Records Description and Analysis Public Records Division Department for Libraries & Archives




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PRD 320

Rev. 4/86



Records Description and Analysis
Public Records Division
Department for Libraries & Archives

1. RECORD GROUP NO.

     

2. SERIES NO.

     

3. ORIGINATING AGENCY

     

4. ADMINISTRATIVE UNIT

     

5. PHYSICAL CUSTODIAN

     

COMPILER

     

DATE

     

PHONE NO.

     

IDENTIFICATION AND DESCRIPTION

6. TITLE OF RECORD

     

7. VARIANT TITLE

     

8. RECORD IS:

 Original

 Duplicate


9. LOCATIONS OF ALTERNATE COPIES (Original or Duplicate)

     

10. INFORMATION SUMMARIZED IN:

     

11. MEDIUM (If Machine Readable Record, Complete and Attach Form PRD 320 M)

 Paper  Computer Diskette  Photographic Print

 Computer Printout  Computer Tape  Motion Picture

 Microform  Audio/Video Tape  Other (Explain)

 Computer Disk  Photographic Negative


12. ARRANGEMENT/SORT SEQUENCE (Alpha, Numeric, Chronological, Random, etc.): Explain in detail.

     


13. INDEX/FINDING AID(S)

     

14.

DATE SPAN:

In Agency
From:       To:      

State Records Center
From:       To:      

State Archives
From:       To:      

15.
VOLUME:

In Agency

     


State Records Center

     


State Archives

     


16. ANNUAL ACCUMULATION (Cu. Ft.)

     


17. REFERENCE RATE (Number of times you use each year’s accumulation)

1st Year:       2nd Year:       3-5 Years:       More than 5 Years:      



18. FUNCTION AND USE (For what purpose is/was record created? What activity, process or transaction does it document?)

     




19. CONTENTS (Documents in this file? Information on this form? Data Elements in this computer file, etc.)

     


20. INPUT RECORDS (What records flow into, or provide information to create this record?)

     


21. OUTPUT RECORDS (What records flow out of the information in this record series?)

     


22. VITAL RECORD?

 Yes  No



23. If Yes, VITAL RETENTION PERIOD?

     

24. VITAL RECORDS PROTECTION INSTRUCTIONS

     

25. ACCESS RESTRICTIONS?  Yes  No If yes, explain restrictions and attach copy of authority (KRS, KAR, CFR, etc.)

     


26. IS RECORD SUBJECT TO AUDIT?  Yes  No If yes, list AUDITING AGENCY (Federal, State, Internal)

     


27. AUDIT RETENTION REQUIREMENT

     

28. LEGAL RETENTION REQUIREMENT?  Yes  No If yes, cite statute and state length of retention period required.

     


ANALYSIS

29. APPRAISAL CRITERIA Years

 Administrative Retention Value      

 Legal Retention Value      

 Fiscal Retention Value      

 Research Retention Value      

 Intrinsic Retention Value      



30. RATIONALE FOR RETENTION

     

31. AGENCY RETENTION

     

32. DISPOSITION INSTRUCTIONS:

     

33. RECORDS CENTER RETENTION:

     

34. ARCHIVES CENTER RETENTION:

     

35. TOTAL RETENTION:

     

Records Analyst Signature

     


Date

     


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