When to Send Physical Records
The timing of sending records to storage is a decision best made after evaluating the individual needs of your office. In general, Records Management suggests that you assess your access frequency and the convenience value of having the records on hand. You can then weigh that against the personnel and space costs of having the records on site.
Obviously, there is no absolute guideline for determining when the balance tips in favor of sending a set of material to Records Management. That decision is left up to the Records Custodian.