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Record & Archival Storage: How to Calculate a Return on Investment

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How do you Handle Archival Records Storage?

It’s that time of year: many companies, governmental agencies, and other facilities face the challenge of what to do with paper records. We have created a brief guide to archival records storage to deal with some of these issues.

Where to store records?

Many companies utilize third party vendors to store records. This can be a painless, easy way to do it if you want to pay the storage fees. For companies who need frequent access to archived records, this clearly isn’t an option.

If you choose a third party storage vendor, the vendor should clearly state what access is available and be able to deliver a box of records back to you within a day. Commercial storage may provide an easy solution but you must consider the costs of transporting records to and from the site, charges for retrieving and replacing boxes, staff time taken up with telephoning reference requests to the storage facility, and the time necessary to receive requested material.

If you store records at your facility or own a dedicated records storage facility, the records should be in a large, secure, environmentally sound area on the ground floor. Access to loading dock facilities is advised if the records need to be shipped with any kind of frequency.

Regardless of what you choose to do, you have to consider costs, physical structure, security, needed space, safety, and operational concerns.

Archival Storage Costs

In a typical office, the normal ratio of stored files to floor space is 1 cubic foot of stored records per square foot. In a records storage area, the ratio of stored files to floor space can range from 2:1 to 5:1, depending on the shelving, ceiling height, and the floor weight. Archiving is less expensive than office storage, of course—records center equipment typically costs a third less than traditional office cabinets and shelves, and warehouse floor space costs two-thirds less than office floor space.

To determine office storage costs:

• Take the average cost of a four-drawer, letter-size file cabinet ...$300.00
• Divide by the number of cubic feet of records it will hold ...6 cubic feet
• Get the cost of filing cabinet equipment per cubic foot ...$50.00
• Take the square footage of a four-drawer, letter-size file cabinet ...3 square feet
• Add the square footage needed to retrieve files, 3, and get ...6 square feet
• Multiply by the average cost of office floor space... $12/square foot (depending on where you are).
• Get the cost of office space per four-drawer file cabinet ...$72.00

If you move records from 20 cabinets to a storage facility (depending on real estate costs where you are, you could realize $6,000.00 of cabinet space now available for active files.

• 20 x 6 cubic feet ...120 cubic feet
• 120 cubic feet x $50.00 (cost/cubic foot) ...$6,000.00 and represent $1,440.00 of office floor space now available for active files:
• 20 x $72.00 (office space cost/cabinet)...$1,440.00

TOTAL OFFICE COSTS represented: $6,000.00 + $1,440.00 = $7,440.00

To determine facility storage costs:

• Take the cost of the standard steel shelving purchased ...$600.00 (four six-shelf units, 18-gauge, 30" x 42" x 68")
• Plus freight, shipping and assembly, if applicable...$150.00
• Add them together ...$750.00
• Divide by cubic feet of shelving: 6 cu.ft./shelf x 6 shelves/unit x 4 units:... 144 cubic feet
• Get the cost per cubic foot of storing ...$5.20
• Multiply this by the cubic feet of records, 120, to get... $624.00
• Take the cost of floor space, once determined, at the facility...$3.00/sq.ft.
• Multiply by the storage space needed, 35 sq.ft.(four units) x $3...$105.00
• Add to the $624.00 to get the cost of storing the 120 cu.ft. of records at the facility ...$729.00
• Add the cost of records storage cartons: $1.30/box, $5.30/archives box (10cu.ft.): $143 + $53 ...$196.00

TOTAL STORAGE COSTS represented: $729.00 + $196.00 = $925.00

• Subtract this from the $7,440.00 of savings from moving the records from the office:

You should also examine the short-term cost avoidance of inactive records storage but also the long-term picture. For example, a basement room with empty shelving may suffice for a couple of years and greatly reduce storage costs as well as provide quick access and retrieval. But such facilities sometimes have leaking pipes, high humidity, rodent infestation, and mold—none of which is good for stored records.

Potential Storage Options for Archival Storage

Rivet shelving records storage units aid in records management by providing an organized solution to high density archive storage. Two types of units are available; one that utilizes particle board decking to support the boxes, and an all steel unit with specially designed box supports. All unit box capacities are based on a standard archive box size of 12" wide x 16" deep x 10" high. 42" wide units hold 3 boxes across, 69" units hold 5 boxes across.

Rivet Shelving Mezzanines

The structural integrity of Rivet Shelving lends itself to the construction of two-level storage mezzanine facilities for applications where maximum utilization of overhead space is required. This is ideal for archival storage. Expanding in an upward direction instead of outward keeps your personnel in closer proximity to each other, and stored material, for more efficient operation.

High Density Mobile Aisle Shelving Systems

One of the best things about Mobile Aisle shelving is that it keeps a very great amount of stored items in a small space while keeping it where you can access it quickly. A mobile system eliminates walkway and aisle space, utilizing the full cube. Mobile aisle records storage can be utilized with shelving, racks, modular drawers, cabinets -- a wide variety of equipment.

Steel Shelving for Archival Storage

Steel shelving stores archival records very effectively. It can be configured with dividers, host boxes, and other options to allow quick access and reliable high density storage.