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RLUK Warwick Meeting | Iron Mountain, Jeremy Suratt

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RLUK Warwick Members' Meeting 2015

An Approach of Offsite Storage, Jeremy Suratt, Iron Mountain

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RLUK Warwick Meeting | Iron Mountain, Jeremy Suratt

  1. 1. © 2015 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated. All other trademarks and registered trademarks are the property of their respective owners. A New Approach to Offsite Storage Jeremy Suratt – Director, Product Management November 20, 2015
  2. 2. 2 All plans subject to change.
  3. 3. 3 All plans subject to change.
  4. 4. 4 All plans subject to change. This…
  5. 5. 5 All plans subject to change.
  6. 6. 6STRICTLY PRIVATE AND CONFIDENTIAL …to create this, and…
  7. 7. 7 All plans subject to change.
  8. 8. 8 All plans subject to change.
  9. 9. 9 All plans subject to change. writing centers
  10. 10. 10 All plans subject to change. labs
  11. 11. 11 All plans subject to change. Teaching grid
  12. 12. 12 All plans subject to change. reading rooms
  13. 13. 13 All plans subject to change.
  14. 14. 14 All plans subject to change. Who have we consulted? (Princeton, New York Public Library, Columbia) Boston advisory Feb 26, 2015 West Coast advisory April 30, 2015 Consultants Lizanne Payne Consultant to libraries, consortia and related organizations including Harvard University, Eastern Academic Scholars Trust, Western Regional Storage Trust and Statewide California Electronic Library Consortium. Former Executive Director, Washington Research Library Consortium and Manager, OCLC. Matthew Sheehy University Librarian for Collections at Brandeis University, former Assistant Director of the University Library for the Harvard Depository. Independent consultant. Other contacts European contacts
  15. 15. 15 All plans subject to change. Offsite Storage Options 1. Offsite Annex  Leverage available university property  Rented warehouse  Storage vendor 2. Archival Storage (Ideal environmental conditions, preservation envelope, etc)  Go it alone  Shared – Consortia, University System, or Partnership What do libraries do today?
  16. 16. 16 All plans subject to change. Understanding offsite storage options Archival Storage Annex Type Predominately Harvard Model Storage Unmanned Warehouse Description Ideal long-term preservation environment • Carefully designed preservation envelope • No utilities on roof • Low UV lights • redundant systems • 50F/30RH – 60F/40RH Short term storage that becomes long-term • Typical warehouse space (ambient) • Sometimes conditioned office space • Lacks protection from elements (light dust, etc.) Preservation Index 100-280 years 10-58 years Access Manned facility: Same day/Next business day Unmanned facility: Next business day or two day Capital Costs $15M - $40M per module (1-3M books) Market rate for warehouse space
  17. 17. 17 All plans subject to change. Understanding offsite storage options Archival Storage Annex Type Predominately Harvard Model Storage Annex Description Ideal long-term preservation environment • Carefully designed preservation envelope • No utilities on roof • Low UV lights • redundant systems • 50F/30RH – 60F/40RH Short term storage that becomes long-term • Typical warehouse space (ambient) • Sometimes conditioned office space • No UV protection • Often dusty Preservation Index 100-280 years 10-58 years Access Manned facility: Same day/Next business day Unmanned facility: Next business day or two day Capital Costs $15M - $40M per module (1-3M books) Market rate for warehouse space  Out of space  Less access to capital  Books at risk  Expensive to maintain  Opportunity cost
  18. 18. 18 All plans subject to change. Harvard Model Storage
  19. 19. 19 All plans subject to change. Harvard Model Storage
  20. 20. 20 All plans subject to change.
  21. 21. 21 All plans subject to change.
  22. 22. 22 All plans subject to change. We looked at different technologies like…
  23. 23. 23 All plans subject to change.
  24. 24. 24 All plans subject to change.
  25. 25. 25 All plans subject to change. What are the librarians’ key requirements? 1. The right cost 2. Reliable service 3. The right storage environment for the type of content being stored 4. Legal framework to protect their books into the future
  26. 26. 26 All plans subject to change. Preservation Service: New ASRS Storage System Racking Aisle for picker Traditional Harvard-Style Aisle Racking New Iron Mountain ASRS Lower cost, greater preservation index and less risk of water damage • >60% storage density • Low oxygen fire suppression – eliminates water risk • 60F/40% RH with ability to create micro- climates • No utilties on roof • No lights in vault (increased PI/low energy) • Robots work 24/7 at a lower cost than people • Decreased potential for misfiling • 27% storage density • Wet pipe, in rack – risk of water damage from leaks • 60F/40% RH • No utilities on roof
  27. 27. 27 All plans subject to change. IM ASRS Storage Module Two deep Uniform size with 4 different shelf configurations to optimize book density within storage module Steel construction Separate unit with the same external dimensions designed to store boxes stacked 1 high Shelves on both sides Vertical separators will be placed on shelves to create segments, which will be used to ensure customers content is stored separately
  28. 28. 28 All plans subject to change. Iron Mountain Draft Simulation http://bit.ly/1MxCPWu
  29. 29. 29 All plans subject to change. Workflow Initial Accession Process Prepare Shipment • Pull off Shelf • Catalog • Pack • ILS sends ASN Transport • Load onto truck • Transport • Unload ILS = Accession Fee Accession • Unpack • Clean • Bar code • Inspect • Size • Scan • Putaway • Discrepancy reporting IM System 1 2 3 ILS IM System Request • User requests volume through ILS • ILS sends request to Iron Mountain Prepare Shipment • Pull book • Pack container Pickup • User returns volume • IM picks up with daily run Delivery • Volume is delivered to library • Receipt verification • User checks out volume Put away • Receive • Inspect Transport • UPS from IM to library Transport • UPS from library back to IM • Refile • System verification Request Refile 1 3 2 1 4 32 = Customer transportation = Bundled into annual fee Digital Fulfillment • Scan • Deliver digital file 2’ or
  30. 30. 30 All plans subject to change. Workflow Initial Accession Process Prepare Shipment • Pull off Shelf • Catalog • Pack • ILS sends ASN Transport • Load onto truck • Transport • Unload ILS = Accession Fee Accession • Unpack • Clean • Bar code • Inspect • Size • Scan • Putaway • Discrepancy reporting IM System 1 2 3 ILS IM System Request • User requests volume through ILS • ILS sends request to Iron Mountain Prepare Shipment • Pull book • Pack container Pickup • User returns volume • IM picks up with daily run Delivery • Volume is delivered to library • Receipt verification • User checks out volume Put away • Receive • Inspect Transport • Daily service from IM to library Transport • Daily service from library back to IM • Refile • System verification Request Refile 1 3 2 1 4 32 = Customer transportation = Bundled into annual fee Digital Fulfillment • Scan • Deliver digital file 2’ or Initial Packing & Transportation (separate pricing) $0.50/book Bundled Rate (physical) Estimating: $0.50/book/year Billing: $8.52/CF/year
  31. 31. 31 All plans subject to change. Dual Strategy Long-term Archiving Temporary “Swing Space” Service Description Long term preservation and access service Short term storage and access service Preservation ~ 100 year Preservation Index (PI), preservation envelope, hypoxic environment Ambient to office conditions SLA Unmediated access to content through ILS (online catalog). Delivery via physical or digital documents with next business day or two-day delivery options Cost Estimate by the book (bundled storage, and retrieval/delivery for up to 2% circulation is approximately $0.50/book/year) Billed by the cubic foot Standard Records Management pricing How is it delivered? New ASRS high density storage system. Deployed in existing RM facilities Via existing Records Management Service When and where? TBD Today in records centers that have available capacity
  32. 32. 32 All plans subject to change. Takeaways Iron Mountain is… 1. Using technology to help create a more cost-effective approach to providing scalable archival service 2. Leveraging existing real estate and service to deliver short-term solutions 3. Looking for guidance on ways we can engage with the community to develop both individual and/or consortial storage solutions
  33. 33. © 2015 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated. All other trademarks and registered trademarks are the property of their respective owners. Iron Mountain Library Services Jeremy Suratt August 19, 2015

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