The List of Document Types in Records Descriptions

File Folders in Wire OrganizersWhen analysts write records retention and disposition schedules for North Carolina state and local governments, we write records series descriptions to help you categorize your records and apply the right disposition instructions.

Records series descriptions include the records’ business function and, often, a list of document types found in the records series. With most records schedules published as text-searchable PDFs, a detailed list of document types has more terms for text-searching, increasing the chances that you find the right series for your records in hand.

We have been asked why the list of document types is not more specific. Instead, we use generic document types, such as:

  • Correspondence
  • Complaints
  • Annual reports
  • Investigative reports
  • Legislative reports
  • Grant applications
  • Laboratory reports
  • Grant decision letters
  • Photographs
  • Publications
  • Minutes
  • Drafts
  • Audio or video recordings
  • Workshop evaluations
  • Performance evaluations

And we end the list with the useful phrase “and other related records.”

The document types list is not intended as a comprehensive checklist. Document types will change over time, as forms change, paper documents disappear as electronic equivalents emerge, and new document types are created. By using general terms, keeping the list open-ended, and not being overly specific, we ensure that the document types list is as helpful in 5 years as it is today.

If you have questions about records series descriptions and the document types list, contact a Records Management Analyst.

Advertisements