·        Content- extensive metadata required, detailing information about context, descriptive data of subjects and file layout. You would also need to include applications that support the system, data manipulation, codes, description of indices, and the hardware and software environment.

It is important to note that in the electronic environment, it may be more useful to identify the organization’s functions, processes, transactions and activities, instead of inventorying all the data that exists. Once this is done, it will be possible to determine which data and associated metadata should be captured in the inventory exercise.

Upon completion of the records inventory exercise the organization should have a comprehensive picture of its records holdings. The entity would also be in a position to make comprehensive changes to its classification and filing systems, as well as to institute records scheduling if this does not exist. The organization would have completed the first phase of an effective and efficient records and information management programme, for a paper based or an electronic records management system. In addition organizations are being reminded that a well conducted inventory would satisfy the requirements under the First Schedule of the Act.

For additional guidance in conducting the records inventory contact the Government Records Centre at grecords@jard.gov.jm