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MIT Records Management Program: Storage

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
Avoid using non-MIT email accounts to conduct MIT 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-risk 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 (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.