rluk warwick meeting | iron mountain, jeremy suratt
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© 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.
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4All plans subject to change.This…
5All plans subject to change.…becomes this…
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 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
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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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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 cost2. Reliable service3. The right storage environment for the type of content being stored4. Legal framework to protect their books into the future
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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
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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
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
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= Customer transportation= Bundled into annual fee
Digital Fulfillment• Scan• Deliver digital file
2’ or
30All 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
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
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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
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
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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
© 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
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