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ANNEX C
NAS Document Handling Guidance (TO
BE REVISED)
INFORMATION AND REGULATIONS FOR RETRANSMITTED
FILES
This leaflet provides guidance to Scottish
Executive staff requesting departmental files to be
retransmitted into their temporary keeping for business
purposes.
The National Archives of Scotland (
NAS) is the government agency
entrusted with the preservation of the public records
of Scotland and with making them accessible to the
public. Many paper documents are already in fragile
condition when they reach the
NAS and further handling directly
affects the life expectancy of such material and
increases the aging process. We ask, therefore, that
all files and documents temporarily retransmitted to
you be handled as carefully as possible while they are
in your keeping in order to help us preserve them for
use by future generations.
In particular, please observe the following
advice when consulting archive material -
- Make sure that your hands are clean
- Use only pencil when taking notes from a file
- Do not eat, drink or smoke near a file
- Use only acid free bookmarks (provided). Do not use
post-it notes as markers
- Do not remove documents from the files
- Do not mark the documents in any way
- Never employ correction fluid on an original
document
- Be careful and vigilant when making photocopies
from files. Rough handling can cause documents to
become loose and may lead to them becoming lost or
misplaced
- Ensure that files are properly stored in a secure
and risk free environment
NB: where data protection requires a
redaction exercise to protect individuals named in a
file which is to be made available for inspection, a
photocopy must be used for this purpose.
The original document must not be marked or changed
in any way.
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