Recommended Storage Requirements for Paper Records

Physical offsite storage requires appropriate handling and protection of TxDOT’s physical records, including, but not limited to, paper records, audio tapes, video tapes, and photographs. Heat accelerates chemical reactions that can damage paper and photographic media. High humidity, in combination with heat, promotes the growth of mold, fungi, and other contaminants.
The temperature and relative humidity in records storage areas must consequently be controlled, but the nature and extent of required control depends upon the retention period. Generally, the shorter the retention period, the less stringent the environmental controls need to be.
All physical documents with a retention period exceeding ten years must be stored in a well-ventilated open warehouse to prevent stagnant air with temperature less than 80 degrees F and with a relative humidity below 60%. A typical air-conditioned office environment with stable temperature and humidity where paper will have minimum exposure to light and contaminants, is generally adequate for film to be retained for ten years or less.
Make sure storage areas are secure. Provide protection from:
  • Elements: Windowless, air-conditioned environment is best.
  • Insects, food, drink, and smoking should not be allowed in the storage area.
  • Fire: Fire-suppression sprinkler system is ideal. Suitable fire extinguishers should be accessible.
  • Do not volatile substances in or near the same place as records.
  • Access by unauthorized people.
  • Use shelving. Metal shelves are best. Keep the bottom shelf at least two or three inches off the floor. For fast retrieval, you may organize the shelving area by record types, fiscal years, etc. Use shelf labels.
  • Stack boxes. If shelving is not practical or available, stack boxes on pallets or some other support that keeps them off the floor. Cardboard document storage boxes may be stacked up to six high. It helps to insert 1/4-inch plywood between boxes. Cut plywood sheets a little larger than the lids of the boxes. Attach a large label identifying the stacked records to a box on the outside of the stack, or even individual outside boxes. Retrieval is more difficult with this storage method.
For guidelines on how to secure physical records, see “Chapter 4, Protecting and Securing Information”.