Managing Special Format Records

Managing Records in Special Formats

• Special formats require unique storage and management methods.
• Documents may need to be separated from their original contexts for practical reasons.
• Standard boxes/bundles are often insufficient for special format records.
• Records requiring special treatment include maps, photographs, moving images, audiotape, electronic records, and computer printouts.

Learning Objectives

• Identify types of special format records.
• Explain methods for managing and storing special format records.

Managing Records in Special Formats (Detailed)

• Practical need to separate documents in special formats from their original context.
• Most records are paper based, suitable for standard boxes and bundles.
• Some records won't fit standard spaces or require special handling (maps/plans, photos).
• Links must be maintained between special format records and their original files.
• The methods for linking special media items to the file from which they were extracted must be established

Methods for Management and Retrieval

• Users can request the original file containing the special format media item.
• Users can search indexes for special format media and retrieve the original file.
• Links must be created to connect extracted special format media to their original context.

Caring For Records in Special Formats

• Materials should be stored in suitable conditions based on their long-term value.
• Special storage containers may not be necessary for temporary records (e.g. maps/plans with one- or two- year retention periods).
• Maps/plans/drawings/photographs can be wrapped around core tubes for long-term preservation or rolled inside cardboard tubes.
• Photographs should be stored in acid-free folders in a controlled environment.
• Specialist indexing may be required to link photographs and other related records.

Audiovisual Materials (e.g. film, tapes)

• Moving image film, especially nitrate-based film, requires particular storage conditions due to potential fire risk.
• Safety stock film can be stored under controlled conditions.
• Audiotapes should be stored under similar conditions as film and with playback equipment for retrieval.

Electronic Records

• Guidelines & mechanisms for storing electronic records are constantly changing.
• Electronic records' storage should adhere to relevant archival procedures.
• Electronic records should be stored in environments free of dust and magnetic fields.
• Electronic records should be protected against temperature and humidity fluctuations.

Computer Printouts

• Computer printouts on continuous paper may not fit standard storage boxes.
• Larger containers or bundling may be necessary.
• Records Managers need to ensure the records office to identify the likelihood of receiving such printouts.
• Computer printouts should receive appraisal and have action dates to avoid indefinite retention. Records not needed indefinitely should be transferred.