Hard Copy Records and Magnetic Media Storage Services

The Vendor is required to provide for the offsite storage of hard copy records and magnetic media.
- The State, comprised of hundreds of state agencies, boards, commissions, councils, administrations, registrars, offices, and institutions, has requirements for offsite records storage, both hard copy records and magnetic media.
- The State currently has over 300,000 boxes in the Phoenix area with a records storage vendor. These boxes do not belong to just one entity. The boxes belong to multiple state entities.
- Room temperature in the standard document storage area shall be maintained at ambient temperatures appropriate for the Deposits being stored in accordance with industry practice. Contractor shall maintain high volume evaporative coolers to minimize temperature fluctuations as needed.
- Room temperature in the media storage area shall be maintained continuously at approximately 70 degrees Fahrenheit with 66 degrees Fahrenheit the minimum and 73 degrees Fahrenheit the maximum. The relative humidity in the storage area shall be maintained between 20% and 50%. If applicable, media storage areas that are ANSI compliant are preferable.
- Media shall be afforded commercially reasonable security at all times, including continuous video surveillance. Access to State Media shall be controlled and fully documented. Only authorized personnel are to be permitted in the controlled storage areas with Contractor issued photo identification.
- Video surveillance recordings shall be stored for a minimum of 30 days.