What action should be taken regarding access to records stored on-site?

Restricting access to records stored on-site to authorized personnel only is essential for maintaining confidentiality, security, and integrity of sensitive information. The rationale behind this choice stems from the need to protect private and sensitive data, such as personal identifying information and confidential municipal records.

By ensuring that only trained and vetted individuals have access to these records, municipalities can minimize the risk of unauthorized access, data breaches, and potential misuse of information. This practice aligns with best practices in record management and data protection regulations, which emphasize accountability and security in handling sensitive documents.

In contrast, open access to all staff or public access could lead to significant risks, including the mishandling of records, loss of sensitive information, and possible violations of privacy laws. Granting access without supervision similarly poses dangers, as it does not ensure that the records are being handled appropriately or that security protocols are being followed. Thus, restricting access to authorized personnel only balances operational efficiency with the critical need for security.