Storage of records

Digital storage tips

• Store records in systems that are approved (and backed up) by IS&T:
  • Use OneDrive and personal MIT Google Drive accounts for your own working documents not yet shared with your team or other Institute colleagues.
  • Use SharePoint and shared drives for shared team documents.
  • Use MIT email accounts to conduct Institute business.
  • Remember that Outlook is not a storage system.
• Protect records from unauthorized access, alteration, and deletion:
  • Ensure that only authorized employees have access to information systems.
  • Use the offboarding checklist and remember to manage access as roles change.
  • Review Information Protection support, training, and resources.
  • Comply with the requirements of the Written Information Security Program (WISP).
  • Learn how to identify and report an information security breach.

Onsite storage tips

• Store active records onsite in a secure, stable environment.
• Use lockable file cabinets and desk drawers to store medium and high risk information.
  • Be mindful of who has access to your work areas and lock them when unattended. “Two lock” storage is best: a lockable drawer within a lockable work area provides an added layer of security.
• Think twice before storing files in closets, attics, basements, or storage rooms that are not in (or adjacent to) your office.
  • It can be difficult to control who has access to these spaces, especially if they’re shared by multiple departments. Remote spaces, particularly basements, can become too humid or flood without your notice, damaging or destroying files.
  • Consider offsite storage at Iron Mountain instead.

Offsite Storage at Iron Mountain

Iron Mountain provides secure offsite storage for MIT’s inactive non-permanent paper records, allowing you to reclaim office space and recall – or request scans of – documents on demand.