and forms contained within the Proposal Kit helps me organize and accurately bid jobs for clients. Using the Proposal Kit is a big timesaver and it limits project creep. Necessary upfront planning is covered by the client interview questionnaire, flowcharts and design tools."
Records Inventory Worksheet Questionnaire for Business Units The purpose of the records inventory is to develop and maintain an Information Management Policy for the Records Management Program. The inventory will determine records and non records location of the corporate records and help in categorizing and managing the records life cycle. 1. Define the inventorys goals. Goals may include. defining in place records management creating applications in content management software consolidating records stores migrating preparing for conversion to other media or identifying particular records management problems. 2. Define the scope of the inventory. Is the inventory for department or for the enterprise. Should the inventory include all records and other transient materials or just records to be managed to disposition. 3. Define the data to be collected and the type of inventory. How you will collect data and who you plan to use as resource. Is it physical inventory with interviews or just questionnaire. 4. Use the Records Management Survey documents questions to learn where the organizations files are located both physically and organizationally. Copy the table for each records series. 5. Verify and analyze the results. Use the Records Survey & Inventory Analysis document. Records Inventory Worksheet Department Business Unit. Department attendees for the records inventory. Individual in charge of managing content for this business unit. Contact Information of Content Manager email and phone number Records Series. The records series for the functions for the area of business to be inventoried Records Category Title and Description. Fill out the following worksheet for each records series Location of records or directory on file share.
Where is documentation for this series of content most likely to be stored. On site Off site Multiple locations Location on map. Location of network. Other Location. Other Location. Filing System Is there central file. Computer Systems Data input and sources. Are the records in content management system or application. Search How do you find content. What key words do you search for. Frequency How often is content accessed. Daily monthly rarely. Vital records. yes no Should this series of content be managed. yes no Duplicates Location and volume of any storage media containing identical information. location of any duplicate file folders hard copies magnetic tapes or disks containing information identical to that being inventoried. List the volumes and the storage capacity. Duplicate location Volume Duplicate location Volume Volume of Records Est. Document Count Linear Inch Cubic Feet Storage in KB GB TB Medium What is the content medium. Is it paper microform electronic maps computer printout audiovisual or combination of these. Security List all departments or individuals who access and use the documents. Are there any restrictions on access and use of department content.