Background and Design
The Harvard Depository (HD) storage facility is of modular design, allowing additional storage units to be added as needed. The site will allow for the construction of 15 main storage units, amounting to approximately 200,000 square feet of storage space, with a capacity of three million linear feet of shelving. The Depository's offsite location provides a secure yet accessible point from which materials can be retrieved rapidly when needed.
The first storage module opened in 1986. A second unit was added in 1991. Construction of a third module along with a cold-storage vault, was completed in 1995. To keep pace with the demand for offsite storage space, a fourth Depository module was added in 1996. Expansion continued in 1999 with two larger modules, the fifth and sixth, each unit offering a storage capacity of 1.5 times that of the original individual modules. In 2004, a large unit was completed for the storage of temporary University records, followed by construction of the most recent module, seven, a 19,000 square foot archival expansion, which opened in fall 2009.
By combining state-of-the-art construction with a streamlined service operation, the Depository is able to provide depositors with an extraordinarily high level of physical control, environmental protection, and inventory security for their collections, all in a cost-effective manner.
Climate-Controlled Storage Environment
The Depository is designed to provide an archival-quality storage environment that will stabilize the condition—and extend the useful life for a variety of materials. The following features ensure a clean and stable preservation environment:
- An integrated climate-control system monitors storage conditions within the stacks on a continuous cycle.
- Temperature within the main storage area is maintained at an average of 50° F; humidity is maintained at an average 35% RH.
- Film storage vaults have a fixed temperature setting of 40° F and humidity is maintained at an average 25% RH.
- The HVAC system is designed to enhance the storage environment by removing damaging particles and gases and maintenance of positive pressure against intrusion of untreated air.
- Motion-activated UV-shielded fluorescent lamps minimize the damaging effects on media of long-term exposure to ultraviolet radiation.
- PH-neutral book storage containers prevent the spread of acids that may leach from paper-based materials.
Media Storage and Tracking
The following steps are among those taken to efficiently maximize storage space and to provide accurate tracking and access to stored materials:
- New material received at the Depository is sorted into trays by size and stored on appropriately-sized shelves.
- Adjustable shelving is utilized throughout the facility. Each shelf can be set to the height required by the material being stored.
- Clients are required to attach barcode label identifiers to all items prior to transfer.
- Clients are responsible for maintaining an accurate catalog of all items transferred, one that links each cataloged item to its barcode.
- Barcode information is recorded at the Depository in its local inventory control system.
- Barcode data are used to identify, track and locate all stored materials.
- Regular communication with HOLLIS maintains synchronization of records for accurate and timely access.