It is the policy of the City of Monterey to insure that its records are identified and protected as much as humanly possible from natural and man-made disasters. This policy applies to all employees who create, receive and maintain City records. The administrative procedures described below afford the City the most efficient and cost effective method for protecting City records and recovering records when disasters occur.
To prevent damage:
•Do not store records in loose stacks on desks or on top of file cabinets
•Do not store records in a basement or an attic
•Do not store records near water pipes or air conditioning
•Do not store records near a heat source
•Do not store record storage boxes on the floor
•Do not store record storage boxes on top of each other
•Do store records in file cabinets or in file drawers inside desks
•Do store vital records or copies of vital records in an alternate location
•Do store record storage boxes on shelves off the floor
•Do properly label file cabinets and record storage boxes (e.g. include series numbers, quantity of files, beginning and end range of records, and date range for records)
•Do maintain and update an inventory of records and record storage locations
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