Section 5. Records Storage Facilities: Requirements
Page 49
Based upon the standards and guidelines listed in the accompanying table, here are
some guidelines to assist in determining the feasibility of using an existing building for
records storage; or considerations in building a new facility.
The Location of the Building should be:
• Above the flood plain, not near wetlands or a high water table
• Not near any potential hazards (roads, train tracks, adjacent businesses /
buildings that may employ hazardous materials)
• In a reasonably safe area
The Building should meet the following criteria:
• Meet or exceed local building code
• Fire-resistive construction with a minimum of combustible materials
• Fire, smoke, heat detection / alarm system, hard-wired to Town’s Emergency
Services
• Automatic sprinkler system
• Concrete flooring
• Properly inspected and maintained (roof, drains, windows, pipes, HVAC, pest
control, cleaning)
Space(s) within the building where records are stored should meet additional criteria:
• Adjacent to a loading dock or, if on an upper floor, a freight elevator
• At or above grade; probably on the ground floor where sufficient floor load to
handle fully loaded shelving units (for static shelving about 220-250 pounds per
square foot but many variables; structural engineer should review)
• If not climate controlled, must be well-ventilated with temperature and
humidity not exceeding 77E or 55% RH on a regular basis because of the threat of
a mold outbreak. Cooler temperatures (below 70E and lower humidity between
30 and 50%) recommended for the preservation of permanent paper records as
well as other media.
• No windows; or ultraviolet [UV] radiation from sunlight blocked by means of
shades, UV filtered plexiglas or UV filter film; UV radiation from fluorescent
lights blocked with filters
• No overhead water pipes except for the sprinkler system; sprinkler heads are
generally at least 18 inches above the shelving so will affect shelving height
• NO carpets
Section 5. Records Storage Facilities: Requirements
Page 50
The space where permanent records are stored should have:
• Consistent temperature and humidity within stated parameters for the
preservation of media 24/7/365
• Slight positive air pressure to keep dust out.
Storage Equipment recommendations include:
• Commercial steel (18 gauge or less) shelving units 15 - 16 inches deep, 42
inches wide to accommodate three standard records center boxes (12 x 10 x 15).
Powder coated preferred or properly sealed baked enamel.
• Shelving units placed 3-4 inches from any outside wall, with lowest shelf at
least 3-4 inches off the floor, and top of top shelf never used to store records.
Shelving in self-service areas or where records are accessed frequently might be
as low as seven feet; shelving eight feet or higher is more typical in records
centers and increases storage capacity significantly. Height is dependent upon
the physical space and building code (ceiling height, sprinklers, and other pipes),
as well as staffing and equipment resources. Note that National Fire Protection
Association [NFPA] code changes above twelve feet.
• Shelves must be steel, not particle board or wood; 11- 12 inches apart for
records center boxes or document boxes; installed closer together for oversized
bound volumes that are being stored flat (no more than 2 or 3 volumes on top of
one another), print boxes, or tube boxes for rolled plans and maps. Alternatively,
shelves are placed 22 inches apart and boxes are stored two high and two deep
(shelves are 30-32 inches deep) on each shelf.
• Each shelf should have a unique identifier (probably a unique number) and a
“map” of the storage area(s) created, indicating the locations of the shelves.
• If space allows, steel flat (map) files for oversized maps and plans. Otherwise,
roll and box oversized maps and plans in map boxes and store no more than two
or three high.
It is possible a single large space might be divided into two or three separate areas:
1) inactive scheduled records that are going to be destroyed within a few years might be
stored in a room without 24/7/365 environmental controls;
2) inactive permanent records that are not confidential in a room with environmental
controls (this space would ideally have a great amount of excess capacity as the records
Section 5. Records Storage Facilities: Requirements
Page 51
volume would only increase over time); and
3) inactive confidential records, most of which are permanent but some scheduled, in a
caged area or locked room with environmental controls where access is extremely
limited and supervised at all times.
There also should be a separate room adjacent to the storage area(s) that can be used as
a work space. This area would serve as a holding area for boxes that are being checked
in and entered into a database; boxes that have been pulled for someone to review; or
boxes awaiting disposal. The basic needs for this space are a desk, large table(s), chairs,
hand truck, one or two units of shelving, pallets, computer, and copier/scanner.
Section 5. Records Storage Facilities: Requirements
Page 52
Summary of Standards and Guidelines for Records Storage Facilities
NOTE: Most of the standards and guidelines provided by the MA Supervisor of Public Records relate to vaults. Keep in
mind that according to Technical Bulletin 3 Records Security that “if the vault cannot accommodate all important or useful
records, provisions should be made for their storage in fire-resistant file rooms as specified in NFPA-232, Protection of
Records.” Obtain and read the full text of the standards and guidelines cited, and hire a structural and fire protection
engineer.
Site Location
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
--
5 ft above & 100 ft from any
100 year flood plain areas.
--
--.
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
–
--
Roads, fire lanes and
parking areas m ust perm it
unrestricted access for
em ergency vehicles.
--
--
--
--
Away from external hazards,
including flight paths near
airports, businesses that
m ay have hazardous
m aterials, high crim e area
Section 5. Records Storage Facilities: Requirements
Building:
Construction
1
Page 53
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
In non-fire resistive
buildings, the vault roof
shall be designed to
accom m odate a m inim um
live load of 350 pounds per
square foot. In all cases,
am ple accom m odation
should be m ade for
protection against im pact
loading by falling equipm ent
or building m em bers and
against accum ulations of
burning debris.
Designed in accordance
with applicable national,
regional, state or local
building codes (whichever
is m ost stringent) to provide
protection from building
collapse.
Meet or exceed
requirem ents of local
building code.
Fire-resistant and of
sufficient strength to protect
building from a natural
disaster. Refers to NFPA
220.1 Brick, block, or
concrete construction
recom m ended.
There are five construction classifications that are then subdivided into additional categories. Type I - Fire resistive; Type II - Non-
com bustible; Type III - Lim ited Com bustible; Type IV - Heavy Tim ber; Type V - W ood fram e . NFPA defines a Fire-resistive building as a building
of Type I or Type II (222) construction in which the structural m em bers, including wall, partitions, colum ns, floors, and roofs are of noncom bustible
or lim ited com bustible m aterials.
Section 5. Records Storage Facilities: Requirements
Building :
Construction
contd
[Roof]
Page 54
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
--
If two or m ore stories, m ust
be reviewed by a licensed
fire protection engineer and
civil / structural engineer to
avoid catastrophic failure of
structure due to an
uncontrolled fire on one of
the interm ediate floor
levels.
–
--
--
Non-com bustible m aterials
and building elem ents,
including walls, colum ns,
and floors.
--
--
--
Roof m em brane does not
perm it water to penetrate
the roof
--
--
--
Fire resistive rating of roof
a m inim um of ½ hour or be
protected by an autom atic
--
--
Fire detection and alarm
system s in accordance with
NFPA 72.
Central station m onitoring
for fire and intrusion. Also
audible alarm .
[Roof]
sprinkler system .
[Fire Protection }
–
--
Section 5. Records Storage Facilities: Requirements
Page 55
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
[Fire Protection ]
Class A fire extinguishers
or a standpipe system s with
a sm all hose, suitable for
use by the occupants of the
building, shall be provided
in a convenient location
outside the vault door.
--
--
Fire extinguishers (ABC)
Storage area
[Fire Protection]
All building m em bers
supporting the vault shall
be noncom bustible. All
structure m aterials used in
the construction of a vault
shall have a fire resistance
rating of 6 hours. All interior
fittings and finish shall be
noncom bustible.
Building colum ns at least 1
Building colum ns m eet
requirem ents of local
building code and be a
m inim um of 2 hour fire
--
hour fire resistant; One
hour rated fire barrier walls
between records storage
area and other auxiliary
spaces in an existing facility
(m ore stringent for new
ones)
resistive construction ;
separated from offices by a
m inim um one hour rated
fire barrier
Section 5. Records Storage Facilities: Requirements
MA Supervisor of
Public Records
Various SPR Bulletins
[Fire Protection]
Construction of vaults
below grade level should
be avoided whenever
possible because of the
dangers posed by the
“cooking” effect of fallen
debris, flooding from
natural causes or fire
fighting efforts, and the
difficulties of m aintaining
proper environm ental
control.
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
Page 56
NFPA 232
Standard for the
Protection of Records
File room s shall not be
located in basem ents.
ANSI/ARMA TR-012002
Records Center
Operations
Section 5. Records Storage Facilities: Requirements
[Fire Protection]
contd
Page 57
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
Autom atic fire detection
system s shall be installed
in accordance with NFPA
71, Signaling System s for
Central Station Service;
NFPA 72, Protective
Signaling System s; and
NFPA 72E, Autom atic Fire
Detectors. The system s
shall be relied on only when
there is an assurance that
the alarm s will bring prom pt
response at all tim es.
Fire detection and
suppression system that is
designed to lim it the
m axim um anticipated loss
to a m axim um of 300 cubic
feet of records
Autom atic sprinkler system
Autom atic sprinkler system
Vaults m ay be equipped
with autom atic sprinkler
protection installed in
accordance with NFPA 13,
Standard for the Installation
of Sprinkler System s
[Security]
--
Must have anti-intrusion
alarm system m eeting UL
Standard 1076
--
Central station m onitoring
for fire and intrusion. Also
audible alarm
[Hazardous
spaces]
--
2 hour rated barrier walls
for boiler room s and no
opening directly to records
storage area.
Fire barrier walls shall be a
m inim um of 2 hour fireresistive construction
Avoid attics and basem ents
Section 5. Records Storage Facilities: Requirements
MA Supervisor of
Public Records
Various SPR Bulletins
[Temperature &
2
Humidity]
2
Page 58
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
For paper-based tem porary
records. Must be stored in
conditions that prevent
active m old growth i.e.
exposure to m oisture,
relative hum idities in
excess of 70%, extrem es of
heat com bined with relative
hum idity in excess of 55% ,
poor air circulation during
periods of elevated heat
and hum idity.
--
--
ASHRAE [Am erican Society of Heating, Refrigerating & Air-conditioning Engineers] HVAC Handbook -2007 chapter 20 for Museum s,
Galleries, Archives & Libraries: 50% rh and tem perature between 59 and 77E. To prevent all high-risk extrem es, short fluctuations and seasonal
adjustm ents should be within 25 and 75% rh year round; tem perature rarely over 86E, usually below 77E
Section 5. Records Storage Facilities: Requirements
[Temperature &
Humidity]
Page 59
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
Tem peratures below 70EF.
and relative hum idity of 4045% are optim al. Due to
the difficulty and expense
of m eeting these criteria, it
is perm issible to m aintain
average vault tem peratures
of 70EF. or below and an
average relative hum idity of
30-50%, with daily
fluctuations of ±2EF. and
±3%RH.
Note: This guideline refers
to vault
For paper-based
perm anent or unscheduled
records. 24 hour / 365
days per year air
conditioning (tem perature,
hum idity & air exchange)
equivalent to that required
for office space.
--
Maxim um tem perature of
70E and hum idity between
30 and 50%. Note: This
guideline refers to the
preservation of permanent
paper records.
Section 5. Records Storage Facilities: Requirements
[Temperature &
humidity]
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
Silver halide m icrofilm
m asters require a constant
tem perature of 70EF. or
below and a relative
hum idity of 20-30% for
long-term preservation. It is
preferable that
tem peratures do not
exceed 65EF, and cooler
tem peratures are
preferable. Storage space
designed for the protection
of paper records is not
sufficient for the low
hum idity storage
requirem ents of film .
Storage requirem ents for
film are specified in 950
CMR 39.06 of Regulations
on Using Microfilm .
Micrographic Records
Managem ent - Storage
(a) Perm anent and
unscheduled records. The
extended term storage
conditions . . . are that the
relative hum idity of the
storage area m ust be a
consistent 35%, plus or
m inus 5%. Non silver
copies of perm anent or
unscheduled m icroform s
m ust not be stored in the
sam e storage area as silver
gelatin originals or duplicate
copies.
Page 60
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
Section 5. Records Storage Facilities: Requirements
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
[Temperature &
humidity]
Magnetic m edia has a
m uch lower tolerance for
high heat and hum idity
levels than paper. Magnetic
m edia begins to suffer
severe degradation at
150EF. and relative
hum idity of 85% and above.
Storage space designed for
the protection of paper
records cannot protect
m agnetic m edia from the
heat of a fire or the
m oisture generated by firesuppression efforts.
Periodic copying and
dispersal of m edia, and
specialized Class 150
records storage devices or
vaults are necessary for the
protection of m agnetic
m edia....
Electronic records storage
m edia
(G)(2) Agencies shall
m aintain the storage and
test areas for com puter
m agnetic tapes containing
perm anent and
unscheduled records at the
following tem peratures and
relative hum idities:
Constant tem perature –
62E to 68E F.
Constant relative hum idity –
35% to 45%
(G)(4) Agencies shall copy
perm anent and
unscheduled data on
m agnetic tapes before the
tapes are 10 years old onto
tested and verified new
tapes.
[Lighting]
Turn off interior lights when
they are not in use and
install ultraviolet (UV) filters
on fluorescent lights.
--
Page 61
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
--
Fluorescent lighting with
protective shading. Num ber
& wattage dependent upon
height of shelving and length
of row.
Section 5. Records Storage Facilities: Requirements
MA Supervisor of
Public Records
Various SPR Bulletins
[Lighting]
Fixed lighting only shall be
provided in the vault.
Lighting shall be lim ited to
explosion proof or vapor
proof lam ps and controlled
only from a 2-pole switch
located outside the vault.
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
Page 62
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
Section 5. Records Storage Facilities: Requirements
[Piping]
Page 63
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
W all penetrations shall be
allowed only for access,
HVAC system s, sprinkler
system s, electric lighting
and lim ited energy circuits.
W all openings shall be as
sm all as possible and shall
be sealed with approved or
listed fire-rated m aterials
and devices to prevent
sm oke, heat, flam e or water
penetration. Conduit, if
used, shall be sealed inside
and outside.
Roofs shall not be pierced
for any purpose.
Floors shall not be pierced,
except that floors of vaults
constructed on grade m ay
be pierced to allow the
passage of sprinkler piping
or HVAC ducts.
Piping (except for sprinkler
piping and storm water roof
drainage piping) m ust not
run through records storage
areas unless gutters or
shields used to prevent
leaks ff.
Com bustibles shall be kept
away from steam or other
heat piping and ducts.
--
Section 5. Records Storage Facilities: Requirements
Page 64
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
--
Floor load established by a
licensed structural
engineer. Lim it m ust take
into account height and
type of shelving, width of
aisles, configuration of
space, etc.
--
Actual shelving design,
product and layout m ust be
determ ined for floor loading.
Note: Shelving likely to be 8
to 14 feet high assuming
Facilities retrieves and
returns.
[Air Pressure]
--
If storing perm anent
records, m ust be kept
under positive air pressure.
--
--
Storage area
[Preventive
measures]
The use of sm oking
m aterials and the
consum ption of foods and
beverages in dedicated
records storage areas is
prohibited.
--
--
No sm oking.
There is no all-purpose
solution for elim inating
every pest problem .
Practice a preventive
approach to pest
m anagem ent.
Must have an Integrated
Pest m anagem ent program
as defined by the Food
Protection Act of 1996.
--
Pest control program .
[Floor load]
3
3
Thom as P. W ilsted Planning New and Remodeled Archival Facilities (Society of Am erican Archivists), 2007: Indicates that floor load for
fully loaded static shelving units m ay be 220-250 pounds per square foot but m any variables; structural engineer should review.
Section 5. Records Storage Facilities: Requirements
Page 65
MA Supervisor of
Public Records
Various SPR Bulletins
NARA 36CFR Part
1228
Standards for Records
Storage Facilities
NFPA 232
Standard for the
Protection of Records
ANSI/ARMA TR-012002
Records Center
Operations
Maintain an overall
environm ent that is as dustfree as possible
--
--
Aisles kept free of boxes,
scrap m aterials, or other
item s
Section 5. Records Storage Facilities: Standards & Guidelines for Storage and Page 66
Preservation of Records
Physical Storage
See Massachusetts’ standards.
Technical Bulletin 1: Performance Standards of Safes and Vaults, Version 2 (1996)
http://www.sec.state.ma.us/arc/arcrmu/rmutbl/tbl1.htm
Or Page 125 of the Massachusetts Municipal Records Retention Manual (2011)
http://www.sec.state.ma.us/arc/arcpdf/MA_Municipal_Records_Retention_Manual.pdf
Technical Bulletin 3: Records Security, Version 2 (1999)
http://www.sec.state.ma.us/arc/arcrmu/rmutbl/tbl3.htm
Or Page 129 of the Massachusetts Municipal Records Retention Manual (2011)
http://www.sec.state.ma.us/arc/arcpdf/MA_Municipal_Records_Retention_Manual.pdf
Records Storage Areas (rtf listed under Resources)
http://www.sec.state.ma.us/arc/arcrmu/rmuidx.htm
SPR Bulletin NO. 3-92 Maintenance of Records Storage Areas (January 21, 1992)
http://www.sec.state.ma.us/arc/arcrmu/rmubul/bul392.htm
Or Page 123 of the Massachusetts Municipal Records Retention Manual (2011)
http://www.sec.state.ma.us/arc/arcpdf/MA_Municipal_Records_Retention_Manual.pdf
National Archives and Records Administration
36 CFR Part 1234 Subchapter B Records Management
Facility Standards for Records (standards that records center storage facilities must meet
to store Federal records)
http://www.archives.gov/about/regulations/part-1234.html
Microforms Records Management
http://www.archives.gov/about/regulations/part-1238.html
Electronic Records Management
http://www.archives.gov/about/regulations/part-1236.html
NFPA 232 Standard for the Protection of Records (2007) [incorporates 232A]
can be purchased at www.nfpa.org; Fire Department and perhaps Building Inspection
likely to have code available.
Section 5. Records Storage Facilities: Standards & Guidelines for Storage and Page 67
Preservation of Records
Chapter 6 Standard Records Vault [Quoted directly from the 2007 standard]
6.1.1. ...constructed as specified herein with a minimum fire rating of four hours in
noncombustible constructed buildings and six hours in combustible constructed
buildings.
6.2.1. In a fire-resistive building, the vault shall be of either the ground-supported or the
structure-supported type.
6.2.2. In a non-fire-resistive building, the vaults shall be of the ground-supported type,
and the walls of a building shall not be used as walls of the vault.
6.2.3. Plans and specifications shall be prepared and construction supervised by a
licensed or registered structural engineer or architect in consultation with a licensed or
registered fire protection engineer.
6.13.1. Vaults shall be protected with an automatic fire suppression system....
Chapter 8 File Rooms
8.1.1. All file rooms shall be provided with automatic sprinkler protection....
8.1.6. The minimum fire resistive rating shall be 2 hours.
8.3.1. File rooms shall not be located in basements.
8.14. The records in filing equipment shall be no less than 3 inches above the floor.
See also: NFPA 75 Standard for the Protection of Information Technology Equipment
NISO TR Ol-1995 Environmental Guidelines for the Storage of Paper Records at
http://www.niso.org/publications/tr/
Gives temperature and humidity ranges, and removal of particulates by air filtration
percentages (ASHRAE 1976).
Suggested values for temperature and relative humidity:
Combined stack and user area -- 70E (maximum), 30-50% RH
Stack areas where people are excluded except for access and retrieval – 65E
(maximum), 30-50%
Maximum daily fluctuation +/-2 degrees and +/-3%. Note indicates that for
humidity a specific value within the range should be maintained +/-3%
Suggested guidelines for the removal of particulates by air filtration (ASHRAE
1976):
Combined stack and user areas -- level of filtration 60-80%
Stack areas, users excluded except for retrieval -- level of filtration 90-95%
Section 5. Records Storage Facilities: Standards & Guidelines for Storage and Page 68
Preservation of Records
ASHRAE [American Society of Heating, Refrigerating, and Air-conditioning Engineers]
Applications Handbook includes chapters for “Museums, Galleries, Libraries and
Archives” and “Data Processing and Electronic Office Areas” both of which were
updated in 2007. Can be downloaded for about $30 each from
http://www.ashrae.org/publications/detail/16339
Paper and Inks
Massachusetts
SPR Bulletin 9-04 Recording Material for Permanent Paper Records Requirement to Use
Archival Paper and Archival Ink (2004)
http://www.sec.state.ma.us/arc/arcrmu/rmubul/bul92004.htm
Or Page 113 of the Massachusetts Municipal Records Retention Manual (2011)
http://www.sec.state.ma.us/arc/arcpdf/MA_Municipal_Records_Retention_Manual.pdf
Also Update on Archival Ink (2010)
http://www.sec.state.ma.us/arc/arcrmu/rmubul/bul92004update.htm
ANSI/NISO Z39.48-1992 (R1997) Permanence of Paper for Publications and Document in
Libraries and Archives at
http://www.techstreet.com/cgi-bin/detail?doc_no=NISO|Z39_48_1992_R1997_&product
_id=36497
Records Center Operations
ANSI/ARMA TR-01-2002 Records Center Operations, 2nd ed. (2002)
Can be purchased from ARMA’s website at www.arma.org
Describes selection or construction of a suitable facility, lighting and environmental
controls, equipment, security, vault storage, operations and services.
Records Management
ISO 15489 Information and Documentation - Records Management (based on Australian
Standards AS4390) May be purchased at www.niso.org or www.arma.org
Outlines principles of records management programs, design and implementation,
processes and controls. Not a how-to-do it.
All links worked 17 April 2011
Section 5. Records Storage Facilities: Westford’s Records Storage Spaces
Page 69
Town Clerk’s Office
The Vault and the records storage space adjacent to the Clerk’s Office which we call the
Records Center are the prime records storage areas in Town Hall. The Town deserves
praise for providing such good records storage spaces and equipping them with
movable shelving to provide as much storage capacity as possible. The addition of pullout reference shelves also assists in the retrieval and use of the records housed in these
two areas.
The Vault is actually what we would call the Town Archives. It is the storage area
where those paper records of permanent value to the Town should be stored; or those
paper records that the Town determines are vital records, i.e. records essential for
resumption of operations after a disaster. The Vault’s fire resistance rating and climate
control (temperature and humidity) is intended for paper records, not film, optical, or
magnetic media.
The room outside the vault is an internal space that is above grade with office HVAC
conditions. Access is somewhat controlled as most users must enter through the Clerk’s
Office and sign in. Its sprinkler system affords reasonable protection.
We think the purposes of both spaces need to better defined. Those purposes may
change over time as a Records Management program is more fully implemented.
Basement
A room that we call the File Room was created in the basement to provide storage space
for the voluminous records primarily created by the Assessor, Board of Health, and
Permitting functions. The room does not meet existing standards and guidelines for a
records storage space containing permanent or long-term records. See Records Storage
Facilities Standards and Guidelines earlier in this Section 5.
Positives
Sprinkler system
Thermostat controlling temperature (as long as constant temperature provided
24/7)
No carpeting
Well- lit
Section 5. Records Storage Facilities: Westford’s Records Storage Spaces
Page 70
Negatives
Below grade
Electrical equipment in the space
Potential hazards from the adjacent elevator and HVAC equipment
Relatively low ceiling and awkward shape affecting positioning of existing
storage equipment & height of any future storage equipment, reducing storage
capacity
Well-lit (fluorescent lighting and sunlight’s ultraviolet radiation can damage
paper, fade printing)
Obviously, aside from installing UV filters on the lights and
UV film on the windows, there is little that can be done
about the space itself. We would recommend, however, that the
area’s temperature and humidity be monitored to learn the range
of conditions, and that a water detector be placed at the lowest
location in the room.
There is a small cart and a good ladder for anyone
retrieving or returning files. However, there is no flat
surface available on which to review records nor a
photocopier so that any file must be taken to an office and
then returned at a later time.
The rotating file cabinets are generally used in office settings as we believe these were
prior to the closing of the building. One or two such units, used as dividers and holding
confidential records, improve storage capacity, offer some security and can even serve
as a room or cubicle divider. Units as high as the ones Westford has, however, are
seldom a good choice for extensive and frequently used records because they are
difficult to pivot when fully loaded with files. Their short shelves also make scanning
shelves for records more time-consuming. In other words, they reduce retrieval time
and make filing more burdensome than it needs to be.
We recommend that the Town have Systematics or another office equipment vendor look at the
space, and offer several plans and estimated costs for moveable and fixed shelving. (As
Systematics sells Time 2 rotating cabinets, the sales rep may be able to advise whether
servicing of the existing units might make turning them any easier). We realize that the
ceiling height and sprinkler head distance requirement probably means that any
shelving will be one shelf less than the existing storage equipment. On the other hand,
Section 5. Records Storage Facilities: Westford’s Records Storage Spaces
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moveable shelving should result in the gain of some storage capacity, especially if some
of the lateral file cabinets can be removed with their contents either moved to the
shelving or stored elsewhere.
Off-site storage areas
The other records storage areas we visited in mid-March are inadequate for the storage
of temporary records (those that are being destroyed within a few years) let alone any
materials of potential long-term or permanent value.
Water Department Building
At present, records that must be retained for up to seven years
before being destroyed are stored in a room in the building at
63 Forge Village Road.
Positives
– On a slab
– Building occupied so natural or manmade disaster
may be discovered relatively quickly
– Well lit
Negatives
– No sprinkler system
– Adjacent to motor vehicles and other electrical or mechanical equipment,
hazardous materials; also adjacent restroom, furnace
– Possible exposure to fumes and other pollutants from the equipment
– Windows, external walls
– Awkward access to room for delivery and removal of boxed records
– No work space for managing the delivery and removal of boxed records
– Evidence of leaks on ceiling tiles
– Carpeting on floor that is stained which may
be sign of water; carpeting can be source of
mold and pollutants
– Baseboard heat but no air conditioning unless
someone present and turns on the air
conditioner; no ventilation apparent
– Not large enough for the volume of inactive
records which must be retained until their legal
retention period is reached
Section 5. Records Storage Facilities: Westford’s Records Storage Spaces
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As the Town transitions to standard records storage boxes (10 x 12 x 15), replace some
of the deep wire shelving at the Water Department building with commercial steel
shelving 42 inches wide and 15 or 16 inches deep. Going forward, when furnishing an
offsite records facility, purchase the 42 inch wide, 15-16 deep shelving for the boxed
inactive and scheduled records.
The deep wire shelving here and in the Highway Furnace Room might be used for
maps and plans as long as they are boxed but the Town will likely need to purchase
additional shelves so that the boxed maps and plans are stacked no more than three
high.
Highway Furnace Room
At present, records of potential permanent
value are being stored in this area – maps, plans,
Community television recordings.
Positives
– Sprinkler system
– At grade level
Negatives
– Hazards everywhere (furnace, water
pipes in room; adjacent to lunch room with possibility of pests, fumes, fire)
– No control over temperature and humidity
Millennium Building
We also visited the Millennium Building where records awaiting destruction or recent
records used for the audit were being kept temporarily. The next week they were
moved to the Water Department space. While at Millennium, they were stacked
directly on the floor in no order, clogging an office space and impeding access to the
Veterans Services office.
However, as Millennium does have a sprinkler system, it is possible that a properly
equipped room in that building might work as a records storage facility.
We did not see the Graniteville Fire Department where evidently the Health
Section 5. Records Storage Facilities: Westford’s Records Storage Spaces
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Department has some paper records; we do not know if it may be a candidate for
becoming a suitable Offsite Records Center.
Nor did we see the Technology Department’s data centers or where it maintains its
computer storage media. We assume at least one of the data centers does not have an
appropriate fire suppression system. Please note that computer tapes, disks, magnetic
media, and microfilm all require more stringent environmental and fire resistance
ratings than paper records.