To all COS members,

Below is an update about where we stand in planning for the construction of a document archive.  I have also included an excel file that shows who has indicated interest in storing materials in the document archive.  If you or your research group is not on this list and you want to be, please contact Nick with the relevant information.

If the notes below generate any questions, please ask Nick.  If you want to contribute to the document archive fund, please let Anthea know.

I think we are making good progress.

Nick

Document archive notes for the HBRF board meeting, 9 July 2019

We have finalized the structure that we need – a Bally refrigerated box with 8’10” high wall panels.

This structure will sit on a fully insulated cement pad, painted with epoxy. The pad will be supported by a 5’ deep foundation wall set on a broad footing to prevent sinking or tilting of the pad. After the annual meeting, Ian Halm has agreed to assist me in digging some pits at the corners of the site to make sure that the soil conditions are as expected, i.e., sand and gravel over glacial till, according to Scott Bailey. Ian has access to a backhoe.

Interior shelving will be primarily high density mobile shelving that will hold 600 archival boxes.  This shelving will occupy about 50% of the interior space of the building.

The best location for the building is north of the PVF house and east of the PVF lab, approximately 30’ from each nearby building.

Site preparation will include the felling of some young pines that overhang the site.

Electrical connections will follow those to either PVF house or the lab, whichever the utility workers decide is best.  The electrical load will be light (a small HVAC unit and interior lights), so I expect that extending the line from the lab or the farmhouse will work.

Permits for this structure and the electrical connections needed will be requested once we have sufficient funds for both the building (~$60,000) and the pad. The cost of the pad is unknown at present.

Based on information from the Bally rep, Scott Swain, maintenance costs will be low – electricity and periodic servicing of the HVAC unit, which primarily needs a change of its filter.  I expect these costs to be in the range of $200-300/yr.

It will be possible to monitor the functioning of the building via the web.  I am glad to do that with the assistance of an HBRF staff member when I am away.

We are beginning discussion of archiving the materials.  I will have conversations about this with the archivist for the a Northern Forest Research Station, and with Doris Hamburg, former Director of Preservation Programs at the US National Archives and Records Administration.    I will lead initial curation and continue to be involved with this project as long as I am able.

We have raised $50,000 for this project, the total cost of which will be about $100,000.  The shelving is much more expensive than I had previously estimated.  We will be submitting a grant proposal to Jane’s Trust on 15 July for the additional $50,000.

Also, it would be helpful to hire two student interns to assist with initial curation of the materials we have on hand.  This is included in the grant proposal.

If you have any questions, please ask Nick
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