Who should maintain the index of boxes and their contents?

• A. The person in charge of archiving records
• B. The clerk on day shift
• C. The administrator
• D. A records custodian from another agency

Answer: (A)

Maintaining the index of boxes and their contents is a records management responsibility handled by the person in charge of archiving records. This role oversees how records are organized, labeled, and tracked, ensuring the index stays accurate, up-to-date, and searchable. The index documents what each box contains, its date range, and how it relates to retention schedules and case files, which is essential for quick retrieval, audits, and proper disposal when appropriate. While a day-shift clerk might assist with routine tasks, and an administrator provides overall oversight, neither carries the specialized authority and continuity required to maintain the archival catalog. A records custodian from another agency raises cross-agency access and confidentiality concerns and isn’t responsible for the local archive’s indexing. So, the person responsible for archiving records should maintain the index.