Appendix A: Sample Forms

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2. Records Survey & Instructions (see below)

 

3. Instructions for filling out the Records Survey form above

Please complete one sheet for each record series.

Fill in the System. Section, and Office identification information. Repeat this for each sheet filled out.

I. OFFICE FUNCTION: Include in the Office Function statement a summary of what the office does to meet its objectives. Each summary should include the major activities performed in meeting these objectives.

2. Person giving information: Put your name and your job title as the person who is giving information for this form.

3. RECORDS SERIES TITLE: A records series is a group of records or documents having

a. a common arrangement and
b. a common relationship to the functions of the office that created or received them.

The records series title should be as brief as possible but also as specific as possible. Do not lump several together as "Miscellaneous Financial Records," "Routine Correspondence Files," or "Ledgers." The records series title should be a short familiar title, descriptive of the informational
content in the file.

4. FORMAT: Tell the format of the records series, such as documents, slides, cassette tapes, computer printouts, microfilm rolls, etc.

5. DATES INCLUDED: Give dates included in the file. The earliest date is the date of the oldest document in the file. If the records series is an active record, or one that will continue to accumulate, omit the final date, e. g. 1956-- . If the records series is no longer accumulating, give the date of the latest or newest document in the file.

6. RECORDS SERIES DESCRIPTION: The records series description should tell what the records in the series relate to or what their function is, the type of documents or information contained in the series, how the material is arranged, and how much material there is in this records series.

Records relating to: State what function the records have, or what objectives the records support. This may be a single event, a re-occurring event, a procedure, etc. This statement might read "Memos relating to NAC IV," "Files containing subscription requests," "Scrapbook showing earliest publications," or "Files relating to setting denominational calendar."

Kinds of information contained in records: List or describe kinds of information contained in the file, such as:

addresses
applications
announcements
bills
bonds
books
bulletins
cases
circulars
claims
correspondence
inventories
journals
ledgers
letter books
lists
maps
newsletters
notes
notices
orders
payrolls
photographs
plans
proceedings
programs
receipts
releases
reports
reprints
requests
schedules
scrapbooks
statements
studies
summaries
surveys
vouchers
warrants
worksheets

How is material arranged? Describe the filing arrangement, whether chronologically, numerically, or alphabetically. Note any sub-arrangements.

Quantity of material: Give some measure of the amount of material in records series, such as 283 filmstrips, 25 legal file drawers, five shelves, etc. Give linear or cubic feet, if possible, and any significant or unusual sizes of materials in the records series.

7. MONTHLY REFERENCE RATE: Give the number of times you refer to information in this records series according to the specified dates. When the information in the series is up to six months old, it might be referenced 6 times per month; when the information is 7-12 months old, frequency may drop to once per month.

8. IS THIS SERIES COMPLETE...? These may be older files, about a project that has been completed, saved to refer to because of policy decisions which may come up later. Alternatively, material may be added to the records series. Give the expected amount of increase, stated at appropriate intervals, e. g. none file drawer per year, three microfilm rolls per month, etc.

9. QUESTIONNAIRE: Answer each question. If there is a doubt about any question, please consult the records manager.

A. Official Record: This refers to the copy of this record series that comes from the originating or receiving office. Did your office receive or issue this record?

10. RETENTION REQUIREMENTS: Are you required to keep the records in this series to fulfill some requirement outside your own office's use? Such reasons might be governmental regulations, the need to refer to it later to make policy decisions, or for its historical value.

11. FILE SERIES CUT OFF AT THE END OF EACH:
At what date do you "change folders" or begin a new file?

12. SECTION OR OFFICE RECOMMENDATIONS FOR RETENTION:
Please give your office's or department director's recommendations for retaining this series in current files that are used "everyday," in a holding area which would hold non-current but still useful records, permanently in the archives, or for the records' destruction after a given time period.

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