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RESULTS - SURVEY: NFPA 232 Records Protection
As promised here are the raw numbers from the survey. Thank you all who
participated. I will be posting over the weekend the comments that appeared
with Questions 5, 9, 14, 16, 17, 18 and 19.
For all questions responses is the actual number of respondents, ration is
the percentage. I just got tired of typing the percent symbol. I will leave
the interpretation of the results up to others, but I do find some
interesting responses. thank you again for taking the survey
NFPA 232 Survey Results
Survey start Monday 2/19/01
Survey closed Thursday 2/22/01
Survey posted to the Archivist and Recmgmt-l listservs
Total Respondents: 142
1. My organization currently stores its records with a commercial records
storage facility.
Responses
Ratio
Yes 65 47%
No 73 53%
Total 138 100%
2. My total records management experience (including archival experience) is
Responses
Ratio
0 - 3 years 14 10
4 - 6 years 25 18
7 - 10 years 26 19
11 - 15 years 25 18
16 - 19 years 13 9
20 years or more 36
26
Total 139 100%
3. My organization currently stores with commercial records facilities a
total volume of (expressed as standard cartons 15x10x12 if other sizes are
stored estimate as standard cartons)
Responses Ratio
Less than 1,000 22 16
1,000 to 5,000 10 7
5,001 to 9,999 6 4
10,000 to 14,999 7 5
15,000 to 49,999 10 7
50,000 to 99,999 5 4
over 100,000 11 8
I don't know how much 2 1
Not Applicable 61 46
Total 134 100%
4. My organization stores its records in
Responses Ratio%
One single commercial facility 31 22
Multiple commercial facilities in the
Same city 11 8
Mulitple commercial facilities nationwide 21 15
Company owned facility 60 43
Not applicable 16 12
Total 139 100%
5. I am a member of (select all that apply)
Responses Ratio%
ARMA International 97 73
Society of American Archivists 35 27
Institute of Certified Records Mgrs (ICRM) 24 18
Academy of Certified Archivists (ACA) 13 10
AIIM 28 21
Records Mgmt Society of Australia 0 0
PRISM International 3 2
Records Mgmt Society of UK 1 1
US Regional archival association
(SSA, MARAC, etc) 24 18
Other Please specify 25 19
6. Prior to this survey
Responses Ratio%
I was aware of the NFPA standard for
for records centers 84 60
My current storage provide contacted
me about this issue 0 0
I was not aware of the NFPA standard for
records centers 56 40
Total 140 100%
7. My current storage provider(s) is a member of PRISM International
Responses Ratio%
Yes 37 30
No 36 30
I don't know 29 24
What is PRISM International? 20 16
Total 122 100%
8. I own a copy of NFPA 232: Standard for the Protection of Records and have
read it.
Responses Ratio
Yes 28 20
No 111 80
Total 139 100%
9. As a records management professional I believe that the protection of
active,
permanent, long-term and vital records from harm or destruction is:
Responses Ratio
Very Important 132 94
Important 6 4
Not that important 0 0
A waste of time, effort and money 0 0
Other, Please specify 2 1
Total 140 100%
10. When I store my organization's records with a commercial records center
I
Responses Ratio
Expect the highest quality, fire-protected
records storage facility 74 68
Expect the vendor will use "prudent man"
design techniques to insure records
survival and to minimize loss 34 31
Am not concerned with the protections
provided by the vendor for my records 0 0
Am only concerned with low cost storage 1 1
Total 109 100%
11 My primary industry is
Responses Ratio
Archives 10 7
Banking 2 1
Communication 1 1
Consultants 8 6
Contractors - Government 5 4
Criminal Justice 0 0
Educational Institution 25 18
Film and News Media 1 1
Government (US Federal, state or local) 35 26
Food, Beverage and Restaurant 0 0
Government (non - US) 3 2
Health Care 5 4
High Tech 2 1
Hotel/Gaming 0 0
Insurance 2 1
Legal Services 6 4
Manufacturing 9 7
Merchandising/Retail 1 1
Petroleum 3 2
Pharmaceutical 2 1
Real Estate 2 1
Records Storage/Destruction Services 1 1
Securities and Investments 1 1
Transportation 2 1
Utilities 11 8
Total 137 100%
12 As a records management professional please rate the following commercial
record center services or features (percentages are based upon total
responses for each category) (THE FIRST LINE IN EACH CATEGORY IS THE
PERCENTAGE, THE SECOND LINE IS THE ACTUAL NUMBER OF RESPONSES)
Highly Somewhat Not N/A
Desirable Desirable Desirable Desirable
Computer Tape Storage/Rotation 36% 35% 15% 3%
11%
48 46 20 4 14
Climate-controlled vault 61% 26% 8% 2%
4%
80 34 10 3 5
Destruction Services 50% 28% 17% 2% 4%
66 37 22 2 5
Indexing Services 22% 29% 25% 15% 9%
29 38 33 20 12
24-hour access 31 27 27 11 3
41 36 36 15 4
Records Mgmt Consulting 5 22 45 17 9
7 29 60 23 12
Disaster Planning & recov 33 36 23 3
3
44 48 30 4 4
Guaranteed Delivery time 68 25 4 1
2
90 33 5 1 1
Temp & Humidity controls 25 42 19 7
5
33 56 25 9 6
Climate controlled facility 48 29 15 4
4
64 38 20 5 5
Computer records tracking sys 70 21 3 1
2
93 28 4 1 2
Magnetic Shielding 44 32 11 2 10
58 42 15 2 13
Auxiliary Power/backup power 47 37 8 1
5
62 49 11 1 6
High impact resistant containers 23 42 23 5
5
31 56 31 6 7
Smoke Detectors 91 6 0 2 1
120 8 0 2 1
In-rack water sprinklers 59 27 8 4
2
78 35 11 5 2
Motion Detectors 39 36 18 3 3
52 47 24 4 4
Water Detectors 67 27 2 2 1
88 36 3 2 1
Video surveillance system 31 37 22 2
5
41 49 29 3 6
PRISM Inter. Membership 20 28 24 6 17
26 37 32 8 22
Intrusion detectors 52 33 8 2 4
69 44 10 2 5
FIRELOCK vault 43 30 16 2 8
57 39 21 2 10
Warehouse compartmentalized 62 27 7 1
1
82 36 9 1 1
13 My current storage vendor is
Responses Ratio %
An independent commercial
storage vendor 28 21
A member of a nation-wide
consortium 2 1
A nation-wide company 30 22
A self serve locker 2 1
Not applicable 60 44
Other 14 10
Total 136 100%
14 My organization contracts for the following services
Responses Ratio %
Vault storage 37 36
Records Destruction 71 69
Box Storage 67 65
Active Filing 15 15
Tape Rotation 35 34
Other 23 22
15 I live in
Responses Ratio %
Australia/New Zealand 0 0
Canada 7 6
Europe 0 0
Africa 1 1
District of Columbia 1 1
Alabama 2 1
Alaska 1 1
Arizona 1 1
Arkansas 0 0
Colorado 5 4
Connecticut 0 0
Delaware 0 0
Florida 1 1
Georgia 2 2
Hawaii 0 0
Illinois 4 3
Indiana 1 1
Iowa 2 2
Kansas 3 2
Kentucky 1 1
Louisiana 1 1
Maine 0 0
Maryland 5 4
Massachusetts 2 2
Michigan 6 5
Minnesota 8 6
Missouri 3 2
Montana 0 0
Nebraska 1 1
Nevada 0 0
New Hampshire 1 1
New Jersey 9 7
New Mexico 1 1
New York 5 4
North Carolina 2 2
North Dakota 3 2
Ohio 4 3
Oklahoma 2 2
Oregon 5 4
Pennsylvania 2 2
Rhode Island 1 1
South Carolina 1 1
South Dakota 0 0
Tennessee 1 1
Texas 12 10
Utah 0 0
Vermont 3 2
Virginia 6 5
Washington 7 6
West Virginia 0 0
Wyoming 2 2
Total 125 100%
16 My current box storage costs are
Responses Ratio%
Calculated on a per box basis 36 33
Calculated on a per cubic foot basis 51 47
Other 22 20
Total 109 100%
17 My current responsibilities include (select all that apply)
Responses Ratio
Records Inventory and Analysis 120 87
Retention Research 100 72
Retention Schedule Development 103 75
Workflow Analysis 69 50
Needs Assessment and Analysis 89 64
File Room supervision 57 41
Classification System Development 82 59
Forms Management 39 28
Other 56 41
18 For protection purposes an organization's records can be divided into two
types; vital or useful.
The loss of vital records would severely hamper an organization's ability to
operate and therefore
require extra protection such as vaulting. Useful records accumulate during
normal operations
and are kept for a time period determined by the responsible party. The
loss of useful records
would temporarily inconvenience an organization but would cause no serious
disadvantage or harm.
Responses Ratio
This is a great idea 29 21
This oversimplifies the
records classification process 65 47
This will result in lower records
center design standards 10 7
No opinion 15 11
Other 18 13
Total 137 100%
19 When selecting a commercial records facility I do the following (select
all that apply)
Responses Ratio%
Issue an RFP with TOS attached 68 64
Review & inspect each responding
vendor's facility at random without
scheduling an appointment 50 47
Contact current & former customers 68 64
Review all RFP responses with my
organizations legal and financial departments 53 50
Select the first name out of the Yellow pages 0 0
Other 36 34
20 As a records professional I believe that a records center's fire
protection design (select all that apply)
Responses Ratio
Should allow for maximum storage capacity 6
4%
and lower construction costs by reducing
security and fire protection.
Should take into consideration that if the records 11
8%
are destroyed by fire their loss will not significantly
affect the owner of the records and will plan
accordingly
Should take into consideration that stored 112
81%
records are important for business continuity
purposes and that enhanced security
is warranted within the design.
Should consider that records may be stored 110
79%
for long periods of time and that their status
as important, vital or required for litigation is
not always known at the time they are
accessioned into a records center.
Should provide for hierarchical levels of 110
79%
security wherein the size of storage bays,
the use of enhanced sprinkler protection,
the inclusion of a vault for vital records
protection are determined by the types
of records being stored
and the needs of the customer.
Should consider that some records 31
22%
truly require no extra protection
and can be stored in warehouses with
minimal fire protection and their loss
due to fire would be of no concern
to the organization.
Peter A. Kurilecz CRM, CA
Manager, Records Management Group
Woodside Summit Group Inc
Midlothian, Virginia
Office: 804-744-1247 x23
Fax: 804-744-4947
mailto:peter.kurilecz@woodsidesummitgroup.com
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