SUBTITLE C: GOVERNMENTAL RECORDS
CHAPTER IV: STATE RECORDS COMMISSION
PART 4400 STATE RECORDS COMMISSION
SECTION 4400.APPENDIX A INVENTORY WORK SHEET
Section 4400.APPENDIX A Inventory Work Sheet
|
|
|
|
Application No. |
|
||
|
Secretary of State Archives Division INVENTORY WORKSHEET |
||||||
|
Date |
|
|
Item Number |
|
||
|
|
||||||
|
Record Series |
||||||
|
|
|
|
||||
|
|
|
|
||||
|
|
|
|
||||
|
|
|
|
||||
|
Dates |
|
|
||||
|
Volume |
Annual Accumulation |
|
|
|||
|
Number and size of files or documents |
|
|
||||
|
Arrangement |
|
|
||||
|
Agency |
|
|
||||
|
|
|
|
||||
|
Division |
|
|
||||
|
Subdivision |
|
|
||||
|
Office Location |
|
|
||||
|
|
|
|
||||
|
Representative (Name, Title and Phone) |
|
|
||||
|
|
|
|
||||
|
Index or Finding Aid |
|
|
||||
Description (Reason for creation, use, form numbers, duplication, audit)
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Recommendation:
|
|
PLEASE RETAIN THIS CONVERSION CHART TO ASSIST YOU IN COMPUTING THE CUBIC FEET COLUMNS OF THE RECORDS DISPOSAL CERTIFICATE
Records Management Guides
1. Conversion Chart Cubic Feet Measurements:
|
Letter-size drawer or box................................................................. |
1.5 |
|
Legal-size drawer or box.................................................................. |
2.0 |
|
Letter-size 36" shelf.......................................................................... |
2.0 |
|
3 x 5 card ten 12" rows................................................................. |
2.5 |
|
3 x 5 card five 24" rows................................................................ |
1.0 |
|
4 x 6 card six 12" rows................................................................. |
1.0 |
|
4 x 6 card three 24" rows.............................................................. |
1.0 |
|
5 x 8 card four 12" rows............................................................... |
1.0 |
|
Tab card five 14" boxes................................................................ |
1.0 |
|
Tab card three 24" boxes.............................................................. |
1.0 |
2. Weights of various types of material:
|
Letter-size files..................................................... |
30 lbs. per cubic foot |
|
Legal-size files...................................................... |
35 lbs. per cubic foot |
|
Books.................................................................. |
20 lbs. per cubic foot |
|
X-Rays................................................................ |
96 lbs. per cubic foot |
|
Office Supplies..................................................... |
40 lbs. per cubic foot |
|
3 x 5 cards........................................................... |
50 lbs. per cubic foot |
|
4 x 6 cards........................................................... |
50 lbs. per cubic foot |
|
5 x 8 cards........................................................... |
50 lbs. per cubic foot |
|
Tab cards............................................................. |
50 lbs. per cubic foot |
|
Computer reels..................................................... |
3-5 lbs. per cubic foot |
|
Disk Pack............................................................ |
7-8 lbs. per cubic foot |
3. Floor space required for file cabinets:
A. Legal-size 8 sq. ft.
B. Letter-size 6 sq. ft.
(Includes working space and aisles)
4. Volume per cubic foot:
|
Number of tabulating cards per cubic foot......................................... |
10,000 |
|
Number of 3 x 5 cards per cubic foot............................................... |
12,000 |
|
Number of 4 x 6 cards per cubic foot............................................... |
6,000 |
|
Number of 5 x 8 cards per cubic foot............................................... |
4,800 |
5. Microfilm Reels − Cubic Feet Equivalency:
|
54 Microfilm Reels (35mm).............................................................. |
1.0 |
|
108 Microfilm Reels (16mm)............................................................ |
1.0 |
A 16mm reel of microfilm has approximately 2200 frames per reel.
(Source: Section repealed at 10 Ill. Reg. 1965, effective January 8, 1986; new Section adopted at 13 Ill. Reg. 7444, effective May 1, 1989)