Storing information

Deciding how to store your information and records will affect how easily information can be found, used and managed over time.

Determining how best to store your information and records depends on:

  • the format, either digital or physical
  • security requirements
  • how long information needs to be kept
  • how often information will be accessed
  • the value of the information compared to the cost of storage solutions

Effective, cost efficient storage allows your agency to manage your information in its appropriate format for an long as it is required.

Digital storage

For digital information and records, a range of sophisticated technologies can be used. Electronic storage can save space and costs, but digital records may be more susceptible to inappropriate access.

Storing digital records introduces the options for electronic storage.

Cloud computing explains the information management issues associated with cloud computing and lists contractual requirements for business information in the cloud.

Outsourcing digital data storage provides information on storing Commonwealth records in data centres, digital repositories and the cloud.

Physical Storage

Physical records can be effectively stored by keeping them in vaults and warehouses with appropriate access, temperature and humidity controls.

Storing physical records provides specific information for storing records in various physical formats.

There are also two standards available to assist you and your agency determine best practice for storing physical records

Standard for the Physical Storage of Commonwealth records

Standard for the storage of archival records (excluding digital records)

Copyright National Archives of Australia 2016