Can you tell me please what are the precautions we should take for keeping hard copy of documents in safe manner/way?

Type of data handled and its impact on the environment (especially if it is on a toxic media).
Type of media containing data and its storage capacity, handling and storage requirement, reliability, longevity (in the case of degradable medium), retrieval effectiveness, and ease of upgrade to newer media.
Data handling responsibilities/privileges, that is, who can handle which portion of data, at what point during the project, for what purpose, etc.
Data handling procedures that describe how long the data should be kept, and when, how, and who should handle data for storage, sharing, archival, retrieval and disposal purposes.

we must to know if the place of storage is appropriate , and the type of media containing data and longevity . 

I would suggest to laminate the documents to save it from wear and tear. The documents should be arranged in proper stack with stack id and the stack entry should be maintained in register for quick reference. The documents should not be near damp areas or near fire. 

 

1. The first step of documentation start by keeping your physical documents secure using a safe or fireproof/ waterproof case.
2. It is important to have good filling system. This means designing a smart file organization scheme right from the beginning.
3. Invest in a series of file cabinets and arrange them according to the types of records they hold, keeping basic record types together and using folders and partitions to separate individual files
4. To safe space it is advisable to remove old or unused document on periodic base

 

 

 

It should be in quality paper, It must be preserve in a manner so that any silver flice or fire or damp can not damage the documents. 

Routine Cleaning, Proper Shelf Maintenence, Proper Ventilation and Lighting, Using Pesticides and Insecticides and Digitization of Rare Materials.

Must be legible, identifiable, accurate, authenticated, durable.

Store them is safe fire proof, water proof, and natural calamities protective containers possibly fomugated to deter rodents and aphids. Avoid high moisture levels

only control documents we should maintained in any form .. no hard copy mandatory 

Proper shelving under controlled condition of temperature, humidity, light and air. AC controlled is the best option. The other option is to digitize the collection, especially the rare and expensive one. Both option depend on the budget and other facilities available in the Library.

 We have to archive in a Good drawer/Closed places by keeping Hanging Folder/Box Files but make sure to Register each and every documents through specific software (Eg; Mail Management Software) so we can easily retrieve the documents as per the request.

Keep As soft Copies by scanning and kept in Hard Disc, Intranet of Corporates Systems,which can be prevented by rusting and also space consuming racks and Dust.