Author: Government recordkeeping
Our new topic page about offline storage is now available.
Offline storage is used to store records culled from the primary system as they are no longer current, have a low access rate, or require additional layers of security. The key characteristic of offline storage is that the information held on it is not immediately accessible.
Offline storage requires active management to ensure that the records are reliably available and useable when the organisation needs them. The records must be:
- preserved for the duration of their minimum required retention period
- discoverable, accessible and useable when needed
- secure from unauthorised access or alteration
- not lost or damaged.
While offline storage can be referred to as backup storage, it is different to using backup technologies for disaster recovery/business continuity purposes. This is because backup technologies contain an additional copy of records that are held in current systems.
Questions to ask when determining how to manage records held in offline storage include the following:
- How long will the records need to be kept?
- What media is being used to house the records?
- Is the metadata captured sufficient for the record to be accessed and understood in context over time?
- Will the format used continue to be accessible and understandable for as long as needed?
- What equipment (including software) needs to be maintained to ensure ongoing access to records?
- What checks and reviews will be needed over time to ensure that the record can continue to be accessible, readable and useable?
- What preservation strategies, such as media refresh, migration and conversion, will be needed to preserve the record in context over time?
Records held in storage must be retained for the duration of their retention periods and then disposed of lawfully and in a timely manner.
The definition of record under the Public Records Act 1973 is very broad and includes data and information. Public offices must ensure that records/data/information are managed in compliance with PROV Standards.
Material in the Public Record Office Victoria archival collection contains words and descriptions that reflect attitudes and government policies at different times which may be insensitive and upsetting
Aboriginal and Torres Strait Islander Peoples should be aware the collection and website may contain images, voices and names of deceased persons.
PROV provides advice to researchers wishing to access, publish or re-use records about Aboriginal Peoples