DRAFT OF 12/7/92
INVENTORY INFORMATION COLLECTION GUIDE
What follows are some sample questions that you might use
instead of or in addition to an inventory form.
What is the name of the program (office, division and branch)
holding the records?
What is the name, telephone number, room number, and mail
code of the person supplying the information?
Where are the records physically located? Indicate all known
locations
What is the current volume (in feet or inches)? What is the
annual accumulation (rate of build up)?
What is the title, arrangement, and description of the
records?
What is the date span? How often is the file broken?
What type of file is it (case, subject, correspondence,
transitory, reference, or other)?
What media do they exist on?
Are the records restricted? What is the basis for the
restriction (CBI, Privacy Act, enforcement sensitive, etc.)?
Is there a records schedule covering the records? If so what
is it? Is the disposition satisfactory?
If there is no schedule how long should the records be
retained? Why?
Are there any other copies? If so who holds them?
Are there any related records? What are the records and what
is / are the relationship(s)?
Are the records created pursuant to an environmental statute
or regulation? If so what is it?
Does a file plan exist? If the records are case files, is
there any documentation on what documents are to be included
or how they are to be arranged?
The National Records Management Program has other examples of
inventory forms and questionnaires. Contact Mike Miller,
Agency Records Officer (voice 202-260-5911 or All-in-One
MILLER.MICHAEL-OIRM) for additional information.
EPA 220-F-92-018
Printed on Recycled Paper
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I DATE PREPARED
FILES SURVEY RECORD I
1. NAME OF OFFICE (Include Di,,i ,ion. Brunch. Section and Unit)’ 2. AEPORTED BY (Name. extension, and room number)
3. LOCATION OF FILES (Room number)
4 TITLE OF FILES 5. INCLUSIVE DATES
6. DESCRIPTION OF FILES (Summary of contents. purpose, relation to what program or function...)
NUMBER OF FILE DRAWERS/SHELVES
TYPE
NUMBER
TYPE
NUMBER TYPE
NUMBER
A. LEGAL
LATERAL
SHELVES!
CASES
E TTER
B. L
0. LETTER.
LATERAL
S. TYPE OF FILES (check one)
El E. EXTRA COPY CONVENIENCE FILE
A. CASE OR PROJECT FILE C. TRANSITORY CORRESPONDENCE (Reading, suspense. (oltowup. etc.)
[ ] B. SUBJECT FILE (Attach F. SPECIAL TYPES (Maps. photographs.
list of subject topics) 0. TECHNICAL REFERENCE FILE tab cards. Index cards. etc.)
9. CONTENT OF Fl L
ES (If more than on
type Is mainta;ned Indkate percentages of each)
— TYPE OF DOCUMENT
PERCENTAGE
— TYPE OF DOCUMENT
PERCENTAGE
A. OFFICIAL
C. NON.RECORD (Svch a, extra copy or work-
tnt papens. publications or printed matter, or
other nan.seco ,d material)
.
a PERSONAL (Pflvate paper, of office
head)
10. ARRANGEMENT OF FILES
(Check appropnate block. If more than one arrangement pattern, number block, to show first breakdown, second breakdown. etc.)
—
—
A. SUBJECT CLASSIFICA- C. ALPHABETICAL
TION SYSTEM (Attach (Subiect) (Attach folder
folder hating) listing)
G. OThER (Specify)
E. CHRONOLOGICAL
F. GEOGRAPHICAL
LOCATION
B. ALPHABETICAL (Name) 0. NUMERICAL BY thpedfy)
(Attach folder hating)
11. ARE COPIES OF DOCUMENTS KEPT IN THESE FILES AVAILABLE , LSEWHERE’ (If yes, explain where)
[ ]YES DNa
12. ESTIMATED “BUILD-UP RATE” OF FILE
i FILE DISPOSITION
A. 6 INCHES OR LESS PER YEAR
—
INTERVAL
A. CUT-OFF PERIODICALLY
B. UPTOONEFILEORAWERPER YEAR
—
B. TRANSFERREDTOFEOERAL DATE
C. MORE THAN ONE DRAWER PER
YEAR
C. DESTROYED DATE
D. NO BUI LO-UP. SERIES IS CLOSED
D. RETAINED PERMANENTLY
TZHOW OFTEN ARE FILES USED ’ —
El OFTEN (More than once a month per file drawer) El SE LOOM (Lees than once a month per file drawer) El RARELY
15. DISPOSITION AUTHORITY (Schedule and item number and duposit,on instructions, if any)
16. NUMBER OF YEARS FILES NEEDED TO CONDUCT CURRENT BUSINESS OTHER (Specify)
El 1YEAR D2YEARS D5YEARS D
17. REMARKS
7.
GENERAL SERVICES ADMINISTRATION
GSA FORM 3119 (8-78)
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