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
- Standard version
- 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 still require assistance with this part of the process, please contact the records management program.
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.