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Page 1 of 1 cubby.doc AAA Cubby Recommendations and Report Shannon Phillips June 10, 2004 Recommendations Recommended action: Design and construct cubby prototype w/ criteria: simple, inexpensive, stable, and safe for collection storage. Test prototype and make changes as appropriate Document design with step by step instructions Order cubbies Share design via COPAR website Action: Design and construct prototype 1) Research commercially available rolled storage products and prices 2) Develop design 3) Research materials 4) Request Material Safety Data sheets (MSD’s) 5) Research cost of materials 6) Estimate labor time and cost Action: Test prototype and make changes as appropriate 1) Evaluate stability and performance 2) Make necessary modifications Adjust the counter sink as not to come through on the inside of cubby 3) Calculate cost of materials 4) Calculate labor time and cost 5) Have Karen Pavelka review document and design Action: Consult with University of Texas carpenter regarding the following recommended actions 1) Have Ben Allen draw scaled design 2) Provide material guidelines 3) Provide fabrication instructions 4) Request Material Data Safety sheets (MSD’s) of materials used Action: Share design via COPAR 1) Post design on Texas COPAR site 2) Share with Texas COPAR members via email 3) Share with Society of American Archivists Archive Records round table discussion list Action: Order Cubbies 1) Forward design with instructions and guidelines as well as report to Kay Sewell 2) Determine need and place orders with Kay

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cubby.doc

AAA Cubby Recommendations and Report Shannon Phillips June 10, 2004 Recommendations

Recommended action: • Design and construct cubby prototype w/ criteria: simple, inexpensive,

stable, and safe for collection storage. • Test prototype and make changes as appropriate • Document design with step by step instructions • Order cubbies • Share design via COPAR website Action: Design and construct prototype

1) Research commercially available rolled storage products and prices 2) Develop design 3) Research materials 4) Request Material Safety Data sheets (MSD’s) 5) Research cost of materials 6) Estimate labor time and cost

Action: Test prototype and make changes as appropriate

1) Evaluate stability and performance 2) Make necessary modifications

• Adjust the counter sink as not to come through on the inside of cubby

3) Calculate cost of materials 4) Calculate labor time and cost 5) Have Karen Pavelka review document and design

Action: Consult with University of Texas carpenter regarding the following recommended actions

1) Have Ben Allen draw scaled design 2) Provide material guidelines 3) Provide fabrication instructions 4) Request Material Data Safety sheets (MSD’s) of materials used

Action: Share design via COPAR

1) Post design on Texas COPAR site 2) Share with Texas COPAR members via email 3) Share with Society of American Archivists Archive Records round

table discussion list

Action: Order Cubbies 1) Forward design with instructions and guidelines as well as report to

Kay Sewell 2) Determine need and place orders with Kay

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The Cubby Report A fundamental aspect of preservation and conservation is proper storage and housing of collections. Both provide physical support as well as protection from environmental and mechanical damage. Ideally, oversized documents should be stored flat, but due to limited space and the large amount and size of certain documents, flat storage is not always feasible. The conventional method of dealing with awkward, oversized documents is rolling. Large rolled documents introduce challenging storage complexities. In order to make full use of space, the Alexander Architectural Archive has developed a cubby system that will be placed on existing flat files. When storing rolled documents of various sizes it helps to have a specially designed cubby. Small rolled documents are vulnerable to damage by larger documents and can be lost in the shuffle. Oversized rolled documents run the risk of being crushed in drawers, shelves, or boxes that do not accommodate their large size. Large documents can also be heavy and require ample support. Initially the AAA researched commercially available rolled document storage options. Many of the commercial products are made of corrugated cardboard or fiberboard with steel frames or wood side panels for support. Comparatively, the cost of commercial products exceeds the cost of custom construction, and the quality and long-range stability of available products are questionable. The greatest depth of the commercial roll files available is 43 inches. In order for the cubbies to be properly supported the depth must meet or slightly exceed 4 feet (48 inches) allowing the flat file structure to carry the weight of the cubbies. The average depth of the AAA flat files is about 4 feet (48 inches). In developing a design we started with a basic box containing stationary shelves. The AAA found this design to be adequate, but lacking several elements, like adjustable shelves. A solution to this problem is to employ a slat system. The shelves consist of three slats made with 1” x 4”boards. The slats are able to slide into or out of grooves/gaps between the 1” x 4” boards that make the sidewalls of the cubby. The ability to adjust the spacing of the shelves enables the safe storage of various sized documents. This design provides options when choosing shelving material. Eventually the wood slat shelves may be replaced with a more chemically stable shelving material like Plexiglas, glass, anodized aluminum, or powder coated steel. Hammocks can be made using dowels or rods and undyed, unsized fabric. The top and bottom of the cubby are made with pieces of 3/4-inch plywood. The sidewalls are made with four-pine 1” x 4” boards. Gaps are left between the 1” x 4” boards to provide adjustable shelving. The open design also allows gases released by the wood to escape. The entire cubby is coated with a water-bourne polyurethane to limit off-gassing.

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The size of the cubby is standardized to simplify production. The standard size (2’H x 2’W x 4’D) also enables the cubbies to be easily stacked. Stacked cubbies are secured with steel brackets to provide further stability. The depth of the cubby is such that it must expand beyond the depth of the flat file it rests upon or structural support. The tops of the flat files are not structurally sound and will collapse under weight (the same applies when stacking flat files on top of one another). Steel square metal tube will be placed across the flat files to provide further structural support. Factors considered in the development of the “Cubby Model” include:

• method of accessing • storage location (system will sit on top of flat files) • stability of all component housing materials • simple and sound method of fabrication • easy assembly • low-cost

Method of Accessing: Cubbies are treated like all of the AAA’s containers (boxes, flat file cabinets, shelves...) When processing, the AAA assigns a collection code followed by a sequential number to the item. The storage shelf/cubby/drawer is then labeled “collection code X-XX”. Processed Documents Intellectually accessed via online archival finding aids/in-house database <http://www.lib.utexas.edu/taro/>. Unprocessed Documents Intellectually accessed via the shelf list/CAP reports. Physically Description information is written on the end of the roll on the wrapper. Flat File Dimensions: Traditional five drawer cabinets should never be stacked more than 3 cabinets high per material specs. *See attached flat file floor plan. Design: The cubby provides safe and easy access by staff, and is secure from unauthorized access (located in locked rooms). Dimensions: The cubbies are of adequate dimensions in order to accommodate the range of item stored and are of adequate stability and structural strength to ensure document safety in the event of impact.

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Materials: Materials used in the construction of the cubbies should be physically and chemically non-damaging, but at the same time must be practical, cost effective, and easily attainable. Wood The AAA has chosen to use wood because of it’s low cost, structural stability, ease of construction, and availability. Harmful substances (acids) are emitted by wood, wood composites, sealants, and adhesives. Most emissions are high initially and gradually decrease. But it should be understood that many volatiles are present for the life of the materials. While wood is often not recommended, because of possible off gassing, there are several methods of improving its stability. Certain woods are more volatile than others. Green, unconditioned, knotty wood, and certain more acidic species such as red cedar, oak and Douglas fir are not recommended (ANSI/NISO Z39.79-2001). Plywood used should not contain urea formaldehyde resin, which oxidizes to formic acid. Of the composites, exterior plywood bonded with exterior glue, a phenol formaldehyde adhesive is recommended <http://www.nedcc.org/plam3/tleaf25.htm>. According to the NPS technical notes (exhibit Conservation Guidelines) MEDEX (MDF ) is a low emission composite board that is acceptable for furniture construction. The AAA cubbies are constructed of white or yellow pine (#1, #2, or select grade) and B-C grade or birch plywood (depending on availability). The open construction of the cubbies will reduce the trapping of gasses. All wood will be sealed in order to limit possible off gassing Coating/Sealant Choosing the proper sealant is important because it creates a barrier. It should be taken into consideration that no sealant will completely block the emission of acids and harmful emissions. Currently recommended sealants are Camgar, Sancure 878, Benwood Finishes® Stays Clear® Acrylic Polyurethane Low Lustre 423 or Benwood Finishes® Stays Clear® Acrylic Polyurethane High Gloss 422. or a moisture–borne polyurethane. Avoid using oil-based products and alkyd resins <http://www.nedcc.org/plam3/tleaf42.htm>. Three coats of the sealant should be applied and allowed to air dry for at least three weeks. Material Safety Data sheets and Testing Data sheets are attached. Below is an amended list of ANSI/NISO recommended paints, varnishes and stains for use in construction of exhibition cases. Low volatiles, medium barrier: Acrylic emulsion (exterior or interior) Vapour barrier paint composed of butadiene-styrene Acrylic urethane (fully reacted urethane type) Vinyl acrylic or modified acrylic Epoxies or urethanes (two component systems) Steel “L” Brackets

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Steel 3/4” inch “L” brackets (4 inches in length, the longer the better) are applied to the face of the eight corners of the cubby. The brackets provide stability without inhibiting the open structure of the box. Screws 1 1/4” screw heads are located on the outside of the cubby (drilled in below the surface) and do not protrude into the inside of the cubby, eliminating risk if abrasion. Adhesives No adhesives are used. Paper Rolled documents that have been processed are wrapped with acid free paper to provide protection from dirt, light, and handling. The outer wrapper is secured with a piece of cotton twill tape that is tied loosely enough to avoid crushing or creasing the documents. Unprocessed documents are not wrapped, unless they were wrapped upon arrival. Shelf Lining/Barrier Shelves are lined with museum board (100% rag board) or polyester film (Mylar) to keep materials from coming into direct contact with the wood, preventing acid migration (creating a double layer using both materials is highly recommended). Boards may actually facilitate the drawing out of acid out from the wood and should therefore be changed regularly. Below is an amended list of ANSI/NISO recommended sheet plastics that will provide the best barriers: Aluminum foil barrier sheeting (e.g., Marvelseal; Marvelguard) Polyethylene terephthalate (e.g., Mylar) Polyethylene (PE) Acrylics (e.g., Acrylite SDP; Plexiglas) Fabric (if the hammock design is employed) Undyed cotton, linen, polyester, or cotton-polyester blends are suitable. All fabrics should be washed before use to remove any sizing. Fabrication: Curing and Drying Adequate time is allowed for curing and drying of construction materials prior to installation. Materials are completely dried and odor free. The sealant is aired for at least three weeks after application. Construction: Simple design allows easy construction. Supplies are cost effective and widely available. Environment: RH/Temp. The cubbies are ventilated, preventing the introduction of a microclimate. Monitoring the individual environments of each cubby would not be time or cost

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effective. Instead the documents are exposed to the controlled/monitored macro environment of three rooms (Battle 2, Battle 3, and Battle 108) in the archive. Relative Humidity and temperature are monitored in individual rooms. Light Lights are switched off at all times (unless material is being retrieved). All processed documents are wrapped in paper eliminating light exposure. Pollutants Documents rolled in paper are protected from dust. Acid migration is mitigated through the use of shelf linings and wrapping document s in paper. Wood sealants limit, but do not eradicate exposure to off gassing.

Price Comparison Commercial Products: NOTE: STORAGE FILES CLOSEST TO THE REQUIRED CUBBY DIMENSION HAVE BEEN HIGHTLIGHTED AND ITALISIZED. SHIPPING AND HANDLING HAVE NOT BEEN INCLUDED IN PRICE. Advanced Organizing Systems Economical Organization & Storage of Rolled Drawings * Sturdy, Attractive White Corrugated Cardboard with Deep Grey Lettering * Stack Side by Side or on Top of Each Other * 16 slots @ 4"x4" or combinations of 4"x4", 4"x8", and 8"x8" Size (16''Lx16''Wx37''H) $54.97 (EA) [3+ $ 52.77/(EA)] Save %30! Retail: $78.95

Safco TUBE-STOR KD ROLL FILES

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Low-cost system for storage. Corrugated fiberboard construction with wood side panels for strength. Tube length adjuster tabs at 24", 30", 36". White finish. Assembles quickly and easily. 18 Compartment - 3 3/4" x 3 3/4" 23 1/2 x 43 x 11 1/2" $139.97 (PK/2) [3+ $ 135.60/(PK/2)] Save %35! Retail: $217.00 32 Compartment - 2 3/4" x 2 3/4" 23 1/2 x 43 x 11 1/2" $151.97 (PK/2) [3+ $ 147.60/(PK/2)] Save %36! Retail: $239.00

Safco CORRUGATED ROLL FILE Corrugated fiberboard shell is two layers thick and reinforced by a steel frame. Dust resistant doors keep materials clean. 3050TS - 16 Compartment - 3 1/2 x 3 1/2" 15 3/4 x 43 3/4 x 15 3/4" $147.47 (EA) [3+ $ 138.61/(EA)] Save %21! Retail: $189.00 25 Compartment - 2 3/4 x 2 3/4" 15 3/4 x 43 3/4 x 15 3/4" $155.97 (EA) [3+ $ 147.11/(EA)] Save %23! Retail: $205.00 36 Compartment - 2 1/4 x 2 1/4" 15 3/4 x 43 3/4 x 15 3/4" $165.47 (EA) [3+ $ 156.61/(EA)] Save %25! Retail: $222.00

Safco Stackable Steel Roll Files

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Heavy steel construction with anti-racking design. Square fiberboard tubes are reinforced with aluminum molding. Reversible door for left or right opening includes label grid. Shipped assembled. 16 Compartment - 3 1/4 x 3 1/4" 15 1/4 x 38 x 15 1/4" $260.00 (EA) [3+ $ 251.14/(EA)] Save %35! Retail: $401.00 36 Compartment - 2 1/4" x 2 1/4" 15 1/4 x 38 x 15 1/4" $267.00 (EA) [3+ $ 258.14/(EA)] Save %35! Retail: $413.00

Cubby Supply Cost Note: The following estimates do not include tax or labor. Lumber: BMC West - Lumber & Building Materials/Hardware (formerly Strickling Blake) 3400 Steck Avenue, Austin, TX 78757 (512) 465-4200 #2 yellow pine 3/4” pine plywood 4’ x 8’ 1” x 4” x 8’ $1.79 B-C grade $38.11 D/#1 yellow pine 3/4” birch plywood 4’ x 8’ 1” x 4” x 8” $3.02 shop grade $38.14 premium $74.72 C-D-X $31.84 Home Depot 3/4” birch hdwd 4’ x 8’ #2 Pine $41.95 1” x 4” x 8’ $2.65 “L” Brackets BMC West - Lumber & Building Materials/Hardware 3400 Steck Avenue, Austin, TX 78757 (512) 465-4200 Steel “L” brackets 3/4 wide/3” x 3” 4 in a pack $3.95 Home Depot Steel “L” brackets 3/4 wide/3” x 3” 4 in a pack $3.34

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Screws: Home Depot Grip Rite Fasteners $4.14 PrimeGaurd + Ten/Phillips head 1-1/4” Exterior screw Square steel metal tubing (support) Ace hardware 282-5796 The tubing comes in the following lengths: 3’, 4’, 6’ The lengths of tubing come in various diameters: 1/2”, 3/4”, and 1 1/4” Prices range from $3.00 to $9.00 Sealants: Camgar Sancure878 Benwood products Arrow Paint and Supply 2012 W. Koenig Lane Austin, TX 78745 (512) 452-6202 Benwood Finishes® Stays Clear® Acrylic Polyurethane Low Lustre 423 A premium quality product that combines the attributes of polyurethane and acrylic to produce a clear, durable, non-yellowing finish. Finished surface provides high resistance to abrasion and protection against alcohol, water, and most household chemicals and stains. Color Available: Clear Cost: $14.79/pint $44.29/gallon Features: Does not yellow like varnishes. Tintable to many decorative shades.

Soap and water clean up. Use: Interior Gloss: Low Lustre Type: Acrylic/Polyurethane Clean Up: Water

Benwood Finishes® Stays Clear® Acrylic Polyurethane High Gloss 422 A premium quality product that combines the attributes of polyurethane and acrylic to produce a clear, durable, non-yellowing finish. Finished surface provides high resistance to abrasion and protection against alcohol, water, and most household chemicals and stains. Color Available: Clear Cost: $14.79/pint $44.29/gallon

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Features Does not yellow like varnishes. Tintable to many decorative shades. Soap and water clean up. Use: Interior Gloss: High Gloss Type: Acrylic/Polyurethane Clean Up: Water

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Sources An American National Standard Developed by the National Information Standards Organization (ANSI/NISOZ39.79-2001). Environmental Conditions for Exhibiting Library and Archival Materials. http://www.nedcc.org/plam3/tleaf25.htm PROTECTING PAPER AND BOOK COLLECTIONS DURING EXHIBITION (TECHNICAL LEAFLET THE ENVIRONMENT Section 2, Leaflet 5) by Mary Todd Glaser Director of Paper Conservation Northeast Document Conservation Center. http://www.nedcc.org/plam3/tleaf49.htm STORAGE SOLUTIONS FOR OVERSIZED PAPER ARTIFACTS (TECHNICAL LEAFLET STORAGE AND HANDLING Section 4, Leaflet 9) by Mary Todd Glaser Director of Paper Conservation Northeast Document Conservation Center http://www.nedcc.org/plam3/tleaf42.htm STORAGE FURNITURE: A BRIEF REVIEW OF CURRENT OPTIONS (TECHNICAL LEAFLET STORAGE AND HANDLING Section 4, Leaflet 2) by Sherelyn Ogden Head of Conservation Minnesota Historical Society http://www.nedcc.org/plam3/tleaf42.htm Northeast Document Conservation Center 100 Brickstone Square Andover, MA 01810-1494 Tel: (978) 470-1010 Fax: (978) 475-6021 www.nedcc.org http://www.glr.com/safco/rollfilestorage.html Office1000.com http://www.office1000.com, Office100, Inc., 1123 E. Second St, Oil City, PA 16301. Contact Office1000, Inc Correspondence with Joan Irving November 05, 2004

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CUBBY FOR ROLLED ARCHIVAL MATERIALS Specifications and Directions

Order and supply cost break down as of June 16, 2004:

Quantity Item Cost

10 1”x4”x8’ $26.50 1/2 4 x 8’ plywood $20.98 8 “L” Brackets $6.68 64 (approximately) 1 1/4”screws $6.40 1 pint (approximately) Polyurethane or acrylic paint $20.00 4 sheets 2’ x 4’ Art Care Corrugated board $19.48

Total Cost for One Cubby $100.04 *

Cubbies needed for BTL 2 12

Cubbies needed for BTL 3 34

Cubbies needed for BTL 108 8

TOTAL CUBBIES NEEDED 54 ^ *This estimate is expected to go down, as cost will drop when buying materials in bulk. Comparatively, the cost of commercial rolled storage is more than double the cost of a custom cubby that meets the exact needs of the Alexander Architectural Archive (AAA). For more information regarding the cubbies, please contact Beth Dodd, 495-4504. *Additional costs (est. $285) will include the steel channel to support the cubbies on top of the flat files (see illustration below on how steel channel was used at Columbia University’s Avery Architectural Drawings Dept.).

• BTL2 will need 4 pieces at 54” and 2 pieces at 18’ • BTL3 will need 2 pieces at 22’ • BTL108 will need 2 pieces at 18’

^If only a portion of this order can be filled, please consider the following order of priority:

1. BTL3 : 24 cubbies (stacked on pallets and not on flat files) 2. BTL3 : 10 cubbies placed on top of flat files + steel channel 3. BTL2 : 12 cubbies placed on top of flat files + steel channel 4. BTL108 : 8 cubbies placed on top of flat files + steel channel

All construction materials were selected under strict preservation criteria. Do not use substitutes. Please contact Beth Dodd if this should pose a problem. Please save large

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scraps of wood for future use by the AAA and the School of Information’s Preservation and Conservation Program. PCS will conduct material testing to determine the chemical stability of materials used to construct cubbies. This cubby has been designed to meet the needs of the AAA (in particular, to fit on top of the flat files). The AAA has constructed a prototype that can serve as a construction model. It will need to be picked up from Battle 3, as this prototype will also need to be coated with a sealant. The AAA plans to post this design on the web to share with other archives. Any feed back on the construction process would be most helpful, including cost adjustments and ease and cost of labor. Thank you!

Steel channel support system for flat file tops at Columbia University, Avery Architectural and Fine Arts Library, Drawings and Archives Department. Site visit by Dodd, April 2004.

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Material Specifications

• 1 x4s = white or yellow (#1, #2, or select grade)

• Steel “L” brackets 3/4 wide/3” x 3” (4 in a pack).

• Rust resistant screws (exterior screws).

• MDF or Plywood used should not contain urea formaldehyde resin,

which oxidizes to form formic acid. Of the composites, B-C grade

exterior plywood bonded with exterior glue, a phenol formaldehyde

adhesive is recommended. The next best choice is birch plywood.

• A currently recommended sealants are Camgar, Sancure 878 or a

moisture–borne polyurethane. Avoid using oil-based products and

alkyd resins. Acrylic paints are the next best choice. DO NOT USE OIL

BASED PAINTS OR SEALANTS. Three coats of the sealant should be

applied to all of the wood and plywood used to construct the cubbies.

The cubbies should air dry for at least three weeks before use. The

following are moisture-bourne polyurethanes available from Arrow in

Austin:

Benwood Finishes® Stays Clear® Acrylic Polyurethane Low Lustre

423 or

Benwood Finishes® Stays Clear® Acrylic Polyurethane High

Gloss 422

• Art Care Corrugated board is acid and lignin free. It contains micro chamber traps to absorb harmful gases. This board is available through Talas.

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Instructions (see il lustrations below):

• Cut lumber:

o 8 : 1”x4”x4’ (for horizontal side boards) o 6 : 1x4x22-1/2” (for vertical side boards) o 9 : 1x4x22-1/4” (for shelf supports – 3 per shelf) o 2 : 2x4’ plywood panels (for top and bottom)

• Construct side panels by screwing 3 - 1”x4”x22-1/2” vertical boards to

4 - 1x4x4’ horizontal boards. The top and bottom horizontal boards

should be flush to the top and bottom of the vertical boards. The

remaining horizontal boards should be placed equally between, with 2-

7/8” gaps. Adjust countersink bit so it does not penetrate the second

(inner horizontal) board. Drill and screw from the outside of the unit.

All inner surfaces should remain smooth, as to avoid the risk of snagging

rolled material.

• Screw the side panels to the top and bottom plywood boards.

• Be sure the cubbies are square, as some will be stacked on top of one

another. Screw the “L” brackets to all four corners of the cubby (front

and back).

• Apply three coats of polyurethane to the cubby and shelf supports.

Allow to air cure for at least three weeks before using.

• Cut 4 Art Care corrugated boards to size to use as shelves.

• Make sure there is proper support on flat file tops for the cubbies. Use

at least 2 pieces of 11 gage steel channel C profile as a support.

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Axonometric view of cubby.

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NOTE: Corrections—gap between horizontal boards should be 2-7/8”.

Also, screw holes shown are not accurately placed.

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LAYOUTS OF CUBBIES IN BATTLE HALL

53 3/4

53 3

/4

41 3/8

41 3/8

53 1/4

42 1/4

53 3/4 42 1/4

53 3/4

42 1/4

Battle 2 12 Cubbies Steel channel 11 gage:

4 @ 2” x 54” 2 @ 2” x 18’

Grey areas indicate cubby locations (2 per flat file).

Mayline (beige)

Mayline (beige)

Hamilton (silver)

Mayline (Black)

Mayline (black)

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53.5

” 53

.5”

53.5

” 53

.5”

41.5”

41.5”

41.5

45.6

” 45

.6”

36.25”

42.25

74” 46”

46 “

Battle 3 34 cubbies

Steel channel 11 gage: 2 @ 2” x 22’

Grey areas indicate cubby locations. The cubbies on the left will be placed on flat files (2 per flat file). The cubbies on the right will be stacked on pallets 4 units high.

46 “

262.

5” o

r 22’

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33 1/4

43 1/4 53 3/4

42 1\4

39 1/4

49 1/4

41 1/2

53 3

\4

53 3

/4

53 3

/4

53 3

/4

55 1/4

44 1/2

55 1/4

45 1/4

53 3/4 53 1/2

42 1/4

42 1/4

Battle 108 8 Cubbies Steel channel 11 gage:

2 @ 2” x 18’ Grey areas indicate cubby locations (2 per flat file).

42 1/4

Hamilton (tan)

Hamilton (slate grey)

Hamilton (beige)

Stacor (grey)

Hamilton (grey)

Hamilton (grey)

Wood

Mayline (black)

Mayline (silver)

Hamilton (dippled grey)

Hamilton (green)

215.

5” o

r 18’