This projection, along with an examination of costs of protection methods and budgetary levels, provides a basis for choosing options. Duplication and Dispersal Many records can be adequately protected by simply distributing duplicate copies to one or more locations other than the central or primary building of government. Certain methods have clear-cut advantages. Once duplicates have been created, they may be distributed or dispersed in a variety of ways. Records are often distributed to locations other than the primary building of government as part of regular operating procedures.
Many local governments give copies of minutes, resolutions and ordinances to their public library.
In these cases, the local government should ensure that dispersed records are kept for their minimum retention periods and that they are available to appropriate officials. In cases where vital records are not being dispersed as part of routine procedures, special measures can be adopted for distributing them solely for the purpose of affording them protection, e.g., sending vital human services records for safekeeping to public works buildings. Use of this technique has practical limits imposed by the degree of care given to records by offices or agencies which have no specific need to receive them. Often a central building is the only public facility in a local government, or the only facility with staff, equipment and supplies capable of housing records. On-site vital records considerations include the analysis and improvement of buildings or facilities, equipment and supplies, as well as the institution of procedural controls.