Practical tips
Locating records
These hinge around classification, titling and indexing. Don’t be put o by the terminology - you almost certainly do all these things at home! Are your CDs, DVDs and books indexed according to their title, subject, or name, for example?
It is usually logical to group things according to their content, and to put them into alphabetical or numerical order. For example, personnel records usually have information such as an employees name, number, date of birth, tax reference, national insurance number, and date employment began. All these may be used to help you to file, and later to find and identify the right person’s record.
Creating a simple card index, or database of these identifying features will enable you to cross-reference them, and sond things more easily later. You may know one of these identifiers, but it would lead you to the same item. Computer software and barcode labelling o er easier and quicker ways to find things.
Making best use of space
Minimising retention periods will have the biggest impact, so encourage people to dispose of passing information and mail (including email) as soon as possible, and to keep to the agreed retention schedule for everything else.
Then look for the most efficient way to store what is left. Getting the right balance of control, ease of access, convenience, security, and value for money is very important. The system must meet the users’ needs, and minimise costs.
Having a formal ling system in place is a useful discipline. That usually dictates how things are stored, and where. Generally speaking, active, frequently used records are best kept close to the users. That usually means in the office or on the desktop, in files, folders and through storage systems, such as the R-Kive System range.
Safeguarding vital records
Records that are misfiled are no more useful than those that are prematurely destroyed or even stolen. A ling system needs to be as efficient as possible. Ensure that members of staff know how to use it properly, and that it is appropriately protected. Truly vital records deserve preferential treatment and are best stored in reproof safes or vaults, or in formal archives (see BS 5454:2000) 3. Always have a disaster prevention and recovery plan in place, as well as a backup system in case things get destroyed. Consider seeking professional advice from Risk Assessors, or Archivists.
Health and Safety issues
The most valuable resource to a company is its sta , so the risk to them must also be minimised. Ensure that their workplace, the equipment they use, and the way records are stored does not pose an unacceptable risk to their health and safety. For example, check that boxes on shelving are not too high to reach and they cannot fall, arrange training in manual handling techniques to minimise risk of back injuries caused by overloaded boxes and minimise dust by having the stored boxes or les regularly vacuumed clean. But above all, make certain that you comply with all relevant
standards and regulations.
3 British Standard BS5454: 2000 makes recommendations for long-term, permanent storage and exhibition of archival documents, including library material
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