SOP Exhibits

Title:

Annex B - Guidelines in Setting-up a Records Center

SOP Number : GS-CR08

ANNEX B

GUIDELINES IN SETTING-UP A RECORDS CENTER

1. SITE PLANNING

The Records Center is best set-up within the NFA Office premises for security and accessibility, and should ideally allow for future expansion. The location should be safe from high air pollution, pest infestation, water damage and fire hazard.

2. STRUCTURE

The Records Center is most ideally built separate from other structures. It should be the sole occupant of the designated space. However, if the space must be shared, insulate the Records Center to reduce air filtration and pollution, pest access, and protect the space against rapid fluctuation of temperature and humidity.

The main entrance to the center should be monitored by authorized facility personnel.

Aside from the storage area, there should also be a preparation room for sorting, arrangement, re-boxing and re-foldering of records and another room as disposal area which allows records scheduled for impending disposition to be removed.

3. ENVIRONMENT CONTROLS

Good climate control, orderly arrangement, and sanitation will help prevent problems with pests and insects. Periodic searches should be made for evidence of pest activity. The Records Officer/RAO/PAO should avoid the use of pest control chemicals that are harmful to the records.

4. FIRE PROTECTION

Use fire-resistant or fire-proof materials to build the Records Center. Have fire extinguishers ready, in working order and easily accessible.

5. SECURITY

Keep the Records Center safe and secure by rendering it a ‘restricted area’ limiting the number of windows and doors in the preparation room and disposal area and installing alarm systems. However, there should be no windows or doors in the records storage area. Surveillance cameras and sensors may supplement the alarm system.

6. RECORDS STORAGE AREA

Use stationary open shelving to optimize space use. It is best to use standard-size storage carton box with a length of 40 cm., width of 30 cm., and height of 29 cm. fitted for letter and legal sized documents. Aisles between rows of shelving should be a minimum of 36 inches apart. Microfilm and electronic media such as tapes and disks should be stored in a fireproof vault.

7. EQUIPMENT AND SUPPLIES

Acquire basic equipment like (a) fire extinguisher, (b) computer, (c) printer (d) scanner, (e) ladders, (f) carts, (g) dehumidifiers and (h) vacuum cleaner. The height of shelves in the Records Center will require the use of ladders for storage and retrieval. Metal rolling platform carts are needed for the transport of records. Dehumidifiers reduce relative humidity to levels conducive to protecting humidity-sensitive records and documents.

8. CLIMATE CONTROLS

The Records Center should be well ventilated (but windows should be secured with grills and screen) and insulated because temperature and humidity greatly affect records and documents. Microfilms and magnetic media have specific temperature and humidity requirements.

9. PEST AND INSECT MANAGEMENT

Housekeeping practices should be conducted throughout the Records Center. Pests and insects thrive on paper, paste and archival records. Regular dusting and vacuuming will reduce levels of dust. Avoid the use of toxic chemicals in fumigating. The Records Officer/Property Custodian should request periodic termite control with the Technical Research and Services Department (TRSD).

10. DISASTER PLANNING

Have a disaster plan in place and participate in disaster contingency planning to avoid extensive damage and long-term consequences. Whether it is flood, fire, typhoon or earthquake, a disaster results to records destruction. Adopt procedures for safe evacuation of materials. Keep phone numbers and addresses of people, services, and organizations who can provide assistance during and after disasters. RAO/PAO or a specially designated Records Officer should be appointed to oversee the formulation of the disaster plan, other than performing the role of archivist, librarian, records manager and conservator.