Standard on the physical storage of State records

Appendix A – Consolidated list of compliance requirements

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Principle 1: Records are stored in appropriate storage areas and facilities and located away from known and unacceptable risk

 

YES

NO

1.1The location of each records storage area and facility has been subject to risk assessment to identify and mitigate possible risks to records.  
1.2The senior responsible officer (SRO) or delegated representative has approved all records storage areas and facilities.  
1.3The storage facilities have been assessed as being suitable for the storage of records.  
1.4Storage areas and facilities are weatherproof and have good drainage.  
1.5Storage areas and facilities are primarily used for records or records/library materials storage, are not used to store hazardous materials and do not pose risks to records.  
1.6Storage areas and facilities have appropriate and comprehensive fire detection and protection systems and equipment.  
1.7Each storage area and facility used by the public office has a current disaster reaction and recovery plan which is regularly revised and equipment/supplies to assist in the recovery of records after a disaster.  
1.8Insurance is in place for the recovery and restoration of State records in the event of a disaster.  
1.9State Records NSW is notified if physical records are damaged, impaired, or destroyed due to flood, fire or disaster, or have been deemed officially lost by the public office. This official notification should be made as soon as practically possible after the event has occurred.  

 

Principle 2: Records are stored in environmental conditions appropriate to their format and retention period

 

YES

NO

2.1Short term records (semi-active records retained for up to 30 years) are stored in conditions identified in Table A which ensure preservation until the records are no longer required.  
2.2Long term records (semi-active records to be retained for 30 years or longer and those required as State archives) are stored in conditions identified in Table B which will ensure their preservation.  
2.3Temperature and humidity levels within storage areas and facilities are monitored for stability and action taken to minimise any significant fluctuations.  
2.4Records are stored away from direct light, including sunlight.  
2.5The air in records storage areas circulates freely and there is an intake of fresh air.  
2.6Magnetic media is protected from magnetic fields.  
2.7Records storage areas and facilities have an integrated pest management system.  

 

Principle 3: Shelving, equipment and containers used for storing records are secure, accessible and protected from deterioration

 

YES

NO

3.1Shelving, handling equipment, and containers are clean, in good condition and appropriate to the format and security requirements of the records.  
3.2Records storage facilities, shelving, equipment, and containers meet workplace health and safety requirements.  

 

Principle 4: A regular maintenance and monitoring program for records storage areas has been implemented

 

YES

NO

4.1Records storage areas and facilities are clean and maintained.  
4.2Regular monitoring of records, containers, and shelving in the storage facility to identify any signs of pest infestation, mould, or other deterioration.  
4.3Mould or pest infestation is treated promptly and appropriately.  
4.4Appropriate conservation action is undertaken as required and repairs to records do not damage the records further.  

 

Principle 5: Records are controlled in a system so that they can be identified, located and retrieved

 

YES

NO

5.1Records are controlled in a system which allows them to be identified, located, retrieved, and returned to storage after use.  
5.2Policies and procedures are implemented for the appropriate handling and use of records, including those records that are long term or required as State archives.  
5.3If a public office chooses to convert or digitise records, then records are converted or digitised according to recognised standards.  

 

Principle 6: Records are protected against theft, misuse, unauthorised access or modification

 

YES

NO

6.1Storage areas and facilities are secure, access controlled, restricted to authorised staff, intruder resistant, and monitored.  
6.2Security classified records are stored in appropriate containers and storage zones within the storage area as per the Protective Security Policy Framework.  
6.3Records in transit are protected.  

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Download Standard No.14 Standard on the physical storage of State records PDF 228.14KB Current as of Tuesday, 18 March 2025.
Download Standard No.14 Table A PDF 42.66KB Current as of Tuesday, 18 March 2025.
Download Standard No.14 Table B PDF 66.3KB Current as of Tuesday, 18 March 2025.
Download Standard No.14 Appendix A Consolidated list of compliance requirements PDF 48.06KB Current as of Tuesday, 18 March 2025.
Download Standard No.14 Table of commentary PDF 195.11KB Current as of Tuesday, 18 March 2025.
Download Standard No.14 Implementation guide PDF 405.53KB Current as of Tuesday, 18 March 2025.
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