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STORAGE FOR THE BUSINESS RECORDS Flipbook PDF
STORAGE FOR THE BUSINESS RECORDS
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STORAGE FOR THE BUSINESS RECORDS BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD
“Paper records, (i.e., non-electronic records) must be stored in a way that they are both sufficiently accessible and safeguarded against environmental damage.”
Records and information will vary in their strategic and operational value to the authority, and in their residual value for historical research, and storage and preservation arrangements reflecting their value should be put in place. Storage should follow accepted standards in respect of the storage environment, fire precautions, health and safety and, if applicable, physical organisation. It should allow easy and efficient retrieval of information but also minimize the risk of damage, loss or unauthorized access. Records that are no
Records storage space is important in a small or
longer required for frequent reference can
large company. This is because each document or
be removed from current systems to off-line
business record has its own value especially on the
or near off-line (for digital media) or to off-
company's finances. Storage should provide
site (for paper) storage where this is a more
protection to the level required by the nature,
economical and efficient way to store them.
contents and value of the information in them.
3 BASIC FACTORS FOR SELECTING STORAGE SUPPLIES AND FACILITIES BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD
1. NEED FOR STORAGE SUPPLIES AND EQUIPMENT The kinds of records to be filed and controlled The frequency of use for each kind of record during the day The number of people working at the files at one time The volume of records to be handled in a given period of time, such as 6 month or a year The method of filling best suited to handling the records- alphabetic, geographic, subject, numeric or a combination of these methods The types of charge out and follow out of system used The transfer method used The physical characteristic such as weight, floor space required, need for temperature and humidity control, and the particular physical preservation requirements for the records media The security and retention requirements of the records The
organization
and
distribution
of
records
(centralized or decentralized) CREDIT : HICLIPART.COM
2. Facility consideration THE FACILITY NEEDS TO CONSIDER THE FOLLOWING FACTORS:-
a) Location The location should be easily accessed and should not be areas of known external risks.
c) Available of Equipment Manual retrieval equipment Vertical file cabinet, Lateral file cabinet Shelf files tube files Mobile shelving Suspension files
b) Building The building should provide the suitable range and stability of temperature and humidity level protection, protection against water damage, protection from contaminants, safety measures, controlled access to storage areas, detection systems for authorized entry & protection against damage caused by insects or vermin
Mechanical Retrieval Equipment File storage equipment with an engine. Records are delivered to the filer by some kind of motor-driven
Storing other records Catalogs & directories Large & odd sized records Mixed Media
3. Cost of supplies storage & Equipment In determining the costs, keep in mind the following points: Cost of the personnel needed to work with the records Compatibility of supplies & equipment Advisability of using local vendors rather than purchasing from out-oftown vendors. Possibility of discounts for quantity purchases Feasibility of choosing used rather than new equipment Volume of records that can be stored within the equipment . Lateral, shelf, or rotary equipment can house more square feet of records tahn can conventional drawer file cabinets in the same square footage of floor space. BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD
CREDIT : HICLIPART.COM
PAPER TEMPERATURE – 18-25°C HUMIDITY (RELATIVE HUMIDITY) – 50-55%
SPECIAL TEMPERATURE – 16-22°C HUMIDITY – 45-50%
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7 STORAGE PRINCIPLES 1. Location - sites, facilities and area for records storage should be located away from known hazards and be convenient to user needs. 2. Environmental control - records should be stored in environmental conditions that are appropriate to their format and retention period. 3. Shelving and packaging - the shelving, equipment and containers for records storage should ensure that records are secure, accessible and protected from deterioration. 4. Maintenance and security - records storage facilities, B areas and records should be maintained to safeguard their security, condition and accessibility. 5. Protection from disaster - disaster management programs should be established and maintained to ensure that risks to records are minimized and managed appropriately. 6. Careful handling - the retrieval and use of records in storage areas should be subject to controls that prevent damage and deterioration. 7. Accessibility - records should be stored and controlled in facilities where they can be identified, located and retrieved easily.
CREDIT : HICLIPART.COM
REFERENCES https://www.informationstrategy.tas.gov.au/Records-Management-Principles/Document%20Library%20%20Tools/Guideline%2011 %20Physical%20storage%20of%20State%20Records.pdf https://www.nrscotland.gov.uk/files/record-keeping/public-records-act/element8-Storage.pdf BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD