Specifications include, but are not limited to: A. Facility Location and Construction 1. The facility shall not be located in any area where the risks of natural disasters, man-made disasters, or external hazards pose a significant threat to the facility and/or its contents. 2. The facility shall be sited 5 feet above and 100 feet from any 100-year flood plain area or be protected by an appropriate flood wall. 3. The facility shall meet or exceed the requirements of the local or state building code, whichever is more stringent. 4. The facility shall be constructed with non-combustible materials and shall be well-maintained, with a roof that is free of leaks. 5. The facility should have one or more loading docks. B. Facility Environmental Controls 1. The facility shall be kept clean to avoid accumulation of dirt and dust particulates. 2. The facility should be air conditioned (temperature, humidity, and air exchange). If it is not, it shall be well-ventilated and shall not be subject to rapid and extreme fluctuations of temperature and humidity (more than ± 3 percent during a 24 hour period). 3. The facility shall be free of pests and shall have a pest control program to guard against insects and rodents. 4. The facility shall be well-lighted, but records shall not be subject to prolonged exposure to direct UV light. 5. Eating, drinking, and smoking shall be prohibited in records storage areas. 6. Records shall not be placed in areas with exposed water or steam pipes subject to leaking. 7. Records shall not be placed in areas that are adjacent to furnaces or boilers unless separated by a 4-hour rated fire barrier. C. Records Storage Shelving and Racking Systems 1. Records shall not be stored on pressboard, wood, or other combustible shelving materials. 2. Racking systems, steel shelving, or other open-shelf records storage equipment shall be braced to prevent collapse under full load. 3. Compact mobile shelving systems, if used, shall be designed to permit proper air circulation and fire protection. 4. Records shall be located a minimum of three inches from the floor.
