Hi Candace - Glad you made your first posting!

I only know of one commercial hard copy records storage facility that uses gas suppression - that would be a facility in Copenhagen. (There are probably others). It is more common to use these types of systems in media vaults and computer server rooms. Not so long ago fire suppression gas installations in media vaults were being called into question by some fire officials because the systems did not have re-flash suppression capability (because gas suppression systems are so expensive compared to sprinkler systems, most facilities I am familiar with only have one or the other, not both). This is a real concern since the moment the door to the space is opened the density of the gas will drop and if sufficient heat, fuel and air are present the fire will reignite. (I believe most systems fully discharge in order to suppress the fire in a limited space - the larger the volume of space the greater the challenges in using a gas system - Larry Medina or Hugh Smith can correct my inaccuracies here, since they are both very much in the know when it comes to these kinds of systems).

For hard copy records (even though records managers sometimes cringe at the thought) a properly installed, properly maintained and fully functional sprinkler system is very effective. Full scale fire tests by NARA, GSA and Iron Mountain have proved this to be the case. Wet records can be successfully remediated for use, so leaks or inadvertent equipment strikes that may knock a sprinkler head loose can be dealt with effectively - even if these incidents happen during a holiday weekend. There are types of sprinkler installations that can prevent these types leaks, as well.

Certainly you should take a look at NFPA 232 (not expensive to buy a copy) and sections of NFPA 13 (this will set you back - better to go to your fire official and use their copy) relevant to records protection. You may want to also look at 36 CFR 1234 and related appendices since they are easy to access online - just bear in mind all elements will probably not apply unless you are storing government records. (Actually NARA was very nice to provide a sample disaster recovery plan in Appendix D of their Vital Records education module, so you will probably find that to be helpful, as well.) Here is the link to the NARA vital records training page: http://www.archives.gov/records-mgmt/vital-records/

Best wishes,

Jim

Jim Booth
Records & Information Management Practice Leader

Brightstone Insurance Services, LLC
Direct – 919.323.3266
Direct Fax – 914.636.0802
Main - 877.862.4755 x 3266
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