Storage

The timing of sending records to storage is a decision best made after evaluating the individual needs of your office. You should contact University Secretariat Records Management staff to help you make decisions on the long term retention of records in storage. There are a number of points and even legislative requirements that need to be considered and we are here to help. 

Why proper storage is important

Proper storage helps you manage your records effectively over time. It ensures that records will survive and remain accessible for as long as they are required.

The safe care and custody of records from their creation to storage and/or destruction lifecycle provides retention of official records which document the actions and decisions of the University of New Brunswick. It ensures that those records which are authorized for destruction are done, and that records which have significant ongoing value survive, and are securely preserved when and where they are needed.

Records by their nature are unique and irreplaceable. They are business assets which should be managed carefully.

Risks of poor storage include:

  • Being unable to find records when they are required
  • Noncompliance with regulating or legislative requirements for record retention
  • Records being damaged by poorly maintained facilities
  • Loss of records in a disaster can mean loss of decision making processes and business history
  • Risk of information breach; theft or misuse of records which are not stored securely
  • Substantial costs to repair or reconstruct records which are vital to business

Risk management approach

Storage is essentially about managing risks to records. Improved storage will help to meet the priorities according to the UNB Risk Management. The level of risk will depend upon the value of the record to the University.

What you store or don't store both have risk. if you collect information to store it, it is always in need of protection.

A record might be of value as evidence of a business decision, or provide information about the University's activities. The benefits of placing a value on the different types of records at the University include ensuring critical information is accessible for the conduct of University business, access to information request. dispute resolution, legal challenge or evidential purposes. This should also help the University meet legislative and regulatory requirements as well as make good business decisions based on accurate information.

Inactive Records

For inactive records storage areas, there are many things to be considered, including:

 

Controlling access to storage areas

All records require a high level of security to ensure their authenticity and integrity and to prevent misuse. All staff should be aware of the importance of security and understand security procedures. Everyone must report any security breaches or resulting damage to records and storage areas immediately to Records Management staff at the records management email: rim@unb.ca

Computer data storage

Records management is not limited to tangible records. Proper records storage should also be applied to digital data. Putting emails in folders and properly labeling them are effective techniques for a more organized email system. Block spam mails to avoid unnecessary messages.

Similar to tangible records, only delete emails and other online messages that you no longer need and only with proper authorization. Take into account future references before clicking the Delete box.

Bookmark relevant websites; save important files on duplicate copies of CDs or disks as you'll never know when technical misfortunes might happen like a computer crash or a virus attack; and file away archives or old files.


Computer data storage is also important for mobile electronic devices, like laptops and cellphones. Mobile electronic devices have grown exponentially in use in the workplace and are major part of privacy and records management.