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RECORDS INVENTORY AND RETENTION SCHEDULE COVER SHEET Schedule Number (To be completed by DGS/Records Management Division)___ ___ _ ,A,aencv I nf ormat1on Department/ AgencyMaryland Department of HealthDivision

How to fill out records inventory and retention

How to fill out records inventory and retention

1. Identify the types of records your organization creates and maintains.
2. Collect details for each record type, including title, description, and department responsible.
3. Classify records based on their content, sensitivity, and legal requirements.
4. Determine the retention period for each record category according to legal and business needs.
5. Create a centralized inventory system to log all records systematically.
6. Regularly review and update the inventory to reflect changes in regulations or organization policy.
7. Ensure that proper storage solutions are implemented for both physical and electronic records.
8. Train staff on the importance of records management and how to use the inventory system.

Who needs records inventory and retention?

1. Organizations of all sizes to manage compliance with legal obligations.
2. Administrative departments responsible for records management.
3. Legal teams to ensure preservation of records for potential litigation.
4. Financial departments for auditing and financial reporting.
5. Human resources for employee records and compliance with employment laws.

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What is records inventory and retention?

Records inventory and retention refers to the systematic process of identifying, categorizing, and maintaining records within an organization for a specific period of time, ensuring compliance with legal and regulatory requirements.

Who is required to file records inventory and retention?

Organizations and entities that manage records are generally required to file records inventory and retention, including government agencies, nonprofits, and businesses subject to regulatory guidelines.

How to fill out records inventory and retention?

To fill out records inventory and retention, start by identifying all records, categorizing them by type and retention period, and completing the required forms or documentation as per the guidelines provided by the governing body.

What is the purpose of records inventory and retention?

The purpose of records inventory and retention is to ensure that important records are properly managed, comply with legal and regulatory requirements, facilitate efficient retrieval of information, and reduce storage costs.

What information must be reported on records inventory and retention?

Information that must be reported includes the type of records, date of creation, retention period, storage location, and any relevant metadata that may aid in the management and retrieval of the records.