University records must be stored in a secure manner for accessibility and efficient retrieval. Records must also be protected from unforeseen disaster, such as fire, flooding or power outages.
Accessibility & Retrieval
Departments should:
- Develop filing and indexing systems that are easy to understand.
- Identify who has the authority to handle specific types of records.
- Ensure future access by converting records to a stable medium.
- Dispose of records as soon as the retention period ends.
Stability & Security
It's also important to:
- Store records in stable environments for as long as required.
- Store paper records in clean, dry locations.
- Store electronic data on stable media and in readable formats.
- Periodically check the stability of records storage environments.
- Discuss with your IT representative disaster-recovery strategies.
- Ensure that physical and electronic records storage areas are secure.
- Know who has access to their physical storage areas.
- Make sure these areas are locked when unattended.
- Ensure that security measures meet confidentiality requirements.
- Document the records organization, locations and procedures.
The best way to reduce the number of records that must be stored and disposed of is to file and maintain official records only.
