Moving Your Records

Checklist #1: Records Inventory

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A records inventory is an important part of your move plan. An inventory will help you identify:

• What needs to be moved;
• What can be retired;
• What can be recycled or destroyed.

Moving only what needs to be moved will save time and money -- and make it easier to find what you need once you've moved.

The purpose of this checklist is to give you a listing of the minimum information you need to collect for a successful move.

If at all possible, complete as much of the inventory form as possible even though you may not need all the information for your move. The information will assist you with future records management projects, such as developing new records schedules or file plans.

• Identify the custodian and location of all materials. (Don't forget closets, storage areas, and empty offices).

  • Assign codes to rooms, cabinets, and drawers.
  • Use coded stickers to attach to each drawer during the survey.
  • Reference the codes on the inventory form.

• Identify the records by (choose one):

  • Title (e.g., Management studies)
  • File code (e.g., 304-107)
  • Records schedule (e.g., 105)

• Indicate the status of the materials:

  • Record
  • Nonrecord

• Determine restrictions (e.g., confidential business information).

• Indicate the approved records schedule: FAA no. ________ Unknown ______

• Describe the records.

  • Purpose (e.g., why the records are created)
  • Type of documentation (e.g., correspondence, forms, agreements)
  • Type of storage (e.g., room shelf, desk drawer)
  • Arrangement (e.g., alphabetic, chronological)
  • Format (e.g., diskette, paper, photographs)
  • Dates of records (e.g., 1992 - present)
  • File break (e.g., end of fiscal year)
  • File controls (e.g., controlled access, locks)
  • Related files (e.g., CBI in locked cabinet)

• Compute volume by using the following values:

  File drawer (vertical) - letter	1.5 cu. ft.
  File drawer (vertical) - legal	2.0 cu. ft.
  Desk file drawer	1.0 cu. ft. for every 15 inches
  15 linear inches - letter	1.0 cu. ft.
  12 linear inches - legal	1.0 cu. ft.
  FRC box	1.0 cu. ft.
  90-100 16 mm reels (100 ft.) microfilm	1.0 cu. ft.
  10,000 microfiche	1.0 cu. ft.

• Estimate annual growth rate (e.g., 1 cu. ft per year).