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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.

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Steps in Inventorying Records

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  1. 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

  2. Decide on the Information to Be Collected Record Series Information • Creating office • Title • Description/Function • Medium • Arrangement • Volume • Disposition NOAA Records Management Program

  3. 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

  4. Decide How the Information Will Be Collected • Questionnaire • Interview • Site survey NOAA Records Management Program

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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

  11. 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

  12. Sample Inventory Spreadsheet NOAA Records Management Program

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