StEPs Lab 6 American Association for State and Local History We will begin promptly at 2 p.m. Eastern Welcome! Risk Assessment and Management for Collections

 We are recording today’s event. All registered participants will receive the recording link by after the event. Cherie Cook, AASLH Senior Program Manager

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Today’s Guest Speaker Dyani Feige Director of Preservation Services Conservation Center for Art & Historic Artifacts Philadelphia

RISK ASSESSMENT AND MANAGEMENT FOR COLLECTIONS Dyani Feige, Director of Preservation Services, Conservation Center for Art & Historic Artifacts AASLH StEPs Lab January 27, 2016

Establishing the Benchmarks  Getting Started  The minimum level of care necessary for responsible stewardship  Good  Taking actions that are above “getting started,” but there is still room for improvement  Better  Best possible stewardship of cultural collections based on current research and methods Image via Nicola Whitaker

Large-Scale Disasters Weather Events Fire/wildfires Smoke/ash Earthquake Flood/rain storms Tornado/high winds Tsunami Volcano Manmade Disasters Vandalism/arson Water leaks/sewage Electrical/construction accidents Bombs/terrorists Chemical explosions

Geographic Impact and Physical Location Floodplain Steep slope/valley Wooded area Urban vs. rural setting Road conditions Train tracks Highways Factories

Building and Facilities

Building and Facilities: Good Facilities Maintenance Program Schedules and guidelines for inspection and preventative maintenance for any location where collections are stored

Building and Facilities: Good Building vulnerabilities are known and monitored as necessary

Building and Facilities: Better A dedicated facilities maintenance position is on staff full-time Plans for regular building upgrades are incorporated into the institutional long- range plan Image: NARA

Environment and Environmental Monitoring

Temperature & Relative Humidity Why do we care about temp & RH  Causes brittleness  Hastens deterioration  Mold  Pests Images Courtesy Image Permanence Institute

Temperature & Relative Humidity  Ideal environmental conditions:  Temp -68º F ± 5º Colder is better  RH – 45% ± 3-5%  Reality:  Don’t store collections in basements, attics, or garage  Choose places with little fluctuation  Create layers of protection

Environment and Environmental Monitoring: Getting Started  Simple measures to improve environmental conditions are in place, such as closing doors, using fans etc.  Collections are housed in a manner that protects materials from extremes in environmental fluctuations  Collections are stored and exhibited in spaces that are capable of maintaining stable environmental conditions

Environmental Monitoring: Getting Started  Monitoring equipment is available to spot check temperature and relative humidity levels  Environmental data is regularly collected and retained

Environmental Monitoring: Good A systematic program to measure humidity and temperature is in place with hygrothermographs or dataloggers. The system is based on defined monitoring objectives

Environmental Monitoring: Good  Paid or unpaid staff is trained in use of monitoring equipment  Monitoring equipment is recalibrated as recommended by the manufacturer  A record is kept of events that might affect environmental conditions, such as receptions, leaks, systems failures, outside weather conditions, etc.  Desired set points are established that are achievable for the storage and exhibition areas

Environment and Environmental Monitoring: Better Qualified paid or unpaid staff members or a consultant analyzes and prepares a summary of environmental data

Environment and Environmental Monitoring: Better  Environmental monitoring data is used to adjust environmental control systems and procedures  The monitoring program is reviewed at regular intervals  An environmental engineer is hired on an annual basis to ensure systems are working at their highest efficiency  Specialized environments are established for sensitive collections materials  Monitoring is done for levels of air pollutants

Lighting

Light  Visible Light  Ultraviolet Light (UV)  Light damage is:  Cumulative  Irreversible  Light Causes  Fading  Color change  Brittleness

Recommended Light Levels  Storage 0-5 Footcandles; 0-55 Lux  Display/Exhibitions 5-15 Footcandles; Lux  Reading/Work Footcandles; Lux  Ultraviolet Content < 50 microwatts per lumen; < 2-4% UV “In the Library” By Yuri Levchenko,

Lighting: Getting Started  All windows in storage and exhibition areas are covered  Light sources are not placed directly over collections materials  Lights are turned on in storage areas only when materials are being retrieved  Fluorescent lights are covered using ultraviolet filtering films

Lighting: Good  Light sensitive materials on exhibit are regularly rotated  Records are kept on light exposure for materials placed on exhibition  A schedule is in place for testing and replacement of ultraviolet filtering film  Light sensitive materials are not left out in work areas for extended periods of time

Lighting: Better  Light meters are owned by the institution and light levels are checked regularly “Metered Light” By Chad Miller,

Housekeeping

Housekeeping: Getting Started Storage and exhibition areas are cleaned on a regular schedule All garbage containing food is removed from the facility on a daily basis Cleaning supplies and tools are kept in stock Paid and unpaid staff are trained in what techniques are appropriate when cleaning around collections Image: NY Public Library

Housekeeping Supplies General Supplies  Brushes  Gloves  Muslin  Mylar  Orvus  Vacuum  Murphy’s Oil Soap  Renaissance Wax  Dust cloths  Screening List developed by the Minnesota Historical Society. Historic Housekeeping Handbook, 2000 Do Not Use  Lemon oil  Turpentine  Bees wax  Endust or other dusting products  Any aerosol products  Saddle soap  Cleansers  Plexiglas cleaner on other surfaces  Glass cleaner on Plexiglas  Bleach  Abrasive cleaners  Feather dusters  Acid-based cleaners

Housekeeping: Good A conservator has been consulted about what cleaning products are appropriate for use around collections materials A formalized housekeeping policy and manual are established Paid and unpaid staff are trained to notice and report changes in the collection that are observed during cleaning (pests, missing pieces, damage)

Housekeeping: Better A system is in place for basic cleaning of stacks/boxes/artifacts An annual training session is held for paid and unpaid staff members involved in housekeeping for collections areas Image: University of Iowa Libraries

Pest Management

Pest Management: Getting Started  Storage areas and furniture are cleaned on a regular basis  All trash containing food is removed from the building on a daily basis, all eating areas are cleaned daily, and staff keeps food in airtight containers “Waste Watcher Recycling Bin” By Busch Systems,

Pest Management: Getting Started  All incoming items are examined for pest and mold infestations. Remedial action is taken to prevent the spread to the rest of the collection.  Any items exhibiting signs of pests are isolated from the rest of the collection until treated “Bookworm Damage on Errata Page” Bu Ragesoss,

Pest Management: Good  An integrated pest management (IPM) approach is taken… Vulnerabilities for an infestation are mitigated, such as sealing possible infiltration areas, use of outside lighting, correction of draining problems, sweeping gasket on exterior doors, and use of screens  Storage and exhibition areas are monitored for the presence of pests with glue boards

Pest Management: Good  All pests are identified and records are kept about location, number found, as well as records of special events that might affect environmental conditions, such as receptions, leaks, systems failures etc.  The institution’s selected pest management company understands the specific pest control needs for safety of staff, visitors, and the collection. No insecticides are used consistently as a pest deterrent  Advice is sought from a conservator before treating any affected materials -pest-management-made-easy/

Pest Management: Better  Instructions for cleaning storage and exhibition areas are written and followed  Selection of pest infestation treatments, traps, and baiting are appropriate for the safety of collections and people  A specialist in integrated pest management programs for cultural institutions review the IPM program at regular intervals  A separate space is available for segregation of infested materials or those suspected of infestation

Security

Security: Getting Started All storage rooms are kept locked when not in use Access to collections storage spaces is limited to essential staff/volunteers All facilities in which collections are stored are alarmed with a centrally monitored security system Researchers sign in and are monitored at all times while using collections materials Image: NewYorkology

Security: Good Security procedures are in place and are followed by all staff A system is in place for tracking everyone that enters a secure collections storage location Research spaces are monitored with security cameras Regular contact is maintained with local law enforcement Image: State Library and Archives of Florida

Security: Better Security procedures are reviewed and assessed annually A security specialist has analyzed the institution and has made recommendations for mitigating security risks Security personnel are on staff and monitor facilities 24 hours a day

Collections Storage

Collections Storage: Getting Started  Shelving is in place and all collections are stored at least 3 inches off the floor  Non-collections materials are not stored with collections materials  Collections have adequate room and are not cramped and cluttered

Collections Storage: Getting Started  Aisles are of sufficient width and are clear of collections materials  Materials can easily be retrieved from shelving and necessary step stools and ladders are available facilities.html

Collections Storage: Good Collections are housed using conservation-grade materials What does “archival” really mean? (Nothing.)  Buzz words to look for: Photograph courtesy of Joan Irving, Winterthur  Acid-free  Lignin-free  Rag  Buffered  Zeolites  Permalife  Approved plastics:  Polyester (Mylar, Melinex)  Polyethylene  Polypropylene

Collections Storage: Good  Avoid  Adhesives  Rubber bands  Staples  Paperclips  Sprays  Cardboard  Vinyl

Collections Storage: Good  Storage furniture is made from powder coated steel and accommodates collections of various sizes and shapes (rolled, oversized)  There is room for collections growth  Subject specialists and conservators are consulted regarding optimal storage for collections materials

Collections Storage: Better  Specialized storage environments are in place for collections materials with specialized needs  Storage enclosures are regularly inspected to ensure they are still meeting the needs of the collections Image via the National Park Service

Emergency Preparedness

Emergency Preparedness & Response Plan  Emergency Response Plan  Introduction  Risk Assessment  Mitigation Strategies  Discovery/Flip Chart  Media Relations  Collection Priorities  Response Immediate Emergency roles Assessing situation Organizing efforts  Restoration Activities  Financial Support  Appendices  Building plans  Maintenance checklist  Shut off’s  Emergency phone lists  Supplies  List of providers  Sample press releases  Incident forms  Salvage information/priorities  Salvage procedures  MSDS forms

What else?  Collections management – intellectual control, inventory, processing  Handling and access  Resources – budget, staffing

Applying this to StEPS Stewardship of Collections Section, p. 164 Does the institution take appropriate measures to ensure the safety and security of artifacts and archival items in its care?  Basic  Exhibition areas are secure and monitored on a regular basis.  The institution has secure artifact and archives storage areas.  Artifact and archives storage areas are locked when not being accessed by appropriate staff or volunteers.

Applying this to StEPS Stewardship of Collections Section, p. 164  Good  The collections policy includes procedures that address access to collections storage and other secure areas.  The institution limits access to storage areas through key control.  The institution has identified appropriate sources of assistance needed in collections emergency and/or disaster situations.

Applying this to StEPS Stewardship of Collections Section, p. 164  Better  The institution maintains daily records of persons accessing collections storage and other secure areas.  The institution reviews and updates its procedures for access to collections and facilities on a regular basis.  The institution initiates emergency and disaster mitigation and emergency and disaster preparedness planning and activities.  There is a written collections emergency and disaster response and recovery plan.

Applying this to StEPS Stewardship of Collections Section  Page 166: Are there designated artifact and archives storage areas?  Page 168: Does the institution use preventive conservation measures to provide a safe and stable environment for artifact and archives collections?  Page 170: Does the institution use methods and materials for storing and exhibiting artifact and archives collections that promote their conservation?  Page 174: Do staff or volunteers perform regular housekeeping in all areas of the facility as well as specialized collections housekeeping?

Dyani Feige Director of Preservation Services Conservation Center for Art & Historic Artifacts 264 S. 23 rd Street Philadelphia, PA (215)

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