AS/NZS 1015:2011
Records management - Physical storage
Establishes voluntary guidelines for the storage of non-current physical records. Storage refers to the records management function of storing physical records, which are no longer in active use, for future retrieval and preservation. Within this context, this Standard addresses issues relating to systems, processes, facilities, equipment and devices used for storing records that are no longer in current use. This Standard covers all types of storage media, e.g. paper, audio visual material, micro-forms and machine readable formats, but excludes electronic records on networks, hard-drives or in data centres.
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AS/NZS 1015:2011 RECORDS MANAGEMENT-PHYSICAL STORAGE - FORMTEXT
PREFACE
CONTENTS
SECTION 1 INTRODUCTION
1.1 SCOPE
1.2 OBJECTIVE
1.3 REFERENCED DOCUMENTS
1.4 DEFINITIONS
1.4.1 Non-current records
1.4.2 Retention period
1.4.3 Vital records
SECTION 2 RECORDS STORAGE FRAMEWORK
2.1 RECORDS STORAGE CONCEPTS
2.1.1 General
2.1.2 Criteria for assessing storage options
2.1.3 Identifying risks to the physical records
2.1.4 Mitigating risks to the physical records
2.2 CHARACTERISTICS OF RECORDS
2.2.1 Information characteristics
2.2.2 Physical characteristics
2.3 CHARACTERISTICS OF A STORAGE FACILITY
2.3.1 General
2.3.2 Building environment
2.3.3 Internal environment
2.3.4 Security, access and control
2.3.5 Shelving/housing
2.3.6 Record item containers/handling
2.3.7 Other issues
SECTION 3 PRESERVATION AND SERVICES
3.1 PRESERVATION AND PROTECTIVE STORAGE
3.1.1 General
3.1.2 Elements of a managed storage risk
3.2 RECORDS STORAGE SERVICES AND PROCESSES
3.2.1 General
3.2.2 Retrieval of records
3.3 RECORDS DESTRUCTION SERVICE
SECTION 4 CHOOSING A STORAGE OPTION
4.1 GENERAL
4.2 CHOICE OF A STORAGE OPTION
4.3 SERVICE CONTRACT
4.4 SERVICES PROVIDED
APPENDIX A - STORAGE ASSESSMENT CHECKLIST
A1 SHELVING AND PACKAGING
A2 PROTECTION FROM DISASTER
A3 CHARACTERISTICS OF A STORAGE FACILITY
A4 ENVIRONMENTAL CONTROL
A5 PRESERVATION AND PROTECTIVE STORAGE
A6 CHARACTERISTICS OF SERVICES AND PROCESSES
A7 ACCESSIBILITY
APPENDIX B - CONTENTS OF A MODEL DISASTER RESPONSE PLAN FOR RECORDS
B1 INTRODUCTION
B2 SCOPE OF DISASTER RESPONSE PLAN
B3 CONTENTS OF DISASTER RESPONSE PLAN
B3.1 Vital records
B3.2 Resources
B3.3 Prioritization
B3.4 Training
B3.5 Managing the plan
B3.6 Disaster response
B3.7 Disaster recovery
B3.8 Post-disaster review
APPENDIX C - COMMON COMPONENTS OF RECORDS STORAGE SERVICES CONTRACTS
C1 GENERAL
C2 IDENTIFICATION OF ALL INVOLVED PARTIES
C3 DATE OF EFFECT
C4 DEFINITIONS (INTERPRETATION)
C5 TERM OF THE CONTRACT/AGREEMENT
C6 SERVICES
C7 PRICING
C8 LIABILITY
C9 CONDITIONS
C10 TERMINATION
APPENDIX D - BIBLIOGRAPHY
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AS/NZS 1015:2011 RECORDS MANAGEMENT-PHYSICAL STORAGE - FORMTEXT
PREFACE
CONTENTS
SECTION 1 INTRODUCTION
1.1 SCOPE
1.2 OBJECTIVE
1.3 REFERENCED DOCUMENTS
1.4 DEFINITIONS
1.4.1 Non-current records
1.4.2 Retention period
1.4.3 Vital records
SECTION 2 RECORDS STORAGE FRAMEWORK
2.1 RECORDS STORAGE CONCEPTS
2.1.1 General
2.1.2 Criteria for assessing storage options
2.1.3 Identifying risks to the physical records
2.1.4 Mitigating risks to the physical records
2.2 CHARACTERISTICS OF RECORDS
2.2.1 Information characteristics
2.2.2 Physical characteristics
2.3 CHARACTERISTICS OF A STORAGE FACILITY
2.3.1 General
2.3.2 Building environment
2.3.3 Internal environment
2.3.4 Security, access and control
2.3.5 Shelving/housing
2.3.6 Record item containers/handling
2.3.7 Other issues
SECTION 3 PRESERVATION AND SERVICES
3.1 PRESERVATION AND PROTECTIVE STORAGE
3.1.1 General
3.1.2 Elements of a managed storage risk
3.2 RECORDS STORAGE SERVICES AND PROCESSES
3.2.1 General
3.2.2 Retrieval of records
3.3 RECORDS DESTRUCTION SERVICE
SECTION 4 CHOOSING A STORAGE OPTION
4.1 GENERAL
4.2 CHOICE OF A STORAGE OPTION
4.3 SERVICE CONTRACT
4.4 SERVICES PROVIDED
APPENDIX A - STORAGE ASSESSMENT CHECKLIST
A1 SHELVING AND PACKAGING
A2 PROTECTION FROM DISASTER
A3 CHARACTERISTICS OF A STORAGE FACILITY
A4 ENVIRONMENTAL CONTROL
A5 PRESERVATION AND PROTECTIVE STORAGE
A6 CHARACTERISTICS OF SERVICES AND PROCESSES
A7 ACCESSIBILITY
APPENDIX B - CONTENTS OF A MODEL DISASTER RESPONSE PLAN FOR RECORDS
B1 INTRODUCTION
B2 SCOPE OF DISASTER RESPONSE PLAN
B3 CONTENTS OF DISASTER RESPONSE PLAN
B3.1 Vital records
B3.2 Resources
B3.3 Prioritization
B3.4 Training
B3.5 Managing the plan
B3.6 Disaster response
B3.7 Disaster recovery
B3.8 Post-disaster review
APPENDIX C - COMMON COMPONENTS OF RECORDS STORAGE SERVICES CONTRACTS
C1 GENERAL
C2 IDENTIFICATION OF ALL INVOLVED PARTIES
C3 DATE OF EFFECT
C4 DEFINITIONS (INTERPRETATION)
C5 TERM OF THE CONTRACT/AGREEMENT
C6 SERVICES
C7 PRICING
C8 LIABILITY
C9 CONDITIONS
C10 TERMINATION
APPENDIX D - BIBLIOGRAPHY
AS/NZS 1015:2011
Online Library subscription pricing
The cost of your subscription will depend on which standards you want to access, and how many people in your organisation need to be able to access the Online Library subscription at the same time (concurrent users). During your subscription period, we are also able to make any necessary changes and ensure you are aware of any pricing changes that result. For a quote, contact our Online Library team by emailing onlinelibrary@standards.govt.nz.