ARA-8.07 - Standards for Storing Physical City Records

Purpose

As the agency charged with preserving the City’s records and for ensuring that agencies comply with related State law and administrative rules, Archives & Records Management (Archives & Records) is responsible for setting standards affecting preservation, security, and the continued access to records. 

Policies

1. All City records must be:

   1. Stored in structures that have adequate smoke detectors and fire suppression;
   2. Protected from theft, unauthorized access, and premature destruction;
   3. Protected from damaging elements, including extreme cold or heat, direct sunlight, moisture or dampness, and pests;
      1. Storage conditions for physical records must have temperatures no less than 60 degrees or greater than 80 degrees Fahrenheit, and must have a relative humidity no greater than 50 percent.
      2. Storage conditions for electronic records must meet requirements for electronic records management systems outlined in ARA 8.12. City records may not be stored on removable media of any kind, including USB flash drives and external hard drives.
   4. Stored on appropriate shelving, in filing cabinets, or other approved storage mediums (i.e. not on the floor or in other hazardous places such as kitchens, bathrooms, or utility rooms).
2. All City records must be stored in City offices or with Archives & Records Management. No City records may be stored with non-City entities unless specific approval has been granted by Archives & Records Management.
3. Electronic City records stored in third-party systems must comply with all City policies and standards for electronic records as outline in ARA 8.12, including but not limited to: security, access, the ability to properly destroy records, and the ability to export the data while maintaining record integrity and authenticity.  

Responsibilities

AgencyStorage Responsibilities

1. Agencies must maintain all City records in conditions that meet or exceed the storage standards set forth in this policy. Agencies must notify Archives & Records of records stored in conditions not meeting specified standards.
2. Agencies with satellite offices and/or buildings will ensure that all records stored in these structures meet the standards set forth in this policy.
3. Agencies must maintain records in their offices and satellite buildings that are necessary for performing current duties. Records no longer needed for current projects may be transferred to PARC for storage until the end of their retention period. Records that are older than 25 years that are permanent records or determined to be historically significant by the City Archivist will be transferred to the historical collections at the City Archives (held at PARC).
4. Agencies must ensure that City records are stored in official City buildings. Agencies determining that physical records are stored with non-City agencies or vendors are required to notify Archives & Records in writing; agencies may be required to transfer these records to PARC. 

5. Agencies must notify Archives & Records in writing as soon as they become aware that records have been lost or accidentally destroyed; the notification will include a description of the records and the circumstances leading to the loss.

Archives & Records ManagementStorage Responsibilities

1. Archives & Records will maintain a records storage facility that meets or exceeds requirements set by the Oregon State Archives and are within the standards recommended by the National Archives.
2. Archives & Records will determine if it is in the best interests of the City to grant agency requests to store records in non-City offices.

1. Archives & Records will consult with agencies regarding storage conditions and make recommendations on changes if needed. If Archives & Records determines that records are at risk, the agency will be notified in writing. The agency may either make changes or transfer the records to PARC. 

Auditor’s Office Administrative Rule Information

Questions about this administrative rule may be directed to the Archives & Records Management Division.