Records Inventory

What is a Records Inventory?

Prior to the development of a records retention schedule, designated departmental staff will create a brief inventory of all types of files created and/or maintained by their office. An inventory is not as time consuming as it may sound. It is not necessary to inventory each piece of paper held in an office, rather records are grouped into series, or categories of similar records.

Steps to Completing the Records Inventory

• Complete the Records Inventory Form
  • Simplified version
    • Acrobat PDF
    • MS Word
  • Standard version
    • Acrobat PDF
    • MS Word
• Send the completed forms to the University Records Manager via campus mail (ML 0113) or via fax (6-2113)

Preparation of the Records Inventory

When preparing the simplified version

• Complete the header information including general information about the office and inventory
• For each group in which the office has records provide a description of the documents managed
• Add any records held in the office that don't fit into a pre-defined group in the spaces provided at the end of the form

When preparing the standard version inventory:

Identify each individual record series, one per form.  (See Suggested Records Series Titles .)  If you have questions about how to identify your files, a brief look at the IUC Retention Schedule Guide may help.  If you still require assistance with this part of the process, please contact the University Records Manager.

List all University forms (and numbers) and types of records within each series.

Approximate the volume of records in a series using the following guidelines:

• 1 letter-size file drawer = 2.5 cubic feet
• 1 legal-size file drawer = 3.0 cubic feet
• 1 transfile (letter/legal) = 2.5 cubic feet
• 1 record carton = 1.25 cubic feet

Determine the span dates for each series

Note any special format or copies, and who holds the Record Copy of the records

Please send all forms at the same time.