Archives Inventory Template

ACCN RU YRG Archives inventory template

Instructions:

1. Save this inventory to your desktop (or to an appropriate folder on your computer). 2. Enter the name of the office responsible for creating/maintaining the records in the field marked “Creator.” Do NOT enter your own name. 3. Give a brief description of the content of the records, including span dates (e.g. Administrative and financial records of the Dept. of Manuscripts and Archives, ca. 1791-1993). 4. Enter the name of departmental contact and telephone number. 5. Folder Listing: As file folders are packed into archival boxes, follow these steps:  Description. Enter the title of each folder in its own row of the description column. Note: When necessary, include higher-level categories that describe a series of folders, such as the descriptions found on file cabinet labels, in boldface type and indent five spaces those file folders that correspond to that particular category. (see example below)  Date. Enter the span dates of materials in the folder in the corresponding “Date” field.  Box. Enter the box number that the file is assigned to in the corresponding “Box” field.  # of Folders. Enter the number of folders the file fills in the corresponding “# of Folders” field. (e.g. A budget file may consist of 3 folders, while a student’s file may contain just one.) Note: This is NOT intended for sequential numbering of the folders, only for noting the total number of folders for a particular topic, subject, etc.  Reel. Leave blank. For internal use when noting the presence of microfilmed records or papers.  X-Ref. Leave blank. For internal use when noting a cross-reference in a processed set of records or papers. Note: To add a row to the end of the table, click in the last (bottom right) X-Ref cell and hit Tab, or in the Table menu choose Insert > Rows (above or below the row in which the cursor is placed). 6. Email the electronic file to [email protected] 7. University Archives staff will enter the call numbers in the header and compare the list to the prepared records. Example inventory: Description Dates Box # of Reel X-Ref Folder s Executive Committee Meeting Minutes 1999-2001 1 1 Tax Records Sales Receipts May-June 1999 1 1 Sales Receipts June-December 1999 2 1 Annual Reports 2000-2005 2 5 Page 1 of 5 Created on 02/05/2007 05:25:00 Revised 8/23/2006 9:47 AM ACCN RU YRG

Questions can be sent to [email protected].

of 5 Created on 02/05/2007 05:25:00 Revised 8/23/2006 9:47 AM ACCN RU YRG

Accession yyyy-A/D-000

Creator: Description of the Records: Contact Information:

Description Dates Box # of Reel X-Ref Folder s

of 5 Created on 02/05/2007 05:25:00 Revised 8/23/2006 9:47 AM ACCN RU YRG Description Dates Box # of Reel X-Ref Folder s

of 5 Created on 02/05/2007 05:25:00 Revised 8/23/2006 9:47 AM