Guidelines for Compiling Inventory Records
In the digital age, understanding records management is crucial for organisations of all sizes. Here's a guide to learning about creating and managing records inventories, schedules, and file plans online.
A records inventory is a comprehensive listing or survey of all records held by an office or agency. It identifies what records exist, their locations, and their characteristics, serving as the basis for managing records effectively. On the other hand, a records schedule (or records disposition schedule) is a set of official instructions approved by an authority such as the National Archives, specifying how long records must be kept and when they can be destroyed or permanently preserved. A file plan, meanwhile, is a practical tool used within an office or program to organise records and provide staff with clear instructions on how to manage and dispose of records according to the schedule.
The National Archives offers detailed guidance and training on implementing records schedules and creating file plans, including videos and written materials. For instance, you can find a video titled "Records Inventory" and another titled "Planning the Inventory" among the available resources. These videos are part of the "Summer School for Records Coordinators, Records Inventories: Session 1" series.
Establishing a digital document management system usually starts with creating a detailed inventory of current documents to classify and organise them efficiently. Modern electronic records management systems support online records inventories, schedule management, and file plans, enabling centralised access, automated disposition actions, and compliance tracking.
File plans are especially useful when agencies have complex or aggregate record schedules, and digital tools can facilitate applying these schedules consistently. Understanding the principles of file coding and labeling in digital environments is also essential for organising records for easy retrieval and disposition.
To begin learning and managing these records processes online, consider reviewing the National Archives' records management training resources available on their website. Exploring document management software tutorials that cover inventory creation, classification, scheduling, and file plan integration can also be beneficial.
In summary, records inventory identifies records, records schedules set retention rules, and file plans provide practical local management instructions. These distinctions can help organisations manage their records more effectively. With the help of online resources and training, anyone can learn the ins and outs of records management.
In the digital age, education and self-development in records management are crucial for managing records effectively in organizations of all sizes. The National Archives offers detailed guidance and learning materials on implementing records schedules, creating file plans, and managing inventories online. To begin, considering reviewing the National Archives' records management training resources available on their website, and exploring document management software tutorials on inventory creation, classification, scheduling, and file plan integration can be beneficial for learning the ins and outs of records management.
