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Records Storage FAQ

Where can we store paper records which need to be kept but that we don’t need daily access to?

At this time, storage is the responsibility of the office.  Best practices for storage includes:

  1. Store records that you need access to daily in the working office;
  2. Store records which have occasional use/reference (12 more times per year) in easily accessible storage;
  3. Store records with little or no access needs and have retention beyond 5 years off site.

Contact the University Records Management Office (records@virginia.edu or 434-243-9162) for a consultation on locating and evaluating storage options and solutions for paper records.

Can I store our unused records in such places as the basement, attic, outdoor shed, or other off-site location?

Public records are public property. While we encourage offices to find places to store records that do not take up too much valuable office space, the selected space should be dry, secured, and free from pests and mold. Your office must ensure that records stored away from your main office area are well protected from natural and man-made problems while remaining readily available to your staff and the public. The University Records Management Office provides consultation services on storage options and solutions.

Can I burn records to a CD or DVD for long-term storage?

CDs and DVD's are not recommended for long-term storage (5+ years) of electronic records. If this is the only storage option, follow these best practices for use of CDs or DVD's:

  1. Create three copies of all records to be stored on CDs or DVD's, one copy for access purposes on a regular CD or DVD, and two copies on Gold Standard media. Store one Gold Standard copy in the office and the other off site.
  2. Check 10% of the collection – all three copies – yearly to make sure the CDs and DVD's are readable.
  3. Every 5 years copy all files from the old media to new media and migrate to new software versions or new versions for continued readability.

How should we store electronic records for long term retention?

Best practice is to store records on a server which is backed-up on a regular basis with the back-ups being stored off-site. Long term retention of electronic records requires continual maintenance to make sure the media is usable, backed-up and readable when needed. Use standard file formats and upgrade to new software versions when new versions become available. For more information on electronic records management, visit the Electronic Records page or attend the training, Electronic Records Management.