After the basic responsibilities have been fulfilled, attention should be turned to developing and maintaining a Records Inventory of all documents (paper, audiovisual and electronic) in possession of the organization describing the categories of records. (In the case of paper records, this involves examining each file and determining the appropriate series or category)

An Inventory, which is the first phase of the records management programme, is a detailed review of the quantity, type, function and description of your organization’s records. The inventory also provides for the complete and accurate survey of the organization’s file contents. It also furnishes the data base for a records retention programme. It is important to note, that a well conducted inventory will provide the information required for the First Schedule under the ATI Act. In order to conduct the inventory you would need to

·        Gain the commitment of the senior management of your organization, as the inventory exercise may last for months   is sometimes disruptive. Therefore support from the top management is needed for the sustainability of the programme.

·        Appoint a coordinator for the exercise. If your organization has a records and information manager that person would be the most logical choice.

·        All members of staff should be informed of the exercise as it is a disruptive process.

·        Appoint and train a task force. This may comprise members of your records management staff or contracted services.