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Records
Inventory
- The records inventory is a very important step in records management.
- As part of this inventory, it is important to determine the location
of the records and the type of records your offices possesses.
1. Locate the records
- The records may not only be in various offices (file cabinets and
computers), but in warehouses, basements, or homes.
- In order to locate missing records, it may be helpful to place a notice
in the synod/presbytery newsletter and make announcements during meetings.
- You may want to contact former clerks--or if deceased, their families.
2. Describe and identify the types of records
- Once all the records are located, the inventory can begin. Use an
inventory sheet to describe all the records in all locations (see
sample).
- To help identify your records and determine how long they should be
kept, it is important that you include the following information in
the inventory:
TYPE OF RECORD (see listing)
INCLUSIVE DATES OF THE RECORDS
SIZE (shelf space or volume - e.g. 5 inches; 1 foot)
COPY/ORIGINAL (you may have many duplicates)
LOCATION
FORMAT (e.g. computer, cassette tape, paper copy. It
is possible that you may have the same information on different formats.)
TYPES OF RECORDS COMMONLY FOUND
- Minutes
- Annual Reports Reports (committee, topical, etc.) *
- Bylaws/Charters
- Incorporation records
- Annual Audits
- Annual Budgets
- Financial ledgers of final entry
- Subject correspondence
- Manuals/handbooks
- Newspapers/newsletters
- Brochures/promotional materials
- Photographs
- Property records (deeds, blueprints, etc.)
- Wills, bequests
- Legal/judicial cases
- Records of Dissolved Congregations
- Contracts
- Loan agreements
- Personnel records/employee records
- FICA / W-2 records
- Accounts payable invoices
- Accounts receivable records/ledger
- Bank deposit slips
- Canceled checks
- Bank statements
- Cash receipt records
- Data for updating mailing lists
- Mailing lists
- Expense reports
- Periodic financial statements
- General/routine correspondence (acknowledgments, requests, travel
arrangements)
- Invitations
- Petty cash records
- Receipts of purchases
- Meeting notices
- Travel plan arrangements
- Resource files
Note: You might also find committee/task force records. Note the name
on the inventory sheet.
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