An active record is needed to perform a current task or for frequent use, usually kept near the user. For records that become 'inactive' off-site records management provides the solution for these records to be kept safe, secure, & available. This also ensures office space remains a productive workspace not a storeroom.
An inactive record is a record that is no longer needed to conduct current business but is being preserved until it meets the end of its retention period. These records may hold business, legal, fiscal, or historical value for the entity in the future and, therefore, are required to be maintained for a short or permanent duration.
A typical paper document should be stored in such a way that they are accessible and safeguarded against environmental damage including fire, flood, earthquakes etc. In addition to on-site in the office storage of records, many organisations contract with commercial records centres creating additional office space.
Records should never simply be discarded as refuse. Documented retention schedules with approved policies and procedures for the destruction of records should be maintained. A record of all destroyed documents should be kept, including certification that they have been destroyed.
