A Cost Comparison and Analysis of Storage Options for Media Collections

This information serves as a reflection of several options for the long-term storage of acetate and polyester based media. The prices were derived as part of a survey to determine the storage options for the security microfilm collections at the Georgia Archives. The prices were accurate in April 2002, but since that point in time, the costs may have changed. The different prices of off-site storage were based on differences in environmental conditions and different solutions for packing the film. When considering the different options, please contact vendors directly to determine their current pricing.

For more information, contact the author:

Lance Watsky
Preservation & Media Specialist
The Georgia Archives
5800 Jonesboro Road
Morrow, GA 30260
678-364-3764 (phone)
678-364-3860 (fax)
lwatsky@sos.state.ga.us
http://www.GeorgiaArchives.org

	Option	Approx. Cost	Pros	Cons
1	In-house Storage of film Install archival vault (Based on a 20’ x 14’ vault)	$150,000– 200,000 based on environmental conditions that are needed.	Retain in-house control over conditions and access. State of the art vault designed by leading company in archival vault design. A redundant system would sustain an environment of temperature control at any level from 0° F to 60° F, humidity control at 30% R.H. or lower.	Cost
2	Fireproof Modular Vaults (Based on a 20’ x 18’ vault)	$80,000	Retain in-house control over conditions and access. Vault capable of resisting temperatures over 2,000° F, as would occur in the event of a catastrophic fire.	Cost
3	Controlled Atmosphere Room, utilizing local Engineering firms. (Based on a 20’ x 24’ vault)	$89,583 This price is only an estimate. Once a company looks at the area where the room will be installed and existing electrical panel boxes, they can provide a more detailed and accurate price.	Retain in-house control over conditions and access. Temp: 35° F Humidity: 25% R.H. Budget includes shelving, electrical and refrigeration.	Cost
4	Frost-Free Freezers	Cost range from $400 to $4,000 per freezer	Retain in-house control over conditions and access. Quick and easy. Freezers could be put to additional uses if film is ever disposed. A suitable freezer can maintain a temperature of about 35°F and keep the relative humidity between 20 and 35%.¹	Sears Roebuck estimated that the yearly operating cost of a typical Kenmore 18- to 20- cubic foot frost-free refrigerator/freezer would be about $120 based on commercial rate of $0.12 per kilowatt-hour. Additional equipment required to control off gassing of deteriorating acetate. Refrigerators would generate a lot of heat in the room and there are questions about the relative humidity claim.
5	Walk-In Refrigerated Box (Based on a 20’ X 26’ refrigerated box.)	$27,842 (Includes mobile epoxy shelving and water-cooled refrigerator system delivered and assembled at site.) + $6000 for Redundant system + $2300 for Monitoring system Subtotal = $36,142 +dessicant dehumidification system Total = $86,142 + $250/year Monitoring service + Cost of water and electrical utilities and hook-ups	Retain in-house control over conditions and access. Designed to save time and money when building and to keep operating costs at a minimum A desiccant system could be added to lower the humidity.	Water and electrical utilities would be required. Additional equipment required to control off gassing of deteriorating acetate.
6	Outsource storage of film Underground Storage in the East Coast (Full vault capable of storing 250,000 rolls of microfilm)	$52,273/year Quote does not include relocation, initial filing charges, retrieval & re-file charges.	Quick and easy. Facility has very secure access and environmental controls. Main Storage Vault (Polyester) Temp: 60° F Humidity: 30% R.H. Cold Vault (Acetate) Temp: 35° F Humidity: 25% R.H. This is within ANSI Specs.	Rental costs are ongoing. This could become an increasing burden. Lease rates would only be guaranteed for the contract term. Archive loses control over conditions or access (but in a facility that has very strict environmental and security controls).
7	Underground Storage in the East Coast (Shelf Rental Option #1) 59,500 rolls of acetate microfilm stored in 1,650 banker drawers.	$43,362/year + One-time initial filing charge of $1,547 Quote does not include relocation, retrieval & re-file charges.	Temp: 35° F ± 2° Humidity: 25% R.H. ± 2½% This is within ANSI Specs.	Fresh Film ² Approx. time to onset of vinegar syndrome: 1000 years Degrading Film ² Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 300 years Lease rates would only be guaranteed for the contract term.
8	Underground Storage in the East Coast (Shelf Rental Option #2) 59,500 rolls of acetate microfilm stored in boxes.	$40,240/year Quote does not include relocation, initial filing charges, retrieval & re-file charges.	Temp: 35° F ± 2° Humidity: 25% R.H. ± 2 ½% This is within ANSI Specs.	Lease rates would only be guaranteed for the contract term.
9	Underground Storage in the East Coast (Shelf Rental Option #3) 59,500 rolls of acetate microfilm stored in 1,650 banker drawers.	30,888/year Quote does not include relocation, initial filing charges, retrieval & re-file charges.	Temp: 50° F ± 2° Humidity: 35% R.H. ± 2½% This is not within ANSI Specs.	Fresh Film ² Approx. time to onset of vinegar syndrome: 250 years Degrading Film ² Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 75 years Lease rates would only be guaranteed for the contract term.
10	Storage Vault in the SouthEast (Shelf rental) 59,500 rolls of acetate microfilm stored in 1,650 banker drawers.	$22,275/year Quote does not include relocation, initial filing charges, retrieval & re-file charges. * The storage rate is based on $1.50 per cubic foot (acetate or polyester).	Temp: 62° F Humidity: 42% R.H. * This environment wouldn’t be adequate for long-term storage of cellulose triacetate film, but it would be acceptable for polyester film.	Fresh Film ² Approx. time to onset of vinegar syndrome: 75 years Degrading Film ² Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 10 years Lease rates would only be guaranteed for the contract term.
11	Underground Storage in the Mid-West Storage of 250,000 rolls of microfilm	$31,700/year +Transportation: $13,200 ($3,300 per truck, estimated to take 4 trucks.) + One-time initial filing charge.	Facility has very secure access and environmental controls. Main Storage Vault (Polyester) Temp: 68° F Humidity: 36% R.H. Cold Vault (Acetate) Temp: 34° F Humidity: 30 - 35% R.H. (Fluctuation in the Cold Vault brings the humidity slightly higher than ANSI Specs.)	The Archives may loose control over conditions or access (but in a facility that has very strict environmental and security controls). Rental costs are ongoing. This could become an increasing burden. Lease rates would only be guaranteed for the contract term.
12	Storage in the Mid-West Storage of 59,500 rolls of acetate microfilm	$7,200/year +Transportation: $3,300 Per truck + One-time initial filing charge. Quote does not include retrieval & re-file charges.	Cold Vault (Acetate) Temp: 34° F Humidity: 30 - 35% R.H. (Fluctuation in the Cold Vault brings the humidity slightly higher than ANSI Specs.)	Fresh Film ² Approx. time to onset of vinegar syndrome: 863 years Degrading Film ² Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 200 years Lease rates would only be guaranteed for the contract term.

Option

Approx. Cost

Pros

Cons

In-house Storage of film

Install archival vault (Based on a 20’ x 14’ vault)

$150,000– 200,000

based on environmental conditions that are needed.

Retain in-house control over conditions and access.

State of the art vault designed by leading company in archival vault design.

A redundant system would sustain an environment of temperature control at any level from 0° F to 60° F, humidity control at 30% R.H. or lower.

Cost

Fireproof Modular Vaults

(Based on a 20’ x 18’ vault)

$80,000

Retain in-house control over conditions and access.

Vault capable of resisting temperatures over 2,000° F, as would occur in the event of a catastrophic fire.

Cost

Controlled Atmosphere Room, utilizing local Engineering firms.

(Based on a 20’ x 24’ vault)

$89,583

This price is only an estimate. Once a company looks at the area where the room will be installed and existing electrical panel boxes, they can provide a more detailed and accurate price.

Retain in-house control over conditions and access.

Temp: 35° F
Humidity: 25% R.H.

Budget includes shelving, electrical and refrigeration.

Cost

Frost-Free Freezers

Cost range from $400 to $4,000 per freezer

Retain in-house control over conditions and access.

Quick and easy.

Freezers could be put to additional uses if film is ever disposed.

A suitable freezer can maintain a temperature of about 35°F and keep the relative humidity between 20 and 35%.¹

Sears Roebuck estimated that the yearly operating cost of a typical Kenmore 18- to 20- cubic foot frost-free refrigerator/freezer would be about $120 based on commercial rate of $0.12 per kilowatt-hour.

Additional equipment required to control off gassing of deteriorating acetate.

Refrigerators would generate a lot of heat in the room and there are questions about the relative humidity claim.

Walk-In Refrigerated Box

(Based on a 20’ X 26’ refrigerated box.)

$27,842 (Includes mobile epoxy shelving and water-cooled refrigerator system delivered and assembled at site.)
+ $6000 for Redundant system
+ $2300 for Monitoring system
Subtotal = $36,142

+dessicant dehumidification system
Total = $86,142

+ $250/year Monitoring service

+ Cost of water and electrical utilities and hook-ups

Retain in-house control over conditions and access.

Designed to save time and money when building and to keep operating costs at a minimum

A desiccant system could be added to lower the humidity.

Water and electrical utilities would be required.

Additional equipment required to control off gassing of deteriorating acetate.

Outsource storage of film Underground Storage in the East Coast

(Full vault capable of storing 250,000 rolls of microfilm)

$52,273/year

Quote does not include relocation, initial filing charges, retrieval & re-file charges.

Quick and easy.

Facility has very secure access and environmental controls.

Main Storage Vault (Polyester)
Temp: 60° F
Humidity: 30% R.H.

Cold Vault (Acetate)
Temp: 35° F
Humidity: 25% R.H.

This is within ANSI Specs.

Rental costs are ongoing. This could become an increasing burden.

Lease rates would only be guaranteed for the contract term.

Archive loses control over conditions or access (but in a facility that has very strict environmental and security controls).

Underground Storage in the East Coast

(Shelf Rental Option #1)

59,500 rolls of acetate microfilm stored in 1,650 banker drawers.

$43,362/year
+ One-time initial filing charge of $1,547

Quote does not include relocation, retrieval & re-file charges.

Temp: 35° F ± 2°
Humidity: 25% R.H. ± 2½%

This is within ANSI Specs.

Fresh Film ²
Approx. time to onset of vinegar syndrome: 1000 years

Degrading Film ²
Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 300 years

Lease rates would only be guaranteed for the contract term.

Underground Storage in the East Coast
(Shelf Rental Option #2)

59,500 rolls of acetate microfilm stored in boxes.

$40,240/year
Quote does not include relocation, initial filing charges, retrieval & re-file charges.

Temp: 35° F ± 2°
Humidity: 25% R.H. ± 2 ½%

This is within ANSI Specs.

Lease rates would only be guaranteed for the contract term.

Underground Storage in the East Coast
(Shelf Rental Option #3)

59,500 rolls of acetate microfilm stored in 1,650 banker drawers.

30,888/year
Quote does not include relocation, initial filing charges, retrieval & re-file charges.

Temp: 50° F ± 2°
Humidity: 35% R.H. ± 2½%

This is not within ANSI Specs.

Fresh Film ²
Approx. time to onset of vinegar syndrome: 250 years

Degrading Film ²
Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 75 years

Lease rates would only be guaranteed for the contract term.

Storage Vault in the SouthEast (Shelf rental)

59,500 rolls of acetate microfilm stored in 1,650 banker drawers.

$22,275/year
Quote does not include relocation, initial filing charges, retrieval & re-file charges.

* The storage rate is based on $1.50 per cubic foot (acetate or polyester).

Temp: 62° F
Humidity: 42% R.H.

* This environment wouldn’t be adequate for long-term storage of cellulose triacetate film, but it would be acceptable for polyester film.

Fresh Film ²
Approx. time to onset of vinegar syndrome: 75 years

Degrading Film ²
Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 10 years

Lease rates would only be guaranteed for the contract term.

Underground Storage in the Mid-West

Storage of 250,000 rolls of microfilm

$31,700/year
+Transportation: $13,200 ($3,300 per truck, estimated to take 4 trucks.)

+ One-time initial filing charge.

Facility has very secure access and environmental controls.

Main Storage Vault (Polyester)
Temp: 68° F Humidity: 36% R.H.

Cold Vault (Acetate)
Temp: 34° F Humidity: 30 - 35% R.H. (Fluctuation in the Cold Vault brings the humidity slightly higher than ANSI Specs.)

The Archives may loose control over conditions or access (but in a facility that has very strict environmental and security controls).

Rental costs are ongoing. This could become an increasing burden.

Lease rates would only be guaranteed for the contract term.

Storage in the Mid-West

Storage of 59,500 rolls of acetate microfilm

$7,200/year +Transportation: $3,300 Per truck + One-time initial filing charge.

Quote does not include retrieval & re-file charges.

Cold Vault (Acetate)
Temp: 34° F
Humidity: 30 - 35% R.H.
(Fluctuation in the Cold Vault brings the humidity slightly higher than ANSI Specs.)

Fresh Film ²
Approx. time to onset of vinegar syndrome: 863 years

Degrading Film ²
Approx. time to progress from early stages of vinegar syndrome to a more advanced stage: 200 years

Lease rates would only be guaranteed for the contract term.

¹Wilhelm, Henry. 1993. Permanence and Care of Color Photographs: Traditional and Digital Color Prints, Color Negative, Slides, and Motion Pictures. Grinnell, Iowa: Preservation Publishing Company.

²Reilly, James M. 1993. IPI Storage Guide for Acetate Film. Rochester, N.Y.: Image Permanence Institute, Rochester Institute of Technology.

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Updated: February 23, 2005
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