1.Decide on the information to be collected. 2.Decide how the information will be collected. 3.Prepare an inventory form. 4.Decide who will conduct the inventory, and train them if necessary. 5.Learn where the agencys files are located, both physically and organizationally. 6.Conduct the inventory. 7.Verify and analyze the results. Steps in Inventorying Records 1NOAA Records Management Program

Record Series Information Creating office Title Description/Function Medium Arrangement Volume Disposition Decide on the Information to Be Collected 2NOAA Records Management Program

Systems Information Name Program/Mission Description of content Data inputs Data outputs Decide on the Information to Be Collected (contd.) 3NOAA Records Management Program

Questionnaire Interview Site survey Decide How the Information Will Be Collected 4NOAA Records Management Program

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) Prepare an Inventory Form 5NOAA Records Management Program

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.?? Decide Who Will Conduct the Inventory 6NOAA Records Management Program

Review agencys business functions. Review agencys recordkeeping requirements. Review records schedules Review file plans or existing inventories Learn Where the Agencys Files Are Located 7NOAA Records Management Program

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 Conduct the Records Inventory 8NOAA Records Management Program

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. Conduct the Records Inventory (Cont.) 9NOAA Records Management Program

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 Verify and Analyze the Results 10NOAA Records Management Program

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 Verify and Analyze the Results(Cont.) 11NOAA Records Management Program

Sample Inventory Spreadsheet 12NOAA Records Management Program