|
Colleagues may like to note that The National Archives have developed and recently published relevant guidance entitled Identifying and Specifying Requirements for Offsite Storage of Physical Records to help organisations identify and specify requirements for an offsite storage service.
This guidance is intended to identify the issues an organisation needs to address when developing a specification for an offsite store for physical records. The term 'physical record' includes not only paper files, but also any physical artefact that contains, or provides, information (such as books, laboratory samples, maps and plans).
The document can either be used as a starting point for developing a specification or as a means to assess, validate and refine pre-existing requirements. The term physical record is used here to include not only paper files, but any physical artefact that contains, or provides, information (e.g. books, laboratory samples, CDs and plans etc).
The document covers ten key areas that should be considered when an organisation is in the process of developing an understanding of their requirements from an offsite store. The following topics are covered:
1. Identification of Record Categories
2. Development of Disposal Policy
3. Security Management
4. Access and Retrieval of Records
5. Transport of Records
6. Modes of Storage
7. Environmental Conditions
8. Auditing and Reporting
9. Exit Strategy
10. Purchasing
The document is published on The National Archives website at:
http://www.nationalarchives.gov.uk/documents/considerations-for-developing-an-offsite-store.pdf
Nick Kingsley
Head of Archives Sector Development
The National Archives
Kew
Richmond
Surrey TW9 4DU
Tel: +44 (020) 8392 5330 x2062
Website: http://www.nationalarchives.gov.uk/
-----Original Message-----
From: Archivists, conservators and records managers. [mailto:[log in to unmask]] On Behalf Of Mandy Mordue
Sent: 25 January 2010 15:27
To: [log in to unmask]
Subject: Commercial storage
We're currently investigating commercial storage for our archives, records and artefacts as a temporary arrangement (maximum of 2 years) and wondered whether any other universities are using/did use such facilities.
We are particularly interested to know if:
- you are storing/did store all or part of your collections including artefacts
- who you are using/ have used
- annual cost - storage, retrieval and destruction costs
Many thanks in anticipation - please reply off list and I will summarise results
Mandy Mordue
Head of Archives and Records Management
Contact the list owner for assistance at [log in to unmask]
For information about joining, leaving and suspending mail (eg during a holiday) see the list website at https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=archives-nra
This email was received from the INTERNET and scanned by the Government Secure Intranet anti-virus service supplied by Cable&Wireless in partnership with MessageLabs. (CCTM Certificate Number 2009/09/0052.) In case of problems, please call your organisation's IT Helpdesk.
Communications via the GSi may be automatically logged, monitored and/or recorded for legal purposes.
Please don't print this e-mail unless you really need to.
---------------------------------------------------------------------------------
National Archives Disclaimer
This email message (and attachments) may contain information that is confidential to The National Archives. If you are not the intended recipient you cannot use, distribute or copy the message
or attachments. In such a case, please notify the sender by return email immediately and erase all copies of the message and attachments. Opinions, conclusions and other information in this message
and attachments that do not relate to the official business of The National Archives are neither given nor endorsed by it.
------------------------------------------------------------------------------------
Contact the list owner for assistance at [log in to unmask]
For information about joining, leaving and suspending mail (eg during a holiday) see the list website at
https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=archives-nra
|
