Putting It Into Practice

General Building Issues

Off-site Storage

Off-site storage is fairly common in libraries and archives, due to the size of collections and the fact that some collections must be retained but are not frequently accessed. Off-site storage may also be used temporarily to store collections during building renovation or in the aftermath of a disaster.

Off-site storage facilities (even temporary ones) must meet the same preservation standards as storage in the institution's main building or buildings. Time spent in poor climate conditions outweighs time spent in good conditions, so even putting up with poor climate conditions "for just a little while" can significantly shorten the life expectancy of collections. The space must also be protected against fire and theft, or catastrophic loss may occur.

A moderate stable environment (70°F or lower, with a stable humidity between 30 and 50%) is crucial. The HVAC system should be run 24 hours a day and it must have filtration for particulate pollutants at a minimum. Fire detection and suppression, and security systems (plus water alarms if appropriate) should be provided. Recommendations for these systems are discussed elsewhere in this session. The building should be well-maintained, with no signs of water leaks, pest infestation, or mold.

All off-site storage spaces must be checked out and approved in person by your staff before any contracts are signed. Once a space is chosen, staff from your institution should visit periodically (at least twice a week) to ensure that conditions remain acceptable.