Get the free Record Series Description (SFN 2042) - nd

INSTRUCTIONS: Complete one record series description for each record series. DO NOT use abbreviations or in-house terminology to describe records. RECORD SERIES DESCRIPTION INFORMATION TECHNOLOGY

How to fill out record series description sfn

To fill out a record series description SFN, follow these steps:

1. Identify the purpose of the record series: Understand the specific type of records that the series will encompass and the purpose they serve within your organization.
2. Define the scope: Determine the boundaries and limitations of the record series, including any associated dates, departments, or locations.
3. Assign a unique SFN number: Provide a unique identifier for the record series using the SFN numbering system. This helps in organizing and tracking the records effectively.
4. Develop a descriptive title: Create a concise and informative title that accurately represents the content and context of the record series.
5. Provide a detailed description: Write a comprehensive description that outlines the key characteristics, content, and functions of the record series. This description should be clear enough to help users understand the records' purpose and relevance.
6. Identify record creators and users: Specify the individuals or departments responsible for creating and maintaining the records, as well as the intended audience or users of the records.
7. Determine retention and disposition: Establish the recommended retention period for the records within the series and the final disposition, such as destruction or transfer to an archive, after the retention period expires.

Who needs record series description SFN?

1. Records managers: They require the SFN to effectively organize and manage records, ensuring proper classification and access for retrieval purposes.
2. Compliance officers: The SFN helps compliance officers ensure that the organization follows legal, regulatory, and industry requirements related to record keeping and retention.
3. Archivists: Archivists rely on the SFN to understand the context and content of records, facilitating their preservation and future accessibility.
4. Auditors and investigators: These professionals may reference the SFN to locate specific records during audits, investigations, or legal proceedings.
5. Information governance professionals: They use the SFN to establish and maintain a consistent framework for managing records across the organization.

Overall, anyone involved in records management, compliance, and information governance will find the record series description SFN valuable for organizing, accessing, and ensuring the proper handling of records within their organization.

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