A records survey is an essential tool for managing and preserving an organization’s records. It is a systematic examination of an organization’s records to determine the nature, quantity, and condition of those records, as well as to identify any potential issues or problems. There are several elements that should be included in a records survey, but two of the most important are:
- Inventory of Records: This element involves identifying and cataloging all of the records within an organization. This includes determining the type of records (e.g. paper, electronic, audio, etc.), their format (e.g. document, spreadsheet, email, etc.), and their content (e.g. financial, legal, historical, etc.). This information is then used to create a comprehensive inventory of the organization’s records, which can be used to track and manage those records over time.
- Assessment of Condition: This element involves evaluating the physical and intellectual condition of the records. This includes assessing the physical condition of the records (e.g. whether they are in good condition or showing signs of deterioration), as well as evaluating their intellectual condition (e.g. whether they are complete, accurate, and legible). This information is used to identify any potential issues or problems with the records and to develop a plan for addressing those issues.
Together, these two elements provide a comprehensive understanding of an organization’s records and allow for effective management and preservation. The inventory of records provides a snapshot of the organization’s records at a given point in time and allows for tracking and management over time, while the assessment of condition helps to identify and address any issues or problems with the records.
It is also important to consider the context of the organization and its records when conducting a records survey. This includes taking into account the legal and regulatory requirements that the organization must meet, as well as the specific needs and priorities of the organization. This can help to ensure that the records survey is tailored to the organization’s specific needs and that any issues or problems that are identified can be addressed in a way that is both practical and effective.
Additionally, the records survey should be conducted by a team of professionals with expertise in records management, archival science, and information management. This team should be composed of a combination of staff from the organization and external experts, such as consultants or archivists, to ensure that the survey is conducted in a thorough and objective manner.
In conclusion
A records survey is an essential tool for managing and preserving an organization’s records. It should include an inventory of the records and an assessment of their condition, to provide a comprehensive understanding of an organization’s records and to allow for effective management and preservation. The context of the organization and its records should be taken into account, and the survey should be conducted by a team of professionals with expertise in records management, archival science, and information management.