Methods of Records Protection

Districts and Divisions that are the Office of Primary Responsibility for vital records are accountable for taking measures to protect, maintain and store those records for the period established in the Records Retention Schedule.
Below is a list of four effective methods of protection in the order of their expenses:
Method
Description
Duplication and Dispersal
  • Dispersal is the practice of maintaining convenience copies of a vital record in more than one location on the assumption that a disaster is unlikely to affect two different locations at the same time.
  • There are two types of dispersal: Routine and Planned. Either way, you should document specific remote storage locations in Disaster Recovery Procedures (see Chapter 13 “Disaster Recover Planning”)
  • Routine dispersal is frequently used in an agency with more than one office location. During regular business, vital records are sent to several different locations for use and reference. If these records are maintained at two or more locations, and employees are aware that the records are vital, additional protection may not be required.
  • Planned dispersal is the distribution of a convenience copy of a vital record specifically for protection purposes. The convenience copy can be in any media or format. The secondary convenience copy is sent to another storage location until the records are no longer considered vital or retention requirements are met.
  • Periodic inspection and duplication can arrest the aging process to some degree.
On-Site Storage
  • On-site storage involves storing back-up convenience copies in special storage equipment in, or near the office location. Fire-resistant files or vaults are used most often. Use storage equipment designed specifically for the record medium (paper, film, electronic) and use it only for vital records.
  • Place equipment carefully, with disaster prevention in mind. Equipment should be on an outside wall, if possible. In fires, structures tend to collapse toward the center, where the fire burns hotter and longer. Do not store vital records in a basement. Basements collect water from efforts to extinguish fires, and flooding is an obvious danger.
Off-Site Storage
  • Off-site storage involves storing back-up convenience copies in a remote location and is best for official records that are referenced infrequently. Off-site storage locations in Austin include the Records Warehouse and the State Records Center.
  • Districts may develop storage areas or choose to use a commercial off-site storage facility. Considerations in selecting a commercial facility include the following:
    • Speed of access to the records.
    • Access control and security at the facility.
    • Environmental conditions (temperature, humidity, protection from outside air infiltration and electromagnetic fields, insect, and rodent control) related to the type of record media stored.
    • Whether the facility meets National Fire Protection Association/American National Standard Institute standards for off-site storage.
    • Availability of auxiliary power to maintain environmental conditions in the event of utility power failure.
    • Availability of insurance for the center and the records.
    • Type of fire prevention, detection and suppression-systems used.
    • Type of filing index system used.
    • Procedures for receipt, transfer, and disposal of records.
    • Existence of an established Disaster Recovery Plan.
    • Availability of duplication and reproduction equipment.
    • Client references.
Microfilm or Imaging
  • Microfilming or imaging offer back-up protection by creating duplicate convenience copies. Because of the expense and labor involved in imaging, this alternative should only be considered for records that are vital through a lengthy retention.
Do not store microfilm or CDs in fire-resistant cabinets. In a fire, the insulation in the cabinet creates steam on the inside of the cabinet. Moisture and heat at relatively low temperatures will destroy film and plastic while not harming paper. Microfilm and electronic back-up media require periodic inspection and possibly duplication when used to retain records for lengthy periods of time, especially if the media is stored in unfavorable conditions.