This presentation describes a process for conducting a records and information inventory.

1. #AIIM
The Global Community of Information Professionals
AIIM Training Programs:
How to Conduct a Records and
Information Inventory
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2. Learning Objectives
 At the end of this course, you should be able
to:
 Describe the purpose and benefits of a records
and information inventory
 Identify steps required to conduct an inventory
 Identify key information to gather as part of an
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inventory

3. Agenda
The Records and Information Inventory
The Inventory Process
Key Information to Gather
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4. The Records And Information
Inventory
 Essential to a good records and information
management (RIM) program
 An excellent way to understand the
information environment
 Information types in use
 Storage methods and practices
 Users
 Owners
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5. Purpose Of The Inventory
 Identifies what the organization has
 Documents, records, and copies
 Paper and electronic
 Identifies how information is created and used
 Identifies where information is stored
 Exposes problems and inconsistencies in
information management practices
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6. Objectives Of The Inventory
 Locate and describe organizational
information holdings
 Identify obsolete or duplicate
records
 Identify vital and permanent
records
 Identify storage needs
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7. Agenda
The Records and Information Inventory
The Inventory Process
Key Information to Gather
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8. Before The Inventory Begins
 Get senior management buy-in
 Identify and communicate the purpose of the
inventory
 Identify liaisons from business and functional
areas
 Identify technical liaisons
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9. Before The Inventory Begins
 Determine the scope of the inventory
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 Business units
 Physical locations
 Information types
 Systems
 Identify the team that will conduct the
inventory

10. The Inventory Process
1. Identify all departments in the organization
2. Scope and prioritize the inventory
3. Review departmental work processes
4. Review existing document management
policies and procedures
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11. The Inventory Process
5. Identify and review departmental document
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repositories
6. Interview targeted personnel regarding their
departmental – and individual - holdings
7. Create a list of documents for the
department
8. Review the contents of organizational
repositories

12. The Inventory Process
9. Create log of all repositories in the
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organization
10.Create final organization-wide inventory
11.Create process for updating inventory

13. Agenda
Introduction to ERM
ERM-Related Terminology
Key Information to Gather
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14. Information To Gather
In The Inventory
 Source of the information
 Whether information exists in more than one
format or rendition
 Media, file format, and software
characteristics
 Physical and logical location(s)
 Date of the inventory
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15. Management-Related
Information To Gather
 Whether information is managed or not
 Whether records have been identified
 When information was created
 When information was updated
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16. User Information To Gather
 Who creates or receives information
 Who uses or accesses it
 Including access controls
 How it is used
 Who manages it on an
ongoing basis
 Who owns it
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17. What You Learned
 In this course, you learned to:
 Describe the purpose and benefits of a records
and information inventory
 Identify steps required to conduct an inventory
 Identify key information to gather as part of an
Copyright 17 © AIIM | All rights reserved.
inventory