Worth the Weight

John Miller of WesTex Document Inc. offers his advice on selecting racking for media vaults.

Although digital media storage can make up a small portion of a commercial records management facility, selecting racking systems for such an operation has a measurable effect on a storage provider's business.

Records centers generally have two choices—slot or case storage—when setting up racking for their media vaults. Both types of racking offer advantages and disadvantages, depending on a company's media vaulting business and the types of media it is storing.

While there might not be one clear answer as to how best set up a media vault, John Miller, president and CEO of WesTex Document Inc., encourages records and information management companies to research their options prior to making an investment.

Miller's company, located in Lubbock, Texas, has been in the records management industry since 1997 and serves West Texas and eastern New Mexico.

One of the most common mistakes, he says, is letting price be the deciding factor.

"Be confident you are making the right decision. If you are second guessing yourself or your decision, wait until you get that warm and fuzzy feeling," he says.

Storage and Destruction Business had the opportunity to ask Miller to share his insights on what companies should consider when selecting racking for their media vaults.
 

Storage & Destruction Business (SDB): What are the primary factors a company should consider when selecting racking for media vaulting applications?

John Miller (JM): [Companies should consider] density requirements, capacity for all types of media, fire code standards and the weight that will be on the shelves, how much initial capital to put into racking/ tracking [and] what the current market will provide. Overspending or over-sizing your racking operations will cost you more, and your return on investment will be reduced.
 

SDB: What secondary factors influence the type of racking a company selects?

JM: Secondary factors include unforeseen associated costs, quick access to media [and] safety and durability of the racks. Are racks adjustable without the use of tools? Space requirements for setting up racks or tracks run a close primary and secondary concern.
 

SDB: What are the drawbacks and benefits associated with slot storage?

JM: The benefit is that it holds tapes securely in place with minimal risk of damage. Individual slots provide organized layouts, easier access to media and are better protected from environmental elements.

Drawbacks are length, width and height requirements that can make the overall footprint bulky, thereby reducing the total storage space. Ordering ancillary components to change the internal structure can be costly after you have already ordered what you considered to be the end-all, be-all for your slot assignments.
 

SDB: What are the drawbacks and benefits associated with container storage?

JM: The benefit of media container storage is having all of one's customer media items located in segregated containers. Creating a work order and walking into the vault to scan the location [and] container and walking out of the vault to deliver it to your customer are time saving and cost effective for both the customer and the records center.

The drawback is that you lose revenue having media containers. Individually slotted tapes more often than not yield higher monthly revenue than that of a 1.2-cubic-foot or smaller sized container. Having tapes or other media in containers hinders the records center staff from knowing the number of tapes they are transporting to or receiving from the customer. The records center could be held liable by the customer for not delivering the required tapes that were supposed to have been in the container. In addition, if a container with multiple tapes is lost, damaged or destroyed, then everything in those containers could be considered a loss.

However, having slotted media allows both the records center and the customer to request exactly what is needed, which more often than not is less than that of a container.

It's the loss of many vs. [the loss of] one [in the case of container storage vs. slotted storage].
 

Perm-A-Store Introduces Hard-Drive Cases

Golden Valley, Minn.-based Perm-A-Store, a provider of transport and storage cases for digital media, has introduced several removable hard-drive cases as part of its Turtle line of products. The new series features:

  • Capacities ranging from one to 72 3.5-inch and 2.5-inch hard drives;
  • Protective anti-static foam to protect against static charges;
  • Stainless steel latches that can be padlocked for security; and
  • A lifetime warranty against manufacturing defects.

"The appropriate cases for handling hard drives will be a great way to expand our offering for our customers who are looking for a safe way to transport, store, organize and manage their data recorded on hard drives," says Ken Schneider, CEO of Perm-A-Store.

Alan O'Regan, vice president of sales, adds, "Our full line of Turtle transport cases and fireproof safes are now complemented with a high-quality and durable line of hard drive cases. This will help our distribution and reseller channels expand their offerings and address more of their customers' needs."

More information on the hard-drive cases as well as other Turtle data products is available at www.turtlecase.com.

SDB: Do records storage centers have options to consider beyond slot and container?

JM: Records centers do have options. FTP transfers, disc-to-disc backup, collocations, e-vaulting and many other digital protocols are coming online. Either renting space on your dedicated customer server or setting up some form of other transfer is quickly becoming a viable and cost-effective option, both for the customer and the archive.
 

SDB: What other considerations go into racking a media vault?

JM: Selecting racking/tracking that is affordable, sturdy and able to withstand heavy weight. Selecting racking that doesn't interfere with your fire suppression systems and one that can be configured internally without having to spend more out of pocket to change slot widths and heights. Tracking gives you more density and ROI (return on investment) for the space built but it can also slow down the store/retrieval time and increase labor costs.
 

SDB: What advice do you have for companies that are currently in the market for racking to use in media vaults?

JM: Research, research, research. Shop around and be selective regardless of price. Failure to select the proper racking can be disastrous for the records center and the customer. Look for racking and tracking that will be flexible for your needs.

Other companies may offer lower prices; however, the quality of your vault and/or racking can be an advantage over your competitors. Purchase a product that you don't mind showcasing to potential clients who are doing due diligence. Keep areas free of obstacles, dust and other eye sores.
 

SDB: What are some of the common mistakes you see companies make when it comes to adding racking to their media vaults?

JM: Adding racking that won't accommodate all types of media and will limit your options. Cheap racking can lead to media damage, which will lead to client loss. And placing racking near heat sources, such as windows, heaters and pipes [also is a mistake].

[Establishing] picking methods [and] incoming/outgoing hold areas within the vault are a must.
 

SDB: What are the most prominent trends in media racking system design? How has this changed in the last decade?

JM: Media racking design has trended back and forth depending on what the flavor is for that year. While many centers utilize Gemtracs (high-volume storage systems), some are still using racks against a wall. Some centers are building their own cinderblock vaults with air conditioning and heat. Some are … purchasing longer-lasting, dedicated [fireproof, modular] vaults. That being said, the current best practice that has taken the industry by storm is having both the [fireproof, modular] vaults as well as the adjustable Gemtracs for media and racking for boxes and bulk storage.

Gemtracs offer vertical pull-out doors with adjustable shelves, high-density storage and an enclosed design that provides protection against dust and other environmental hazards. The [modular] vaults offer climate-controlled designs, air conditioning and heating as well as unsurpassed protection from the hottest fires and melting heat as well as from theft and invasion.
 

John Miller is president and CEO of WesTex Document Inc. (www.westexdocument.com), Lubbock, Texas.