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INSTRUCTIONS FOR COMPLETING THE RECORD SERIES INVENTORY
The Records Series Inventory is how we document records maintained by each department. It is
also how we collect information necessary for writing record retention schedules. Return
completed forms to the Records Retention Manager, Rhodes Towers, Room 1212, extension
2062.
GETTING STARTED: It is recommended that you prepare a listing of all records maintained by your department/office. Compare your listing to the IUC Individual Record Series located in the back of this manual. Review the descriptions and match as many of your records as possible to the series listing. One (1) Record Series Inventory form should be completed for each record series maintained by your department/office. The numbers below correspond to the numbers on the Record Series Inventory form.
1. Division/College - The area your office/department is in, e.g., Finance and Administration, College of Arts and Sciences, Human Resources, Facilities, etc.
2. Office/Department - E.g., Accounts Payable, Benefits, Purchasing, Economics, Affirmative Action, Building Operations, etc.
3. Contact Person - The name of the person designated to manage records for your department and work with the Records Retention Manager.
4. Telephone Number - The extension number of the contact person.
5. Records Are Located In (Bldg./Room#) - List the name of the building and room number the records are housed, includes records stored in other rooms/buildings, excluding the University Archives.
6. Name of Records Series - List title of series. Refer to the IUC Individual Series Retention Schedule, e.g., Accounts Payable Invoices, General Ledgers, Department Student Files, etc.
7. *Retention Group - The retention group code as designated by the Inter-University Council Manual. If unsure, this may be left blank for assignment by the Records Retention Manager.
8. Dates Of Documents In The Records Series - List dates covered by records, listing from month/year to month/year, e.g., from 12/79 - 5/92. It is important to list the year of the oldest record in series maintained by your office.
9. Description Of Records Series Media - Indicate the type of media the records are on, e.g., paper, diskettes, etc.
10. Describe The Documents In This Record Series - E.g., Accounts Payable/Receivable Series - Records related to payment of financial obligations and receipt of revenues. These include vouchers, vendor invoices and statements; payroll and payroll deductions, contributions and other income.
11. Space Occupying - Estimate the amounts of space records are taking up in cubic feet or very small amounts in inches, refer to "Guidelines To Assessing Volume of Records" in the manual.
12. Size Of Documents In This Series - Check all sizes that apply to the documents.
13. Type Of Equipment Used - Check the type of equipment records are housed in.
14. Does this series include special files? Check yes or no. If yes, indicate types (audio, video tapes, maps, posters, blueprints, etc.
15. Do you consider your office the official keeper of this series? - (Also known as office of records) Circle the appropriate answer. Check with chairperson or other person who may have this knowledge if you are not sure. If the answer to this question is verified by the chairperson circle "yes." May be original or copy originated by your department or your office is required to maintain by law, for audit, etc.
16. Records Series Arrangement - Check the filing method used.
17. Where are other copies located - Specify, if you know, other offices that maintain copies of these records.
18. Who has the official copy (Office of Record) - The official record is usually the original, (but not always) and is retained for legal, operational, or historical purposes. If you know, specify the department which holds it. If your department maintains the duplicate then indicate which department holds the official copy.
19.
Estimate how fast this series grows in a year - Check the most appropriate item.
20. Check those that apply: Yes or No.
Confidential Record - disclosure of information is limited or prohibited. Please refer to the exhibit, "Confidentiality" and Exceptions to the Public Records Act.
Historical Record - providing evidence for a fact of history; showing the development or evolution in proper chronological order.
Vital Record - contains information needed to establish or continue the institution in the event of a disaster; those necessary to re-create the institutions legal and financial position, those necessary to preserve the rights of the institution, its employees and students.
21. Recommended Retention - Based on the activity of your office make a recommendation of how long your office needs to maintain this series. Check with the department manager/chairperson to help make this determination. You may go with the legal or recommended minimum retention period as listed in your manual. This may be higher, within reason if the activity of the office dictates it. If this section is left blank, it will be completed with the minimum periods of time by the Retention Manager.
22. What retention period is presently being used? - Indicate if a retention period is presently being used by the department for this series, what it is and explain why it is being used.
23. Recommended Disposition -Refer to the individual record series in your manual and indicate the disposition that is recommended by the IUC, eg., Destroy, Permanent, Archive.
24. Date Reviewed: Date inventory sheets are reviewed by the Records Retention Manager. NOTE: If you run out of room on the front of the form remember to reference the number of the section and continue on the back.
Records Retention Manual Home Page rev. 11/99 |