Records Inventory Worksheet Questionnaire for Business Units - Downloadable

This records inventory worksheet is a practical, internal document for establishing and maintaining an Information Management Policy. It guides the records manager, records management coordinator, and program staff through clear records inventory steps: define goals, set scope, determine data to be collected, and verify results. Teams prepare for the inventory by deciding whether to conduct interviews or use a questionnaire, then copy a table for each records series to ensure retention compliance and consistent data capture across business units, including state agencies.

The worksheet columns capture each record series with category, title, and description, plus the unit of property. Locations include on-site, off-site, or multiple locations, supported by an office map and records storage map labeling. Entries document network directories, shared workspaces, and third-party vendors that hold access copies or the record copy. Media carrier type is identified for inventorying electronic records and paper records (paper, microform, audiovisual, maps, and more), along with backup process details and a catalog of record systems.

Operational fields include duplicate locations and volumes, storage in KB/GB/TB or linear inches/cubic feet, years covered, reference status, reference frequency, and who uses the records. The remarks section can note information security classification, important confidential status, vital records, policy procedure citations, PRA/IPA exemptions, and procedure documents. Use a data mapping checklist to tie folders and systems to business processes. Records appraisal flags historical importance and potential transfer to the state archives.

Retention planning uses records retention schedules with retention schedule linkage and a specific retention period. When retention schedules expire, update them and document disposition decisions. The inventory supports legal destruction to destroy non-archival records, transfer archival records, and move inactive holdings to a records center for low-cost storage.

Organizations can compile inventories on an inventory schedule timeline and set inventory frequency for ongoing governance. Where applicable, align with CalRim, Sam Section 1612, std. 70, and std. 73 as reference frameworks.

Use cases include consolidating records after a merger, preparing for conversion to other media, migrating to content management software, or documenting record copy holdings before an audit. Proposal Kit can help teams assemble this simple records inventory example into a complete package using document assembly, automated line-item quoting for services, an AI Writer to build supporting documents, and an extensive template library for ease of use as you organize records.

Expanding on the framework, assign a records management assistant coordinator to support the records manager and program staff with interviews, follow-ups, and data validation. Use a map of the office to pinpoint file rooms, shared workspaces, and off-site storage so the team can reconcile physical holdings with system directories. The inventory columns should mirror operational needs: series name, unit of property, media, volumes, access roles, reference frequency, security classification, vital records status, and direct linkage to the records retention schedule.

Train departments with an inventory example worksheet to standardize counting methods and naming conventions across business units. Build out remarks components to capture exceptions, policy ties, backup process notes, duplicate locations, and triggers for disposition or transfer, so downstream actions remain defensible and auditable.

Proposal Kit can streamline creation of these project management documents by assembling tailored worksheets with the right inventory columns, embedding prompts for remarks components, and linking fields to a records retention schedule. Teams can use its template library to generate consistent instructions, leverage automated line-item quoting for inventory and cleanup services, and apply the AI Writer to write procedures and stakeholder communications. This reduces setup time, improves consistency, and helps organizations roll out an inventory program that scales.

To deepen the inventory's value, set a cadence and scope that make decisions defensible. Establish an inventory schedule, timeline, and inventory frequency by business risk and activity level. For each record series, capture years covered, reference status, and reference frequency so the retention period ties logically to the records retention schedule.

Add a quick records appraisal screen to note historical importance and potential transfer to the state archives, and document when retention schedules expire to trigger updates. Use the unit of property to standardize counting and improve cost estimates for legal destruction, low-cost storage at a records center, or transfer of archival records.

Operationally, extend physical and digital visibility. Apply records storage map labeling on an office map to locate file rooms and off-site areas, and reconcile those with system directories and cloud platforms. Distinguish the record copy from access copies across third-party vendors.

Note media carrier type for inventorying electronic records and paper records, and ensure the backup process is understood. In the remarks section, include information security classification, important confidential status, PRA/IPA exemptions, and any constraints on access so downstream disposition remains compliant.

For control and consistency, align procedures, documents, and policy procedure citations with reference frameworks such as CalRim, SAM Section 1612, and STD. 70, and std. 73.

Standardize worksheet columns and inventory columns in the inventory example worksheet to include retention schedule linkage, disposition options, and who uses the records. Define remarks components to capture exceptions, duplicate locations, and system crosswalks, then compile inventories across units to organize records and support retention compliance.

Proposal Kit can accelerate this rollout by assembling a catalog of record systems, building worksheets with consistent columns and remarks components, and linking fields to the records retention schedule. Teams can use automated line-item quoting for inventory, cleanup, and migration services, while the AI Writer drafts companion instructions and communications using the extensive template library for ease of use.

How do you write a Records Inventory Worksheet Questionnaire for Business Units document?

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.

Define the inventory's 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. Define the scope of the inventory. Is the inventory for a department or for the enterprise? Should the inventory include all records and other transient materials, or just records to be managed to disposition?

Define the data to be collected and the type of inventory. How you will collect data and who you plan to use as a resource. Is it a physical inventory with interviews or just a questionnaire? Use the Records Management Survey document's questions to learn where the organization's files are located, both physically and organizationally.

Copy the table for each records series. 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 a central file? Computer Systems. Data input and sources: Are the records in a content management system or application? Should this series of content be managed? 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 a combination of these?

List all departments or individuals who access and use the documents. Are there any restrictions on access and use of department content?