skip to content
Text Size

6. Storage management

The way in which records are stored will depend on:

  • the purpose of the records;
  • the type of records;
  • how long records must be kept; and
  • access needs.

An association may store records on-site at the place of business. If the association does not have sufficient and appropriate space, records can be stored off-site by storage companies. It is very important for documents to be stored in safe, secure and appropriate facilities. There are a number of factors to consider when deciding on a storage facility.

Storage facilities should, for example:

  • be conveniently located to the user;
  • comply with occupational heath and safety standards;
  • comply with building standards;
  • have secure and controlled access;
  • be appropriate for the kinds of documents to be stored;
  • facilitate easy access and retrieval;
  • have containers that are suitable, durable and appropriate for the kinds of documents; and
  • protect documents from disasters (eg fire) and deterioration (eg by excluding direct sunlight).