Records Inventory Template
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1Records Inventory Form
Office or Department
Location/Building
Date
Street Address ____________________________
Contact Person
Telephone No. / E-mail Address
City _______________ State _____
Country ____________ Zip/Postal Code__________
Title of Record
What Department Calls Record
Description of Record
Location of Record
Purpose of Record
Is Record Still Created?
Yes
No
Unknown
Type of Record
Is Record Imaged?
Original
–
Location of Duplicates
___________________________________
Yes
No
Duplicate
–
Location of Original
___________________________________
Record Format
Letter
Plans/Drawings
Printout
Magnetic Media (indicate type) __________
Form # __________
Legal
Video/Audio Tape
Microfilm
Publication/Books
Binder
Other _________________________________
Filing Method
Alphabetic
Numeric
Chronologic
Subject
Alphanumeric
Geographic
Calendar Year
Fiscal Year
Other ____________________________________
Record Characteristics
Type of Equipment
Vital
Confidential
Restricted
Important
Useful
Use code - see back
Range of Records
Does Record Have
Volume of Records
Accumulation Per Yr.
Historical/Archival Value?
(e.g. 1/1/98 – 6/30/01, Li – Ru, 200 – 550)
_____ Filing Inches
_____ Filing Inches
Yes
No
Unknown
__________ through __________
_____ Cubic Feet
_____ Cubic Feet
Reference Rate
times
Federal
External Audit
Funds?
Required?
Daily
Weekly
Monthly
Yearly
Other
Yes
No
Yes
No
File Break/Cutoff
Month
Calendar Year
Fiscal Year
Academic Year
Other ___________________________
Department or Office Recommendations (Check all that apply)
Destroy immediately after cutoff.
Destroy _____ month(s) or _____ year(s) after cutoff.
Hold in active file area _____ month(s) or _____ year(s).
Transfer to _______________ department after _____ month(s) or _____ year(s).
Transfer to Records Center after _____ year(s).
Transfer to Archives for permanent retention.
Microfilm for permanent retention after _____ month(s) or _____ year(s).
Justification for Department or Office Recommendations
Note: Attach Sample Copy of Record/Form
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Parent category: Business