Storage and Destruction - Document Management Information
If you have not embarked on a scanning programme, or have made the decision to temporarily or permanently archive paper records, then you may be looking into off-site storage facilities. This can both help you save space and provide secure storage in support of a disaster recovery policy. You may also require a storage facility for archived computer media, microfiche or film.
One important factor that may lead you to choose a professional third party supplier to design and implement your storage strategy, could be the need to protect your records from the disgruntled or dishonest employees. You can therefore protecting your organisation and records from fraud, theft and damage.
This is a brief overview of what you might look for from a vendor:
24 hour, 365 day collection and retrieval, to a service level agreement
Secure transport, possibly in unmarked vehicles
Intruder alarms, fire alarms and CCTV surveillance
Potentially private spaces for your records
Inventory databases to facilitate location, retrieval and tracking
Ability to scan and send or fax documents to you
Assess the risk of potential disaster from location near major power lines, gas works, rivers etc.
Compliance with BS5454:2000 standard for the storage and display of records; this includes principles regarding storage away from danger, the correct humidity and temperature relevant to their media, that they are stored in the correct preservation materials etc. See also this link to the Historical Manuscripts Commission site.
Continuity of environmental conditions can be increased by the use of "airlock" vault entry and climate-controlled vans.
The level of conformity to BS4783 standards for temperature and humidity can be enquired.
ISO 9000 accreditation.
If you require documents to be destroyed, following imaging or the end of their retention period, an archival facility may provide secure and confidential data destruction. Again, ensure that there are secure collection and transport arrangements in place. The company may supply you with sealable polypropylene sacks or secure containers. Ensure that the records are shredded then incinerated or pulped in an environmentally friendly manner.
