Records Management
Forms and instructions
Forms
Records inventory worksheet - (UWA-4)
Electronic information resources inventory - (UWA-5)
Instructions: step-by-step guide to completing the inventory form
NOTE: There are two versions of this form. For paper records (and other traditional kinds of records), use form UW-A4, described in part A. below. For electronic information resources use form UW-A5, described below in part B.
Information Resources Inventory (Form UW-A4):
Section A: Department Information and Contact
Supply the name of the college/unit/subunit which has ownership of the records being inventoried. Also supply the UDDS (6-digit budget code; the first two digits identify the college or major unit, the remaining four digits identify your specific department) and address for the department and physical location of the records. In addition, list the name, position, phone number and email address of a person who can be contacted regarding the records.
Section B: Title of Records
The common title used by the people who maintain the records series. This does not have to be a formal title, but should clearly identify the records. For example, "Student Records-Completed Bachelor Degrees," "Annual Reports-Student Organizations," "Charge Slips-XYZ Testing Lab," etc. Avoid ambiguous or generalized titles such as "subject files," "budget papers," or "administrative correspondence."
Section C: Basic Information
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Dates: List the beginning and ending dates of the records series. If the series is still open (records are still being created), leave the ending date blank. Indicate whether or not the series is currently active.
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Arrangement: Check appropriate item or indicate other method of arrangement.
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Storage Media: Designate the medium/media in which the record series is stored.
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Volume: Indicate the volume of the record series being stored in active office area and in off-site storage. Indicate the annual accumulation rate for the series.
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Confidentiality: If you respond yes, you must provide a notation as to the Statute or Administrative Rule that makes the information confidential. Your office can not unilaterally declare something confidential.
Does the series contain personally identifiable information? If so, an office and position title must be noted as a contact point for the statutory registry when a formal Records Schedule (RDA) is filed.
Section D: Location
Is this office the point of origin for this record series? does the official copy of it exist elsewhere? Is the series duplicated elsewhere within your department? at the college/dean level? another administrative unit on campus? To what extent is it duplicated? Additional response to these questions can be included in section F.
Section E: Retention
Some functions of the series may make it valuable for a longer time than others. How many years need the series be kept for the listed types of uses? Occasionally a term of months or weeks may be more appropriate than years. List any official standards for setting retention times.
Section F: Description of the Record Series
What information is contained in this series and what purpose does it serve? What Statues, Administrative Rule or Administrative Policy authorized its creation?
Electronic Information Resources (Form UW-A5):
Inventorying electronic information resources requires collecting some additional pieces of information. Archives and Records Management Inventory Form UW A-5 has been designed to assist you in inventorying such records.
See instructions for Form UW A-4 to complete Section A.