Records should minimally be stored within controlled access. They may be in a locked cabinet or room, and typically only the quality unit has access.
Preserving the Integrity
Preserving the integrity of the records is also a factor and most organizations will keep records in fire-resistant cabinets, or in a room that is fire-rated or has a fire suppression system that is not water-based.
Alternatively, or additionally, records may be scanned before being stored, in which case an IT policy, or policies, which define backup intervals, retrieval processes and archiving practices should be established.
Record Checkout
A record checkout system is usually implemented in which a checkout card (these are readily available from office supply stores) can be completed and put in place of the record with the name and date of the person who checked it out.