DeepStore Manages Public Records for The National Archives

The National Archives moved 25 kilometres of records to DeepStore in 2003, following a full tendering process to select an off-site storage provider who could meet the environmental standard for the Storage of Archival Documents, BS5454:2000, as well as provide a frequent delivery service to Kew.*

Moving a substantial volume of records to a mine was a novel venture, so The National Archives and DeepStore worked together to minimise any risks. DeepStore experts took advice from environmental and mine safety experts outside our organisation to ensure the safe handling of documents.

Because a portion of stored documents were frequently used, DeepStore adopted a unique document ordering system for record management and retrieval. The National Archives team installed a terminal from its own document ordering system in the mine and then trained our staff on the system. This ensures that documents are ordered and their production controlled in exactly the same way at DeepStore as they are handled in Kew. The National Archives is pleased with the green, safe and affordable storage option.

Tom Gregan, Head of Document Services at The National Archives, commented:

"TNA Holdings at DeepStore now amount to some 30 kilometres of public records. The close and transparent working relationship between TNA and DeepStore has proved of mutual benefit to both parties. For example, TNA now stores a variety of business records with DeepStore in standard storage conditions. In addition TNA has been able to make efficiency gains from using DeepStore's on-site supervised document disposal facility."

It is rewarding to note that the unusual and innovative decision taken by TNA to store part of its collection underground has been adopted by a number of other public sector bodies.*

* This extract is taken from an article written by David Thomas, then Director of Government and Archival Services, now Director of Technology and Chief Information Officer at TNA. The article was published in the TNA's Places of Deposit Bulletin in Nov 2003, shortly after the contract commenced.