A records survey form is a document used for survey that is done to identify the records maintained by an organization. This survey is usually done to prepare a specific record retention schedule.
You can Download the Records survey form Template, customize it according to your needs, and Print it. Records survey form is either in MS Word or Editable PDF.
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Features:
Records Custodian:
A section to identify the department or person responsible for maintaining the records.
Record Title:
A section to specify the name or title assigned to the specific set of records being surveyed.
Record Dates:
A section to record the inclusive date range of the records (e.g., from-to).
Record Format:
A section to identify the format of the records (e.g., paper, digital, microfilm).
Record Content:
A section to describe the type of information the records contain (e.g., financial records, personnel files, project documents).
Retention Requirement:
A section to indicate how long the records are required to be kept by law, regulation, or internal policy.
Disposition Instructions:
A section to specify how the records disposed of after the retention period ends (e.g., archive, shred, recycle).
Access Restrictions (Optional):
A section to indicate any restrictions on access to the records (e.g., confidential, public).
Benefits
Standardization:
The template ensures a consistent format for collecting information about different sets of records within an also organization.
Completeness:
The template helps ensure that all the relevant details about the records are captured, including the record title, dates, format, content, and also retention requirements.
Accuracy:
By having designated sections for specific information, the template reduces the risk of errors or omissions in the data collected.
Efficiency:
Using a template saves time and effort compared to creating a new survey for each record series.
Improved Records Management:
The information collected through the survey used to develop a comprehensive records management plan to ensure efficient organization, storage, and also disposition of records.
