Storing physical records
The physical records you create and capture as part of your agency's business will need to be stored. Where and how will depend on:
- their format – for example, whether they are paper, film, or photographs
- how long the records need to be kept
- how often they will be accessed.
Storing records in appropriate environmental conditions will prevent deterioration and is a central factor in ensuring their long-term access.
If your agency is using a storage provider it is important to remember that it is still the agency's responsibility to make sure that they are kept in appropriate conditions and can be accessed when required.
Records that are sentenced 'retain as national archives' under a records authority or general disposal authority may then be transferred to the National Archives. Once this occurs the agency is no longer responsible for the storage of those records.