A records survey worksheet is vital for any organization that manages records. It helps to systematically identify, organize, and describe records to ensure proper management.

The worksheet provides a standardized format for collecting information about records, ensuring consistency and accuracy in the inventory process. Various elements of a records survey worksheet and their significance inform records managers and archivists about an organization’s records.

Elements of a Survey

Description: This section captures the record’s title or description. The title should be clear and concise, summarizing the record’s content.

Creator: This element notes the record’s creator. The creator may be an individual or an organization. Again, the data gives context to the records.

Date: This component describes the record’s creation date for relevance and context.

Type: This section captures information about the record’s type, such as correspondence, report, or memorandum. The type of record is essential for understanding the record’s purpose and content.

Format: This area notes the record’s physical format, such as paper, microfilm, or digital. The format of the record is important for determining its preservation needs.

Size: This section captures the record’s size, including the number of pages or file size. The size of the records determines their storage requirements.

Location: This section documents the record’s physical location, such as a file cabinet or a server. The site of the record determines its accessibility and security.

Access Restrictions: This area records information about who can access the record and any restrictions on access, such as confidentiality or legal requirements. The information captured here is essential for ensuring the security and privacy of the records.

Record Retention and Disposition: This section denotes information about how long the record needs to be kept and how it should be disposed of when it is no longer required. The information captured here is important for complying with legal and regulatory requirements.

Condition: This section assesses the record’s condition, such as whether it is damaged, fragile, or at risk of deterioration. The information captured here is essential for determining the preservation needs of the record.

Preservation Needs: This area notes the preservation needs of the record, such as whether it requires conservation or restoration. The information captured here is important for ensuring the long-term survival of the record.

Significance: This element summarizes the record’s importance, such as its historical, cultural, or research value. The information captured here is important for determining the record’s long-term value and preserving it.

Notes: This additional area captures any information about the record that is not captured in the other areas of the worksheet. This information can help provide context or further details about the record.

Standardized Format

A records survey worksheet is vital for any organization that manages records. The worksheet provides a standardized format for collecting information about records, ensuring consistency and accuracy in the inventory process. Each section of the worksheet plays a crucial role in ensuring the proper management, preservation, and accessibility of records. By using a records survey worksheet, organizations can better manage their records and ensure that valuable information is preserved for future generations.

A records survey worksheet can assist archivists in efficiently managing and organizing archival materials. The worksheet is a structured tool for gathering essential information about the records, such as their format, content, provenance, and condition. By systematically recording these details, archivists can establish a comprehensive inventory and gain insights into the scope and significance of their collections. The worksheet aids in identifying preservation needs, prioritizing materials for processing, and planning for future storage requirements. Moreover, the worksheet can facilitate information retrieval by enabling archivists to create finding aids and develop access and reference services strategies. It streamlines archival workflows and enhances records’ management and preservation.

The blog was originally published on Lucidea's blog.