Alice works in the Academic Registry. Her team have been told that they will be moving to a new building, which will have limited storage room for paper records. Currently, Alice’s team have a large number of paper records of former students, which they store in a storage room. They won’t have space for these at the new building, but will still need to keep them for 7 years.

Alice assesses her team’s records and decides to have them stored offsite. She decides this because:

• The records are rarely accessed (around once or twice per year), so delivery costs will be low over their lifetime
• If a record does need to be found, it will be possible to retrieve it from storage by calling a whole box back, meaning that file indexing won’t be needed (which could be expensive)
• Any retrievals that will be needed can wait for next-day delivery, so there won’t be any extra costs for scan-on-demand or same-day delivery services

Having decided this, Alice follows the storage process, and (following confirmation that this is the best option for her documents) has her records picked up for storage. Her team can now concentrate on the rest of their move preparations.