1. Conservation Planning Friday 9 March 2007

2. Introductions Find out about the person next to you: their name reasons for attending the workshop place of work responsibilities at work one thing they hope to get out of today’s workshop

3. Program Why develop a conservation plan? Choosing and working with a conservator Morning tea Key areas in a conservation plan Lunch Priorotising conversation needs Building support networks Afternoon tea Summery and questions

4. By the end of the day: because: Understand what a conservation plan is and its importance Understand main areas covered in a conservation plan and why they are important Be able to work with a conservator to identify conservation priorities

5. We will not cover: Conservation treatments Condition reporting You will not be able to undertake a conservation plan yourself without assistance from a professional conservator

6. Why develop a conservation plan?

7. What to you understand by the terms: Conservation Preventative conservation Conservation treatment

8. Conservation All actions aimed at safeguarding cultural material for the future. Its purpose is to study, record, retain and restore the cultural significant qualities of an object with the least possible intervention ReCollections: Glossary P.10

9. Preventative Conservation All actions undertaken to prevent the deterioration of cultural materials and collections. ReCollections: Glossary p.26

12. Conservation treatment Interventive actions undertaken to repair existing damage or slow down the future deterioration of cultural materials and collections

14. What do you think a conservation plan is?

15. Conservation plan A strategy for the long-term care of collections. Identifying the conservation needs of collections Prioritising them and allocating resources to deal with them

16. Benefits Increased knowledge in collection care Ensuring that limited resources are used in the most efficient way Assistance in securing grants and support A well cared for collection

17. Funding Heritage Victoria National Library Local Government

18. Process Identify a conservator and obtain a quote Discuss what you want to use the plan for and what it will cover with the conservator Grant assistance?

19. Choosing and working with a conservator

20. Who has used a conservator before?

21. A conservator is someone who has been trained and is qualified to carry out conservation

22. Types of conservators Preventative conservators Specialist conservators

23. Locating conservators Conservators and information about conservation can be found through the AICMM website: www.aiccm.org.auwww.aiccm.org.au Please note that this is not an accredited list

24. Working with a conservator Define exactly what you need in the plan Assess the scope of the work Determine your respective roles and responsibilities Set up appropriate lines of communication

25. Working with a conservator Work together make sure it meets your needs and is for the long-term benefit of the collection

26. Key areas in a conservation plan

27. Need to consider: What does the museum / gallery have? What risks is the collection exposed to? What collection care practices are in place? What are the priorities for this museum / gallery?

28. What does the museum / gallery have? Collection types Collection condition Resources

29. Collection Types Different collections held Organic, inorganic or mixed materials Size of each collection Significance of each collection

33. Collection Condition General condition of different collections types Highlighting the collections that are: significant largest in number

34. Resources Buildings or space available Paid staff and their positions Volunteers and their responsibilities and areas of expertise Existing budget and sources of income or grants

35. What risks is the collection exposed to? Building(s) Environmental conditions Exhibitions Stores Handling

36. Building(s) Must provide an effective buffer against external conditions Condition of the building(s) Responsibility for building maintenance Regularity of building maintenance

38. Environmental conditions Temperature Relative humidity Light Pollution

39. Environmental Conditions Conditions being aimed for Requirements for these condition types Existing conditions Existing environmental control measures Monitoring programs Action if monitoring finds unacceptable conditions

40. Exhibitions Permanent exhibitions Rotation of collection items between exhibition and storage Traveling exhibitions Open or covered display Materials used to create display cases and mounts

44. Stores Dedicated collection storage Dual use collection stores Storage systems Materials used to wrap items, for enclosures and for storage systems Isolation areas for items entering the collection

47. Handling Movement of collection items inside the building(s) Transportation of items Existing equipment Skills of existing staff and volunteers

50. Condition reporting and treatment Existing condition reports Details of previous conservation treatments Method used to determine priorities Expertise used

52. Housekeeping Existing cleaning routines Cleaning undertaken by Time periods between cleaning Cleaning materials used

54. Pest Management Pests entering the building(s) Reducing the risk of pests entering the building Pests and these collection types Pest monitoring Action if pests are detected

55. Disaster preparedness Planning Existing disaster plan Existing disaster recovery materials Assistance network Expertise required Materials required

59. Security Existing security systems Security and these collection types Reducing the risk of theft and vandalism Action if security problems are detected

60. What are the priorities? What risks would cause the most damage? What damage is most likely to occur What actions would reduce the greatest number of risks What can be done immediately by existing staff or volunteers?

61. Prioritising conservation needs Case Study

62. Priotitising your collection

65. Risk management

66. The Risks Identify and understand what are they greatest threats to your specific collection Natural disasters: earthquakes, cyclones Vandalism, theft Fire Water Pests Light and UV: incorrect levels Incorrect levels / fluctuating RH and temp Custodial neglect

67. Are the risks uncontrollable / controllable? Rare and catastrophic -e.g.: severe storm, earthquake, bushfire? - Uncontrollable Sporadic and severe -e.g.: insect infestation, water leak - Controllable risk Constant and gradual - e.g.: very high / very low humidity, incorrect lighting levels - Controllable risk

68. Prioritise risks Priority given will depend on circumstances of individual collection Geographic location of the museum Type of collection held Condition of building Display techniques Storage techniques Risks and priorities will change as conditions in museum change

69. Prioritise risks High - high probability, high impact - likely to happen, will effect a large proportion of the collection Medium - high probability, low impact - is likely to happen BUT will effect a small proportion of the collection Or - low probability, high impact - unlikely to happen, BUT if it does will effect a large proportion of the collection Low - low probability, low impact - unlikely to happen, will effect a low proportion of the collection

70. Example The museum is in a bushfire zone Building has not been maintained Has a security system installed No blinds or UV filters on the windows Has a large proportion of paper based materials Most of the collection is in secure display cases located near windows Small proportion is stored in boxes in back shed FireHigh WaterMedium TheftLow DamageHigh

71. Action Once you have priorities the risks try to reduce them by: Looking at what can be immediately done by staff / volunteers Attend to uncontrollable risks - create / update Disaster plan - if in a bushfire zone: ensure building and surrounds are well prepared for the event of a fire

72. Take action 3.Take steps to reduce controllable risks Vandalism, theft: –Securing building, cases, installing security systems Fire: electrical –Ensure wiring and technical equipment is safe Fire Water: leaks, floods –Maintenance of building, gutters –Do not store items in an area known to flood (eg: flood plain) –Raise collection items off floor

73. Take action Pests: insects, rodents –Housekeeping, IPM programs, insect traps Light and UV: incorrect levels –Installing blinds/UV films /sleeves on windows and lights Incorrect levels/fluctuating RH and Temperature –Install buffering materials in display cases –Appropriate storage for different material types –Seal gaps around doors and windows –Install humidifiers/dehumidifiers if required Custodial Neglect –Staff training in handling, collections care

74. Exercise Find 10 potential risks in this museum scenario Make own assumptions about circumstances of this museum and the collection types it holds Prioritise risks ( high, medium, low)

75. Prioritising conservation needs, a case study

76. You have been given a case study about small museum in Australia The museum is run by volunteers It is open from 10 - 4 Wednesday - Saturday all through the year They have received a list of conservation recommendations but the list has not been put in priority order Using the information covered in the workshop you need to assess the risks to the collection and work out what priority you would give each of the recommendations

77. Case study 1. Look through recommendations and identify risks 2. Determine if risk is high, medium or low 3.Prioritise recommendations made by conservator accordingly (high, medium, low).

78. Using the information 1.Create a three-five year plan 2.Identify what will be done each year 3.Identify who will do it 4.Identify what it will cost 5.Identify what you need grant assistance or support for 6.Review yearly

79. Building support networks?

80. Conservation planning summery

81. Key areas? What does the museum/gallery have? What risks is the collection exposed to? What collection care practices are in place? What are the priorities for this museum/gallery?

82. What are the priorities? What are the most likely risks to threaten your collection? What damage is most likely to occur? What actions would reduce these risks? What can be done immediately by existing staff or volunteers?

83. Using the information Create a three-five year plan Identify what will be done each year Identify who will do it Identify what it will cost Identify what you need grant assistance or support for Review yearly

84. You now: Understand what a conservation plan is and why it is important for all museums and galleries Know what the main areas that need to be covered in a conservation plan are and why they are important Are able to work with a conservator to identify the conservation priorities for your collection