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This document facilitates the transfer of custody of administrative records related to Georgia College & State University. It is used by staff and faculty to document the transfer of records to Special Collections, ensuring all necessary information and restrictions are clearly noted.

How to fill out records transmittal and inventory

How to fill out records transmittal and inventory

1. Gather all necessary information regarding the records to be transmitted.
2. Complete the records transmittal form, including details such as record title, date range, and creator.
3. Ensure that all relevant inventory items are listed accurately.
4. Confirm the quantity and condition of each item in the inventory.
5. Use clear and consistent labeling for each record or item to avoid confusion.
6. Double-check all entries for accuracy before submitting the transmittal and inventory.
7. Submit the completed forms to the designated authority or department.

Who needs records transmittal and inventory?

1. Organizations managing large volumes of records.
2. Compliance officers ensuring legal record-keeping.
3. Departments involved in archiving and retrieval of records.
4. Audit teams needing to verify inventory for regulatory requirements.
5. Any team or individual involved in the storage or transfer of records.

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What is records transmittal and inventory?

Records transmittal and inventory is a document used to report and track the transfer of records, such as financial documents, personnel files, and other important records, ensuring proper management and accountability in handling these records.

Who is required to file records transmittal and inventory?

Entities or individuals who manage records subject to legal retention requirements or who handle a significant volume of records, often including businesses, government agencies, and non-profit organizations, are required to file records transmittal and inventory.

How to fill out records transmittal and inventory?

To fill out records transmittal and inventory, one needs to provide detailed information about the records being transferred, including record titles, descriptions, dates, quantity, and the intended recipient. Accurate completion ensures proper tracking and accountability.

What is the purpose of records transmittal and inventory?

The purpose of records transmittal and inventory is to ensure that records are managed properly during transfers, to maintain accountability, and to comply with legal and regulatory requirements regarding the handling of important documents.

What information must be reported on records transmittal and inventory?

The information that must be reported on records transmittal and inventory includes the names of the sender and recipient, record descriptions, dates of transfer, document types, and an inventory of the records being transmitted.