Are you planning to create a new archive room or carry out some renovation work in your current archive room? To ensure the proper preservation of documents, the layout of your archive premises must respect certain rules that the experts at Archives Conseil help you to keep in mind.
The location of your archive room
The ideal situation for your archive room? On the ground floor (for practical and safety reasons due to the better resistance of the ground), near the offices, but without possible access by an outside public.
Unfinished cellars and attics should absolutely be avoided due to the risk of flooding, the possible presence of pests or significant variations in ambient temperature.
The archive room as such
Here are some recommended technical characteristics for an optimal and secure layout of your archive room:
- minimum door width: 1 m;
- floor resistance (for shelving 2.20 m high): 900 kg/m² for fixed shelving and 1,300 kg/m² for mobile shelving;
- minimum width of circulation aisles between shelves: 0.80 m;
- minimum width of circulation aisles perpendicular to shelving: 1.20 m;
- temperature: 16°C to 22°C (maximum variation of 2°C per week);
- hygrometry: 45% to 55% humidity;
- brightness: 200 lux;
- lighting: fluorescent tubes on the ceiling in the circulation aisles. Avoid or obscure the windows;
- coverings: washable and anti-dust floor covering; dustproof paint on walls and ceiling.
Also remember to plan for regular cleaning and dusting of the room. The presence of dust, which is detrimental to the proper preservation of documents, also favors the arrival of mould.
Furniture for your archive room
Keep in mind when choosing and installing your shelving (fixed or mobile):
- prefer metal to wood (which burns and molds more quickly);
- opt for stable and height-adjustable shelving to adapt them to the dimensions of the archive boxes;
- do not place the shelves against the walls to protect the documents from humidity;
- install the shelving perpendicular to any windows to protect the archive boxes from direct light;
- ensure good air circulation by leaving 30 cm between the ceiling and the top of the shelves, and at least 5 cm between the walls and the shelves.
Security within the archive room
Ensure the safety of people and documents by providing: a fire protection system (including 1h fire doors, 2h walls and floor, dry powder extinguishers and smoke detectors) as well as a burglar alarm system (including a high quality lock with permanent key, window bars or security glass).
You can limit the risks:
- fire or infestation by insects or rodents by not storing anything other than archives in the room (no supplies or food, etc.);
- water damage by protecting any pipes present in the room and by not placing the shelving directly below;
- for the safety of people by never placing shelves or boxes in front of emergency exits or in the middle of traffic corridors.
Take advantage of our advice on archived documents!
Do not hesitate ! For all your document archiving, destruction and digitization work, you can trust Archives Conseil and its 40 years of experience in the field! You can contact our team of professional archivists by e-mail at info@archivesconseil.be or fill out our contact form on our website to request a free quote.
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