1. 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

2. 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.

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

4. Waldomore
Constructed in 1842, Waldomore served as a public library from 1931 to 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

5. 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

6. 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

7. British Library Preservation Advisory Centre

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. Question and Answer

20. Facebook/Twitter: @waldomorewv
Thank You
Waldomore
404 W. Pike St., Clarksburg, WV, 26301
(304)
waldomore.wordpress.com