency or political subdivision
- and is necessary to satisfy the fiscal, legal, administrative or historical policies, requirements or needs of the state agency or political subdivision.
A retention schedule is a complete listing of all the record series an organization is responsible for. It is usually organized by departments and programs, listing the records each group is responsible for maintaining. A retention schedule provides the following information about each record series:
- description of the records
- the minimum length of time the record must be maintained (e.g., destroy after 6 years)
- which part of the organization is the official copy-holder.
Metro’s retention schedule was written by Metro staff in conjunction with the Oregon Secretary of State, Archives Division. All state, county, city, and other government agencies in Oregon are required to follow the record-keeping rules established by the Archives Division. These rules define Metro’s legal obligations regarding a wide range of records-related activities, including, but not limited to, the life-cycle management of the Agency’s records (based on retention requirements) and the handling of public records requests.
Record retention schedules
Metro Archives and Special Collections is the official repository of records that have enduring value to the agency and the public. The primary mission is to appraise, collect, organize, describe, preserve, and make available records documenting the history of Metro and its predecessor agencies (e.g., CRAG and MSD).