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:loA- ~ 6. Describe Records Series - A clear and concise description of the contents and purpose of the records series. For many records, their F ...rpose will be self-evident from their contents; but for others the custodian of the records will have to be consulted. The inventory worker should also indicate any pre-printed titles or form numbers that may ¿appear on the records or on individual documents in the records series. ' 7. Format and Size - The format (paper, microfilm, magnetic tape, etc.) and size of the documents in the records series. 8. Inclusive Dates - The month and year of the earliest and the most recent record in the series. Accurate dating of alphabetically arranged files (e. g., personnel files) may be difficult, but the inventory worker should try by sampling folders at random to be as precise as possible. 9. Volume - The approximate total volume in cubic feet of the records series. A cubic foot conversion chart is included in this bulletin following page 23. 10. Records 'Liaison Officer Review - If the records management plan of the local government provides for the appointment of a records liaison officer for each office or departmeÌ1t, the information in fields 1 through 9 should be reviewed by the record liaison officer. Field 10 should be initialed and dated by the records liaison officer, even if the inventory taker and the records liaison officer are the same person. The time you spend on your inventory is time well spent. You are inv~t:ing in the success of your total records management program, and you, will see the benefits of a well-planned inventory in the results. " OBJECTIVES OF RECORDS APPRAISAL AND SCHEDULING Records appraisal and scheduling builds on what has been accomplished during the inven- tory. The records inventory provides you with significant facts about your records. Ideally, the information collected will be comprehensive and will meet the needs of all aspects of your program. However, the time and effort spent on the inventory will not accomplish your records management goals unless the development of the records control ~edule is also well done. The following should be your objectives for the records appraisal and scheduling process: . Establish appropriate retention periods for all records. . Determine which records are active and should be retained in office space. . Determine which records are inactive and should be moved to storage, if possible. . Determine which records can be destroyed because they have served their usefulness. . Identify confidential or sensitive records that need security measures to restrict ac~ess. . Identify essential records that require backup protection. . Comply with legal requirements. - - Stipp!. p. 6-19.503.5