Instructions for Form ARM-01 "Record Series Inventory Form" - South Carolina

This document contains official instructions for Form ARM-01, Record Series Inventory Form - a form released and collected by the South Carolina Department of Archives & History.

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Instructions for Completing
Record Series Inventory Form
ACTION REQUESTED (Check the appropriate box.)
If this series is newly created/received by your agency or does not appear on your
retention schedules or the general retention schedule, please check the "Establish
retention schedule" box.
If you are revising the retention schedule requirements for a records series already
on a retention schedule, check "Revise retention schedule". If the "Revise
retention schedule" box is checked, enter the schedule number of the schedule
being revised in the space provided under "Revise retention schedule".
Record Group Number assignment is for Archives use only.
SECTION A
1. State or Local Agency: Enter the name of the state agency, board, etc., or the
local government subdivision, (county, municipality, school district, special
service district) that creates/maintains the records being described.
2. Division or Office: Enter the name of the state agency division or the local
government department/office that creates the records.
Subdivision: Enter the name of the state agency subdivision or the section within
the local government department/office that creates the records.
Program Unit: If applicable enter the name of the program unit within the
subdivision or section that creates the records.
Person Completing Form: Enter the name, title and the telephone number of the
person filling out this form and the date accomplished.
SECTION B
6. Record Series Title: The title should clearly indicate both the predominant form and
function of the record series to outside reviewers as well as agency staff. For instance:
Examples of good titles
Examples of poor titles
Annual Reports of Charitable
DOS-32 Reports
Boards
Public Relations Photograph Files Photographs
a. Title: Enter the official title of the series. If the series is already on a records retention
schedule, enter the title exactly as it appears on the schedule.
b. Variant title(s): If applicable, enter any other title(s) by which the series is commonly
referred to within the office or unit. This may be any previous title or any other informal
title which differs from item 6a. For example, Program Status Reports may be referred to
ARM01 Instructions (2017)
Instructions for Completing
Record Series Inventory Form
ACTION REQUESTED (Check the appropriate box.)
If this series is newly created/received by your agency or does not appear on your
retention schedules or the general retention schedule, please check the "Establish
retention schedule" box.
If you are revising the retention schedule requirements for a records series already
on a retention schedule, check "Revise retention schedule". If the "Revise
retention schedule" box is checked, enter the schedule number of the schedule
being revised in the space provided under "Revise retention schedule".
Record Group Number assignment is for Archives use only.
SECTION A
1. State or Local Agency: Enter the name of the state agency, board, etc., or the
local government subdivision, (county, municipality, school district, special
service district) that creates/maintains the records being described.
2. Division or Office: Enter the name of the state agency division or the local
government department/office that creates the records.
Subdivision: Enter the name of the state agency subdivision or the section within
the local government department/office that creates the records.
Program Unit: If applicable enter the name of the program unit within the
subdivision or section that creates the records.
Person Completing Form: Enter the name, title and the telephone number of the
person filling out this form and the date accomplished.
SECTION B
6. Record Series Title: The title should clearly indicate both the predominant form and
function of the record series to outside reviewers as well as agency staff. For instance:
Examples of good titles
Examples of poor titles
Annual Reports of Charitable
DOS-32 Reports
Boards
Public Relations Photograph Files Photographs
a. Title: Enter the official title of the series. If the series is already on a records retention
schedule, enter the title exactly as it appears on the schedule.
b. Variant title(s): If applicable, enter any other title(s) by which the series is commonly
referred to within the office or unit. This may be any previous title or any other informal
title which differs from item 6a. For example, Program Status Reports may be referred to
ARM01 Instructions (2017)
in-house, as Status Reports. This entry provides another means of identifying and
accessing a series.
7. Dates of Records: Indicate the earliest and latest dates covered in the records
described. If applicable, include dates for missing records.
8. Are records still created? Check "yes" if record series is a continuing series; check
"no" if this series is no longer created.
9. Index: Check the appropriate box to indicate whether or not the records are covered by
an index or code book providing access to information in the record.
10. Arrangement of Record Series: Describe the filing arrangement of paper and
microfilm records only. Common arrangements are chronological, alphabetical, numeric,
and by subject. Indicate how file is broken within each category; ie., alphabetically by
person's name, geographic location, etc., or chronologically by calendar or fiscal year,
month, pay period, etc.
11. Description of record series: A record series is a group of related records, files,
documents and/or other media which are used, indexed or filed together and which permit
evaluation for disposition purposes. Be sure the series description includes all elements to
answer the following questions:
11a. Who creates and/or uses the records and for what purposes: A summary
description of who creates, sends, receives, or otherwise compiles the information, how
and by whom the information is used, and what purpose is served by the record series.
Avoid the use of abbreviations and technical jargon known only to program staff.
11b. Informational content: Describe the information consistently found in the series
and provide a summary of the subject matter of the record series. If most information is
compiled on standard forms, the description should note that such forms are used. If
possible, attach copies of the forms.
11c. Value of records: Check the box(es) that best describe(s) the value(s) of these
records.
Administrative: Primarily needed to conduct program business only.
Fiscal:
Document the receipt, management, and expenditure of public funds and are usually
subject to audit.
Legal:
Contain information on the legal rights and obligations of government or its citizens,
created or maintained to defend those rights or obligations in litigation.
ARM01 Instructions (2017)
Historical:
Used by program or other staff or citizens to conduct research into particular topics.
Other:
Records which are created for special purposes such as proclamations and certificates of
achievement.
11d. Are these vital records? Vital records are records essential to the continuing
operation of an organization. These records are necessary for an organization to resume
its operations after a major disaster.
11e. Reference frequency: Enter the rate of reference activity for the records. This
information is used to determine when to place a record series in off-site storage or to
microfilm.
12a. Characteristics: Check the medium for recording the information; e.g.,paper,
audio-visual, microfilm, and computer machine readable.
12b. Total volume and locations of records (by cu.ft.): Indicate the volume of the
portion of the record series described/located in your agency or in the State Records
Center, if applicable. If "other storage" is checked, specify where records are located
(such as an agency or commercial off-site storage facility or some other storage area
outside the office).
12c. Total volume generated per year (most recent year): Indicate the volume of
records generated in the most recent year. This information is useful in projecting the rate
of growth and future space needs.
13. Condition of records: Check the basic condition of records. Identify any problems.
For example, indicate if records are molded, dirty, taped, or torn.
14. Confidential: Please check appropriate box to indicate if all or part of the
information found in the record is defined as confidential or otherwise restricted under
law. If "yes" is checked, cite the appropriate authority mandating the restriction.
15. Record is original or duplicate: This entry indicates whether the series described
includes the record (or official) copy of the information created or compiled by the
program unit, or a duplicate copy of information received or transcribed by the program
unit for some purpose. Check the appropriate box and indicate the location of the
duplicate(s) (if original record), or location of the record copy (if duplicate).
16. Summarized: Often information found in many record series is adequately
summarized in other series. Check "yes" or "no" to indicate whether or not important
information found in this series is summarized in another series. If "yes" give the record
series title and location of the summary record. Examples of summarized records are:
ARM01 Instructions (2017)
Payroll data may be summarized in the agency's payroll Register or the Comptroller
General's Payroll Warrant Register.
Fiscal record information is usually summarized in (one or more) of the agency's General
Ledger series.
Monthly and Quarterly Reports may be summarized in the agency's official printed
Annual Report.
Personnel records information is usually duplicated and/or summarized in the agency's
Personnel Files (Active and Inactive).
SECTION C
17. Subject to: Check the appropriate box to indicate any special considerations or
requirements for retention such as audit review. If other is checked, please specify.
For example the records could be used as evidence in civil or criminal proceedings or
there might be a statute of limitations on actions.
18. Legal Retention Requirement: Indicate the number of years the record series must
be kept to meet legal requirements. If legal retention requirements apply, cite the
appropriate authority.
19. Recommended Retention: The retention period covers the entire life-cycle of the
record series described. Indicate the number of years/months the records should be kept
in the program office space, state/local facility, and/or the State Records Center. If
information is converted to another medium such as microfilm, explain how and when
the reformat will occur. Indicate the final disposition of the record following completion
of the retention period, ie; destroy, transfer to the State Archives, or transfer to other
approved repository.
20. Additional Comments: Record any additional information to support the
recommended retention or provide insight on the rationale for retention. This space may
also be used for making recommendations on how the record series is maintained and/or
rationale/recommendations for changing storage media. Further explanation on any of the
sections on this form should be placed here. Refer to the specific data element on this
form when making comments.
ARM01 Instructions (2017)
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