Records Inventories

A physical records inventory consists of an actual box-by-box and inventory of inactive records stored in records centers or other off-site locations, as well as physical inventory of active files in offices and other work areas, all combined with interviews with site personnel and examination of electronic data systems.

All of this is designed to provide a comprehensive listing of the types and quantities of information created and maintained by an organization, which listing will form the basis of its records retention schedules.

The physical inventory, combined with pre-existing inventory information, will also enable development of the survey forms which can be sent to other locations. These forms will enable inventory personnel to determine which record types are found at each location, as well as permitting location personnel to discover record types not previously disclosed.

The complete, organization-wide inventory is completed by means of an iterative process using all of these techniques, with data collection followed by review, inquiry and revision, further data collection, and so on, as the process is continued until the desired degree of completeness is reached.

This combination yields a comprehensive inventory, while at the same time reducing the amount of time and expense associated with a full physical inventory at every location.