How should agencies arrange offsite storage for vital records?

Arranging offsite storage for vital records in a facility not subject to the same emergency is crucial for maintaining the integrity and accessibility of these records during a crisis. This approach ensures that if the main office experiences a disaster, such as a flood, fire, or other emergencies, the vital records remain safe and secure in a different location. The primary goal of offsite storage is to protect essential documents, enabling the agency to resume operations with minimal disruption. By selecting a facility that is geographically separate from the main office, agencies can significantly reduce the risk of losing critical records due to a localized disaster.

In contrast, options like using a storage unit near the main office are less favorable since they do not provide the necessary protection from emergencies that could affect that immediate area. Storing records at local government facilities might not ensure optimal security or be accessible during a crisis, and choosing temporary digital formats may compromise data integrity or accessibility, which are significant concerns for vital records. Thus, utilizing facilities that are insulated from the same risks is the soundest strategy for safeguarding vital records.