Inventories go smoothest when they are endorsed and promoted by management, led by the municipality's records officer, and conducted according to a reasonable timetable. A records inventory is the primary source of information not just for the creation of retention schedules but also for vital records protection, indexing systems, reports and forms management, and records storage. In essence, a records inventory is the first step in creating a municipal records management program. Many have established questionnaire forms and procedures for conducting an inventory. Refer to Appendix for sample inventory form.
Inventories are the basis for records retention and disposition schedules.
Retention schedules reflect the length of time that records have operational, legal, fiscal, or historical value. In conducting the inventory, you will identify records as a records series-a group or unit of related documents or information that is normally filed or kept together because they relate to a particular subject or function, result from the same activity, or document a particular transaction or activity. Examples include correspondence, contracts, ordinances, fiscal vouchers, project files, resolutions and time sheets. You also must identify information maintained in electronic format. You will learn a great deal about how information flows and how it is managed.