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National Archives of AustraliaStorage areas havesufficient floor loadingcapacity (FLC)Storage areas areseparate from theloading dockStandard for the Storage of Non-digital Archival RecordsFloors should be able to withstand the heavy mass placed upon them byarchival materials and shelving. FLC (generally measured per square foot)can be calculated based on projected mass and quantity of records to bestored. Advice from a structural engineer or other qualified professionalshould be sought.Loading docks should never open directly into a storage area. This couldexpose records to harmful pollutants from car engines, as well as disrupt thestability of environmental conditions.Principle 3: Environmental controlRecords are stored in environmental conditions appropriate to their format and retentionperiodRecords formats are varied, and include paper (files, volumes, maps and drawings),photographic materials (black and white photographs, negatives, slides, transparencies),magnetic media (computer tapes and disks, video tapes, audiotapes), optical media (laserdiscs, compact discs) and mixed media (objects, models).Some record formats are more vulnerable than others and require different environmentalconditions and specialised storage. Of particular concern are audio-visual records andphotographic negatives and transparencies, many of which are prone to ‘vinegar syndrome’, atype of irreversible deterioration.RequirementRegular monitoring isundertakenExplanationRegular monitoring should be carried out in storage facilities to ensure thattemperature and humidity are being maintained at appropriate levels. The risksto records caused by variations in outside temperature and humidity rangesshould be evaluated using a risk management approach.Refer: NDPRS SECTION 1.4 Environmental Monitoring and Control Plan forNon-digital Archival RecordsRecords are storedaccording to theenvironmentalconditions outlined inAppendix 2 –Records are storedaway from directsunlight or otherultraviolet lightsourcesAny lighting used instorage areas shouldhave zero or very lowUV output.Magnetic media arenot stored near toProper control of temperature and humidity is critical for long-termpreservation. High temperature and humidity levels greatly acceleratedeterioration, while high humidity can cause mould to grow, and low humiditycan cause paper to become brittle. Fluctuations in temperature and humiditycan also damage records, causing stress and moisture is frequently absorbedand released.Refer: Appendix 2 Recommended temperature and humidity levels forstorage of Commonwealth records of enduring valueExposure to light damages documents. Records should be housed in protectivecontainers, and direct sunlight should not be allowed to fall on unprotectedrecords.Refer: Appendix 5 NAA Standard for Storage Containers for Archival MaterialThis can be achieved by using special low UV light globes or tubes, or throughfiltration. The impact of UV exposure can also be minimised, and energysavings made, by introducing timer controlled switches for all lighting.Magnetic fields (including magnetised shelving, high voltage power lines,machines with electric motors, lightening arresters and magnetic flashlights)8

National Archives of Australiamagnetic fieldsStorage areas arecleanStorage areas shouldhave continuousfreely circulating air(through use of fans,mechanicalventilation, etc)External air intake isto be filtered toremove dust, pollen,and other pollutantsStandard for the Storage of Non-digital Archival Recordscan permanently distort the data contained in record formats such ascomputer disks and tapes. These formats may require dedicated storage areasand special packaging to protect them from such risk.Staff should follow the procedures as outlined under the site specific Food andDrink PolicyRefer: NDPRS section 1.3 Food and Drink PolicyAir circulation prevents areas of stagnant air and assists with maintainingconstant temperature and humidity conditions. If free circulation of air doesnot occur naturally, a ventilation system should be provided.Air quality is a significant factor in the permanence of stored records. Variousatmospheric pollutants as well as dust and mould spores can endanger orhasten deterioration of records. Pollutant levels should be monitored, and anyair handling system for storage areas should be properly maintained.Refer: Appendix 3 Maximum limits tolerance for air pollutants for allphotographic records, all audiovisual records and records to be kept longerthan 30 years (from ISO 11799)Principle 4: Shelving and packagingThe shelving and packaging of records provide protection from damage and slowdeterioration.When selecting shelving (including shelving, racking and cabinets) and packaging (includingboxes, folders, wallets, bags) the retention period, physical characteristics and expected levelof use of the record should all be considered.RequirementShelving should beclean, in goodcondition, andappropriate to theformat and size ofthe recordsShelving is raised offthe groundContainers areclean, robust, ingood condition andappropriate to theformat andretention period ofthe recordsStorage containersare appropriate forthe protectivemarking of thematerialExplanationSuitable shelving enhances safe access to records, while providing overallsupport to items and protecting them from physical, chemical and mechanicaldamage.Refer: Appendix 4 Recommended Shelving and Packaging for Archival RecordsMinimises the risk of flood damage, dampness or dustAppropriate housing and packaging slows down the rate of temperature andhumidity changes; protects items from light, dust and other pollutants; andminimises damage caused through handling.Refer:Appendix 4 Recommended Shelving and Packaging for Archival RecordsAppendix 5 NAA Standard for Storage Containers for Archival MaterialThe type of security container to store material is determined by the protectivemarking of the material and the physical construction of the storage area asdescribed in the Australian Government Physical Security ManagementGuidelines.9

National Archives of AustraliaMagnetic media arehoused in nonmagnetisableshelvingStandard for the Storage of Non-digital Archival RecordsMagnetic fields (including magnetised shelving, high voltage power lines,machines with electric motors, lightening arresters and magnetic flashlights) candistort the data contained in record formats such as computer disks and tapes.These formats may require dedicated storage areas and special packaging toprotect them from such risk.Principle 5: AccessibilityRecords can easily be identified, located and retrieved.The principle of accessibility should guide decisions made regarding the location of the storagefacility, its design, and physical and intellectual systems used to the control the records.Ensuring that equipment or technology-dependent records remain accessible for as long asthey are required (eg audiovisual material and magnetic tapes) may involve the conversion ormigration of some record formats during storage.RequirementRecords must beidentified andregistered in a systemwhich controls therecords and allowsefficient retrieval.ExplanationIntellectual control of records and archives is a fundamental principle of goodrecords management. If records are not registered in a database or inventory,effective management becomes difficult.Refer: CRS ManualPrinciple 6: HandlingRecords are retrieved, handled and used in a manner that prevents damage and slowsdeteriorationRequirementPolicy and proceduresfor records handlingare clearly definedStaff are trained inrecords handlingpracticesMaterial is handled inaccordance with itsprotective markingExplanationRecords in all formats are likely to deteriorate if not treated correctly. Policyand procedures guiding the proper handling of records should be clearlydefined, and observed by staff.Refer:NDPRS section 1.3 Food & Drink PolicyNDPRS section 1.11 National Guidelines for Packing and TransportingArchival RecordsMoving custodial records from and between Archives' Offices1Lending Services ManualAll appropriate staff should be aware of and have training in procedures in thesafe and correct handling of records.Protectively marked material has additional handling requirements.Refer:Archives’ Information Security ProcedureArchives’ Personnel Security Procedure10

National Archives of AustraliaStandard for the Storage of Non-digital Archival RecordsPrinciple 7: Privacy and SecurityStorage conditions ensure the privacy and security of the records.All records require a basic level of security to ensure their authenticity, reliability and integrity,and to prevent misuse. Legislation such as the Archives Act 1983, Privacy Act 1988 and theCrimes Act 1914 protects government information from disclosure, either by a Commonwealthemployee, or a person who performs services for or on behalf of the Commonwealth.RequirementRecords storage areasare access controlledStorage areas areappropriate to theprotective making ofthe materialProtectively markedrecords are stored andmanagedappropriatelyThe building has 24-hrphysical or electronicsurveillance and alarmsystemsExplanationAccess to storage areas should be limited to authorised personnel only, and aregister of keys/swipe card allocation should be kept.To minimise the risk of theft or vandalism, storage areas should be secure.Where the storage area is a free-standing building, this means that thenumber of entrances should be minimised, the perimeter should be well-litand fenced, and all windows and doors should be lockable.Protectively marked records need to be managed and stored appropriately.The Archives’ Information Security Procedure provides minimum standardsgoverning the protection of protectively marked information.The building should have tested and monitored security systems in place.Principle 8: Protection from disasterDisaster management programs are established and maintained to minimise risksDisaster management is an integral part of good management practice for all Commonwealthagencies. The aim of a disaster management plan is to avert disaster, or, should a disasteroccur, to minimise damage to records. A disaster management plan should form part of abusiness continuity plan (BCP), which minimises the impact of a business interruption andensures the resumption of critical services to government and public clients.RequirementA disaster management planand procedures are keptcurrent and are known to staffPersonnel are assignedresponsibilities in the recordsdisaster management processand are trained to meet them.Fire protection and suppressionmeasures are installed inrecords storage areas and arecompliant with the AustralianBuilding Code and appropriatestandardsExplanationA disaster management plan should be tested and reviewed annually.Staff should be familiar with the Disaster Management Plan so thatthey are able to follow it. A staff list assigning particularresponsibilities should be maintained. Training in emergencyprocedures will ensure that records are not damaged by delays, or bythe salvage process itself.To reduce the risk of damage by fire, record storage areas should befitted with fire protection and suppression methods such as alarms,heat and smoke detection equipment, extinguishers and sprinklers.Expert advice appropriate to archives should be sought on thedesign, installation and maintenance of fire protection andsuppression methods.For all film-based materials such as photographic still film, motion11

National Archives of AustraliaStandard for the Storage of Non-digital Archival RecordsDoors and walls have a 2-hr FRLratingpicture film and magnetic tape it is recommended that storage spaceinclude a VESDA (very early smoke detection apparatus) system, andthat consideration be given to installing a gas flooding firesuppression system, rather than a sprinkler system.The walls (including doors), floors and ceilings between storage areasand other areas of the building should be constructed so as toprevent fire (and water) from spreading into a neighbouring area. Aminimum of 2 hours fire resistance is recommended.Principle 9: Monitoring and maintenanceThe storage facilities are monitored, managed and maintained to ensure the ongoing safety ofstored records.Storage facilities need to be regularly monitored and well-maintained to ensure that theyremain safe for record storage. Maintenance and inspection of the building’s fabric, fitting andservices minimises risk.RequirementA buildingmaintenance plan is inplaceThe building andstorage areas aremonitored regularlyRepairs to facilities arecarried out promptlyonce problems areidentifiedAn integrated pestmanagement programis in placeExplanationA building maintenance plan will prompt necessary upkeep of facilitiesservices and equipment.The building and storage areas should be monitored on a weekly basis for- cracks, dampness, plaster corrosion, water leaks or spillages, blockages indrains, roofs and gutters, and other signs of damage- signs of unlawful entry or vandalism- condition of utilities and internal fittings, such as electrical equipment- signs of pests or mouldPrompt repairs carried out as part of a business maintenance plan alleviatesthe risk of damage to records.Insects, rodents and other vermin pose a significant risk to records holdings.Integrated Pest Management (IPM) is a low toxicity means of controlling pestsand mould.12

National Archives of AustraliaStandard for the Storage of Non-digital Archival Records3 Recommended temperature and humidity levels for storage ofcommonwealth records of enduring valueFormatTemperatureRelative HumidityPaper records: Files Cards Computer print-out Maps Plans Charts PostersComposite materials andsensitive materials: Bound volumes Parchment documentsBlack and white (silver gelatine)photographic printsMiscellaneous: Models Objects Mixed media itemsPhotographic media: Sheet film Cine film Colour print material Historic photographic prints X-rays Microforms Glass plate negatives Lantern slides Photographic media withvinegar syndrome (requireisolation from othermaterials)Optical media: Compact and mini discs Laser discsGramophone disks17 C - 23 C Tolerable daily change of3 C There is no ‘set point’, anyreading within this range isacceptable Continuous control required30% - 50% Tolerable daily change of10% There is no ‘set point’, anyreading within this range isacceptable Continuous control required17 C - 23 C Tolerable daily change of3 C There is no ‘set point’, anyreading within this range isacceptable Continuous control required40% - 50% Tolerable daily change of5% There is no ‘set point’, anyreading within this range isacceptable Continuous control required3 C - 5 C Tolerable daily change of1 C There is no ‘set point’, anyreading within this range isacceptable Continuous control required Records must beacclimatised when beingmoved in and out of storagespace35% - 45% Tolerable daily change of5% There is no ‘set point’, anyreading within this range isacceptable Continuous control requiredMagnetic media: Computer tapes and disks Video tapes Audio tapes Magneto-optical disks7 C - 9 C Tolerable daily change of1 C There is no ‘set point’, anyreading within this range isacceptable Continuous control required Records must beacclimatised when beingmoved in and out of storagespace35% - 45% Tolerable daily change of5% There is no ‘set point’, anyreading within this range isacceptable Continuous control required Records must beacclimatised when beingmoved in and out of storagespace13

National Archives of AustraliaPreservation master filmmaterial: Sheet film Cine filmStandard for the Storage of Non-digital Archival Records-20ºC - -10ºC Tolerable daily change of3 C There is no ‘set point’, anyreading within this range isacceptable Continuous control required Records must beacclimatised when beingmoved in and out of storagespace1430% - 50% Tolerable daily change of5% There is no ‘set point’, anyreading within this range isacceptable Continuous control required Records must beacclimatised when beingmoved in and out of storagespace

National Archives of AustraliaStandard for the Storage of Non-digital Archival Records4 Maximum limits tolerance for air pollutants for all photographicrecords, all audiovisual records and records to be kept longer than 30years (from ISO 11799)Type of pollutantVolume fraction 109*Sulfur dioxide (SO2)Nitrogen oxides (NOx)Ozone (O3)Acetic acid (CH3COOH)Formaldehyde (HCHO)**Dust particles, includingmould spores***5 to 105 to 105 to 10 4 4Weight per cubic metre of air(μg/m3)50* Volume fraction 109 is equal to a part per billion by volume.** The levels for acetic acid and formaldehyde are based on experience from the US NationalArchives.***The limit for dust particles presupposes a removal by the air filtration system of 60 % to 80% of the dust particles with a diameter of more than 0.5 μ.15

National Archives of AustraliaStandard for the Storage of Non-digital Archival Records5 Recommended shelving and packaging for archival recordsFormatShelvingPackagingPaper records: Files Cards Computer print-outand other papers ParchmentPowder coatedor baked enamelmetal shelving. Paper records (Outsize): Maps Plans Charts PostersPowder coatedor baked enamelmetal plancabinets orshelving.Flat storagepreferred,otherwise rolledstorage.Boxes of corrugated paperboard which meetsthe National Archives archival quality standard.Boxes shall be produced to the ‘Type 1’ designwith variations specific to materials of differentformats and sizes.File covers, wallets, folders or envelopes ofpaper or paperboard which meets the NationalArchives archival quality standard.Sturdy plan folders of board which meets theNational Archives archival quality standard.Particularly large items may require tailor-maderigid folders for storage on open shelving.Items which cannot be stored flat due to sizeshould be rolled around a core and storedwithin a larger tube.Fragile items should be interleaved with paperwhich meets the National Archives archivalquality standard.Fragile or significant items can be additionallyprotected through encapsulation in polyesterenclosures.If in good condition can be stored unprotected.Small volumes can be stored vertically.Large volumes should be stored horizontally,not more than 2 high.If volumes are damaged or fragile, orparticularly valuable they should be stored intailor made boxes or slipcases made from boardthat meets the National Archives archivalquality standard.Boxes made of corrugated paperboard whichmeets the National Archives archival qualitystandard. If no suitable box exists in thestandard range, a box should be tailor-made forthe item.Particularly heavy or large items can havewooden crates specially constructed to housethem. The wood should be varnished to seal itand the varnish should be well aired before thecrate is put into use.All packaging and wrapping materials shouldhave passed the Photographic Activity test(PAT). Bound volumesPowder coatedor baked enamelmetal shelving. Miscellaneous: Models Objects Other 3D items Mixed media items Powdercoated orbakedenamelmetalshelving.Palletracking foroutsizeitems. 16

National Archives of AustraliaPhotographic media: Black and white(silver gelatine)photographic prints Sheet film X-rays Microforms Historicphotographic prints Colour printsMagnetic media: Computer tapes anddisks Video tapes Audio tapes Magneto-opticaldisksOptical media: Compact and minidiscs Laser discsGramophone discsCine filmStandard for the Storage of Non-digital Archival RecordsPowder coatedor baked enamelmetal shelving.Boxes of inert polypropylene which has passedthe Photographic Activity Test (PAT) orcorrugated paperboard which meets theNational Archives archival quality standard.Boxes shall be produced to the ‘Type 1’ designwith variations specific to materials of differentformats and sizes.Archival non-buffered containers, wallets,folders or envelopes that have passed thePhotographic Activity Test (PAT). Glass photographicmaterials: Glass platenegatives Lantern slides Powdercoated orbakedenamelmetalshelving.Galvanisediron orstainlesssteelracking.Powdercoated orbakedenamelmetalshelving.Stationaryshelving. On polypropylene cores and in film cans thathave passed the Photographic Activity Test(PAT)Films should be stored horizontally, stacked nomore than 6 cans high for 16mm film and nomore than 3 high for 35mm film Boxes of inert polypropylene which has passedthe Photographic Activity Test (PAT) orcorruga

National Archives of Australia Standard for the Storage of Non-digital Archival Records 5 1. INTRODUCTION The National Archives of Australia Standard for the Storage of Non-digital Archival Records is part of a suite of plans and procedures outlined in the National Disaster Preparedness and Recovery Strategy (NDPRS) to ensure a nationally consistent approach to disaster management