Res 1995-043 - Laserfiche WebLink

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Jr) A I Preparing a separate inventory worksheet for each records series - A records series is a group of identical or reI a ted documen ts that are arranged under a single filing system or kept together as a wùt because they consist of the same form, relate to the same subject, result from the same - activity, document the same transaction, or have a common physical format (e. g., maps and blueprints) and :which, because of any of these common characteristics, may be treated as a unit for retention and disposition purposes. A records series is not defined by chronological, numerical, or alphabetical filing considerations. For example, a city secretary or purchasing office may have eight file cabinets full of purchase order and receipt records that are filed by fiscal year. The chronological arrangement of the files is for the purpose of making access to the records easier. Each fiscal year is not a separate records series - the entire group of files is one records series because they all document the same activity and have the same retention period. Therefore, only one inventory form would need to be completed for all the records in these eight file cabinets. Sinù1arly, the case files of county, district, or city attorneys constitute a records series. Although they are ~stomarily filed alphabetically or by case number and are likely to consist of many different dò6.unents, the important points are tha t they are filed and used together and result from the same activity. Individual case files are simply constituent parts of the larger records series. Retention periods for case files traditionally date from when final judgement was rendered in the case or proceedings were temúnated. While the dispositio~ of the records may involve pulling individual case files when their retention periods expire because the date of the final judgement varies from one case to another, the same retention period applies to all cases in the records series. One inventory worksheet would be completed.£or tþis records series ~ regardless of the number of case files or the varying dates of the records. Completing the inventory section of the form - Each space for information on the worksheet is called a field. The fields in the inventory section of the form are numbered as follows: 1. Record~ Inventory Taker - The person who did the inventory and a telephone number to facilitate a follow-up call, if ne"eded, during the appraisal process. The entry for this field can be typed on a blank form before duplication. 2. O~ice and 3. Department - The office for wl:ùch the inventory is being conducted (e. g., County Clerk, Sheriff, Police Department). The name of the deparm:ent should also be entered, if applicable (e. g., Accounts Payable, Real Property Division). These entries can be typed on a blank form before duplication. 4. Records Series Location - The location of the records. In our sample, the purchase order and receipt records are located in room 319 of the Brown Building and are in drawers 3 and 4 of the file cabinet shaded in Figure 1. Thus, "Brown Bldg., Rm. 319, 2-C-3 &4" is entered in this field. 5. Record Working Title - The title for the record used in the office. Not all records the inventory worker encounters will be labelled or titled, and the worker will have to ask the . records custodian. In our example, the file drawers were labelled "Purchase Orders." Suppl. p. 6-19.503.4