Introduction
This simple records inventory template helps small offices, LGUs, barangays, water districts, and local organizations list and organize their physical and digital records.
A records inventory can support file cleanup, digitization planning, turnover, retrieval, retention review, and basic office continuity. Retention and disposal decisions should follow applicable office policies, records management rules, and authorized approval procedures.
When to Use This Resource
Use this template when an office needs to:
- Identify what records are currently held
- Locate physical files, folders, binders, boxes, or cabinets
- Map digital files stored in computers, external drives, shared drives, or cloud folders
- Prepare for office turnover or records cleanup
- Plan scanning or digitization work
- Review retention, archiving, or disposal needs
- Improve file retrieval and accountability
Template or Guide Body
SIMPLE RECORDS INVENTORY
Office / Unit: [Office or Unit Name]
Inventory Date: [Date]
Prepared By: [Name and Position]
Reviewed By: [Name and Position]
| No. | Record Title / Series | Description | Office / Unit Owner | Date Range | Volume / Quantity | Format | Location | Retention Note | Responsible Person | Remarks |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| 1 | [Record title] | [Brief description] | [Office/unit] | [Year/s or date range] | [No. of folders/files/boxes/GB] | [Paper/Digital/Both] | [Cabinet/folder/drive path] | [Retain/review/archive/etc.] | [Name/position] | [Notes] |
| 2 | [Record title] | [Brief description] | [Office/unit] | [Year/s or date range] | [No. of folders/files/boxes/GB] | [Paper/Digital/Both] | [Cabinet/folder/drive path] | [Retain/review/archive/etc.] | [Name/position] | [Notes] |
| 3 | [Record title] | [Brief description] | [Office/unit] | [Year/s or date range] | [No. of folders/files/boxes/GB] | [Paper/Digital/Both] | [Cabinet/folder/drive path] | [Retain/review/archive/etc.] | [Name/position] | [Notes] |
Summary:
Total Physical Records: [Number / estimate]
Total Digital Records: [Number / estimate]
Records for Scanning: [List or count]
Records for Retention Review: [List or count]
Records Needing Better Labels: [List or count]
Records with Access Restrictions: [List or count]
Recommended Next Steps:
1. [Label folders or boxes]
2. [Create digital folder structure]
3. [Scan priority records]
4. [Review retention and disposal requirements]
5. [Assign responsible staff]Notes for Customization
- Use one inventory sheet per office, unit, storage area, or record type if the file volume is large.
- For physical records, include cabinet, shelf, box, or folder location.
- For digital records, include the folder path, shared drive name, or storage location.
- Use broad date ranges when exact dates are not available.
- Mark records that may contain personal data, confidential information, financial records, or official decisions.
- Do not dispose of records based only on this inventory. Follow approved retention and disposal procedures.
- Keep a copy of the completed inventory in a location accessible to authorized staff.
Disclaimer
This template is for general records organization and planning assistance only. It does not replace official records management policies, retention schedules, archival rules, data privacy requirements, or disposal approval procedures.
Offices should consult their authorized records officer, management, legal adviser, or applicable government records rules before disposing, transferring, or publishing records.
Related Resources
- Office Digitalization Starter Guide
- Google Workspace Folder Structure for Small Offices