Inclusive dates The earliest and most recent dates of the records in each series. These are needed to schedule records, and to determine when to cut off, or break them and transfer them to records centers or agency storage facilities. A clear description of the series is basic to the success of the inventory and the schedule. It may also be needed to clarify the series title and should contain enough information to show the purpose, use, and subject content of the records. Medium Indicate whether the record medium is paper, microform, electronic, audiovisual, or a combination of these.
Arrangement Indicate the arrangement, or filing system, used.
Volume Express the volume of records in cubic feet, where possible. Sampling may be necessary for large series or collections. NARA requires agencies to give volume figures for records proposed for permanent retention, as well as for nonrecurring records proposed for immediate destruction. Annual accumulation Based on information from the files custodian, estimate the annual rate of accumulation for each series if the records are current and continuing. Cutoff To cut off records means to break, or end, them at regular intervals to permit their disposal or transfer in complete blocks to permit the establishment of new files.