COLORADO STATE ARCHIVES
RECORDS MANAGEMENT MANUAL
APPENDIX H - INSTRUCTIONS FOR RECORDS/INFORMATION INVENTORY REPORT
The Records Inventory Report form is provided for your convenience
in preparing an inventory of records stored and maintained by your
department. Please refer to the Purchasing Guide (Appendix E) for
information on where to secure these forms. Use a separate form
for each record title. Instructions are as follows:
- Agency Identification: Fill in as appropriate.
- Record Title: Supply the specific title of the record
and form number, if any. Also include any title
variations. Assign a title in brackets if none exists or
if present title is misleading or too general.
Records are to be listed by filing units or appropriate
segments of general files -- not separate forms or
reports or other papers which do not constitute filing
units. For example, applications for employment should
not be listed as individual inventory items if they are
filed in personal history folders along with job
descriptions, changes of status and other data about
employees; all of the documents comprise one inventory
item listed as the personal history data file.
Applications for employment are separate inventory items
only if they are filed separately.
- Description: State the function of the record, specify
the principal data elements and identify any supporting
papers. State who the users of the record are and if youmaintain more than one copy.
- Status: If you are still creating the record, enter
current; if you maintain an old record, but no longer
create such a record, enter obsolete.
- Years: State earliest and latest date (ie. 1910 to
- Arrangement: State how record is arranged - alpha,
chrono, numeric or other.
- Duplicate Information: If the same information is
available elsewhere in original, printed or electronic
form, give the title of that record or publication and
state who maintains it. State which is the definitive
- Record Format: Identify the format of the record. Is it
bound or unbound, roll microfilm, COM printouts,
electronic (on-line), optical, CD-ROM, etc....
- Frequency of Use: State how many times in a day, month
or year you use or access this record.
- Labeling: If the record is bound, in a box, on a disk or
platter, state if there is any labeling, and, if so, what
- Indexing: State how records are indexed, if appropriate.
- Condition: State the condition of the record in terms of
good, fair, poor or other (specify).
- Missing Records: Explain any file gaps in your holdings
of this record. If necessary, attach additional sheets.
- Quantity: Compute in cubic feet. See Conversion Factorsin appendix for guidance.
- Action Recommended: Place an "x" in the box or boxes
which reflect what you recommend.
- Recommended Retention Period: State in terms of years,
months and days how long each record is of value to you.
Explain why and attach any additional sheets or statutes
- Prepared By: Sign the form legibly.
- Date Prepared: Give the date you signed the form.
- Phone Number: Give your work phone number.
NOTE: The State Archives recommends that all agencies maintain
a perpetual information/records inventory. This
inventory can be helpful to you as a managerial tool,
i.e., forms management, files management, etc.
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last modified 8/1/2010