Steps in Inventorying Records

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