​Principle 3 Store

Alignment with this principle will ensure that the agency has met their obligation under the Archives Act 1983, and ensure that:

  • Records are stored cost effectively, and with minimal risk
  • Records are protected, secure and accessible as long as required
  • Permanent value records are stored in optimum conditions whilst in agency custody


  • Records must be stored on appropriate media or hardware, and in appropriate formats
  • Records must be stored in suitable containers, locations and systems
  • The agency must implement storage management strategies including:
    • Counter Disaster plans
    • Vital Records plans
    • Digital Records management
  • The agency must monitor records storage for environmental conditions appropriate to the media, and retention periods
  • The agency must store and handle records according to their security status
  • Where storage is outsourced, only approved secondary storage providers must be used by the agency​
To access the required document, simply click on the hyperlink in the Name field. Documents can also be sorted by the filters at the top of each column.
3AdviceAdvice 03 Day Batching of Source Records13/07/20052/01/2013Under Review
3AdviceAdvice 08 Microfilm Reproductions of State Records13/07/200513/07/2005Under Review
3AdviceAdvice 24 How to manage 3½ and 5¼ inch discs23/04/201211/12/2012Under Review
3AdviceAdvice 25 Management of Backups23/04/201223/04/2012Under Review
3AdviceAdvice 41 Managing Records on Shared Network Drives30/06/201330/06/2013Under Review
3AdviceAdvice 42 Structuring Shared Network Drives for Recordkeeping30/05/201330/05/2013Under Review
3AdviceAdvice 46 Treating Records with Mould30/06/201330/06/2013Under Review
3AdviceAdvice 52 Identifying and Managing Vital Records30/03/201430/03/2014Under Review
3GuidelineGuideline 11 Physical storage of State Records13/07/200531/07/2005Withdrawn
3GuidelineGuideline 13 Certification for secondary storage providers27/06/201325/11/2014Withdrawn
3GuidelineGuideline 19 Digital Preservation formats23/04/201223/04/2012Under Review
3GuidelineGuideline 23 Certification for Places of Deposit of State archives31/08/201331/08/2013Withdrawn
3TemplateAdvice 41 Template Sample procedures for staff managing shared drives30/06/201330/06/2013Under Review