The Records Inventory is the primary document of the Records Management Plan. A well-maintained inventory details every record type a department creates. A Records Inventory uses records series from the University of Texas at Austin Records Retention Schedule (UTRRS), which provides detailed guidance on the retention requirements for records created, received, used, and stored at the university.
Taking time to consider the types of records that are being produced, and knowing the retention required for them, guides departments in the preservation needs and disposition eligibility for each record type.
Records Inventory Workbook
The Department Records Manager Contact (DRMC) is responsible for creating the Records Inventory. DRMCs should download a copy of the Records Inventory Workbook, which contains tools and instructions for completing the inventory.
The Excel workbook includes tabs for:
- Instructions for using the workbook and completing the inventory
- Links to references and resources
- Three templates for creating your inventory
- Two sample inventories
- A copy of the UTRRS and UTRRS Notes
Building and Maintaining a Records Inventory
Use the templates in the workbook to create your Records Inventory. You can create your Record Inventory by adding to your document through time, or you can start with the entire UTRRS and remove record series that your department does not have. All entries must have a UTRRS record series identified.
A few other tips to help you build or maintain your inventory are:
- As you request to dispose of records, keep track of the types of records your department creates or maintains.
- Use your inventory as a living document that evolves over time, iterating on it based on your day-to-day records management needs.
- Notate any new records you come across on the worksheet.