Records Inventory

To conduct an inventory means to do four things:

1. Physically inspect all of the files in the unit and record the essential
information about them.
2. Identify duplicate, fragmented, and related records.
3. Match the records to the records schedules.
4. Evaluate the existing records (documentation) against your documentation
strategy and information needs.
Physically inspect the files and record essential information.
This is the most time consuming part of the entire process. To do a good job you will
need a data collection form, and a tape measure (and a sense of humor).
Systematically survey any areas where records might be stored such as offices,
storage areas, and off-site storage areas.
To save time, divide what you find into four categories:
1. Personal papers
2. Reference materials
3. Other non-record materials such as stocks of publications
4. Records or potential records (including working files)
For the first three groupings, collect only the following information:
Owner (who has custody of the materials) and telephone number and email

Location (room number, file cabinet drawer, etc.)

For record and potential record material, you should collect the following
information:

Office What is the name of the program (office, division, or branch)

responsible for the records?

Location Where are the documents physically located?

For example: file room, someone's office, etc.

Title What are they called?

For example: permits, correspondence, etc.

Inclusive dates What is the date span?

For example: 1992-present

Description What is included in the folder?

For example: Contains records used in the .

Arrangement How are they arranged?

For example: alphabetically, by date, etc.

Medium What is the format?

For example: paper, microfilm, electronic, video, etc.

Annual accumulation What is the rate of buildup in one year?

For example: 6"

File break When is the file closed or "cut off?"

For example: at end of fiscal year

Legal requirements Are these documents created or collected pursuant to

a statute or regulation? If so, which one(s)?

Vital records Are these documents needed for disaster recovery purposes or
to protect rights and interests?

Finding aids Are there any related indexes or lists which serve as finding
aids?

Restrictions Do the documents contain any restricted information such as

confidential business information (CBI), Privacy Act or enforcement sensitive
information?

Related records Are there any other records which are related to this group
or series? Are copies maintained elsewhere, and if so, who holds them?

To effectively capture all the information, we recommend you use some type of
inventory form.