Every record needs to be retained for a predetermined period. In the context of records storage, the location where records are stored is one of the most important considerations.
The following are several concepts commonly associated with records storage:
- Centralization — A centralized approach organizes records so that they are stored in a single location.
- Decentralization — A decentralized approach organizes records so that they remain stored within each work unit or department.
- On-site — Records are stored at the same location as the institution’s office.
- Off-site — Records are stored at a location separate from the institution’s office.
In addition to the storage location, the following factors should also be considered when storing records:
- Records Retention Period — In addition to affecting how records are preserved, the retention period also influences where records should be stored.
- Records Format — The format of records has a significant impact on their preservation requirements.
- Frequency of Access — Records that are accessed frequently should preferably be stored close to the relevant work unit, while records that are accessed less frequently can be stored farther away.
