**36 CFR Part 1228, Subpart K \-- Facility Standards for Records Storage
Facilities**

**Facility Approval and Inspection Requirements**

**§1228.240 How does an agency request authority to establish or
relocate records storage facilities?**

\(a\) [General policy]{.underline}. Agencies are responsible for
ensuring that records in their legal custody are stored in appropriate
space as outlined in this subpart. Under §1228.156(a), agencies are
responsible for initiating action to remove records from space that does
not meet these standards if deficiencies are not corrected within 6
months after initial discovery of the deficiencies by NARA or the agency
and to complete removal of the records within 18 months after initial
discovery of the deficiencies.

\(1\) [Agency records centers]{.underline}. Agencies must obtain prior
written approval from NARA before establishing or relocating an agency
records center. Each separate agency records center must be specifically
approved by NARA prior to the transfer of any records to that individual
facility. If an agency records center has been approved for the storage
of Federal records of one agency, any other agency that proposes to
store its records in that facility must still obtain NARA approval to do
so.

\(2\) [Commercial records storage facilities]{.underline}. An agency may
contract for commercial records storage services. However, before any
agency records are transferred to a commercial records storage facility,
the transferring agency must ensure that the facility meets all of the
requirements for an agency records storage facility set forth in this
subpart and must submit the documentation required in paragraph (e) of
this section.

\(b\) [Exclusions]{.underline}. For purposes of this section, the term
\"agency records center\" excludes NARA-owned and operated records
centers. For purposes of this section and §1228.244, the term \"agency
records center\" also excludes agency records staging and/or holding
areas with a capacity for containing less than 25,000 cubic feet of
records. However, such records centers and areas, including records
centers operated and maintained by NARA, must comply with the facility
standards in §§1228.228 through 1228.232.

\(c\) [Contents of requests for agency records centers]{.underline}.
Requests for authority to establish or relocate an agency records
center, or to use an agency records center operated by another agency,
must be submitted in writing to the Director, Space and Security
Management Division (NAS), National Archives and Records Administration,
8601 Adelphi Road, College Park, MD 20740-6001. The request must
identify the specific facility and, for requests to establish or
relocate the agency\'s own records center, document compliance with the
standards in this subpart. Documentation requirements for § 1228.230(s)
are specified in § 1228.242.

\(d\) [Approval of requests for agency records centers]{.underline}.
NARA will review the submitted documentation to ensure the facility
demonstrates full compliance with the standards in this subpart. NARA
reserves the right to visit the facility, if necessary, to make the
determination of compliance. NARA will inform the agency of its decision
within 45 calendar days after the request is received, and will provide
the agency information on the areas of noncompliance if the request is
denied. Requests will be denied only if NARA determines that the
facility does not demonstrate full compliance with the standards in this
subpart. Approvals will be valid for a period of 10 years, unless the
facility is materially changed before then or an agency or NARA
inspection finds that the facility does not meet the standards in this
subpart. Material changes require submission of a new request for NARA
approval.

\(e\) [Documentation requirements for storing Federal records in
commercial records storage facilities]{.underline}. At least 45 calendar
days before an agency first transfers records to a commercial records
storage facility, the agency must submit documentation to NARA that the
facility complies with the standards in this subpart. The documentation
may take the form of a copy of the agency\'s contract that incorporates
this subpart in its provisions or a statement from the agency records
officer that certifies that the facility meets the standards in this
subpart. An agency must provide the documentation for each separate
commercial records storage facility where its records will be stored.
Documentation must be sent to the Director, Space and Security
Management Division (NAS), National Archives and Records Administration,
8601 Adelphi Road, College Park, MD 20740-6001. The agency must submit
updated documentation to NARA every 10 years if it continues to store
records in that commercial records storage facility.

**§1228.242 What does an agency have to do to certify a fire-safety
detection and suppression system?**

\(a\) [Content of documentation]{.underline}*.* The agency must submit
documentation to the Director, Space and Security Management Division
(NAS), National Archives and Records Administration, 8601 Adelphi Road,
College Park, MD 20740-6001, that describes the space being protected
(e.g., the type and stacking height of the storage equipment used, or
how the space is designed, controlled, and operated) and the
characteristics of the fire-safety detection and suppression system
used. The documentation must demonstrate how that system meets the
requirement in §1228.230(s) through:

\(1\) A statement that the facility is using a NARA certified system as
described in Appendix B to this part;

\(2\) A report of the results of independent live fire testing (Factory
Mutual, Underwriters Laboratories or Southwest Research Institute); or

\(3\) A report under seal of a licensed fire protection engineer that:

\(i\) Describes the design intent of the fire suppression system to
limit the maximum anticipated loss in any single fire event involving a
single ignition and no more than 8 fluid ounces of petroleum-type
hydrocarbon accelerant (such as, for example, heptanes or gasoline) to a
maximum of 300 cubic feet of Federal records destroyed by fire. The
report need not predict a maximum single event loss at any specific
number, but rather should describe the design intent of the fire
suppression system. The report may make reasonable engineering and other
assumptions such as that the fire department responds within XX minutes
(the local fire department\'s average response time) and promptly
commences suppression actions. In addition, any report prepared under
this paragraph should assume that the accelerant is saturated in a
cotton wick that is 3 inches in diameter and 6 inches long and sealed in
a plastic bag and that the fire is started in an aisle at the face of a
carton at floor level. Assumptions must be noted in the report;

\(ii\) Details the characteristics of the system; and

\(iii\) Describes the specific measures beyond the minimum features
required by the applicable building code that have been incorporated to
limit destruction of records. The report should make specific references
to industry standards used in the design, such as those issued by the
National Fire Protection Association, and any testing or modeling or
other sources used in the design.

\(b\) [NARA action]{.underline}*.* (1) NARA will approve the fire-safety
detection and suppression system within 10 work days if NARA has
previously approved the system design for similarly configured space or
if a report of independent testing of a new system design is furnished
as documentation.

\(2\) If, in NARA\'s judgment, the supporting documentation provided in
accordance with paragraph (a)(3) of this section clearly demonstrates
compliance with §1228.230(s), NARA will approve the fire-safety
detection and suppression system within 30 calendar days.

\(3\) If NARA questions whether supporting documentation demonstrates
compliance with §1228.230(s), NARA will consult the appropriate industry
standards body or other qualified expert before making a determination.
Before any consultation, NARA may ask the agency for additional
clarifying information. NARA will notify the requesting agency within 30
calendar days of receipt of the request that consultation is necessary
and will provide a final determination within 60 calendar days. If NARA
does not approve the system, NARA will furnish a full explanation of the
reasons for its decision.

\(4\) NARA will maintain a list of approved alternative systems.

**§1228.244 When may NARA conduct an inspection of a records storage
facility?**

\(a\) At the time an agency submits a request to establish an agency
records center, pursuant to §1228.240, NARA may conduct an inspection of
the proposed facility to ensure that the facility complies fully with
the standards in this subpart. NARA may also conduct periodic
inspections of agency records centers so long as such facility is used
as an agency records center. NARA will inspect its own records center
facilities on a periodic basis to ensure that they are in compliance
with the requirements of this subpart.

\(b\) Agencies must ensure, by contract or otherwise, that agency and
NARA officials, or their delegates, have the right to inspect commercial
records storage facilities to ensure that such facilities fully comply
with the standards in this subpart. NARA may conduct periodic
inspections of commercial records storage facilities so long as agencies
use such facilities to store agency records. The using agency, not NARA,
will be responsible for paying any fee or charge assessed by the
commercial records storage facility for NARA\'s conducting an
inspection.

\(c\) NARA will contact the agency operating the records center or the
agency holding a contract with a commercial records storage facility in
advance to set a date for the inspection.

# **Facility Standards for Records Storage Facilities Inspection Checklist**

# 

+------------+-------------+-------------------------------------------+
| **Facility |             |                                           |
| Standards  |             |                                           |
| for        |             |                                           |
| Records    |             |                                           |
| Storage    |             |                                           |
| Fa         |             |                                           |
| cilities** |             |                                           |
|            |             |                                           |
| **         |             |                                           |
| Inspection |             |                                           |
| C          |             |                                           |
| hecklist** |             |                                           |
|            |             |                                           |
| **         |             |                                           |
| (Effective |             |                                           |
| date of    |             |                                           |
| checklist  |             |                                           |
| September  |             |                                           |
| 2005)**    |             |                                           |
+------------+-------------+-------------------------------------------+
| Agency:    |             |                                           |
+------------+-------------+-------------------------------------------+
| Facility:  | Common      |                                           |
|            | Name:       |                                           |
+------------+-------------+-------------------------------------------+
|            | Street      |                                           |
|            | Address     |                                           |
+------------+-------------+-------------------------------------------+
|            | City, State |                                           |
|            | & Zip       |                                           |
+------------+-------------+-------------------------------------------+
| Facility   | \<\<Typed   |                                           |
|            | name\>\>    |                                           |
| Director   |             |                                           |
| or         | \<\<Typed   |                                           |
|            | Title\>\>   |                                           |
| Repre      |             |                                           |
| sentative: | Comments    |                                           |
|            | explaining  |                                           |
|            | or          |                                           |
|            | disagreeing |                                           |
|            | with        |                                           |
|            | inspection  |                                           |
|            | findings    |                                           |
|            | are         |                                           |
|            | attached.   |                                           |
+------------+-------------+-------------------------------------------+
| Inspector: | \_\_\_\_    |                                           |
|            | \_\_\_\_\_\ |                                           |
|            | _\_\_\_\_\_ |                                           |
|            | \_\_\_\_\_\ |                                           |
|            | _\_\_\_\_\_ |                                           |
|            | \_\_\_\_\_\ |                                           |
|            | _\_\_\_\_\_ |                                           |
|            | \_\_\_      |                                           |
|            | \_\_\_\_\_\ |                                           |
|            | _\_\_\_\_\_ |                                           |
|            |             |                                           |
|            | \<\<Typed   |                                           |
|            | name\>\>    |                                           |
|            | Date        |                                           |
|            |             |                                           |
|            | \<\<Typed   |                                           |
|            | Title\>\>   |                                           |
+------------+-------------+-------------------------------------------+
| Facility   |             |                                           |
| De         |             |                                           |
| scription: |             |                                           |
+------------+-------------+-------------------------------------------+

+----------+--------------------------------------------+---+---+-----+
| **Co     |                                            |   |   |     |
| mpliance |                                            |   |   |     |
| with 36  |                                            |   |   |     |
| CFR      |                                            |   |   |     |
| 1228.228 |                                            |   |   |     |
| Facility |                                            |   |   |     |
| Requir   |                                            |   |   |     |
| ements** |                                            |   |   |     |
+==========+============================================+===+===+=====+
| §        | Requirement                                | O | N | Ot  |
| 1228.228 |                                            | K | o | her |
| pa       |                                            |   |   |     |
| ragraph: |                                            |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(a\)    | The facility must be constructed with      |   |   |     |
|          | non-combustible materials and building     |   |   |     |
|          | elements, including walls, columns, and    |   |   |     |
|          | floors.                                    |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(a\)    | If the roof is constructed of combustible  |   |   |     |
|          | material it is protected by a properly     |   |   |     |
| e        | installed and maintained wet-pipe          |   |   |     |
| xception | automatic sprinkler system.                |   |   |     |
| 1        |                                            |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(a\)    | Existing records storage facility with     |   |   |     |
|          | combustible building elements has an       |   |   |     |
| e        | approved waiver from NAS that allows       |   |   |     |
| xception | continued use until October 1, 2009        |   |   |     |
| 2        | provided documentation has been submitted  |   |   |     |
|          | that indicates a fire-suppression system   |   |   |     |
|          | designed to mitigate the risk is present.  |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(b\)    | A facility with two or more stories must   |   |   |     |
|          | be designed or certified by a licensed     |   |   |     |
|          | fire protection engineer and               |   |   |     |
|          | civil/structural engineer to avoid         |   |   |     |
|          | catastrophic failure of the structure due  |   |   |     |
|          | to an uncontrolled fire on one of the      |   |   |     |
|          | intermediate levels.                       |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(c\)    | The building must be sited a minimum of    |   |   |     |
|          | five feet above and 100 feet from any 100  |   |   |     |
|          | year flood plain areas, or be protected by |   |   |     |
|          | an appropriate flood wall (see FEMA flood  |   |   |     |
|          | maps)                                      |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(d\)    | The facility must be designed in           |   |   |     |
|          | accordance with national, regional, state  |   |   |     |
|          | or local building codes (whichever is most |   |   |     |
|          | stringent) to provide protection from      |   |   |     |
|          | building collapse or failure of essential  |   |   |     |
|          | equipment from earthquake hazards,         |   |   |     |
|          | tornadoes, hurricanes, and other natural   |   |   |     |
|          | disasters.                                 |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(e\)    | Roads, fire lanes, and parking areas must  |   |   |     |
|          | permit unrestricted access for emergency   |   |   |     |
|          | vehicles.                                  |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(f\)    | A floor load limit must be established for |   |   |     |
|          | the records storage area by a licensed     |   |   |     |
|          | structural engineer. ... The allowable     |   |   |     |
|          | load limit must be posted in a conspicuous |   |   |     |
|          | place and must not be exceeded.            |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(g\)    | The facility must ensure that the roof     |   |   |     |
|          | membrane does not permit water to          |   |   |     |
|          | penetrate the roof. (New buildings:        |   |   |     |
|          | effective 9/28/2005; existing buildings:   |   |   |     |
|          | effective 10/1/2009)                       |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(h\)    | Piping (with the exception of sprinkler    |   |   |     |
|          | piping and storm water roof drainage       |   |   |     |
|          | piping) must not be run through the        |   |   |     |
|          | records storage area unless supplemental   |   |   |     |
|          | measures ... are used to prevent water     |   |   |     |
|          | leaks ... . (New buildings: effective      |   |   |     |
|          | 9/28/2005; existing buildings: effective   |   |   |     |
|          | 10/1/2009)                                 |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| (i)(1)   | All storage shelving must be designed and  |   |   |     |
|          | installed to provide seismic bracing that  |   |   |     |
|          | meets the requirements of the applicable   |   |   |     |
|          | state, regional, and local building code   |   |   |     |
|          | (whichever is most stringent).             |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| (i)(2)   | Racking systems, steel shelving, or other  |   |   |     |
|          | open-shelf records storage equipment must  |   |   |     |
|          | be braced to prevent collapse under full   |   |   |     |
|          | load. Each shelving unit must be           |   |   |     |
|          | industrial style shelving rated at least   |   |   |     |
|          | 50 lbs per cubic foot supported by the     |   |   |     |
|          | shelf.                                     |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| (i)(3)   | Compact shelving, if used, must be         |   |   |     |
|          | designed to permit proper air circulation  |   |   |     |
|          | and fire protection ...                    |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(j\)    | The records storage area must be equipped  |   |   |     |
|          | with an anti-intrusion alarm system ...    |   |   |     |
|          | meeting the requirements of UL 1076,       |   |   |     |
|          | Proprietary Burglar Alarm Units and        |   |   |     |
|          | Systems (level AA) .... The alarm system   |   |   |     |
|          | must be monitored in accordance with UL    |   |   |     |
|          | 611, Central Station Burglar Alarm         |   |   |     |
|          | Systems.                                   |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(k\)    | The facility must comply with the          |   |   |     |
|          | requirements for a Level III facility.     |   |   |     |
|          | (Appendix A \-- see separate checklist)    |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(l\)    | Records contaminated by hazardous          |   |   |     |
|          | materials ... must be stored in separate   |   |   |     |
|          | areas having separate air handling systems |   |   |     |
|          | from other records.                        |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(m\)    | The facility must have an Integrated Pest  |   |   |     |
|          | Management program.                        |   |   |     |
+----------+--------------------------------------------+---+---+-----+
| \(n\)    | The following additional requirements      |   |   |     |
|          | apply only to new facilities:              |   |   |     |
| (n.1)    |                                            |   |   |     |
|          | \(1\) No mechanical equipment containing   |   |   |     |
| (n.2)    | motors in excess of 1 HP within records    |   |   |     |
|          | storage areas (excluding material handling |   |   |     |
| (n.3)    | and conveyance equipment that have         |   |   |     |
|          | operating thermal breakers on the motor).  |   |   |     |
| (n.4)    |                                            |   |   |     |
|          | \(2\) No high-voltage electrical           |   |   |     |
| a\.      | distribution equipment (i.e., 13.2kv or    |   |   |     |
|          | higher) in records storage areas.          |   |   |     |
| b\.      |                                            |   |   |     |
|          | \(3\) A redundant source of primary        |   |   |     |
| c\.      | electrical service ... should be provided  |   |   |     |
|          | ... . Manual switching between sources of  |   |   |     |
|          | service is acceptable. (See text in rule;  |   |   |     |
|          | applies to HVAC, fire and security         |   |   |     |
|          | alarms.)                                   |   |   |     |
|          |                                            |   |   |     |
|          | \(4\) For new facilities that store        |   |   |     |
|          | permanent records:                         |   |   |     |
|          |                                            |   |   |     |
|          | a\. A facility storing permanent records   |   |   |     |
|          | must be kept under positive pressure.      |   |   |     |
|          |                                            |   |   |     |
|          | b\. No intake louvers in loading dock      |   |   |     |
|          | areas, parking or other areas subject to   |   |   |     |
|          | vehicle traffic.                           |   |   |     |
|          |                                            |   |   |     |
|          | c\. Separate air supply and exhaust system |   |   |     |
|          | for loading docks.                         |   |   |     |
+----------+--------------------------------------------+---+---+-----+

+----------+-------------------------------------------+----+---+-----+
| **Co     |                                           |    |   |     |
| mpliance |                                           |    |   |     |
| with 36  |                                           |    |   |     |
| CFR      |                                           |    |   |     |
| 1228.230 |                                           |    |   |     |
| Fire     |                                           |    |   |     |
| Safety   |                                           |    |   |     |
| Requir   |                                           |    |   |     |
| ements** |                                           |    |   |     |
+==========+===========================================+====+===+=====+
| §        | Requirement                               | OK | N | Ot  |
| 1228.230 |                                           |    | o | her |
|          |                                           |    |   |     |
| pa       |                                           |    |   |     |
| ragraph: |                                           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(a\)    | The fire detection and protection system  |    |   |     |
|          | must be designed or reviewed by a         |    |   |     |
|          | licensed fire protection engineer. Review |    |   |     |
|          | requires submission of a report under the |    |   |     |
|          | seal of a licensed fire protection        |    |   |     |
|          | engineer; see rule text for minimum       |    |   |     |
|          | requirements.                             |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (b)(1)   | All walls separating records storage      |    |   |     |
|          | areas from each other and from storage    |    |   |     |
|          | areas within the building must be 3-hour  |    |   |     |
|          | fire resistant.                           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (b)(2)   | The quantity of Federal records stored in |    |   |     |
|          | a single fire compartment shall not       |    |   |     |
|          | exceed 250,000 cubic feet.                |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (c)(1)   | For existing records storage facilities,  |    |   |     |
|          | at least 1-hour rated fire barrier walls  |    |   |     |
|          | must be provided between the records      |    |   |     |
|          | storage area(s) and other auxiliary       |    |   |     |
|          | spaces.                                   |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (c)      | For new records storage facility,         |    |   |     |
| (2)(*a*) | 2-hour-rated fire barrier walls must be   |    |   |     |
|          | provided between the records storage      |    |   |     |
|          | area(s) and other auxiliary spaces.       |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (c)      | For new facilities, at least one exterior |    |   |     |
| (2)(*b*) | wall of each stack area must be designed  |    |   |     |
|          | with a maximum fire resistive rating of   |    |   |     |
|          | one-hour, or, if rated more than          |    |   |     |
|          | one-hour, there must be at least one      |    |   |     |
|          | knock-out panel in one exterior wall of   |    |   |     |
|          | each stack.                               |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(d\)    | Penetrations in the walls must not reduce |    |   |     |
|          | the specified fire resistance ratings.    |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(e\)    | The fire resistive rating of the roof     |    |   |     |
|          | must be a minimum of ½ hour.              |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(e\)    | Unrated roof is protected in accordance   |    |   |     |
|          | with NFPA 13.                             |    |   |     |
| a        |                                           |    |   |     |
| lternate |                                           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(f\)    | Openings in fire barrier walls must be    |    |   |     |
|          | protected by self-closing or automatic    |    |   |     |
|          | Class A fire doors, or equivalent doors   |    |   |     |
|          | that maintain the same rating as the      |    |   |     |
|          | wall.                                     |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(g\)    | Roof support structures that cross or     |    |   |     |
|          | penetrate fire barrier walls must be cut  |    |   |     |
|          | and independently supported on each side  |    |   |     |
|          | of the fire barrier wall.                 |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(h\)    | If fire barrier walls are erected with    |    |   |     |
|          | expansion joints, the joints must be      |    |   |     |
|          | protected to their full height.           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(i\)    | Building columns in records storage areas |    |   |     |
|          | must be 1-hour fire resistant.            |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(i\)    | Unrated columns are protected in          |    |   |     |
|          | accordance with NFPA 13.                  |    |   |     |
| a        |                                           |    |   |     |
| lternate |                                           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (j)(1)   | Automatic roof vents for routine          |    |   |     |
|          | ventilation purposes must not be designed |    |   |     |
|          | into new records storage facilities.      |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (j)(2)   | Automatic roof vents, designed solely to  |    |   |     |
|          | vent in the case of a fire, with a        |    |   |     |
|          | temperature rating of at least twice that |    |   |     |
|          | of the sprinkler heads are acceptable.    |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(k\)    | Where lightweight steel roof or floor     |    |   |     |
|          | supporting members are present, they must |    |   |     |
|          | be protected either by applying a         |    |   |     |
|          | 10-minute fire resistive coating to the   |    |   |     |
|          | top chords of the joists, or by           |    |   |     |
|          | retrofitting the sprinkler system with    |    |   |     |
|          | large drop sprinkler heads. (see rule     |    |   |     |
|          | text)                                     |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(l\)    | Open flame (oil or gas) unit heaters or   |    |   |     |
|          | equipment, if used, must be installed or  |    |   |     |
|          | used in any records storage area in       |    |   |     |
|          | accordance with NFPA 54 and the UMC.      |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(m\)    | For existing records storage facilities,  |    |   |     |
|          | boiler rooms or rooms containing          |    |   |     |
|          | equipment operating with a fuel supply    |    |   |     |
|          | ... must be separated from records        |    |   |     |
|          | storage areas by a 2-hour rated fire      |    |   |     |
|          | barrier wall with no openings directly    |    |   |     |
|          | from those rooms to the records storage   |    |   |     |
|          | area(s). Such areas must be vented        |    |   |     |
|          | directly outside to a location where      |    |   |     |
|          | fumes will not be drawn back into the     |    |   |     |
|          | facility.                                 |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(n\)    | For new records storage facilities,       |    |   |     |
|          | boiler rooms or rooms containing          |    |   |     |
|          | equipment operating with a fuel supply    |    |   |     |
|          | ... must be separated from records        |    |   |     |
|          | storage areas by a 4-hour rated fire      |    |   |     |
|          | barrier wall with no openings directly    |    |   |     |
|          | from those rooms to the records storage   |    |   |     |
|          | area(s). Such areas must be vented        |    |   |     |
|          | directly outside to a location where      |    |   |     |
|          | fumes will not be drawn back into the     |    |   |     |
|          | facility.                                 |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(o\)    | For new records storage facilities, fuel  |    |   |     |
|          | supply lines must not be installed in     |    |   |     |
|          | areas containing records, and must be     |    |   |     |
|          | separated from such areas with            |    |   |     |
|          | 4-hour-rated construction.                |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(p\)    | Equipment rows running perpendicular to   |    |   |     |
|          | the wall must comply with NFPA 101 Life   |    |   |     |
|          | Safety Code, with respect to egress       |    |   |     |
|          | requirements.                             |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (q)(1)   | No oil-type transformers, except          |    |   |     |
|          | thermally protected devices included in   |    |   |     |
|          | light ballasts, may be installed in       |    |   |     |
|          | records storage areas.                    |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (q)(2)   | All electrical wiring must be in metal    |    |   |     |
|          | conduit, except that armored cable may be |    |   |     |
|          | used where flexible wiring connections to |    |   |     |
|          | light fixtures are required               |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| (q)(3)   | Battery charging areas for electric       |    |   |     |
|          | forklifts must be separated from records  |    |   |     |
|          | storage areas with at least a 2-hour      |    |   |     |
|          | rated fire barrier wall.                  |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(r\)    | Hazardous materials ... must not be       |    |   |     |
|          | stored in records storage areas.          |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(s\)    | All records storage and adjoining areas   |    |   |     |
|          | must be protected by a professionally     |    |   |     |
|          | designed fire-safety detection and        |    |   |     |
|          | suppression system that is designed to    |    |   |     |
|          | limit the maximum anticipated loss from   |    |   |     |
|          | any single fire event to a maximum of 300 |    |   |     |
|          | cubic feet of records destroyed.          |    |   |     |
|          |                                           |    |   |     |
|          | For systems in accordance with App. B,    |    |   |     |
|          | attach checklist. For other designs, see  |    |   |     |
|          | § 1228.242 for documentation              |    |   |     |
|          | requirements.                             |    |   |     |
+----------+-------------------------------------------+----+---+-----+

+----------+-------------------------------------------+----+---+-----+
| #        |                                           |    |   |     |
|  **Compl |                                           |    |   |     |
| iance wi |                                           |    |   |     |
| th 36 CF |                                           |    |   |     |
| R 1228.2 |                                           |    |   |     |
| 32, Envi |                                           |    |   |     |
| ronmenta |                                           |    |   |     |
| l Contro |                                           |    |   |     |
| l Requir |                                           |    |   |     |
| ements** |                                           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| §        | Requirement                               | OK | N | Ot  |
| 1228.232 |                                           |    | o | her |
|          |                                           |    |   |     |
| Pa       |                                           |    |   |     |
| ragraph: |                                           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(a\)    | Paper-based temporary records must be     |    |   |     |
|          | stored under environmental conditions     |    |   |     |
|          | that prevent the active growth of mold.   |    |   |     |
|          | (See rule text)                           |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(b\)    | Nontextual temporary records, including   |    |   |     |
|          | microforms and audiovisual and electronic |    |   |     |
|          | records, must be stored in records        |    |   |     |
|          | storage space that will ensure their      |    |   |     |
|          | preservation for their full retention     |    |   |     |
|          | period. Effective 0/28/2005 for new       |    |   |     |
|          | records storage facility and 10/1/2009    |    |   |     |
|          | for existing facilities. (See rule text)  |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(c\)    | Paper-based permanent, unscheduled, and   |    |   |     |
|          | sample/select records must be stored in   |    |   |     |
|          | records storage space that provides 24    |    |   |     |
|          | hour/365 days per year air conditioning   |    |   |     |
|          | equivalent to that required for office    |    |   |     |
|          | space. (See rule text)                    |    |   |     |
|          |                                           |    |   |     |
|          | Effective date: New facilities,           |    |   |     |
|          | 9/28/2005; existing facilities 10/1/2009  |    |   |     |
+----------+-------------------------------------------+----+---+-----+
| \(d\)    | Nontextual permanent, unscheduled and/or  |    |   |     |
|          | sample/select records: see parts 1230,    |    |   |     |
|          | 1232, and/or 1234 of 36 CFR Chapter XII.  |    |   |     |
+----------+-------------------------------------------+----+---+-----+

  ------------------------------------------------------------------------
  List of Attachments                                                
  ------------------------------------------------------------ ----- -----
  Description                                                  Yes   N/A

  Minimum Security Requirements Check List (Appendix A)              

  Fire-Safety Check List (Appendix B)                                

  Certification of fire-safety detection and suppression             
  system (36 CFR 1228.242)                                           

  Exceptions caused by Code Conflicts (36 CFR 1228.234)              

  Waiver request(s) (36 CFR 1228.236)                                

  Other: (Describe)                                                  

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     

                                                                     
  ------------------------------------------------------------------------

  -----------------------------------------------------------------------
  Notes            
  ---------------- ------------------------------------------------------
  Reference (§ and Comments
  ¶)               

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   

                   
  -----------------------------------------------------------------------

+-----------------------------------------------------------------------+
| **Facility Standards for Records Storage Facilities**                 |
|                                                                       |
| **Supplemental Check Lists: Appendix A and Appendix B**               |
+-----------------------------------------------------------------------+

+----------+------------------------------------------+----+----+-----+
| **Co     |                                          |    |    |     |
| mpliance |                                          |    |    |     |
| with     |                                          |    |    |     |
| Federal  |                                          |    |    |     |
| Facility |                                          |    |    |     |
| Security |                                          |    |    |     |
| St       |                                          |    |    |     |
| andards, |                                          |    |    |     |
| Level    |                                          |    |    |     |
| III**    |                                          |    |    |     |
|          |                                          |    |    |     |
| **(36    |                                          |    |    |     |
| CFR Part |                                          |    |    |     |
| 1228     |                                          |    |    |     |
| Appendix |                                          |    |    |     |
| A)**     |                                          |    |    |     |
|          |                                          |    |    |     |
| **(      |                                          |    |    |     |
| Complete |                                          |    |    |     |
| for ALL  |                                          |    |    |     |
| facil    |                                          |    |    |     |
| ities)** |                                          |    |    |     |
+==========+==========================================+====+====+=====+
| Citation | Requirement                              | OK | No | P   |
|          |                                          |    |    | art |
+----------+------------------------------------------+----+----+-----+
| S1       | Control of facility parking              |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S2       | Receiving/shipping procedures            |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S3       | Intrusion detection system with central  |    |    |     |
|          | monitoring                               |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S4       | Meets *Life Safety Standards*            |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S5       | Adequate exits from records storage      |    |    |     |
|          | areas                                    |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S6       | High security locks on entrances/exits   |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S7       | Visitor control/screening system         |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S8       | Prevent unauthorized access to utility   |    |    |     |
|          | areas                                    |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S9       | Provide emergency power to critical      |    |    |     |
|          | systems                                  |    |    |     |
+----------+------------------------------------------+----+----+-----+
| S10      | Conduct background security checks       |    |    |     |
|          | and/or establish security control        |    |    |     |
|          | procedures for service contract          |    |    |     |
|          | personnel                                |    |    |     |
+----------+------------------------------------------+----+----+-----+

+----------+------------------------------------------+----+----+-----+
| **Co     |                                          |    |    |     |
| mpliance |                                          |    |    |     |
| with 36  |                                          |    |    |     |
| CFR Part |                                          |    |    |     |
| 1228     |                                          |    |    |     |
| Appendix |                                          |    |    |     |
| B**      |                                          |    |    |     |
|          |                                          |    |    |     |
| **(      |                                          |    |    |     |
| Complete |                                          |    |    |     |
| this     |                                          |    |    |     |
| section  |                                          |    |    |     |
| ONLY if  |                                          |    |    |     |
| the      |                                          |    |    |     |
| facility |                                          |    |    |     |
| claims   |                                          |    |    |     |
| to be    |                                          |    |    |     |
| using    |                                          |    |    |     |
| the      |                                          |    |    |     |
| system   |                                          |    |    |     |
| d        |                                          |    |    |     |
| escribed |                                          |    |    |     |
| in       |                                          |    |    |     |
| Appendix |                                          |    |    |     |
| B)**     |                                          |    |    |     |
+==========+==========================================+====+====+=====+
| P        | Requirement                              | OK | No | P   |
| aragraph |                                          |    |    | art |
+----------+------------------------------------------+----+----+-----+
| 2a.      | The records storage height must not      |    |    |     |
|          | exceed the nominal 15 feet (+/-3 inches) |    |    |     |
|          | records storage height.                  |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2b.      | All records storage and adjoining areas  |    |    |     |
|          | must be protected by automatic wet pipe  |    |    |     |
|          | sprinklers.                              |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2c.      | 1\. The sprinkler system must be rated   |    |    |     |
|          | at no higher than 285 degrees Fahrenheit |    |    |     |
|          | utilizing quick response (QR) fire       |    |    |     |
|          | sprinkler heads.                         |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 2\. The sprinkler system must be         |    |    |     |
|          | designed by a licensed fire protection   |    |    |     |
|          | engineer to provide the specified        |    |    |     |
|          | density for the most remote 1,500 square |    |    |     |
|          | feet of floor area at the most remote    |    |    |     |
|          | sprinkler head in accordance with NFPA   |    |    |     |
|          | 13 (1996), Standard for the Installation |    |    |     |
|          | of Sprinkler Systems.                    |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 3\. Installation of the sprinkler system |    |    |     |
|          | must be in accordance with NFPA 13       |    |    |     |
|          | (1996), Standard for the Installation of |    |    |     |
|          | Sprinkler Systems.                       |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 4\. Contractor's Material and Test       |    |    |     |
|          | Certificates per NFPA 13 chapter 8.      |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 5\. Hydraulic Calculations.              |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2d.      | 1\. Maximum spacing of the sprinkler     |    |    |     |
|          | heads must be on a 10-foot grid.         |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 2\. The positioning of the heads must    |    |    |     |
|          | provide complete, unobstructed coverage, |    |    |     |
|          | with a clearance of not less than 18     |    |    |     |
|          | inches, but not more than 60 inches,     |    |    |     |
|          | from the top of the highest stored       |    |    |     |
|          | materials.                               |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2e.      | The sprinkler system must be equipped    |    |    |     |
|          | with a water-flow alarm connected to a   |    |    |     |
|          | continuously staffed fire department or  |    |    |     |
|          | central station, with responsibility for |    |    |     |
|          | immediate response.                      |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2f.      | 1\. A manual fire alarm system must be   |    |    |     |
|          | provided with central station services   |    |    |     |
|          | or other automatic means of notifying    |    |    |     |
|          | the municipal fire department.           |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 2\. A manual alarm pull station must be  |    |    |     |
|          | located adjacent to each exit.           |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2g.      | All water cutoff valves in the sprinkler |    |    |     |
|          | system must be equipped with automatic   |    |    |     |
|          | closure alarm connected to a             |    |    |     |
|          | continuously staffed station, with       |    |    |     |
|          | responsibility for immediate response.   |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2h.      | A dependable water supply free of        |    |    |     |
|          | interruption must be provided. This      |    |    |     |
|          | normally requires a backup supply system |    |    |     |
|          | having sufficient pressure and capacity  |    |    |     |
|          | to meet both fire hose and sprinkler     |    |    |     |
|          | requirements for 2 hours.                |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2i.      | Interior stand-pipe stations equipped    |    |    |     |
|          | with 1 ½ inch diameter hose may be       |    |    |     |
|          | provided in the records storage areas if |    |    |     |
|          | required by the local fire department,   |    |    |     |
|          | enabling any point in the records        |    |    |     |
|          | storage area to be reached by a 50-foot  |    |    |     |
|          | hose stream from a 100-foot hose lay. If |    |    |     |
|          | hose is provided, the cabinets must be   |    |    |     |
|          | marked "For Fire Department Use Only."   |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2j.      | Where fire hose cabinets are not         |    |    |     |
|          | required, stand-pipes must be provided   |    |    |     |
|          | at each floor landing in the building    |    |    |     |
|          | core or stair shaft. Hose outlets must   |    |    |     |
|          | have easily removable adapter and cap.   |    |    |     |
|          | Threads and valves must be compatible    |    |    |     |
|          | with the local fire department's         |    |    |     |
|          | equipment. Spacing must be so that any   |    |    |     |
|          | point in the records storage area can be |    |    |     |
|          | reached with a 50-foot hose stream from  |    |    |     |
|          | a 100-foot hose lay.                     |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2k.      | In addition to the designated sprinkler  |    |    |     |
|          | flow demand, 500 gpm must be provided    |    |    |     |
|          | for hose stream demand. The hose stream  |    |    |     |
|          | demand must be calculated into the       |    |    |     |
|          | system at the base of the main sprinkler |    |    |     |
|          | riser.                                   |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2l.      | 1\. Fire hydrants must be located within |    |    |     |
|          | 250 feet of each exterior entrance or    |    |    |     |
|          | other access to the records center that  |    |    |     |
|          | could be used by fire-fighters.          |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 2\. All hydrants must be at least 50     |    |    |     |
|          | feet away from the building walls and    |    |    |     |
|          | adjacent to a roadway usable by fire     |    |    |     |
|          | apparatus. Fire hydrants must have at    |    |    |     |
|          | least two 2-½ inch hose outlets and a    |    |    |     |
|          | pumper connection. All threads must be   |    |    |     |
|          | compatible with local standards.         |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2m.      | Portable water-type fire extinguishers   |    |    |     |
|          | (2½ gallon stored-pressure type) must be |    |    |     |
|          | provided at each fire alarm striking     |    |    |     |
|          | station (see also NFPA 10).              |    |    |     |
+----------+------------------------------------------+----+----+-----+
| 2n.      | 1\. Where provided, the walking surface  |    |    |     |
|          | of the catwalks must be of expanded      |    |    |     |
|          | metal at least 0.09-inch thickness with  |    |    |     |
|          | a 2-inch mesh length. The surface        |    |    |     |
|          | opening ratio must be equal or greater   |    |    |     |
|          | than 0.75.                               |    |    |     |
+----------+------------------------------------------+----+----+-----+
|          | 2\. The sprinkler water demand for       |    |    |     |
|          | protection over bays with catwalks where |    |    |     |
|          | records are not oriented perpendicular   |    |    |     |
|          | to the aisles must be calculated to give |    |    |     |
|          | 0.3 gpm per square foot for the most     |    |    |     |
|          | remote 2,000 square feet.                |    |    |     |
+----------+------------------------------------------+----+----+-----+

  ------------------------------------------------------------------------
  Notes       
  ----------- ------------------------------------------------------------
  Reference   Comments

              

              

              

              

              

              

              

              

              

              

              

              
  ------------------------------------------------------------------------