Functions and layout

Considering your layout

Although many requirements are common to archive services, there will be variations with the nature of the particular repository and requirements of the parent organisation. You will have made an Equality Impact Assessment so you will need to take into account in your planning considerations of accessibility and inclusion for both staff and the public. It may be helpful to involve groups with specific access needs in designing or reviewing your plans.

The following lists should help you and others involved in planning the new repository think through what functions the space will fulfil, and the layout needed. As far as is feasible allow for flexible use of space in the future as models of service provision and technology change.

Non-public areas

This may include:

  • delivery point for incoming documents, e.g. covered loading bay
  • reception area (temporary storage)
  • isolation/drying area
  • sorting area
  • permanent storage area/strongroom(s)
    • for normal accessions
    • for maps and outsize documents
    • for any items requiring special environmental controls (film, magnetic tape etc)
    • for any items requiring extra security on grounds of value or sensitivity
  • document production area, including any necessary temporary storage
  • conservation workshop and associated staff facilities
  • digitisation workroom and associated staff facilities
  • office and cataloguing space for professional and ancillary staff and volunteers
  • security control area
  • staff social area
  • staff meeting rooms
  • staff toilets and washrooms, including fully accessible, and ideally gender-neutral toilets
  • staff kitchen facilities
  • storage for packing, conservation and reprographic materials, stationery etc.
  • storage for cleaning equipment
  • plant and control room(s) (e.g. IT, air conditioning, fire control)
  • staff lifts
  • storage area for waste and recycling

Public areas

This may include:

  • public reception area
  • cloakroom for deposit of coats and bags, and provision on site for other visitor equipment, such as wheelchairs, buggies and bicycles
  • toilets, including fully accessible, and ideally gender-neutral toilets
  • sales counter/shop
  • refreshment room
  • exhibition area (see BS 4971:2017 Conservation and Care of Archive and Library Collections)
  • searchroom(s), with provision for:
    • enquiry point to control access
    • reference books, pamphlets and journals, and hard-copy catalogues
    • document production shelves and counter
    • document tables
    • table(s) for consulting large documents and maps
    • area(s) for consulting audio-visual and digitised material
    • invigilation, ensuring clear lines of sight
    • microfilm and microform readers, if required
    • computer terminals with access to online catalogue and internet resources. Also consider an un-networked terminal for viewing restricted access born-digital and digitised material
  • meeting room(s)
  • conference/lecture/education/project room(s), some of which may require wet services, storage for temporary furniture such as chairs etc.

Consider also the provision of car-parking space and access through any perimeter fencing or other protection.

Working with architects on layout

At any early stage, and certainly before detailed plans are drawn up, the architect will need to be told which functions are to be located near to each other and which separated (e.g. plant rooms away from record storage areas, noisy activities away from the searchroom). Remember that the architect and other contractors are unlikely to be familiar with the day-to-day practicalities of running an archive service or requirements of collections care. Ensure you signpost them to this guidance as well as building dialogue with them.

Neither strongrooms nor searchrooms should be used as normal public thoroughfares to other parts of the building or to the outside world. It may be helpful to compile charts indicating the flow of records and of people within the building and the relative density of their flow, and when preliminary plans are available, to check that vertical and horizontal lines of communication facilitate rather than impede the desired flow, without breaching security or fire regulations. This exercise should also help to think through where adaptable space is appropriate to include in the plan. Ensure that bulkier and longer items are considered in designing document retrieval and production in public areas.

The advice of Crime Prevention, Fire, and Health and Safety experts or officers should be sought as part of the planning process and, where appropriate, associated risks identified should be incorporated into any risk assessments.