Storing of Boxes
Access, privacy, security, safety and environment must be considered when storing records.
Things to consider:
- What information does the record contain?
- Is it for public use or access?
- Does it contain private information? [as defined in the FOIPOP Act section 3(1)(i)]
- Who should have access to the information contained in the record?
- How long is the record required?
- Where should the record be stored?
Storing Record Boxes
- Records should be at least 10 cm (4 inches) off the floor and clear of sprinkler systems by a minimum of 46 cm (18 inches).
- Boxes should be enclosed (lidded) to protect records from possible water damage from spills, floods or sprinkler systems.
- Records should be stored in good order, contained in clean folders with unambiguous titles.
- Boxes – Each box have a content list inside the box.
- Boxes SHOULD NOT have a content list on the outside of the box.
- Records should be stored in a secure location appropriate to the type of information they contain and who requires access to them. All personal, confidential and sensitive information should be stored in a secure area. Only records that require frequent access should be readily accessible.
- Secure records storage in an otherwise accessible area requires a locked cabinet and a sign-out process for the access key.
Safe Work Practices:
- NEVER put an inventory list on the outside of the box
- NEVER stack boxes more than five high (all staff must be able to look down on the lid of the top box in a stack)
- NEVER stack oddly shaped or damaged boxes
- ALWAYS refer to proper lifting techniques
- ALWAYS follow the protective equipment code
- ALWAYS use proper storage boxes
- ALWAYS ensure that boxes are assembled properly
- ALWAYS label boxes clearly to avoid the unnecessary lifting and moving of boxes
- ALWAYS store boxes so that labels are easily visible
- ALWAYS store the heaviest box on the bottom of a stack
- ALWAYS ensure that box lids are secure
- ALWAYS ensure that box handles are unobstructed
- ALWAYS leave enough space between stacks of boxes to allow for easy access and proper lifting techniques
- Moving Boxes - Safe Work Practices
- Records Management Procures – Boxing of Records
- For N95 respirators fit tests please contact the Environmental Health and Safety Office at (902) 494-2495
- National Fire Protection Association (NFPA) 25- Standard for Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems