RECORDS MANAGEMENT CONSULTING
Mandatory pre-bid meeting 10/07/2009.
C. Scope of Project
The project will cover all paper and digital records kept by the Delaware River Port
Authority.
1. Retention Schedules
Retention schedules will be reviewed yearly from an inventory of the records in active office
space. These retention schedules were applied to records in inactive storage as a second
phase of the project. Retention schedules will be reviewed for all DRPA units including
PATCO and PPC.
2. Records Inventory
Consultants will monitor all records in common office areas and file rooms at One Port
Center including any belonging to PATCO and PPC and in office areas at a representative
bridge, to be chosen by the DRPA and the consultants. Records located in private offices
will be inventoried only if they are identified by the DRPA staff as unique records which
would not be found in common filing areas.
�� The consultant will collect data necessary to:
o Ongoing compliance with records management policies and procedures;
o Revise and update retention schedules;
o Create new retention schedules for new departments (as of now the only new
department is Homeland Security);
o Combining schedules due to departmental reorganization;
o Identify storage media, records volume and locations;
o Identify vital records;
o Identify official copy holders for record series kept in more than one location
to reduce unnecessary maintenance of duplicate records;
o Yearly cleanouts.
�� During the course of the inventory the consultant will identify records of historical
interest to the DRPA, based on criteria developed in consultation with the DRPA.
4. Uniform File Classification System
The DRPA has a uniform file classification system which can be applied across departments
to both paper and digital records.
5. Inactive Records
Inactive records are now stored at an offsite storage facility.
