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Archive storage — Storage facilities
Describe the record formats, quantity and how often files will be requested. Explain confidentiality and preservation needs without uploading sensitive contents unnecessarily; an archive provider needs a handling and access brief, not unrestricted access to every document's information.
Service scope
Storage and controlled retrieval of paper records or other defined archive materials, with attention to preservation conditions, identification and authorised access. Specialist media and confidential records may need arrangements beyond ordinary box storage.
What is normally included
- Record-box inventory and storage
- Agreed retrieval tracking
- Assessment of preservation and access requirements
What is not included
- Automatic digital backup or scanning
- Guaranteed conservation conditions without a specified service
Typical tasks
- Review archive formats and volumes
- Agree box and file identifiers
- Confirm storage-condition requirements
- Define authorised retrieval procedures
- Record movements and return locations
What to include in your brief
- Record formats and box counts
- Required retrieval speed and frequency
- Authorised access roles
- Preservation requirements
- Retention and eventual release instructions
Choosing the right professional
Compare how operators track records and control access as well as the storage environment. Ask what conditions are monitored and how a requested file is located and returned, rather than assuming any locked room is suitable archival storage.
Important considerations
- Poor environmental conditions can damage records
- Untracked movements can cause loss or unauthorised access
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