annex 1a - design brief

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National Archivesof the

Republic of South Sudan

Design Brief

April 29, 2013

Government of the Republic of SouthSudan



National Archives of the Republic of South Sudan

Design-Brief

TABLE OF CONTENTS

1. Introduction1.1 Rationale for National Archives1.2 Stakeholders and Partners1.3 Documentation reviewed

2. User Requirements2.1 Client’s objectives 2.2 Project’s requirements 2.3 Project’s proposed schedule

3. Site Appraisal3.1 The site3.2 Proposed Site Boundary3.3 Summary of Site constraints

4. Preliminary Master Plan Layout4.1 Site uses4.2 Access to the Site4.3 Site Layout4.4 Character, Identity and Visual Aspects of the building design4.5 Spatial Relationships4.6 Area Schedule4.7 Building Sustainability Ideas

5. Design Planning

5.1 General5.2 Scope of Design Consultants5.3 Selection Criteria of Design Consultant5.4 Evaluation of Proposals5.5 Design Considerations5.6 Design Features

6. Risk Mitigation & Sustainability

Design Brief Page 1 of 90



7. Annexes

7.1 AR001: Site Layout Plan – UNOPS

7.2 AR002: Site Topography Plan – UNOPS

7.3 02-23.pdf: A Fire Safety Self-Inspection Checklist – Conserve O Gram

7.4 04-14.pdf: Museum Storage Equipment Needs – Conserve O Gram

7.5 04-07.pdf: Insulated Modular Structure for Storage - Conserve O Gram

7.6 04-10.pdf: Determining Museum Storage Equipments Needs – ConserveO Gram

7.7 04-11.pdf: Determining Museum Storage Space Requirements – Conserve O Gram

7.8 04-14.pdf: Planning a Research Space – Conserve O GraM

7.9 Storage Furniture – Preservation Advisory Centre, British Library




1 INTRODUCTION

The Design Brief for the South Sudan National Archives has been prepared by UNOPS withreviews and technical assistance from the Ministry of Culture, Youth and Sports (MoCYS) ofthe Republic of South Sudan, ICCROM (International Centre for the study of thePreservation and Restoration of Cultural Property), UNESCO, Rift Valley Institute andUNMISS.

The report has been developed in response to the generous support of the Government ofNorway to assist Republic of South Sudan in design and construction of National Archivesproject for collection, preservation, storage and retrieval of historical documents. The reportis intended to present user requirements and capture design strategies in a single andconsistent document, the Design Brief. This consists of the ―development of initial statementof requirements on behalf of the Client confirming key requirements and constraints‖. Additionally, the design brief contains ―design recommendations, identification ofprocurement methods and criteria in selection of design consultant to be engaged for theproject‖.

This Design Brief contains an overview of the functional, spatial and technical aspects to befurther developed in the next stages of design. In the initial section, we provide a summary ofthe key considerations for the design of National Archives. They include its geographicallocation, relevant stakeholders and the surrounding context. This is followed by a summaryof operational objectives that define the functional brief for the project (see Chapter 2). Thethird chapter provides an overview of the site proposal; including relevant backgroundinformation and key constraints (see Chapter 3). The preliminary masterplan layout and key

technical strategies associated with the design of the site-wide infrastructure is presentedand illustrated in the fourth chapter. Subsequently, Design Planning is provided in Chapter 5.In the last section of this report, sustainability related recommendations have beenpresented.




1.1 Rationale for the National Archive

Celebrating South Sudan’s independence, the Government of Norway committed in July2011 to assist the Government of the Republic of South Sudan with the construction of aNational Archives. This was done in recognition of the long road to freedom, the specialrelation between Norway and South Sudan, and the importance of preserving South Sudan’snational heritage and identity.

Every government needs an efficient archive service in order to preserve records and toprovide public access to governance. Because of this central role of archives in the buildingof a democratic state, South Sudan has started early on to work on the establishment of thisinstitution.

The key objectives of constructing new National Archives premises in Juba, South Sudan

are to provide for a dedicated space:

to store important records, public and non-public

to preserve and restore records

for research and public access to records

for the education of the general public

1.2 Stakeholders and Partners

The following are the salient stakeholders for implementation of this project:

Government of the Republic of South Sudan

Government of Norway

General Public

Implementing partners:

UNESCO

UNOPS

National Archives of Norway

Rift Valley Institute

ICCROM

The Project Board consists of the following members:

Representative of the Ministry of Culture, Youth and Sports of the Government of theRepublic of South Sudan

Advisor from the Embassy of Norway in South Sudan

Representative from UNESCO

Representative from UNOPS




1.3 Documentation Reviewed

The following are some of the documents that have been consulted during the development

of the Design Brief:

National Archives, South Sudan – Project Brief: Prepared by UNESCO & UNOPS,Juba

A National Cultural Centre – Report: Prepared by Metaphor

Design Guidelines for the Juba Archive Building – Working paper presented by theRift Valley Institute

Minutes of National Archives Project Board Meeting dated February 12, 2013

The Role of Archives in Nation Building – Proceedings of lecture by Dr. Douglas H.Johnson organized by UNESCO & Rift Valley Institute, Juba




2 USER REQUIREMENTS

As part of the project, the Project Board decided to recruit a consultant for preparation of themaster plan and the architectural, structural, electrical, mechanical and landscaping designsand drawings and the bill of quantities for the aforementioned project. The approximate plotmeasurements are 270m x 115m.

2.1 Client’s Objectives

The main objective of this project is to have a secure place with state of the art technologyfor the preservation, storage and retrieval of important archival records. Besides the above,the project needs to have a public access space where holdings could be made available for

research, reference and public awareness.

2.2 Project Requirements

The project should be comprised of the following areas (for further details on each of theelements, refer to part 4.5 of this Design Brief):

1. Incoming Records Area: Docking area for incoming records and building/area forreceiving incoming collections (this could be a separate building). It should consist of:

a) Room for receiving and sorting incoming records

b) Quarantine room with a fumigation chamberc) Area for non-selected records (eventually to be disposed off as per the national

archival policy)d) Area for preliminary cleaning and boxing/filing of recordse) Supplies room

2. Non-Public Area, with easy access to public parts of the building and consisting ofthe following spaces:

a) Room for registering/cataloguing records (well lit and good air ventilation, passiveclimate control features)

b) Lab area for cleaning/repairs for preparing the records for storage and/ordigitization (well lit and good airflow) and with one fume hood and one largerectangular sink for wet treatments

c) Digitization room (air-conditioned) with fire doorsd) Audio-visual collections holding area cum work space for inspecting records and

digitization (Air conditioned with fire doors)e) Three Store rooms for archival records (passive climate control, fire doors, well lit

–timed lighting/natural light)f) Small-size ―strong room‖ for high priority records (air conditioned and very well

secured)g) Staging area adjacent to storage rooms for staging archival records coming out of

climate-controlled storage rooms

h) Office space for up to 15 staff - can be open plan office, to be connected toregistration and laboratory space




i) Server room j) Toiletsk) Supplies room

3. Public Area of the building, easily accessible from the non-public areas, in- and out-flows between public and non-public should be easy to monitor. It should comprise ofthe following functions:

a) Reception area for visitors with space for front desk, lockers etc.b) Atrium space to be used for exhibitionsc) Auditorium and conference space for formal lectures/showsd) Reading space for max 30 visitors with provisions for computer terminals, book

shelves, desks and reference deske) Toiletsf) Kitchen and cafeteria (for staff and visitors or events)

4. Access Roads / Foot Paths

5. Car Parking Area – approximately for 20 cars

6. Landscaping (Note: flowering plants likely to attract insects should be kept to aminimum as they can cause pest infestations either inside or outside the building.)

2.3 Project’s Proposed Schedule

SR.NO

STAGES OF WORK DURATIONDATE OF

COMPLETION

1 Draft Design Brief March 31, 2013

2 Adaptation and Approval of Final design Brief 30 Days April 29, 2013

3RFP posting and soliciting response frompotential design firms

45 days June 17, 2013

4Selection of Design firm – evaluation of bids,

presentation by firms and approval of award45 days July 31, 2013

5Detailed Design Phase and preparation ofTender Documents for selection of Contractor

5 months December 31, 2013

6RFP posting and soliciting response frompotential Contractors

45 days February 15, 2014

7Selection of Contractor – evaluation of bids,and approval of award

30 days March 15, 2014

8 Construction of Project TBD TBD




3 SITE APPRAISAL

3.1 The site

The proposed site is located in the heart of Juba, the capital of South Sudan. The terrain forthe proposed National Archives building is owned by the Government of South Sudan. Thesite is situated next to Freedom Square, which holds the mausoleum of Dr. John Garang andhis statue. The Square is being used for the celebrations of Independence Day and otherimportant public events. It is immediately adjacent to important government offices includingthe Ministries compound, the National Assembly, and the President ’s Office, and theUniversity of Juba (see Fig. 1).

The proximity of the site to the offices of the government agencies makes it suitable for theintended purpose because it can be easily reached by central government staff, researchersfrom the universities and other government agencies as well as the public.

3.2 Proposed Site Boundaries

The site is surrounded by Freedom Square (see Fig. 2.) in the West, an empty plot of land inthe East and by two streets in the North and South sides, which provide access to the site.

Nearby the site is Mausoleum of the Late Dr. John Garang and overlooking from the seats offreedom square, a flag pole and the Monument of Dr. John Garang lay at the center of thesquare which forms a very strong horizontal axis dividing the public square.

The extent of the site is shown in Figs. 1-3. The design of the archive building, includinglandscaping, shall be restricted to within the boundaries indicated in the layout plan.

The site is also meant to accommodate other cultural buildings, including the NationalMuseum. The National Archives building will be the first of the institutions to be builton the site, and will as such have an important role in setting the standard for thedesign and layout of the area.

3.3 Summary of the site’s constraintsThere are a few potential design constraints applicable to the proposed project site (seeFigs. 3 and 4), which may need to be taken into account by the designer:

Currently there is one old building on the site, which is being rehabilitated to serve asa temporary archives storage. It is envisaged that this building could remain in use.

Adjacent to the proposed site on the southern side there is a conference hall(Freedom Hall), which is used for large functions. The generator house, water tankstructure and underground reservoir serving the nearby conference hall, are locatedbehind the hall.

The site is situated on high grounds and has a gentle slope and no physicalobstructions. It does not face a risk of flooding. (Fig.4)




Although the terrain indicated for the construction of the National Archives is mainlydevoid of vegetation, there are a few existing trees on the larger site and thedesigner should retain the trees into the degree possible, provided they do not

interfere with the building layout and risk prevention measures required for thearchives (see chapter 6).

The site will also accommodate other cultural facilities (buildings and open spaces).Therefore the layout of the building shall be restricted to the space within theboundaries as indicated in Fig. 3.

There are no underground or above ground utility services such as water, sewerage,storm water and electricity available on the premises.

o Water sources: - No water supply lines are available in the area and thedesigner must assume the provision of an underground water reservoir and

overhead water tanks structure (complete with pumping). A rainwaterharvesting system may be considered.

o Sewage / waste water disposal: - There is no centralized municipal sewage/waste water disposal system in place in Juba, therefore the design must alsoinclude on-site handling of sewage and waste water through a septic system/treatment plant and leach field.

o Electrical supply: - The city’s power supply system is not reliable thereforepower supply is to be made through a mix of generator power and alternativeenergy. Provision is to be made for connection to the national grid.




FIG. 1. AERIAL IMAGE OF THE PROPOSED SITE AND THE SURROUNDINGS

Entrance fromNorth Side

Entrance fromSouth Side

University ofJuba

University ofJuba

Freedom Square The Site

Monument of LateDr. John Garang

Late Dr. John GarangMausoleum

National AssemblyMinistries Compound

Flag Pole

N




FIG. 2. PROPOSED SITE BOUNDARY - SURVEY PLAN OF THE PROPOSED SITE

N




AREA COVERED BY THE DESIGN BRIEF PEDESTRIAN ACCESS TO THE SITE

EXISTING BUILDINGS / CONFERENCE / RECEPTION H ALL EXISTING VEHICULAR ACCESS WITHIN THE SITE

EXISTING WATER TANK / WATER RESERVOIR / GENERATOR HOUSE VEHICLE ACCESS POINTS TO THE SITE

EXISTING TREES AND SHRUBS G AVE

AREA RESERVED FOR ARCHIVES BUILDING AREA RESERVED FOR NATIONAL MUSEUM

FIG. 3. ACCESS TO THE SITE & SITE APPRAISAL

N

ExistingStructure to

be retainedConference /

Reception Hall

Area reservedfor National

ArchivesBuilding

Area reservedfor National

MuseumBuilding




FIG. 4. TOPOGRAPHY PLAN OF THE PROPOSED SITE

N




VIEW STREET AT SOUTHERN SIDE ENTRANCE TO THE SITE – G ATE AT THE

SOUTHERN SIDE

ACCESS ROAD FROM GATE AT THE SOUTH - FRONT OF

CONFERENCE / RECEPTION H ALL AT THE BACK GROUND

ACCESS TO SITE SOUTH SIDE OF THE PROPERTY – VIEW OF REAR SIDE OF CONFERENCE / RECEPTION H ALL

FIG. 5. ACCESS TO THE SITE: ENTRY POINTS AND ROAD WITHIN THE COMPOUND

Gate at Southern sideGate at Southern side

Conference / Reception Hall




FIG. 6. VIEW OF THE PROPERTY FROM NORTH EASTERN CORNER OF PROPERTY

FIG. 7. VIEW WITHIN THE SITE FROM SOUTH EASTERN CORNER OF PROPERTY

Fence on western side

Existing buildings to be retained

Freedom square

Fence wall on Western side adjacent toFreedom Square




FIG. 8. VIEWS OF EXISTING BUILDINGS AND FENCE WALL WITHIN THE PROPOSED SITE

Fence wall on western side of the project site – View frominside the property View overlooking to gate at Northern side of the property

Gate at Northern side

View within the site overlooking to south

Existing building to beFence wall on Westernside of the site




4 PRELIMINARY MASTERPLAN LAYOUT

4.1 Site Uses

As the site is located in the centre of the town, and has a highly symbolic value as the firstnational level institution of its kind to be built since independence, it is highly desirable to addto the vitality of the design and make the site and the building to be highly user friendly (e.g.,easy pedestrian and vehicular access, enabling well signed, easy and protected movementfor people of all abilities to the facility and to the site).

The following are to be considered for site uses

Topography (shape of the land):- geologic base (soil, erosion, etc.), hydrology

(water, drainage), vegetation (existing & desired plants), wildlife (habitats,protected species), climate (sun, temperatures, precipitation, wind)

Access:- Vehicular, pedestrian and disabled

Utilities:- sewage, electricity, water reservoir

Boundaries:- property line, easements; legal regulations (building codes, bylaws)

Character and identity:- community identity, diversity, structure’s scale, continuitycultural expression, social interaction needs & opportunities.

Visual: – site features (outstanding nearby features, natural or human made);views (from and of proposed structure, seasonal affects of views)

Spatial qualities:- outdoor/indoor spaces, variety, uniformity

4.2 Access to the Site

The site can be accessed from two sides without restrictions, a gate at North side and a gateat South side. The southern gate is mainly serving the conference / reception hall (Fig. 3 &Fig. 5). The Government of South Sudan will acquire planning permission to use this gate assecondary (emergency entrance /exit) access road. It is envisaged for the access from northside to be used as primary entry point once the building is in use.

There is an additional pedestrian gate at Western side of the property that can be used toprovide access to pedestrians.

4.3 Site Layout

The building layout should consider into the extent possible the principles of passive climatecontrol in order to minimize the effects of heat, humidity and sunlight. The direction of

prevailing wind in Juba is from South to North for the majority of the year (65%) and for the




remaining period it flows from North to South. Therefore, the proposed layout shouldconsider the South / North facing orientation of the building.

All parking is to comply with relevant standards and local planning regulations and

requirements. Sufficient public parking is to be provided to accommodate visitors expectedto utilize this building and considerable space should be provided for loading and unloadingof large items to the non-public area of the building. For larger events, the parking space infront of the conference hall could be used.

4.4 Character, identity and visual aspects of the building design

The new National Archives building is expected to make a very positive contribution to thelife and appearance of the town centre and the site as a whole should be function as acentre of conservation and culture. The National Archives building has a high symbolic valueand its design should set the standard for the other cultural projects planned on the site

(including the National Museum).

It is to be designed to set a model for contemporary architecture in South Sudan and shouldhave the ability to attract visitors and should be a design which is well composed, confident,well crafted and which will stand the tests of time. It should represent the time that it is builtand respond well in the future.

The building design should have a distinctive contemporary character, should capture theessence and spirit of South Sudanese cultural diversity and should highlight the SouthSudanese heritage. This may be achieved through the use of materials both for exterior andinterior, interior design, furnishings and the quality of the landscaping.

4.5 Spatial relationship

4.5.1 General

The National Archives building is to be designed as an inviting institution, serving animportant public function. In addition, its design should allow for the ease of staff movementfrom non-public work areas to public areas, but with strict access controls. The public spacescan be mutli-purpose and should provide for comfortable working areas, reading andconsultation areas and with larger spaces where exhibitions, lectures or events can be

organized. Cafetaria, kitchen, toilets, etc are to be positioned so that multiple users canaccess them, avoiding duplication.

Four main parts are to be distinguished in the building layout:

Non-public Areas composed of:

Conservation area (i.e. storage rooms) must be isolated for safety andsecurity reasons.

Working areas (offices, laboratories, etc).

Public Areas include: reception, reading room, atrium, conference room andauditorium.

Outdoor space includes: parking and incoming records delivery areas.




4.5.2 Flow and movement

The functional relationship / link between various areas of the building, which is describedbelow, has to be taken into account for the layout of the building layout. The graph belowindicates the main processes a record has to follow from the arrival at the archive building,until it can be consulted, or which a visitor to the archive will have to follow when consultinga record.

1. Docking area receiving area quarantine room/fumigation chamber sorting room

2. Registration and arrangement/description room laboratory digitization audio-visual collection

3. Office spaces (registration/digitization) staff dining area toilets

4. Storage area (strong room/ordinary storage)

5. Storage staging area reading room

6. Reception area lockers reading room toilets meeting room auditorium gardens

4.5.3 Functions in a National Archive

4.5.3.1 Incoming Records Area

This quarantine area could be a separate building or an area within the National Archivesbuilding, but needs to be well isolated from the remaining Non-Public Areas to avoidcontamination of records in the Non-Public Areas by newly arrived records, which have notreceived initial treatment.

This section of the building should be closed to all visitors in line with national archivalregulations.

a. Incoming records area

This is where the archive materials will enter the first building. Should be accessibleby cars and trucks via an elevated platform. Should have direct access to thequarantine room and the initial receiving and sorting-out room.

b. Quarantine roomRoom that requires large fumigation chamber for highly infested new deposits.Should be properly sealed in order to ensure the safety records and personnel.Should have good ventilation system that does not rely on electricity supply alone,including an air exhaust and a fume hood for removing toxic fumes.

c. De-accession areaSmall room for storage of non-selected records that will be eventually disposed of in

accordance with national archival policy.




d. Preliminary cleaning and organization room Relatively large and well-lit room with good natural light and ventilation. Should beable to accommodate several large work tables and storage, and have space for the

circulation of personnel and trolleys.

e. Supplies room Small storage.

4.5.3.2 Non-Public Area

This section of the building should be closed to all visitors in line with national archivalregulations.

It is to be designed with a storage space to accommodate shelving for up to 156m³ of boxed

records and with the potential of future expansion of the number and/or size of storagerooms to store more incoming documents. The site layout therefore has to consider themost effective site use, taking into account the possibilities for future expansion of thestorage rooms.

All doorways, rooms and corridors in this area must be wide enough for trolleys to pass. Allrooms should have access to natural light, which should be carefully regulated, for exampleby overhangs and louvres, to avoid direct sunlight and to cool the building.

The following spatial functions are required:

a. Registration and arrangement/description roomVery large space with multiple workstations. Lighting and ventilation should beprovided through natural means as well as air conditioning. Room will need space forstorage and trolleys.

b. Laboratory Cleaning and repairs room that will need shallow and large sinks for treatments, aswell as fume hoods. Requires natural lighting and good ventilation, with fire doors.

c. Digitization room Air-conditioned and naturally-lit room with several workstations, secured with firedoors. Requires storage space.

d. Audio-visual collections room Large air-conditioned room with extensive storage space as well as workspace fordigitizing collections. Should have fire doors.

e. Store roomsThere should be three separated store rooms, which have passive climate controland indirect natural light and ventilation for storing up to 156m³ of boxed valuablerecords and with the potential of future expansion to store more documents. Theyshould be secured with fire doors and should be sealed for insects. In addition, thereshould be a fourth ―strong room‖ for high value collections. The strong room shouldbe air-conditioned. The walls of the storage rooms should be thick with good

insulation to control temperatures and humidity naturally.




f. Staging area Area linked to the store rooms and close to the reading room to allow for documents

that are taken out of the storage, to acclimatize, and be compiled. This area shouldhave sufficient space for several trolleys and for storage of documents movingbetween the public and non-public areas. It should have thick insulation and indirectnatural light and ventilation. Climate control in staging area should be such that itallows for a transition between store rooms and public areas.

g. Offices and staff utilitiesOffice spaces for up to 15 staff, as well as toilets. Office space can be a mixturebetween separate office for director and open-plan offices for other staff.

h. Server roomSmall room, air-conditioned to house server, fire-walled.

i. Supplies roomTo store preservation materials, tools, and archival boxes, paper folders etc.

4.5.3.3 Public Area

Within the Public Area, there is flexibility for using multi-purpose spaces, where this wouldmake the public areas more user-friendly. While the Public Area should be inviting and easilyaccessible, it has to be ensured that the movements between the Public and Non-Public Areas of the building can be strictly monitored. The following spatial functions are required inthe public area:

a. Reception areaPublic entrance to the National Archives, with reception desk and provisions forcomputer terminal. There should also be lockers for up to 30 visitors.

b. AtriumBright, well-lit space that could be used for exhibitions or public events. Should belinked from the reception area, the meeting room, auditorium and garden spaces – orcould be part of a multi-functional public space. Lighting and other fixtures should besuch that the space can easily be used for different purposes, including exhibitions.

c. Auditorium and Conference room Auditorium space with raised and ranked seating appropriate for lectures orscreenings. Should ideally have direct access to the atrium and the garden. Could beintegrated in the multi-functional space.Medium-sized conference space that could accommodate meetings, lectures andtraining sessions. Should be directly accessible from the reception area and atrium.Could be combined with the auditorium space, depending on design.

d. Reading roomLarge space for consulting archival holdings, as well as key library materialsarranged on shelving along the walls. Should have tables for up to 30 visitors, withpower sockets and lighting. Room should have natural light and ventilation. There

should be a separate station that can accommodate up to 5 computers for cataloguesearching. This room should also accommodate a reference desk with a small




holdings area. The Reading Room should have direct but restricted access to thestaging area (non-public area).

e. Toilets

Toilets should be provided for visitors, directly accessible from the reception area.

f. Kitchen/cafeteria and storage roomCafeteria space that can be used jointly by the staff and the visitors. While it is notforeseen to have continuous catering, facilities (kitchen, storage) should be providedto allow for catering in the case of public events being organized at the National Archives.

4.6 Area Schedule

The following provisional estimates for the storage rooms - shelving areas have been madebased a projected volume of 156m³ of boxed records. Volumes for other areas of thearchives building were estimated based on the expected work-flow and the approximatevolume of records that can be processed at a given time.

* Calculation of area for repositoryVolume of

records (m³)

Width of

shelf (m)

Height of

shelf (m)

length of

shelf (m)

• Total Linear meter of shelving is calculated with the assumption that

normal shelf for document storage is to be 2m high x 0.5 m deep. 156 0.5 2.3 136

• Required area for shelving including a gang way of 2.4 m is therefore = 136m

x (0.5m +0.6m) = 149m²




Summary of total area required

Item # Description Area (m²) # Total Area

Total Area Estimate 1.350,00

1 Incoming records area 110,00

a) Room for receiving and sorting incoming records 25,00 1,00 25,00

b) Quarantine area 10,00 1,00 10,00

c) Area for non-selected records 15,00 1,00 15,00

d) Area for preliminary cleaning and boxing/filing of records 50,00 1,00 50,00

e) Supplies store 10,00 1,00 10,00

2 Non-Public Area 550,00

a) Room for registering/cataloguing records 60,00 1,00 60,00

b) Lab area for cleaning/repairs 50,00 1,00 50,00

c) Digitization room 40,00 1,00 40,00

d) Audio-visual collections holding area 50,00 1,00 50,00

e) 3 Store rooms 150,00 1,00 150,00

f) Strong room for high priority records 25,00 1,00 25,00

g) Staging area outside store rooms 15,00 1,00 15,00

h) Offices for up to 15 staff 100,00 1,00 100,00

i) Server Room 15,00 1,00 15,00

j) Toilets 25,00 1,00 25,00

l) Supplies room 20,00 1,00 20,00

3 Public area 690,00

a) Reception area50,00 1,00 50,00

b) Atrium 200,00 1,00 200,00

c) Auditorium and Conference Room150,00 1,00 150,00

d) Reading room 150,00 1,00 150,00

e) Toilets40,00 1,00 40,00

f) Kitchen/Cafeteria and Storage 100,00 1,00 100,00

4 Access roads / footpaths

5 Car parking area




4.7 Building Sustainability

It is important that the design is secure, environmentally friendly and accessible to the public.The building design should minimize its carbon footprint, be an attractive place to work andbe appropriate to its prominent position in the heart the town.

The building is to be designed to be environmentally friendly, with a view of reducing runningcosts of the building where possible. Service provision in Juba (electricity, water, etc) iscurrently not available, and green technologies and passive design are to be considered inorder to allow for the continued operation of the National Archives, while minimizing thedependency on unreliable resources.

Since electricity is unstable and generators/diesel supply not always reliable, the possibilityof using solar energy should for example be looked into.

Utilization of natural lighting, building position, photovoltaic cells, and reverse cycle air

conditioning is preferred depending on a cost versus benefit analysis In order to achieve thebest possible storage conditions; the design effort for the building had to consider the

development of mechanical systems that provided strict environmental standards in therecords storage areas (or stacks). In addition to maintaining stable and constant temperatureand relative humidity levels, the removal of damaging particulate materials and gasses fromthe air is particularly important to the preservation of archival records.




5.2 Scope of Design Consultants

1. Carryout Detailed topographic as well as geotechnical survey of the area including: Contours @ 1 meter interval (at 1:1000 or 1:500 scale)

Watercourses – Centerline and banks

All existing buildings

Any Permanent features

Fences and Footpaths

Placing of Permanent benchmarks (Concrete foundation with steel pins)

Boundary should be permanently marked if necessary at appropriate places

Roads

Trees

Existing services (Electrical/Telecom lines Water pipes, Manholes, Sewers, Sub-

Station) Soil investigation

2. Prepare preliminary / conceptual Architectural plans and design:

The consultant shall present a draft brief Master Plan of the area with provision offuture extension, the preliminary cost estimate and the architectural plans andrelated drawings to supplement the design to a meeting to be attended by theProject Board.

3. Detailed site development plan and design with the proposed buildings, existinginfrastructure, contours, retaining walls, surface water drainage, parking areas andsteps/ footpaths, detailed landscaping.

4. Detailed architectural, structural and MEP designs, after approval of the preliminarydrawings from the Project Board, including at least following design components.

Design Narrative (design basis)

Technical Specification

Bill of Quantities

Design Drawings

Calculations

5. Recommended sustainable construction approaches6. Submit Progress Reports as per the agreed format and timeframe

7. Attend meetings in Juba, South Sudan as and when required by the Project Board(max one per month)




5.3 Selection Criteria of Design Consultants

The Design Consultant will be selected on the basis of the maximum number of points atechnically compliant bid proposal will score. The proposal shall be in two main parts,namely Technical Component, and Financial Component. The technical component shall bein two parts: the first one shall be the written technical proposal to be submitted together withthe financial proposal. The second part will be the presentation of the submitted conceptualdesign proposal. The presentation shall be made before the Council of Cabinet Ministers ofthe Government of the Republic of South Sudan.

Note: The below selection and evaluation criteria should be read in conjunction with the RFPdocument for the selection of the Design Consultant. In case of any discrepancies orcontradiction between both documents, interpretation of UNOPS should be sought.

1. Technical Component

The technical component of the proposal should be concisely presented and structured inthe following order to include, but not necessarily be limited to, the following information:

a) Description of the Firm and the Firm's Qualifications

A brief description of the firm/institution and an outline of recent experience onprojects of a similar nature, including experience in the country and languageconcerned. The bidder should also provide information that will facilitate UNOPSevaluation of the firm/institution's substantive reliability and financial and managerialcapacity to provide the services.

b) Understanding of the Requirements for Services, including Assumptions

Include any assumptions as well as comments on the data, support services andfacilities to be provided as indicated in the TOR, or as the bidder may otherwisebelieve to be necessary.

c) Proposed Approach, Methodology, Timing and Outputs

Any comments or suggestions on the TOR, as well as the detailed description of the

manner in which the firm/institution would respond to the TOR. The bidder shouldinclude the number of person-months in each specialization that the bidder considernecessary to carry out all work required. The level of total professional/personnelinputs required has been estimated to be about person-months.

d) Preliminary design proposal

e) Proposed Team Structure

The composition of the team, which the bidder would propose to provide in thecountry of assignment and/or at the home office, and the work tasks (includingsupervisory) which would be assigned to each. An organogram illustrating the

reporting lines, together with a description of such organization of the teamstructure, should support the proposal.




f) Proposed Project Team Members

The curriculum vitae of the senior professional members of the team.

2. Financial Component

The separate price component must contain an overall quotation in a single currency, whichmay be either in US Dollars or in any convertible currency. If the bidder opts for the latter,and for evaluation purposes only, the proposal will be converted into US dollars using theUnited Nations rate of exchange in effect on the date submissions are due.

The price component shall have a cover letter wherein the firm/institution's authorizedrepresentative affirms the following:

a) a summary of the price; and

b) detailed price break down covering all activities listed under TOR(please refer to theattached TOR price component sheet)

c) the period of its validity.In preparing the proposal, please note carefully from Annex III the various contractprovisions regarding UNOPS policies on limitations on advance payments,retention, performance bonds, etc.

In addition, the price component must cover all the services to be provided and must itemizethe following:

a) An all-inclusive rate per person-day (including honorarium and living expenses) foreach team member to be assigned to the mission in the field and a rate for his/herwork at the home office, if any.

b) An all-inclusive amount for international travel and related expenses (indicatingnumber of round trips per team member).

c) An all-inclusive amount for local travel.

d) Other costs, if any (indicating nature and breakdown).

e) Summary of total cost for the services proposed. [N.B.: The remuneration receivedby the firm/institution and persons performing services for the firm/institution (otherthan nationals of the host country) normally will not be subject to tax liability in thehost country].

The bidder should also indicate any comments or reservations to the draft form contract.




5.4 Evaluation of Proposals

A three-stage procedure will be utilized with evaluation of the technical component beingcompleted prior to presentations being conducted, and evaluation of the presentations beingcompleted before any price component being opened and compared. The price componentwill be opened only for those firms whose technical component meets the requirements forthe assignment and which are successful at the Technical proposal presentation. The totalnumber of points which a firm/institution may obtain for both components is 200; 60 for theTechnical written proposal, 80 for the Technical proposal presentation and 60 for the Priceproposal.

1. Written Technical Proposal (60 points) :- The Technical Component, which has atotal possible value of [130] points, will be evaluated using the following criteria:

a) the firm/institution's general reliability as well as experience and capacity in thespecific field of the assignment (10 points);

b) the approach in responding to the TOR and the detailed work plan (15 points); and

i. The Bidder should demonstrate to have the capacity and expertise toimplement activities in an innovative and effective way (10 points)

ii. Detailed and realistic work plan for the duration of the assignment (5 points)

c) Proposed conceptual design (20 points)

d) the qualifications and competence of the personnel proposed for the assignment fora total of (15 points). The personnel will be rated in accordance with:

i. their general qualifications (5 points);

ii. suitability for the assignment (8 points); and

iii. their language qualifications and experience in the region (2 points).Experience in the country of assignment would be particularly advantageous.

Firms scoring 40 points and above will be shortlisted for the second evaluation stage ofpresentation of their Technical Proposal to the Council of Ministers.




2. Technical Proposal Presentation Component (to the Council of Ministers - 80points)

The Presentation will be evaluated according to the following criteria which shall demonstratethe firms’ ability to provide the services referred to herein, including:

Esthetics Design is esthetically acceptable and it reflects the culturalheritage of South Sudan

20

Functionalrequirement

Design sufficiently addresses the functional requirements 20 points

Sustainable design Considers sustainable design elements/factors (siteutilization, energy and water conservation, indoor andoutdoor comfort, etc)

20 points

Economy Simple design approach which integrates materials that

require less maintenance

10 points

Communicationability

Law firm’s ability to communicate with the client 10 points

Only firms scoring a minimum of 60 points after the Technical Proposal presentation and atotal of minimum 100 points for the Technical component will qualify for Financial evaluation.

3. Financial Component (60 points)

a) The Financial Component of any proposal will only be evaluated if the TechnicalComponent of that proposal achieves a minimum of 100 points. Proposals failing toobtain this minimum threshold will not be eligible for further consideration.

b) The maximum number of points for the Financial Component is 60. This maximumnumber of points will be allocated to the lowest price proposal. All other priceproposals will receive points in inverse proportion according to the followingformula:

Points for the Price Component of a proposal being evaluated =

[Maximum number of points for the Price Component] x [Lowest price][Price of proposal being evaluated]

The UNOPS/Council of Ministers are not bound to select any of the firms/institutionssubmitting proposals. Furthermore, since a contract will be awarded in respect of theproposal which is considered most responsive to the needs of the project concerned, dueconsideration being given to UNOPS's general principles, including economy and efficiency,UNOPS/Council of Ministers does not bind themselves in any way to select thefirm/institution offering the lowest price.




5.5 Design Considerations

A records repository exists to preserve and protect the records stored within it. But it mustalso provide a safe and comfortable working environment for staff and include facilities toallow researchers to access these valuable records.

The environmental conditions within the building, particularly the storage area, need to beappropriate to preserve the archives and to protect them from environmental extremes.

Given the above and within the context of site and conditions of Juba in particular, buildinghas to protect the records stored within it from the effects of:

high temperature and relative humidity levels;

high rainfall levels;

high levels of dust, storms and lightning strikes;

pest infestations;

lack of continuous electricity supply

no public water supply

The following additional recommendations are to be considered during design development:

Storage of archived materials should maximize efficiency, utilize building cubicspace.

Flexibility for change of mission, new materials to be stored, and archival

technologies.

Provision for growth of records collection — vertically and/or horizontally.

Compartmentalization of store rooms to limit involved area of catastrophic loss incase of fire or system failure.

Fire protection of the stored materials: fire doors for record storage area, sprinklers(in public space only), smoke detectors, hydrants, alarms etc.

Safety of staff and visitors: emergency exits, ramps – access for people withdisabilities to be taken into consideration.

Temperature and humidity requirements might vary for different types of materialsstored in non-public areas. Contemporary techniques used in green buildings i.e.using air barriers, small opening, creating ducts for fresh air to be blown in and outetc can be explored as alternatives to air-conditioning..

Lighting for store rooms to be appropriate for the preservation of the records. Atriumspace to have lighting system adjustable for exhibitions.

Controlled access to archive storage areas: design should take into considerationsecurity of the records and limited entry/exit points.

Secure and safe loading and receiving areas: separate areas for garbage disposal;storage isolated from bathrooms.




The building base should be reinforced and laid over a waterproof membrane turnedaround the sides of the base and specifically adapted to the terrain and to Juba.

Design strategies to achieve sustainability may involve:

Load reduction by integrating the building with the site; adjustment of buildingorientation and fenestration; optimizing the building envelope (decreasing infiltration,increasing insulation), etc.

Correctly sizing the ventilating and air-conditioning systems Installing high-efficiency equipment—mechanical, electrical, and lighting Incorporating Low Impact Development (LID) principles in the site design.

Given the usually large roof and floor areas for this building type, consideration should begiven to a green roof design, the application of renewable energy systems such as building-

integrated photovoltaic systems that generate building electricity, solar thermal systems that Additional consideration should be given to the applications of other distributed energysources, including microturbines, fuel cells, etc. that provide reliability (emergency andmission critical power) and grid-independence, and reduce reliance on fossil fuel grid power.

Consider entrances that do not face uncontrolled vantage points with direct lines ofsight and driveway access to the entrance.

Utilize site barriers and setback distance, perimeter barriers and blast resistance,access control and intrusion detection, entrance screening, package screening andcontrol, open areas that allow for easy visual detection by occupants, and minimizedexposed glazing.

Major circulation patterns should be clearly understood and logical.

Also include ability to rapidly vent heat and smoke from fires. This may be difficult toachieve for archive and record storage facilities located in basements

If the program calls for multistory archive storage, consider impact on fire fighters toaccess the fire, and to vent heat and smoke from upper stories.

In designing the buildings, the consultant shall apply the highest quality of architectural andtechnical skills through drawings, details and specifications. All drawings shall be prepared in

the metric system and at the required scales to the acceptable design codes and standards;local byelaws and for the construction methods applicable within the context of working inJuba, South Sudan.

The Consultant shall prepare Technical Documents and other drawings as specified in the Agreement together with any other related documentation as may be deemed necessary forthe Project. Technical calculation and Structure Designs shall be prepared and signed by aqualified Structural Engineer. The Consultant shall also involve the services of any suchSpecialists and other Technical Consultant as may be deemed essential to carry out therequirements of the Project. Technical data pertaining to Soil Investigations and Site Surveysetc., shall be carried out by the Consultant prior to the designing of the buildings or at leastbefore the technical drawings are made.


http://www.wbdg.org/resources/lidsitedesign.php?r=archives_records



http://www.wbdg.org/resources/bipv.php?r=archives_records




http://www.wbdg.org/resources/der.php?r=archives_records



http://www.wbdg.org/resources/microturbines.php?r=archives_records


http://www.wbdg.org/resources/fuelcell.php?r=archives_records











5.6 Design Features

1. Site Layout Plan: Scale 1:200

The following should be indicated:

a) Setting out procedure (in relation to an existing landmark or some other means)

b) Location of the major buildings in terms of distances, building sizes andorientation in relation to the setting out points.

c) Internal Roads layouts, gradients, widths, parking lots, their locations etc, inrelation to the building.

d) Layouts for landscaping in terms of levels, cut and fill areas, outdoor courts,trees, lawns, paved paths, retaining walls, flower beds etc., together with theirlocation and sizes where applicable in relation to the buildings.

e) Water supply scheme with designs and details for water tanks overhead /underground) outlining the specifications for materials, capacity and sizes,necessary fitting required and location of each.

f) Sewerage treatment proposal together with specifications of location, materials,sections, sizes for manholes, soak pits, septic tanks etc., as per the number of users.

g) Storm water drainage scheme layout along with specifications for locations,

materials and sizes of all major and minor drains.

h) Electrification scheme.

i) Location, security fencing, entrance gates, gate house, link passages etc

j) Other relevant site planning details

2. The Building Plans: Scale 1:100/ 1:50

The following should be indicated:

a) Location and sizes of the various rooms, passages, outdoor terraces, courts etc.,to cover all f loor levels including foundations.

b) Location and sizes of structural elements.

c) Wall thickness, location of doors windows, staircases, steps, levels etc., togetherwith building materials used.

d) Schedules of doors, windows, etc.

e) Partition, counters, cupboards and other built-in furniture locations.

f) Reflected ceiling plans where applicable, along with material specification andfixing details.




g) Schedule of finishes and specifications for different areas and surfaces

3. The Building Sections: Scale 1:100/ 1:50

All relevant longitudinal and cross-sections indicating:

a) All major changes of levels and building heights, clearly defining the relationshipof the various building elements with each other, in terms of vertical heights andthe distances to be drawn.

b) Heights of basic elements and levels such as plinths, sills, lintels, beams,ceilings, floors, cornices, eaves, cross ties, truss bottom etc.

c) Slopes of roof and floors applicable to be defined.

d) All materials to be specified.

4. The Building Elevations: Scale 1:100/ 1:50

Basic Elevations indicating:

a) Elevation features of doors, windows, clerestory, columns, brackets, railings, roofprofiles etc, and showing all external faces of the buildings to be drawn.

b) Details of the elevations and corresponding external wall sections, defining thearrangement of various elements whether in different or the same vertical plansetc., along with the building materials used.

5. Construction Details: Scale 1:20 / 1:10 / 1:5

Construction details for all building features indicating:

a) Flooring, steps and step guards, sills, railing, lintels, columns, beams, brackets,cornices, ceilings, roofing, plinth protection etc., along with materials to be used.

b) Partition walls, paneling, skirting, false ceilings, shelving, counters, cupboardsand other miscellaneous built-in furniture along with materials, specifications andhardware to be used.

c) Staircase treads and risers and their relation to floor finishes, hand railings andfixing details along with materials and specifications to be used.

6. Toilet Details: Scale 1:20

The following shall be indicated:

a) Detail plans and sectional elevations clearly explaining the number, sizes,location and types of all fixtures and fittings i.e water closets, urinals, washbasins, tapes, geysers, towel rails, soap trays, mirrors, floor traps, etc., along witharrangement of tile facing, materials specifications and catalogue reference

where applicable.




b) Layout plans for water supply and drainage lines required for each floor includingspecification of sizes, necessary fittings and materials.

7. Kitchen Details: Scale 1:20


a) Detailed plans and sectional elevations clearly explaining the location of variousfixtures i.e. sinks and drain boards, exhaust fans, etc., along with all materialsspecifications and catalogue references where applicable.

8. Structural Drawings: Scale 1:100 / 1:50

The following shall be indicated together with the relevant schedules:

a) Layout plans with complete centre-to-centre measurements.

b) Foundation plan up to plinth level, complete with details for column footings, loadbearing walls, partition walls, plinth beams, etc., with sections at various pointsand supports showing the entire arrangement of reinforcement with fullmeasurements.

c) Design and details for retaining walls, breast walls, etc., where applicable, withplans and sections showing the whole structure and complete measurements.

d) Design and details for lintels, beams, cornice beams, suspended floors, columns,pillars, posts, struts, brackets, etc., at all floor levels with complete sectionsshowing the entire arrangement of reinforcement for the complete structure

together with full measurements.

e) Design and details for stair cases with plans and sections at all levels showingthe whole reinforcement arrangement with all measurement for stairs, landing,slabs, beams and foundations.

f) Details of ceilings, sizes of joists, suspenders and fixing details complete withsections showing the structural arrangement and measurements.

g) Design and details for trusses, purlin, rafters, posts, struts, post plates, etc.,complete with sizes, sections and fixing details.

h) Design and details of all steel sections with complete measurements, showingthe entire structure arrangement, details of connections, etc

9. Electrical Layout: Scale 1:50


a) Internal electrical layout with respect to location and height of fixture/fittings suchas light points, switches, switch boards, power outlets, exhaust fans, bulk heads,sub distribution boards, main control board, etc.

b) Layout for compound electrification inside plan along with specification of fittings,cables color codes, poles, brackets, etc., as proposed.




c) Layouts and sections where applicable for cable trenches, cable routes andearthing and its specification / recommendations thereof.

d) Single line diagram in respect of main control board and energy meter, subdistribution boards and load circuits.

10. Services Layout: Scale 1:100

The following information as per the manufacturer’s standard and specification shallbe incorporated in all relevant drawings where ever applicable:

a) Layout showing the location of security gates and walls with required heightclearances, check points, save doors, grills, partitions, special reinforcement,security rooms, etc.

b) Location of fire alarm sensors and fire fighting equipments together with provisionfor installation details as per the manufacturer’s specifications.

c) Layout showing the location of electrical heating / mechanical ventilationequipment




6 RISK MITIGATION & SUSTAINABILITY

The archive records, visitors, staff and building might be confronted with several types ofrisks emanating from the potential interaction of various types of hazards (such as fire,pests, storm etc.) with existing constraints and some inherent vulnerability. However, withappropriate mitigation measures in the design and layout of the building, the negative impactof some of the major risks can be minimized and the sustainability of the national archives asa significant institution can be enhanced as described below.

a. Location: the site of the building is located next to Freedom Square and several other keysites. Whilst this location is highly suitable for building the first institution enshrining thenation’s memory, it can face a potential thr eat of vandalism from protests anddemonstrations. Therefore the entrance to the building and its layout should be carefullyplanned.

b. Fire: since archival records are extremely vulnerable to fire damage, mitigation of the firerisk is of utmost importance. Fire can stem from two sources: through electric short-circuitingor kitchen fires from within and outside of the building, especially through the neighboringconference/reception hall. Consequently, the building design should take fire mitigationmeasures such as fire doors, a water reservoir, compartmentalizing of storage rooms, sandpits and so on. It is to be noted that fire sprinklers may not be suited for areas containingarchival holdings.

c. Climate: the long-term survival of the archival records, that may contain materials such aspaper, photographs, films, audio/video tapes etc., is dependent on good air-circulation and

cool and dry climatic conditions. Since there is no public utility for providing electricity, andthe ambient climatic conditions are extreme (hot and humid), building design for storage andpreservation of archival holdings must ensure:

No substantial sudden change in temperature between storage and reading rooms

Installation of back up electricity for uninterrupted power

good air circulation ( exchange of air through air ducts)

thick walls and smaller openings for cooling down the temperature

use of building materials and construction techniques that enable a passive climatecontrol

provision for certain climate controlled areas as marked in section 5.3

d. Pest infestations: as land termites and other types of pest infestations can threaten thelongevity of archival records, a complete termite treatment of the land before building on itshould be undertaken. At the same time the building should have features such as termiteproof floors, fire-proof as well as termite resistant flush doors, windows etc.

e. Storm/strong wind: since strong winds and storms are frequent in the area, the design ofopenings such as doors and windows should consider their occurrence. The design musttake in to account the inflow of dust and insects.

f. Drainage: construction of the building should take into consideration the overall drainageof the site and ensure there are no points for water to be retained around the structure.

g. Water reservoirs and rainwater harvesting: for mitigation against fire and overallsustainable functioning of the archives, an arrangement for creating water reservoirs on the




site should be made. At the same time, the building could have some features for harvestingof rainwater, which would help in meeting some of the environmental protection criteria.

h. Security: Some of the archived documents may be sensitive and priceless so as to be

attractive to vandals and thieves. Measures for prevention of theft and vandalism of itemswill therefore be necessary.




ANNEXURE – 7.1:

Site Layout Plan – UNOPS




ANNEXURE – 7.2:

Site Topography Plan – UNOPS




ANNEXURE – 7.3:

A Fire Safety Self-Inspection Checklist – Conserve O Gram




Conserve O GramFire Safety 101: A Fire Safety Self-Inspection Checklist

Number 2/23 September 2005

Introduction

Structural res can occur at any time. They don’t just happen to the “other guy.” The best way toensure that NPS facilities are “re safe” is through prevention and education. This includes inspec-tions and education of employees, partners, and the public.

Director’s Order #58: Structural Fire Management (DO #58) and its implementation manual, Refer-ence Manual #58 (RM-58), require your park’s Structural Fire Coordinator to schedule annual reinspections in all NPS and concessions facilities. This is a minimum requirement. But a lot canhappen in a year. Don’t let an unsafe situation go until the next annual inspection. Conduct yourown self-assessments in the interim.

The NPS Structural Fire Program has developed a Self-Inspection Checklist to help you. Use theChecklist to conduct your own re inspections in-between your annual inspections.

Note: The Self-Inspection Checklist doesn’t replace the required annual re inspections scheduled byyour park’s Structural Fire Coordinator. It is a supplement to the annual inspection.

Fire Safety Self-Inspection Checklist

Use the following checklist as a reminder during inspections. List items requiring corrective actionon a Notice of Fire Hazard form.

Life Safety

Ability to use exit doors is not hampered by security measures during occupancy.

Stairwell and hallway re doors are kept in the closed position.

Stairwells and evacuation routes are free and clear of obstructions.

Fire escape stairs appear to be in good condition.

X Satisfactory 0 Correction required / Not applicable




Fire Safety 101: A Fire Safety Self-Inspection Checklist

Conserve O Gram 2/23 National Park Service

Emergency lighting units operate when tested.

Exterior emergency exit routes are clear and free from snow and ice.

Illuminated exit signs are all lit, not blocked, and can be easily seen.

Fire Protection Equipment Portable re extinguishers are in their proper location and fully charged and tagged.

A space of at least 18 inches (457 mm) is kept between sprinklers and materials.

Fire hose cabinets are in good order, easily visible, and accessible.

Staff training is conducted regularly and documented.

Fire detectors are free from obstructions.

Sprinkler control valves are open and locked/secured, and dry pipe systems register at normal airpressures.

Sprinkler tanks, piping, and supports appear in good condition.

Alarm systems function and are tested per NFPA 72 .

Lightning arrestors appear to be in good condition.

Housekeeping and Storage

Rubbish is not left to accumulate in excessive quantities; trash receptacles are emptied regularly.

Storage areas are kept clean and orderly; cleaning materials are safely stored.

Combustible materials are not kept in unprotected areas, such as a crawl space.

Roof scuppers and drains are unobstructed; roof covering is in good condition.

Aisles are unobstructed.

2




National Park Service Conserve O Gram 2/23

Fire Safety 101: A Fire Safety Self-Inspection Checklist 3

Hazardous Liquids

Emergency measures are posted in case of accidental spills.

Flammable/combustible liquids are kept in approved safety containers.

Flammable/combustible liquids are stored in an approved cabinet.

Safety storage cabinet vents are clear of obstructions.

Soiled rags are kept in an approved self-closing waste container.

Portable re extinguishers are in their place and of the proper type.

Exhibits/Collections/Book Stacks

Exhibits and collections are not overcrowded.

Exhibit case lights do not show signs of overheating.

Exhibits are not blocking exit routes and/or access to re protection equipment.

Extension cords are not used.

All vertical/horizontal openings in re barriers are re-stopped.

Salvage equipment and materials are provided and accessible.

The re department is familiar with and has access to these areas.

Smoking regulations are enforced with employees and visitors.

Temporary wiring conforms to the National Electrical Code ®.

Auditoriums and Classrooms

Safe capacity is posted and enforced.

Standing and sitting in aisles is prohibited.

Smoking regulations are enforced.




Fire Safety 101: A Fire Safety Self-Inspection Checklist


4

Restaurants and Eating Areas

Safe capacity is posted and enforced.

Aisles and exit routes are unobstructed and illuminated.

Ranges, hoods, and exhaust ducts are clean.

Shops/Laboratories/Packing Areas

Laboratory wastes are disposed of daily, with the use of appropriate precautions.

Electrical equipment in areas near where ammable liquids are in use is explosion proof.

Electrical appliances have warning lights and are unplugged when not in use.

Employees are aware of special hazards and trained in any special precautions necessary.

Entry is limited to authorized persons.

Woodworking equipment dust collectors are functioning adequately, and collector bins are emp-tied regularly.

Power tools are unplugged when not in use.

Exterior and Environment

All exits, emergency exits, and re escapes afford unobstructed passage to a safe area.

Grounds surrounding the facility are clear of accumulations of combustible material and brush.

Fire service access is maintained clear.

Fire hydrants and sprinkler system and Fire Department Connections (FDC) are visible, acces-sible, and operable.

Personnel/Training

All staff members know emergency contact numbers and know how to transmit a re alarm.

All NPS employees have received training and are aware of their assigned duties.




National Park Service Conserve O Gram 2/23

Fire Safety 101: A Fire Safety Self-Inspection Checklist 5

All staff members have received training in the use of portable extinguishers.

Building Changes Since the Last Inspection

Do not interfere with re detection and/or re suppression systems.

Do not contribute unreasonable re loading.

Do not create vertical and horizontal openings in re-rated walls and ceilings.

Items requiring action have been noted on a Notice of Hazard form (see Figure 1., below).

Area inspected:

Inspected by:

Date of inspection:

Contacts

For additional information, contact:

• Park Structural Fire Coordinator

• Regional Structural Fire ManagementOfcer (SFMO)

• NPS Structural Fire Program3833 S. Development AvenueBoise, ID 83705

(208) 387-5203

• Local Fire Department

Harold L. SpencerStructural Fire Training & Education SpecialistNPS Structural Fire Program3833 S. Development AvenueBoise, ID 83705(208) [email protected]




The Conserve O Gram series is published as a reference on collectionsmanagement and curatorial issues. Mention of a product, a man-ufacturer, or a supplier by name in this publication does not con-stitute an endorsement of that product or supplier by the NationalPark Service. Sources named are not all inclusive. It is suggestedthat readers also seek alternative product and vendor informationin order to assess the full range of available supplies and equipment.

The series is distributed to all NPS units and is available tonon-NPS institutions and interested individuals online at<http://www.cr.nps.gov/museum/publications/conserveogram/cons_toc.html>. For further information and guidance con-cerning any of the topics or procedures addressed in the series,contact the NPS Museum Management Program, 1849 CStreet NW (2265), Washington, DC 20240; (202) 354-2000.

6 Fire Safety 101: A Fire Safety Self-Inspection Checklist


Figure 1. Form for reporting a re hazard requiring corrective action.

6

NOTICE OF FIRE HAZARD

DATE REPORTED:____________ HAZARD CONTROL NO. ______

AREA WHERE HAZARD WAS NOTICED:______________________

THE FOLLOWING HAZARD WAS NOTICED:

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

THE POTENTIAL RISK IS AS FOLLOWS:

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

_______________________________________________________

THE FOLLOWING ACTION IS RECOMMENDED:

_______________________________________________________

_______________________________________________________

_______________________________________________________ _______________________________________________________

_______________________________________________________

Reported to: Reported by:

___________________________ ________________________

(print name) (print name)




ANNEXURE – 7.4:

Museum Storage Cabinets – Conserve O Gram




July 993

Museum Storage Cabinets

Over the years museums have been challenged to

find means of storing collections that will pro-

vide for their security and proper environment

and act as barriers against biological infestation

while ensuring easy accessibility. Commercially

available or custom-built racks and cabinets,

glass cases, steel and wooden shelving, and

specialized vaults all have been used to house

museum objects . Many museums, as well as theNational Park Service, recognize the advantages

of using specialized museum storage cabinets for

preservation of collections.

By properly housing collections in specialized

museum storage cabinets, most detrimental

influences can be counteracted. Cabinets have

these advantages:

Exposure to visible light and ultraviolet

radiation can be eliminated.

Security against theft is enhanced by doors

that are equipped with a locking mechanism.

A microenvironment is created inside the

cabinet. The gasket around the door jamb

restricts air flow, thereby significantly

reducing dust, pollutants, and changing levels

of relative humidity and temperature. The

gasket also prevents insects and rodents from

entering the unit.

The NPS Museum Handbook Part I Rev 9/90),

Chapter 7, provides further information on

museum collection storage. There are a variety

of sources for museum storage cabinets. Refer

to NPS Tools of the Trade for a listing of the

types and sources of museum storage equipment.

Manufacturers’ catalogs are excellent guides to

the variety of cabinets available and how they

Number 4 l

may be used. The NPS Curatorial Services

Division can provide source information for

acquiring catalogs.

i e M odular Syst em

The NPS has developed a modular system of

three primary cabinets for housing museumcollections. The three types are illustrated and

described below.

Standard Museum Cabinet

Dimensions:

29”~ x 32”d x 36-7/8”h

Originally developed as a geology-paleontology

cabinet, the standard cabinet has become the

National Park Service’s primary storage

container. The heavy duty construction allows

for storage of heavier artifacts. It is also

suitable for storing nearly all small objects, as

well as smaller textile and ethnographic

materials. The size of the artifact or specimen

to be stored is limited only by the 50 pound

maximum load per drawer, the vertical space

between drawers, and the dimensions of the

drawer 24- 15/16” wide x 30” deep). The




Nat ional Park Servi ce Conserve 0 Gram 4/l

maximum number of drawers per cabinet is standard cabinets. Wardrobe cabinets are full-

sixteen, although a normal complement is ten height cabinets over six feet) and cannot be

drawers. stacked.

Doublewide Museum CabinetDimensions:

58”~ x 32”d x 36-7/8”h

This cabinet is twice the width of a standard

museum cabinet but has the same depth and

height. It is used for the storage of lighter

objects with larger dimensions, such as study

skins, baskets, and large textiles. The wider

drawer is suitable for flat storage of fragile

textiles that are too delicate to be rolled or hung

on padded hangers. Like the standard cabinet,

the doublewide cabinet can hold sixteen drawersbut the usual complement is ten drawers.

Standard cabinets allow for the use of specialized

materials to aid in storing objects. For example,the NPS has designed archival-quality specimen

trays that are modular in size and shape and fit

compactly and exactly within a standard drawer.

NPS has also developed a polyethylene foam

drawer pad that fits into the bottom of the

drawer and provides a nonskid and nonreactive

surface for both the specimen trays and artifacts

too large for the trays.

Addit ional Cabinet Opt ions

Wardrobe Cabinet

Dimensions:

58”~ x 32”d x 78”h

In addition to the three cabinets in the modular

system, other types of museum cabinets are

intended for particular collections or for special

functions.

The wardrobe cabinet has the same footprint as a

doublewide cabinet or two standard cabinets

placed side by side. The interior is open. The

cabinet was designed originally with a closet

hanger rod and hat shelf to store garments onpadded hangers, but it is adaptable for storing a

variety of objects on assemblies designed by the

manufacturers. These assemblies include full-

and half-width drawers, vertical slots, fixed

shelves, and fixed and pull-out rolled storage

rods.

Visual Storage Case

Dimensions:

36-3/8”w x 16-1/4”d x 84”h small)

36-3/8”w x 22-1/4”d x 84”h medium)

48-3/8”w x 22-1/2”d x 84”h large)

This cabinet allows for the visual accessibility

of objects while also providing for safe storage.

One of the advantages to using a modular system

of storage cabinets is that their uniform size

simplifies storage space organization and

arrangement. The ability to stack cabinets

allows a more efficient use of vertical space.

However, there are a few guidelines to follow

when stacking cabinets. Both standard and

doublewide cabinets can be stacked, but no more

than two high. Two standard cabinets are strong

enough to support one doublewide cabinet, but a

doublewide cabinet cannot support two

The cabinet is

equipped with lift-off,

swinging double

doors and a locking

handle. Six

adjustable shelves are

standard with the

cabinet. The four

viewing panels in the

doors may be made

of either ultraviolet

UV) light filtering

Plexiglas@ or safety

glass. A cabinet with

UV-filtering Plexiglas should be used when

storing light-sensitive objects, such as baskets.

2 M useum Stor age Cabi net s




Conserv e 0 Gram 4/l Nat ional Park Servi ce

Entomology Cabinet

Dimensions:

23-3/16”w x 20-1/3”d x 42-3/4”h counter

height)

23-3/16”w x 20-1/3”d x 84-1/8”h full height)

The 42-3/4”-high steel unit has 12 drawers on

glides. The 84-l/8”-high steel unit has 24

drawers on

glides. Both have

a gasketed door,

a locking door

handle, and a

label holder on

the door. Both

use Cornell-style

drawers, which

hold insectpinning trays in a system of modular sizes.

Herbarium Cabinet

Dimensions:

25Y32”w x 18-25/32”d x 40”h counter height)

255/32”w x 28-25/32”d x 84-1/8”h full height)

This steel cabinet has

compartments that are

designed to hold

mounted herbariumspecimens enclosed in

herbarium folders.

The 40”-high cabinet

has 12 compartments.

The 84- l/8”-high

cabinet has 26

compartments. The

single door has a

r

gasket, a locking handle, and a label holder.

Map Cabinet

Dimensions: height varies)

40-3/4”w x 28-7/16”d small)

46-3/4”w x 35-7/ 16”d medium)

53-3/4”w x 41-7/16”d large)

The steel map cabinet has large, flat storage

drawers and can be obtained through the Federal

Supply Schedule or from commercial vendors.

It is available in three sizes, but the largest size

is generally recommended. The cabinet comes

in multiples of five-drawer sections, each section

measuring 15-3/8” high. The full height of a

map cabinet varies according to the number of 5-

drawer sec-

tions that are

stacked upon

each other.Experience has

shown counter

height, usually

two stacked

sections, to be

the most work-

able. A base

and a top com-

plete the unit. The map cabinet is used for

storing large historic maps, prints, and

documents. For proper protection, the objects

are placed in acid-free map folders beforestoring in the cabinet. Blueprints should be

stored separately from other collection objects

because of their tendency to off-gas which can

be harmful to other materials.

Donald R. Cumberland, Jr.Museum Specialist

Curatorial Services Division

National Park Service

Harpers Ferry, West Virginia 25425

Forlnerlyssued as Conserve 0 Gram 4/3. Revi sed 1993.

The Conserve 0 ram series is published as a reference on

collections management and curatorial issues. Mention of a product,

a manufacturer, or a supplier by name in this publication does not

constitute an endorsement of that product or supplier by the National

Park Service. Sources named are not all inclusive. It is suggested

that readers also seek alternative product and vendor information in

order to assess the full range of available supplies and equipment.

The series is distributed to all NPS units and is available to non-NPS

institutions and interested individuals by subscription through the

Superintendent of Documents, U.S. Government Printing Office,

Washington, D.C. 20402, FAX 202) 512-2233. For further

information and guidance concerning any of the topics or procedures

addressed in the series, contact the National Park Service, Curatorial

Services Division, Harpers Ferry, WV 25425, 304) 535-6410.

M useum Stor age Cabi net s 3




ANNEXURE – 7.5:

Insulated Modular Structure for Storage –

Conserve O Gram




Number 4/7

Museum Collection Storage Space Is An Insulated Modular

Structure Right For Your Collection?

An insulated modular structure (IMS), such as

those manufactured by Bally Engineered

Structures (Bally, Pennsylvania) is often used for

collection storage in National Park Service

(NPS) sites. However, an IMS may not always

be the right choice. Occasionally, modular

structures have been used in some situationswhere other options might have been more

appropriate.

The IMS is usually assembled from panels made

of polyurethane foam sandwiched between sheets

of galvanized steel, stainless steel, or aluminum.

The panels are strong and self-supporting and

lock together. In construction, they are similar

to large room-size walk-in refrigerators. Bally

structures erected inside other buildings at

Harpers Ferry National Historical Park (West

Virginia), and Fort Pulaski National Monument(Georgia), and at several other NPS sites and

public museums have been very effective in

economically maintaining interior environments

that meet NPS standards for the storage of

museum collections. For results of tests run on

the IMS in each of these parks, see Cultural

Resources Management Bulletin, CRM, Volume

15, Number 4 (1992), “Collection Storage -

Making a Case for Microenvironments. ”

Ideally, the decision to use an IMS for collection

storage should be the culmination of a carefulstudy of all available storage options. Those

options could include converting existing space

to collection storage, constructing new storage

space using conventional building methods,

erecting an IMS, leasing commercial storage

space, or arranging for storage in a regional

center (e.g. Federal or non-Federal repository).

A Collection Storage Plan is a viable way to

examine all the options for storing the collection.

Regardless of the means decided upon by the

park and Region to correct storage space

deficiencies, the space must meet the collection

storage requirements specified in the CulturalResour ce M anagement Gui del i ne (NPS-28), the

NPS M useum Handbook, Part I, (Rev g/90), and

Special Directive 80-1, “Guidance for Meeting

NPS Preservation and Protection Standards for

Museum Collections” (revised 1990) and its

accompanying Department of the Interior

Checklist for Preservation, Protection and

Documentation of Museum Property (As

Amended for Use by the NPS).

The following factors should be taken into

account when considering an IMS for collectionstorage:

An IMS is superinsulated and sealed to

tightly control the infiltration and exfiltration

of air. It is ideally suited for creating space

that can maintain very stable relative

humidity and temperature conditions.

An IMS is highly recommended for use as a

room within another structure, especially

when the construction of a new building for

collection storage would intrude on thehistoric scene.

An IMS is particularly useful in a historic

building, where environmental conditions

maintained for the preservation of the museum

collection may conflict with the conditions

necessary for preservation of the building itself.




Na t i onal Park Serv i ce Conserv e 0 Gram 4/7

An IMS will allow the desired conditions to be

maintained inside collection storage space

without needing to maintain the same conditions

throughout the entire building, thereby avoiding

potential damage to historic fabric. See Cultural

Resources Management Bulletin, CRA4Preservation Tech Notes “Museum Collection

Storage,” Number 1 (1985), for additional

information.

An IMS can be used outside as a stand-alone

structure, but only when properly designed

for exterior use. The most important design

feature distinguishing an IMS for outside use

from one for inside use is the incorporation of

an additional roofing system on structures

used outside. A structure for outside use also

may require added reinforcement forstructural strength, wind resistance and snow

loading, depending upon its size and the

weather conditions to which it could be

exposed.

An IMS with a roof panel span greater than

17’ and used inside another building and an

IMS with a roof panel span greater than 14’

used outside requires the addition of structural

steel supports. Supports can be either internal

columns supporting one or more steel beams

or web trusses, or external overhead steel

beams from which the ceiling panels are

suspended.

The floor for an IMS, when used inside

another building, usually is made of pre-

fabricated floor panels. The panels are

simply assembled on the existing floor and

shimmed to level. When the structure is used

outside, the floor panels must be placed on a

level concrete slab raised at least 4”-6” above

the highest surrounding grade of the land.

However, a concrete slab installed with a

vapor barrier and rigid foam insulation having

an R-value of at least 15 can be used in lieu

of the floor panels. Regardless of the type of

floor used, care must be taken to ensure that

the level of the slab is at least 4”-6” above th

highest grade of the surrounding ground and

that the joint between the slab and wall or

slab and the floor panels is tightly sealed

with a long lasting sealant, such as silicone.

The load exerted on the floor of a hostbuilding by a Bally structure is 4 pounds per

square foot (sf) of floor, ceiling, and wall

panels. For example, a 10’ wide x 10’ long

x 10’ high structure would have a floor area

of 100 sf (10 x 10 = loo), a ceiling area of

100 sf (10 x 10 = 100) and wall areas of

400 sf (10 x 10 = 100 x 4 walls = 400) for

a total panel area of 600 sf. (600 sf x 4

pounds per square foot = 2400 pounds).

Thus, a structure with a footprint of 100 sf

would weigh 2400 pounds and would exert a

load of 24 pounds per square foot on thefloor of the host structure. This weight

excludes the weight of any structural steel

supports for structures with ceiling panel

spans greater than 17’. Of course, this

weight does not take into account the

contents of the Bally structure either.

Take into consideration severe weather

conditions such as hurricanes and tornadoes.

When dangerous conditions can be expected,

an IMS should be used only as a room within

an existing structure. In such cases, the host

structure should be made as weather- and

damage-resistant as possible.

When circumstances dictate that an IMS is

the best means to create collection storage

space, but it can be used only outside as a

stand-alone structure, it should be designed

to withstand the severest conditions expected

for that locality.

An IMS can be designed to sustain a

maximum wind load of 150 mph and

withstand any snow load. However,

engineers need to know early in the design

process if the building needs to meet special

requirements.

2 M useum Coll ect i on Stor age Space: I s an I nsulat ed M odular St ructure Ri ght or Your Col l ecti on?




Conserve 0 Gram 4 7 National Park Service

An IMS can be considered no more fire-

resistant than a building of wood-frame

construction. According to literature

provided by Bally Engineered Structures, the

polyurethane foam interior of their panels will

burn, but in the process, it chars instead ofmelts and therefore tends to insulate, rather

than contribute to flame spread.

An IMS can be simpler to procure than a

conventional building because it is considered

to be an item of equipment rather than a

structure. Approval to buy equipment

normally can be obtained more easily and

quickly than approval to construct a building.

An IMS can be constructed quickly and,

consequently, can be put into service in muchless time than a conventional structure. The

modular prefabricated panels are simply

latched together in very little time.

An IMS costs up to 50 less than a

conventionally constructed building of the

same storage capacity.

Once an IMS is designed and the building is

received at the park, modifications in the use,

design or configuration of the structure should

be cleared through the manufacturer.Changing the shape or configuration of the

structure or erecting an interior structure

outside could cause the structure to lose

effectiveness or even to fail.

Air conditioning and heating equipment may

be needed to achieve optimum interior

environmental conditions within an IMS for

museum collections storage. See Conserve 0

Gram 4/8, “Selecting Environmental Control

Systems for Insulated Modular Structures. ”

Typically, many museums and historic structures

have problems storing their collections. Objects

often are stored in multiple buildings as well as

separate rooms where storage conditions are not

optimal and security and accountability are

questionable. The use of an IMS allows

museum staff to consolidate collections in one

storage facility which can provide both

satisfactory environmental conditions and

improved physical security.

Checklist

Use this checklist as a guide to determine

whether an IMS meets a park’s needs and, if so,

what type will be best suited for the site and the

collection.

1.

2.

3.

4.

Does the park need additional

environmentally controlled space to store

museum collections? Yes No

Does the park have a structure (historic or

otherwise) that can be adapted to house the

collection storage function in eitherrenovated space or in an IMS?

Yes No

Is it easier or less expensive to purchase an

IMS than to build a conventional structure of

the same storage characteristics? Yes

No

Can an IMS be erected outside? If so, can it

be designed to withstand the severest

weather conditions expected?

Yes o

a. Can the winds exceed the 150 mph

maximum wind load of an IMS?

Yes No

b. Can the IMS be built to withstand the

severest snow loads anticipated?

Yes No

5. Will the IMS

a. Be of a size to require a reinforced roof

(17 feet maximum roof panel span inside

and 14 feet maximum roof panel span

outside)? Yes No

b. Require interior columns and steel beams

or trusses for a structure used outside?

Yes No

Museum Col l ecti on St orage Space: I s an Insulat ed M odular St ructur e Right for Your Coll ecti on? 3




National Park Service Conserve 0 Gram 4/7

c. Require external overhead beams for a

structure used inside? Yes No

6. If the IMS is constructed inside, will

prefabricated floor panels be used?

Yes No

Bally Engineered Structures, Inc.

P.O. Box 98

Bally, PA 19503

(2 15) 845-23 11

Gill Marketing2127 Espey Court

If not, will the floor be insulated using Crofton, MD 21114conventional materials? Yes No (4 10) 625-2700

7. If the IMS is constructed outside, can the

supporting concrete slab be installed 4’6”

above grade?

Yes No

Penn Refrigeration

c/o Eagle Marketing

P.O. Box 681837

Houston, TX 77268

(713) 320-05918. For an IMS built outside,

a.

b.

Will prefabricated floor panels be used?Yes No

Or will a vapor barrier and rigid foam

insulation be installed in the slab?

Yes No

9. If the IMS is built inside, can the host

structure support the weight load of the

IMS, storage equipment and objects to be

stored? Yes No

10. Will environmental conditioning equipmentbe necessary to achieve optimum interior

conditions? Yes No

Sources

Arctic Industries

8207 NW 74th Avenue

Miami, FL 33166

(800) 3250123 or (305) 8835581

References

Cumberland, Donald R. “Collection Storage -

Making a Case for Microenvironments. ”Cultural Resources Management Bulletin, CRM,

Vol. 15, No. 4, Supplement. Washington,

D.C.: National Park Service, 1992.

Cumberland, Donald R. “Museum Collection

Storage in an Historic Building Using a

Prefabricated Structure. ” Preservation Tech

Not es, M useum Col l ecti on St orage, N o. 1.

Washington, D.C.: National Park Service, 1985.

Donald R. Cumberland, Jr.

Museum Specialist

Curatorial Services Division



The Conserve Gram seri es is published as a reference on










Washington, D.C. 20402, FAX (202) 512-2233. For further


addressed in the series, contact the National Park Service, Curatorial

Services Division, Harpers Ferry, WV 25425, (304) 535-6410.

4 M useum Coll ecti on St orage Space: I s an I nsul ated M odular St ructur e Ri g for Your Coll ecti on?




ANNEXURE – 7.6:

Determining Museum Storage EquipmentNeeds – Conserve O Gram




Number 4 10

Determining Museum Storage Equipment Needs

Determining the specialized storage equipment

needed to adequately contain a collection is

fundamental to planning your collection storage

space. Properly contained museum objects are

afforded basic preservation. Proper containment

in specialized storage equipment also contributes

to organizing, accessing, and securing the

collection. Knowledge of equipment needs will

help determine the space needed to store your

collection.

This Conserve 0 Gram will guide you in making

a reasonable determination of your collection

storage equipment requirements; along with

Conserve 0 Gram 4/l 1, Determining Museum

Storage Space Requirements, these Conserve 0

Grams prescribe a two-part process useful in

planning your collection storage facility. They

are supplemental to storage planning guidance

provided in the NPSM useum Handbook

Part I(Rev 9/90), Chapter 7.

Follow these steps to determine equipment

needs

1. Take a comprehensive look at the collection

material types, quantities, and sizes.

2. Familiarize yourself with the equipment

recommended by manufacturers for storing

specific object types, such as herbarium

materials, insects, garments, geology.Equipment manufacturers have developed

cabinets, shelving units, and racks to store

virtually any type of object or collection.

Descriptions can be found in the company’s

product literature. See Sources for a list of

equipment vendors. Parks can also refer to

NPS Tool s of the Trade Release No. 3. See

Conserve 0 G ram 4/l for descriptions of

common museum storage cabinets.

3. List the types of equipment needed to store

the collection. This stage of the process can

be relatively easy if the collection consists of

a single type of object, such as herbarium

specimens or small archeological objects. It

can be more difficult if you have a wide

variety of materials.

4. Use the following guidance to determine the

number of similar objects that can be

accommodated in each piece of equipment.

Small thr ee-dimensional objects. A

standard museum storage cabinet with a full

complement of 16 drawers can accommodate

2,000-4,000 small objects stored in specimen

trays. When using the full complement of

drawers, the objects must not extend higher

than the drawer (drawer height is 17/8”)

because clearance between drawers is

minimal. Wardrobe cabinets equipped with

a full complement of half-width drawers will

hold four times the volume of a standard

museum cabinet.

Medium- to lar ge-sized three-dimensional

objects. Those objects of exceptional value,

significance, fragility or environmental

sensitivity should also be stored in the

standard museum cabinet. Larger objects

will reduce the number you can fit into a

cabinet; fewer objects will fit in a drawerand fewer drawers will fit into the cabinet.

Be sure to allow enough distance between

drawers to prevent the object from scraping

against the bottom of the drawer above. Use

caution when opening drawers.

Large stable thr ee-dimensional objects.

These objects can be stored on steel shelving

units. Select a representative sampling from




Nat i onal Park Serv i ce Conserv e 0 Gram 4/10

the sizes of objects to be stored, then

estimate the number of objects in each size.

Measure the footprint needed for each

object’s safe storage on a shelf. The

footprint is the size of the object plus a

cushion of space so adjacent objects don’ttouch. Calculate the total square footage

(footprint multiplied by the number of

objects in that size range). Divide that

number by the square footage of a single

shelf. Do the same for all size ranges.

An alternative method is to arrange a

representative sampling of objects on a shelf,

count the number of objects per shelf, and

divide the total number of objects to be

stored by the typical number of objects that

will fit on the shelf.

Archeological materials. The record storage

box (10” x12” x15”) is used routinely to

store archeological materials and has a

volume of approximately 1 cubic foot. The

volume of a standard museum storage

cabinet is 12.4 cubic feet or approximately

12 record storage boxes of archeological

materials.

Herbarium specimens. Each compartment

of a herbarium cabinet holds approximately80 pressed herbarium specimens on

mounting sheets and in herbarium folders.

Firearms. Store all firearms in locked

cabinets. Special gun cabinets provide

secure storage for up to 30 longarms.

Handguns can be stored in locked standard

museum cabinets.

Garments. Hang garments in good

condition on padded hangers in a wardrobe

cabinet. Measure the thickness of the

garments on the padded hangers and

determine how many will fit into the 52 “-

width of the cabinet interior.

Fragil e and smal l er garment s. When these

require flat storage they can be stored in

either doublewide or wardrobe cabinets. A

doublewide cabinet holds 16 drawers, each

52 ” by 30”. A wardrobe cabinet fitted

with full-width drawers has the same flat

storage space dimensions but holds up to 40

drawers.

Furniture. Store furniture on open shelving.

Although shelf size can vary, furnishings are

commonly stored on shelves measuring 4’ x

8’ (the dimensions of a standard sheet of

plywood). Typically 8 dining room chairs

will fit per plywood shelf. Other furnishings

vary greatly in size; you will need to

measure the pieces to determine how many

will fit on a shelf.

Paper documents. Individual paper objects

are first contained in file or manuscriptfolders and then stored in either document or

record storage boxes. Store the boxed

material on steel shelving or in file cabinets.

Estimate one linear foot of shelf or cabinet

space to every 1600 individual paper items.

M aps bluepri nt s and large document s.

Store in flat files. Calculate the number of

pieces that will safely fit within a drawer.

See Conser ve Gram 19/9 for guidance on

placing these materials in folders and

housing the folders in drawers. Divide thenumber of pieces for each drawer into the

number of maps, blueprints, large documents

in the collection. Blueprints require storage

separate from other materials because they

require an acidic environment. Store

documents, prints, and unframed artwork

sizes 1 ”x14” to 2O”x24” in print boxes,

then in cabinets or on steel shelving.

_I

Paint i ngs and framed art w ork. These

require special racks, either fixed wall

panels, pull out panels in compressed storage

systems, or in custom constructed slotted

racks. Contact manufacturers to explore

costs and appropriateness. Make square

footage calculations by grouping artwork in

several size categories and multiplying

square footage of the size by the number of

pieces in that category. Another method to

2 Det erm i ni ng M useum Stor age Equipment Needs




Conserve0 Gram 4 10 National Park Service

use with small numbers of artwork is to

calculate square footage based on object

dimensions taken from descriptions on

catalog cards. Once the collection is

converted into square footage, factor in a

small percentage increase to accommodatethe space separating artwork when on the

rack.

Sentry Group, 2166 Wisconsin Avenue NW,

Washington, DC 20007; (202) 265-0246.

Gun Cabinets

Browning Prosteel, P.O. Box 977,Provo, UT 84601; (801) 373-2385.

High Density Storage Systems

5. When determining your equipment needs,

take into account additional equipment

needed to contain any expected growth of the

collection.

Spacesaver Corporation, RR 3, Box 166,

Fort Atkinson, WI 53538; (414) 563-6362.

NOTE: Cabinets, shelving units, and specialty

racks that are on hand and in use (provided they

are of the appropriate type and the objects are

properly placed within them) can be used,optionally, as a basis for determining the number

of storage units needed to house uncontainerized

materials of the same type. Efficiently store the

objects on the storage unit, then simply count the

number of objects or determine the volume of

objects contained in a single storage unit. You

can then convert numbers or volumes of

uncontainerized materials into a number of

storage units.

White Storage and Retrieval Systems,

White Office Systems, 50 Boright Avenue,

Kenilworth, NJ 07033; (201) 272-8888.

Map and Blueprint Flat Files

Foster Manufacturing, 414 North 13th

Street, Philadelphia, PA 19108;

(215) 523-4855.

Jebco Inc., P.O. Box 112, Warrenton, GA

30828; (706) 465-3378.

Sources

Mayline Company, 619 Commerce Street,

P.O. Box 728, Sheboygan, WI 53082;

(414) 457-5537.

Art Storage Racks and Panels Museum Cabinets

Charles J. Dickgeisser and Company, P. 0.

Box 475, Derby, CT 06418; (203) 734-2553.

Delta Designs, LTD., P.O. Box 1733,

Topeka, KS 66601; (913) 234-2244.

Crystalizations Systems, 112 Cuba Hill Road,

Greenlawn, NY 11740; (516) 261-2878.

Fire Resistive Files, Safes, Inserts

The Interior Steel Equipment Company,

c/o Viking Metal Cabinet Company,

5321 West 65th Street, Chicago, IL 60038;

(708) 594-1111 (to order); (216) 397-0120

(for information).

FireKing International, 10 1 Security Parkway,P.O. Box 559, New Albany, IN 47150;

(800) 457-2424 or (812) 948-8400.

Lane Science Equipment Co., 225 West 34th

Street, Suite 1412, New York, NY 10122;

(2 12) 563-0663.

Kardex Systems, P.O. Box 171, Marietta, OH

45750; (614) 374-9300.

Schwab Safe Company, P.O. Box 5088,

Lafayette, IN 47904; (317) 447-9470.

Steel Fixture Manufacturing Co.,

P.O. Box 917, Topeka, KS 66601;

(913) 233-8911.

Determ ini ng M useum Stor age Equipment Needs 3Design Brief Page 62 of 90



Nat i onal Park Serv i ce Conserv e 0 Gram 4/10

Shelving Units

Federal Prison Industries, Inc., (UNICOR),

Metal and Wood Division, 320 First Street

NW, Washington, DC 20534; (202) 724-3006.

Interlake, 550 Warrenville Road, Lisle, IL

60532; (708) 7 19-7077.

InterMetro Industries, Thomas and Second

Streets, Wilkes-Barre, PA 18705;

(7 17) 825-274 1.


Museum Specialist


Museum Management Program


The Conserve 0 Gram series is published as a reference on










Washington, DC 20402; FAX (202) 512-2250. For further


addressed in the series, contact NPS Museum Management Program,

1849 C Street NW, Washington, DC 20240; (202) 343-8142.

4 Det erm i ni ng M useum Storage Equipment NeedsDesign Brief Page 63 of 90



ANNEXURE – 7.7:

Determining Museum Storage SpaceRequirement – Conserve O Gram




mcDEpAR?nserve ramNumber 4/11

Determining Museum Storage Space Requirements

One of the more daunting aspects of planning a

museum collection storage facility is determining

how much space is needed to store the

collection. This Conserve 0 Gram will guide

you in making an estimate of your storage space

requirements. It supplements information on

museum collections storage planning provided in

the NPS Museum Handbook Part I Rev 9/90),Chapter 7.

To plan collection storage space you must:

1. Determine the storage equipment

requirements for the collections. See

Conserve 0 Gram 4/10, Determining

Museum Storage Equipment Needs.

2. Develop a layout for the equipment within the

storage space.

3. Calculate the space occupied by the storage

equipment.

This process should be useful to park and

museum staff responsible for resolving museum

storage space and equipment issues and who find

themselves in one or more of the following

scenarios.

Scenar i o 1. There is no centralized storage area

for the museum collection. Objects are stored

haphazardly in a variety of places: on the floor,

on top of file cabinets, on multipurpose shelving

and in cabinets with non-museum items. You

make a decision to establish a dedicated space

where the collection can be consolidated and

properly stored. How much space will be

required? What special equipment is needed?

Scenar i o 2 Your collection storage area was

developed without the benefit of a preconceived

layout. Storage equipment was purchased as

objects were moved into the room. Objects of

different sizes and types are stored together in a

variety of equipment. Aisles are irregular

making the movement of objects difficult. You

make a decision to reorganize the room so the

objects are properly stored and more accessible.

How do you go about rearranging the space?

Scenario 3 Your site has an established

collection storage area. Additional materials

have been added to the collection over the years.

The storage room now is overcrowded. You

evaluate other spaces at the site. If no on-site

space is acceptable, a new facility will be

constructed. How do you establish the current

and future requirements for space? Do you need

additional equipment ?

When planning for collection storage space, thefollowing options are usually considered:

developing new space in a dedicated building

adapting another space or building

upgrading the space currently used to better

meet the needs of the collection

eveloping a Layout

Develop one or more layouts of your storage

equipment within the proposed storage space.

Keep in mind the following as you arrange the

space:

allow for safe movement of objects and staff

throughout the space

provide adequate access to the stored

collections




National Park Service Conserve 0 Gram 4/11

consider the location of structural features If you photocopy the templates, make sure

such as posts, beams, and pilasters) and the your copier will reproduce the original size-

impact they would have on the layout for-size.)

consider access to light switches, electrical

outlets and panel boxes, fire and intrusiondetection sensors

Cal culat i ng he St orage Space

When you develop a layout, use scale drawings

of storage equipment. Accurate dimensions for

equipment can be found in the vendor’s product

literature. Park staff can refer to NPS Tools of

t he Trade Release No. 3. Arranging the space

to scale will illustrate spatial relationships

between the equipment and the space and allow

workable layouts of the equipment to be

planned.

Experiment with various equipment layouts on a

model floor plan. This will help you determine

the size space to consider for a new storage area.

Measure the square footage of each layout and

average them. Use this calculation for

comparing other spaces that you may be

considering. Keep in mind the following as you

work with various arrangements:

Use one of the following methods for drawing

the space to scale:

The most accurate method is the use of a

computer-assisted-design CAD) software

program. CAD programs are readily

available from software manufacturers and

dealers. Most brands should work

acceptably. One commonly-used brand is

AutoCAD@ developed by AutoDesk, Inc.,

111 McInnis Parkway, San Rafael, California94903.

Allow a minimum of three feet between rows

of cabinets. Four-foot aisles are

recommended in order to open cabinets,

access objects, and allow safe movement of

objects through the aisles. Aisles between

rows of large shelving units require four feet;

however, six-foot aisles are recommended

because furnishings and larger objects require

considerable space to maneuver them onto the

shelving units.

Arrange the same types of equipment together

for example, all shelving units together).

This helps organize the collection and allowsobjects with similar requirements to be stored

together.

An alternate method is to cut out scaled

drawings of the equipment from graph paper.

Make sure the cut-outs are accurately scaled

to a drawing of the storage space that can be

on graph paper as well. The use of graph

paper and scaled cutouts is inexpensive, non-

technical, and requires no familiarity with

computers and CAD programs. However,

this method may be more time consuming to

create and use.

Locate bulkier, heavier objects nearest the

largest access doors. This requires less

handling and maneuvering within the storage

space. The more maneuvering of large, hard-

to-handle objects the greater the likelihood of

damage.

Place frequently-accessed objects nearest the

reference room, workroom, or office.

A template is provided on page 4 that depicts

commonly used museum storage equipment

drawn to the scales of l/4” = l’O”, l/8” = 1’0”

and l/16” = 1’0”. Photocopy or trace the

storage units you require and arrange them on

graph paper scaled to the size of your space.

Stack counter-height cabinets two units high.

To avoid confusion as you make your

drawing, use specific designators in the

legend of the drawing to indicate the

difference between stacked cabinets and single

cabinets.

2 Det erm ini ng M useum St orage Space Requi rement sDesign Brief Page 66 of 90



Conserve 0 Gram 4/11 Nat ional Park Serv ice

Reduce the square footage required to store

the collection by using high density storage

systems that compress aisles. Reduced square

footage requirements must be weighed against

increased cost and heavier floor load

requirements.

The process of space planning for your museum

storage facility need not be difficult. The goal is

simple: develop the equipment layout that works

for the collection and the staff, a layout that is

safe for both objects and people, meets your

access needs, and contributes to the care and

preservation of the collection.


Museum Specialist




The Conserve 0 Gram series is published as a reference on










Washington, DC 20402; FAX 202) 512-2250. For further


addressed in the series, contact NPS Museum Management Program,

1849 C Street NW, Washington, DC 20240; 202) 343-8142.

Det erm i ni ng M useum St orage Space Requi rement s 3Design Brief Page 67 of 90



Museum Storage Equipment Template

SCALE OF FEET: l/4” = 1’ ”

S R

~

MAP

SCALE OF FEET: l/8” = 1’0”

~STD~ISTDISTD~STDISTDII DBW /I WARD ImHm

STD/S = NPS Standard Museum Cabinet - 29” x 32”

SCALE OF FEET: l/l 6” = 1’0”

slslslsllrqmQm

DBW/D = NPS Doublewide Museum Cabinet - 58” x 32”

WARD/W = NPS Wardrobe Museum Cabinet - 58” x 32”

HERB/H = NPS Herbarium Museum Cabinet - 29-l/8” x 19-l/8”

ENTO/E = NPS Entomology Museum Cabinet - 21-3/4” x 22-3/4”

SSU = Steel Shelving Unit - 18” x 36”

SAR = Slotted Angle Rack - 96” x 48”

MAP/M = Map Cabinet - 53-3/4” x 41-7/I 6”

GUN/G = Gun Cabinet - 30” x 24-l/2”

VCS/VS = Small Visual Storage Case - 39-l/2” x 16-5/8”

VCM/VM = Medium Visual Storage Case - 39-l/2” x 22-5/8”

VCL/VL = Large Visual Storage Case - 51 -l/2” x 22-5/8”

IF/F = Insulated File Fire-resistive File) - 20-3/4” x 32-15/16”




ANNEXURE – 7.8:

Planning a Research Space – Conserve O Gram




Nat ional Par k Serv ice Conserve 0 Gram 4/14

Ideally, research space should be observable from

staff offices or work areas. Consider the use of a

wall with glass windows. For collections with

extremely high value, consider the installation of

a video camera monitoring system to

continuously view or record researcher use of thecollection. Establish procedures to ensure that

staff routinely monitor the space or review the

video camera recordings noting irregularities.

Researchers must sign in on the visitor log, which

includes date, time in/out, name, organization,

address, phone number, area of interest.

Researchers should also complete the Researcher

Registration Form (NPS iM useum Handbook Part

II, Appendix D .

The structure housing the research space should

have appropriate intrusion and fire

protection/suppression systems as determined by

a risk assessment.

The space should have limited entry/exit points-

preferably the minimum number dictated by life

safety codes for the size of the space. A small

room may require only a single door that is a

minimum of 36” wide. It may be a double door

if larger objects require entry.

Environmental Conditions

Conditions in research space should not

contribute to object deterioration. See NPS

M useum H andbook Part I, Chapter 4, Museum

Collections Environment for standards and

guidance on achieving appropriate environmental

conditions.

Don’t subject objects to rapid changes in

temperature and relative humidity (RH) when

removing them from storage. Temperature and

RH conditions in the research space should be

kept close to the same general temperature and

RH levels as in collection storage space. In many

instances research space controlled to human

comfort levels (70°F and 55 RH) would exert

minimal risk to the majority of objects during

research, provided the objects can be safely

acclimatized to those conditions.

Objects stored in specialized cold conditions,_

such as nitrate, color, and black and white

photographic materials, should be acclimatized tothe conditions of the research space. You may

remove metal objects from dry/desiccated

conditions (below 35 RH) for short periods of

time for research without damage. Be sure to

return objects to storage as soon as possible after

research use.

Maintain light levels that do minimal damage to

objects. Lights should be UV filtered to limit

damage to sensitive objects. Sunlight should be

excluded from the space.

Space I ssues

Research space for large, frequently researched

collections may occupy as much as 25 of the

combined storage and work space (exclusive of

exhibition space) in the facility. However it is

more common for the research space to take

about 10 of the space.

Research space should be adjacent to or close by

curatorial offices, collection storage andcuratorial workspace in order to limit the

distance objects must travel from one location to

the other.

A staging area should be established outside and

in close proximity to the research space to

accommodate the needs of the researcher. The

staging area is used to check, store and secure the

researcher’s outer garments, handbags,

briefcases, containers, and packages while

research is conducted. These items should not be

brought into the research room.

Research on large, heavy or unwieldly objects,

such as architectural fragments or cannons may,

with proper supervision, occur at the location

where the objects are stored.

2 Pl anni ng a Research Space




Conserve 0 Gram 4 14 Nat ional Park Serv i ce

Equipment for Research Space Disabilities Act of 1990. Specifically the space

will have:

Consider furnishing the research space with:

One or more large work or library tables

(36” x 72” to 48” x 96”) or desks (36” x

60”) with an appropriate number of chairs or

folding tables that can be set up as needed if

space is limited. Work surfaces should be

clean, washable, stable, well-lit, and three

times larger than the largest materials being

researched within the space, so that

researchers can work with groups of

materials for comparison purposes.

A fume hood and sink with water supply, if

applicable, for use with wet and dry natural

history collectionsVideotape and audiotape playback equipment

microfilm or microfiche reader/printers,

computer with modem, typewriter and

TV/VCR, if applicable. These pieces of

equipment could be placed on mobile carts.

Also make available dollies, carts, and book

trucks for moving objects. These pieces of

equipment, however, are generally not

housed in the research space.

A small reference library, including

dictionary, atlas, encyclopedia, thesaurus,

“Who’s Who” type bibliographical

dictionaries, finding aids, and other standard

reference works on a bookshelf

Passageways a minimum of 36” wide

Doors a minimum of 32” wide

Ramps, if a change in floor level exceeds l/2

inch

Elevators, if the building is multi-story

Platform lifts, if the installation of an elevator

is impractical

Uti l i t ies

The following utilities are needed for the research

space functions:

Outlets for task lighting and to run electronicequipment, such as laptop or desk computers.

Outlets should be adjacent to the work

surface that the researcher uses. Electrical

service must meet local and national codes.

Phone service with appropriate jacks to allow

a computer local area network to be

established if access to object descriptions in

the museum catalog is to be provided

Vent ducts if a fume hood is needed for

research on natural history materials

Hot and cold water supply lines if a sink is

needed for research on natural history

materials

A bulletin board to display policies and

procedures

A hat and coat rack or locker and equipment

stand for checking, storing and securing the

researcher’s outer garments, handbags,

briefcases, containers and packages while

research is conducted. This equipment

should be located in a staging area, the

curator’s office or the curatorial workroom,not in the actual research space.

Pl anni ng for Research Space i n a New

Faci l i ty

Access for Researchers w i t h D i sabil i t i es

Work with key professional staff (architect,

museum curator, archivist, conservator, museum

specialist, librarian, and contractor) who can

provide planning and assistance. Key

professional staff may be found in the park, the

support or cluster office, the regional office, or aprogram center office. Define your specific

needs. Space must meet the primary criteria

indicated above.

Access to the research space must meet all If you are forced to reduce space in a new

requirements as specified in the Americans with building and must combine research space with

Pl anni ng a Research Space




Nat ional Park Servi ce Conserve 0 Gram 4 14

other activities, select compatible functions, such

as library space, curatorial work space or staff

offices. These spaces must be able to

accommodate adequate work surfaces and allow

staff monitoring of the researcher.

Upgrading Your Facil i t y or Research Space

For planning research space in an existing

facility, you should work with key professional

staff who can examine your particular situation

and provide guidance and planning assistance.

Ensure that the space meets the primary criteria

as indicated above.

If your situation is such that you cannot meet

some or all of the primary criteria, you should

begin planning to correct deficiencies or upgrade

facilities to meet the criteria. It may be necessary

to upgrade facilities or correct deficiencies in

stages or increments if total costs to correct

deficiencies are more than funding amounts

allocated annually.

If you don’t have enough space to make a

separate research area, low-cost immediate

improvement can still be made. The park can

create a separate workstation or research space in

a curatorial office or work space. The park mayalso consider sharing research space with related

non-museum activities, such as a library reading

room, provided the non-museum space is

convenient to the museum storage space.

Consider research activities in collection storage

space as a last resort if no other space is available

and a risk assessment determines the impact on

object preservation and security is minimal.

If research does occur in the collection storage

room or if some objects are stored in the research

room, objects can still receive a degree ofsecurity by storage in locked museum cabinets or

in sealed containers on shelving. Cabinets and

sealed containers will also buffer the immediate

microenvironment around the object and reduce

environmental deterioration of the object. The

park staff should continuously monitor all

research work in the collection storage space.

If the park doesn’t have enough staff that can be

devoted to supervise researchers, explore other

options. One option is to have research

conducted in spaces constantly occupied by staff.

Establish procedures and train staff to give

attention to the activities of the researcher.

Another option is to allow research only when

staff is available. Arrange research appointments

at a time when the researcher can be adequately

monitored.

See NPS M useum Handbook Part III, Appendix

D for more guidance on planning a research

space.


Museum Specialist



Harpers Ferry, WV 25425

The Conserve 0 Gram series is published as a reference on collections

management and curatorial issues. Mention of a product, a

manufacturer, or a supplier by name in this publication does not


Park Service. Sources named are not all inclusive. It is suggested that

readers also seek alternative product and vendor information in order to

assess the full range of available supplies and equipment.




Washington, DC 20402; FAX (202) 512-2250. For further information

and guidance concerning any of the topics or procedures addressed in

the series, contact NPS Museum Management Program, 1849 C Street

NW (NC230), Washington, DC 20240; (202) 343-8 142.

4 Pl anni ng a Research Space




ANNEXURE – 7.9:

Storage Furniture – Preservation Advisory Centre, British Library




PreservationAdvisoryCentre

Storage furniture




The production of this booklet has been supportedby Collections Link www.collectionlinks.org.uk

ISBN 978 0 7123 0488 7

Author Jonathan Rhys-Lewis, ACR

Consultant in Preservation and Collections Management

Design The British Library Design Office

First published June 2007 as Specifying library and archive storage

Revised August 2012

The Preservation Advisory Centre has been

awarded the CILIP Seal of Recognition basedon an independent review of the content ofits training courses and its engagement withthe CILIP Body of Professional Knowledge.

The Preservation Advisory Centre is supported by:

5937–07/12




1

Library and archive storage furniture

Introduction

Without the establishment of secure and well maintained accommodation, incorporating

appropriate high-quality storage furniture and materials, all other actions to preserve

library and archive collections will have limited impact. Most library and archive collections

will spend a much greater proportion of time in storage than in any form or use (such as

reading rooms or exhibitions), so it is important that storage strategies are prominent inthe overall preservation strategy. At its broadest ‘storage’ must encompass the building,

environment, storage furniture, packing materials and housekeeping routines. This

booklet focuses on furniture and equipment for storing physical library and archive

collections. The principles apply whether improving or refurbishing existing storage

facilities or building new storage facilities, whether you are considering off-site storage,

shared storage or outsourced storage. The guidance is relevant to both small and large

organisations.

Storage options

Storage should support the purpose, functions and range of activities within an

organisation, and will be determined by the following factors: acquisition, disposal,

retention, format, condition and access to the collections, as well as sustainability,

cost and resources for their management.

Before considering what type of storage furniture to use and how it is arranged, thinkabout the storage envelope. There are many options: in-house or off-site, commercial or

shared facilities, instant access or dark storage. Warehouses, underground facilities,

purpose-built pods, converted buildings and bespoke stores are all now commonly used

to store library and archive collections.

Whether old or new, adapted or purpose-built, buildings that store library and

archive collections should, as far as possible, conform to current standards. For

library and archive materials these are detailed in PD 5454:2012 Guide for thestorage and exhibition of archival materials. The primary issues to consider are:




• Location

• Construction• Environmental stability

• Security

• Fire supression

• Protection against water.

A risk assessment should be carried out to evaluate the suitability of a building for

storing library and archive collections. This process will highlight potential threats and

provide a sound basis for their ongoing management. Consideration should also be

given to levels of use of the collection and access requirements.

Space management

The way in which storage space is managed, calculated and apportioned for the

different formats is very important. The layout of storage furniture must ensure

efficient and economic use of the available space. The processes of calculating and

managing the space will require close collaboration with buildings staff, and whereappropriate, architects. Standardisation is a key requirement for the optimization of

space; the shelving configuration must reflect the formats and sizes of the collection

material. As a general rule, shelving capacity should be expressed as linear metres

and the generally accepted standard shelf length is 1 metre. To make optimum use

of space, books of a similar size should be shelved together. For archival material,

packaging and box sizes can also be standardised if the collection is fairly uniform.

Ideally a size should be chosen and used as standard which will make best use of the

storage capacity. Material that will not fit in the selected standard size, either becauseit is too large or too small, will need to be stored at another location. The future

growth of collections must be considered during the planning process. Precise

calculations may be possible for fairly static collections but for others only estimates

can be provided. A minimum expansion capacity of 20 years is recommended1.

2

1 PD 5454:2000 section 5.3




The following table suggests appropriate storage furniture for a range of commonlibrary and archive formats.

4

2 216 x 343mm3 Generally, books over 450mm high should be stored flat.

Format Storage furniture Depth

Archival documents(maximum foolscap2)

Shelving 450mm

Archival documents(larger than foolscap2)

Deep shelving or plan chest 500 – 600mm (shelving)965mm (plan chest)

Books (average size) Shelving 350 – 400mm

Books (large or heavy3) Deep shelving and frequentshelf intervals (shelving maybe roller-fronted)Flat storage, no more than3 items high

500 – 600mm750mm for exceptionallylarge material

Large flat material Deep shelving and frequentshelf intervals or plan chest

500 –1000mm (shelving)965mm (plan chest)

Rolled material(up to 1500mm long)

Deep shelving andfrequent shelf intervals

1500mm

Photographic material Shelving or cabinets 450mm (average archivalbox depth)

Magnetic media Shelving or cabinets 450mm (average archivalbox depth)

Gramophone discs Shelving or cabinets 450mm

Digital media (hand-held) Shelving or cabinets 450mm

Framed material(paintings, prints,drawings etc)

Purpose-designed vertical(and sliding) racking or staticdeep shelving with closeshelf intervals or plan chests




5

Shelving

The most effective way of protecting the collections and ensuring the most economic

use of space is through good use of shelving. PD 5454:2012 specifies that ‘shelves

should be of a size and shape that fully supports the archival materials that they are

intended to hold, while leaving sufficient space for the contents to be easily and

safely withdrawn or replaced’4. Shelving can come in many forms and the choice

may depend on the resources available:

• Proprietary office shelving in wood or metal• Tailor-made shelving specially integrated into the building fabric

• Wooden shelving

• Metal shelving

• Heavy-duty industrial metal shelving.

Proprietary office shelving may be suitable for some collection material but may have a

restricted range of sizes and components. Tailor-made shelving is more commonly found

in libraries and requires individual planning. Wooden, metal and heavy-duty industrial

shelving are the most common types of shelving found in libraries and archives and areusually available in the following formats:

• Static/free-standing

• Mobile

• Wall-mounted.

Generally, it is not advisable to store material (especially unprotected material) on

wall-mounted shelving in close proximity to external walls, and the resultant lack of air circulation, increases the risk of damp and the associated risks of mould and insects.

The maximum height of the shelving will be controlled by the shelving construction

and the ceiling height. Adequate clearance should be allowed for fire detection and

suppression systems, and shelving canopies. For health and safety reasons, the height

of the highest shelf should be such that it can be reached with ease by a person of

4 PD 5454:2000 section 6.12.4




7

Metal is seen as an archival industry standard (especially for mobile shelving) and has

a stringent specification within PD 5454:2012. It is usually manufactured from steelthat has been powder-coated with enamel paint that does not off-gas6. Loading

capacities should be confirmed with the supplier.

Static shelving

The advantages of static shelving are:

• Widely available and cheap.

• Can be constructed and adjusted by staff.

• Useful for material that is at risk on mobile shelves (fragile formats such as

glass-plate negatives or gramophone discs).

• Useful for heavy/large format items that require deep storage.

The disadvantages of static shelving are:

• Requires aisles between facing runs, so does not maximise the use of space.• There are many suppliers, so difficult to ensure standardisation.

Mobile shelving

Generally metal in construction, sometimes with plywood shelves. Produced as

manually assisted (hand-driven) or electric powered. The advantages of mobile

shelving are:

• Maximisation of storage capacity within a given area.

• Reduction in the number of access aisles required.

• Improved security as bays can be locked.

• Shelf sizes that are standardised for library and archive collections.

6 Finely divided, synthetic polymers are fused onto the steel to produce a chemically stable finish.




The disadvantages of mobile shelving are:

• Requires either a track sunk into the floor (complex, and costly) or a false floor

(which may reduce the overall height available for the shelving).

• Not always appropriate for installation on storeys above ground level. It is vital to

check that the location is suitable for mobile units and that all floor loadings are

confirmed.

• Requires regular maintenance to ensure that mechanical function and health and

safety considerations are met7.

• Long runs can be prone to ‘snaking’ and instability (this needs to be discussed

with the supplier and included within the shelving specification).

• Older units can slip the rails (dangerous and costly to remedy). It is not

recommended that old mobile units be dismantled and reassembled elsewhere.

• Not appropriate for fragile material formats (such as glass-plate negatives or

gramophone discs) because of the risk of damage or displacement due to the

impact of two shelves meeting or protruding material becoming crushed.

• Unused areas of the collections remain in closed and dark spaces – this can

encourage moulds and insects in poor environmental conditions8.

Special storage furniture

Plan chests

Plan chests are used to store large flat material, especially items that will not fit

into the standard size storage boxes. A good quality plan chest can be a real asset

and serves to protect flat material and eases retrieval and replacement. They canbe made of metal or wood. The following issues need to be considered:

• Standard of carcass construction – robust, but lightweight (usually aluminium)

and ideally fire resistant.

7 Refer to PD5454:2012 6.12.5.3 Mobile shelving, movement of runs, stability.8 Many organisations instigate a cyclical programme of opening unused areas overnight to

encourage air circulation.

8Design Brief Page 84 of 90



• Manufacturers should be able to supply a range of drawer sizes. It is better

to have more shallow drawers than a few deep, over-filled ones.• Rigid drawer construction required for support when open and filled.

• Anti-tilt mechanism required.

• Allow space for opening drawers and retrieving items.

• Check floor loadings are adequate for chests when full.

• Drawers require security locks if chests are located in public areas.

• Chests may need to be raised on a plinth to ensure that collection items

are stored above floor level and so protected from floods.

• Chests are not usually designed to be stacked.

Hanging storage chests

Upright, hanging storage chests are commonly used for the vertical storage of maps,

plans and drawings. The main advantage of this form of storage is the economic

use of space, but there are a number of concerns:

• The standard of construction and materials used in construction.• The availability of an access panel at the base to retrieve fallen items.

• Complicated hanging support structures can make it difficult to remove

and replace individual items.

• Risk of damage from the method of hanging, which may involve attaching

a self-adhesive strip to the item (the strip has holes punched to receive the

hanging supports). This method should only be used for low value items.

• Chests are often over-filled due to overall space restrictions.

• High risk of damage during retrieval.

An alternative hanging system has been developed in which items are placed in

polyester sleeves (Melinex® or Mylar ® ) and the sleeves hung on supports. In general

terms there are few risks to this method of storage – it is just the retrieval process

that can cause difficulties.

9Design Brief Page 85 of 90



10

Cabinets

In some organisations a more aesthetic arrangement is required, which enables

collections to be seen but secure. The solution, common in historic libraries, has been

to store books in glazed wooden cabinets. Whilst this solution achieves the objective,

it does present some specific preservation problems. Dark, poorly ventilated cabinets

can favour mould growth and encourage insects in poor environmental conditions.

Condensation may form on the glass if the environment is unstable, and the glass

may be easily shattered. If possible cabinets should be moved away from external

walls and, if necessary, ventilation holes made in the back to increase air circulation.Glass can be replaced with a safety standard version or a security film applied to the

glass surface to guard against shattering. Glass can also be replaced with decorative

grills. Although less aesthetic, metal cabinets can also provide secure storage and

protection from light, fire and water damage. For more detail see PD5454:2012.

Conclusion

Appropriate storage is vital for the long-term preservation of collections. As partof long-term preservation planning, organisations should review existing storage

provision, evaluate current and future storage needs, and specify appropriate storage

furniture. It is strongly recommended that PD 5454:2012 Guide for the storage and

exhibition of archival materials is consulted.




11

Online resources

BREEAM: sets the standard for best practice in sustainable building design,

construction and operation and has become one of the most comprehensive

and widely recognised measures of a building's environmental performance.

www.breeam.org

Designing libraries: a freely accessible resource for library planning and design,

a database of library buildings and a marketplace for services.

www.designinglibraries.org.uk

IFLA PAC, Energy Savings and preservation in libraries and archives, International

Preservation News, No.55, 2011

www.ifla.org/files/pac/ipn/IPN%2055%20web%206%20megas.pdf

IFLA PAC, Library and archives facing the challenges of sustainable development,

International Preservation News, No.44, (2008).

http://archive.ifla.org/VI/4/news/ipnn44.pdf

MAPLE: Major Archives Projects Learning Exchange

www.nationalarchives.gov.uk/information-management/projects-and-work/major-

archives-projects-learning-exchange.htm

National Archives, Identifying and specifying requirements for offsite storage of

physical records, The National Archives, 2009

www.nationalarchives.gov.uk/documents/information-management/considerations-

for-developing-an-offsite-store.pdf

National Institute of Building Sciences, Archives and Storage Record building

www.wbdg.org/design/archives_records.php

National Preservation Office, Where shall we put it? Spotlight on collection storage

issues: papers given at the National Preservation Office Annual Conference 2004

http://www.bl.uk/blpac/pdf/conf2004.pdf




12

Additional reading

Kitching, C. S, Archive buildings in the United Kingdom 1993–2005,

Chichester: Phillimore, 2007

PAS 197:2009 Code of practice for cultural collections management,

London: British Standards Institution, 2009

PAS 198:2012 Specification for managing environmental conditions for cultural

collections,London: British Standards Institution, 2012

PD5454:2012 Guide for storage and exhibition of archival documents,

London: British Standards Institution, 2012

Tétreault, J., Coatings for display and storage in museums

Ottawa: Canadian Conservation Institute, 1999

Wilstead, T., Planning new and remodelled archival facilities,Chicago: Society of American Archivists, 2007




Preservation guidance booklets

The following booklets can be downloaded free of charge at

www.bl.uk/blpac/publicationsleaf.html.

Free printed copies are also available.

Basic preservation for library and archive collections

Building blocks for a preservation policy

Cleaning books and documents

Damaged books

Guidance for exhibiting library and archive materials

Managing pests in paper-based collections

Managing the digitisation of library and archive materials

Managing the library and archive environment

Managing the preservation of library and archive collections in historic buildings

Packing and moving library and archive collections

Photocopying of library and archive materials

Preparing funding applications for preservation and conservation projects

Prevention and treatment of mould outbreaks in collections

Preservation of photographic material

Library and archive storage furniture

Understanding and caring for bookbindings

Using library and archive materials

The Preservation Advisory Centre promotes the benefit of good preservation practice

and provides support in the form of information services, training and preservation

management tools.

www.bl.uk/blpac




Document Information

Document circulation

Organisation Department Person Title

Name of organisation Department name Full name Job title

Publication information

Date Name Title Version

14-01-2013 Fayyaz Ahmad Faiz Rasul Project Manager Initial Draft 1

05-02-2013 Fayyaz Ahmad Faiz Rasul Project Manager Revised Draft 2





27-03-2013 Fayyaz Ahmad Faiz Rasul Project Manager Submission for Project Board’s Approval

12-04-2013 Fayyaz Ahmad Faiz Rasul Project Manager Final Draft

29-04-2013 Fayyaz Ahmad Faiz Rasul Project Manager Approved Document

Contact information

For more information on this document, please contact:

Mr. Jan Raats

Director