Standard on the physical storage of State records
Appendix A – Consolidated list of compliance requirements
Principle 1: Records are stored in appropriate storage areas and facilities and located away from known and unacceptable risk
YES | NO | ||
| 1.1 | The location of each records storage area and facility has been subject to risk assessment to identify and mitigate possible risks to records. | ||
| 1.2 | The senior responsible officer (SRO) or delegated representative has approved all records storage areas and facilities. | ||
| 1.3 | The storage facilities have been assessed as being suitable for the storage of records. | ||
| 1.4 | Storage areas and facilities are weatherproof and have good drainage. | ||
| 1.5 | Storage areas and facilities are primarily used for records or records/library materials storage, are not used to store hazardous materials and do not pose risks to records. | ||
| 1.6 | Storage areas and facilities have appropriate and comprehensive fire detection and protection systems and equipment. | ||
| 1.7 | Each storage area and facility used by the public office has a current disaster reaction and recovery plan which is regularly revised and equipment/supplies to assist in the recovery of records after a disaster. | ||
| 1.8 | Insurance is in place for the recovery and restoration of State records in the event of a disaster. | ||
| 1.9 | State Records NSW is notified if physical records are damaged, impaired, or destroyed due to flood, fire or disaster, or have been deemed officially lost by the public office. This official notification should be made as soon as practically possible after the event has occurred. | ||
Principle 2: Records are stored in environmental conditions appropriate to their format and retention period
YES | NO | ||
| 2.1 | Short term records (semi-active records retained for up to 30 years) are stored in conditions identified in Table A which ensure preservation until the records are no longer required. | ||
| 2.2 | Long term records (semi-active records to be retained for 30 years or longer and those required as State archives) are stored in conditions identified in Table B which will ensure their preservation. | ||
| 2.3 | Temperature and humidity levels within storage areas and facilities are monitored for stability and action taken to minimise any significant fluctuations. | ||
| 2.4 | Records are stored away from direct light, including sunlight. | ||
| 2.5 | The air in records storage areas circulates freely and there is an intake of fresh air. | ||
| 2.6 | Magnetic media is protected from magnetic fields. | ||
| 2.7 | Records storage areas and facilities have an integrated pest management system. | ||
Principle 3: Shelving, equipment and containers used for storing records are secure, accessible and protected from deterioration
YES | NO | ||
| 3.1 | Shelving, handling equipment, and containers are clean, in good condition and appropriate to the format and security requirements of the records. | ||
| 3.2 | Records storage facilities, shelving, equipment, and containers meet workplace health and safety requirements. | ||
Principle 4: A regular maintenance and monitoring program for records storage areas has been implemented
YES | NO | ||
| 4.1 | Records storage areas and facilities are clean and maintained. | ||
| 4.2 | Regular monitoring of records, containers, and shelving in the storage facility to identify any signs of pest infestation, mould, or other deterioration. | ||
| 4.3 | Mould or pest infestation is treated promptly and appropriately. | ||
| 4.4 | Appropriate conservation action is undertaken as required and repairs to records do not damage the records further. | ||
Principle 5: Records are controlled in a system so that they can be identified, located and retrieved
YES | NO | ||
| 5.1 | Records are controlled in a system which allows them to be identified, located, retrieved, and returned to storage after use. | ||
| 5.2 | Policies and procedures are implemented for the appropriate handling and use of records, including those records that are long term or required as State archives. | ||
| 5.3 | If a public office chooses to convert or digitise records, then records are converted or digitised according to recognised standards. | ||
Principle 6: Records are protected against theft, misuse, unauthorised access or modification
YES | NO | ||
| 6.1 | Storage areas and facilities are secure, access controlled, restricted to authorised staff, intruder resistant, and monitored. | ||
| 6.2 | Security classified records are stored in appropriate containers and storage zones within the storage area as per the Protective Security Policy Framework. | ||
| 6.3 | Records in transit are protected. | ||
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Download Standard No 14 Standard on the physical storage of State records
Current as of Thursday, 03 April 2025.
Download Standard No 14 Table A
Current as of Thursday, 03 April 2025.
Download Standard No 14 Table B
Current as of Thursday, 03 April 2025.
Download Standard No 14 Appendix A Consolidated list of compliance requirements
Current as of Thursday, 03 April 2025.
Download Standard No 14 Table of commentary
Current as of Thursday, 03 April 2025.
Download Standard No 14 Implementation guide
Current as of Thursday, 03 April 2025.
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