Fillable Records Inventory Worksheet Radio (Florida Division of Corporations)

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Records Inventory Worksheet Radio (Florida Division of Corporations)

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RECORDS INVENTORY WORKSHEET
Department/Section
Contact
Phone No.
Location of Records
Room File
Schedule No.
Item No.
Records Series Title
Record/File Title
Description (Contents, purpose, and use: Include form title and numbers, if any)
Record Copy Duplicate Copy
File Type
Subject
Case/Business Activity
Working Papers
Reference
Index
Cut-Off Date
Calendar Year
Fiscal Year
Anniversary
Continuous
Other _____________
Arrangement
Alphabetic by _________________
Alphanumeric by ______________
Numeric by ___________________
Chronological by ______________
Other ________________________
Authorization for Series
a. Statute
b. Regulations
c. Administrative
______________________
(Citation)
Record Form
8-1/2” x 11” paper (letter size)
8-1/2” x 14” paper (legal size)
Bound books, catalogs
3” x 5” Cards
4” x 6” Cards
11” x 15” computer printouts
11” x 8-1/2” computer printouts
Roll microfilm
Microfiche
Other _________________________
Computer disks
Compact disks
Computer tapes/cartridges
Video tapes
Optical disks
Electronic Records Filing
a. What is the name of the system?
b. Who owns the system?
c. What operating system is needed to retrieve and view files?
d. What application software is needed to retrieve and view files?
e. What is the file format? (.doc, .xls, .tif, .rtf, etc.)
f. What is current age of media on which records are stored? (1 year, 5 years, etc.)
g. How quickly is this information usually needed? (within minutes, days, weeks, etc.)
h. How often is this information accessed? (daily, weekly, monthly, etc.)
i. What business activity do these records support?
j. Are there any records related to these records?
k. Do you need more assistance with assessing these records?
Current Holdings
Year
(Inclusive Dates)
Paper
Electronic
Type Filing Equipment Used
Quantity
Cubic Feet
Bytes/Item
Count
How active are these records?
Active (accessed frequently, weekly or immediately)
Semi-active (accessed periodically, monthly or less often)
Inactive (no need to retain in the active office area)
Who uses these records?
Check the proper column. If the answer is “yes,” explain in the space below.
YES
NO
1. Is this Department the official record holder?
2. Are there copies of this record series (or major portion of it) in this Department?
3. Are there copies of this record series (or major portion of it) in another Department?
4. Does this record series contain information exempt from public access?
5. Is there any legal requirement affecting disposal of this record series?
6. Does this record series contain information subject to regulatory requirements?
7. Does this record series contain information subject to legal requirements?
8. Does this record series contain information used in the subject to audits?
9. Is this record series needed because of archival or historic interest?
10. Are these vital records?
Responses to Questions and Additional Comments
Retention
Recommended Retention
Inventoried By
Date
Reviewed By
Date
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Records Inventory Worksheet Radio (Florida Division of Corporations)

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Completed 30 July 2020

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