In this installment of our series on the new Guide to Inventorying, Scheduling, and Disposition of Federal Records (ISD) we are taking a closer look at aggregate item schedules, a new term that includes Big Bucket and functional schedules. For more information see the Guide to Aggregate Item Schedules.
What is an aggregate item? An aggregate item is any schedule item that covers more than one series of records.
What is a record series? A record series is a group of records, regardless of format, kept together for one or more of the following reasons:
- They relate to a particular subject or function
- They result from the same activity
- They document a specific kind of transaction
- They have some other relationship arising out of their creation, receipt, or use
The record series concept is a convenient way of grouping files or documents to manage them as a group.
Types of Aggregate Items
There are two types of aggregate items:
- Flexible/Open Aggregate Item: also known as a Big Bucket or functional item; it covers multiple series, but can be applied to any future records that the agency has that fall under the item description
- Fixed/Closed Aggregate Item: an item that includes multiple series, but only those series specifically listed on the schedule or crosswalk
See the guide for more information on how and when to use each type of aggregate item.
The guide also provides additional information about developing aggregate item schedules, writing aggregate item descriptions, best practices, and tips for implementing and updating aggregate item schedules.
If you have any questions, please contact your agency’s assigned appraiser.
Excellent exploration of aggregate item schedules! It’s so vital to move beyond just ‘big buckets’ and truly optimize for both access and efficient disposition.