Collection relocation services

Relocating a collection introduces real risks: damage, loss, broken chain of custody, and operational downtime. Iron Mountain manages every detail of the process, from pre-move assessment through post-move verification, so your materials arrive safely, securely, and fully accounted for. No two relocations are the same, and neither is how we plan them.

Capabilities

• Specialized handling — Every material type is assessed before the move, with custom packing and crating designed around the specific needs of your collection, format by format.
• Climate-controlled transport — Vehicles are temperature-regulated and GPS-tracked throughout, protecting sensitive materials from environmental risks during transit. Long-distance moves use two-driver teams with no unnecessary stops.
• Chain of custody documentation — Detailed tracking and documentation at every stage ensures full accountability and security from origin to destination. Every handoff is logged.
• On-site supervision — Our team is present throughout the move to manage exceptions, oversee handling, and resolve issues in real time.
• Post-move verification — A thorough inventory check after delivery confirms everything arrived intact and accounted for.

Move types we support: Site to Site | Site to Iron Mountain | Iron Mountain to Site | Certified Deaccession and Secure Disposition Support

FAQs

Can you relocate a collection that isn't yet inventoried?

Yes. We conduct intake assessments and build or reconcile inventory as part of the relocation process. We're experienced at working with collections that aren't yet organized or documented.

What formats and materials do you handle?

The full range of formats from film reels, magnetic tape, hard drives, optical disc, photographic materials, paper documents, bound volumes, artifacts, fine art, and mixed media collections. Every material type is assessed before the move, and packaging is designed specifically around its needs.

Climate-controlled archive storage

Our archivists recommend the right archival storage environment based on your material types, condition, and long-term preservation requirements. Many collections require more than one environment type.

Storage options

• Shared Vault
  Secure, professionally managed storage in a shared facility — cost-effective for organizations that need a superior environment without dedicated space.
• Private Vault
  Fully customizable, dedicated vault with options for custom racking, climate control, integrated workspaces, and access control. 100–10,000 sq. ft., or bespoke. Learn more.
• The Underground
  220 feet below ground in a former limestone mine. Exceptional environmental stability and security for collections requiring the highest level of protection. Learn more.

Climate options

• Ambient Storage | Room Temp
  For materials less sensitive to environmental fluctuations such as documents, everyday archival materials.
• Climate-Controlled | 65–69°F / 50–55% RH
  For audiovisual media, photographs, and archival documents requiring stable conditions to prevent gradual degradation.
• Cold Storage | 35–50°F / 35–50% RH
  For film, fragile documents, and sensitive materials needing extra protection from heat and humidity.
• Below-Zero Vault | 27–28°F / 25–35% RH
  For acetate-based film where deterioration must be stopped entirely. Learn more.

FAQs

How do I know which storage environment is right for my collection?

Our archivists assess the specific formats in your collection and recommend the appropriate environment based on material type, current condition, and long-term preservation goals. Many collections require more than one environment; we match every format to the conditions it needs.

Can I access my materials while they're in storage?

Yes. We provide on-demand retrieval and delivery. For digitized materials, Iron Mountain InSight® DXP allows you to locate, preview, and request content remotely without a manual inventory search.

Inventory and metadata services

You can't manage what you can't find. Before you can preserve, digitize, or access a collection, you need a complete, accurate picture of what you have. Our inventory and metadata services give your team the clarity and confidence to manage your collection effectively — now and into the future.

Capabilities

• Physical inventory and cataloging — Meticulous item-level cataloging of your collection, creating a reliable foundation for long-term management and retrieval.
• Metadata capture and enhancement — Capture, enrich, and standardize metadata across your collection to improve searchability and downstream accessibility.
• Metadata migration — Move existing metadata from legacy systems into current standards, preserving institutional knowledge while improving usability.
• RFID tagging and barcoding — Precise tracking of physical assets using RFID and barcode technology, ensuring every item is accounted for at all times.
• Condition documentation — Detailed condition reporting that identifies at-risk materials and informs preservation planning.

FAQs

How long does an inventory project take?

It depends on the size and condition of your collection. We scope every project individually and can phase the work to minimize disruption to your operations. Archive Explorer significantly accelerates the process for large collections.

Can you work with metadata we've already built in another system?

Yes. We offer metadata migration and enhancement services for collections that already have some documentation. We assess your existing data structure and build a migration path that preserves what's valuable while improving consistency and usability.

Archive Explorer

Archive Explorer is Iron Mountain's proprietary metadata capture system, designed to bring speed, accuracy, and efficiency to collection inventorying without the manual labor. It gives you a comprehensive, searchable inventory in a fraction of the time of traditional methods. Learn more.

Capabilities

• High-speed metadata capture of all six asset sides simultaneously
• Automatic barcode capture and validation against existing inventory
• High-resolution 3D imaging consolidated into a searchable reference PDF
• Mobile and self-contained — deployable anywhere
• Secure online access to all processed inventory through a dedicated portal

Premium archival services

Some collections need more than storage — they need a specialist. Premium Archival Services pairs you with credentialed archivists and preservation experts who work as a direct extension of your team, from first assessment through ongoing collection care. Learn more.

Archival consulting

Expert guidance on establishing or refining the policies that govern how your collection is managed, protected, and accessed over the long term. We work with your team to develop frameworks suited to your institution's goals, collection type, and available resources.

Preservation assessment and planning

A formal audit of your collection's health, storage environment, and risk factors, delivered as a prioritized plan that identifies what needs attention first and why. Useful for grant applications, institutional reviews, and long-term collection strategy.

Condition reporting

Professional documentation of each asset's physical state — used to mitigate liability, track degradation over time, and inform preservation decisions. Condition reports are provided at intake, at set intervals, and at retrieval or loan as required.

Archival processing

Professional arrangement and description of collections to create searchable finding aids and establish intellectual control over your holdings. Particularly valuable for collections that have grown without consistent cataloging or that have been recently acquired or donated.

Rehousing and collection stabilization

Replacing acidic, damaged, or inadequate housing materials with archival-grade alternatives to protect at-risk collections and slow deterioration. Includes folder replacement, encapsulation, custom boxing, and rehousing of fragile or oversized materials.

Archival staffing

Qualified archival professionals placed on-site at your facility as an extension of your team for day-to-day collection management, processing projects, or specific preservation initiatives. Available on a project or ongoing basis.

Governance and compliance

Practical frameworks for managing collections in alignment with institutional requirements and industry best practices — including retention policy development, access and use guidelines, and compliance documentation for regulated industries and grant-funded institutions.

FAQs

How is Premium Archival Services different from standard storage?

Standard storage provides a secure, climate-appropriate environment for your collection. Premium Archival Services adds active management such as regular handling, condition monitoring, expert consultation, rehousing, and hands-on archival care. If your collection requires ongoing attention rather than passive storage, Premium is the right fit.

Can your archivists work at our facility rather than yours?

Yes. Archival staffing placements are available for onsite work at your facility. Our archivists integrate with your team and operate to the same standards regardless of location.

Fine art services

For organizations managing museum-quality or high-value physical objects alongside their archival collection, Iron Mountain offers specialized fine art handling, storage, and logistics through Crozier. Clients have access to preservation-grade fine art services alongside Iron Mountain's full range of collection management and digitization capabilities — all within a single trusted partnership. Learn more about Crozier.

Capabilities

• Fine art storage — Climate-controlled, museum-grade storage environments for paintings, sculptures, photography, and other high-value objects.
• White glove handling and transport — Specialized crating, packing, and transport with condition documentation at every stage of the move.
• Condition reporting — Professional assessment and documentation of each piece's condition at intake, during storage, and at retrieval or loan.
• Installation and de-installation — Expert art installation and de-installation services for exhibitions, loans, and events.