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Dear colleagues,
A few weeks ago we asked those of you in local authorities for some information as to how you manage the storage and retrieval of paper records. Thank you very much for all who took part, this has been very helpful for us. Please find a
summary of responses received below, including our own response. If you have any queries or comments – please don’t hesitate to get in touch off-list.
Summary of responses
Number of responses
Total: 13
County Councils: 5
City Councils :7
Utility Organisation: 1
Record storage
In house: 4
Off-site: 1
Mixture of in-house and off-site: 7
The decision on what is stored where is guided by high retrieval rates, short retention or high volume.
Retrieval times and annual volumes
Under 48 hours: 9
Over 48 hours: 3
Weekly delivery: 1
The number of annual file requests made/processed by the respondents varies between 200 and over 5000 and there are great variances in how this is counted, i.e. by request or individual files/boxes – some receive their requests as scans.
Schools records
Hold school records: 7
No school records: 3
Only closed school records: 3
Of those who hold school records, only 3 make a minimal cost recovering charge.
External Customers
3 of the respondents have external customers whom they charge.
Costs to the Local Authority
Over £100k: 3
Under £100k: 5
Unsure: 5
Samira Teuteberg
Principal Records Officer
East Sussex County Council
The Record Centre, Unit D Ropemaker Park, Hailsham BN27 3GU&
County Hall, St Anne’s Crescent, Lewes, East Sussex BN7 1UE
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