RLUK Warwick Members' Meeting 2015 An Approach of Offsite Storage, Jeremy Suratt, Iron Mountain

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

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This…

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6. 6STRICTLY PRIVATE AND CONFIDENTIAL
…to create this, and…

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writing centers

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labs

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Teaching grid

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reading rooms

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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

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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?

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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

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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

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Harvard Model Storage

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Harvard Model Storage

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We looked at different technologies like…

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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

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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

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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

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Iron Mountain Draft Simulation
http://bit.ly/1MxCPWu

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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
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= Customer transportation
= Bundled into annual fee
Digital
Fulfillment
• Scan
• Deliver digital file
2’ or

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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
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= 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

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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

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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. © 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