Steps in inventorying records
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Steps in Inventorying Records. Decide on the information to be collected. Decide how the information will be collected. Prepare an inventory form. Decide who will conduct the inventory, and train them if necessary.

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Steps in Inventorying Records

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Steps in inventorying records

Steps in Inventorying Records

  • Decide on the information to be collected.

  • Decide how the information will be collected.

  • Prepare an inventory form.

  • Decide who will conduct the inventory, and train them if necessary.

  • Learn where the agency’s files are located, both physically and organizationally.

  • Conduct the inventory.

  • Verify and analyze the results.

NOAA Records Management Program


Decide on the information to be collected

Decide on the Information to Be Collected

Record Series Information

  • Creating office

  • Title

  • Description/Function

  • Medium

  • Arrangement

  • Volume

  • Disposition

NOAA Records Management Program


Decide on the information to be collected cont d

Decide on the Information to Be Collected (cont’d.)

Systems Information

  • Name

  • Program/Mission

  • Description of content

  • Data inputs

  • Data outputs

NOAA Records Management Program


Decide how the information will be collected

Decide How the Information Will Be Collected

  • Questionnaire

  • Interview

  • Site survey

NOAA Records Management Program


Prepare an inventory form

Prepare an Inventory Form

Use these tools to capture inventory information:

  • Series Inventory Form

  • Audiovisual Records Form

  • Information System Description Form

  • Spreadsheet (to be used while conducting an inventory, or for entering and sorting later)

NOAA Records Management Program


Decide who will conduct the inventory

Decide Who Will Conduct the Inventory

  • LO/SO Records Liaison Officers or experienced staff members oversee and coordinate the inventory.

  • Subject matter experts provide majority of the inventory effort.

  • Additional personnel may assist the subject matter experts, as needed.

  • In many cases, the agency has existing descriptions and collections of information.??

NOAA Records Management Program


Learn where the agency s files are located

Learn Where the Agency’s Files Are Located

  • Review agency’s business functions.

  • Review agency’s recordkeeping requirements.

  • Review records schedules

  • Review file plans or existing inventories

NOAA Records Management Program


Conduct the records inventory

Conduct the Records Inventory

Gathering Data

  • Survey Office Cabinets or central file area and capture records series on the Records Series Inventory form.

  • Suggested Tips-Start with records or offices you are most familiar or where files are arranged in logical sequence with adequate labeling

  • Do not capture a folder by folder listings.

  • Complete one records series inventory form for each records series identified, arranged by fiscal year/Calendar year. For example, you have 7 sheets for Time and Attendance records representing each year ranging for FY, 05,06,07,08,09,10 and 11

NOAA Records Management Program


Conduct the records inventory cont

Conduct the Records Inventory (Cont.)

  • If information on records folders is not clear ask program manager or administrative assistant for assistance.

  • Label each shelf or cabinet indicated it has been inventoried.

  • Note if records have been pulled for audit or legal matter as they may be returned some time for future filing.

  • Transfer key inventory record data to spreadsheet for sorting and analysis.

NOAA Records Management Program


Verify and analyze the results

Verify and Analyze the Results

Check questionnaires for errors:

  • Failing to indicate location

  • Exaggerating volume

  • Intermixing record series under one title

  • Omission of date ranges for the material inventoried

  • Use of ambiguous subject titles such as “miscellaneous correspondence”

NOAA Records Management Program


Verify and analyze the results cont

Verify and Analyze the Results(Cont.)

  • Compare records inventory data with NOAA records schedules to identify:

    • records on the inventory which are not covered a NOAA record schedule?

    • records which can be destroyed immediately

    • Inactive Records which are eligible for off-site storage

    • Permanent records which must be transferred to NARA

NOAA Records Management Program


Sample inventory spreadsheet

Sample Inventory Spreadsheet

NOAA Records Management Program


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