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The inventory is a structured list of transferred items, including box number, folder title, and folder date, enabling both the transferring office and Archives to track materials and later convert the inventory into a searchable finding aid. Guidance covers using the provided Excel template, what to enter in each column, avoiding guessed dates, listing multiple boxes on one spreadsheet, submitting digitally, and contacting the Records Manager after completion.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":11,"@type":70,"position":76},"https://docshare.wps.com/template/presentations/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/how-do-i-complete-a-records-inventory-video-transcript/240878/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/how-do-i-complete-a-records-inventory-video-transcript/240878.png","ImageObject",442,249,{"name":88,"@type":89},"Noah","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-11-01","2026-09-11",true,{"@type":98,"interactionType":99,"userInteractionCount":40},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What information is included in a records inventory for Archives transfers?","Question",{"text":108,"@type":109},"A records inventory lists the records being transferred and includes box number, folder title, and folder date when known.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How should the Excel template be completed?",{"text":113,"@type":109},"Enter the office or department name, then fill in folder title exactly as written, provide the date if known (otherwise leave it blank), and record the box number where folders are located.",{"name":115,"@type":106,"acceptedAnswer":116},"What happens after the records inventory is submitted?",{"text":117,"@type":109},"After completing the inventory spreadsheet, contact the Records Manager to begin the transfer process; the inventory is required for transfers and is later converted into a finding aid for searching the collection.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},240878,1791726919,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":8,"category_name":11,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":40,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":73,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":9},8796095462418,"https://ap-avatar.wpscdn.com/avatar/80000253c1241d02b47?x-image-process=image/resize,m_fixed,w_180,h_180&k=1778826106357471780","How Do I Complete A Records Inventory? Video Transcript  \nSlide 1: Records Management at Duke  \nWelcome! The Records Management program at Duke University provides guidance to university offices and departments on managing their physical and electronic records.  \nSlide 2: What is a Records Inventory?  \nThe University Archives accepts transfers of historical records from university offices. All physical records transfers to the Archives must include a records inventory. But what is a records inventory?  \nSlide 3: What is a Records Inventory?  \nA records inventory is a list of the records being transferred and includes such information as box number, folder title, and date. A records inventory allows both the transferring office and the Archives to have a record of the documents being transferred. This inventory is later converted into a finding aid, which allows users to search the collection.  \nSlide 4: Templates  \nUniversity Archives provides an Excel spreadsheet template that can be used for a records inventory. The template is available online. If you are not comfortable using the Excel spreadsheet, you can also use a Word Document to record the inventory information.  \nSlide 5: How to Complete the Excel Template  \nHere is the Excel inventory spreadsheet template, which is available online. To fill out this spreadsheet, begin by entering your office or department name in the top box.  \nSlide 6: How to Complete the Excel Template  \nOn the left hand side you will find a column for the folder title. Please list the title as written on the folder. The next column over is for the folder date. Please enter the date if known. If you do not know the date, do not guess! It is perfectly acceptable to leave the date field blank.  \nSlide 7: How to Complete the Excel Template  \nThe final column is for the box number. This is the number of the records box that the folder is located in. Enter the number in the field. If you have multiple boxes to transfer, please list them on the same spreadsheet. For example, list 4 files in box 1, and then also 1 file in box 2 on the same spreadsheet. Do not create different spreadsheets for different boxes.  \nSlide 8: Tips  \nHere are some quick tips. When describing records, be as specific as possible. If you describe everything as document, binder, or miscellaneous, it will be difficult to find the records you are looking for at a later date. The records inventory should be completed and submitted digitally; do not print out the inventory and fill it out by hand.  \nSlide 9: Next Steps  \nAfter you have finished completing the inventory spreadsheet, contact the Records Manager to begin the records transfer process. A records inventory must be submitted in order to transfer records to the Archives!  \nSlide 10: For More Information  \nFor more information on the records management program, please visit our website at the address below.  \nSlide 11: Questions or Concerns?  \nThank you for joining us today. Do you have any questions or concerns? Please contact the Records Manager at [hillary.gatlin@duke.edu](hillary.gatlin@duke.edu).","cbCaipdJAHg5oRd7","https://ap.wps.com/l/cbCaipdJAHg5oRd7","pdf",194798,"English","# Records Management at Duke\n# What is a Records Inventory?\n## Templates\n# How to Complete the Excel Template\n## Folder title and date\n## Box number and multiple boxes\n# Tips\n# Next Steps\n# For More Information\n# Questions or Concerns?","[{\"question\":\"What information is included in a records inventory for Archives transfers?\",\"answer\":\"A records inventory lists the records being transferred and includes box number, folder title, and folder date when known.\"},{\"question\":\"How should the Excel template be completed?\",\"answer\":\"Enter the office or department name, then fill in folder title exactly as written, provide the date if known (otherwise leave it blank), and record the box number where folders are located.\"},{\"question\":\"What happens after the records inventory is submitted?\",\"answer\":\"After completing the inventory spreadsheet, contact the Records Manager to begin the transfer process; the inventory is required for transfers and is later converted into a finding aid for searching the collection.\"}]","How Do I Complete A Records Inventory - Video Transcript | PDF",1789167004]