University Secretary

Your immediate office space should be reserved for the records that you need to consult frequently in order to carry out day-to-day work.  Your older material should ideally be kept within a separate store room within your department. 

Make sure any shelves within the room are positioned several centimetres above floor level to guard against water damage in the event of a flood, and try to keep the temperature and humidity at stable levels to prevent the development of mould.  If possible, avoid using basements, since they tend to be damp and are liable to flood.

Alternatively, you can transfer your older records to FileStore This is a storage company based in Southampton, which provides a document retrieval and delivery service for the University. For more details, about using this facility, please contact Russ Reeves, Facilities Manager, Campus Environment.