Appendix A: Checklist for records storage facilities
The checklists below will help when you are:
- drawing up and evaluating tender specifications, and
- inspecting facilities.
Please note, there may be additional issues to consider that are specific to particular facilities or providers. Storage of records is a risk-based decision. A service provider may be the best available option even if they cannot meet all of your requirements.
Things to look for when walking through facilities (or ask about if you are not doing an inspection)
When inspecting storage facilities:
| Secure location of the facilities (away from obvious hazards, for example, gas works, flood zones) | Signs of mould or other pests |
| Building fabric is appropriate | Outstanding maintenance of building |
| Specialist storage areas for media requiring different conditions | Broken or old equipment |
| Secure loading and unloading areas (for example, not shared with other organisations, protected from weather) | Storage of any other objects/artefacts/items/materials (Note: Records storage facilities should only be used for record or library materials in accordance with the Storage Standard) |
| Covered vehicles used for transporting records | Disorganised, dirty or cluttered storage areas |
| Fire detection and suppression systems, e.g. smoke/heat alarms, sprinklers*, fire extinguishers | Storage areas not separated from staff areas |
| Environmental monitoring devices | Unattended open doors and other evidence of poor security |
| Disaster bins | Evidence of maintenance |
| No direct sunlight | Well maintained, functioning equipment |
| Weatherproofing | Clean facilities, equipment and containers |
Sample questions for records storage providers
- Where will our records be stored (that is, which facilities?)
- Do these storage facilities meet the State Records NSW' Storage Standard? If not, what are the problem areas? What are the plans to address this?
- Do you have a current disaster plan?
- When was this last tested? When was the plan last reviewed?
- What is your maintenance/inspection schedule?
- What is the fire detection and suppression system?
- How do you control the free circulation of air?
- What control systems do you use to manage records?
- What system do you use to destroy records safely and securely? Do you provide Certificates of Destruction?
- What training is provided to staff?
- How secure are the storage facilities? What are the security arrangements? Note: Ask more probing questions if confidential records are being stored. Find out about arrangements for security, access and staff employed.
Things to ask for
- Disaster plan
- Guidelines issued to staff re, for example, records handling, information security
- References
Note: There are other management documents that you may want as evidence of the financial viability of the company, for example, management plan, annual report.