Utah Department of Administrative Services

Division of Archives & Records Service

UTAH STATE ARCHIVES RECORDS STORAGE FACILITY EVALUATION FORM

For Regional Repositories

General Site Information:

Agency ____________________________
Affiliated Agency if Any _____________________

Address ____________________________________________________________________

Repository Building Age ________________________

Current use _________________________________________________________________

Floors used __________________________ Distance from main building ________________

Date of Evaluation ___________________

Dimensions of records storage area:

Length ________ Width ________ Height ________ Sq. Ft. ________ Cubic Ft. ________

Yes__ No__ Does building have loading dock suitable for use in bringing and taking out records?

Yes__ No__ Is the building used solely for records storage?

Yes__ No__ Is there adequate parking space available?

Yes__ No__ Does the facility have area suitable for offices if needed?

Yes__ No__ Are drinking water and restroom facilities available in close proximity to the records storage area?

Yes__ No__ Is there adequate area for records processing, record staging and records disposal?

Yes__ No__ Does the facility have an area suitable for microfilming and film processing.

Records Management:

Yes__ No__ Are there permanent records?

Percent of total records ____ Rate of Access ___________________

Yes__ No__ Are the records vital records? Types___________________________________

Yes__ No__ Are records stored in record series order? Otherwise_____________________

Yes__ No__ Is access to the records satisfactory?

Protective features:

Yes__ No__ Does building have security alarm connected to local police station?

Yes__ No__ Does building have fire alarm connected to local fire department?

Yes__ No__ Does building have sprinkler system?

Yes__ No__ Are there water pipes (other than sprinkler system) in records storage area?

Yes__ No__ Do doors to the records storage area have dead bolt locks or security alarms?

Yes__ No__ Does records storage area have smoke or heat detectors?

Yes__ No__ Are there windows in records storage area?

Yes__ No__ Are windows in records storage area protected against unauthorized entry?

Environmental conditions:

Yes__ No__ Is records storage area heated?

Yes__ No__ Is records storage area air conditioned?

Yes__ No__ Does records storage area have air circulation system?

Yes__ No__ Does records storage area have humidity control system?

Damage noted: Mold _____ Water _____ Light _____ Humidity _____ Heat _____

Building Structure:

What materials are used in the construction?

Walls ___________ floors _____________________ roof ____________________

Yes__ No__ Can the floor support a minimum load of 300 pounds per square foot?

Yes__ No__ Are the walls surrounding the records storage area four-hour fire resistant?

Yes__ No__ Is the roof noncombustible construction and leak proof?

Yes__ No__ Are furnaces, boilers, transformers, or any combustible materials located within the records storage area?

Yes__ No__ Is the sprinkler system, if any, equipped with independently dischargeable sprinkler heads?

Yes__ No__ If the storage area is susceptible to flooding, is sump pump connected to ancillary power supply?

Yes__ No__ If storage is below ground, is there evidence of moisture seepage or a danger that seepage could occur?

Yes__ No__ Is the surrounding terrain or environment such that the building, driveway, loading dock, or other features could be susceptible to flooding or other problems.

Yes__ No__ Is there any evidence of rodent or insect activity in the storage area or surrounding areas?

Yes__ No__ Do Ceiling clearances meet standards: Top of stored boxes of records maximum 14’ 1”, Low point of stack light fixture 15’1”, Low point of sprinkler director heads15’7”.

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