Writing the 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?