Appropriate And Cost-Effective Means Of Storing Information

As with all aspects included within the information lifecycle model it is important that the storage of information is fit for purpose. When in active use the prime determinant of fitness for purpose is ease of access: people want to be able to get hold of the information they require as quickly and easily as possible. However, when the frequency of use begins to decline so other factors also need to be considered.

Access will inevitably continue to be a factor - after all, there is seldom much point in continuing to store information if nobody is aware of its existence or knows how to find it. However, this consideration will inevitably be tempered by cost considerations. Near-line storage costs money, whether it is the costs associated with keeping paper records in prime office space, or delays caused by people sifting through unnecessary information to find the content they urgently require. This raises the question of what the alternatives may be and when it is appropriate to consider them.

Storage Options

For physical information, it may be worth considering moving semi-active content into off-line storage facilities which are usually located in cheaper, lower-grade accommodation and able to take advantage of economies of scale. Alternatively commercial storage providers can take away the need for onsite storage altogether - though at a cost and at a trade off in terms of speed and ease of access.

Crossing the boundary into the semi-current phase of the lifecycle might also mark the time to consider changing the format of information. Scanning can be an efficient way of reducing the physical footprint of your information but is not the quick and foolproof solution it can appear. Scanning is an expensive process and you want to be sure you are only scanning information that deserves the expenditure. There are also significant questions to be resolved regarding the management of the scanned copies and the longevity of the electronic, scanned versions.

For information that is born digital decisions regarding appropriate storage are less pressing, but do still exist. Some institutions employ email archives which automatically capture email and store emails within user accounts which are over a certain age. In such situations it is obviously important to consider carefully what this age should be and what the implications may be for information retrieval. Alternatively it is not unusual for users to create their own annual .PST files containing all of the emails they have sent or received during the year as a personal reference archive. It would be wise to consider the relative merits and potential risks involved in users adopting this approach and deciding whether to condone or condemn this practice.

Out Of Sight Shouldn't Mean Out Of Mind

It is worth remembering that the institution is responsible, and potentially liable, for all the information it holds. It is therefore important that wherever information is being stored, appropriate management controls are extended to it. Moulding boxes and unlabelled back-up tapes stored in a broom cupboard are of no use to anyone, but are a potential risk to everyone.