Essential points to consider
The safety and well-being of the records are of the first importance. The suitability of the location for staff and public should also be an important consideration. All those involved in planning the new repository should consider:
- situating away from, and protection against, hazards of fire, flood, subsidence, atmospheric pollution, noise and vandalism; you might find it helpful to consult our guidance on Protecting Archives and Records against Disaster
- balancing the advantages of single occupancy in a free-standing building against those of operating within a shared site
- unimpeded access for the emergency services, especially the fire brigade, to all parts of the exterior, and for maintenance access
- convenience of access to other buildings of any parent body with which regular and frequent communication is required
- if the public are to be admitted, easy access by public transport
- access for deliveries, and parking for staff and visitors, with suitably placed reserved parking for staff/visitors with physical accessibility issues
- orientation of the building to minimise direct sunlight in storage areas while providing good natural light for offices and other working spaces and reading room.
For guidance on structure and materials of the building see BS EN16893:2018 s.5.3.
Adapting an existing building
If seeking an existing building for adaptation, look for a solid structure that is able to provide high thermal insulation and air-tightness, with good floor-loading capability. Consider its general suitability, including projected future expansion space. You might find it helpful to look at the guidance on Assessing environmental impact. You should also consider if it is capable of being converted to being fully physically accessible: could a lift be installed, for instance? Remember that if the building is multi-storey to meet access requirements you will need to be able to install a lift to carry people, as well as trollies for record transportation.
Structures and features to avoid
There are certain structures and features it is sensible to avoid when planning a new building or adapting an existing building.
Wherever possible avoid:
- flat roofs, which can be liable to leak unless carefully maintained
- green roofs, especially over storage areas, which may encourage water retention and pests
- accommodation in attic or roof spaces, which are vulnerable to leaks
- basements, which may be liable to flooding or damp penetration, particularly in converted buildings. The incorporation of basements within new buildings should be carefully considered in relation to flooding, damp penetration, and other risk factors.
- very high ceilings, which will lead to a wastage of cubic capacity unless mezzanine floors are inserted or very high racking installed, which can cause delays in retrieval and which will have Health and Safety implications
- a multiplicity of internal pillars and structural supports, which will impede the free positioning of racking in the storage area and invigilation in the search room
- water or waste pipes passing through or above the storage area
- accommodation that will be costly to make fire resistant or secure from unwanted or illegal access
- proximity to areas with a higher risk of fire or which may contribute to unstable environmental conditions such as kitchens and plant rooms.
Remember that fire-extinguishing equipment, heating and air-conditioning equipment will affect the capacity and siting of racking, and of shelving, tables and other furniture in searchrooms, offices and workrooms.