Background
The original city centre building housing this business archive was part of a major re-development programme, and the new plans did not have capacity to house the archive on the main site. Several other complementary services required storage which was beyond the site’s capacity. In addition, secure business continuity facilities were required away from the main site.
Therefore, the archive storage, post room and business continuity facilities were provided in a separate building 15 minutes away from the main site. The building already had high levels of security and was upgraded to include environmental controls and information technology. There are no reading room facilities on site and the archive store is self-contained and secure within the larger building.
Managing the split-site service
The archive service needed to change the way it works to accommodate the new split site. There is a small workroom and digitisation facilities at the off-site store and there is always one member of staff at the off-site store during working hours. This member of archive staff retrieves any requested items and post room staff transport them in a secured crate. On reaching the main business site the archives are stored in a small on-site strong room, together with some of the most valuable and accessed material. This on-site strong room also has temperature and humidity controls.
The problems of lone working are managed through a system of checks. Staff sign in and out of the off-site store and there are telephones throughout the store. Security staff patrol when archive staff are at the site and archive staff also ensure that they telephone the main site during the day.
The new retrieval system required planning and some staff time to implement. In addition, a new disaster plan was created for the new site.
Benefits and challenges of managing a split-site service
Benefits
- The benefits of having a presence on the main HQ site are that the archive has increased visibility and therefore prestige within the business
- The archive retains its connections with the company by having its storage in a company building
Challenges
- Manning the off-site store has impacted on the service provided
- Researchers need to plan ahead before they visit
- The organisation cannot be as spontaneous in using its archives
- Managing the off-site store and retrieval system requires planning and discipline