Creating a specification

Creating a specification for your storage project is not as easy as one might assume.  Broadly speaking you know your collection well and you know you need new storage to house and care for it…But how do you specify what type of storage you need?  How do you know what type of storage will work best in your repository?  How can you be sure you’ll get the solution you need?

Creating a specification

Creating a specification works in a number of ways and not always as you might expect.  By perusing the examples of actual specifications below, you should get a flavour of what’s involved.  These specifications have been created by your peers and are based on real storage projects.

Creating a Specification Guidance Notes.

  1. Conduct an initial audit. Establish what you want to store.

Imagine the items you are storing as a number of compartments. For example, list the items that will fit into a cube, 150mm x 150mm x150mm. Likewise, 300mm x 300mm x 300mm etc. This is a simplistic representation of an initial audit to establish an understanding of a client’s requirements.

Item

150x150x150

 300x300x300 450x450x450 600x600x600 Large Items Pictures 600x450 Pictures 2000x1000 Books 450x300 Books 900x450
Small Artefacts 200 400 150            
Medium Artefacts     400 1000          
Furniture         100        
Ledgers                 600
Meeting Notes               400  
  1. Estimate the weight of each category of item. >5kg, 5-10kg, 10-20kg, <20kg.
  1. Consider if the collection is to grow and over what period of time.
  1. Determine the stability / fragility of the items to be stored. Should the items be stored in a ventilated environment, to comply with BS5454? Should any items be stored in dust-proof cabinets?
  1. If the store is to be sited in an existing room / building, draw the area noting doors, windows etc. and any other services such as air conditioning, lights etc. If the site is in a new building, provide a copy of the architect’s layout. Take particular note of the floor detail, atmospheric conditions, room height.
  1. Establish the frequency of access. Every day / every week / every month / infrequently.
  1. Who will be working in the store? Will they need access equipment? The shelving layout will be affected by the size and weight of items stored and the way in which the shelving is accessed.