Transferring records to off-site storage
Off-site storage increases accessibility to
the information stored within the files. It reduces clutter
and enables office space to be fully utilised for the business
function.
Semi-current or closed records can be stored
in a secure, temperature and humidity controlled environment.
This is very important for the preservation of long term records in
either paper format or on other media (e.g. film, tape, disk.)
The records remain the property of the
depositing business unit and can be requested back at any time
using the appropriate record retrieval service. Follow this link for details of the Woodhorn
Document Storage and Retrieval Service.
It is important to regularly assess the
records that are stored within the business unit to determine if
the information is easily accessible or if they are beginning to
clutter up the work space. It is also important to determine
if the records should be stored in a more secure environment.
The NCC Records Management Service has
produced a simple flowchart
for record storage to help staff to decide the best area for
the storage of their records.
Full details of how to arrange for records to
be stored at Woodhorn can be found at the Woodhorn Document Storage & Retrieval Service
webpage.
Each business unit can make its own
arrangements for off-site storage. However other commercial
services may not understand the significance of the records being
stored.
If you wish to store records with a commercial
storage company they must first be listed using the NCC Records
Management Transmittal Sheet and logged with the Records
Management Service.
The Woodhorn Document storage and Retrieval Service
is part of the NCC Records Management Service and the staff are NCC
employees who have an in-depth knowledge of the business of the new
unitary authority. They maintain a comprehensive database of
every file within each box to aid retrieval of individual
records.
The NCC Records Management staff will also
maintain a ‘Technology
watch’ on any digital
records stored with the service, to ensure future access to the
information.
Commercial storage companies will charge for
the storage of records. It will often be a monthly charge per
box. They will also charge for file retrieval and to replace
any damaged boxes.
The Woodhorn Document Storage and Retrieval
Service is funded by NCC and the Woodhorn Charitable Trust.
For further information
please contact: Records Management Service, Woodhorn, Queen
Elizabeth II Country Park, Ashington, Northumberland. NE63 9YF
Tel: 01670 624455
E-mail recordsmanagement@woodhorn.org.uk
Opening times: Monday –
Friday 8.30 to 5.00
