A big thank you to everyone who took the time to respond to my query on building a records storage facility. I also want to thank those who took the time to respond to my specific queries. I am currenltly going through all of the mentioned sources to find out how our specific situation can be handled.
My original query:
"Though I read through all the messages (and some great advice and opinions), I have been a lurker in the shadows on this list serve so far. Have emerged
out of hiding due to an issue that we are facing with an institution. As part of the records management solution that we are currently building for them, we have been requested to make a presentation on specifications for building a record storage facility. I have compiled some basic information, but I would like to add more.
Would anybody be able give any advice on this or point me to any web resources where I can read up on the same?"
A summary of responses:
1)
Northeast Document Conservation Center
Preservation in Building Design: Select Bibliography (Leaflet 1.7)
http://www.nedcc.org/plam3/manual.pdf
There are many reference citations listed in the manual that can lead you to more information.
2)
If you haven't already, you will want to check out the ARMA bookstore.
Of note is:
"Records Center Operations, 2nd Ed. (PDF)
Author: ARMA International Standards Records Center Operations Task Force
Member Price: $25.00
Non-Member Price: $36.00
ISBN: 1-931786-04-6
This ANSI technical report will assist organizations in designing or selecting an appropriate records center site. It includes information on equipping, staffing, operating, and managing a records center with a new section on vaults and expanded sections on security, protection of records, and records center software. This technical report also discusses commercial records storage facilities and includes criteria for assessing and selecting a site. It also includes worksheets and
instructions for performing a cost analysis to aid in the decision between using in-house or commercial records storage. Includes appendices, annotated bibliography, and index.
PDF download, English, 40 pages, 2002"
The Library of Virginia has an outstanding State Records Center, consisting of storage areas for both temporary and archival records. You can find out more about it at http://www.lva.lib.va.us/whatwedo/records/rc-svcs.htm.
3)
We just attended a conference in Washington this past week, offered by NARA, that addressed this very topic. I would suggest you go to their web site to see if any information is still available. If not, if you send me your address, I'll be happy to photocopy the handouts and send them to you.
4)
I recall that NARA has records storage facility standards. There are also fire codes that apply just to records storage
Just a couple of personal opinions based on my experience in the design and construction and latter expansion of a large high bay records center for state government:
1. Think of it as a warehouse, not an archive, apply modern material handling solutions. The records are a product, the building is a warehouse.
2. Integrate material handling equipment, location control systems, software and hardware from the start of design - create a system, not just a building.
3. Be very aware of fire codes if you go high bay
5)
I have also been referred to www.prismintl.org
What a great listserve!,
Thanks once again,
Terrence Fernandes
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