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Records Inventory Form Template

Effortlessly manage your inventory records with our tailored template

Struggling to keep track of your company's inventory records can lead to inefficiencies and lost assets. This Records Inventory Form Template is designed for records officers and custodians like you who need a reliable way to evaluate and manage your inventory. Benefit from capturing essential details-such as contact information of those involved in the evaluation-and track unlimited entries with our Configurable List Widget, ensuring no item goes unchecked. With this user-friendly template, you can streamline your inventory process and enhance accountability in your records management. Try the live template to see it in action.

Use this Template (FREE) Live Preview
Your full name
Your email
Department or business unit
Record title or name
Record ID or code (if applicable)
Brief description of the record content and purpose
Primary record format
Paper
Digital
Hybrid
Not sure
Earliest record date
Latest record date
Estimated volume or quantity (e.g., number of boxes, files, pages, or GB)
Location details (room/shelf for physical or path/URL for digital)
System or application name (for digital records)
Current storage location
On-site office
On-site records room
Off-site storage vendor
On-premise server
Cloud storage
User workstation/device
Not sure
Other
Please Specify:
Record owner or custodian (name or role)
Access level
Public
Internal
Confidential
Restricted
Highly restricted
Not sure
Data types present (select all that apply)
Personal data (PII)
Protected health information (PHI)
Financial or payment data
Government ID numbers
Legal/attorney-client privileged
Trade secrets or intellectual property
None of the above
Not sure
Retention schedule reference or code
Required retention period
Less than 1 year
1-3 years
4-6 years
7-10 years
11+ years
Permanent
Not determined
Retention trigger
Creation date
Last modification/use
End of fiscal year
Contract end date
Case/matter closed
Employee separation
Project completion
Not sure
Other
Please Specify:
Next review or disposition date
Is there an active legal hold or investigation that affects this record?
Yes
No
Current record status
Active
Semi-active
Inactive
Archived
Pending disposition
Unknown
Special handling instructions or notes
Intended disposition action
Destroy
Transfer to archive
Permanent retention
Review later
Return to owner
Not decided
Date submitted
I certify the information provided is accurate to the best of my knowledge
Strongly disagree
Disagree
Neither agree nor disagree
Agree
Strongly agree
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Colorful paper art illustration highlighting a records inventory form template and its features and applications

When to use this form

When you need a clear view of what records you hold, where they live, and who is responsible, use this form. It helps records managers, IT, and department leads capture titles, formats, locations, owners, and retention dates in one pass. Use it before an audit, during a merger, when moving offices, or when onboarding a new system. For items tied to fixed assets, pair it with the Asset management checklist form to align storage locations and IDs. If staff take files off-site with devices, coordinate custody with the Equipment loan form. The result is a clean log you can sort, filter, and act on: archive what is due, protect sensitive items, and find what you need fast.

Must Ask Records Inventory Questions

  1. What is the record title and unique identifier?

    Clear naming and an ID prevent duplicates and speed search across boxes, drives, and systems. They also enable cross-referencing to asset tags or folder paths, so you can locate the right item quickly.

  2. What is the format and system of record (paper, PDF, database, email, or app)?

    Format and system tell you how to store, back up, and retrieve the item. They also reveal the system owner you must involve for access or remediation.

  3. Where is it stored and who is the custodian?

    Location and owner establish accountability and a clear chain of custody. If files live on staff laptops, align responsibilities with the Employee laptop agreement form.

  4. What is the creation date and the retention or disposition rule?

    Dates plus rules drive decisions to keep, archive, or destroy. This reduces risk and storage costs while meeting legal and policy requirements.

  5. What is the sensitivity level and required access permissions?

    Classifying the item (public, internal, confidential, restricted) guides encryption, storage, and sharing. Capturing permissions prevents overexposure and speeds approvals during audits or handoffs.

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