Preparing Files for Storage

The Council's Central Records Store (CRS) stores records for mid to long term storage. The main focus of the CRS is hold records required to be retained until the record has reached it's retention.

Use retention schedules as a guide to support service decisions either to retain files or dispose of files. It is recommended that each box only contains files which have the same retention period and disposal date.

Any information currently held in lever arch or ring binder folders should be removed before being placed in standerised boxes. The Records Store specifications have been based around archive boxes to maximise storage capacity. For confidentiality reasons the services should not write directly onto the outside of the box. A records store reference number will be allocated on receipt of delivery of archive boxes.

Information management forms are required to be completed prior sending boxes for storage with Central Records Store.

Care should be taken to ensure boxes are not too heavy for Health & Safety reasons. Apply 12kg / 26lbs as a guide. Boxes weighing more than this recommended weight restriction will not be accepted into the records store.