When you’re managing an archive, choosing the right storage system isn’t just about finding space for your documents: it’s about creating a system that works efficiently for years to come. Whether you’re running a university library, NHS records department, or council archive, the decision between roller racking and static shelving will shape how your team accesses information daily.

Let’s break down exactly what each system offers, so you can make the right choice for your archive’s specific needs.

Understanding Your Options

Static shelving is the traditional fixed shelving system you’ll recognise from most libraries and offices. These are permanent, stationary units where documents and files stay put until someone manually retrieves them. Think of your typical office filing system scaled up: reliable, straightforward, and cost-effective.

Roller racking (also called mobile shelving) takes a different approach entirely. These systems mount on tracks, allowing entire shelving units to move laterally. You create aisles where you need them by moving the units apart, then close them again to maximise storage density. It’s like having a filing system that physically adapts to your access needs.

Space Efficiency: The Numbers That Matter

Here’s where roller racking really shines. Mobile shelving systems typically deliver 40-50% more storage capacity in the same floor space compared to static systems. For archives dealing with ever-growing collections, this isn’t just convenient: it’s often essential.

Static shelving requires permanent aisles between each row, which means roughly 40% of your floor space is dedicated to walkways rather than storage. Roller racking eliminates most of these fixed aisles, creating access only where and when you need it.

For a typical archive storing 10,000 linear metres of documents, roller racking could fit the same collection in 60% of the floor space that static shelving would require. That’s potentially thousands of pounds saved on building costs or freed up for other essential facilities.

Cost Analysis: Initial Investment vs Long-Term Value

Static archive shelving typically costs less than a Roller racking equivalent, depending on specifications and load requirements. Installation is straightforward, and you’ll see immediate savings on your initial budget.

Roller racking systems more expensive, that makes many archive managers pause. However, this higher upfront cost often pays for itself through space savings alone. If roller racking eliminates the need for additional building space or allows you to consolidate multiple storage locations, the ROI becomes compelling quickly.

Access Patterns and Workflow Considerations

Your archive’s access patterns should heavily influence your decision. Static shelving works brilliantly for archives where multiple staff members need simultaneous access to different sections. Every aisle stays open, so there’s no waiting for mechanical systems or coordinating access with colleagues.

Roller racking requires more coordination. When someone needs access to Section K, they move the units to create an aisle, potentially closing off access to adjacent sections temporarily. For archives with heavy daily use by multiple researchers or staff, this can create bottlenecks.

However, many archives don’t actually need simultaneous access to every section. Records from different years, departments, or categories are often accessed independently. In these cases, roller racking’s space efficiency outweighs the minor inconvenience of creating aisles as needed.

Security and Compliance Considerations

Both systems can meet GDPR compliance requirements for secure document storage, but they handle security differently. Static shelving typically relies on room-level security: lock the archive room, and everything inside is protected.

Roller racking offers additional security layers. Individual units can be locked in closed positions, making specific sections inaccessible without proper authorisation. This granular control is particularly valuable for NHS patient records, legal archives, or confidential council documents where different access levels are required.

For fire safety compliance, both systems must meet specific standards, but roller racking requires additional considerations for the mechanical components and electrical systems. Your fire safety assessment will need to account for the moving parts and ensure adequate access for emergency services.

Maintenance: What to Expect Long-Term

Static shelving maintenance is minimal: occasional cleaning, checking for damage, and ensuring proper loading. Most well-built static systems require virtually no ongoing maintenance for decades.

Roller racking requires more attention. The track systems need regular cleaning and lubrication. Mechanical components may need adjustment or replacement over time. However, quality systems from reputable manufacturers typically require only annual maintenance visits, and many come with 10-20 year warranties on mechanical components.

At Rackline, we’ve found that proper initial installation and annual maintenance keeps roller systems running smoothly for 20+ years. The key is choosing systems built to appropriate standards: our ISO-certified manufacturing ensures reliability that matches the demands of institutional use.

Suitability for Different Archive Types

NHS and Healthcare Archives often benefit from roller racking due to strict space constraints and the need for different security levels for various record types. Patient records, administrative documents, and research files can be organised with appropriate access controls.

University Archives frequently choose hybrid approaches: static shelving for frequently accessed materials and high-density roller racking for older collections and special archives. This balances accessibility with space efficiency.

Council and Government Archives typically lean toward roller systems for their space efficiency and enhanced security features. The ability to lock specific sections provides the granular access control that government regulations often require.

Corporate and Office Archives usually find static shelving sufficient unless space is at a premium. The simplicity and lower cost often align better with corporate budgets and access patterns.

Quick Comparison: Pros and Cons

Static Archive Shelving

Pros:

• Lower initial cost
• Simple installation and minimal ongoing maintenance
• Simultaneous access to all sections
• No mechanical components to fail
• Easy to reconfigure or expand

Cons:

• Requires 40-50% more floor space
• Limited security granularity
• Higher long-term space costs
• Less efficient for growing collections

Roller Racking Systems

Pros:

• 40-50% space savings
• Enhanced security with lockable sections
• Better long-term value for large collections
• Professional appearance
• Flexible access configuration

Cons:

• Higher upfront costs
• Requires coordinated access
• More complex installation
• Ongoing maintenance needs
• Mechanical components can fail

Making Your Decision

Start by calculating your true space costs. If you’re paying £200+ per square metre annually for storage space, roller racking’s space efficiency quickly justifies the higher initial investment. For archives in expensive locations or facing space constraints, mobile systems often prove more economical within 3-5 years.

Consider your access patterns honestly. If your archive serves 20+ researchers daily who need simultaneous access to different sections, static shelving may serve you better despite the space penalty. But if access is more controlled or sequential, roller racking’s benefits outweigh the coordination requirements.

Think about future growth too. Archives rarely shrink, and static systems hit space limits quickly. Roller racking provides a buffer against future expansion needs.

Our Experience with UK Archives

At Rackline, we’ve equipped archives across the UK with both static and mobile systems. Our experience with NHS trusts, universities, and councils has taught us that the right choice depends entirely on your specific circumstances: not just current needs, but future requirements too.

We manufacture both systems to ISO standards in the UK, which means local support when you need it and systems designed for British institutional requirements. Whether you choose static or mobile, proper specification and installation make all the difference in long-term satisfaction.

Taking the Next Step

Your archive storage system will serve you for decades, so it’s worth getting the specification exactly right. Consider conducting a proper space audit (book a free one here), calculating true space costs, and honestly assessing your access patterns before making this investment.

If you’re still weighing your options or want to discuss how these systems would work in your specific situation, we’re here to help. Call us on: 01782 770144, Email us: info@rackline.com or fill in the form below and one of our team will come back to you.