Records Managers

Disposition of Federal Records: A Records Management Handbook



2000 Web Edition (of 1997 printed publication)

Disposition of Federal Records - Chapter III

3-1a. Series Inventory Form

1. DATE PREPARED
 
2. OFFICE MAINTAINING THE FILES (Name and symbol)
 
3. PERSON DOING INVENTORY (Name, office, phone number)
 
4. SERIES LOCATION
 
5. SERIES TITLE
 
6. INCLUSIVE DATES
 
7. SERIES DESCRIPTION
 
 
 
 
8. MEDIUM  (check all that apply)
    ~ Paper
    ~ Microform
    ~ Electronic (use information system form)
    ~ Audiovisual (use audiovisual form)
13. REFERENCE ACTIVITY (after cutoff)
    ~ Current (At least once a month per file unit)
        For how long after cutoff?___________________
    ~ Semicurrent (Less than once a month per file unit)
    ~ Noncurrent (Not used for current agency business)
9. ARRANGEMENT
    ~ Subject file classification system
    ~ Alphabetical by name
    ~ Alphabetical by subject
    ~ Geographical by (specify)
    ~ Numerical by (specify)
    ~ Chronological
    ~ Other (specify)
14. VITAL RECORDS STATUS:     ~ Yes     ~ No
(If yes, indicate type here; use entry 15 to show any duplication.)
___ Emergency-operating   ___ Rights-and-interests   ___ Both
15. DUPLICATION: Are documents in this series available in another place or medium?     ~ Yes     ~ No
(If yes, explain where and in what medium.)
10. VOLUME (in cubic feet)
 
16. FINDING AIDS (if any)
 
11. ANNUAL ACCUMULATION (in cubic feet or inches)
 
17. RESTRICTIONS ON ACCESS AND USE (if any)
 
12. CUTOFF (e.g., end of FY)
 
18. CONDITION OF PERMANENT RECORDS
  ~ Good   ~ Fair   ~ Poor
  Comment:
19. DISPOSITION AUTHORITY: Does the series have an approved disposition authority?
  ~ Yes (List the schedule and item number, give the current disposition instructions, and justify any proposed change.)

                                                         

  ~ No (Propose an appropriate retention period.)

            

Note: Web version may vary from the printed version.

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