A records survey is a way of gathering information about records and papers.  While it can be quick or lengthy in terms of time, it is not haphazard.  The key to a records survey is that it is performed in a systematic and logical manner that will provide sufficient information.

It should be noted that a records survey does not entail having someone go through and read each and every piece of paper and / or computer file owned by the organization.  That would be far too time consuming, and in some cases, illegal (some personnel files must be kept strictly confidential as a matter of  law).  The idea is to identify the different types of records, get an idea of how many there are, what condition they're in, etc. 

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There are many reasons why records surveys are done.  A business might find itself faced with the problems of too many records and too little space.  In that instance, a records management professional could conduct a survey with an eye towards creating a logical plan for identifying which records should be discarded and creating a schedule for when these records should be discarded as well as identifying which records should be retained, how long a period they should be kept, and how they can best be safely stored.

In contrast, an archival records survey is more concerned with the identification of records with historical value.  One goal of this type of records survey is to make the people / organizations who have created (or who have custody of) these records aware of their value.  Another is to improve access to these records.  For example, a local community group devoted to helping immigrants adjust to life in New York City might have a wealth of valuable information that would be of great use to researchers studying how people make the transition from immigrant to citizen.  However, if no one knows about this organization, or knows that it has this kind of information, it may not ever be used.

Yet another goal is to help ensure that these records are preserved.  Historical records can be very fragile, and once lost can be impossible to replace.  An archival records survey can help those in possession of such records become more aware of preservation issues, provide a means for obtaining advice and consultation, and if asked, can help the owners of these records effect a transfer to an archival or historical repository where they can be maintained.

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In a sense, there are no set rules for determining whether or not a particular record has historical value.  It's really a matter of analyzing what's at hand on a case-by-case basis.  There are some general guidelines, but there are always exceptions.  Items that are one hundred years old or more can sometimes be of historic value, due to their age.  This is not to say that records that less than one hundred years old are not valuable, or that every book or piece of paper that is one hundred years old is valuable, just that age is an important consideration.

Another important consideration is the nature of the record.  Vital records (such as birth, marriage, or death certificates or papers of incorporation or contracts), can help to document the life of a person or organization.  It's also important to consider who generated the records and what they show.  Minutes of organizational board meetings can be important; shopping lists of office supplies are generally not. 

In short, a records survey looks at groups of records and tries to determine which records will provide a true picture of the person or the organization to future generations.  A key phrase in this field is "records of enduring value."  The idea is to try to pinpoint records that are not just important today, but will be important for generations to come.