Records Management

Chapter 4: Hardcopy records storage

Schools are responsible for protecting records in their custody from misuse, loss, deterioration, and damage. This guidance page outlines what schools must do to ensure records storage areas and facilities are protected.

Store hardcopy records in a suitable and secure location

• Hardcopy records storage areas and facilities must be secure so that only authorised staff can access records, for example, a lockable room.
• If possible, use a dedicated storage area or facility to store records to:
  • avoid damage or contamination to records (for example, storing records in the same location as chemicals, including cleaning products or petrol, increases the risk of contamination)
  • make it easier to restrict access to authorised staff (for example, if furniture and stationery are stored in the area, unauthorised individuals will require regular access).
• Avoid storing records in attics, basements, and shipping containers, unless measures have been taken to mitigate risks of damage to records. For example, if records are stored in a basement, it should be waterproof, well-ventilated to prevent mould, and with shelving raised off the floor by 100 to 150 mm to prevent damage to records in the event of a flood.
• Use the Hardcopy records storage checklist (DOCX) (available in the resources tab) to check if storage areas or facilities meet compliance requirements.
• Complete PART A of the Hardcopy records storage checklist before designating an area or facility for hardcopy records storage.
• Follow the Manual Handling policy and consider manual handling risks when storing records.
• Use sturdy boxes with lids to store records. This helps reduce manual handling risks, helps safeguard records and allows records to be relocated efficiently.
• Hardcopy records must be stored in an organised manner (for example, sorted by alphabetical order and function), to ensure that they can be easily retrieved when required.

Regularly inspect and maintain records storage locations

Schools must regularly inspect and maintain hardcopy record storage locations to ensure the long-term preservation, safety, and security of records.

Schools can use PART B of the Hardcopy records storage checklist (DOCX) (staff login required) to inspect storage locations and identify maintenance issues.

Conduct inspections at least annually, and rectify any identified maintenance issues as soon as possible.

The Buildings and Grounds Maintenance and Compliance policy and the Essential Safety Measures guidance outline the minimum inspection and maintenance requirements for school facilities, which include hardcopy records storage areas and facilities.

Maintenance issues that can potentially affect the preservation and safety of hardcopy records should be raised with the Victorian School Building Authority Rolling Facilities Evaluation team and included and prioritised in the 5-year School Maintenance Plan or included in the Planned Maintenance Program.

Movement of hardcopy records

Schools must maintain sufficient information about the content and location of hardcopy records.

If hardcopy records need to be relocated to another storage area within school premises, to another school or an Approved Public Record Office Storage Supplier (APROSS), there is a risk of losing records in the process.

Schools must track the movement of records accurately to ensure their current location is always recorded. A spreadsheet or a simple list can be used, with details such as:

• a brief description of the records that are to be moved
• the new location
• date of transfer
• reason for relocation, for example, student transfer.

It is good practice to check that the prepared records correspond to the spreadsheet or list before and after transfer, for example, by seeking confirmation from the receiving school.

If staff are responsible for moving physical hardcopy records, they must also follow the Manual Handling policy to identify and address manual handling risks.