Records Inventory

Question 1

Goals of records inventory (3)

Answer 1

1. Determine value & volume of records
2. Provide data for retention program
3. provide info for other decisions (like space, staff etc)

Question 2

What kinds of staff can you hire (4)

Answer 2

1. Project director
2. Internal
3. External
4. Consultants

Question 3

What are the four methods of records inventory?

Answer 3

1. Questionnaire
2. Physical Inventory
3. Combo
4. Consultation Method

Question 4

What are the steps to conducting an inventory? (5)

Answer 4

1. Preliminary Purge
2. Informal Survey (optional)
3. Inventory conducted
4. Analysis
5. Reporting

Question 5

What makes a good inventory form? (4)

Answer 5

1. customized for organization’s need
2. one form for everything
3. easy to use
4. collects all info needed first time around

Question 6

What are some elements of an inventory form?

Answer 6

Form number
Name and Title of record series
Purpose of Record
Physical Format
Date
Arrangement
Current Storage
Rate of Accumulation
Rate of Reference Activity
OPR
Record Value
Location

Question 7

What should you do after an inventory? (5)

Answer 7

1. Review forms
2. standardize terminology
3. look for same records under different headings
4. group records under heading, subdivide by sections
5. give an inventory status report

Question 8

What should your inventory report include?

Answer 8

Proposed plan of action
Prep for retention schedule
Proposed timeline and staff needs

Question 9

What is a records inventory?

Answer 9

A summary of information about records in an organization, including quantity, type, function, location, organization

Question 10

What is a records series?

Answer 10

body of records/filing units sharing common arrangements and functions (not subject). Descriptive titles. Records scheduled and organized by series not individual files.