Explain the categories of hazards that the registry manager should protect his records from.

Natural hazards
These are also known as acts of God. Examples include; floods, earth quake, lightening, fire etc
Flooding preventive measures
Making sure that the registry is structured in a way that floods should not affect
The registry should not be built on a low laying ground
The roof should not be flat because flat roofs tent to hold water
There should be no water taps passing through or near the records
Earth quakes
The registry should have strong foundation
Lightning
Put some fittings inform of lightening arresters
Fire as a result of lightning
Install firefighting equipment ie fire extinguisher

Human related hazards
Vandalism
This is a deliberate act of destroying records eg tearing into pieces
Prevention
Ensure that there is enough security inside or outside the registry.
Ensure that all openings are bankrupt roof.
Theft of records
A file just disappears or get lost when it is outside the registry circulation

Prevention of theft
- Install security machines that can check the users as they exit the archives or record center
- User education ie inform the users that records are well used when they are centralized
- Seal all the entrances
- Use of penalties
- Reporting all acts of theft into the administration
- Create a procedure for lending out files

Misplacement
The records cannot be traced so they are lost
Prevention
If there is a lot of misplacement re- accesses the methods of organization to find out whether the users do not understand what is supposed to be done. You may change the procedure into a simpler method
Motivate workers to enhance them to concentrate in work
Mutilation
This refer to unintentional interference with the content of a record by tearing
Defacing
Pouring substances eg ink so that the content cannot be read any more
Business espionage
Stealing records to use them for a purpose

Prevention measures
- Only authorized persons get access to the records
-- Tighten your rules about file circulation eg saying that nobody should stay for two days with a file
- Bankrupt roofing can also help

BIOLOGICAL AGENTS OF DESTRUCTION
Certain living things can destroy your materials eg insects, rodents, fungus, bacterial etc
Insects
Termites for instance can destroy your information materials completely
Prevention
- You should not build registry in a termite invested area by looking whether the area has colons
- Digging all the termites and destroy their source especially the queen
-- Use insecticides to spray the surrounding of the registry
Rodents
They are mice and rats and can destroy your materials very easily
Prevention
Clear the bush around the area to prevent their breeding ground
Ensure that all openings are wire meshed
Use poison to poison the rats
Make sure that food bits are not left on the floor ie people should observe high standard of cleanliness in the registry
Inspection in the registry should be done regularly
Natural hazard/physical hazard/ acts of God
They include;
Fire
Bombs
Floods
Earthquake
Lightning
Fire prevention
There should be fire drills
Alarm systems
Suppressors ie prevent an electrical machine from causing fire
Bombs prevention
Ensure registry is purpose build to fulfill certain requirements and explosions
Human related activities can be avoided if the following measures are taken
Separating confidential records from ordinary records by keeping them in a room which is locked every time and managed by record managers.
The record management should recruit carefully its staff
Controlling access to specified records
Careful control and recording of file movement
Limiting the removal of records and period on retention of individual files
Authorizing photocopy of records hence creating a back up storage
Store records in lockable store cabinets
Using proper destruction methods eg burning, shred
Floods
This is caused by rain water.
It can be prevented by proper sitting of the record center or archive
Lightning
It’s caused by rain
It can be prevented by fitting the building with lightning arresters

ENVIRONMENTAL HAZARDS
Temperature ie coolness or hotness
High temperatures are destructive to records and are supposed to be controlled. This is by air conditioning the environment
Humidity
This is amount of water in a given amount of air. When humidity combines with heat it is very dangerous because it encourages rapid increase in fungi, moulds and insects
Rodents also like humid and warm environment
How to prevent humidity
Proper ventilation
Floor should never be dump. Use dump proof walls and floors
Install dehumidifiers machine that absorb moisture in the atmosphere
Sunlight
- Protect records against direct sunlight
- Use tinted glasses
- Use of curtains made of cloth which is poor conductor of heat
- Make sure that windows do not face either east or west
Dust
It settles on records thus attracting moisture.
It should be prevented by;
- Use of vacuum cleaner to suck up dust
- Use of blower to dust the records
Termite
Termite destroy documents in a registry
Prevention
- Destroy termite colony
- Seal all possible inlets
- Treat their wooden parts with repellents
- Floor should have a bark concrete around the registry
- Raise the building above the ground on pillars and fit anti-termite metal fringes
- Spray building with anti-termite chemicals
Chemical pollutants
Use fitters-air on all openings
Coat iron sheets with neutralizers

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Kavungya answered the question on July 23, 2021 at 04:53