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2005 FRMA Annual Conference

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  1. 2005 FRMA Annual Conference “I’ve Run Out Of Space: Now What Do I Do?” John Lazuk Certified Records Manager Boca Raton, FL - May 4, 2005

  2. Presentation Agenda Presentation considers the problem of too many records and too little room • Part 1 – Overview of records center operations • Part 2 – Suggested steps • 1.) Evaluate your current situation • 2.) Evaluate options • 3.) Summarize results • 4.) Sell to top management • 5.) Implement your program Boca Raton, FL - May 4, 2005

  3. Presentation Agenda Steps 1 through 4 to be done now • Needs assessment to evaluate the situation • Records survey or inventory to determine volumes • Inspecting current storage areas • Return on investment (ROI) study to include other options • Outsourcing storage • Technology (microfilming, imaging) • “Selling” your solution to top management Boca Raton, FL - May 4, 2005

  4. Presentation Agenda Step 5 to implement into the future • Make solution part of a comprehensive program including • Record manual containing records center procedures • Staff training • Auditing use Boca Raton, FL - May 4, 2005

  5. Speaker Background John Lazuk, Certified Records Manager (CRM) • Over 20 years in developing programs for private, public, and non-profit organizations • Local Government Archivist for Oregon • Advisor to all local governments in state • Regional Advisory Officer for New York • Responsible for 1,200 agencies in 18 counties • Contact by phone at 678-475-9008 Boca Raton, FL - May 4, 2005

  6. Part 1. Overview Records center basics • Situation today • Facets to consider when creating and maintaining inactive records areas Boca Raton, FL - May 4, 2005

  7. Situation Today More records created and stored today than ever • Increasing role of government • More services and programs, more records needed to support • Technology • While records are being created and kept electronically, the “paperless office” is still a dream • Easier today than ever to produce paper records Boca Raton, FL - May 4, 2005

  8. Situation Today Government facilities often not designed to accommodate the increasing volume of records • Particularly true for semi-active and inactive records • Records used once a month or less • Leads to misuse of active office space • Records stored under desks, in closets, even on stairs • Creation of storage areas in basements, attics, outbuildings, jail cells, fire stations, abandoned buildings, and other available places Boca Raton, FL - May 4, 2005

  9. Situation Today Often little thought is put into creating or renovating storage areas and facilities • No enough room • Records cannot be accessed easily • Storage environment may damage records • Stored with equipment or supplies • Even hazardous materials • Lack of proper security Boca Raton, FL - May 4, 2005

  10. Records Center Records center best solution to problem • A centralized area used for the storing and servicing of semi-active or inactive records whose reference rate does not warrant them being stored in active office space • Cost effective as location is often in a less costly area to maintain and uses equipment that maximizes storage space and ease of access to the records Boca Raton, FL - May 4, 2005

  11. Records Center Records center usually for short-term records • May include an archival records area containing • Minute books and other permanent or historical paper records • Photographs • Microfilm • Magnetic tape or disks • Usually in a specially designed area or vault • Stricter environmental controls as opposed to areas housing short-term records Boca Raton, FL - May 4, 2005

  12. Records Center Consider the following when developing • Location • Structure • Layout • Equipment • Upkeep services • Staffing Boca Raton, FL - May 4, 2005

  13. Records Center Reference help • State of Florida guidelines • http://dlis.dos.state.fl.us/recordsmgmt/publications.cfm • Other states • http://iarchives.nysed.gov/Publications/pubOrderServlet?category=ServicesGovRecs • Professional organizations • NAGARA • ARMA Boca Raton, FL - May 4, 2005

  14. Records Center Reference help • American National Standards Institute (ANSI) • National Fire Protection Association (NFPA) • ANSI/NFPA 232-2000 – Standard for the Protection of Records • ANSI/NFPA 231 – 1995 – General Storage • ANSI/NFPA 232A-1995 – Fire Protection for Archives and Records Center • ANSI/NFPA 220-1993 – Types of Building Construction • ANSI/NFPA 13 – 1996 – Installation of Sprinkler Systems Boca Raton, FL - May 4, 2005

  15. Records Center Reference help • New construction • International Building Code (IBC-2000) • Specific record media storage standards covered by ANSI in conjunction with other organizations • Microfilm • Magnetic tapes, optical disks • Reference source listing standards at http://www.state.nj.us/state/darm/links/njac-15-3-6.html Boca Raton, FL - May 4, 2005

  16. Location Available space at or near main offices • Basements or attics • Generally unsuitable due to environmental conditions • Unused rooms or spaces in the building • From closets to small rooms • Floor load issue • Windows and doors • Dimensions too small to maximize use of shelving Boca Raton, FL - May 4, 2005

  17. Location Space away from main offices • Need to be in located close enough for easy servicing • Minimal dangers from fire, flood, and other disaster • Avoid swampy areas, flood plains, low level hurricane zones, flight paths, pest infestation areas, industrial areas (chemical, utility, and hazardous material plants) • Close to fire, rescue, and police services Boca Raton, FL - May 4, 2005

  18. Location Off-site considerations • Area for future growth if needed • Space for loading and maneuvering of commercial size trucks or vans to transport records • Parking for employees and visitors, including handicapped parking • Single use structure best Boca Raton, FL - May 4, 2005

  19. Structure Shared structures a problem depending on use • Offices are better than garages, storage areas • Storage of highly combustible, inflammable, or toxic substances should not be permitted • Four hour fire resistive fire walls • May not be enough • Main entrance to shared space separate from the records center area for security reasons Boca Raton, FL - May 4, 2005

  20. Structure Structure options • Renovate an existing structure you own • Lease or purchase a facility • Build a facility • In each case bring in a qualified architect/structural engineer to help • Seek advise from others who have gone through the process Boca Raton, FL - May 4, 2005

  21. Structure Florida factors • Humidity • Pests • Violent weather • Protection against lighting • Minimum window exposure • Above ground storage Boca Raton, FL - May 4, 2005

  22. Structure Permanent type construction is essential • Concrete block with brick façade or other non-combustible materials • Single story with concrete floor with a minimum floor load of 300 lbs per square foot • More if storing microfilm, less if none or low impact weigh storage shelves in the area • Constructed with non-combustible materials • Well insulated and sealed Boca Raton, FL - May 4, 2005

  23. Structure Roof construction • Sealed with good drainage • Flat roofs kept clean and drains cleared • Roof turbines and fans to be sealed around edges • Non-combustible and heat resistant • Metal roofs can be a problem Boca Raton, FL - May 4, 2005

  24. Structure Interior • Fire resistive fire walls separating areas • All openings protected by fire doors • No ducts passing through fire walls • No water, steam, or other pipes other than sprinkler in the records areas • Building columns two hour resistive from the floor to the point they meet the roof framing system • Minimal openings (windows, doors) Boca Raton, FL - May 4, 2005

  25. Structure Fire protection • Automatic sprinklers • Preactive dry pipe systems are recommended (leak factor with wet systems) • Wall mounted fire houses (for fire department use) • High pressure or dry powder fire extinguishers • Fire and smoke detectors throughout the building • Smoke detector best for records areas • Photoelectric (smoke) and ionization (combustible products) detection Boca Raton, FL - May 4, 2005

  26. Layout Building areas • Storage (dimensions) • Environmentally-controlled area or vault • Staging (for shipping and receiving) • Disposal • Shredding operations and/or pickup • Loading (preferable a dock) • Administrative/office • Viewing • Other work (imaging or microfilming) Boca Raton, FL - May 4, 2005

  27. Layout Storage area • Dimensions • Rectangular is best for long shelving system • Should be 30-40% full after all current records shelved • Ceiling height (determines shelving plans) • Support column locations • Seek areas along load bearing walls • Floor load • Study must be done if area not on first floor and/or in older, non-industrial use structure Boca Raton, FL - May 4, 2005

  28. Layout Storage area • Limit water and other pipes • Heat ducts can be a problem • Walls, ceiling, and door materials and treatments • Insulation, vapor locking and water proofing • Forced air ventilating, wall and roof turbines or fans • Look for mold, water stains on walls or ceiling • Openings for easy moving of boxes, equipment • Eliminate windows on outside facing walls • Environmental and security reasons Boca Raton, FL - May 4, 2005

  29. Layout Environmentally controlled storage area • Temperature range of 65 to 70 degrees Fahrenheit • Humidity 45 to 55 percent • Key is to limit fluctuations to a few degrees, percent • Holdings • Microfilm (55-68 degrees, 30-40%) • Do not store silver halide and diazo copies in same area • Keep away from other media types due to gases • Computer tapes and disks (68 degrees, 30-40%) • Archival paper records (65-70 degrees, 40-50%) Boca Raton, FL - May 4, 2005

  30. Layout Environmentally controls • Use devices to measure temperature and humidity • Hygrothermographs automatically chart on graph • Physchrometers and thermometers must be read • Air conditioning system should have filters to remove dirt, particles, and gases • Do not use electrostatic filters due to gases • De-humidifiers • Pest control measures and regular dusting & cleaning • Use incandescent rather than florescent lighting Boca Raton, FL - May 4, 2005

  31. Layout Vault area • Seek design and construction from a licensed engineer or architect familiar with installation • Do not rely exclusively on vault supplier • Reference • Standards for Protection of Records (#232 from National Fire Protection Association) • Chapter 1B-26, Florida Administrative Code Boca Raton, FL - May 4, 2005

  32. Layout Staging areas • Areas to place records that have been retrieved for shipping out and those sent back to refile • Open • Secure • Adjacent to the storage area • Adjacent to loading dock • Separate outgoing and incoming areas important • This is where refiling problems begin Boca Raton, FL - May 4, 2005

  33. Layout Disposal area • Separate from staging areas to avoid records being destroyed by mistake • Shred areas • Well-ventilated and secure • Gets messy so wall off if possible • Staging areas for records to be shredded and to store materials once shredded • Schedule regular pickups - don’t store unprotected outside of facility Boca Raton, FL - May 4, 2005

  34. Layout Loading dock or area • Small or low volume centers may need only an unloading area or platform • Above ground, preferably 2 or 3 ft • Direct entry into building • Overhead weather protection • Larger volume centers need loading dock to accommodate commercial freight vehicles • Dock 3.5 ft in height • Should be adjacent to staging areas Boca Raton, FL - May 4, 2005

  35. Layout Administrative/office areas • Staff areas • Room for desks, equipment • Wired and environmentally-controlled • Rest rooms, break rooms, water fountains, etc. • Meet ADA requirements for accessibility • Viewing room • Large enough for table, chairs, room for boxes • Other work (imaging or microfilming) Boca Raton, FL - May 4, 2005

  36. Layout Security • Limit direct access to storage areas from outside as much as practical • A single door to administrative areas is best • Consider walling off staging from storage areas • No direct doorway into storage area from outside except for fire doors • Intrusion alarm all entrances including windows • Set facility alarm at opening and closing Boca Raton, FL - May 4, 2005

  37. Equipment Storage work area • Ladders • Carts • Pallet jacks • Forklifts and pickers (large systems) • Bar code scanners (if system implemented) • Tables • Delivery vehicle • Shelving/decking Boca Raton, FL - May 4, 2005

  38. Equipment Minimum shelving specifications • Heavy duty steel - 18 gauge or lower • The lower the gauge, the stronger the shelving • Consider the number of boxes you plan to store in each section • Dimensions 42” Wide, 32” deep, 24” height for each section – 3 boxes across, 2 deep, 2 high • Height of overall units vary with area • Keep at least 18” from sprinkler heads Boca Raton, FL - May 4, 2005

  39. Equipment Shelving • Keep away from wooden decking • Buckles under weight • Picks of moisture where humidity high • Omits gases over time as wood decomposes • May aid in destroying records in case of fire • Light-toned best to optimize lighting • Powder-coated or baked enamel over painted Boca Raton, FL - May 4, 2005

  40. Equipment Shelving • Long rows of shelving is generally more cost-effective than a greater number of short ones • Add on units (3 sides) to end units (4 sides) are usually less expensive • Broken versus box-welded flanges • Flange refers to the outer four edges of the shelf • Box welded are stronger, but more expensive Boca Raton, FL - May 4, 2005

  41. Equipment Shelving considerations • Install lighting to run perpendicular to the line of shelving or vice versa • Shelving should run parallel to the direction of airflow • Leave a few inches of space between the shelving and the wall to allow for circulation • Space shelves 36” apart (ADA requirement) • Don’t locate under overhead water pipes Boca Raton, FL - May 4, 2005

  42. Equipment Storage box specifications • Interior dimensions 12W x 15L x 10H • Two hundred (200) pound, C flute • Die cut box (for assembly) • Attached lid with one piece construction preferable, roll over scores on one length panel for uni-box construction. For a box with a separate lid, the lid should be two hundred (200) pound, B flute with roll over scores • Double walled on both width and bottom panels, single wall length Boca Raton, FL - May 4, 2005

  43. Equipment Records center software • Storage and tracking control • May include bar coding shelves, boxes, and/or files • Request processing • Destruction notification • Security and access features • Vendor-supplied support, maintenance, training • “Off-the-shelf” rather than customized • Ease of use Boca Raton, FL - May 4, 2005

  44. Equipment Office areas • Desks and tables • Chairs • Phones and faxes • Computers • Software • Records center software for storage control, including bar coding shelves, boxes, and/or files • Work (e-mail, office suites (Microsoft, etc), internet Boca Raton, FL - May 4, 2005

  45. Services Facility upkeep • Pest control • Cleaning • Mail • Destruction • Office supplies • Break room • Electrical, facility, and general repair Boca Raton, FL - May 4, 2005

  46. Staffing Duties and responsibilities to cover • Storing, retrievals, and refiling of boxes and files • Data entry into system to record transactions • Charge back or other billing • Delivery and pickup • General maintenance and administration of area Boca Raton, FL - May 4, 2005

  47. Part 2: Action Steps Consider these steps 1.) Needs assessment • Where you are now 2.) Evaluate options 3.) Summarize results • Include ROI study 4.) Sell to implement 5.) Implement your program Boca Raton, FL - May 4, 2005

  48. Step 1. Needs Assessment Needs assessment to study your current situation • Can be formal or informal • Formal examines all facets of current situation • More time consuming, costly • Informal provides general overview • Less detailed - often leads to a more detailed study Boca Raton, FL - May 4, 2005

  49. Needs Assessment Return on investment (RIO) component • Start collecting information now to help determine your cost per box or cubic foot based on the later options you chose • Extend costs at least 5 years in future, at least 10 years if you are considering a capital project (creation or renovating a facility) • Consider keeping operations in-house versus out-sourcing some or all versus technology some or all Boca Raton, FL - May 4, 2005

  50. Needs Assessment Sections • Analysis of records volume and growth • Use results from a recent records survey or inventory • Inspection of current storage areas • Physical conditions • Space to meet future needs based on records growth • Accessibility and service requirements • Summary explaining what is working and what is not Boca Raton, FL - May 4, 2005