Libraries

Storing of Boxes

General

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

 

References:

  1. Moving Boxes - Safe Work Practices
  2. Records Management Procures – Boxing of Records
  3. For N95 respirators fit tests please contact the Environmental Health and Safety Office at (902) 494-2495
  4. National Fire Protection Association (NFPA) 25- Standard for Inspection, Testing, and Maintenance of Water-Based Fire Protection Systems