The following steps may be helpful to consider in determining how to approach a records inventory. This suggested approach can be modified depending on your department’s resources and culture.

1. Start with a tour, looking for building, rooms, and cabinets that house records (in any format).

2. Make a sketch of the locations, and identify each one with a name or number.

3. Make a list of the types of records that you know the department works with.

4. Write down the location for each type using the location name or number on your sketch.

5. Have some key people in the department look at the list to identify anything overlooked.

6. Think about how the types of records you’ve identified can be categorized.

Example: A record series could occur at any of these levels, each more narrowly
defined than the previous.

7. Once appropriate categories are identified, you’ve actually identified your record series.

8. Complete a Records Scheduling Worksheet for each record series.

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