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Prepare an inventory for each box using an Excel spreadsheet. To download an Excel template for the Accession Level Inventory, click here.
If possible, this inventory should include the box numbers, date ranges, and a list of the contents of each box. This list may include folder titles, binder names, publications, bound volumes, grant files, artifacts, plaques, framed photographs, medical uniforms, etc.
In some cases, boxes might contain a large number of materials of a single type, such as newsletters or photographs. In these cases, the list only needs to include a brief description of these materials and the date range.
Do not create a separate spreadsheet for each box being transferred; the list for all the boxes in a transfer should be included on a single spreadsheet.
For more examples of a completed inventory, see the attached
Example 1 worksheet for Folder or Item Level description
Example 2 worksheet for Box Level description on the downloadable Excel template.
The list will be used in retrieving records as needed in the future. Please email a copy of this list to the DUMCA at firstname.lastname@example.org for Archives staff to review prior to the date of transfer. The office or department should also retain a copy of this list for reference.
Questions about how to complete an inventory? If there are any questions about how to complete an inventory for materials being transferred to the DUMCA contact us by calling 919-383-2653 or emailing email@example.com.