At 03:04 PM 3/22/2005 -0500, you wrote:
>Hello all --
>
>This is my first live encounter with the records management list, though
>I've already dug through the list archives for information on a few
>topics.

Welcome aboard, and I must say it's a pleasure to hear that someone who is
just launching into the Listserv has been using the archives prior to
asking a question... how refreshing!! =)

>The collection is highly restricted, and
>Mystic Seaport has few rights to the material.  Nevertheless, we are
>spending a lot of money housing it, and we have spent a lot of money over
>the past 15 years cataloging the collection and filling the company's
>requests for copies.

Given the description of the materials you've described and the extensive
effort that has gone into cataloging it, it sounds as though some of these
materials may be highly unique and have a higher than normal value, in a
historic sense.  I know you stated that much was done to catalog and fill
requests for copies, but has anything been done to preserve, film and/or
image the files to ensure that in the event of a catastrophe happening
while they are in storage the information contained in the records isn't
lost forever?  While the owning organization is able to obtain "valuable
papers coverage" through an insurer, it sounds as if it would be impossible
to replace some of these materials if they were lost.

>All of this is about to change, as we negotiate a revised contract with
>company. As a reality check, I'd like to tell them how much money they
>would be spending to store this collection at an off-site records
>management facility in New York.

When you develop your cost estimate, make sure you identify the level of
protection being afforded to these records by the potential service
providers you contact.  I would think consideration should be given to
housing these in a vault, which although a more costly means of storage,
offers a MUCH higher level of protection than provided in the general
population of a record center or a file room within a record center.  The
total volume decreases and level fire separation walls increases between a
record center, and archive and a file room, but none of them provide the
level of protection a vault affords.  And while I agree strongly that using
the ARMA Guideline for Physical Storage will be of some assistance, I'd
also suggest considering a review of NFPA 232, the "Standard for the
Protection of Records" when considering the levels of protection available
to you and to verify that the potential providers adhere to the stated
Standards.

>I don't need to know anything potentially sensitive, like how much money
>your institution spends on storage each year or how you feel about the
>vendor.

Direct cost is but one factor to consider... you should seriously consider
factoring in the potential risk to the information assets when coming up
with your list of total evaluated cost providers.  If you have to appraise
your materials to determine the total value and purchase additional
protection to ensure your organization against their loss, it should be
factored in.

Larry

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