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)
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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