Paper's fragility makes document storage critical

At a recent celebration of the Wayne State University archiving program, David Ferriero, 10th archivist of the United States, told audiences that proper storage of paper documents is incredibly important to preserve records and sustain fragile materials during an extended period of time, according to a recent report from the South End.

The meeting was run by the Society of American Archivists, and Ferriero used the opportunity to emphasize the importance of creating safe and secure storage environments for paper records. Ferriero explained that historians can look back at documents thousands of years old, carved into stone, and still see the writing. However, the current procedures used to print books often involve using an acidic ingredient that makes paper liable to waste away and fall apart quickly. As a result, it is not uncommon for a document that is less than a century old to "turn into dust" when left on shelves.

Lauren Zemaitis, president of Wayne State University's student Society of American Archivists and who is working on a master's degree in the field, told the news source the SAA is critical because it sets forth the ethical and technical standards behind archiving paper documents. Such practices as establishing a humidity controlled environment to store documents, identifying the right temperature for files, deciding what is important enough to archive and other procedures all set forth by the SAA to make sure historically-relevant materials survive for future generations.

Beside discussing the importance of document storage when it comes to archiving, Ferriero also spent some time talking about the problems the national government is now facing when it comes to archiving. He explained that it is a major challenge just to keep up with the day-to-day record storage needs of agencies and organizations working in the government. This makes historical archiving even more challenging. However, the important nature of the documents handled by the National Archives makes it important that the organization finds a way to preserve everything.

While many businesses may not face the same historically relevant challenges as the government when it comes to document storage, they do need to carefully conform to legal and regulatory guidelines that mandate how records are stored. Since many document formats, such as many medical records, I-9 forms and other files are kept in paper form, these documents must be preserved accurately, securely and, in many cases, separately. Companies can overcome the many challenges of storing records in such a way by outsourcing their document storage needs to a third-party specialist.

Records management companies offer facilities designed to store papers in environmental conditions that prevent the paper from deteriorating over time. These locations also have robust fire control and suppression systems to help prevent data loss in the event of a disaster. Floods are also avoided through careful construction and location in areas with minimal threat. This can give businesses a sense of security that is only enhanced by carefully designed access control systems that ensure only certain individuals can actually access the paper documents stored in the third-party facility.

The importance of proper document storage is pushing more businesses to invest in third-party services for records management. According to a recent Gartner study, the market for strategic document outsourcing in North America is positioned to grow 2.8 percent to reach revenues of $17.6 billion before the end of 2011. By 2012, Gartner expects the market to reach $18.3 billion. In 2015, the sector's revenues will climb to $20.8 billion.