We Have to Pack What?! Things to Consider When Moving Your Collections 2017 WVAM Annual Conference: Protecting Our Collections Edward Pride IV: Preserve WV AmeriCorps Catherine Clevenger: Waldomore Manager

Session Outline Due to recent events throughout West Virginia, museums and historic sites are evaluating their ability to protect, preserve, and maintain their collections. During this session, topics covered will include planning, budgeting, troubleshooting, and answering questions in regards to moving collections.

Why Move Your Collections? Cleaning Collections Space Preparing for Exhibit or Function Renovation and Repair Emergency

Waldomore Constructed in 1842, Waldomore served as a public library from 1931 to 1975. Now functions as a center for historical research and civic functions In October 2015, the City of Clarksburg was awarded a grant for the renovation of Waldomore Due to the timetable of the project, contents had to be removed by April 2016

Initial Stage Assign the role of Project/Move Manager Will plan and oversee various aspects, including: Personnel, Volunteers, and Labor Risk, Safety, and Time Management Finances Supplies and Equipment Communication Keep in mind to not over plan

Risk Assessment The act of moving opens your site to the risk of damaged or lost artifacts Issues including resources, lack of time, trained personnel, and space may hinder the project Early risk planning will allow for the allocation of time and resources to address possible issues

British Library Preservation Advisory Centre

Evaluating Your Collections Assess the overall condition of your collections Ask whether the collections are prepared to move Make sure everything is cataloged and accounted Measure space needed to hold contents

Evaluating Your Building Your building is as integral as your collection Consider climate conditions Structural evaluations should also be addressed, including weight bearing capacities Aspects of the building including floor, corners, and banisters may need protection

Project Timetable Through Risk, Collections, and Structural Assessments, aspects of your project should emerge When setting a timetable, time should be allotted for planning, packing, moving, and return of collections No matter the length of the project, extra time should be provided for flexibility

Budget Dedicated funds and resources will be needed when executing a move, including: Materials Labor Professional Support Offsite Storage Although there are ways to keep costs reasonable, please don’t jeopardize the safety of your collections just to save money or time

Supplies Appropriate archival, storage, and moving equipment are essential Note specific materials needed when evaluating your collection Basic materials range from acid-free tissue paper and folders to foam padding and newsprint

Packing Packing will be determined by the collections size, labor, and the degree of which materials are accounted Daily tasks should include organizing workstations, replenishing materials, and assigning tasks Working in teams allows for a “production-line” setup and will help in speeding up the process

Documenting and Labeling Prior to packing, all materials should be verified by their collection and location A master collections and box list should be maintained to keep track all contents Labeling could also be used to organize the sequence of the move If materials are fragile, mark accordingly on both boxes and lists

Storing Collections Whether onsite or off, make sure the location is secure and climate stable Evaluate and include costs of storage in the budget While in storage, make periodic checks of materials and environment

Labor Weigh the pros and cons of volunteer vs. paid labor Outline the tasks which your labor will perform Set up training tailored to the needs of the move Maintain open communication and provide updated information Always be flexible in changes to the schedule

Moving If moving a smaller collection, it could possibly be done at one time. Larger collections will be better suited to move at a steady pace of multiple shipments If using movers, keep a constant eye on whether they are properly moving contents Close attention should be given to fragile materials

Conclusion Whether facing limited budgets, tight schedules, or overwhelming collections, the act of moving may seem like an arduous and insurmountable task for any institution Through planning and preparation, the moving of collections may prove to be a smooth process with limited issues

Question and Answer

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