Archive Management Security and Preservation

Security

Information security is an important concern for every institution, particularly given our increasing reliance on technology to conduct business and manage information. Every institution must ensure that its information and records are adequately protected so that records cannot be:

1. Damaged or altered without authorization
2. Destroyed without authorization
3. Accessed without authorization

When developing a records security system, it is important to consider not only the mechanisms for accessing records but also the sustainability and continuity of the system. This ensures that records stored within the system remain accessible over time.

Preservation

Preserving records means ensuring that they remain accessible for as long as they are needed. Printed records can be preserved through proper handling in accordance with established procedures and by storing them in a protected and controlled environment.

The preservation of digital and audiovisual records is more complex. In addition to careful handling and storage in specialized environments, digital records may need to be migrated to new platforms and converted into new formats. This is necessary to prevent deterioration and ensure that the information contained in the records remains accessible and understandable for as long as required.

It is important to remember that all records will deteriorate over time, whether they are paper-based, photographic, digital, or audiovisual. While the rate of deterioration may vary, the lifespan of records and the information they contain depends largely on the preservation measures implemented.

Preservation of Printed Records

Damage to printed records can generally be classified into two types: chemical deterioration and physical damage.

Chemical Deterioration

1. Paper discoloration or fading caused by exposure to UV radiation or excessively bright light
2. Damage caused by excessively high humidity
3. Deterioration caused by high levels of acidity in the paper
4. Damage caused by the materials used to produce or write on the paper, such as printer ink or highly acidic ballpoint pen ink

Physical Damage

1. Damage caused by handling and use, such as tearing
2. Creases and folds that can make paper more susceptible to tearing
3. Damage caused by insects
4. Damage caused by unstable temperature and humidity levels

Care and Handling

Proper care and handling can help preserve records for as long as they are needed.

1. Handle records carefully.
2. Make sure your hands are clean when handling records, or wear gloves when necessary.
3. Carry printed records on a rigid support, particularly when transporting them over long distances or when the records are fragile or easily damaged.
4. Use protective coverings for documents to protect them from abrasion, ink, or adhesives that may cause damage.
5. Use a flat-platform trolley when transporting large records.

Records Storage Equipment

When selecting equipment and materials for records storage, the materials used to make the storage equipment should be carefully considered. Avoid materials with high levels of acidity, as they can damage paper.

When using plastic protectors, make sure they are made of high-quality, archival-safe plastic to prevent the material from adhering to the paper during long-term storage.

Potential disasters and other risks that may affect records should also be taken into consideration, including floods, fires, earthquakes, and other hazards. Storage equipment and facilities should therefore be selected and designed to mitigate these risks and provide appropriate protection for records.