8. STORAGE EQUIPMENT 

Considerations and Rationale: 

Record storage can impact its longevity.  The SAA, therefore, reasoned that providing the appropriate record storage equipment (such as shelving cases, cabinets, racks, and other furniture (SAA, 2009, p. 123)) to support the collection would be critical in determining how well records will be kept and maintained. Additionally, the type of materials and finishes that the record storage equipment are comprised of will also contribute to the longevity.  The following are SAA’s guidelines regarding storage equipment used to maintain archival records.

GUIDELINES: 

Selection of storage equipment depends on the Archival facility’s space, budget, and technical considerations (SAA, 2009, p.123).  With these considerations, the SAA’s guidelines are as follows: 

  • Static or fixed shelving may be selected as a shelving system. Both of these choices are less expensive to purchase and install but requires a larger floor area than mobile shelving (SAA, 2009, p.123). 
  • Mobile and compact shelving can store more records in a smaller space and can supply greater security to specific sections of storage (SAA, 2009, pp.123-124).  Mobile shelving, however, requires a heavier floor load than static shelving and may not be feasible in existing buildings  (SAA, 2009, p. 124). 
  • Steel is the material of choice for shelves in archive facilities (SAA, 2009, p.124). The shelves should be finished with an electrostatically applied powder coated finish to avoid the off gassing problems associated with baked enamel (SAA, 2009, p. 124). Other favorable options include chrome plated steel and anodized aluminum shelving (SAA, 2009, p.124). 
  • Archival shelving must be designed to withstand the design weight of the records without failure and should be braced and secured to prevent deflection, lean, or collapse when all shelves are full (SAA, 2009, p. 124). Shelving supports should be strong enough to not bend or warp when units are full (SAA, 2009, p.124). 
  • Shelving should be arranged in such a way as to make maximum use of floor space while also complying with fire and life safety regulations (SAA, 2009, p.126).
  • Shelving ranges should never be located under water pipes, located against uninsulated outside walls, or located against heat sources (SAA, 2009, p.126). 
  • The width of the main aisles for archival stacks depends on the type of shelving system used (SAA, 2009, p.127).  Static or mobile shelving units requires that the main aisles should be at least 48 inches wide (SAA, 2009, p.127).  For high bay mobile shelving, main aisles should be at least 12 feet wide to allow space for retrieval of equipment (SAA, 2009, p.127). 
  • Shelving bay units should have have kick panels at the bottom of each bay or unit (SAA, 2009, p. 125).  Each range may have metal end panels (SAA, 2009, p.125). 
  • Cross bracing and metal dividers should not be used between double faced bays where it allows pass through storage between bays for oversized materials (SAA, 2009, p. 125). Construction criteria for shelves include:
        • (1) Minimum 16-guage steel for uprights and bracing (SAA, 2009, p.125)
        • (2) 18-22 gauge shelf thickness (depending on the requirements of the archival stacks)(SAA, 2009, p.125) 
        • (3)Shelves:  maximum structural deflection of L/320 (length of the shelf divided by 320)(SAA, 2009, p.125). Additionally, all shelves should be fully adjustable in one inch increments with a maximum of adjustability of one and a half inch intervals(SAA, 2009, p.125). For paper based materials, a 16 by 40 inch shelf should have a minimum load bearing capacity of 200 pounds per shelf ((SAA, 2009, p.125). 
  • Oversized records will require the use of specified-sized shelving or cabinets (SAA, 2009, p. 130). 
  • Maps, plans, and oversized drawings should be stored wherever possible, unrolled and unfolded (SAA, 2009, p.130). Optimum storage of these documents are usually shallow drawers in flat files or map cabinets (SAA, 2009, p.131).  Flat files can be fixed or stacked or installed on mobile carriages(SAA, 2009, p.131).
          • Drawers should have stops to prevent them from coming out of the cabinets (SAA, 2009, p.131). 
          • Drawers should open and close smoothly preventing vibrations to items (SAA, 2009, p.131). 
          • Drawers should have dust covers or rear hood to prevent items from being damaged at the back of the drawers. (SAA, 2009, p131). 
          • The aisle width between rows of flat files must be wide enough to accommodate a fully opened drawer and room for a person to safely retrieve an oversized record from the drawer (SAA, 2009, p.131). 
          • Drawers in flat files should be no more than two inches deep, and less if possible (SAA, 2009, p.131).  The deeper the drawer the greater the weight on the items and the more difficult it is to remove the oversized document from the drawer (SAA, 2009, p.131)
  • Open through style chrome-plated stainless-steel wire racks should be used for boxed material housed in cold storage areas– particularly for those with temperatures below 50 degrees Fahrenheit (SAA, 2009, p.131).  Chrome shelving provides good air circulation and prevents condensation from settling on the containers (SAA, 2009, p.131).