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2/27/2020
1
STORAGE AND PRESERVATION
O F P A P E R R E C O R D S
OUR AGENDA
•What?
•Where?
•When?
•Who?
•Why?
•How?
W H AT ?S TO R A G E A N D P R E S E R VAT I O N
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Identify the records on paper or paper-like mediums in your collection that need to be stored long-term.
Essential Records
Permanent Records
Important or Other Long-Term
Records
WH
AT
?w
here?
wh
en?
wh
o?
why?
how
?
Identify what records are active and inactive.
WH
AT
?w
here?
wh
en?w
ho
?w
hy?h
ow?
Identify records in your collection that have met their retention and consider if keeping them is worth the cost.
WH
AT
?w
here?
wh
en?
wh
o?
why?
how
?
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Identify the records on paper or paper-like mediums in your collection that need to be stored long-term.
Determine what records are active and inactive.
Identify records in your collection that have met their retention and consider if keeping them is worth the cost.
WH
AT
?w
here?
wh
en?
wh
o?
why?
how
?
W H E R E ?S TO R A G E A N D P R E S E R VAT I O N
There are minimum standards that every storage facility used for records must meet.
wh
at?WH
ER
E?
wh
en?
wh
o?
why?
how
?
Access anytime on our website: http://bit.ly/bulletinF
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There are minimum standards that every storage facility used for records must meet.
Protected from environmental hazards
and unauthorized access
Protected from direct exposure to sunlight
Records should not be stored in contact with the
floor
what?W
HE
RE
?w
hen
?w
ho
?w
hy?h
ow?
There are minimum standards that every storage facility used for records must meet. *
Storage area must have a fire detection system *
Storage area cannot be located in a flood plain *
wh
at?WH
ER
E?
wh
en?w
ho
?w
hy?h
ow?* Required only for structures built after April 7, 2015.
Optimal storage conditions that are recommended, but not required.
An active fire suppressant system
Pest management program
wh
at?WH
ER
E?
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en?
wh
o?
why?
how
?
Store records in acid-free containers
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Optimal storage conditions that are recommended, but not required.
Use appropriate shelving
Install UV filters and limit fluorescent lights
what?W
HE
RE
?w
hen
?w
ho
?w
hy?h
ow?
Environmental controls for temperature and humidity
Monitor the storage area closely for consistent temperatures and humidity levels.
wh
at?WH
ER
E?
wh
en?w
ho
?w
hy?h
ow?
Conduct regular inspections of your storage sites. Identify potential hazards and be pro-active!
wh
at?WH
ER
E?
wh
en?
wh
o?
why?
how
?
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Conduct regular inspections of your storage sites. Identify potential hazards and be pro-active!
what?W
HE
RE
?w
hen
?w
ho
?w
hy?h
ow?
There are minimum standards that every storage facility used for records must meet.
Additional optimal storage conditions are recommended, but not required.
Monitor the storage area closely for consistent temperatures and humidity levels.
Conduct regular inspections of your storage sites. Identify potential hazards and be pro-active!
wh
at?WH
ER
E?
wh
en?w
ho
?w
hy?h
ow?
W H E N ?S TO R A G E A N D P R E S E R VAT I O N
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Preservation should be a continuous process.
what?
wh
ere?WH
EN
?w
ho
?w
hy?h
ow?
Records that have met their retention should be dealt with in a timely manner.
wh
at?w
here?W
HE
N?
wh
o?
why?
how
?
If a record becomes damaged before it has met it’s retention, file a SLR 501.
wh
at?w
here?W
HE
N?
wh
o?
why?
how
?
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Preservation should be a continuous process
Be aware of disposition for any long-term and inactive records to ensure that they receive a timely disposition.
If a record becomes damaged before it has met its retention, file a SLR 501.
what?
wh
ere?WH
EN
?w
ho
?w
hy?h
ow?
W H O ?S TO R A G E A N D P R E S E R VAT I O N
Ensure that your staff knows how to handle delicate or damaged records before they handle them.
wh
at?w
here?
wh
en?W
HO
?w
hy?h
ow?
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• Every record needs a designated custodian responsible for it throughout its lifecycle.
what?
wh
ere?w
hen
?W
HO
?w
hy?h
ow?
• Keep your sensitive records secure by keeping them in a locked, limited access area.
wh
at?w
here?
wh
en?
WH
O?
why?
how
?
• Carefully choose the right vendor for storing and preserving your records.
wh
at?w
here?
wh
en?W
HO
?w
hy?h
ow?
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Ensure that your staff knows how to handle delicate or damaged records before they handle them.
Every record needs a designated custodian responsible for it throughout its lifecycle.
Carefully choose the right vendor for storing and preserving your records.
what?
wh
ere?w
hen
?W
HO
?w
hy?h
ow?
W H Y ?S TO R A G E A N D P R E S E R VAT I O N
• Protect your records today to ensure access tomorrow
wh
at?w
here?
wh
en?w
ho
?W
HY
?h
ow?
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• Proper storage will save your government money AND time.
what?
wh
ere?w
hen
?w
ho
?W
HY
?h
ow?
• It’s the LAW!
wh
at?w
here?
wh
en?
wh
o?
WH
Y?
how
?
It’s the LAW!
Protect your records today to ensure access tomorrow
Proper storage will save your government money AND time.
wh
at?w
here?
wh
en?w
ho
?W
HY
?h
ow?
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H O W ?S TO R A G E A N D P R E S E R VAT I O N
• Utilize additional resources like colleagues from other counties or professional associations like ARMA
wh
at?w
here?
wh
en?
wh
o?
why?
HO
W?
• Use your fees!
wh
at?w
here?
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en?w
ho
?w
hy?H
OW
?
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• Apply for a grant
what?
wh
ere?w
hen
?w
ho
?w
hy?H
OW
?
Utilize additional resources like colleagues from other counties or professional associations like ARMA
Use your fees!
Apply for a grant
wh
at?w
here?
wh
en?
wh
o?
why?
HO
W?
R E S O U R C E SS TO R A G E A N D P R E S E R VAT I O N
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FOLLOW OUR BLOG
OTHER TRAINING
ASK YOUR ANALYST Find the analyst assigned to
your county: http://bit.ly/contact-analyst
Call our main line: (512) 463-7610
Email us: [email protected]
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QUESTIONS?
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