Rack on Track

When records storage facility owners consider which style of racking is best for their companies, it is worthwhile to choose a system that fits the needs of the company not only today but in the future, too. Companies should look ahead to possible expansion opportunities before deciding on a multilevel catwalk system or a single-level order picker system, the two types of racking systems pertinent to the records storage industry, according to Jacqueline Terrell, marketing and sales manager for REB Storage Systems International. REB, based in Chicago, has specialized in the design, manufacture, distribution and installation of records storage systems since 1962.

As Terrell explains, the records storage industry started out storing boxes three wide by one deep by one or two high on solid steel shelving units but it has since realized pallet racks work best. Heavy-duty pallet racks allow records storage owners to store an estimated nine or 10 boxes wide by three or four boxes deep by three or four boxes high per shelf.

Maximizing space will produce greater profits over time and allow for growth. Terrell says, “The industry has settled on pallet racking type storage systems because they maximize storage. Records storage is a different type of storage versus regular pallet storage, and you need to make sure you are getting the proper rack for your system.”

Creating an optimum storage system for a particular building and using the company’s equipment so that it maximizes cubic capacity at the lowest cost per box stored is the main goal, she says.

Cost is Key
Cost is the biggest factor to deal with when shopping for records storage systems. A single-level system has fewer startup costs than a multilevel system, Terrell says; but, depending on the number of cartons the company needs to store, a multilevel system can produce greater profits over time.

“This is because a multilevel system is able to be built taller and the aisles are not required to be as wide as with a single-level system, thus you are able to store more cartons,” she adds.

Multilevel systems can stand up to 100 feet tall, whereas aisle width and stability are concerns in single-level systems, which can reach up to 30 feet in height.

Further, multilevel systems operate with minimal equipment, while single-level systems use order picker vehicles to access stored containers. Terrell says it is difficult to find a stable, secure order picker vehicle—another added cost, along with the vehicle’s maintenance and battery expenses—for racking systems that reach 30 feet tall. Order pickers also require guardrails or buried cables and column protection barriers and demand more floor space, reducing the racking system’s overall carton capacity.

To lessen the cost burden, companies can consider incorporating used materials into their racking systems. Terrell says integrating used racking can cut costs and make companies more competitive.

Steve Richards, president and CEO of Nashville, Tenn.-based Richards & Richards, says he purchased 200,000 square feet of used shelving for “dirt cheap” for his company’s records storage center. Richards & Richards, which offers office records management services, including records storage, document destruction, off-site data storage and document imaging, has a 251,000-square-foot records storage facility with a two-level catwalk system and various aisle widths. Richards says he bought the used racking system from a company that was going out of business. It took six months to erect, and Richards & Richards has since introduced new racking from REB Storage Systems International to its system.

“The big factor will be cost,” Richards says of racking systems. “We have a little less than 1.3 million cubic feet [and] the [racking system] price was between $1 (used) and $2.43 (new) per cubic foot.”

A company may want to use certain material handling products in its system to help it run more efficiently, Terrell says. Pallet jacks, forklifts, containers and aluminum ladder carts can provide extra support, though they also contribute to the cost of the system.

Richards says other line items including shipping costs and assembly by authorized professionals also contribute to the overall cost of racking.

In addition to these expenditures, Terrell says safety components—column protectors, guardrails, safety chains, netting and kick plates—also can be incorporated into systems for additional fees.

Commit to Codes
“The customer should purchase shelving that is rated for the product stored, within code and at a price they can afford,” Richards says.

Ensuring records storage facilities meet code requirements is vital, both for price and protection.

In records storage facilities, maintaining proper sprinkler systems is a must. While a sprinkler system may work in a building with shredding operations, it might not be adequate for records storage.

The National Fire Protection Association (NFPA) 13, Standard for the Installation of Sprinkler Systems, governs the design of sprinkler systems in the United States. First developed in 1896, the standard takes into consideration the facility’s overall layout, type of shelf material (50 percent open or solid decking) and height to come up with the required sprinkler system design, Terrell explains. “It is important that the business owner be aware of these requirements and considers engaging the services of a professional fire protection engineer to assist in this process,” she adds.

Multilevel systems can require sprinklers—and lighting, another cost to consider—under each catwalk level. Single-level systems, however, can call for fewer levels of in-rack sprinklers and lighting, Terrell says.

Facility Features
Other than cost, another factor to consider is the facility’s size.

Richards says the dimensions of the facility matter “greatly” and presented a challenge for Richards & Richards when it started the racking installation process. The company’s records storage center has different ceiling heights throughout, meaning one system layout would not work throughout the facility. Making note of the building’s structural beams is important too, Richards says.

If the building has a tall, clear height, then just about any type of shelving could work, he explains. A low ceiling height, however, should use shelving that accommodates the space, limiting the number of options available.

Storage density should be studied as well. “With the size of the building and the ceiling heights we had, we had only two choices: order picker with tall shelving or a catwalk system,” Richards says. “We did not want an order picker system, as it would limit the number of people pulling boxes in a rush.”

He continues, “You are limited to the number of people pulling by the number of order pickers you have. With a catwalk system, if you have 30 people working that day, all 30 can pull if you have a rush.”

While a single-level racking system, which relies mostly on an order picker vehicle, is limited to operation by one person, a multilevel system allows any number of workers to access boxes at one time.

When considering their racking options, Terrell suggests records storage owners ask questions such as, What is the overall square footage of the facility? Is the roof pitched? Does the building have sprinklers already in place?

Both Richards and Terrell recommend reaching out to reputable, experienced professionals that specialize in full-service records storage system services to develop the most appropriate racking system for a records storage company.

The author is associate editor of Storage & Destruction Business magazine and can be contacted at mworkman@gie.net.