Office Maintaining the Records. The name of the office maintaining the records. If the office received the records from another office, also indicate the name and of that office and designate it as the "creating office."

Person Conducting the Inventory

Records Location. Give the location of the records; if located in more than one office, indicate multiple locations.  If the records are stored on one of the University’s central servers, give the path leading to the records.

Desktop
Departmental Server

Path:

UW Server

Path:

Other:

Records Title. Give the title for the records for brief reference or include the generally accepted title.

Inclusive Dates. The earliest and most recent dates of the records, not the dates of the information contained in the records.

Records Description. A clear description of the records that show the purpose, use, and subject content of the records.

Medium. Indicate by using the drop down box whether the record medium is paper, microform, electronic, audiovisual, or a combination of these.

Annual Accumulation. Estimate the annual rate of accumulation if the records are current and continuing, i.e. number of records added to the system, number of backup tapes, size in KB or MB. If the records no longer accumulate, indicate "none." 

Reference Activity. Rate the use of the records in one of three categories:

Active (used more than once a month, such as look up or for reports)
Semiactive (used less than once a month)
Inactive (not used for current operations)

Vital Records Status. Vital records are those necessary to resume operations in the event of an emergency.  If the records qualify as vital records, specify whether they would be needed in an emergency (emergency-operating records) and whether they are needed to document legal or financial rights, or both. Also indicate whether they are the originals or duplicates. 

Emergency-Operating Records
Legal Rights
Financial Rights
Originals
Duplicates

Restrictions on Access and Use. Indicate any restrictions on access to, and use of, the particular records.  Such restrictions may result from federal or state statutes or university policy.

Disposition Authority. If the records have an approved records retention schedule, list the schedule and item number and then the retention period. If the records have no such schedule, list them as “unscheduled.”

Name of the System. Provide the name of the system in use, including current version. Please use the proprietary name, not any locally created names or nicknames.

 Activity or Function Supported by the System. Show the office function(s), activity(ies) or mission(s) to which the system relates, such as account payables, images, survey data, and cite any authorizing laws or directives. Also list the names, office addresses, telephone numbers, and locations of program personnel who can provide additional information about the program and the system supporting it.

Purpose of the System. Indicate the reasons for the system and the requirements it meets.

Data Input and Sources. Describe the primary data input sources and the providers of the data to the system.  Also give the names of any other systems, either inside or outside the office, from which this information system receives data.

Major Outputs. Describe the system's main products, the frequency of their preparation, and their format. For example, reports, tables, charts, graphic displays, catalogs, or correspondence prepared weekly, monthly, or yearly for a print or electronic copy. Add comments below if neccesary.

Paper Output (specify)

Electronic Output (specify)

Informational content (include where applicable). Indicate what persons, places, or things are the subjects of the records in the system and what information is maintained on those subjects. Also indicate time span, geographic coverage, update cycle, and other major characteristics of the system. Finally, tell whether the system saves superseded information and whether it contains summary data. 

Description of data 

Persons, places, or things that are the subject of the system and the information maintained on those subjects

Geographic coverage 

County
State
Regional
National
International
Other:

Time span 

pre-1850 1850-1899 1900-1949 1950-1999 2000-

Update cycle 

Hourly
Daily
Monthly
Quarterly
Yearly
Other:


Date that the system was initiated

Applications that the systems supports  

How data are manipulated 

Key unit of analysis for each file

Whether a public-use version is created 

Yes
No

Does the system save superceded data

Yes
No

Is the data in the system summarized

Yes
No

Description of Indexes (if any). If applicable, provide information on the system indexes.

Hardware and Software Environment. Indicate the computer system manipulating this information and the software used. For example, IBM 38XX, COBOL application programs; DEC VAX 780, BASIS DBMS.

Name, Telephone Number of the System Manager

Name, office, telephone number, and room number of the person with the documentation needed to read and understand system, including: Codebooks, File Layouts, and Other Documentation

Name, Last

Name, First

Phone Number

Location and Volume of Any Other Records Containing the Same Information. Similar or duplicate copies of information may be available elsewhere within your office or at the university.  Indicate if you know the information is duplicated.

Yes
No

If yes, show the location of any magnetic tapes, disks, or other media containing information identical to that in the system being inventoried. Also indicate the number of tapes and/or disks and their storage capacity.

Migration Information. Indicate if the system has migrated.

Yes
No

If yes, describe if the system has been migrated from a previous one or if there are any plans for migrating,

Security. Indicate if there are security measures associated with the system.

Yes
No

If yes, Indicate if there is a security plan stating how the system is protected.  If there office does not have a security plan, indicate if there is an acceptable use policy, an explanation of how security measures will be carried out, enforced, and evaluated. 

Backups. Indicate if there are backups performed on the system.

Yes
No

If yes, provide information on the nature and frequency of backups as part of disaster recovery.  Indicate if the backup includes all or parts of the system or its data, if it is done manually or automated, the medium(s) and location.