What should agencies do to ensure accessibility of vital records?

Agencies should arrange for offsite storage that is still accessible as a key strategy to ensure the accessibility of vital records. This approach enables records to be protected from potential disasters that may affect the main office, such as fires, floods, or other emergencies. Offsite storage can safeguard the integrity and availability of these crucial documents while allowing necessary access when needed.

Storing vital records offsite can also facilitate better organization and preservation, especially if the offsite facility has specialized storage conditions. Furthermore, having a plan in place for retrieval from an offsite location ensures that the records can be accessed in a timely manner, supporting the agency's operational needs even in times of disruption.

Additionally, while digital storage of records can enhance accessibility, it may not fully replace the necessity of keeping physical copies, particularly for vital records that require physical preservation. Properly managed offsite storage practices can therefore complement both physical and digital record-keeping strategies, leading to more robust records management.