1 / 138

2005 FRMA Annual Conference

2005 FRMA Annual Conference. “I’ve Run Out Of Space: Now What Do I Do?” John Lazuk Certified Records Manager. 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

Download Presentation

2005 FRMA Annual Conference

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.


Presentation Transcript

  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

More Related