How do you protect fire records?

Fire: Prohibit smoking in or around records storage areas. Do not store records with chemicals, cleaning supplies, etc. Store flammable and combustible materials in a safe, cool place, out of sunlight and inside cabinets made specifically to store hazardous materials.

How do you protect your records from damage?

Protecting records in offices and storage areas Fit doors and windows in all offices and records storage areas with strong locks. 2. Keep filing cabinets and other records storage areas locked at all times when not in use. 3.

How do you preserve records?

Preservation Of Records

  1. Remove staples, paper clips, binder clips, rubber bands, etc.
  2. Straighten folded edges and pages.
  3. Do not use tape or other mending devices on papers.
  4. Avoid using Avery labels or other file labels which may separate from the folder.
  5. Make photocopies of pages that are deteriorating through discoloration, folds or tears.
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How does fire affect records?

At any time, fire can destroy an organization’s vital records. Once a record is burned, it is unrecoverable and irretrievable. Such a loss can devastate an organization: operations are disrupted, revenue is lost, legal rights are endangered, and historical information disappears forever.

How do you protect records from unwanted destruction?

Destroy duplicates or convenience copies of records as soon as you no longer need them. Secure official records securely in authorized record -keeping systems, such as physical or electronic stor- age repositories, according to established classification systems or file plans.

What security should be in place for records?

Follow these basic security measures to safeguard physical (i.e., paper) documents and records: 1. Fit doors and windows in all offices and records storage areas with strong locks. 2. Keep filing cabinets and other records storage areas locked at all times when not in use.

What are the enemies of records?

The enemies of books and paper records, in addition to the fire and water damage usually associated with disasters, are heat and humidity, light and ultra-violet energy, insects, rodents, fungi, oxygen, acid and the people who use (and abuse) those records.

How should hard copy records be stored protected?

Hard copy health records containing personal health information should be kept in lockable storage or secure access areas when not in use. Precautions, such as not storing health records containing personal health information in a public area should be taken, where practicable.

How can we protect our records from natural disasters?

Installing protective equipment like hurricane shutters for doors and windows. Anchoring shelves and other large equipment to the wall and/or floor. Storing documents above flood level. If the building has multiple stories, store documents on the second floor or higher.

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Why are records and documents preserve?

The aim of archival preservation is to prolong the usable life of useful research information in two ways. First, preventive preservation seeks to reduce risks of damage and to slow down the rate of deterioration. A variety of methods exist to protect records physically and ensure their stability and security.

What do archives preserve?

Preservation encompasses the activities which prolong the usable life of archival records. Preservation activities are designed to minimize the physical and chemical deterioration of records and to prevent the loss of informational content.

What are reasons for preserving information?

5 Reasons for Records Management

  • Control over the Creation and Growth of Records. An effective records management program does two major things.
  • Preserve Corporate Memory. Business records contain an organizations memory, an irreplaceable asset that is often overlooked.
  • Improve Efficiency and Productivity.
  • Ensure Compliance.
  • Protect Important Information.

Why is record protection important?

Protecting business records ensures the information they contain is available any time it is needed, and also speeds recovery from an unplanned disruption.

What is disaster records management?

• A Records Disaster is “a sudden and. unexpected event which results in loss of. records or information essential to a local governments continued operation”.

What is deterioration of records?

Deterioration is a change of original state of any material by interaction between the object and factors of destruction. Causes of Deterioration of Traditional Manuscripts. • Environmental Factors: light, heat, humidity and moisture, dust and dirt.

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