March 19 2014 2 00 4 00 p

March 19, 2014 2: 00 – 4: 00 p. m. Kelvin Smith Library Room LL-01

Meeting Review – May 6, 2013 • Overview - company background * • Assure. Vault services in the Records Management industry • Library Repository Services and the Kent State University Project - 2011 • Explanation of the “chain of command” process for managing clients’ assets • Technology impact or storage solutions – comparison to the Harvard model for library items • General discussion of UCI collection makeup and potential requirements • Survey of some members (completed June – September, 2013) * Slides from May 6, 2013 meeting available upon request

Vision • A premier facility for UCI members and other invited institutions • Asset to the University Circle community • Designed to properly house archival collections, library items and specialty materials • Proper environment and security with contents readily accessible, actively used by the members of UCI and the Greater Cleveland Community • Designed to grow as collections are expanded or added, or as space in UCI facilities is repurposed • Potential partnership between the developer & facility owner, the operations management company & UCI members – still in discussion phase

Fire Protection • A local fire-safety vendor shall install the system and inspect the facility semi-annually • Continuously-monitored by trusted third party for smoke detection, rate-of-rise (temperature), and pipe discharge • Immediate local fire and police response required upon alarm Physical Environment Facility Environmental Specifications • Temperature ranges from 63 o. F to 68 o. F (seasonal) • Relative humidity ranges from 25% to 39%, with 3% max daily, 5% max monthly fluctuations • Cold storage with 35 o. F and 50 o. F storage areas and a transition chamber • Remote monitoring capability by institutions • Air filtration as part of HVAC Construction Type • Windowless, concrete-block or brick construction • Pitched or slant roof preferred • When more than one client, library space to be an end unit only, for minimal adjacency • Vapor barrier as needed to achieve noted temperature and relative humidity specifications

Fire Protection • Dry-pipe, pre-action fire detection and prevention system throughout. • Smoke and temperature detection Physical Environment Facility Security & Maintenance Specifications • Floor & ceiling moisture detection with audible and externally monitored reports • Motion-activated lighting fixtures • Quarterly infestation inspection and vermin traps • Shelving must be on smooth, non-damaging steel surfaces Physical Security • Controlled entrances • Video monitoring with 6 months of recording retained • Aisle motion detection • Glass-break detection • Contact alarms on all perimeter doors connected to library space • Immediate police or security response required upon alarm

General Storage Specifications Carton Storage • Designed for 1. 2 and 2. 4 cu. ft. cartons • Separate acid free carton storage areas • Catalog items at the carton and record level • Maintain retention rules on items to meet destruction schedules • Two types of refrigerated space, 35 and 50 degrees Cold Storage • Independent temperature and humidity control systems. • Redundant chillers in case one malfunctions • A dry “transition” room from the 50 degree chamber to room temperature

Cold Storage Layout

Ingest of Materials All items to be staged in controlled, isolated area All items to be inspected for mold and insects during staging Items cataloged and placed into containers and placed in storage racking

Survey Results 1. 2. 3. 4. Eleven institutions responded to the storage survey. Cleveland Public Library and The Rock and Roll Hall of Fame were invited to respond. The totals above reflect projected volumes through 2018 which is only a 1. 5% growth over 2014 quantities. Where necessary, linear feet of records (paper, monographs, periodicals, etc. ) were converted to 1. 2 CF cartons.

Real Estate Building Pursuits: Two-track Strategy Track One: New Construction • Reclaimed or “brownfield” lot • Approximately 28, 000 square feet, 30 foot ceiling height • Storage area - 24, 000 square feet • Office, Production, Cold Storage - 4, 000 square feet Track Two: Rehab Existing Structure • Similar dimension • Masonry construction, glass block windows • Reclamation project, LEEDcertified construction elements A positive addition to the UCI/CWRU Master Plan!

Track 1: New Construction – Building Layout

Track 1: New Construction – Racking Layout

Track 2: Singer Steel Building (sites within 1 mile)

Track 2: Singer Steel Building 2100 Random Road

Track 2: Singer Steel Building Layout

Track 2: Singer Steel Building Racking & Cold Storage Layout

Track 2: Singer Steel Building 2100 Random Road Preliminary Estimates – Construction Costs

Options Building Development & Ownership Options UCI or CWRU to develop and own facility? Select developerbuilder to do the work and own facility? Independent real estate partnership or HF Group to hire contractor and own facility?

Next Phases City and county permits and approval Construction and facility preparation Decision on building developer & owner Architectural work Move/ingest materials Complete project analysis and firm cost quotes Final proposal approval and contract completion Final pricing proposal & options based on building ownership approach Selection of project manager Commence routine repository services!

Thank you! Q&A