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Hi
I think you need to look at the environmental requirements – I’ve never seen anything specific about fire proof storage but if records are being held for long periods or perpetuity then there should be a fire fighting system in place that doesn’t damage the records. I remember seeing a storage area in in Liverpool years ago and they have huge gas canisters up against the wall and if there was a fire it released the gas which put the fire out - water was not required – I can’t remember the name of the system.
Kind Regards
Alison Marsh
Operational Manager - Tertiary Medicine & Service Transformation
Clinical Support Services & Tertiary Medicine Division
Salford Royal NHS Foundation Trust
3rd Floor, Mayo Building, Stott Lane, Salford, M6 8HD
Tel: 0161-206-8964
Mobile: 07818 580151
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From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Matthew Naylor
Sent: 16 April 2014 09:22
To: [log in to unmask]
Subject: Re: Fire proof cabinets
Hi Dawn
I have been unable to locate requirements directly mentioning fire proof storage cabinets -legislation I'm currently looking over is as follows:
1) Adoption: National Minimum Standards for Adoption Services (published 08.03.2011)
There are efficient and robust administrative systems, including IT and communication systems.
Premises have:
a) Facilities for the secure retention of records (including, for example, cards, letters; the child’s life storybook; photographs and audio-visual film).
b) Appropriate measures to safeguard IT systems; and
c) An appropriate security system.
___________
2) The Adoption Agencies Regulations (2005)
The adoption agency must ensure that the child’s case record and the prospective adopter’s case record and the contents of those case records are at all times kept in secure conditions and in particular that all appropriate measures are taken to prevent the theft, unauthorised disclosure, loss or destruction of, or damage to, the case record or its contents.
___________
The emphases are on 'secure' and 'security', and whilst fire proof cabinets provide that to a degree, it would appear that they are not necessary so long as the records are kept in a secure environment with provision made for 'disaster' eventualities, including fire.
From experience, the perks usually provided by fireproof cabinets e.g. secure/lockable and potential ability to shorten the distance between the worker and the archive, since cabinets can be based in offices, providing temporary to long-term accommodation and custodianship for files as required for working processes by Admin, Adoption or Post-adoption staff (thus facilitating "efficient and robust administrative systems") may have influenced the choice of storage amenity. (Archive outposts?)
Matt
Matthew Naylor
Archivist and Records Manager
Cabrini Children's Society T: 020 8668 2181
49 Russell Hill Road E: [log in to unmask]
Purley, Surrey, CR8 2XB W: www.cabrini.org.uk
Cabrini Children’s Society transforms lives through adoption, foster care and family support.
________________________________
Company information can be found on our website http://www.cabrini.org.uk
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> Date: Wed, 16 Apr 2014 08:56:12 +0100
> From: [log in to unmask]
> Subject: Fire proof cabinets
> To: [log in to unmask]
>
> Currently we are storing our adoption records (and nothing else) in fire proof cabinets and we need to move these records from their current location soon.
>
> I have questioned why they have to have fire proof cabinets - "we always have" was the answer. Those in my team who have been here longer than me do not know either.
>
> Having investigated this I cannot find any written instruction (in law or guidance) to keep adoption records specifically in a fire proof safe. The nearest evidence I can find is "case records set up by the agency together with the indexes to them shall be kept in a place of special security" in the The Adoption Agencies Regulations 1983.
>
> So the question is where is it stated that adoption records HAVE to be stored in fire proof cabinets. If not then how is a "place of special security" defined.
>
> Regards,
> Dawn
>
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