RLUK Warwick Meeting | Iron Mountain, Jeremy Suratt

© 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 StorageJeremy Suratt – Director, Product Management November 20, 2015

2All plans subject to change.

4All plans subject to change.This…

5All plans subject to change.…becomes this…

6STRICTLY PRIVATE AND CONFIDENTIAL

…to create this, and…


writing centers


labs


Teaching grid


reading rooms


Who have we consulted?

(Princeton, New York Public Library, Columbia)

Boston advisoryFeb 26, 2015

West Coast advisoryApril 30, 2015

Consultants

Lizanne PayneConsultant 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 SheehyUniversity Librarian for Collections at Brandeis University, former Assistant Director of the University Library for the Harvard Depository. Independent consultant.

Other contacts European contacts


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?


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


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


Harvard Model Storage


We looked at different technologies like…


What are the librarians’ key requirements?

1. The right cost2. Reliable service3. The right storage environment for the type of content being stored4. Legal framework to protect their books into the future


Preservation Service: New ASRS Storage System

Racking

Aisle forpicker

Traditional Harvard-Style

Aisle

RackingNew 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


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


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


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

IMSystem

1 2 3

ILSIM

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


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

IMSystem

1 2 3

ILSIM

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


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

SLAUnmediated access to content through ILS (online catalog). Delivery via physical or digital documents with next business day or two-day delivery options

CostEstimate 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


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

© 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 ServicesJeremy Suratt August 19, 2015

RLUK Warwick Meeting | Iron Mountain, Jeremy Suratt

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