March 19, 20142:00 – 4:00 p.m.Kelvin Smith LibraryRoom LL-01

• Overview - company background *

• AssureVault services in the Records Management industry

• Library Repository Services and the Kent State University Project - 2011

• Explanation of the “chain of command” process for managing clients’ assets

• Technology impact or storage solutions – comparison to the Harvard model for library items

• General discussion of UCI collection makeup and potential requirements

• Survey of some members (completed June – September, 2013)

* Slides from May 6, 2013 meeting available upon request

Meeting Review – May 6, 2013

• A premier facility for UCI members and other invited institutions

• Asset to the University Circle community

• Designed to properly house archival collections, library items and specialty materials

• Proper environment and security with contents readily accessible, actively used by the members of UCI and the Greater Cleveland Community

• Designed to grow as collections are expanded or added, or as space in UCI facilities is repurposed

• Potential partnership between the developer & facility owner, the operations management company & UCI members – still in discussion phase

Vision

Construction Type•Windowless, concrete-block or brick construction•Pitched or slant roof preferred•When more than one client, library space to be an end unit only, for minimal adjacency•Vapor barrier as needed to achieve noted temperature and relative humidity specifications

Facility Environmental Specifications

Physical Environment•Temperature ranges from 63 oF to 68 oF (seasonal)•Relative humidity ranges from 25% to 39%, with 3% max daily, 5% max monthly fluctuations

•Cold storage with 35 oF and 50 oF storage areas and a transition chamber•Remote monitoring capability by institutions•Air filtration as part of HVAC

Fire Protection

•A local fire-safety vendor shall install the system and inspect the facility semi-annually•Continuously-monitored by trusted third party for smoke detection, rate-of-rise (temperature), and pipe discharge

• Immediate local fire and police response required upon alarm

Physical Security

•Controlled entrances•Video monitoring with 6 months of recording retained•Aisle motion detection•Glass-break detection•Contact alarms on all perimeter doors connected to library space•Immediate police or security response required upon alarm

Facility Security & Maintenance Specifications

Fire Protection•Dry-pipe, pre-action fire detection and prevention system throughout.•Smoke and temperature detection

Physical Environment

•Floor & ceiling moisture detection with audible and externally monitored reports•Motion-activated lighting fixtures•Quarterly infestation inspection and vermin traps•Shelving must be on smooth, non-damaging steel surfaces

•Designed for 1.2 and 2.4 cu. ft. cartons

•Separate acid free carton storage areas

•Catalog items at the carton and record level

•Maintain retention rules on items to meet destruction schedules

Carton Storage

•Two types of refrigerated space, 35 and 50 degrees

• Independent temperature and humidity control systems.

•Redundant chillers in case one malfunctions

•A dry “transition” room from the 50 degree chamber to room temperature

ColdStorage

General Storage Specifications

Cold Storage Layout

Ingest of Materials

All items to be staged in controlled, isolated

area

All items to be inspected for mold and insects during

staging

Items cataloged and placed into

containers and placed in storage racking

Survey Results

1. Eleven institutions responded to the storage survey. 2. Cleveland Public Library and The Rock and Roll Hall of Fame were invited to respond.3. The totals above reflect projected volumes through 2018 which is only a 1.5% growth over 2014 quantities.4. Where necessary, linear feet of records (paper, monographs, periodicals, etc.) were converted to 1.2 CF cartons.

•Reclaimed or “brownfield” lot•Approximately 28,000 square feet, 30 foot ceiling height

•Storage area - 24,000 square feet

•Office, Production, Cold Storage - 4,000 square feet

Track One:

New Construction

•Similar dimension•Masonry construction, glass block windows

•Reclamation project, LEED-certified construction elements

Track Two: Rehab Existing

Structure

A positive addition to the UCI/CWRU Master Plan!

Real Estate Building Pursuits: Two-track Strategy

Track 1: New Construction – Building Layout

Track 1: New Construction – Racking Layout

Track 2: Singer Steel Building(sites within 1 mile)

Track 2: Singer Steel Building

2100 Random Road

Track 2: Singer Steel Building Layout

Track 2: Singer Steel Building Racking & Cold Storage Layout

Track 2: Singer Steel Building

2100 Random Road

Preliminary Estimates – Construction Costs

UCI or CWRU to develop and own

facility?

Independent real estate

partnership or HF Group to hire contractor and own facility?

Select developer-builder to do the

work and own facility?

OptionsBuilding Development & Ownership Options

Next Phases Decision on building developer & owner

Complete project analysis and firm cost

quotes

Final pricing proposal & options based on

building ownership approach

Selection of project manager

Final proposal approval and contract completion

Architectural workCity and county permits

and approval

Q & A

Thank you!