·        Thoroughly examine each file of a records series so as to ascertain the nature of each document, and remove correspondences which have been misfiled. This will also require adjustments being made to indices and classification systems.

·        Purge files of multiple copies of the same document, printed material and other non records. However if there is a question about keeping particular documents, keep it.

·        Conduct disposition exercise for records which are inactive, or have exceeded their retention periods using ‘Disposition of Government Records’ Circular No.2, MSD 19/7 and your organization’s records schedule as a guide.

For electronic records, in addition to the above, you would also need to identify

·         System

·         Legal authority for creation of the system

·         Reason/ purpose for the system

·        Sources and input data

·        Outputs