AN IMPROVED DOCUMENT STORAGE AND MANAGEMENT SYSTEM
FIELD OF THE INVENTION
The invention described herein relates generally to storage. In particular, the invention is directed to use of a self contained container for document storage and management, although the scope of the invention is not necessarily limited thereto.
BACKGROUND ART
[Mere reference to background art herein should not be construed as an admission that such art constitutes common general knowledge in relation to the invention.]
Standard freight/shipping containers have been used for many years for purposes other than transport of goods. For example, containers have been converted into housing
(permanent and temporary) and temporary emergency dwellings. Mobile housing using a modified shipping container has also been contemplated. In addition, the containers have been modified for use as data centres, and for archiving and/or storage of documents.
There are many types and sizes of shipping containers available. For example, some readily accessible types of containers are as follows:
• General purpose containers: these containers are sealed on all sides, with doors at one end;
• Closed ventilated containers: these containers have either natural or mechanical ventilation;
• Thermal containers: these containers are insulated, and use a number of heating and/or cooling mechanisms.
For effective document storage, a number of issues need to be addressed and provided in a space constrained environment. For example, temperature control; humidity control; sealing against pest infestation; waterproofing; document tracking; and/or document destruction.
It is an aim of this invention to provide a storage unit which overcomes or ameliorates one or more of the disadvantages or problems described above, or which at least provides a useful or commercial alternative.
SUMMARY OF THE INVENTION
According to an aspect of the invention, there is provided a system for the self contained storing and management of documents and/or records, comprising: a container having a document management portion and a service portion separated by a divider, the document management portion providing: document storage, document tracking, and document termination; and the service portion providing: an electricity supply and at least a portion of an air-conditioning unit, wherein a document is stored, tracked, and terminated in the document portion of the container.
According to a second aspect of the invention, there is provided a container for use in the system comprising: a document management portion and a service portion separated by a divider, the document management portion comprising: document storage, document tracking, and document termination; and the service portion comprising: an electricity supply and at least a portion of an air-conditioning unit.
Preferably, the system further comprises a database containing information on the documents and/or records. The database is preferably automatically updated as a document is created, moved, or terminated. The database is preferably remotely accessible. Even more preferably, the database is stored remotely and is accessed remotely from the container.
The container may be flat packed, and assembled at site. This allows the container to be constructed at/on sites that would not necessarily be accessible with a prefabricated container (e.g. a carpark, or sites with restricted entry). The container walls may be made from any suitable material, but is preferably insulated. In an embodiment, the walls are panels. The panels may have an ecofriendly insulation such as, for example, an insulation made of recycled materials. It is envisaged that pulp from paper recycling (e.g. from a hyrdropulper) may be utilised as at least a component in thermal insulation, roof/wall panelling, interior tiles, and the like. Furthermore, the container may comprise a carbon catcher or filter that captures carbon from the atmosphere, the carbon catcher/filter preferably comprising at least a portion made of paper pulp.
The container is preferably modular and made from fire resistant and/or retardant materials. For example, a panel made from metal skinned with a foam insulation placed
on aluminium channels, then glued and riveted internally. The walls of the container may comprise panels with particular characteristics. For example, the panels may be double insulated walls incorporating a natural airflow and temperature ventilation system. Furthermore, the walls or panels may comprise clip on or hook on elements for receiving and holding a module containing items, for example, documents. The walls or panels are preferably fire rated. Such panels may be used for all of the walls of the container, with the side walls having the internal clip on or hook on elements for modular storage. The walls may comprise a single panel each, or may comprise more than one panel engaged with each other to form a wall. The panels may be Thermaspan panels from Panel Tech Industries (Group) Pty Ltd which comprise colourbond, EPS insulation, panel-lock joints, and/or access for lights and electrical wiring.
Such a modular system allows the container to be erected in situations where there is limited space, such as ain a car basement or parking area. At least some of the walls may have channels, such as V channels, to allow easy connection between walls. Preferably, such channels will be on the base/floor and ceiling/roof of the container. Alternatively, a modular system may be constructed in an area using another floor and/or roof. For example, in a car basement the container may comprise walls only, and the floor and ceiling of the basement may be used to provide the floor and ceiling of the container.
The container may be a standard shipping container. The standard shipping container may be any standard container, but is preferably of a general purpose type. Such shipping containers are usually available in two lengths, with external dimensions of approximately:
1. length: 6m; width: 2.4m; height: 2.9m
2. length: 12m; width: 2.4m; height: 2.9m.
The general purpose containers are preferred as they are typically the cheapest container, and can then be modified in accordance with the invention. However, no limitation is meant thereby.
The -external walls of the standard shipping container may be unchanged, or may be replaced or covered with flat sheeting and/or 4mm composite panels with 10mm aluminium angle corner buffers. The flat sheeting can be any appropriate material. Preferably the walls are covered with flat steel or aluminium sheeting. In addition, the walls can also be covered with a more aesthetically pleasing cover such as a veneer, for example faux brick or timber. The veneer may be screen printed on tough plastic or other suitable material. The container may also be painted with fire retardant paint to assist with internal cooling, and to provide protection against fire. The roof of the container is also preferably fire resistant/retardant and may comprise a 50mm insulated panel.
The container is preferably portable such that it may be loaded on and off a truck or train for transport and delivery to a particular location. Standard shipping containers are particularly suitable for this as many vehicles capable of transporting standard shipping containers are readily available.
Preferably, the divider is a wall, and even more preferably the divider is a fire wall. The wall may be made of any suitable material, but is preferably 2mm powder coated zinc fire rated for at least 1 hour. The divider is preferably sound insulated. The divider may or may not have a door for access to one portion from the other. Preferably, the divider does not have a door and each portion of the container is accessed separately from the exterior of the container.
Typically, all external access points will have lockable access means, such as lockable doors. Preferably, a standard door may be included for access to the document management portion of the container. The standard door is preferably at least 1 hour fire rated with a fire rated window, weatherproof louvre, and/or a crash bar on inside for emergency exit. The door is also preferably self closing. A safety ramp or step may be provided to assist with access to the door, and such a ramp or step is preferably made of a non-slip material such as propeller plate. Either of the doors have a standard lock, or electronic/electromechanical access means such as a keypad, RFID, magnetic cards, biometrics, or the like.
Where the container is a shipping container, the original double swing doors of the standard shipping container are preferably used to provide access to the service portion.
The double swing doors may be modified, such as to allow ventilation between the
exterior and the service portion of the container. Preferably, the double swing doors of the container will be utilised and will be modified by providing three ventilation grilles; one for an air-conditioning inlet, one for an air-conditioning outlet, and one for a generator air inlet. Alternatively, the double swing doors may be replaced with different door or access means.
The at least a portion of an air-conditioning unit in the service portion preferably includes at least a compressor. The air-conditioning unit preferably provides conditioned air to the document portion of the container. The entire air-conditioning unit may be provided in the service portion with conditioned air being ducted to the document portion. By having at least a portion of the air-conditioning located unit in the service portion reduces noise produced by the unit as well as adverse temperature variations. Preferably the air-conditioning unit is reverse cycle and can provide both cooled and heated air to at least the document portion of the container.
The electricity supply means preferably includes a generator, and/or a circuit breaker. The generator may be the sole source of power, or may be utilised as a backup source of power. Furthermore, the electricity supply means preferably includes a battery backup system. Preferably the battery backup system uses dry cell batteries. The electricity supply means may be connectable to an existing power supply, such as mains power, to power the container and/or charge the batteries. Preferably the backup battery system can at least power low energy lighting to the container, such as LED or fluorescent lighting. Where an existing power supply is not available the container may instead be powered by the generator. Preferably the switching of power sources will be substantially seamless and will not interrupt power supply to the container.
Alternatively, the electricity supply means may include renewable energy sources such as a wind turbine or solar panel which would be mounted on or near the exterior of the container. For example, solar panels could be mounted on the exterior roof of the container. Renewable energy sources may assist or complement other electricity supply means, or may also be utilised a primary power source. Where the renewable energy sources are a primary power source , it is envisaged that higher capacity batteries would be provided as well as, if necessary, inverters and the like.
Where the electricity supply means includes a generator, the exhaust of the generator is preferably shrouded to prevent potential burning accidents occurring. The shroud is preferably perforated stainless steel.
The service portion may further comprise waste storage units which have an access means or entry point inside the document portion. The waste storage units preferably include one or more lockable garbage bins, such as standard 8OL wheeled garbage bins. The access means or entry point inside the document portion may comprise at least one slot or chute which preferably communicates directly with the garbage bin.
The at least one slot/chute may comprise adjustable sleeves that guide paper into the waste storage units. Where an access means or entry point is provided, it is preferable that the access means or entry point is substantially sealed to reduce and/or prevent airflow between the service portion and the document portion.
The service portion is preferably less than half of the container, but no limitation is meant thereby. The service portion may be larger to accommodate not only services for the document portion, but to also provide services at or near the container. For example, one or more services from the service portion may be utilised separately from the document portion; such as where the service portion comprises a hydropulper, the hydropulper may be utilised to destroy/pulp documents that are not usually stored in the document storage portion (e.g. the service portion may be utilised separately by clients in, or near, the building/facility/location the container is located). In such a situation, it is envisaged that the hydropulper may be accessible externally, and a larger capacity hydropulper may be utilised to cater for any additional load. Depending on requirements, access to the services in the service portion, such as the hydropulper, may require authorisation, such as an electronic code, or a key, or may be freely accessible.
The document storage in the document portion of the container may span at least a portion of the length of the document portion. Preferably, the document storage spans a substantial portion of the length of the document portion, or even the entire length. Furthermore, the document storage is preferably provided adjacent opposing longitudinal walls with a central aisle between them. The document storage preferably includes floor to ceiling metal shelving that may be sized and/or spaced to accommodate regular sized document archive boxes. The shelving may be made of any suitable material, but
preferably eomprises 25mm x 25mm galvanised RHS steel uprights and colourbond steel. The document storage may also comprise slidable draws. The document storage may also comprise other storage means, such as clip on or hook on systems. For example, modules with documents may be clipped or hooked on to shaped portions of a wall or panel.
Ladders may be provided that allow access to documents stored at a higher level.
The ladders are preferably slidable along shelving. Furthermore, a mechanical platform for raising and lowering documents coupled with a sliding platform could be used to move boxes and/or documents from one end of the container to the other end, and/or raising and lowering boxes/documents to or from higher/lower shelving levels to an optimal work height. Such platforms may be manually manoeuvred or may be automated.
The document portion of the container preferably comprises at least a selection of the following: a benchtop/desk or similar work area, fold and/or drop down shelves and/or slide our shelves, computer including keyboard and flat screen, printer, scanner, power outlets, emergency alarm, smoke detectors, fire suppression system, access panel to control the air conditioner, internal ventilation such as a 'whirlybird' or turbine in the roof, lighting, motion sensors, humidity control, desiccants, and/or pest/vermin control.
The document storage portion may comprise an audio and/or visual recording system. The audio and/or visual recording system may comprise a DVR capture device, or computerised recording system, or the like. Preferably the recording system has the facility to be date and time stamped and keep a record of notes taken which could be spoken, typed, recorded from a digital pen, scanned, etc.
Preferably, a monitoring and/or notification system is provided to monitor and/or notify an operator of conditions within the container (preferably within at lest the document management portion of the container). Such a notification system may send routine updates, or may only issue notifications when a variable changes state. For example, when smoke is detected or when the container exceeds a certain temperature, a notification may be sent to the operator so that action can be taken, if necessary. The notification may be any suitable means, but is preferably electronic such as an email, web based message, page message, or mobile message (e.g. SMS or voice recording). The variables may be any variety of monitorable attributes, and may include: tracking,
occupant verification, security, temperature, humidity, hydropulper level, power supply control, and/or other suitable variables.
Preferably there is at least network or internet based access to monitor and/or control the variables. The notification system may also comprise a multi-input/output LCD Controller with notification via a web based program over any digital phone system. The system may be programable over the web with user name and password entry; and warnings/alarms may be sent direct via SMS, along with a full reporting web based program allowing an operator to facilitate what reports/alarms or notifications they may want or require.
The floors of the storage unit in either or both portions can be left uncovered, or covered with an appropriate covering. The floor may be covered in, for example, carpet, tiles, plastic sheeting, vinyl/rubber type floor sheeting, or the like. Preferably, at least the document portion is covered, and even more preferably it is covered with non-slip 2mm aluminium propeller plate.
Preferably, document tracking comprises tracking of documents and/or boxed documents via an electronically readable means such as barcodes and/or radio-frequency identification (RFID) tags, attached thereto. The document tracking can facilitate accurate and efficient data collection, location based tracking of records, and integration with records databases. Entry and exit of documents to and from the container could be recorded and the documents' last known location updated on a database. Preferably such a database is updated in (or near) real-time. Use of the RPID tags also reduces the amount of direct labour required to perform location tasks, thereby improving record management and quality control.
The RFID tags can also be used on wristbands for staff and operators, thereby enabling use of duress systems while people are using the container, preventing unauthorised use of the unit. Furthermore, the RFID tags can be utilised to track the entry and exit of documents and/or boxed documents as well as who moved them. Preferably, each document and/or boxed document has its own unique identification means which is electronically readable. Such document and/or boxed document movements could then be automatically entered/stored in a database entry relating to the specific document and/or boxed document identified by the unique identification means.
The- container itself may also have a suitable tracking means to allow its position and location to be identified remotely. To facilitate this the container may include a GPS unit which uploads the co-ordinates of the container to a remote database.
Preferably, either or both of the document and service portions of the container have an alarm means. Such alarm means may monitor for unauthorised entry into the container and/or monitor motions within the container. Preferably such an alarm means is capable of contacting an alarm monitoring system. The alarm means may also emit an audio and/or visual warning. Furthermore, preferably, either or both of the document and service portions of the container have fire detection and extinguishing means. Preferably the extinguishing means will include a sprinkler system which may require connection to a supply of extinguisher (e.g. water), or there may be provided a limited supply in storage tanks or the like which may be stored in the service portion of the container.
Document termination may include archiving and/or destruction of documents. Preferably, document termination includes scanning before destruction of documents. Document destruction may include a shredder, a hydropulper, and/or a paper maceration tank. Preferably, a hyrdopulper is utilised for destruction of documents, as it not only destroys the documents, but facilitates recycling of the material the documents are made from. Furthermore, a hydropulper is more environmentally friendly than shredding, and typically requires less volume than a shredder. This preferably provides onsite hydropulping which could be sold to paper recyclers or paper manufacturers, less collection costs. As pulp from the hydropulper has value it may be onsold for a profit.
The hydropulper preferably has at least one tank either in the container, or attached to the internal side of swinging doors to the container, such as standard shipping container doors. The tank preferably has capacity to hold more than 1 cubic metre (or 1000 litres) of pulp, or even more preferably between 4.5 and 9 cubic metres (or 4500 and 9000 litres) of pulp. Furthermore, the tank may comprise a discharge outlet to allow the tank to be emptied. Preferably, the tank is emptied by a suitable waste suction truck. The tank is preferably fitted with a pump that keeps the pulp in a 'slurry' or 'pulp' state. The pump may be powered by any suitable means, such as 12V DC5 or 240V AC and or solar panels. Preferably, a notification is provided when the tank is full, or is approaching a full state. Such a notification is preferably indicated electronically, and may include
sending a message to an appropriate operator. The message may be an email, web based, or mobile based (e.g. SMS) message.
Preferably, the containers can be stacked on top of each other. In this way, many containers can be stacked for efficient use of space. If access to upper containers is desired, a stairway and walkway may be installed on the exterior of the stacked assembly. Such a walkway preferably also has swinging gates/barriers to allow a forklift to deliver/remove boxes for storage to/from the upper units without being impeded by the handrails or safety barriers or the like.
Preferably, the system and/or container may be ISO 27001 compliant, and/or use of the system/container would be ISO 27001 compliant.
Preferably, the container is designed efficiently, particularly the service portion. Furthermore, preferably the container, and particularly the service portion, are environmentally friendly and designed to reduce, minimise, or negate its carbon footprint.
In order that the invention may be more readily understood and put into practice, one or more embodiments thereof will now be described, by way of example only, with reference to the accompanying drawings.
BRIEF DESCRIPTION OF THE DRAWINGS
Figure 1 is a photograph of an end of a container containing a door to the document portion.
Figure 2 is a photograph of the document portion of a container.
Figure 3 is a photograph of a portion of the service portion of a container.
Figure 4 is a rear perspective view of the exterior of stacked containers.
Figure 5 is a front perspective view of the exterior of the stacked containers illustrated in figure 4.
Figure 6 is a front perspective view of the exterior of the stacked containers illustrated in figures 4 and 5 with the safety barrier gates open.
Figure 7 is a- rear perspective cutaway view of the stacked containers illustrated in figures 4 to 6.
Figure 8 is a rear perspective view of the stacked containers illustrated in figures 4 to 7 including a timber veneer.
5 Figure 9 is a rear perspective view of the stacked containers illustrated in figures 4 to 7 including a brick veneer.
DESCRIPTION OF PREFERRED EMBODIMENTS
Figure 1 illustrates an end of a container 10 with a door 11 to a document portion of the container 10. The door 11 has a fire resistant window 12 and a ventilation portion
10 13. The container 10 is a standard shipping container (but no limitation is meant thereby) that has had sheet metal 14 placed on the outer wall. The sheet metal 14 not only provides an aesthetically pleasing finish, but also assists in insulating the container 10.
The interior of the document portion of the container 10 is illustrated in figure 2 (note: the interior is not completely finished as illustrated in the figure). The document 15 portion has shelving 15 and a central aisle 16. The original walls 17 of the container 10 can be seen in figure 2. The original walls 17 may be covered, or may be left uncovered as illustrated. At the far end of the document portion is a dividing wall 18 that separates the document portion from a service portion that is also housed within the container.
A service portion of the container is illustrated in figure 3. The dividing wall 18
20 can be seen in the back of the service portion. The service portion utilises the original doors of the container 19 with ventilation modifications such as air- vent 20 which is partially visible. Inside the service portion is an air-conditioning unit 21 and rubbish bins
22. The air conditioner receives fresh air (and exhausts non-fresh air) through air- vents in the container doors 19. The rubbish bins 22 are connected to the document portion of the 5 container via chutes 23 through which documents can be inserted. The service portion also houses an electricity supply means (not shown) such as an external power connection, a generator, and/or one or more batteries.
As illustrated in figure 4, two containers 10 may be stacked on top of one another such that there is a lower container 30 and an upper container 31. The upper container is
illustrated with a curved roof 32 placed on top of the standard shipping container roof. The curved roof 32 also has solar panels 33 placed thereon to provide renewable solar energy to the container. In order to access the upper container 31, access steps 34 are provided to a raised walkway 35 having a safety barrier 36. The raised walkway and safety barrier are more clearly visible in figure 5. Also visible in figure 5 is the access means 37 to the document portion of the respective containers 31, 32. To enable access for a forklift, or other suitable equipment, to the upper container 32, the safety barrier 36 has swinging gates 38 which open, as illustrated in figure 6.
Illustrated in figure 7 is a cutaway view illustrating document storage shelving 40. The shelving is spaced to receive suitably sized document boxes, but no limitation is meant thereby. Also illustrated, is an air-conditioning unit 41, a fire extinguishing means 42, and batteries 43, although in the illustration these are not located in a particular service portion of the container. In the embodiment illustrated in figures 4 to 9, it will be appreciated that the service portion of the container may include, or even be exclusively located within, the roof cavity located beneath the added curved roof 32. Also illustrated in figure 7 is a whirlybird ventilator 44 installed in the curved roof 32.
Illustrated in figures 8 and 9 are veneers applied to the outer surface of the container. Namely, in figure 8 a timber veneer 45 is provided, and in figure 9 a brick veneer 46 is provided. The veneers are preferably applied for aesthetic reasons, such as blending in with their environment, but they preferably also assist with insulating the container and/or providing additional fire resistance.
Although no service portion or access means to a service portion is explicitly illustrated in figures 4 to 9, it is envisaged that these would typically be located in the rear of the containers separated from the document portion by a dividing wall as illustrated in figures 1 to 3.
It is an advantage of the invention that the container can be moved to various locations when access to documents is required at that location, and moved to another location for storage. Furthermore, the modular nature of the invention allows multiple containers to be utilised ti increase storage space as required. When needed at a particular location, the containers can be placed in any suitable location, such as a car park.
Furthermore, the container may be made of modular parts (e.g. walls, roof, floor) and could be constructed in situation.
It is to be understood that the terminology employed above is for the purpose of description and should not be regarded as limiting.
The foregoing embodiments are intended to be illustrative of the invention, without limiting the scope thereof. The invention is capable of being practised with various modifications and additions as will readily occur to those skilled in the art.