Get Series Inventory Form - Firm Council

Filling out the Series Inventory Form - FIRM Council is an essential task for managing information effectively. This guide will help users navigate through each section of the form with clear and simple steps to ensure accurate documentation.

Follow the steps to complete the Series Inventory Form online.

1. Press the ‘Get Form’ button to access the form and open it in the online editor.
2. Input the 'Date Prepared' in the designated field. Ensure the date reflects when the inventory was created.
3. Fill in the 'Office Maintaining the Files' section with the office name and corresponding symbol.
4. Enter the 'Person Doing Inventory' details, including their name, office, and phone number for contact purposes.
5. Specify the 'Series Location' where the documents are held to help in locating them later.
6. Provide the 'Series Title' that best describes the group of records you are inventorying.
7. Indicate 'Inclusive Dates' which cover the time period of the records in this series.
8. Write a detailed 'Series Description' that explains the content and purpose of the records.
9. Check the applicable mediums under 'Medium' such as Paper, Microform, Electronic, and Audiovisual, depending on the formats of your records.
10. Fill out the 'Arrangement' section by selecting how the records are organized, like by subject, name, or another specified method.
11. Indicate if the records are classified as 'Vital Records' and specify their status—Yes, Emergency-Operating, Rights-and-interests, or both.
12. Inquire about 'Duplication' by answering if the documents are available in another medium or place. Provide details if applicable.
13. Enter the 'Volume' of documents in cubic feet, serving as an estimate for the physical space required.
14. Document the 'Annual Accumulation' of records in cubic feet or inches to track how much new content is added each year.
15. Specify the 'Cutoff' for this series, noting when new records will no longer be added.
16. If applicable, list any 'Finding Aids' that assist in locating the records easily.
17. Define any 'Restrictions on Access and Uses' regarding privacy or sensitive information.
18. Assess and report the 'Condition of Permanent Records,' selecting from Good, Fair, or Poor and providing comments as needed.
19. Lastly, indicate whether the series has an approved 'Disposition Authority' and provide necessary details as required.
20. Once all fields are completed, ensure to save changes, and options will be provided to download, print, or share the filled form.

Complete your Series Inventory Form online today for efficient document management.