Solebury Township Preservation Needs Assessment Final

1SoleburyTownshipHistoricalSociety September2015CCAHAPreservationNeedsAssessment

SoleburyTownshipHistoricalSocietyPreservationNeedsAssessmentReport

Institution: SoleburyTownshipHistoricalSociety Drawer525 3016NorthSuganRoad Solebury,PA18963 DateofSurvey: September30,2015Surveyor: DyaniFeige,DirectorofPreservationServices,CCAHA

TamaraTalansky,PreservationServicesConsultant,CCAHA StaffMembersInterviewed: RobertMcEwan,VicePresident JudyClarke,Archivist MarilynLanctot,VolunteerArchivist

I. Introduction

A. PreambleThisPreservationNeedsAssessmentconductedbytheConservationCenterforArt&HistoricArtifacts(CCAHA) for the Solebury Township Historical Society on September 30, 2015 was made possiblethroughfundingfromtheWilliamPennFoundation.ThesurveyorswouldliketothankRobertMcEwanandJudyClarkefortheirhospitality,helpfulness,andcooperationgiventhroughoutthevisit,andadditionalthankstoMarilynLanctotforheravailabilityandconversations. The volunteer staff members at the Solebury Township Historical Society are to becongratulatedfortheirstrongcommitmenttothepreservationofthecollectionsandtothemitigationofidentifiedriskstostaff,visitors,thecollections,andthehistoricstructure.B. PurposeofAssessmentThis report has been prepared in order to aid the Solebury Township Historical Society (hereafterreferredtoas“STHS”)inevaluatingthepreservationneedsofitscollections.Thisreportwillserveasaguide for the process of creating a preservation plan, generating a list of preservation priorities, andassessingotherneeds.Therecommendationshighlightedinthereportaddressthepreservationneedsand concerns for STHS’s collections in the areas of policies, building andmaintenance, environment,security,disasterpreparedness,collectionscare,andpreservationplanning.Inadditiontodevelopingapreservationplan,theHistoricalSocietywilluserecommendationsfromthisassessment in order to improve collections care, building and environmental conditions, and securityand fireprotection. This assessmentwill beuseful to increase staff, board, andpatronawarenessofpreservation concerns, as a tool to obtain funding for collections care, and for inclusion in grantapplications.


C. BriefHistory1

Foundedin1981,theSoleburyTownshipHistoricalSociety(STHS)isanon-profitorganizationdedicatedto the interpretation and preservation of the historical heritage of Solebury Township. TheHistoricalSociety is headquartered in the historic one-room schoolhouselocated in Solebury Village, BucksCounty, PA.It contains an extensive research library, files on the history ofmost of the homes builtbefore 1900 in Solebury, partial township school records from before 1938 including grades andattendance,alargehistoricmapofthetownship,manysmallermaps,andmuchmore.Builtin1757,itwasthefirstschoolhouseinthetownship.OriginallyestablishedbytheBuckinghamFriendsMeeting,itwasdeededtothepublicschoolsystemin1870andhasbeenusedforeducationcontinuouslyuptothepresentday.Theschoolhousewasrebuiltin1810and1870.

Upuntilthe1920’sstudentsingradesonethrougheightattendedthisschoolhouse.Thereafterthroughthe 1950’s students in grades one through three were educated there, with just one teacher for allgrades.Inmorerecentyearstheschooldistrictuseditfortheirschoollibrary,andthenlaterforspecialeducationclasses.ItnowhousestheHistoricalSociety’sofficeandresearchlibrary.In2013theSocietyrenovated the schoolhouse, including installing a new roof, repairing the windows and gutters, andpainting theexterior surfaces.Nowmorework isbeingdoneon the interior including resurfacing thefloorsandupdatingthebookcases.Membership of the Solebury Township Historical Society helps to support the Society’s mission ofhistoric preservation throughexhibitions, programs, historywalks and tours, andprojects throughouttheyear.Thereareapproximately150visitorsperyear.D. TheCollectionsSTHScollectionsdatefromthe1800’stothepresentandarehousedinonebuilding.Amongthemostimportantof theseartifacts are those centeredonSoleburyTownshiphistory, includingphotographs,maps,houserecords,familyfiles,schoolattendanceregisters,Farmer’sClubrecords,oralhistories,NedHarringtonlocalresearchfiles,localhistory,andSolebury/NewHoperecordsandminutesfromthe20thcentury.E. MissionandVisionStatementMissionStatement

“Ourresources,theschoolhouse,archivesandpeople,willworktoeducateandpromoteanappreciationofSolebury’shistory.Theboardandmembervolunteerswillreachouttoourtownship,county,state,andothersbybringingtogethercitizensinregularsocialandeducationaleventsaswellbyindividuallyassistingthoseseekingfamilyandlocalhistoryinformation.”

-STHSBoardofDirectors,2015 1AdaptedfromtheSoleburyTownshipHistoricalSocietywebsite,http://soleburyhistory.org/.


VisionStatement

“TheSoleburyTownshipHistoricalSocietyseekstobethemostrespected,well-known,andvaluablehistoricalresourceinthecommunity.”

-STHSBoardofDirectors,2015


II. ReportAbstractDuringthesitevisit,itwasclearthattheSoleburyTownshipHistoricalSociety(STHS)VicePresidentandArchivistarededicatedtothecareoftheirreplaceablecollectionsthatareundertheirstewardshipandthattheyhavethedesiretoseepreservationprojectscompleted.Some steps have been taken to care for the collections, with notable advancements in securing fullownership of the Schoolhouse in 2013. This was done to guarantee permanent placement of thehistorical records in the one-room schoolhouse. In addition, this allowed for the replacement of theroof, painting the exterior, and newly refurbished windows. The STHS has also been using acid-freestorage enclosures, and they have been proactive by adding several volunteers in order to archive,document,andprovideaccesstothecollections.While STHShasmade strides forward, somecollections-focusedwork still remains to address currentconditions andpreservation concerns. Storage spacepresently available is at capacity. Fundingmayneed tobe sought to carryout someprojects, and someprojectsmay requireadditionalassistance–most likely by volunteers. Developing a comprehensive preservation plan will help in prioritizingprojects,andcreateaframeworkformovingforwardinasystematicmanner.Overall,basedonthesitevisitandthepre-visitquestionnairecompletedbytheVicePresident,futureprioritiesforcollectionscareandpreservationforthecollectionsare:

• Maximizingtheuseofcurrentcollectionsstoragespaceandplanningforfuturegrowth;• Continuingtoworktowardacomplete,updatedinventoryofallhistoricalrecordsandartifacts

at STHS and having better intellectual control over all of the collections. This includes allcollections in storage, and may also entail making decisions about what will or will not beincorporatedintothecollection;

• Reorganizing the areas that house collections, in particular unboxing materials that may bepronetodamage, toprovidesecureandsafestoragespaces forexistingandnewlyprocessedarchives;

• Policy development, particularly a Collections Development Policy, Collections ManagementPolicy,andHandlingandUsePolicies;

• Implementingaformalenvironmentalmonitoringprogramthroughoutthebuilding;• Addressinglightexposureissuesthroughoutthebuilding;• Refiningsecuritypoliciesandinvestigatingoptionsforincreasedsecuritymeasures;• DevelopinganEmergencyPreparednessandResponseplanforSTHS;• Planningperiodictrainingsessionsonemergencypreparednessforthevolunteers;• Continuingtoimplementbestpracticesforcollectionsprocessing,housing,andstorage;• Implementingaformal,strategicPreservationPlanforthecollections.

The surveyors would like to thank all of the STHS volunteer staff for the opportunity to view thecollections and for generously sharing their time and knowledge of the collections to assist in thepreparationofthisreport.

SoleburyTownshipHistoricalSociety September2015CCAHAPreservationNeedsAssessment

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III. ExecutiveSummary

The recommendations listedbelowhighlight themajorpreservation issues for theSoleburyTownshipHistoricalSociety (STHS)thatwere identifiedduringthePreservationNeedsAssessmentconductedbytheConservationCenter forArt&HistoricArtifacts (CCAHA). The recommendationsarenot listed inorderofpriority,althoughthosehighlightedinthissummarysectiondescribetheprimarypreservationconcerns facing STHS. Additional information on each of the recommendations and more detailedinformationareprovidedinthebodyoftheassessment.

A. PreservationPlanningIssues

1. StrategicandPreservationPlanning

STHS has a Strategic Operating Plan for 2014-2016 related to the entire institution. The Planpresentsgoalsandobjectives, someofwhichwillultimatelyaid in thepreservationofcollections,but does not directly address specific preservation needs of the collections. These objectivespredominantlyaddressoperatingplans,budgets,fundraising,grants,andmembership.Whilethereis a line item about organizing research materials, this plan is broad in scope and should beaccompaniedbyamoredetailed,collections-focusedpreservationplan.

a. A strategic preservation plan, providing specific recommendations for the collections, isessential for the proper care and future survival of the materials. This plan should beformulated based on themissions of STHS, the institutional goals, and projected use andgrowthofthecollections.Theplanshouldincludeprojectionsforstaffingandfundinglevelsthat arenecessary to fulfill the collections care andmanagementneeded tomaintain thecollections. The plan should also outline the actions necessary to provide adequate staffandfunding,assignresponsibilities,andsetascheduleforimplementation.

2. CollectionsManagementProcessing and cataloging collections materials along with impactful policy documents form thefoundation of all collections care and preservation work. Preservation work cannot be fullyimplemented or completed in ameaningfulway until the contents of the collections are known.Withoutthisfundamentalcollectionsknowledge,itisdifficulttoknowhowtoprioritizepreservationactivitiessuchasdigitization,housing,orconservationtreatment.Processing,cataloging,andpolicydevelopmentshouldbehighpriorityprojectsfortheSTHSstaff.

a. STHSdoesnothaveaCollectionsManagementpolicy.Duringthesitevisit,staffexpressed

interestinthedevelopmentandorganizationofpoliciesdesignedtoprioritizepreservationactivities.

A collections management policy, governing the overall care and stewardship of thecollections,isparticularlyimportantforSTHS.Thispolicyshouldinclude:

• Collectionvisionandscope;• Acquisitionspolicy;• Deaccessioningpolicy;


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• Loanpolicy;• Generalstatementsoncollectionscare,access,andhandling.

b. STHSshoulddevelopawrittenCollectionsDevelopmentPolicy.Thispolicywillclearlydefine

the scopeof the collections and inherently prioritize items, identifying those thatmaybeconsideredfordeaccession,anddistinguishsomethatwouldgainfrompermanentorlong-termstorage.

c. Some additional policies to guide the STHS collections’ care and preservation should be

developedand implemented. In addition to theaforementionedplans andpolicies, STHSshoulddevelopthefollowingdocuments:• CyclicalMaintenanceSchedule• EnvironmentalMonitoringProgram• HousekeepingGuideandSchedule• EmergencyPreparednessandResponsePlan• ProcessingPlanandPriorities• Access,Handling,andUsePolicies

Eachofthesepoliciesisaddressedinmoredetailwithinthebodyofthereport.

d. While STHS has fair intellectual control over its collections, some work remains to beaccomplished to determine exactlywhatmaterials are on shelves, in storage, or in boxesthathavenotyetbeenaccessioned.AnimportantgoalforSTHSshouldbetoworktowardan accurate, updated inventory of the collections, including unprocessed material andworks,withshelvinglocationsrecorded.

3. StaffingSTHS is extremely fortunate to have a highly enthusiastic, supportive, and dedicated board.Collections careandpreservationactivities at STHSareaccomplishedbypart-timevolunteer staffmembers,includingthePresident,VicePresident,andArchivists,aswellasfromhighschoolstudentworkers.Therearefourvolunteerarchivistsonaregularbasiswhowork4to6hoursperweek.Allof these individuals are extremely knowledgeable and dedicated to their own various collectionspreservationresponsibilities. Evenso,thelackofafulltimestaffpositiondedicatedtocollectionsmanagementandpreservationmeansthatsomeprojectscannotbeundertakenand/orcompleted.

a. STHS should continue to explore ways it can work with nearby colleges or graduateprograms, perhaps offeringmore formal internships to history, archive, or library sciencestudentstoworkoncollectionscare initiatives.Notonlycanagood internbeadedicatedworkerandcompletediscreteprojects(suchastheprocessingofonesmallcollectionoraspecificportionof a collection), butheor she canalsoprovide theup-to-date knowledgethatcomesfrombeingcurrentlyenrolledinaprofessionalacademicdiscipline.

b. Continuetoidentifyprojectsthatareappropriateforlocalhighschoolstudents.


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4. Funding

STHS should continue to dedicate funding to sustain long-term preservation planning and apreservationprogramforitscollections.Itmaybenecessarytosolicitgrantfundingorotheroutsidefundingforspecialprojects,butitisvitalthatfundingalsobeavailableinternally.

a. Alineitemforcollectionsmanagementandpreservationactivities,suchasthepurchaseofsupplies, conservation treatment, and preservation training for volunteer staff should bemaintainedinthebudgetofSTHS.

b. Additional small grants for finite processing, storage and rehousing projects should beidentified.

c. STHS has been fortunate to be supported by several grants, and to have a proven track

recordofgrant-fundedaccomplishments,whichmayhelpwhenapplyingforfuturefunding.TheSocietyshouldcontinuetoidentifyandapplyforgrantfundingusingtheirparticipationin the Philadelphia Stewardship Program as reference. STHS should continue to pursuelocal,regional,andnationalgrantstohelpsupportpreservationactivities.Apossiblegrantproject could include a Preservation Assistance Grant (PAG) through the NationalEndowmentfortheHumanitiesforsuppliesandconsultants.

5. SpaceNeeds

StoragespaceatSTHSispredominantlyallinoneroomandnearingcapacity,andsomecollectionsarestored in lessthan idealconditions,suchasthebasement.There isnoroomforcollectionstogrowinthepresentarrangements,buttheVicePresident,boardmembers,andmembervolunteersareworkingdiligentlyonanewspaceplantoallowmoreprocessingroomandorganization.Atpresent,storagespacesforcollectionsobjectsneedefficientorganizationtomeetthedemandsofan institution that is consistently and continually accepting materials. STHS has been receivingcollectionsof items lately,andcouldpotentially fillusablecollectionsstoragespacetocapacityverysoon.Therearesomeareaswherecollectionsstorageisclearlyandcoherentlyseparatedfromareaswithotherfunctions,butotherareaswherecollectionsarestoredinboxesorinthebasement.Asthenewspaceplanisformulatedandputintopractice,theVicePresidentisworkingwithcontractorsandmembersinordertomovethingsaroundandconsolidateshelvingforbetterusage.

a. Materials presently stored in the basement should be fully surveyed and inventoried.

During the site visit, volunteer staff stated that thematerials down therewere likely notprioritiesforthecollection.Anymaterialspresentlystoredtherethatarefoundtoinfactbesignificantassetstothecollection,however,shouldbemovedtothegroundfloorassoonaspossible,andthespaceplanreconfiguredaccordinglyifnecessary.Thebasementisnotanacceptable space for the long-term preservation of anything that could be consideredcollections, particularly not relatively vulnerable formats such as archival and audiovisualmaterials.


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b. More explicitly defining the scope of the collection in a formal collections developmentpolicywilllikelyidentifymaterialsthatshouldbedeaccessioned,whichmayopenupspaceforitemsthatadheretoSTHS’scollectingmission.

B. Building

STHS is headquartered in a one-room schoolhouse (plus basement), constructed in 1868. In 2014renovationsincludedanewroofwithfauxslate,repairingguttersandwindows,addingnewwindows,and painting the exterior of the building. More work is continuing to be done on the interior, withupdatestothefloorsandbookcases.AnybuildingissuesattheSTHSareaddressedpromptlybytheVicePresident, who maintains a close working relationship with contractors and volunteers, in all areaspertainingtotheoperationsofSTHS.

1. BuildingMaintenance

a. There have been previous problemswithminor flooding in the basement, which has caused

mold/mildew to accumulate on collections stored there. As the basement is generally damp,dehumidifiersrunconstantly,andtherearefrequentlypatchesofstandingwateronthegrounddue to rain. Moisture seeps through the field stone walls. The walls should be carefullymonitored; if degradation appears to be occurring rapidly, consult with a structural and/orenvironmental engineer aboutmethodsofmore thoroughly sealing thebuilding’s foundation,installingavaporbarrier,and/orhavingthesurfaceofthewallsrepairedorrefinished.

b. Windowswereredone inthebasement,buttreesandotherplantsareextremelyclosetothebuilding.

c. There are no regular schedules for building and facilities maintenance and housekeeping

followed by the volunteers of STHS; issues are addressed reactively rather than proactively.Systematic schedules should be developed and formally compiled into awritten building andfacilitiesmaintenanceandhousekeepingplan,toensurecontinuityandcomprehensiveness.Allvolunteers should be aware of these plans and have input on the sections that includecollectionsstorage.

2. FurnishingsandShelving

STHSis intheprocessofreorganizingstoragespaces intheschoolroomonthegroundfloor, includingbuildingwoodshelves,rearrangingstoragefurniture,andaddingmoreverticalfilingcabinets.Some archival materials are stored in the basement, in metal cabinets. Storing collections inside ofclosed cabinets is not ideal, for a variety of reasons: the potential for a microclimate to develop,increasedriskofmoldandinsectdamage,andincreasedriskofcontaminationanddeteriorationfromoffgassing pollutants that are inherent to the collections (acidic paper,metal components in binders,etc.).Therearealsoseveralbinsonopenshelvescontainingmoldycontaminatedmaterials.

a. Particularmaterials,surfaces,andsealantsaremuchmoresuitablethanothersforpreservation;thiswill be discussed further in the body of the report. Any upgrades to shelving should bechosenwith collections care inmind and it is preferred that they be constructed frommetal


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such as anodized aluminum, powder-coated steel, chrome-plated steel, or baked enamel (aslongasithasbeentestedforproperbaking).

b. Asprioritycollectionsaremovedfromthebasementtothegroundfloor,itispreferabletostorematerialsinboxesonshelvesthaninclosedcabinets.

C. Environment

Providing environmental controls (temperature, relative humidity, light) is one of the greatest singlestepsaninstitutioncantakeinpreservingitscollections.Inrecentyearstherehasbeensomeshiftinginthe conservation community away from stringent temperature and environmental requirements forcollections materials. Rather, the focus has shifted to creating environmental conditions that areattainableandcosteffective for institutions tomaintain in the long term.Newresearch indicates thatsomeflexibilityinrangesoftemperatureandhumiditylevelsovertimemaybesafeforsomecollectionsmaterials,as longasthere iscarefulenvironmentalmonitoringanddataanalysis inplace.Thatsaid, forthelong-termcareofthecollections,thefollowingidealenvironmentalconditionsarerecommended:

RecommendedGoal RecommendedRangeTemperature 59-77°F RelativeHumidity 45-55% +/-3-5%

For the most part, measurements taken during the site visit (a mild, humid, post-rain day in earlyautumn) indicated that temperature was within the ranges recommended for the long-termpreservationofthecollections.Relativehumidity(RH) inthebasementwaswithinnormal levels likelydue to the operational dehumidifiers, but RH was well above the recommended levels in theschoolroom, exhibiting readings at approximately 75.7%. A damp environment can be destructive topapercollectionsandleadtomoldgrowth;STHShashadmoldoutbreaksinthebasementinthepast.Atthetimeofthesitevisit,thedoortotheschoolroomwaskeptopentotheexteriorforaircirculation,anddehumidifiersrunconstantlyinthebasementtoaddressthemoistureinfiltration.Sincethesewereall just spot readings, theyarenotnearlyas informativeasdata fromongoingmonitoringequipmentwouldbe.

1. HVACSystemsTheHVACsystematSTHSconsistsofone in-roomair conditioningunitwithacondenseroutside,whichwasaddedin2007.STHShasanoil-firedforcedairfurnacethatisapproximately15yearsold,withfoamforcedheat.Therearenoenvironmentalset-pointsforthespace.ThebuildingdoesnothaveasophisticatedsystemofenvironmentalcontrolstoregulatefluctuationsintemperatureandRH. While portions of the collections have been in the same space for years and likely haveacclimatized,it isstill importanttounderstandthemagnitudeofenvironmentalfluctuationsinthespaceandresultantimpactoncollectionsmaterials.ThebasementisnotservedbyanyHVACsystem.Itgenerallystayscoolbecauseitisunderground,butthisisnotcontrolled.StaffexpressedconcernaboutRHinthisspace,withmoldoutbreaksthemost critical consequence. The archival collections stored there may be subject to poor aircirculation.


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a. ThereiscurrentlynosysteminplacecontrollingRHattheschoolhouse,andthedoortothe

building is often left open for circulation. STHS should purchase additional dehumidifiers,ideallyatleastonemorefortheschoolroom,andhavethemonhandforperiodsduringtheyearwhenthereisanelevatedlevelofRH.

b. It is vitally important to ensure that the building’s exterior and foundation is sufficientlywaterproofedasmuchaspossiblegiventhehistoricstructureandavailableresources;STHSstaff will need to remain particularly vigilant in monitoring for any signs of moistureinfiltrationand/orelevatedrelativehumiditylevels.

c. Inany futureupgrades,STHSshouldalso investigateoptionstoaddclimatecontrol tothe

basement.

d. Exploremethods,perhapswiththeconsultationofanenvironmentalengineer,of improvingaircirculation in thebasement. STHScould install low-power fans in thespace,but it likelyneedsimprovedventingaswell.

2. EnvironmentalMonitoringStrivingforastringent,narrowrangeof idealenvironmentalconditions is lessproductiveforSTHSthan understanding the average seasonal drifts in conditions. Focus should be placed onenvironmentalmonitoring.Monitoringhelpstoestablishbaselinetemperaturesandrelativehumidityfor storage spaces. Monitoring is also a useful tool in gathering hard data on the environmentalextremes inareaswherecollectionsarestored. Onceayearofdatahasbeencollected,STHScanidentify collections thatwouldbestbenefit from improvedenvironmental conditions, andexploretheoptionofprovidingnew,upgradedhousingandstoragespacesfortheseobjects.Thematerialsmost susceptible to fluctuating environmental conditions are works on paper and photographs,whichshouldbeconsideredprioritiesforrelocation.

a. Environmental conditions should be monitored on a regular basis in every room wherecollectionsareusedandstored. Purchaseadatalogger systemand implementaprogramthatwillenabletheSTHSvolunteerstafftodocumentandrecordadverseconditionsinthebuildingandidentifywhichcollectionsitemsmightbeatrisk.

b. Data resulting from monitoring of environmental factors could be beneficial when

approachingfundersandboardmembersforsupportonprojectsinvolvingupgrades.

3. LightAll light is damaging to collections. Visible and ultraviolet (UV) light cause irreversible damage tocollections and must be controlled as much as possible. Light initiates and accelerates chemicalreactionsthatcauseweakening,brittlenessanddiscolorationofpaper,leather,andadhesives.Lightalso causes fading. The provision of light levels that meet conservation standards should be aninstitutionalpolicy.Recommendedlevelsforcollectionsspacesareasfollows:

Storage 10-50lux(1-5footcandles) <75µW/lmCirculatingStacks 60-340lux(6-34footcandles) <75µW/lmReadingandWorkAreas 330-660lux(33-66footcandles) <75µW/lm


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AcombinationofdaylightandincandescentlightingilluminatestheschoolhouseatSTHS.Therearenumerouswindowsthroughoutthespace,manyofwhicharecoveredwithshades,buttheshadesarenotalwayskeptclosed.Thisisofparticularconcernwhenpaper-basedcollections,andframedobjects pertaining to Solebury Township such as maps, are sometimes displayed permanently.Surveyorsmeasuredlightlevelsinthecenteroftheschoolroomwiththeblindsopen;whileUVwasacceptable,visible lightexposurewasfarhigherthanrecommendedforaspacewherecollectionsareonpermanentexhibition.Volunteerstaffshouldbeawareofthedangersoflightexposure,andmakeeffortstocontrolitasmuchaspossible.Lightexposureisnotagreatconcernforcollectionsinstorage,as lightsareonlyonwhenstaff isworking intheschoolhouseapproximatelyonedayperweek.Lightexposureformaterialsintheopenandonexhibitionisofsomewhatgreaterconcern.

a. Allwindows incollections storagespaces shouldbecoveredwithcurtains,blinds,or solarshadestorestrictbothvisibleandUVlightexposure.

b. AlllightfixturesinareaswherecollectionsarestoredandusedshouldbeideallyfittedwithUV absorbing sleeves, and unless shades are kept closed at all timeswindows should becoveredwithUVfilteringfilm.

4. PestManagementAlthough there are no persistent problems with pests inside the building, on rare occasioncockroacheshavebeensighted.Thoughtherehasbeennoknowndamagetocollectionsasaresultofpests,consistentmonitoringforanysignsofpenetration isnecessarytopreventan infestation.With the frontdoorof theschoolhousekeptopen,eatinganddrinkingallowed instoragespaces,andliveplantsandflowerspermitted,thereisalwaysthepotentialthatpestscangetin.

a. Anintegratedpestmanagement(IPM)planshouldbedevelopedandimplemented.IPMisa means of dealing with living pests, such as insects and rodents, using non-chemicalmethods. Theplanshouldoutlineappropriateactionsandstrategiesthatcanbetakentoeliminatepestsinamannerthatwouldnotharmcollectionsmaterials.Exterminationusingchemicalsshouldalwaysbethelastresortinhandlingapestinfestation.

b. Inadditiontoregularlyinspectingthebuilding,strategicallyplaceglueboardsthroughoutthe

space. Glue boards should be monitored and documented on a regular schedule(approximately once amonth). A glue board should be replaced promptly if an insect hasbeencaughttopreventtheattractionoffurtherinsects.

c. Establish routine procedures for inspecting all incoming collections for pest infestations to

ensurethatpestsarenot introducedintothebuilding. Ifpossible,establishanareawherenewmaterialscanbesegregatedforaspecifiedperiodoftime.Ifasegregatedholdingareaisnotavailable, inspectionshouldbemade immediatelyuponreceiptor, ifpossible,whilethematerials are still held by the originating donor. Infestedmaterials should not entercollectionsareasiftheycannotbeadequatelyquarantined.


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5. Mold

Itisimportantforstafftoremainvigilantandaddressanysignofmoldassoonasitisspotted.Moldoutbreaks can seriously damage collections and can be a health hazard to staff and visitors, andremediationfromalargeoutbreakwouldbecostly.

a. TheelevatedlevelsofrelativehumiditythroughoutSTHSleavecollectionsatriskformore

moldoutbreaks.Duetoaprioroutbreak,therearecurrentlymoldymaterialskeptinthebasementinplasticstoragebins.STHSstaffrespondedtothemoldissuebyisolatingthecollections,butmustremainvigilanttocheckforandaddressanyfuturemoldgrowththatmayoccur.Sincethemoldy bins are stored alongside materials that have not been detected to have mold,thoroughlysurveytherestofthecontentsinthebasementformoldgrowthandrespondasnecessary. STHS has recently received a new donation that staff is uncertain whether itcontainsmold,andthisdonationiscurrentlyhousedintheschoolroom.Whencleaningashelfthathassignsofmold,removeallmaterialfromtheshelf,aswellasadjacent shelves, and clean anddisinfect the shelves thoroughlywith a solutionofwaterandisopropylalcohol.Takegreatcaretoensurethatallcollectionsremainingintheroomduring this process are protected from cleaning supplies. If the mold affected onlyenclosures themselves and not thematerial inside, discard the enclosures. If collectionshavemolddamage,surface-cleanthem–whenpossible–usingproceduresdescribedinthebody of this report. It is always advisable to first consult with a conservator whenaddressingmold-impactedcollections.

6. HousekeepingTheBoardandPresidentperformgeneralcleaningandhousekeeping intheschoolroomonanas-needed basis at STHS, though no procedures are formally written down. Shelving units, boxes,bound volumes, and miscellaneous collections items in the schoolroom and the basement areessentiallynoteverdusted.

a. Aformalhousekeepingplanshouldbewrittenthatoutlinesfrequencyofcleaning,productsacceptabletouse,andtechniquesforcleaningareasaroundcollectionsmaterials.Theplanshould establish a cleaning program for collections both in storage and on exhibition toensurethatcollectionsaredustedandcleanedonaregularbasis.

b. Ensure that all housekeeping schedules andpolicies includeall collections storage spaces,

includingthebasement.

D. SecurityandEmergencyPreparednessLossofcollectionsmaterialsduetotheft,carelessness,ordisastercanpotentiallydevastateacollection.

1.Security


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FortunatelytheSTHSbuildingandsurroundingpropertyhavenothadproblemswithbreak-ins.Thebuilding is easily accessible from the street and closed during most of the week. There is nocentralized intrusion security system, bells, or alarms, and staff noted that the windows are notsecure. In addition, the basement door does not lock. There are only lights that illuminate thewalkway to the building. Researchers and visitors are alwaysmonitored and in view of staff, buttherearenoofficialhandlingguidelinesorregistration forms inplace forpatrons,andvisitorsarenotrequiredtocheckbagsandcoatswhenusingcollections.Securityplansshouldbeevaluatedandupdatedonaregularlyscheduledbasis,addressingfirstandforemostthesafetyofvolunteersandvisitors,andsecondarilytheprotectionofthecollections.

a. TheVicePresidentnotedthatthereisverylittlefundingforacentralizedalarmsystem,butSTHS should consider installing a security camera that will monitor the exterior andperimeteroftheirproperty.

b. Atminimum,additionallightsshouldbeaddedtotheSTHSpropertytoilluminatetheentire

property and drives leading up to thebuilding, not just thewalkway to the schoolhouse.Securitylightsthattriponwhensomeoneisclosetothebuildingwouldberecommended.

c. Toensurebetterprotection,windowlocksshouldbeupgradedorrepaired.

d. Researchersandvisitorsshouldberequiredtoregisterandreviewhandlingguidelinesprior

toaccessingthecollectionsmaterialsatSTHS.

e. Consider installinganadditionalhandleon thebasementdoorso thatatminimumapad-lockcanbeused.Ifthisisnotfeasible,considerconstructinga“cage”inwhichtostorethecollectionsmaterialinsidethebasementasanadditionallevelofprotection.Securityissues,in addition to the environmental concerns discussed previously, are another reason thatsignificantcollectionsmaterialsshouldbeapriorityforrelocationoutofthisspace.

f. STHS shouldmaintain close relationshipwith the local police department and emergencyresponders, to fosterknowledgeandunderstandingof thesiteand its importance,andtoprovideallnecessaryinformationshouldassistancebeneeded.

g. Completeanupdatedinventoryofthecollection(includingobjectsthatareconsideredpartof thecollectionbuthavenotyetbeen formallyaccessioned),whichprovidescentralized,comprehensiveknowledgeoftheSociety’scollectionsintheeventofatheftordisaster.

2.Fire

ThereisnofiredetectionorsuppressionsysteminplaceatSTHS,whichisofparticularconcernsincethebuildingisunoccupiedformostoftheweek.Thereisonefireextinguisherlocatedonsite.

a. Purchaseautomaticfiredetectionequipmentsuchassmokealarmsanddetectors,whichcanbe discreetly installed in the building on both the ground floor and in the basement. Thedetectorsshouldbecentrallymonitored(possiblyaspartofanewsecuritysystem),sincethebuildingisunoccupiedmanyhourseachweek.


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b. Purchaseatleastoneadditionalhand-heldfireextinguisher.Atleastoneshouldbeavailableoneachfloor.

c. Ensurethatfireextinguishersonhandareinspectedonanannualbasis.Providetrainingforuse and maintenance; an easy online training tutorial is available athttp://www.fireextinguisher.com.

d. Maintainclosecontactwiththe local firedepartmenttofamiliarizethemwiththemissionandsignificanceofthecollection.Invitethemtoconductaninspectionofthesite;suchsitevisits often result in discoveries of previously unseen fire hazards. Share the EmergencyPreparednessandResponsePlanwiththefiredepartmentpersonnelandresponders.

3.EmergencyPreparednessandResponse

STHShas takenagood first step in creatingahidden fileon theirwebsite that containsallboardcontact information. However, STHS does not have a written Emergency Preparedness andResponse Plan. Although there have been incidents of water infiltration in the basement,fortunately collections have not been extensively impacted by this. Due to the conditions ofbasementstorage,STHSisnotentirelycertainoftheimpactthishashadonallmaterials.

a. An Emergency Preparedness and Response Plan should be drafted and implemented, to

identifypotentialriskstothecollection,mitigaterisk,definedisasterprocedureandidentifyresourcesforcollectionsrecovery(perhapsusinganonlinetoolsuchasdPlanordPlanLitehttp://www.dplan.org).

b. Compilea listofcollectionsmaterials thatareapriority for salvageaspartof theplansothat non-collections staff and non-collections emergency responders can retrieve thematerials in the event that the collections areas cannot be immediately secured for staffentryafteradisaster.Periodicallyreviewandupdatethesesalvagepriorities.

c. Develop and maintain an easy-to-use emergency flipchart or other quick use guide for

immediate response to an emergency. A condensed disaster plan will be useful for non-collectionsstaff.

d. Plan periodic training sessions on emergency preparedness. Ensure that volunteers, staffand other identified responders are appropriately trained to respond in the event of anemergency, including evacuation, personal safety, and collections salvage procedures. AllSTHS staff should be trained in emergency response salvage and recovery, including theproperuseoffireextinguishers.

e. Maintainastockpileofemergencysupplieson-site,suchasplasticsheeting,plasticgloves,aroll of unprinted newsprint paper, sturdy boxes, paper towels, a camera (to documentemergency),etc.

E. CollectionsCare

1.Exhibition


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STHS does not currently mount rotating exhibitions featuring material from the collections, butthereisoneobjectonexhibitandafewframedmaterialsonthewallonpermanentdisplay.IfSTHSeverdoesdecidetoexhibitmaterialsonarotatingbasis,theyshoulddevelopanExhibitionPolicytostipulaterotationschedules,selectioncriteria,andguidelinesforpreservation.

2. Storage,Processing,Housing,andTreatmentSome of the largest projects ahead for STHSwill be to continue processing their collections, andrefine housing for a large portion. The body of the report will provide more detailedrecommendations and guidelines for processing and rehousing, but the following tasks should beamongSTHS’spriorities.

a. STHS should address their processing backlog by first developing a processing plan,supportedwithwrittenguidelines. Staffwill need tomakedecisions regardinga timelineandorder inwhichcollectionsand/orportionsofcollectionswillbeprocessed;policiesonmaintainingoriginalorderversusseparating/integratingcollectionsbyformat;preservationprocedures such as removing staples and paperclips, unfolding, etc.; and when possible,identifystaffandpossibleinternresponsibilitiesgoingforward,andidentifyareasforwhichadditionalstaffingmaybenecessary.

b. Aspartoftheaboveplanningprocess,compileaproceduresmanualtoensureconsistencyandprovideinformationonacceptedpracticesforpresentstaff,committeemembers,othervolunteers,andinterns.

c. The basement does not offer a consistently appropriate climate. As a priority, collectionswithoutmoldshouldberemovedfromthebasementandseparatedfromspaceswithmoreenvironmental threats. Objects are in boxes without spacers, cabinets, lined on shelvesgettingdusty,andkeptinspaceswithmoldymaterialsandmoisture.Ifitisnotpossibletoremove items from the basement, it is highly recommended that the entire basementstoragespacebereorganized,possiblyevenrenovated,withcollectionsstoredinboxesonopen shelving rather than in closed cabinets. More specific tips on arrangement andhousingwillbeprovidedinthebodyofthisreport.

d. Allcollectionsmaterialsinstorageshouldbekept4”-6”offofthefloor,onpalletsorrisers.e. Anydrawersorcasesurfacesholdingpaper,textile,orothervulnerablecollectionsmaterials

shouldbelinedwithabarrierofacidfreecardstockorMylar.

f. Rolledmaterials shouldbestored rolledaroundanacid-free tube,nomore than15 to20sheetsofpaperperroll.Multipleitemsshouldberolledasoneunit,notsequentially.Thetubemustbeatleast4incheslongerateachendthanthelengthoftheitems.Aprotectivecovering, such as acid-free unbuffered tissue or a polyethylene sleeve, should then beplacedoverthepiece. Archivalsupplierssellacid-freeboxesspecificallyforthestorageofrolled works on paper. Documents should not be rolled and slipped inside a tube forstorage;onceinsidethetube,thedocumentwillunrolltofilltheinteriorspace,makingsaferemovalveryproblematic.


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g. Most framed items in storage can likely be removed from their frames, and stored indocumentboxesorflatfiles.Ifcertainframesthemselvesaresignificantandshouldremainwiththe items,provideverticalstoragefor framesonshelvesorpaddedrisers.Useheavyboardstockbetweenframedobjectstoprotectfromdamage.

h. Some parts of the collections are stored in suitable, acid-free enclosures, but others are

stored in boxes and other enclosures that are likely acidic. Check storage boxes andenclosuresforacidiccontentwithanAbbeypHpen.Thistestingpenshouldneverbeusedon collections materials. Boxes or enclosures with significant acidic content should bereplaced.Anynewboxesorotherenclosurematerialsthatarepurchased,suchassleevesorfolders,shouldbeacid-free.

3. DigitizationandReformatting

STHS has started working on digitizing the collections, but they do not have a formal DigitalPreservation Policy. The Society is also working on making the collections searchable on theirwebsite, particularly oral histories, finding aids, typed histories, postcards, and some photos thattheyhaveuploaded.

a. AformalDigitizationandReformattingPlanshouldbewrittenforthecollectionstosupport,

describe,andprovideguidelinesfortheprojects.Criteriaforselectionshouldbespecified.Thisplanwilldrivegoalsandsetbestpracticesforproceduresgoingforward.Itwillalsohelpthem determine capabilities and priorities, and help the President, Vice President, andBoard decide whether they should pursue digitization in-house or through an externalvendororinitiative.

b. Asdiscussedatthetimeofthesitevisit,thephotographcollection,asmallportionofwhichhasalreadybeendigitized,shouldbeconsideredapriorityfordigitization.Considerapplyingforagranttofundthisinitiative.


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V. Goals

Thenecessityforthoughtfulpreservationplanningforculturalorganizationscannotbeoveremphasized.Atthecompletionofthesitevisit,thesurveyorscreatedalistofinitialgoalsfortheSoleburyTownshipHistoricalSocietyinordertojumpstarttheplanningprocess.Short-term(completionwithinthenext12months),medium-term(completionwithin1to3years),long-term(completionwithin3to8years),andongoing goals were identified. The STHS staff and Board are encouraged to expand these goals anddevelopthemfurtherintoapreservationplan.Goalswithineachofthecategoriesarenotlistedinorderofpriority.A. Short-TermGoals

1. WriteandimplementaCollectionsManagementPolicyandCollectionsDevelopmentPolicy.

2. DevelopaProcessingPlaninordertotacklethesizablebacklogofunprocessedanduncatalogedmanuscriptsandothermaterial.

3. Completeinventoryingallobjectsinstorage,andmakedecisionsregardingwhichmaterialswill

be formally incorporated into the collection, considering which collections will be moved tostorageordeaccessioned.

4. Undertakespacereorganizationsasplannedforthegroundfloor.

5. Beginplanningtocompletelyreorganizethebasementstoragespace,whichwillincludesorting

through materials currently stored there to separate collections and non-collections items,separating uncontaminated materials from moldy ones. As significant collections items areidentifiedinthebasement,transferthemtostorageonthegroundfloorwheneverpossible.

6. Writeandimplementacyclicalmaintenanceplanforthesite.

7. ImplementaregularscheduleofenvironmentalmonitoringforbothfloorsofSTHS,usingtools

such as recording environmental dataloggers, enabling volunteer staff to document andmeasureadverseconditions.

8. Purchaseatleastoneadditionalhand-heldfireextinguisher,ensuringthatatoneisavailableon

eachfloor.Ensurethatasmoke/heatdetectorislocatedinthebasementaswell,inwhateverareawillbeusedforcollectionsstorage.

9. Establishmorerigoroussecuritypractices.

a. Install a security light that trips on when someone is close to the building or on theproperty.

b. Securethecollectionsinthebasementbyinstallingalock.c. Upgrade,repair,orreplacewindowlocks.

10. Thoroughlydustandcleanshelvesandfurniture.

11. KeepshadesdownatalltimesorreplacethemwithUV-filteringfilm.


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B. Medium-TermGoals

1. Assoonasalternatestoragearrangementsareidentified,beginmovingcollectionsmaterialsoutofvulnerablespacessuchasthebasement.

2. Identifyprojectsforandbegintoworkwithinternstohelpwiththebacklogofprocessing,suchasdigitizingthephotographcollection.

3. Take action to separate non-collections material from collections material and implement a

formalhandlingpolicyforcollectionsmaterial.

4. Consult an architect and/or environmental engineer about the moisture infiltration in thebasement.

5. DevelopanEmergencyPreparednessandResponsePlan.

6. Linenewwoodshelveswherecollectionsarestoredwithabarriersuchasacid-freecardstockor

Mylar.C. Long-TermGoals

1. CreateandimplementafullPreservationPlanwithatimelineforimplementationandassigned

responsibilities.

2. Identifydamagedcollectionsmaterialsforrehousingandconservation.

3. ContinuetodevelopaDigitizationandReformattingPlantooutlineprioritiesandtimelinesforthese activities. Particular attention should be paid to collections that are currently fragileenoughtobeunusable.

D. OngoingGoals

1. Oncetheyareinplace,reviewandupdateallpolicies,plans,andproceduresonaregularbasis,especiallytheemergencypreparednessandresponseplan.

2. Continueprocessing, rehousing,andarrangementof collections. Asmaterialsare inventoriedand processed, identify damaged collections material for rehousing and conservation. CheckhousingmaterialsforacidiccontentwithanAbbeypHpenandreplaceasnecessary.

3. Continuetothoroughly inspectcollections,enclosures,andstoragefurnitureforpestsormoldgrowth,andrespondassoonaspossible.

4. Continuewithregularbuildingmaintenanceandhousekeepingschedules.

5. Allitemsshouldberaised4”-6”offoftheflooronshelvesorrisers.

6. Continue to seek outside funding sources for preservation, conservation, and storage ofcollections.


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VI. FindingsandRecommendations

A. PreservationPlanningA.1 FindingsandCurrentConditions

a. StrategicandPreservationPlanning

STHS has a Strategic Operating Plan for 2014-2016 related to the entire institution. The Planpresentsgoalsandobjectives, someofwhichwillultimatelyaid in thepreservationofcollections,but does not directly address specific preservation needs of the collections. These objectivespredominantlyaddressoperatingplans,budgets,fundraising,grants,andmembership.Whilethereis a line item about organizing research materials, this plan is broad in scope and should beaccompaniedbyamoredetailed,collections-focusedpreservationplan.

b. CollectionsManagement

i. STHS does not have a Collections Management policy or a Collections Development Policy,whichwillclearlydefinethescopeofthecollectionsandinherentlyprioritizeitems,identifyingthose that may be considered for deaccession, and distinguish some that would gain frompermanent or long-term storage. During the site visit, staff expressed interest in thedevelopmentandorganizationofpoliciesdesignedtoprioritizepreservationactivities.

ii. While STHS has fair intellectual control over its collections, some work remains to beaccomplishedtodetermineexactlywhatmaterialsareonshelvesorinstoragethathavenotyetbeenaccessioned.AnimportantgoalforSTHSshouldbetoworktowardanaccurate,updatedinventoryof the collections, includingunprocessedmaterial andworks,with shelving locationrecorded.

iii. STHSisnotaggressivelypursuingacquisitions,buttheydoacquirenewmaterialsfromtimeto

time.c. PoliciesandProcedures

i. While STHS has some policy documents in place that guide the collections’ care and

preservation, most remain to be updated or developed. The STHS Strategic Operating Plan(2014-2016) presents goals and steps for the Society, but does not directly address specificpreservationneedsofthecollections.STHSneedstodevelopandstrengthenpolicydocumentssothattheycanbeusedtohelpguidestaffandadministrationinmakingpreservation-relateddecisions.

ii. STHS lacksaCollectionManagementPolicy;CollectionDevelopmentPolicy;PreservationPlan;Emergency Preparedness and Response Plan; Handling and Use Policies; EnvironmentalMonitoring Program; Digitization and Reformatting Policy; Housekeeping Policies andProcedures;andCyclicalMaintenanceSchedule.


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d. Staffing

i. STHS is extremely fortunate to have a highly enthusiastic, supportive, and dedicated board.

Part-timevolunteerstaffmembers,includingthePresident,VicePresident,fourArchivists,andhigh school student workers, accomplish collections care and preservation activities at STHS.Volunteerswork approximately 4 to 6 hours perweek. All of these individuals are extremelyknowledgeable and dedicated to their own various collections preservation responsibilities.Even so, the lack of a full time staff position dedicated to collections management andpreservationmeansthatsomeprojectscannotbeundertakenand/orcompleted.

e. Funding

i. Whilefundingisallocatedfor“Development”and“Education,”thereisnospecificlineitemforpreservation services and supplies listed in the budget. It is important that STHSmaintains aregular line item in their budget dedicated to preservation actives, including purchasing thenecessary supplies and consulting services for the preservation and conservation of thecollections.Withoutconsistent,dedicatedbudgeting, itbecomesdifficulttoplanfor long-termprojectsandtheongoingmaintenanceandcareofcollections.

ii. STHShasbeenfortunatetobesupportedbyseveralgrants,andtohaveaproventrackrecordofgrant-fundedaccomplishments,whichmayhelpwhenapplyingforfuturefunding.

f. Spacei. Storage space at STHS is predominantly all in one room and nearing capacity, and some

collectionsarestoredinlessthanidealconditions,suchasthebasement.Thereisnoroomforcollections togrow in thepresentarrangements,but theVicePresident,boardmembers,andmembervolunteersareworkingdiligentlyonanewspaceplantoallowmoreprocessingroomandorganization.

ii. STHShasbeenreceivingcollectionsof items lately,andcouldpotentially fillusablecollectionsstoragespacetocapacityverysoon.Therearesomeareaswherecollectionsstorageisclearlyandcoherentlyseparatedfromareaswithotherfunctions,butotherareaswherecollectionsarestoredinboxesorinthebasement.Asthenewplanisformulatedandputintopractice,theVicePresident is working with contractors and members in order to move things around andconsolidateshelvingforbetterusage.

g. Access

i. STHS is open to the public every Wednesday from 3 pm to 5 pm and by appointment.Collections receiving the most use are home research, schoolhouse attendance records andgrades, and familyhistory. In thepast STHShasnotwelcomeda largenumberof researchers(two to four per year), but staff expressed a desire to increase research use. Includingpreliminaryfindingaids,catalogrecords,andoralhistoriesontheirwebsiteishelpingraisethecollections’profile,butoncethecollectionsarefullyprocessedandmadeevenmoreaccessible,hopefullySTHSwillbegintowelcomemoreresearchers.


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ii. Whenthecollectioniseventuallybetter-inventoriedandprocessed,STHSwillneedtoidentifya

location for researchers touse thematerial, andwill need todevelopaccess andusepoliciesaccordingly.

A.2 Recommendations

1. StrategicandPreservationPlanningWhenaninstitutionundertakespreservationplanningwithaclearunderstandingofthepurpose,scope,andnatureof its collections,preservationplans canbedeveloped that are responsive to institutionalpriorities,users’needs,andthepreservationneedsofthecollections.Amissionstatementthatclearlydefines thepurposeof the collections and a collectionsdevelopmentpolicy that accurately describesthecollectingscopeandpracticesformthefoundationforpreservationplanning.Preventivemeasures have the greatest impact on the long-term preservation of collections. To theextent practical, preservation planning should focus first on the activities that benefit all of thecollections by preventing or minimizing damage or loss, before considering the remedial treatmentneedsofspecificpartsofthecollectionorindividualitems.Forexample,itmakeslittlesensetoinvestresources on conservation treatment only to return items to a poor storage environment or allowcareless handling to continue to inflict damage. Preventivemeasures include the establishment andmaintenance of appropriate environmental conditions, disaster preparedness, collections security,properstoragemethodsandmaterials,andproperhandlingandusepractices.Also key to effective preservation planning is the establishment of intellectual control over existingholdings.Thestaff’sknowledgeofthenature,scope,andquantityofthecollectionsguidesmanyofthedecisions involved in preservation planning, including selecting and prioritizing materials forpreservation and determining needs for resources, such as staffing, funding, and supplies. Staff’sfamiliaritywith thecontentof collectionsalsoprovides informationabout their value for research,aswell as their historical, artifactual, or aesthetic value. The staff’s understanding of the value andpotential use of collections helps to determine both the priorities for preservation action and theappropriatepreservationmethodstouse.

a. WhileSTHShasaStrategicOperatingPlanthatpresentssomegoalsandobjectives,itdoesnotdirectlyaddressspecificpreservationneedsof thecollections.Theplan isbroad inscope,andshouldbeaccompaniedbyamoredetailed,collections-focusedpreservationplan.

The needs of the collections are multifaceted and complex, and should be strategicallyaddressed.CollectionsstaffcouldgreatlybenefitfromhavingadetailedpreservationplanthatcandirectandguidetheongoingcareandmanagementofSTHSbyoutliningcollectionsneeds,ongoing projects, and the necessary staffing and funding needed to carry out the projects.Outliningtheseneedsandassociatedlong-termgoalsinapreservationplanwillhelpSTHSstaffcommunicatetheirvisiontotheSTHSboardandfundersandremainontaskinternally.

STHS should develop a strategic preservation plan that outlines the management, care, andfuture goals for the collections,with preservation addressed as a stated goal. This should bebased on themissions of STHS, the institutional goals, and projected use and growth of the


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collections. Thepreservationplan shouldoutline goals, objectives, and strategies for thenextthreetofiveyearsforthecollections.Theplanshouldfocusonstaffing,funding,space,building,environment, security, emergency preparedness, collections development, access, intellectualcontrol over collections, and more detailed topics that relate specifically to collectionspreservation.Theplanshouldalsooutlinetheactionsnecessarytoprovideadequatestaffandfunding,assignresponsibilities,andsetascheduleforimplementation.

b. To implement the preservation plan, a timetable,with duties assigned, should be developed,

takingintoconsiderationstaffingandfundinglevels.Arealistictimetablewithshort-andlong-termgoalsshouldbeestablished.

c. Aspartoftheplanningprocess,designatewhenthepreservationplanandthestrategicplanwill

bereviewed.Thereshouldbeatleastanannualreviewofthewholeplan.Reviewsensurethattheplan issystematically implementedandtheprocess isdocumented. Dependingonannualprojects,additionalreviewperiodsshouldbeestablished.

Resource:Ogden,Sherelyn,drafted.“Long-RangePreservationPlan.”MinnesotaHistoricalSociety,2010.

<http://www.mnhs.org/preserve/conservation/reports/2010longrangeplan.pdf>

2. CollectionsManagement

a. Policies,PlansandProcedures

Having policies, plans, and procedures in place that assist in the governing, planning, andmaintenance of the collections is vital in order to have properly functioning and thrivingcollections. Policies and procedures are essential documents for any collections holdinginstitutiontohaveinplace.SomeofthepoliciesandplansforSTHSarealreadyinplace.Staffshould collectively review these documents to make sure they are meeting stated goals. Inaddition,someoftheotherpolicyandplanningdocumentsthatformacollectionsmanagementframeworkstillneedtobeestablished.Ifdoneproperly,policyandproceduraldocumentswillbeitemsthatareregularlyreferencedbystaff and administration. The documents are also valuable in showing public and potentialdonorsthattheinstitutioniscommittedtogoodstewardshipofthecollections.

Thefollowingchartindicateswrittenpolicies,plans,andproceduresinplaceatSTHS:


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Policies/Plans/Procedures HaveWritten

Policy/Plan/Procedures

Policy/Plan/ProceduresWrittenbutMustbe

ReviewedandUpdated

None(orunwritten)

StrategicPlan Written(2014-2016)butneedsupdating.

MissionStatement x

CollectionDevelopmentPolicy x

CollectionsManagementPolicy x

PreservationPlan x

EmergencyPreparednessandResponsePlan

x

SalvagePrioritiesforCollections x

Security/TheftProcedures x

CyclicalMaintenancePlan/Schedule

x

HousekeepingPolicy/Procedures Unwrittenpolicy(2013)

EnvironmentalStandards x

EnvironmentalMonitoringProcedures

x

LoanPolicy x

ExhibitionPolicy x

AccessPolicy x

HandlingandUsePolicies x

RegistrationProcedures Unwrittenpolicy(2006)

Inventorying,Cataloging,and/orProcessingProcedures

x

Digitization/ReformattingPlan Policyinprogressbutneedstobewritten.

Policiesandplansthatneedtobereviewedordeveloped,adoptedandimplementedarelistedanddescribedbelow.

• PreservationPlan–astrategicplanningdocument thatoutlines thepreservationneedsof

the collections and identifies specific projects related to those needs with assigned staffresponsibilityandtimeframes.


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• CollectionsManagement Policy – Actually a consolidated series of shorter policies, an in-depthcollectionsmanagementpolicyisavitaldocumentforanyinstitutiontohaveinplace.Thispolicyshouldinclude:v Institutionalmission;v Collectionvision;v Collectingscope;v Acquisitionspolicy;v Deaccessioningpolicy;v Loanpolicy;v General statements on access and handling (these should also be explored in greater

depthintheirowndetailedpolicies).

• Collections Development Policy – This policy can be written as part of the CollectionsManagementPolicyorasastandalonedocument.Acollectionsdevelopmentpolicyshouldoutlineindetailthebreadthandscopeofthecollections.Acollectionsdevelopmentpolicycan also be used to identify and outline gaps in the collections and designate areas forconcentrationinfuturecollecting.Thiswillhelptoidentifycriteriabywhichmaterialinthecollectioncanbedeaccessioned.

• ExhibitionPolicy–Anexhibitionpolicyshouldbewrittenand implementedforSTHS’s fewitemsthatareonexhibitthatestablishesarotationscheduleforsensitivematerials(suchasphotographs,maps,andinteriorpagesofbooks), light levelrequirements,exhibitmaterialspecifications,andexhibitfurniturespecifications.

• ProcessingPlanandPriorities–Writtenguidelinesthatidentifycollectionsthatareapriority

for processing (a ranked list, if relevant), and include a timeline for completion. Whenpossible, identify staff responsibilities going forward; identify areas for which additionalstaffingmaybenecessary.

• Processing Manual – A manual that describes, in detail, the procedures for processing,arranging, and housing various types of collections and collections materials; allows forconsistentproceduresfortheseprocessesovertime.

• HandlingandAccessGuidelines–Adocumentthatprovides individualswhowillphysically

usecollectionsmaterialwithtipsforthesafecareoftheseobjectswhiletheyarebeingusedfor research, shelved, cleaned, reproduced,moved,or touched foranyother reason.Maydelineate different guidelines and stipulations based on different categories ofmaterials,e.g. access copies vs. duplicate copies of items. Addresses procedures for accessing thecollections and outlines rules for whom, and under which circumstances, may use thecollections.

• Digitization/Reformatting Plan, Housekeeping and Cyclical Maintenance Plans, and

Emergency Preparedness and Response Plan – These will all be described in subsequentsectionsofthereport.

Any policies already in place should be reviewed to ensure that they accurately reflect thecollectionsandcurrentprocedures.


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Resource:Simmons, John E. Things Great and Small: Collections Management Policies. Washington DC: AmericanAssociationofMuseums,2006.b. The staff should continue towork through the inventoryof thematerials in storage,with the

eventualgoalofhavingacompletelistofallitems,officialcollectionsaswellasunaccessionedmaterial. Although fully cataloging and describing allmaterialsmay be a seemingly indefiniteproject, it is imperative to have a general sense of the collection contents. Cursory boxdescriptionsandvolumecountsarehighly importantstepstoward intellectualcontrol.A long-termgoalforSTHSshouldbetoworktowardacompleteinventoryofthecollections,includingunprocessedmaterial.Processing,cataloging,and inventoryingwill improveaccesstothecollectionsinthelong-term.Theprovisionofaccessandtoolstomanagethecollectionsunderpinsallstewardshipactivities.Decisions about retention, space requirements, collections interpretation, and preservationneedscannotbeadequatelymadewithoutaccessioning,cataloging,andinventoryingrecords.As a part of the inventory process, continue to record measurements, condition issues, andrehousing needs. In addition to the ongoing importance of more comprehensive intellectualcontrol,recordingthisinformationaidsinbudgetingstafftime,supplies,andfinancialresourcesforimplementingallfurtherstepstoformalizeandmanagethecollection.Thisinformationwillalsobeusefulforgrantapplications,reportstotheSTHSboard,andinternalplanning.

c. Finiteprocessing, storageand re-housingprojects shouldbe identifiedandcanbe included ingrant applications. Projects with defined goals attainable in a limited period of time can becontracted to graduate interns or additional volunteers to complete under the supervision oftheSTHSregularstaffandmembervolunteers.

d. Copiesofallrecordsandinventoriesshouldalwaysbekept intwoseparate locations,oneon-siteandoneoff-sitelocation.ThiswillprovidedocumentationofthecontentsofthecollectionsintheeventthatSTHS’son-siteinventoriesaredamagedordestroyed.

3. Staffing

STHS isextremely fortunate tohaveahighlyenthusiastic, supportive,anddedicatedboard,aswellasseveralcommittedvolunteerarchivists.AsthePreservationPlanisdeveloped,however,itisvitaltotakeintoaccountthestaffingresourcesnecessarytocarryoutvariousprojects,andevaluatewhethertheseprojects can be completed with the current staffing levels. STHS may have to commit to acquiringadditional staff (part-time or temporary) to ensure that projects outside of daily duties can becompleted on a reasonable timeline. Atminimum, interns can be valuable resources of assistance ifSTHSstaffhastimetoprovidepropertrainingandconsistentsupervision.Itisvitaltorememberthatasthecollectionsaremorefullydocumentedandcataloged,andasfindingaidsandonlineresourcesarecreated,theremaylikelybeanincreasedinterestfromresearchers.Ifuseofthecollectionsshouldincrease,additionalstafftimewillbeneededtoassistandmonitorresearchersin addition to continuing processing, inventorying, and cataloging tasks. Should this occur, itmaybenecessarytoperiodicallyreevaluatestaffingneedsandadjuststaffinglevelsaccordingly.


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a. Asfiniteprocessing,storage,andrehousingprojectsareidentifiedforwhichgrantfundingmight

bepursued,evaluate the staffing levels thatwillbenecessary for theseprojectsandconsiderwritinginfundingforpaidprojectstaff.

b. STHSshouldcontinuetoexploreways itcanworkwithnearbycollegesorgraduateprograms,perhapsofferingmoreformalinternshipstohistory,archive,orlibrarysciencestudentstoworkoncollectionscareinitiatives.Notonlycanagoodinternbeadedicatedworkerandcompletediscrete projects, but he or she can also provide the up-to-date knowledge that comes frombeingcurrentlyenrolledinaprofessionalacademicdiscipline.

c. While developing the strategic plan for STHS, clearly define and record job titles and

descriptionsforallvolunteerstaff.4. Funding

With adequate funding, STHS can accomplish the preservation goals that are identified. A variety ofstrategies toprovide theneeded financial support shouldbedeveloped. All possible funding sourcesshouldbeexplored,suchasredistributingregularbudgetallocations;applyingforvariouslocal,regional,andnationalgrants;andseekingprivatedonations.It is imperative that therebeanannualpreservationbudget for supporting collections careactivities,includingthepurchaseofsuppliesandequipment,cleaning,repair,andtreatment.Grantfundingshouldbesoughtforspecialprojects,butSTHSshouldalsocontributetofundingandmaintaininganongoingpreservationprogram.Fundersaresupportiveof institutionsthatarecommittedtocollectionscareasdemonstratedintheirannualbudgets.In addition to regular funding, public relations and promotion are also vital in accomplishingpreservationrelatedgoals.PreservationneedstobeacomponentofSTHS’spublicrelationseffortstoensure that the preservation concerns for the collections are continually brought to the attention ofboardmembers,users,anddonors.

a. ThereisnospecificlineitemforpreservationservicesandsupplieslistedintheSTHSbudget.A

line item for preservation supplies, activities, and training should ideally be inserted into thebudget, and should be consistent and steady from year to year. Without a guaranteedallocation, there is a risk that important preservation initiativesmay go unfunded. This couldpossibly be accomplished by establishing a separate preservation fund, into which donationsandothertypesoffundingcouldbefunneledforrestrictedpurposes.

b. Continue to identify and pursue additional grants that fund finite processing, storage, andrehousing projects, using STHS’s successful track record with past grant funding such as thissurvey, funded through the William Penn Foundation, as a model and indication ofaccomplishment.

5. SpaceNeeds

A preservation plan for STHSmust consider adequate and appropriate space for collections storage.Potential options for available collections storage spaces in the schoolhouse must consider square


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footage, environmental conditions, potential obstacles to accessibility by staff, accommodations formaterialsprocessing,andinclusionofsecurityandfireprotection.

While there is ample storage space available in the basement, environmental conditions do notmakeitaviablespaceforhousingcollections.STHSwouldneedtodorenovationsandreorganizeinordertosafelystoretheirmaterials.

Anyspaceutilizationplansshouldtakeintoconsideration:

• Adequateandappropriatestoragespaceandfurnitureforallcollectionsmaterials(taking into account that collectionsmay requiremore furniture than just traditionalbookshelves,suchasflatfiles).

• Space to accommodate collections growth, in order to minimize future shifting ofcollections.

• Anareawherenewmaterialscanbesafelyhousedbeforeprocessing.• Adequatespaceforprocessingcollections.• Anareathat issegregatedfromtherestofthecollectionswherenewacquisitionscan

beinspectedforpestsandmold,andwhereinfesteditemscanbequarantined.• Anareaorwhereadministrativesuppliescanbecentralizedandeasilyaccessed.• Adequate space for the retrieval and handling ofmaterials, for example an adequate

numberoflandingspacesandworktables.• Alocationthatmustbeabletosupporttheweightofthecollections,displaysorfurniture.• Protectionfromareaspronetoleakingorflooding.

c. A written collections management policy will clearly define the scope of the collections and

inherently prioritize items, identifying those that may be considered for deassession.DeaccessioningmaterialnotsuitableforSTHS’scollections,anddiscardingout-of-scopematerialthathasnotbeenaccessioned,willfreeupstoragespacethatshouldbeoccupiedbycollections.Thismaybeatimeconsumingproject,butshouldbeconsideredapriority.Oneofthefirststepsinthisprojectshouldbetophysicallyseparatecollectionsthatwillbekept frommaterial thatwillbediscarded.

6. AccessAstherateofgrowthandspaceneedsofthecollectionsareevaluated,additionalconsiderationshouldbegiventoprovidingasecureareawherethecollectionscanbeutilizedbystaffandresearchers.Toaidin this process, additional policies may need to be developed, including an access policy, handlingguidelines,andregistrationprocedures.B. BuildingConditionsB.1 FindingsandCurrentConditions

a. Background


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STHSisheadquarteredinaone-roomschoolhouse(plusbasement),constructedin1868.Theentirebuilding is constructedof stone. The schoolroomhaswood floors, and thebasement,whichonlyhouses5%ofthecollectionsrelatedmaterials,hasconcretefloors.

b. Renovations

In2014renovationsincludedanewroofwithfauxslate,repairingguttersandwindows,addingnewwindows, and painting the exterior of the building. More work is continuing to be done on theinterior,withupdatestothefloorsandbookcases.

c. Maintenance

There is no formal cyclical maintenance schedule; the Vice President addresses issues with thebuildingonanas-needbasiswithanoutsidecontractor.

d. Concernsi. TheSTHSbuildinghasongoingproblemswithmoisture,waterinfiltration,andminorfloodingin

thebasement.Watertendstopuddleonthefloorandmaybeseepingthroughthefoundationandwalls.STHSstaffmustremainvigilantintheeventthatheavyrainstormsorsnowfallscouldbringaboutmorewaterproblems. This could continue toexacerbate currentproblemsSTHShaswithmoldandmildew.

ii. Although good progress in stabilizing the building has been made, the building has a stone

foundation that could be prone to flaking and result in exposure of the stones and bulging,bowing,shifting,orsettlement.

iii. Trees and other vegetation surround the property, and are in very close proximity to thebuilding.

iv. TheVicePresidentnotedthatthechimneyneedsanewlining,butsinceitisnoturgent,thisis

notcurrentlyapriorityforSTHS.

B.2 Recommendations1. BuildingIssuesThe STHS staff and board members must be aware of the interdependent roles that the building,environment,securityandfiresystems,aswellaspestcontrolandhousekeepingprograms,playinthepreservationofarchivalcollections.Staffmembersneedtobeveryfamiliarwithbuilding,environmentalcontrol, internal protection systems, and storage needs of the collections to understand theirrelationshipsandtoforeseepotentialhazardsthatwillaffectcollections.Asystematicapproachtobuildingmaintenancewillprolongthe lifeof thestructureand itssystems. Afailureofthemechanicalsystemscancauseadisastermoreexpensivetorepairthanthecostofregularmaintenanceofthesesystems.


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Any building repairs or structural stabilizations should be considered before dedication to otherpreservationactions,as thebuildingenvelopewillaffect theentiretyof thecollections.STHSmustbevigilanttoinspectthebuildingsforpotentialareasofwaterinfiltrationandrepairsasnecessary.

a. Aprojecttoupgradethebuildingagainstwaterpermeabilityshouldbeconsideredifcollections

aregoingtoremaininthebasement.Thebuilding’sstonefoundationandwallsareconstructedin such a way that condensation may be forming within the wall. An architect, mason, orcontractor familiar with historic structures should examine the foundation and walls todeterminetheextentofdamage(potential levelsofbulging,bowing,shifting,orre-settlementthat may be occurring in the structure) and the urgency of response. An architect canrecommendmitigationstrategiesthatmayreducethemoisturethat isableto infiltratetotheinteriorof thebuilding, suchasmethodsofmorestringently sealing thebuilding’s foundationandthepossibilityofinstallinganinteriorvaporbarrier.

b. A regular facilities inspection and building maintenance plan should be established andimplemented,toensurecontinuityandcomprehensiveness.Theplanshouldcreateaschedulefor inspection of the various parts of the building, assign responsibilities and also include ascheduleforcyclicalmaintenanceactivities.

c. For work such as roof repair that has been completed by an outside contractor, establish a

regular schedule for the contractor to return to the site to check conditions and potentiallyrecommendfollow-upmaintenance.

d. Check interior painted surfaces for losses or discoloration that might indicate leakage or

moisturepenetration.Anyareasofceilings,walls,orstoragefurniturewherepainthascrackedorbeenstained, likely frompastwaterdamage,shouldberepaintedsothatanynewdamagecanbeidentifiedassoonasitoccurs.

e. With treesbeing so close to thebuilding, STHS should incorporateanannual treeand foliage

maintenanceplaninthecyclicalmaintenancescheduletoensureanyoverhangingbranchesareremovedfromareaswheretheycouldimpactthebuilding.

2. FurnishingsandShelvingSTHSisintheprocessofreorganizingandupdatingstoragespacesintheschoolroom,includingbuildingwoodshelves,rearrangingstoragefurniture,andaddingmoreverticalfilingcabinets.Some archival materials are stored in the basement in metal cabinets. Storing collections inside ofclosed cabinets is not ideal, for a variety of reasons: the potential for a microclimate to develop,increasedriskofmoldandinsectdamage,andincreasedriskofcontaminationanddeteriorationfromoffgassing pollutants that are inherent to the collections (acidic paper,metal components in binders,etc.).Therearealsoseveralbinsonopenshelvescontainingmoldycontaminatedmaterials.

a. In any reorganizations and future renovations, collections staff must be conscious of thematerials involved in painting and furnishing the renovated space and installing new storagefurniture.Anynewinvestmentsinfurniture,shelvingunits,orroomfixturessuchasflooringor


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curtainsmust be chosenwith collections care inmind; preservation-safematerials should beusedwheneverpossible.

b. As noted by the Vice President during the site visit, new collections storage shelves will bewooden. Harmful acids andother substances are emitted fromwood andwood composites,and somewood sealants andadhesives. Particularmaterials, surfaces, and sealants aremuchmore suitable than others for preservation. Ideally, shelves should be constructed not fromwood,but frommetal suchasanodizedaluminum,powder-coatedsteel, chrome-platedsteel,or bakedenamel (as long as it has been tested for proper baking). Ifwood shelves are to beused,theyneedtobelinedwithabarriersuchasacid-freecardstockorMylar.

The following chart provides information on safe and unsafematerials for use in collections storagespacesandfurnishings:

Materials AcceptableProducts ProductstoAvoidPaints

AcrylicLatex(Krylon,Rust-Oleum,Ace“Sensations,”BenjaminMoore“EcoSpec”)*

Oil-basedpaintsandvarnishes

Shellac* Oil-modifiedpaintsandvarnishes(alkyd,tungoil,talloil,mineralspirits)

Two-partepoxyresins* Latexpaintsandvarnishes Polyurethanes

Wood

Seasonedspruce,mahogany,walnut,basswood,poplar,andbalsa

Oak,chestnut,Douglasfir,yellowpine,redmahogany,teak,westernredcedar,cork

Exteriorgradeplywoodthatusedformaldehyde-freeadhesives

Masonite,chipboard,particleboard,interiorplywood,C-gradeplywood

MDF(medium-densityfiberboard)thatusesformaldehyde-freeadhesives

Plastics

Plexiglas,Lucite PolyvinylchloridePolyethylene(Colara,Coroplast,Ethafoam) BubblewrapPolycarbonates CellulosenitratePolystyrene Celluloseacetate,diacetate,triacetatePolyester(Mylar,Melinex) Vinyllettering,pockets,andsheeting

Metals

Anodizedaluminum EnamelthathasnotbeenproperlybakedPowder-coatedsteel Anyothermetalthathasnotbeensealedwithappropriate

sealants,andthusmightbesusceptibletochemicaloff-gassingorcorrosion

Chrome-platedsteel Bakedenamel(onlyifithasbeentestedforproperbakingbyperformingamethylethylketonerubtest)

Fabrics

Cotton WoolLinen AnimalfurorleatherPolyester Nylon6andnylon66Acrylic Permanentpressfabrics Flame-resistantfabrics Sulfurdyedfabrics(manycottons)

*Allpaintproductsrequire3-4weekscuring/aerationChartadaptedfromtheNationalParkService’s“5:1-SafeandHarmfulMaterialsforUseinExhibits.”NationalParkService.ExhibitConservationGuidelines.April1999.


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C. EnvironmentalConditionsC.1 FindingsandCurrentConditions

a. HVACSystems

i. The HVAC system at STHS consists of one in-room air conditioning unit with a condenser

outside,whichwasaddedin2007.STHShasanoil-firedforcedairfurnacethatisapproximately15 years old, with foam forced heat. The basement is not served by any HVAC system. Itgenerally stays cool because it is underground, but this is not controlled. Staff expressedconcern about relative humidity (RH) in this space, with mold outbreaks the most criticalconsequence of elevated RH. The archival collections may be subject to poor air circulation.Unevenconditionsandconstant fluctuations in temperatureandRHcanbehavinganegativeimpactonthecollections.

ii. There is currently no system in place controlling RH at the schoolhouse, and the door to thebuilding is often left open for circulation. It is vitally important to ensure that the building’sexteriorandfoundationissufficientlywaterproofed.

b. EnvironmentalMonitoringThereisnoenvironmentalmonitoringprograminplaceatSTHS.Atthetimeofthesitevisit,STHSdidnothavetheequipmentnecessarytoreliablymeasuretemperatureorRHwithinthebuilding.

c. TemperatureandRelativeHumidity

i. Thethermostatonthemainfloorissetattemperaturesof58°-63°atalltimes,unlesssomeone

isinthebuilding,atwhichtimeitissetto68°.Thefollowinglevelsoftemperatureandrelativehumidityweremeasuredduringthesitevisit,awarm,humid,post-raindayinautumn,usinganElsecEnvironmentalMonitor:

Temperature RelativeHumidity

Basement 75.7°F 55.9%FirstFloor 77.7°F 75.7%

For themost part, measurements taken during the site visit indicated that temperature waswithin the ranges recommended for the long-term preservation of the collections. RH in thebasementwaswithinnormal levels, likelyduetoconstantlyoperationaldehumidifiers,butRHwaswellabovetherecommendedlevelsintheschoolroomonthegroundfloorwherethefrontdoorwasopenthroughoutthevisit.

ii. AlthoughRHwasnotfoundtobetooexcessiveinthebasementatthetimeofthesitevisit,dueto the standing water and moisture found, it is evident that this space does not offer aconsistently appropriate climate for collections. A damp environment can be destructive topapercollectionsandleadtomoldgrowth.


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iii. Atthetimeofthesitevisit,thedoortotheschoolroomwaskeptopenforaircirculation,and

dehumidifiers run constantly in the basement to tend to the moisture infiltration. Since themeasurementsrecordedthatdaywerealljustspotreadings,theyarenotnearlyasinformativeasdatafromongoingmonitoringequipmentwouldbe.

d. Light

i. AcombinationofdaylightandincandescentlightingilluminatestheschoolhouseatSTHS.There

arenumerouswindowsthroughoutthespace,manyofwhicharecoveredwithshades,buttheshadesarenotalwayskeptclosed.This isofparticularconcernwhenpaper-basedcollections,framed objects pertaining to Solebury Township such as maps, are sometimes displayedpermanently.

ii. Surveyorsmeasuredlightlevelsinthecenteroftheschoolroomwiththeblindsopen.Itwasasunnyearlyafternoonbutwindowswerelargelyobscuredbyfoliage.486luxofvisiblelightand50.7microwattsperlumenofultraviolet(UV)lightweremeasured.WhileUVwasacceptable,visible lightexposurewas farhigher than recommended for a spacewhere collectionsareonpermanent exhibition. Volunteer staff should still be awareof thedangersof light exposure,andmake efforts to control it asmuch as possible. Light exposure is not a great concern forcollections in storage, as lights are only on when staff is working in the schoolhouseapproximatelyonedayperweek.Lightexposureformaterialsintheopenandonexhibitionisofsomewhatgreaterconcern.

e. PestManagement

i. Although there are no persistent problems with pests inside the building, on rare occasion

cockroacheshavebeen sighted.Though therehasbeennoknowndamage to collectionsasaresult of pests, consistentmonitoring for any signs of penetration is necessary to prevent aninfestation.With the frontdoorof theschoolhousekeptopen,eatinganddrinkingallowed instoragespaces,and liveplantsand flowerspermitted, there isalways thepotential thatpestscangetin.

ii. There is presently no area where collections can be segregated upon arrival. The multi-usenatureof thebuilding isalsoof concern; since therearekitchens,eatingareas, liveand freshflowerspermittedinthebuilding,andmanydifferenttypesofareaswhereeventsareheldandpeople congregate, it might be difficult to control pest infestations in different parts of thebuildingfromspreadingintocollectionsspaces.

f. Mold

The elevated levels of RH throughout the building put the collections at risk formold outbreaks.Duetoaprioroutbreak,therearecurrentlymoldymaterialskeptinthebasementinplasticstoragebins.STHSstaffrespondedtothemoldissuebyisolatingthecollections,butmustremainvigilanttocheck forandaddressany futuremoldgrowth thatmayoccur. STHShas recently receivedanewdonationthatstaff isuncertainwhether itcontainsmold,andthisdonation iscurrentlyhoused intheschoolroom.


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g. HousekeepingTheBoardandPresidentperformgeneralcleaningandhousekeepingintheschoolhouseonanas-needed basis, but there is no housekeeping policy or schedule in place. The building, includingcollectionsstoragespaces,iscleanedconsistently,butthescheduleremainsunrecorded.Collectionstheirselves,particularlycollectionsinstorage,areessentiallyneverdustedorotherwisecleaned.Atthetimeofthesitevisit,theschoolhousewasgenerallycleanandorderly.

C.2 RecommendationsAcontinuinggoalforSTHSshouldbetoprovidespacesthatallowforthestorageofcollectionsmaterialsin areas that are environmentally stable and that conform to professional preservation standards.Provisionofappropriateenvironmentalcontrols(temperature,relativehumidity,airquality,andlight)isfundamental for ensuring the long-term preservation of collections materials. A stable environmentslowsdownthedeteriorationprocessandisacriticalstrategythatcancontinuallyhelpthepreservationofcollectionsmaterials.

1. HVACSystem

Mostpreservationinvestmentsaffectitemsonebyoneoringroups,however,theHVACsystemprovidesanenvironmental situation that impacts thecareof theentirecollection. Makingadjustments to thesesystems and mitigating drastic fluctuations in temperature and relative humidity is the single largestpreservationactionthatcanbetakenforthepreservationofthecollections.During the site visit, theneed for tighterenvironmental controlswasevident. Environmental controlsareinconsistentthroughoutthebuilding:throughouttheyear,certainareasmayholdpocketsofwarmairwhile other areas stay relatively cool, andRHmay vary drastically throughout the space. There iscurrentlynosysteminplacecontrollingRHat theschoolhouse,andthedoorthebuilding isoften leftopenforcirculation.TheseunevenconditionsandconstantfluctuationsintemperatureandRHcanhaveanegativeimpactonthecollections.It ishighlyunlikelythatSTHSwillbefinanciallyandlogisticallycapableof installinganHVACsystemtorunatalltimes,andsoshouldfocusonunderstandingenvironmentalconditionfluctuationsatthesiteovertimetoensurethatthesystemcurrentlyrelieduponiseffective.

a. SincethereiscurrentlynosysteminplacecontrollingRHattheschoolhouse,andRHwasfound

tobehighduringthesitevisit,STHSshouldpurchaseadditionaldehumidifiersandhavethemonhandforperiodsduringtheyearwhenthereisanelevatedlevelofRH.Volunteerstaffmustbeaware,however,thatifdehumidifiersarerunandemptiedirregularly(i.e.onlywhenvolunteersarepresent),orrunconstantlybutnotself-draining(whichwouldcausethemtoshutoffwhenthe vessel reaches capacity), this may create additional fluctuations of RH, which could bedestructive to collectionsand/or contribute tomoldgrowth. It stillmaybeadvantageous forSTHStohavedehumidifiersonhandincaseofamajorwatereventorextendedperiodsofveryhighRHinthearea.


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b. It is vitally important to ensure that the building’s exterior and foundation is sufficientlywaterproofed;STHSstaffwillneedtoremainparticularlyvigilantinmonitoringforanysignsofmoistureinfiltrationinthebasementand/orelevatedRHlevelsintheschoolroom.

c. Inanyfutureupgrades,STHSshouldalsoinvestigateoptionstoaddsomeclimatecontroltothe

basementifcollectionswillcontinuetobestoredthere.

d. Exploremethods,perhapswith theconsultationofanenvironmentalengineer,of improvingaircirculation in the basement. STHS could install low-power fans in the space, but it likely needsimprovedventingaswell.

e. Itisessentialthatclimatecontrolequipmentbemaintainedonaregularbasis.Effectiveclimate

control systems, along with regular systems maintenance and routine monitoring ofenvironmentalconditions,areneededtomeetthepreservationneedsofthecollections. Thesesystemsandproceduresneedtobemanageabletomaintainandsupport.

Staff should work with an HVAC contractor to see that the HVAC system is maintained andinspectedonaregularbasis,andensurethatitisworkingatmaximumcapacity.Staffshouldbeawareoftheinspectionandmaintenanceschedule.

f. Itisimportanttoconsidertheinteriorairqualityofcollectionsstorageareas.Particulatemattercanacceleratechemicalreactions,includingthoseresponsiblefordeterioration,andcancauseabrasion. Gaseous pollutants, most particularly ozone, sulfur dioxide, and nitrogen oxides,increasethedeteriorationratesofcellulosematerials,suchaspaperandleather.Sulfurdioxideisamajorfactorinthedeteriorationofpaper,leather,andsomeconstructionmaterials,suchasconcrete and certain stones. Should sooty greasy particles be observed, the buildingmay bepollutedbydieselexhaust.

Monitoring air quality is difficult and expensive. Solutions to air quality issues would requireinstallationofcomplexfiltrationsystems,whichwouldbeacostthatSTHSwouldnotlikelywantto incur. However, HVAC systems should be equippedwith air filters with the highest level offiltrationefficiencythatthesystemscanhandle.Ensurethatfiltersareappropriatelychangedasneeded.Iftheairductsaredirty,theyshouldbecleaned.

2. EnvironmentalMonitoring

Monitoring, recording, and analyzing existing environmental conditions in collections storage is anessential step in instituting and maintaining a stable environment that meets conservation standards.Monitoringhelpstoestablishbaselinetemperaturesandrelativehumidityforstoragespaces.Monitoringisalsoausefultoolingatheringharddataontheenvironmentalextremesinareaswherecollectionsarestored.

a. Purchase recording environmental dataloggers for each space where collections are used or

stored.Onetypeofreliable,relativelyinexpensivedataloggeristheHobo,producedbyOnsetCorp.


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b. As part of the environmental monitoring program, ensure that the data gathered is properlyanalyzed on a regular basis. Online software tools, such as the Image Permanence Institute’sfreely available eClimateNotebook.com, can assist with data analysis. In order to assist in theanalysis,systematicallyrecordweatherconditionsandeventsinthebuilding,suchasbasementorwallleaksthatwouldaffectenvironmentalconditions.Onceoneyearofdatahasbeencollected,noteanyextremechangesinenvironmentthatmayhaveoccurredand,ifnecessary,consultanenvironmental engineer to determine the cause of any severe fluctuations and possiblemethodstoaddressthem.Anengineercanmakerecommendationsforcost-effectivechangesthatcanbemadetothecurrentHVACsystemssothattheycanfunctionmoreefficiently,oranupgraded system that will disallow the need for supplementary heating, cooling, anddehumidification.

c. Althoughenvironmentalcontrolsareinconsistentthroughouttheschoolbuilding,itisimportant

torecognizethatmanyoftheSTHScollectionsmaterialshavehadyearstoacclimatizetotheirspace.Sometimesartifacts,especiallythosethatarepermanentfixturesorfurniture,thathavebeenstoredinanenvironmentwithlackofcontrolsfordecadesmayhavealready“learned”toadjusttoseasonalchanges,andwouldbebetterservedtostayinthatenvironment.

3. TemperatureandRelativeHumidity

Newresearchindicatesthatsomeflexibilityinrangesoftemperatureandhumiditylevelsovertimemaybesafeforsomecollectionsmaterials,as longastherearenotextendedperiodsofextremeconditions,andthereiscarefulenvironmentalmonitoringanddataanalysisinplace.In 2009, the American Institute for Conservation (AIC) developed aworking group to recommend newenvironmental requirements for loans (as requestedby theAmericanAssociationofMuseumDirectors)thatreflectcurrentresearchinthisarea.TheAICgroupestablishedinterimguidelinesin2010,whichwillbefurtherrefinedinthecomingyears.Theinterimguidelinesare:

RecommendedGoal RecommendedRangeTemperature 59-77°F RelativeHumidity 45-55% +/-3%

Keep inmind that these are broad and general guidelines. While it is important to be aware of thesespecifications,evenmorevitalthanreachingidealtemperatureandrelativehumiditysetpointsistohaveanenvironmentthatdoesnothaveextremefluctuation.Extremes in relative humidity (below 40% and above 60%) can potentially cause irreversible physicaldamage inmany objects. Some artifactswill be better preserved in low RH ranges; for example,mostphotographicmaterialsshouldideallybestoredat20-40%RH.Complexobjectsthatareconstrained(e.g.scrollswiththeircompositelayersofmaterials,furniture,andwoodenframes)requiretighterparameters,as the different materials will expand and contract at different rates. Variations in temperature aregenerally better tolerated than variations in RH. However, higher temperatures increase the rate ofchemicalreactions,includingthosethatdecaypaper-basedmaterials.While itmaynotbepossibletomeet idealspecifications, itmaybefeasibletomitigatethefluctuationsandprovidemorestableconditions throughminormodifications to theHVACsystems.Thedoor to the


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schoolroomshouldbekeptclosedatalltimesinordertomitigateanypotentialswingsintemperatureandrelativehumiditywherecollectionsarestored.4. Light

All light isdamagingtocollections; lightdamage iscumulativeovertimeand irreversible. Light initiatesandaccelerateschemicalreactionsthatcauseweakening,brittlenessanddiscolorationofpaper,leather,and adhesives. Light also causes fading. Theprovisionof light levels thatmeet conservation standardsshouldbeaninstitutionalpolicy.Recommendedlightlevelsforcollectionsstorageandworkareasare:

Storage 10-50lux(1-5footcandles) <75µW/lm*CirculatingStacks 60-340lux(6-34footcandles) <75µW/lmReadingandWorkAreas 330-660lux(33-66footcandles) <75µW/lmExhibition 55-165lux(5-16footcandles)

fornolongerthansixweeks<75µW/lm

*µW/lm=microwattsperlumen

a. Volunteerstaffshouldbeawareofthedangersoflightexposure,andmakeeffortstocontrolitasmuchaspossible.Lightexposureisnotagreatconcernforcollectionsinstorage,aslightsareonly on when staff is working in the schoolhouse approximately one day per week. Lightexposureformaterialsintheopenandonexhibitionisofsomewhatgreaterconcern.

b. Daylightfromallwindowsshouldberestrictedwiththeuseofcurtains,blinds,orsolarshields,even if UV-filtering film is installed. While light is not a concern for the portions of thecollections that are boxed, it is of concern for those materials that are stored open on theshelvesandwalls,andthosethatwillbeexposedtolightduringresearchandprocessing.

c. All light fixtures in areas where collections are stored and used should be fitted with UV

absorbingsleeves,andwindowscoveredwithUVfilteringfilm,otherwiseshadesshouldbekeptclosedatalltimes.

d. Exhibition

Materials that are particularly prone to damage caused by light, such as books, photographs,paperdocuments,andtextiles,shouldideallyonlybeexhibitedforfiniteamountsoftime.Whenrotatingitemsonexhibition,considerthefollowingrecommendations:

i. Purchase or borrow a light meter to monitor light levels in potential exhibition spaces. If

exhibitionsaremounted,continuetomonitoronaconsistentbasis.

ii. Exhibit reproductions as much as possible. Use high quality facsimiles instead of originalphotographs,documents,orartwork.

iii. Considertheplacementofitemsonexhibitionsotheyarelocatedinareaswithlimitedlightexposure.Sensitivematerialsshouldbeplacedintheareaswiththelowestlightlevels.


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iv. Never leave paper-based artifacts on “permanent” exhibition unless they are considered

expendable.Frequentlyrotatesensitivematerials,suchasbooks,photographs,hand-writtendocuments,andtextiles.Recommendedlightlevelsforpaper-basedcollectionsonexhibitionis55to165luxfornolongerthansixweeks.

5. PestManagement

Even thougha large-scale infestationhasnotoccurredat STHS, aplan shouldbeput inplace todealwith theproblems thatarepresentand todetectnewpests should theyappear.Even theoccasionalpresence ofwater bugs is a concern.With the front door of the schoolhouse kept open, eating anddrinkingallowedinstoragespaces,andliveplantsandflowerspermitted,thereisalwaysthepotentialforpests.

a. IntegratedPestManagement(IPM)Program

STHSshouldconsiderdevelopinganIntegratedPestManagement(IPM)Plan.IPMisameansofdealingwithlivingpests,suchasinsectsandrodents,usingnon-chemicalmethods.IPMfocuseson preventing future pest infestations as well as managing infestations that may already bepresent,throughmeanssuchascontrollingtheclimate,foodsources,andbuildingentrypoints.TheIPMPlansetsascheduleofmonitoring,housekeeping,andidentificationofpeststhatmaybe found. IPM is the safest manner of pest control for cultural institutions, since chemicalpesticidesandcleanersmaycausedamagetocollectionsmaterial.

An IPMprogramcanbe implementedwith theassistanceofaconsultant familiarwith libraries,archives, andmuseum collections, andmaintained for all areaswhere collectionsmaterials arestored.AnIPMprogramincludesanassessmentofthecurrentpestmanagementproceduresandpotentialspotsofvulnerability;aprogramtomonitorpestsbyaroutineinspectionofcollectionsareas and placement of glue boards; the written recording of any pests found; the exactidentificationoftheinsectsorotherpestsifapestproblemorinfestationoccurs;andtheuseoferadication procedures appropriate to the specific pest and the infestedmaterials. The use ofappropriateeradicationprocedures,ratherthannonspecificspraysorpoisons,issaferforhumansandcollections,andisusuallymoreeffective.

b. Inadditiontoaregularvisualinspection,staffshouldplaceinsectglueboardsstrategicallyabout

thebuilding.Theyshould inspect thecollectionsandtheglueboardsona regularscheduleandrecordany insects found (approximatelyonceamonth.) If an insecthasbeencaught, theglueboardshouldbereplacedpromptlytopreventtheattractionoffurtherinsects.

c. Establish awritten protocol for inspecting all incoming collections to ensure that pests are notintroducedintothebuilding,andforcollectionmaterialsthatarefoundtohaveorsuspectedtohaveapestinfestation.Ifpossible,establishanareawherenewand/orinfestedmaterialscanbesegregatedforaspecifiedperiodoftime.Ifitwillnotbepossibletosegregatematerialinadesignated separate area, inspectmaterials immediately upon receipt or, if possible,while thematerialsarestillheldby theoriginatingdonor. Infestedmaterials shouldnotentercollectionsstorageareasiftheycannotbeadequatelyquarantined.


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d. InfestationProcedures

Thepresenceofpests shouldbeconsidereda symptomofa largerproblem. Investigating thecauseofthepestorinsectinfestationisanecessarypartoftheresponsetotheinfestation.Ifaninsectorpestinfestationoccursinthebuilding,consultwithanexterminatororpestmanagementconsultantwho has experiencewith cultural collections for appropriate eradication techniques.Beforethe introductionofanypesticidesorfumigationoccurs inthebuilding,researchshouldbe done to ensure that the proposed procedures would not harm the collections or people.Caution is needed in the assessment and use of pesticides as they present health hazards topeopleandpotentiallydamagingeffectstocollectionsitems.

e. Promotegoodhousekeepingpractices thatkeep theworkspacesandstorageareasclean.Goodand consistenthousekeeping is the first defense against pests. Prohibit foodanddrink in areaswherecollectionsareusedandstored.

6. Mold

It is importantforstafftoremainvigilantandaddressanysignofmoldassoonas it isspotted. Moldoutbreaks can seriously damage collections and can be a health hazard to staff and visitors, andremediationfromalargeoutbreakwouldbecostly.

a. The elevated levels of relative humidity at STHS leave collections at risk for more moldoutbreaks.Staffmustthoroughlysurveytherestofthecontentsinthebasementandincomingdonationsformoldgrowthandrespondasnecessary.

b. Anareashouldbeestablishedwherematerialswithmoldcanbesegregatedforaspecificperiod

oftime.c. The mold must be thoroughly cleaned off any incoming collection before they are physically

integratedintothecollections.Ifcollectionsstaffarenotcomfortabledoingthecleaningontheirown, and/or if the extent of necessary cleaning is too great to handle in-house, consult aconservator.

d. For collections that have mold damage, test with a small, natural-hair brush to determine

whether themold is dormant/inactive (dry and powdery) or active (soft and smeary). Activemoldwillcontinuetogrowanddamagecollections.Dormantmoldwillcausenofurtherdamageunless spores germinate and it becomes active oncemore,whichmay happen if the relativehumidityincreasesagain.Cleaningshouldbedoneaftermoldisinactivated.Attemptingtocleanactivemoldfrompaperorotherporousmaterialstendstoembedthemoldinthepaper.Unlessgreatcareistakentoavoidembeddingthemold,theresultcanbeworsedisfigurementandlossoflegibility.Inactivemoldcanbereadilyvacuumedorwipedawayusingdrysurface-cleaningmethodswithminimaladditionaldamageordisfigurement.Itisadvisedtoconsultaconservatorbeforedoinganymoldremoval,butitisimperativetodosoifmoldisstillactive.Aconservatorcanadviseonappropriateapproachestoinactivationand


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moldremovalbasedontypesofcollectionsmaterialsandphysicalcondition,aswellasprovidenecessarytrainingforstaff.

e. For valuable and/or fragile collectionsmaterials, a conservator or a skilled technician shouldcarryoutallmoldremoval.

Forstoragefurniture,enclosures,andsomecollectionsmaterials,suchaspapersorbooksthatare in stable condition, vacuuming is the most effective method for quickly removing dry,inactivemoldresidue.Vacuumingavoidsspreadingorfurtherembeddingthemold.Avacuumwithvariablesuctioncontrolsisalwaysrecommended.Allmoldcleaningproceduresshouldusethefollowingguidelines:• AnyvacuumusedtoremovemoldshouldbeequippedwithaHEPAfiltertopreventspores

from spreading. The exhaust should be directed into a fume hood or outdoors. Rig ahomemade ventilation system if necessary byworking at a table below awindowwith astrongexhaustfan.

• Alwaysusearespirator,goggles,andgloves.• Anypartsofvacuumsthatcomeindirectcontactwithmoldysurfaces/materialsshouldbe

cleaned with isopropanol (rubbing alcohol) or detergent. Rags used during the cleaningprocessshouldbechangedfrequently.Usedragsshouldbeplacedinaclosedcontainerandwashedindetergentand/orbleach,ordiscarded.Anyblottersorpapersusedfordryingorprotecting surfaces should be discarded. Place all disposable cleaning supplies in sealed,polyethylenebagspriortoremovingtheseitemsfromthe“dirty”areafordisposal.

• Tables,counters,andworksurfacesshouldberegularlycleanedwithisopropanol.

i. Tocleanpaperandporousmaterial:

• Liftmoldwithasoft,natural-hairbrushintoavariable-suctionvacuumdevice,or

• Vacuumpapersthroughafiberglassscreenhelddownoverthepaperwithweights.

• Dry cleaning using a grated vinyl eraser or vulcanized rubber sponge may benecessaryforthoroughcleaningaftervacuuminghasremovedmostoftheresidue.Ifaneraserisused,brushusederasercrumbsintothevacuum.Itisimportanttobeaware that the paper structure andmedia surface can be physically compromisedandweakenedbymolddamage;alwayshandleartifactsverygentlyandcarefully.

ii. Tocleanbindingsandboxes:

• Direct vacuuming using controlled suction is acceptable for boxes and books in

stablecondition.Adjustthesuctionofvacuumtoconditionofobjects.Bookshouldbevacuumedin-situ(onshelves)priortoremovalformorethoroughcleaning.


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• Aftervacuuming,bookbindingsandboxescanbethoroughlywipedwithdryragsorcleaned using dry eraser-cleaningmethods described above to remove additionalmoldresidueifnecessary.

• Booksshouldbeheldfirmlyclosedduringcleaning.Thepastedownandflyleafinsidethecovercanbevacuumedorsurfacecleanedasnecessary.

iii. Tocleanphotographs:

• Molddamagesanddestabilizestheemulsionthatformsthephotographicimageofmost prints andnegatives.Photographs, therefore, should not be cleanedwithouttheadviceofaconservator.

• Ifonlythebackofaprintexhibitsmoldresidues,itcanbeverycarefullycleanedin

thesamemanneraspaper.

f. Implement a formal mold monitoring plan. Collections staff should systematically inspectcollections,withascheduleandprocessforrecordingfindings.Hopefullyanyfuturemoldissuescanbeaddressedbeforetheyspreadandcauseextensivedamage.

7. Housekeeping

A regular housekeeping program is essential to the preservation of the collections. Having cleanconditionsisimportantforlong-termcollectionscareandforgoodemergencypreparedness.Dust,dirt,and debris can not only accumulate and cause damage to collections items, but also can potentiallycomplicate collections salvage operations. When materials are handled, dust and dirt will stain andabradepapersandbooks.Ifthereisadisaster,suchasawaterleak,therecoverywillbecomplicatedbythepresenceofdustanddirt.

a. STHS staff should formalize procedures and draft a housekeeping schedule and plan tosupplement theunwrittenprocedures thatare inplace. Thehousekeepingplan shouldoutlinethe frequencyofcleaning,products thatareacceptable touse,andacceptable techniques forcleaningareasaroundcollectionsmaterials.Ensurethatallhousekeepingschedulesandpoliciesincludeallareaswherecollectionsareused,includingthebasement.Thepolicyshouldprovidestrict guidelines andappropriate training indesired cleaningpractices that shouldbeusedbyanyonewhowilldothecleaning. Theplanshouldincludenotonlytheroomsthemselves,butalsostoragefurniture,enclosures,andcollectionsitemsthatarenotinenclosures.

b. Cleaning products can be a source of interior pollution. The contents of any cleaning andpolishingproductsbeingused incollectionsstorageareasshouldbeevaluatedtodetermine ifanyshouldbereplacedwithoneslessharmfultotheinteriorenvironmentandcollections.Forexample, cleaners containing peroxides or ammonia should not be used in proximity tocollections.

c. Food and drink should be prohibited in any area where collections are stored, and

limited/monitoredifpossibleinallspaceswherecollectionsareused.


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D. SecurityandEmergencyPreparednessD.1 FindingsandCurrentConditions

a. Security

i. TheSTHSbuildingisexposedtothestreetandcanbeeasilyaccessedthroughtheadjacentrear

parking lot. Being closed most of the week, it is fortunate that the STHS building andsurroundingpropertyhavenothadproblemswithbreak-insor incidentsofcrime.There isnocentralizedintrusionsecuritysystem,bells,oralarms,andstaffnotedthatthewindowsarenotsecure. Inaddition,thebasementdoordoesnot lock.Theonly lightsarethosethat illuminatethewalkwaytothebuilding.

ii. Researchers and visitors are alwaysmonitored and in view of staff, but there are no officialhandlingguidelinesor registration forms inplace forpatrons, andvisitorsarenot required tocheckbagsandcoatswhenusingcollections.

iii. There are no procedures in place to document thefts or vandalisms. The lack of a complete

inventoryisalsoasecurityconcern,sinceintheeventofatheftordisasteritwouldbedifficultorimpossibletoknowwhatwaslostordamagedwithoutacomprehensivelistofholdings.

b. FireDetectionandSuppression

There is no fire detection or suppression system in place at STHS,which is of particular concernbecause the building is unoccupied formost of theweek. There is one fire extinguisher locatedonsite.

c. EmergencyPreparedness

STHS does not have an Emergency Preparedness and Response Plan. Some basic supplies foremergencyresponsemaybeonhand,buttheyhavenotbeenidentifiedassuchandconsolidatedinto a response area or kit. Staff members have not been trained in any emergency responseprocedures. Salvageprioritieshavenotbeenestablishedforthecollections. Fortunately, thesitehasnotsufferedanycollections lossorseveredamageas theresultofanyemergencyordisasterincidentinrecentyears;thefirsttwoiterationsoftheschoolhousebuildingburneddownandhadtoberebuilt,butthatwashundredsofyearsago.

D.2 Recommendations

Lossofcollectionsmaterialsduetotheft,carelessness,ordisastercanpotentiallydevastateacollection.The collections staff shouldwork to carefully evaluate current security plans, first in termsof staff andvisitorsafetyandsecondarilyinregardstocollectionssafety.1. Security

While STHS has been fortunate not to have any major incidents, there need to be better securityproceduresandsystemsinplacetoensurethattheycanprovidetheneededprotectionforstaff,visitors,


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and thecollections. Securityprocedures shouldbe reviewedonanannualbasis. Staffing levels shouldreflectthesafetyrequirementsforstaffandthecollections.

a. TheVicePresidentnotedthatthereisverylittlefundingforacentralizedalarmsystem,butSTHS should consider installing a security camera that will monitor the exterior andperimeteroftheirproperty.

b. Atminimum,additionallightsshouldbeaddedtotheSTHSpropertytoilluminatetheentire

property and drives leading up to the building, not just thewalkway to the schoolhouse.Securitylightsthattriponwhensomeoneisclosetothebuildingwouldberecommended.

c. Toensurebetterprotection,windowlocksshouldbeupgradedorrepaired.

d. Researchersandvisitorsshouldberequiredtoregisterandreviewhandlingguidelinesprior

toaccessingthecollectionsmaterialsatSTHS.

e. Consider installing an additional handle on the basement door so that a pad-lock can beused.Ifthisisnotfeasible,considerconstructinga“cage”inthebasementinwhichtostoreanycollectionswhichmightremainthereasanadditionallevelofprotection.

f. STHS shouldmaintain close relationshipwith the local police department and emergencyresponders, to fosterknowledgeandunderstandingof thesiteand its importance,andtoprovideallnecessaryinformationshouldassistancebeneeded.

g. Completeanupdatedinventoryofthecollection(includingobjectsthatareconsideredpartof thecollectionbuthavenotyetbeen formallyaccessioned),whichprovidescentralized,comprehensiveknowledgeoftheSTHScollectionsintheeventofatheftordisaster.

h. STHSshoulddevelopafullsecuritypolicythatcoversdocumentingtheftsandvandalism,as

well as day-to-day procedural details regarding the protection of collections. This can bewritteninconjunctionwithanEmergencyPreparednessandResponsePlan.

2. Fire

Althoughmanyoftherisks for firecanbemitigated,thereareuncontrollableeventsthatcancauseafire,suchashumanerrorandarson.Theneedforadequatefiredetectionthroughoutstorageareasiscriticalbecauseofthespeedandtotalityofthedestructionandlossofmaterialsthatcanoccurinafire.

Periodicallyevaluatethefireprotectionneedsforthecollections.TheNationalFireProtectionAssociation(NFPA)hasanumberofpublicationsthatcanassistinassessingthefireprotectionneedsofaninstitution.ThereisausefulassessmentchecklistintheNFPA909Standard(seebelow).

a. ThereisnofiresuppressionsystematSTHS.Ifafireweretooccur,itmayspreadveryquickly

andthedamagetoorlossofcollectionsmaterialscouldbehigh.Incorporatingabuilding-widesuppressionsystemwithinthehistoricstructurewouldbeamajor,costlyendeavorthatmaynotbefeasibleforSTHStoundertake,soitisimportanttoknowhowafirewouldaffectthesiteandtakeallprecautionarymeasures.


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b. Purchase automatic fire detection equipment such as smoke/heat alarms and detectors,whichcan be discreetly installed in the building, including in the basement. The detectors should becentrally monitored since the building is unoccupied many hours each week. Once installed,smokeandheatdetectorsshouldbeinspectedannually.

c. Purchaseatleastoneadditionalhand-heldfireextinguishertohaveonhandinthebasement.At

leastoneshouldbeavailableoneachfloor.

d. Ensure that fire extinguishers are inspected on an annual basis. Fire extinguishers’ locationsshould bemarkedon floor plans that are postedon each floor. Provide training for use andmaintenance.Aneasyonlinetrainingtutorialisavailableat<http://www.fireextinguisher.com>.

e. Annuallyreviewproceduresforevacuation.

f. Maintainclosecontactwiththelocalfiredepartmenttofamiliarizethemwiththemissionandsignificanceof thecollection. Invite themtoconductan inspectionof thesite;suchsitevisitsoftenresultindiscoveriesofpreviouslyunseenfirehazards.SharetheEmergencyPreparednessandResponsePlanwiththefiredepartmentpersonnelandresponders.

g. Maintain an ongoing emergency and fire safety program, including fire drills for staff and

volunteers. Emergency preparedness training should be a component of the staff orientationtrainingprograms.

h. Fireexitsandevacuationroutesshouldbekeptunobstructed,clearlyidentified,andwellmarked

onfloorplans.

i. Paints,solvents,andanyothertoxicorflammablematerialson-siteshouldbemovedtoafire-ratedmetalcabinetstoredseparatelyfromthecollections.

Resource:National Fire Protection Association. NFPA 909: Standard for the Protection of Cultural Resources

IncludingMuseums,Libraries,PlacesofWorship,andHistoricProperties.Quincy,MA:2013.Availableforpurchase,oronlineasaread-onlydocument.Requiresfreeregistration:<http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=909>

3. EmergencyPreparedness

The provision of adequate emergency preparedness systems and procedures, including internal andexternal security systems, fire detection and suppression systems, emergency response and recoveryplans, evacuation routes, emergency supplies on-site, and staff training in emergency procedures, isneededtominimizetheriskoflossofmaterialsandtoensurethesafetyofstaffandvisitors.Preparation,mitigation,andswiftandappropriateresponsearecosteffectiveapproaches.Responsetoasmallormajordisastershouldbeasquickaspossible.ItisessentialthatSTHSmaintainproceduresthatallowforfastandcoordinatedresponseanddecisionmakingintheeventofadisaster.Proceduresneedto be in place so supplies and hiring of consultants and vendors for recovery efforts can be procuredquickly.


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An Emergency Preparedness and Response Plan is an integral part of a comprehensive PreservationProgram.Thepreparationandcontinuedupdatingofaplanhasseveralbenefitsincludingidentificationofareas of risk and hazards, establishment of procedures and systems to mitigate potential risks,determinationofcollectionspriorities,anddevelopmentofproceduresforquickresponsetolimitdamagetocollections.

a. STHSshoulddevelopawrittenEmergencyPreparednessandResponsePlan,perhapsusingan

onlinetoolsuchasdPlanordPlanLiteforguidance<http://www.dplan.org>.b. Onceinplace,reviewandupdatetheplanonanannualbasis,ormorefrequentlyifnecessary,

withastaffmemberassignedthisresponsibility.

c. Assignvolunteerstaffrolesduringcollectionsrecoveryaspartoftheplanningprocess.

d. CopiesoftheEmergencyPreparednessandResponsePlanshouldbekeptoff-siteathomesofrelevantvolunteerstaffandboardmembers. Proceduresshouldbedevelopedtoensurethatupdatedcalllistsandsupplierlistsaredistributedtoallwhohaveanemergencymanual.

e. Developandmaintainaneasy-to-useemergencyflipchartorotherquickuseguideforimmediate

responsetoanemergency.Acondenseddisasterplanwillbeusefulfornon-collectionsstaff.

f. Compilea listofcollectionsmaterialsthatareapriorityforsalvageaspartoftheplansothatnon-collectionsstaffandnon-collectionsemergencyresponderscanretrievethematerialsintheeventthatthecollectionsareascannotbeimmediatelysecuredforstaffentryafteradisaster.Periodicallyreviewandupdatethesesalvagepriorities.

g. If feasible, installwateralarms thatare incorporated into the centralizedalarmsystem in thebasementstoragespace.Thewateralarmswillgivethestaffearlywarningofwaterinfiltrationintothespacefromafloodorleakingpipe.

h. Planperiodic training sessionsonemergencypreparedness for the volunteer staff andboard.

Ensure that staff is appropriately trained to respond in the event of an emergency includingevacuation, personal safety, and collections salvageprocedures.Allmembersof the responseteamshouldbetrainedinemergencyresponsesalvageandrecovery, includingtheproperuseof fire extinguishers. Assign staff roles during collections recovery as part of the planningprocess.

i. Copiesofallcriticalandvitalrecords,suchas inventories,personnelrecords,catalogingrecords,

accessionrecordsandemergencyplans,shouldbestoredoff-siteinasafelocationtoensuretheirsecurityandaccessibilityintheeventofadisaster.Documentationforinsuranceordisasterreliefaidcanbemadeonlyifafullinventoryisavailable.

j. Maintainastockpileofemergencysupplieson-site,suchasplasticsheeting,plasticgloves,arollof

unprintednewsprintpaper,sturdyboxes,papertowels,acamera(todocumentemergency),etc.Alistofsuppliestohaveonhandforemergencyresponsewillbeincludedwiththeappendicesofthisreport.


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k. Befamiliarwithinsurancepolicies.Ensurethatthereisappropriatecollectionsdocumentationrequiredforinsuranceclaims.Considerinsurancecoverageforcollectionssalvage.

E. CollectionsCareandStorageE.1 FindingsandCurrentConditions

ThevolunteerstaffandboardatSTHShaveaccomplishedanumberofpositivestepstowardthelong-termcareofthecollections,andshouldbecommendedfortheirefforts.Staffmembershavebeenwelltrained in and are enthusiastic about preservation, processing, and other aspects of collections care;shortfallsshouldnotbeseenasalackofknowledgebutaregenerallyaconsequenceoflimitedfunding,stafftime,andspaceon-site.

a. DigitizationandReformatting

STHS has started working on digitizing the collections, but they do not have a formal DigitalPreservation Policy. STHS is also working onmaking the collections searchable on their website,particularlyoralhistories, findingaids,typedhistories,postcards,andsomephotosthattheyhavealreadyuploaded.

b. Exhibition

i. Theschoolroomhousesseveral itemsonpermanentexhibit, includingaSoleburyframed1857map; a Farmer’s Club photograph hung in a framewith an acidicmat, protectedwith a darkcloth;anda framedstockcertificatehungabove thephotographwithoutprotection fromtheelements. STHS’smost valuable item in the collection, aRevolutionaryWarBowl, is currentlyexhibitedinaUV-restrictingglasscase.

ii. Collections on exhibition are vulnerable to damage from both visible and UV light from

windows,doors,andlightingfixtures.Thepotentialforfadinganddamagetothesepaper-basedmaterialsisespeciallyhigh.

c. CollectionsStorage

Some of the largest projects ahead for STHSwill be to continue processing their collections, andrefinehousingfora largeportion. Notesoncondition(includingconcerns) inSTHSstoragespacesareasfollows.Thislistisnotcomprehensive.

i. Unprocessedcollectionsaresomewhatdisorganizedandnotstoredoptimally. Collectionsare

storedincardboardboxesthatarelikelyacidicorplastictubsthatarenotappropriateforlong-termstorage.Inseveralareas,boxesandcollectionsmaterialsarestackedontheground.Thisisfound with collections of unprocessed certificates, school records, autograph books,sketchbooks,andrecipeboxes.

ii. Thebasementdoesnotofferaconsistentlyappropriateclimate,andstoringcollections insideof, underneath, and incorporated with items that are already affected by mold creates a


46

compromisedarrangement.Thematerialsthatarepresentlystoredinsuchspacesaresubjecttogreatdamage.Objectsareinboxeswithoutspacers,incabinets,placeddirectlyonshelvesandtherefore accumulating dusty, or kept in spaceswithmoldymaterials andmoisture.As theseitemswerenotthoroughlytreatedandcleanedbyaconservatortoremovethemold,this isaconcern.Evenifthemoldisnotactiveandnotlikelytocausefurtherdamagetothecollections,these materials should be removed from the enclosed space (which could be creating adetrimentalmicroclimate)andthoroughlycleaned.

iii. Anassortmentofobjects,someofwhichmaybeconsideredcollectionsmaterialsandsomeofwhich are clearly not, are presently stored locked in a metal cabinet in the basement. Thiscabinetcontainssuchvaried itemsasbankpapers,AVmaterials,oralhistorycassettes,easels,beer,andaprinter.Itisnotrecommendedtostorecollectionsmaterialsinter-mixedwithnon-collections.

iv. STHSisintheprocessofreorganizingstoragespacesintheschoolroom,includingbuildingwood

shelves, rearranging storage furniture, and adding more vertical filing cabinets. Rearrangingstoragespaces toprovidemoreappropriateconditions forcollections isapriority,asmanyofthestoragearrangementsatthetimeofthesitevisitwerenotideal.Bookshousedonshelvesdirectlybelowwindows,forexample,aresubjecttounduelevelsoflightexposure.

v. Whilesomecollectionsarehousedinquality,acid-freeenclosures,someboxesandenclosures

areolderandmaylikelybeacidic.vi. Therearenumerousframeditemsthat likelydonotneedtostayintheirframes. Theframes,

whichare likelynot valuableor significant to the itemscontained,are takingupundue spaceandmayevenharmcollectionswithiniftheyarenotmadeofpreservation-gradematerials.

E.2 Recommendations

1. DigitizationandReformatting

Digitization and other methods of reformatting can be the final step in processing collections. Itprovidesausecopysothatoriginalscanbestoredandusedinfrequently.Limitingtheuseandhandlingof theoriginal,whichmaybebrittle or damaged, reduces risk of further damage. However, it aloneshould not be seen as a preservation method because it preserves the information but does notpreserve the artifacts. While care must be taken in considering digital imaging as the format forpermanent collections, this technology provides the benefit of enhancing retrieval and access. Theconversionofcollections todigital formatwillenablestaff tostoreoriginalmaterials, thuspreventingunnecessarydamageasaresultofuse.STHS staff needs to continue to keep up-to-date on preservation issues regarding new digitaltechnologies.

a. A formal Digitization and Reformatting Plan should bewritten for the collections to support,

describe,andprovideguidelinesforallprojects.Criteriaforselectionshouldbespecified.Thisplan will drive goals and set best practices for procedures going forward. It will help STHS


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determine capabilities and priorities, and help staff decide whether they should pursuedigitizationin-houseorthroughanexternalvendororinitiative.

ADigitizationPlancanbedefinedasfollows:Adocument thatdelineatesan institution’sprioritiesandselectioncriteria forchoosingwhichmaterial to digitize/reformat; explores the digital asset management plan once electronicsurrogates have been created and must be stored; and may explain basic proceduralinformationsuchascareandhandlingwhiledigitizing.Thispolicyshouldalsoincludeatleastastatement regarding intellectual propertyof items that aredigitizedand their surrogates thatarecreated.

b. Collectionsthathavethepotentialtobeheavilyused,particularlyiftheycontainmultiplemediaand/orhavefragileorcompromisedportionssuchasscrapbooksandphotographs,shouldhavereproductionaccesscopiesavailablesothatoriginalscanbesafelystoredandhandlingcanbeminimized.

c. Collectionsstaffmustcontinuetobeawareofstorage,access,andpreservationneedsfordigital

files,andexploreoptionsfordigitalassetmanagementsystems.Anydigitalsurrogateswillneedstorage space, arrangement, and ongoing preservation initiatives just as their physicalcounterpartsdo.

d. Considerapplyingforagranttofundthisdigitizationinitiative.

Resource:CornellDigitalImagingTutorial<http://www.library.cornell.edu/preservation/tutorial/contents.html>

2. Exhibition

RotatingexhibitionsmightbeanopportunityforSTHStoraisetheprofileoftheircollectionsandinvitemorevisitors;staffmustbeverycautioustoalwayskeeppreservationasatoppriorityifthisshouldhappen.

While exhibition is not a key aspect of STHS’s mission, if they do ever begin to mount rotatingexhibitions they should develop an Exhibition Policy to stipulate rotation schedules, selectioncriteria,andguidelinesforpreservationofthosefewitemsonpermanentexhibit.Somestrategiesforprovidingasafeexhibitionenvironmentinclude:a. Anexhibitionpolicyshouldbewrittenandimplementedthatestablishesarotationschedulefor

sensitivematerials(suchasphotographs,textiles,andinteriorpagesofbooks),ahousekeepingschedule and procedure list for exhibitions, light level requirements, exhibit materialspecifications,andexhibitfurniturespecifications.

b. Keepalogofallcollectionsmaterialsplacedonexhibitionandthelengthoftimetheywereon

display;thiscanbenotedontheobjectrecord.


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c. Wheneverpossible,exhibitqualityfacsimilesinsteadoforiginalpaperitems.Considerreplacingtheframedmaterialscurrentlyonpermanentexhibitionwithprinteddigitalsurrogates.

d. Examineallhanginghardwareandwiresonframedmaterialsandevaluateforsoundness.e. Exhibited objects should not overlay each other; overlaying can cause permanent “shadows”

fromresultinglightdamage,aswellasfadinganddiscoloration.f. Exhibitionsuppliesand furnitureshould take intoconsideration thepreservationneedsof the

piecesonexhibit.Anymaterialsthatareusedinanexhibitionshouldbechemicallystableandnot emit any gasses. When on exhibition, artifacts should be fully supported in order tominimizestressanddamagetothepiece.

g. Security conditions need to be evaluated in areas identified for exhibition space and any

necessaryimprovementsimplementedpriortoinstallation.

h. Developwaystominimizetheexposureoflightonexhibitionmaterials.

Recommendationsfortheappropriate lengthof lightexposureduringexhibitiondependuponthe typeandconditionof the item,suchas the typeofpaper (ragorwoodpulp), the typeofmediumandcolor,sensitivitytolightdamage,degreeofdamage,theirreplaceability,etc.Asageneral rule, a book, work of art, artifact on paper, textile, or photograph should not be onexhibitionatthebelowrecommendedlightlevelsformorethansixweeks.Thisexposuretimecan be shortened or lengthened depending upon the specific item and the exact light levelwithin the range. Advice froma conservator canhelp setanappropriate lengthofexhibitiontimeinrelationtolightexposure.Recommendedlightlevelsforpaper-basedcollectionsonexhibitionare55-165Lux. Somemethodsoflimitinglightdamagetoartifactsonexhibitionare:

• UV filtering film can be placed on the glass in exhibition cases in order to limit UV light

exposure.• Considertheplacementofitemsonexhibitionsotheyarelocatedinareaswithlimitedlight

exposure.Sensitivematerialsshouldbeplacedintheareaswiththelowestlightlevels.• Rotatesensitivematerials,suchasbooks,broadsides,photographs,maps,andtextiles.Itis

generally recommendedthatpaper-basedmaterialsdisplayedat theaboverecommendedlight levels be rotated every six weeks. Collections items should not be on permanentexhibitionunlesstheyareconsideredexpendableinthelong-term.

• Purchaseorborrowalightmetersolightlevelreadingscanbetakenwhenexhibitionsareinstalled. Thereadingscanhelpmakegooddecisionsaboutwheretoplace lightsensitivematerials.


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3. Storage,Processing,andRehousing

Allcollectionsitemsshouldbestoredinwaysthatminimizedamage.Provisionofastableenvironment,security,adequate space,proper storagematerials, andappropriate furniture is crucial forensuring thelong-termpreservationofthecollections.Storagematerials for collectionsmaterials should be carefully chosen. Good storage enclosures canhelp to protect collections but poor quality enclosures can create a more inhospitable storageenvironment.Itisimportanttorememberthatjustbecauseaproductiscarriedinan“archival”catalogdoes not mean that it is appropriate to use with collections; collections caretakers must also beinformedconsumers.Theterm“archival”isacommercialtermusedtodescribematerialsthatmanufacturersfeelaresuitableforlong-termstorage.However,thetermhasgainedsuchabroaddefinitionthatthewordhasbecomenearly meaningless. Rather than assuming something labeled “archival” is safe to use with thecollections,usespecificrequirementstoensurethatthematerialsareappropriate.ForSTHS,materialspurchased for the storage should be labeled as acid-free, lignin-free, and buffered. Any storagematerialsusedforphotographiccollectionsshouldbelabeledaspassingthePhotographicActivityTest(PAT).Definitionsofthesetermsareinthechartbelow.

Term DefinitionAcid-free Acid-freeisatermusedtodescribepapersorboardsthatarebetween

pH6.0–9.0atthetimeoftheirproduction.Thisdesignationdoesnotguaranteethatthematerialdescribedisgoodforcollectionsstorage,asitmaybecomeacidicasitages.Itisimportanttoalsolookforproductslabeledlignin-free.

Lignin Papermadefromwood-pulpmightcontainlignin,whichisanaturally-occurringcomplexaromaticpolymer.Havinglignininapaperwillcausethepapertorapidlybecomeacidic,brittle,andyellowed.Newspapersareusuallyprintedonawood-pulppapercontaininglignin.However,notallwood-pulppaperisbad.Wood-pulppapersthathavehadtheligninchemicallyremovedcanbeassafeascotton-basedpapers.Lookforproductslabeledlignin-free.

Buffered BufferedpaperenclosurescontainanalkalinematerialthatelevatesthepHofthepapertoa7.5-9.5range.Bufferedpapers,paperboards,andmatboardscontainanalkalinereservematerialsuchascalciumcarbonateandhaveapHbetween7.5and9.5whichisintendedtoneutralizeacidsastheyareformed.Bufferedmaterialscontain3%(byweight)ofcalciumcarbonate,whichisaddedtothepaperpulpduringthemanufacturingprocess.

Therearenumerousrecommendedstorage,processing,andrehousingactivitiesthatlieaheadforSTHS.DetailedadviceonanumberofdifferentcollectionformatsisprovidedinSectionVI,GeneralCollections


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Care Information. The following points include recommended actions thatwere discussed during thesitevisit,andmaynotcoverthetotalityoftasksthatshouldbeaccomplished.

a. STHSshouldaddress theirprocessingbacklogby firstdevelopingaprocessingplan, supported

with written guidelines. Staff will need tomake decisions regarding a timeline and order inwhich collections and/or portions of collections will be processed; policies on maintainingoriginalorderversusseparating/integratingcollectionsbyformat;preservationproceduressuchasremovingstaplesandpaperclips,unfolding,etc.;andwhenpossible,identifystaff,volunteer,and possible intern responsibilities going forward, and identify areas for which additionalstaffingmaybenecessary.

b. SomespacethatcouldbeusedforcollectionsstorageatSTHSiscurrentlyoccupiedbymaterialthat may be outside of Solebury Township’s collection scope. If this material can bedeaccessioned,areasmaybere-evaluatedandfitforefficientstorage.

c. Aspartoftheaboveplanningprocess,compileaproceduresmanualtoensureconsistencyand

provide information on accepted practices for present staff, committee members, othervolunteers,andinterns.

d. The basement does not offer a consistently appropriate climate. Collections without mold

should be removed from the basement and separated from spaceswithmore environmentalthreats.Ifitisnotpossibletoremoveitemsfromthebasement,itishighlyrecommendedthatthe entire basement storage space be reorganized, possibly even renovated, with collectionsstoredinboxesonopenshelvingratherthaninclosedcabinets.

e. As discussed during the site visit, books that are currently on shelves belowwindowswill be

movedtothenewlybuiltbookshelves.

f. Wood is not ideal for collections storage furniture;wood,wood composites, and somewoodsealantsandadhesivescanemitharmfulacidsandothersubstances.A levelofprotectioncanbe gainedbyplacing inertmaterial like acid-freematboardor a sheetofMylar between thewoodandthecollections.Woodenshelvesanddrawersshouldbelinedwithsometypeofthisbarrier material. An extra layer of protection can be added by inserting small books orpamphletsintoMylarenclosuresorL-sleeves.

g. Checkall storageboxesandenclosures for acidic contentwithanAbbeypHpen, and replace

any boxes or enclosures with significant acidic content with acid-free lignin-free housingmaterials. Any new boxes or other enclosure materials, such as sleeves or folders that arepurchasedshouldbeacid-free.

h. Placephotographsintoindividualinertplasticsleeves(madeofpolyester,polyethylene,orother

materials that pass the Photographic Activity Test). Once housed in individual sleeves thephotographs can then be placed into acid-free folders and appropriately sized boxes. Ifphotographs are not placed in their own separate polyester sleeves, theymust be separatedfromeachotherwithacid-freeinterleavingpaper.


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i. Whilethereisatleastoneflatfileunitusedforoversizeddocuments,posters,maps,etc.,withinthisflatfile,materialsshouldbeplacedintoappropriatelysizedfoldersthataremadetofitthesizeof thecontaineror filedrawers forconsistencyandeaseof retrieval. Flat files shouldbeorganizedso likematerialsarestoredtogether. Ingeneral, it isalwaysrecommendedthat likematerials are stored together. Materials should be stored in acid-free buffered folders, withfolderscuttofitthesizeofthedrawerandnotthesizeoftheobjectitcontains;thisminimizesshiftingwithinthedrawers.Itemswithintheflatfileshouldbestoredbysize,withsmalleritemsontopoflargerpiecestohelppreventdistortionwhileinstorage.

j. Allcollectionsmaterialsinstorageshouldbekept4”-6”offofthefloor,onpalletsorrisers.Any

drawersorcasesurfacesholdingpaperorothervulnerablecollectionsmaterialsshouldbelinedwithabarrierofacidfreecardstockorMylar.

k. Rolledmaterialsshouldbestoredrolledaroundanacid-freetube,nomorethan15to20sheets

ofpaperperroll.Multipleitemsshouldberolledasoneunit,notsequentially.Thetubemustbeatleast4incheslongerateachendthanthelengthoftheitems.Aprotectivecovering,suchasacid-freeunbufferedtissueorapolyethylenesleeve,shouldthenbeplacedover thepiece.Archival suppliers sell acid-free boxes specifically for the storage of rolled works on paper.Documentsshouldnotberolledandslippedinsideatubeforstorage;onceinsidethetube,thedocumentwillunrolltofilltheinteriorspace,makingsaferemovalveryproblematic.

l. Mostframeditemsinstoragecanlikelyberemovedfromtheirframes,andstoredindocument

boxesorflatfiles.Ifcertainframesthemselvesaresignificantandshouldremainwiththeitems,provideverticalstorageforframesonshelvesorpaddedrisers.Useheavyboardstockbetweenframedobjectstoprotectfromdamage.


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VI. GeneralCollectionsCareInformation

Thissectionof theassessment includesgeneral recommendations forhousingcollectionsmaterialsbyformat. The information contained below should be used in conjunction with the specificrecommendationsinsectionIII,Ewhenmakinghousingdecisionsforthecollections.ArchivalMaterials

Themainconcernsforthepreservationofarchivalmaterialsaretheprovisionofadequatestoragespace,properstoragematerials,aplaceforsafeusage,andprovisionofappropriatefindingaids.

1. HandlingandAccess

With archival collections, use of original collections items should be limited. If part of a collection isusedfrequently,considerationshouldbegiventophotocopyingordigitizingthoseitemsthatareofhighvalueor regularlyused inorder to limituseandhandlingof theoriginals. Havingaduplicatecopyofarchivalmaterialsalsoallowsstafftostoretheoriginalinsafeandappropriateenvironmentalconditionswhilestillhavingeasyaccesstoausecopy.Duplicationcanbedoneonanasneededbasis,asaroutinepracticewhenitemsareoriginallytaken,orselectivelyforfrequentlyuseditems.

2. Storage

As collections are being arranged and described, transfer materials into appropriate housing.Collectionscanbestoredinboxesorfilecabinets.Ensurethattheboxeschosenforarchivalcollectionshave lids. Assuring that lids are placed on boxes reduces the amount of dust and dirt that mayaccumulateonthedocumentsinside.Inaddition,ifboxeshaveopenspacesonthesidesforhandles,besurethatthesearealsocoveredtoreducethedustanddirtfromaccumulatinginsidethebox.

Boxesshouldbemadefromacid-freepaperboard.Paperboxesarepreferredaboveothertypessuchasplastic,evenhardplasticthatwillnotleachharmfulchemicalsintotheboxes’content.Paperboxesactasanenvironmentalbuffer;forexample,inanoccurrenceofhighrelativehumidity,theboxitselfcouldabsorbsomeofthemoisturefromtheairandthuscreateabarriertoprotectthecollectionswithin.Inaddition,paperhasthecapabilityto“breathe”anddoesnotcreateamicroclimate.Ifitemsareplacedinaclosedplasticbox,anypollutants(includingacidfromacidicpaper,andchemicalsfrommanyinks)or adverse environmental conditions trapped inside the box will not be able to escape and willacceleratetheagingprocessofthematerialswithin.

i. Storeallarchivalboxesinanupright,verticalposition.Storingboxeshorizontallycreatesalarge

amountofweightandpressureonthosematerialsthatarestoredatthebottomoftheboxes;by storing the boxes vertically, theweight and pressure is distributed evenly throughout thebox.

ii. Reviewallofthestorageboxesandcabinetstoensurethattheyarepackedproperly.Archival

boxes should not be packed so tightly that the boxes are heavy and folders are difficult toretrieve,norshouldtheybepackedsolooselythatitemswithinareslumping.Forthoseboxesthatareoverfilled,separatethecontentsoftheboxesintotwoseparateboxes.Forthoseboxes


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thatarenotfullenough,insertspacersmadefromacid-freeboardthatkeepmaterialsupright,orcreatelargerspacersbycuttinginertfoamsuchasEthafoam.

iii. Records should be stored in folders or sleeves for additional support, not loose in a box.Envelopescanbeused,but it ishardtosafelyretrievefragile itemsfromanenvelopewithoutriskingdamage.

iv. Ensure that file folders are not overfilled. Archival quality folders can be scored to

accommodatedifferentamountsofpaper.

v. Whileprocessing,removeallfasteners,suchaspins,paperclips,staples,andrubberbandsfromthe documents. If fasteners are essential, purchase stainless steel paper clips, which aresturdierandcauselesswarpingoftheoriginalsthanplasticpaperclips.

vi. Brittle, paper-based archival materials can be backed by acid-free, buffered paper such as

MicroChamberorPermalifeandinsertedintopolyesterL-sleevesforprotection.

vii. Boxes, file folders, envelopes, and wrappers that house paper-based collections should bebuffered to a pH of 8-8.5 and have an alkaline reserve of 1-3% calcium carbonate. Supplycompanies should be able to provide the specifications for their materials. Catalogs andsuppliers use a variety of terms for housingmaterials, such as archival quality, acid-free, andPerma/Dur. Regardlessof thename,ensure that thematerialsmeet thespecificationsstatedabove.

Checkallarchivalboxes,folders,andotherhousingmaterialsforacidiccontentwithanAbbeypH pen. This testing pen should never be used on collectionsmaterials. Boxes and housingmaterialswithsignificantacidiccontentshouldbereplaced.

viii. Segregate highly acidicmaterials, such as newspaper clippings, fromothermaterials either in

separatefoldersorseparatelocations.Photocopythenewspaperclippingsontoacid-freepapertokeepasthepermanentcopy.Theoriginalscanbediscardedorsavedforexhibition.

ix. Allfoldersshouldbelabeledinpencilforeasyaccessandtoeliminateunnecessaryhandlingof

materials.Afterthecollectionsarearrangedanddescribed,locationnumberscorrespondingtothe inventory, finding aid, or folders will also eliminate unnecessary handling. Do not usepressuresensitivelabels,suchasPost-it™notes,whichwilleventuallyfalloffoffolders.

x. Takecarewithstorageandhandlingoffragileandbrittlematerials.Itispossiblethatafolded

itemmightbreakorcrumblewhilebeinghandled.Ifanitemappearstobethisfragile,donotopenorremovetheitemandriskfurtherdamage.Consultaconservatoraboutprocedurestoflattenbrittleanddamagedmaterials.

3. ConservationTreatment

Fragile, damaged, and rare materials should be assessed for their treatment needs. Conservationtreatment by a qualified conservator should be considered for materials that are historically andartifactuallyvaluable.


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Whenevermaterialissubmittedfortreatment,aconservatorshouldprovideawrittenconditionreport,treatment proposal, and an estimate, which must be approved before treatment is begun. TheAmerican Institute for Conservation (AIC) can provide a copy of the professional Code of Ethics andStandardsofPractice.BoundMaterials(Books)Themajorconcernsforboundmaterialssuchasbooksaremaintainingstableenvironmentalconditionsthat meet conservation standards, ensuring that all of the fragile volumes have been identified sostrategiesforhousingandtreatmentcanbeimplemented,anddevelopingstrategiestolimithandlingofthemostfragileandvaluablematerials.1. StorageofBoundVolumes

i. Storevolumesuprightorflat. Avoidshelvingorstoringthevolumesontheirforeedge.Large

volumesshouldbestoredflator,ifnecessary,spinedown.

ii. It is important that bookends be provided for support. When new bookends are purchased,theyshouldhaveathickprofile,asopposedtothethinsheetmetalvarietythattendstocutintobindingsandtextblockedges.

iii. Volumes that are exceptionally rare, fragile, damaged, or highly susceptible to light damage

shouldbestoredinacid-freeboxes,cardwrappers,orinacid-freepaperwrappers.

iv. Establish procedures for the selection of materials for boxing, wrapping, and repair. Theselectionofatreatmentoptioninvolvesabalanceoffactorsincludingtheconditionofanitem,availabletreatmentoptions,use,storageconditions,exhibitionneeds,intrinsicvalue,historicaland research value, and significance to the collections as defined by the collectionsdevelopmentpolicy.Costoftreatmentoptionsandavailablefundsarealsofactorstoincludeinthedecision.Treatmentoptionsshouldbeinvestigatedonaregularbasis.

2. GeneralHousingInformationforBooks

Thereareavarietyofwaystoprovideadequatesupportforstorageandprotectionofboundmaterials,suchasacid-freeboxes,cardwrappers,polyesterfilmjackets,polyethylenewrappers,oracid-freepaperwrappers. Proper housing of materials will also facilitate handling objects. These various types ofenclosures can be purchased from archival suppliers (such as Conservation Resources, Gaylord Bros.,UniversityProducts,CustomManufacturing,Inc.,andcommercialbinders),ormadein-house.If volumes with leather decay such as red rot (a deterioration of the leather caused by acidity) arecausinghandlingorhousekeepingproblems,boxtheseitemsorwrapthemininertplasticbookjacketsmadefrompolyesterfilm.Ifvolumesareseldomused,theycanbewrappedinacid-freepaper.Thisisthe least expensive option, but can bemost cumbersome if frequent unwrapping and rewrapping isneededtoaccessthevolume.

3. Treatment


55

Valuableand/orheavilyusedboundvolumesorpamphletsthataredeterioratingshouldbeassessedforconservationtreatment. Treatmentoptionscanrangefromnotreatment,repair,commercialrebinding,encapsulation,reformatting,tofullconservationtreatment.Eachitemwillrequireindividualevaluationtoassesscondition,artifactualvalue,financialvalue,androleinthecollections.Fullconservationtreatmentshouldbeconsideredonlyiftheitemisvaluableandhistoricallysignificanttothecollections.

i. Special consideration should be given when repairing or rebinding rare materials in order to

preservetheintegrityandartifactualvalueofthebook.Abookconservatorshouldbeconsultedfortreatmentoptionsforrarematerials.

ii. Conservation treatmentshouldbeconsidered formaterials thatarehistoricallyandartifactually

valuable.Whenevermaterial issubmittedfortreatment,aconservatorshouldprovideawrittenconditionreport,treatmentproposal,andanestimate,whichmustbeapprovedbeforetreatmentis begun. TheAmerican Institute forConservation (AIC) canprovidea copyof theprofessionalCodeofEthicsandStandardsofPractice.

OversizedLooseMaterials

1. StorageofOversizedMaterials

i. Maps,prints,architecturaldrawings,andpostersshouldbestoredinacid-free,unbufferedfolders,

abouttenitemsperfolder,andplacedinflatfiles.Theweightofthefolderstockshouldbe10or20points.Foldersshouldbelabeledwithaninventoryoftheircontents.Placingthematerialsinfoldersprovidesadditionalprotectionand facilitates their removaland replacement. The foldersshouldbeconstructed,orpurchased,tofitthefiledrawerandnottheindividualpiece.Thiswillallowconformitywithinthedrawerandassisttheeasyretrievalofmaterials.Placefoldersseamsidetowardsthefrontofthedrawertopreventitemsfromslippingwhenremovingthefolder.

ii. Asmuchaspossible,grouplike-sizedmaterialstogethertoassistinhandlingandtopreventuneven

supportformaterialsthatmightcausedamage.Smalleritemsshouldbeplacedontop.

iii. Fragileanddamagedmaterials shouldbe identified. Additional support isneeded for storageandprotectionfromadjacentmaterials.Ifanitemneedstobeused,placeitinapresentationfolderthatallowsresearcherstoviewtheobjectwithoutremovingitfromthefolder.

iv. Duetospaceconstraintsitmaybenecessarytostoresomeoversizedmaterialsrolled.Ifthisis

necessary, thesematerials shouldbe rolled around an acid-free tube, nomore than15 to 20sheetsofpaperperroll.Multipleitemsshouldberolledasoneunit,notsequentially.Thetubemustbe longerateachendthanthe lengthofthe items. Aprotectivecovering,suchasacid-freeunbuffered tissueor apolyethylenebag, should thenbeplacedover thepiece. Archivalsupplierssellacid-freeboxesspecificallyforthestorageofrolledworksonpaper. Documentsshouldnotberolledandslippedinsideatubeforstorage;onceinsidethetube,thedocumentwillunrolltofilltheinteriorspace,makingsaferemovalveryproblematic.

v. Rolleditemsshouldbestoredhorizontallyincabinetsdesignedforrolledstorage,onthetopsof

map cases, on oversize shelves, or in large flat boxes. Rolledmaterials should not be stored


56

uprightinbinsorstandingonthefloor,whichwillcausetheitemstoshifttothebottomofthetubeswithincreasedpossibilitiesfordamage.

vi. Ifmaterialsarebrittleordifficult tounroll,no rehousing shouldbedoneuntil a conservatorhas

beenconsulted.Photographs

1. StorageforPhotographs

Inordertoensurethelong-termpreservationofthephotographiccollections,attentionneedstobegivento providing good environmental conditions and proper storagematerials. For long-term stabilization,somedamagedphotographsmayneedsomeconservationtreatment,suchascleaningandmending.

2.GeneralHousingRecommendationsforPhotographsStorageenclosuresforphotographicmaterialsshouldconformtotherecommendationsspecifiedinISO18902-2001ImagingMaterials-ProcessedPhotographicFilms,Plates,andPapers-FilingEnclosuresandStorageContainers.ThisstandardwasformerlyANSI/PIMAIT9.2PhotographicProcessedFilms,Plates,and Papers - Filing Enclosures and Storage Containers. Paper enclosures in direct contact withphotographicmaterial shouldhaveahighalpha-cellulosecontentandbe freeof lignin (groundwood),alumrosinsizing,andsulfur.PapersincontactwithblackandwhitephotographsshouldhaveapHof7to 9.5 and an alkaline reserve of 2%. Papers in contact with color photographs should have a pHbetween7and8anddonotneedanalkalinereserve(buffer).Plasticenclosuresshouldbestableand inert,andmeet therequirementsof thePhotographicActivityTest (PAT). ThePAT is apredictive testof reactionbetweenanenclosurematerial andphotographicmaterial.Manysuppliersofarchivalproductsprovidethisinformationabouttheirmaterials.Paperboardboxesthatcontainphotographs,butarenotindirectcontactwiththem,shouldhaveapHbetween7and9.5andanalkalinereserveof2%.Aproductthatprovesespeciallyusefulforstorageofphotographsandnegatives,knownasMicroChamber,incorporatesamaterialcalledzeolites,ormolecularsieves,intothepaperorpaperboard.Zeolitestrapgaseouspollutantseitherpresentintheenvironmentor thoseproducedby thedeteriorationof theartifact. Testinghas shown that thesematerialsprovideadditionalprotectionforpaperartifactsandphotographicprintsenclosedwithinthem.Thoughit is lessclearthattherateofdeteriorationoffilmnegativesissignificantlyslowedbythepresenceofzeolites,itisknownthatdamaginggassesproducedbydeterioratingcelluloseacetateorcellulosenitratenegativesaretrappedwithin the structure of the enclosure. This is significant since these gasses can damage otherartifactsandpresentahealthproblemtoworkers.

i. Ideally, photographs should be housed in individual sleeves or folders. If this is not practical,

severalphotographscanbehousedinonefolder.Thesephotographsshouldbeinterleavedwithpapersthatareespeciallymadeforusewithphotographs. Interleaving isessential,especially ifphotographshavenotesandlabelsadheredtotheback. Interleavingpreventsthephotographsfromstickingtoeachotherandcausingsurfaceabrasion.


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ii. Fragile and brittle photographs should be housed in polyester film. Polyester filmoffersmorephysicalsupportthanotherplasticmaterials. Photographsmountedonpaperboardshouldalsobehousedusingpolyesterfilm.Ifbrittleordamagedphotographswillnotbehandled,storageinindividualfoldersisacceptableandlesscostly.

iii. Photographs thatarepresentlyenclosed inunidentifiedplastic sleeves shouldbe resleeved inMylarorplacedinfolderswithacid-freeinterleavingpaper.

iv. Photographsthathavebeenstoredinglassineenvelopesshouldberemovedfromtheglassine

andrefoldered.Glassineisamaterialthatbeginsasinert,butdeterioratesandbecomesacidicrelativelyrapidlyoveritslifespan.Itshouldonlybeused,ifatall,asaveryshorttermstoragesolution.

v. Oversizephotographsshouldbestored flat in folders inmetal flat filesor largedrop-frontacid-

freeboxes.

vi. The storage folders should be slightly larger than their contents. Since oversize photographsrequirespecialcareinhandling,usefoldersofaslightlyheavierstockthan10pointtoprovidetheadditionalsupportneeded.Ensurethatfoldersarenotover-fullandinterleavephotographswithpapers that are especially made for use with photographs. Like-sized photographs should bestoredtogether.Anadditionof2-plyragboardmaybeneededforadditionalsupportinfolderswithlargerphotographs.

vii. Prints with significant tears should be sleeved or housed in polyester film folders for physical

support.

viii. Have some presentation folders available for use when visitors come to view the prints. Apresentationfolderwillallowvisitorstoviewanitemwithoutremovingitfromthefolder,andwillassistinsafehandling.

ix. Originalandduplicatenegativesshouldbestoredin individualsleevesorenvelopesofarchivally

stable materials. Negatives in good condition and polyester negatives can be stored inappropriate plastic enclosures or buffered paper. High-use negatives should be stored in inertplasticenclosuresinordertoreducehandling.

x. Cottonorlatexglovesshouldbewornatalltimeswhenhandlingphotographsandnegatives. If

the individual handling the photographs is allergic to latex, nitrile gloves are an acceptablesubstitute.

3. Treatment

i. Damagedphotographsshouldbeidentified.Beforeduplication,photographswithlongtearsor

brokenmountsshouldbetreatedinordertohaveabetterscan.

ii. Damaged photographs should be examined by a photograph conservator for possibleconservationtreatment,suchascleaningandmending,forlong-termstabilization.

AudioandVideoMaterials


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Audio,film,andvideo(AV)materialshaveuniquepreservationneedsbecauseoftheirfragilityandthespecializedplaybackequipment that isneeded to retrieve the information that theyhold. Identifyingformats, understanding the risks, and assessing the condition of materials, should be the first stepswhencaringforanAVcollection.

1. Environment

i. AVmaterials,suchasmagnetictapes,digitalvideodiscs(DVDs),andcompactdiscs(CDs)arehighly susceptible to dirt, dust, and airborne pollutants. Good storage and housekeepingarevitalforthepreservationofthesematerials.

ii. Providingstableenvironmentalconditions isoneoftheprimarymethodsofpreservingAV

materials.Idealenvironmentalconditionsforthesematerialsare:65-70degreesFahrenheitand40-50%relativehumidity.Lowertemperaturesandrelativehumidityarerecommendedforfilmcollectionstolessentherateofdeterioration.

iii. Opticaldiscs,whichincludeCDs,DVDs,andminiDVDs,shouldnotbesubjecttoprolonged

lightexposure.Whensubjecttolong-termlightexposure,opticaldiscshavebeenshowntodeterioratedramatically.

iv. Cleaning products can be amajor source of interior pollution. Strong bleaches or other

oxidizing chemicals can have a very damaging effect onmagneticmaterials in particular.When cleaning any storage areas that containmagnetic tapes, use aminimal amount ofwater to clean floors, and static free cloths to remove dust from shelves and containers.Ideally,nochemicalcleaningsolutionsshouldbeusedinareasthatcontainthesematerials.

2. Storage

i. If AV material is found within a larger collection, such as a manuscript collection, it isrecommendedthat thecassettesorDVDsberemovedfromthecollectionandstored inaseparateAVcollection.Standardrecordcartonsareacceptableasstoragecontainers.

ii. Magnetic tapes (VHS, cassette tapes) and optical discs (CDs and DVDs) should be stored

vertically,asonewouldshelveabook.AVmaterialsshouldnotbestoredhorizontallyforanextendedperiodoftime,asthisplacesunwantedpressureonthetapeorrecordedsurface.

iii. Makesurethattapesarewoundsmoothlyandevenly. Thebestwaytoensurethattapesarewoundevenly isonlytousetheplayandreversemodesonplaybackequipment. Thefastforwardandrewindmodesonmostplaybackequipmentwindthetapewithanuneventension.

iv. Before a tape (videoor cassette) is placed into storage, remove the tabon the tape that

putsthetapeinto“savemode.”Thiswillensurethatthetapeisnotaccidentallyrecordedoverwhenbeingusedontheplaybackequipment.


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v. Do not store tapes near strongmagnetic fields. Also, do not store onwindowsills, eventemporarily,televisions,electronicequipment,oranytypeofmachinery.

3. Handlingi. AVmaterials should only be handled usingwhite cotton gloves. Handlingmaterialswith

gloves is especially important with materials where the recorded surface can easily betouched,suchasCDs,DVDs,film,andreel-to-reeltape.

ii. CDs and DVDs should be handled only by the center hole or outer edges. Every effort

shouldbemadetonevertouchtherecordedsurface.

iii. Audioandvideotapesshouldbeinsertedandejectedfromplaybackmachineryatpointsonthetapethatholdsnoinformation.Thisshouldbedoneinordertoavoidpotentialdamagetothetapeandanyinformationthatitmaycontain.

iv. Opticaldiscsshouldbemarkedusingonlyanon-solventbasedfelttippen.Finetipmarkers

andmarkerscontainingsolvents,aswellaspens,orpencilsshouldneverbeusedtomarkCDsorDVDsastheycancauseirreparabledamagetotherecordedsurface.

v. Developaplanforthepurchaseandregularmaintenanceofanyplaybackequipmentthat

wouldbenecessarytomakethesecollectionsmaterialsaccessible.

4. Reformatting

i. Asinsuranceagainstlossofinformation,multiplecopiesofAVmaterialsshouldbemadeasback-ups. Reformattingcan involveeithercreatingadditionalphysicalcopies ineitherthesameoramorephysicallystableformatastheoriginal;ordigitalreformatting,bycreatingadigital copy of the original. If digitization is chosen as a reformatting option, the sameconsiderationsmustbetakenaswhendigitizing imagesordocuments-ensurethatdigitalfilesaresecurelybackedupandthatfileformatsareconsistentlymigratedasstandardsmaychange.

ii. Twocopiesshouldbesetasideasarchivalcopies,withathirdcopybeingdesignatedtheuse

copy.Ifpossible,oneofthearchivalcopiesshouldbestoredoffsite.Inanycircumstance,analog or digital, it is usually considered imperative to save the original item fromwhichcopiesaremade.

iii. Asplaybackequipmentforcertainformatsbecomesobsoleteand/ordifficulttoreplaceor

repair, itmay be necessary to reformatmaterials in order to preserve them. If playbackequipment is not available for a recorded format, all previous preservation efforts are, ineffect,nullandvoid.


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Newspapers

Since nearly all newspapers are brittle andwill eventually deteriorate to a degree unsafe for usage, alloriginalnewspapersshouldbeproperlyhousedanduselimitedorcompletelyrestricted.Apolicytolimituseofnewspapersshouldbedevelopedandenforced.

1. Originalnewspapers shouldbe stored flat inacid-freeboxes. Each issue shouldbe inanacid-free

folder.An80poundtext-weightpaperfoldercanbesufficientfortheseissues.

2. Ifnewspapersareplaced inpermanentstorageandnotusedbyresearchers, thepapersshouldbewrappedinacid-freepaperandstoredflatinboxesonshelvingthatfullysupportsthenewspapers.

3. Themaineffort inpreservinganynewspapercollection is toensurethatallof thenewspapersarereformatted.Microfilmingorscanningisessentialinordertolimituseoftheoriginalandtoensurethattheintellectualcontentofthenewspapersissaved.Theurgencyforstafftofilmthenewspapersdependsontheuseofthecollectionandqualityofavailablefilm.

Scrapbooks1. Storage

i. Scrapbookswithcompromisedbindingsand/orloosepagesshouldbeplacedinenclosuressuchascustom-builtphaseboxes.

ii. Storevolumesuprightorflat.Avoidshelvingorstoringthevolumesontheirfore-edge.Large

volumes should be stored flat or, if necessary, spine down. Store oversize volumes flat onshelvingunitsthatprovidesupportforthewholevolume.Onlystacktwotothreevolumeshightoavoidproblemswithretrieval.Ensurethatthesmallervolumesareontopofthelargeronestopreventwarpingorunnecessarystressonthebindings.

iii. Placesheetsofacid-freeinterleavingpaperbetweenpagesofscrapbooks.

iv. Alternately,ifthebindingisnotconsideredintegraltothevalueofthescrapbookand/orcanbestoredonitsown,disbandthescrapbooksandplaceeachpageinitsownpolyestersleeve.

2. ReformattingIfavolumehasthepotentialtobeheavilyused,ausecopyshouldbemadeavailable,andtheoriginalplacedinstorage.Preservationphotocopy,microfilm,ordigitizationarethreeviableoptionstoconsiderformakingausecopy.

FramedWorksonPaperandPaintingsonCanvas1. Ensurethatallframedmaterialsareproperlymounted.Properframingcangreatlyreducetherisk

ofdamagetothesurfaceofthematerials.Abackingboardshouldbeappliedtoframedpieces.Abacking board prevents the canvas, document, or photograph from accidentally being punctured


61

frombehind,andhelpstoreducetheaccumulationofdirtanddebris.Arigidorsemi-rigidmaterial,suchasfoamcore,Coroplast,orblueboard,canbeusedasbackingmaterials.

2. Allframedmaterialsshouldbeexaminedtomakesurethattheyareheldsecurelyintheirframes.3. Hangingwiresonallframedmaterialsshouldbeinspected.Ifanyofthewiresarefrayedorrusted

theyshouldbereplaced.Inaddition,inspectallofthehanginghardwaretoensurethatitisingoodconditionandappropriateforthesizeandweightofthepiece.

4. Ensurethatallworksonpaperthatarestoredinframesareproperlyframed. Properframingcan

greatly reduce the risk of mechanical damage such as tears and punctures, and chemicaldeterioration, such as fading. (Note: Any paper or photographic artifact permanently “stored” onexhibitisatriskoflight-induceddamage.Improvedframing,suchasUVfilteringglazing,onlyslowsthe deterioration process, it does not prevent it.) Works on paper should be securely hinged orsecuredtoabackmat.Thereshouldbesufficientspacebetweenthesurfaceoftheartifactandtheglazing to allow for natural expansion and contractionof thepaper sheetwhile preventingdirectcontactoftheartifactwiththeinteriorsurfaceoftheglazing.

5. Inspectallframedworksonpapertoensurethattheyareallmattedandframedusingconservation

gradematerials.

• MatsshouldbemadeofpHneutral,100%ragboard.• Ultraviolet-filteringacrylic sheeting shouldbeused forglazingofmost framedpaperartifacts,

friablemediaexcluded.• Hingesshouldbemadeof100%mulberrypaperadheredwithwheatstarchpaste.• A sealed package is recommended for display of paper or photographs in less than ideal

environments.Inadditiontotheabovematerials,theframepackageissealedalongtheedgesandMarvelseal(anylon,foil,polyethylenelaminate),avaporbarrier,isappliedonthereverse.Thesealedpackageprotectstheobjectfromdustandatmosphericpollutantsandhelpsmitigateagainstfluctuationsintemperatureandhumidity.

6. Frames should be stored vertically in bins or mounted to hanging racks. Bins need to be

appropriately sized to allow frames to slide all theway in, thus avoiding potentially uneven lightexposureandotheraccidentaldamages.Corrugatedcardboardinterleavingcanbeusedtoprotectandisolateframeswithintheverticalbins.

7. If a framed piece must be leaned against a wall for temporary storage, it should be placed on

padded blocks to protect the frame and to keep the piece elevated off of the floor. If framedobjectsarestackedagainsteachother,theyshouldbeplacedback-to-backandfront-to-front.

Textiles1. StorageandHandling


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i. Smalltextilesshouldbestoredinacid-freeboxesusingunbufferedacid-freetissue.

ii. Boxesshouldbeaslargeaspossiblesothattextilesdonothavetobefoldedunnecessarily.Ifitisnecessarytofoldatextile,allofthefoldsmustbecushionedwithlengthsofacid-freetissue.

iii. If possible, only one piece should be stored per box. If this is not possible due to spacelimitations,limitthenumberofpiecesperboxandensurethattheyarelooselypacked.

iv. Cottonglovesshouldalwaysbewornwhenhandlingtextilecollections.2. Cleaning

i. Wetcleaningofhistoricallyvaluabletextilesshouldonlybedonebyatrainedconservator.

ii. Drycleaningofhistoricallyvaluabletextilesisnotrecommendedsincethechemicalsusedintheprocesscandegradesomefabrics.

iii. Surface dirt may be easily removed from a textile in good condition if it has no three-

dimensionaldecoration,suchasbeading,sequins,orfeathers.Toremovethesurfacedirt,coverthe nozzle of a low suction vacuumwith a soft, flexible net material, such as nylon netting,availableatmostfabricstores.Slowlyvacuumthetextilebylightlymovingthevacuumnozzleacross the surfaceof the textile. Alwaysmove thevacuum in the samedirection;donotusebackandforthmotions.

Three-DimensionalObjectsThree-dimensional objects require significantly different housing and handling guidelines frompaper-based materials and have distinct needs depending on composition and condition, which must beindividuallyevaluated.1. Ideally,smalltomediumsizedobjectsshouldbestoredinacid-freeboxesthataretheappropriate

sizefortheartifact.Boxeswouldnotonlyprotecttheobjectswithinbutcouldbestackedinordertoconsolidateandmaximizeshelfspace. Objectsshouldalwaysbemadesecure insideboxesandmeasuresshouldbetakentoensurethattheobjectsdonotshiftinsidethebox.Materialssuchasacid-freeunbuffered tissue, polyester batting, and Ethafoam canbeused inside a box to preventshifting. If more than one object is to be packed into a box, paddingmaterials are essential toensure thatmaterialsdonotshiftor touch. Objectsshouldnotbestacked insideofboxesunlessthereisarigidsupportseparatingthelayersofmaterials.

2. Ifobjectsarenotboxed,butratherplaceddirectlyontoshelves,theshelvesshouldbelinedwitha

barriermaterial,suchasEthafoamoracid-freeboard,sothatobjectssitonaflatsurfaceratherthandirectlyontheridgedshelves.Inaddition,ifstoredinthismanner,dustcoversshouldbemadefortheshelving,oraplanfortheregulardustingofthesematerialsshouldbeimplemented.

3. Dependingontheconditionanddesignofanobject,itmayrequireacustommadestoragemountin

ordertokeepitsecureduringstorage.


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4. Whenusingshelvesforthestorageofsmalleritems,adequatespaceshouldbeleftaroundobjectssothattheycaneasilyberetrievedwithoutdisturbingsurroundingitems.


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VII.AdditionalResourcesA. PreservationPlanningIssuesGeneralConservationCenterforArtandHistoricArtifacts(CCAHA).“ConservationTreatmentPriorityCategories.”Philadelphia,PA:2011.http://www.ccaha.org/uploads/media_items/ccaha-treatment-priority-categories.original.pdfConservationCenterforArtandHistoricArtifacts(CCAHA).“TheIdealProcessforCollectionsPreservationandConservation.”http://www.ccaha.org/uploads/media_items/hbcu-the-ideal-process-for-collections-preservation.original.pdfConservationCenterforArtandHistoricArtifacts(CCAHA).“PreservationPlanning.”Philadelphia,PA:2011.http://www.ccaha.org/uploads/media_items/ccaha-preservation-planning.original.pdfNadal,Jacob.“DevelopingaPreservationProgramfortheUCLALibrary”.ArchivalProductsNewsv.16,no.1(2009):1-4.http://www.archival.com/newsletters/apnewsvol16no1.pdfSampleFormsARMAInternational.“AccessionForm.”SampleFormsforArchival&RecordsManagementPrograms.ARMAInternational.2002.ARMAInternational.“ArchivalProcessingPlan.”SampleFormsforArchival&RecordsManagementPrograms.ARMAInternational.2002.ARMAInternational.“DonationChecklist.”SampleFormsforArchival&RecordsManagementPrograms.ARMAInternational.2002.ARMAInternational.“ProcessingChecklist.”SampleFormsforArchival&RecordsManagementPrograms.ARMAInternational.2002.ARMAInternational.“ProcessingForm.”SampleFormsforArchival&RecordsManagementPrograms.ARMAInternational.2002.ARMAInternational.“ResearcherRegistration.”SampleFormsforArchival&RecordsManagementPrograms.ARMAInternational.2002.SamplePoliciesARMAInternational.“DeaccessioningPolicy.”SampleFormsforArchival&RecordsManagementPrograms.ARMAInternational.2002.


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BerryCollegeMemorialLibrary.“CollectionDevelopmentPolicy.”1996.<https://www.berry.edu/library/archives/policies>HistoricalSocietyofPennsylvania(HSP).“CollectionsManagementPolicy.”2009.<http://www.hsp.org/sites/www.hsp.org/files/migrated/collectionsmanagementpolicy609.pdf>Malaro,MarieC.“CollectionManagementPolicies.”Chap.3inALegalPrimeronManagingMuseumCollections.WashingtonDC:SmithsonianBooks,1998.Simmons,JohnE.“ConsideringCollectionsManagementPolicy.”Chap.1inThingsGreatandSmall:CollectionsManagementPolicies.Washington,DC:AmericanAssociationofMuseums,2006WyomingStateArchives.“CollectionsManagementPolicy.”WyomingStateArchivesDivisionofCulturalResources,DepartmentofStateParksandCulturalResources.RevisedJuly2002<http://wyoarchives.state.wy.us/pdf/collectionpolicy.pdf>

B. BuildingConditionsandMaintenanceGeneralAlexanderArchitecturalArchive.“FacilitiesMaintenanceManual.”LastmodifiedOctober,2003.ConservationCenterforArtandHistoricArtifacts(CCAHA).“WinterizingYourHistoricBuilding.”http://www.ccaha.org/uploads/media_items/winterizing-historic-buildings.original.pdfFrens,DaleH.“EstablishingaMaintenanceProgram.”inCaringforYourHistoricHouse.Fisher,CharlesE.andHughCMiller,eds.,HeritagePreservationandNationalParkService,NewYork:HarryN.Abrams,Inc.1998.Lueder,DianneC.andSallyWebb.“UsefulLife/AverageLifeinYearsforSelectedLibrary-BuildingComponents.”Administrator’sGuidetoLibraryBuildingMaintenance.AmericanLibraryAssociation:ChicagoandLondon,1992.Park,SharonC.“HoldingtheLine:ControllingUnwantedMoistureinHistoricBuildings.”PreservationBrief39.Washington,DC:TechnicalPreservationServices,NationalParkService,1996.<http://www.nps.gov/tps/how-to-preserve/briefs/39-control-unwanted-moisture.htm>Park,SharonC.“MaintainingtheExteriorsofSmallandMediumSizeHistoricBuildings.”PreservationBrief47.Washington,DC:TechnicalPreservationServices,NationalParkService,2007.http://www.nps.gov/tps/how-to-preserve/briefs/47-maintaining-exteriors.htm


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C. EnvironmentalConditionsEnvironmentalMonitoringArenstein,RachaelPerkins.“ComparingTemperatureandRelativeHumidityDataloggersforMuseumMonitoring.”ConserveOGram3/3.Washington,DC:NationalParkService,2011.http://www.nps.gov/museum/publications/conserveogram/03-03.pdfHenry,MichaelC.“SuggestedProtocolforDiagnosticMonitoringinMuseums.”MeasurementandMonitoring.J.PaulGettyTrust.2000.Lull,WilliamP.“SettingUpanEnvironmentalMonitoringProgram.”PrincetonJunction,NJ:Garrison/LullInc.,September2013.MuseumsGalleriesScotland.“AdviceSheet:MonitoringTemperatureandHumidityinMuseums.”2005.<http://www.museumsgalleriesscotland.org.uk/publications/publication/448/monitoring-temperature-and-humidity-in-museums>ScottishMuseumsCouncil.“Factsheet:WhatisEnvironmentalMonitoring?”http://www.museumsgalleriesscotland.org.uk/publications/publication/449/what-is-environmental-monitoringTemperatureandRelativeHumidityGrattan,DavidandStefanMichalski.“EnvironmentalGuidelinesforMuseums–TemperatureandRelativeHumidity(RH).”CanadianConservationInstitute,2010.http://www.cci-icc.gc.ca/resources-ressources/carepreventivecons-soinsconspreventive/enviro-eng.aspxMichalski,Stefan.“IncorrectRelativeHumidity.”CanadianConservationInstitute.2009.http://www.cci-icc.gc.ca/resources-ressources/agentsofdeterioration-agentsdedeterioration/chap10-eng.aspxMichalski,Stefan.“IncorrectTemperature.”CanadianConservationInstitute.2009.http://www.cci-icc.gc.ca/resources-ressources/agentsofdeterioration-agentsdedeterioration/chap09-eng.aspxPark,SharonC.“Heating,Ventilating,andCoolingHistoricBuildings:ProblemsandRecommendedApproaches.”PreservationBrief24.Washington,DC:TechnicalPreservationServices,NationalParkService,1991.<http://www.nps.gov/tps/how-to-preserve/briefs/24-heat-vent-cool.htm>


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LightingMcCormick,Mickie.“MeasuringLightLevelsforWorksonDisplay”.TheExhibitionAllianceTechnicalNote.TheExhibitionAlliance,Inc.Hamilton,NY.1990. www.exhibitionalliance.org/index.php/download_file/view/9/MuseumGalleriesScotland.“AdviceSheet:MonitoringLightandUVRadiationinMuseums.”2003.<http://www.museumsgalleriesscotland.org.uk/publications/publication/444/monitoring-light-and-uv-radiation-in-museums>SacklerGallery&FreerGalleryofArt.“LightDurationGuidelinesforExhibitedWorksofArt.”SmithsonianInstitution.<http://www.nps.gov/hfc/pdf/ex-cons/final-sackler-freer.pdf>PestManagementCCAHA.“IntegratedPestManagementandPestControl.”2002.Patkus,BethLindblom.“IntegratedPestManagement.”PreservationLeaflet3.10.Andover,MA:NortheastDocumentConservationCenter.http://www.nedcc.org/free-resources/preservation-leaflets/3.-emergency-management/3.10-integrated-pest-managementMoldCCAHA.“ManagingaMoldInvasion:GuidelinesforDisasterResponse.”2013.http://www.ccaha.org/uploads/media_items/managing-a-mold-invasion-guidelines-for-disaster-response.original.pdfCroft,JanetBrennan.“MoldFightingonaTightBudget.”ArchivalProductsNewsv.4no.1,1996.http://www.archival.com/newsletters/apnewsvol4no1.pdfRossol,Monona.“Mold:NothingtoSneezeAt.”Arts,Crafts,&TheaterSafety,Inc.(ACTS).NewYork,NY.rev.1999(1997)U.S.EnvironmentalProtectionAgency.“AppendixC:Moisture,MoldandMildew.”inBuildingAirQuality:AGuideforBuildingOwnersandFacilityManagers.1991.http://www.epa.gov/iaq/largebldgs/pdf_files/iaq.pdfHousekeepingByrne,Greg.“RemovingDustfromGlassandCeramicObjects.”ConserveOGram8/1.Washington,DC:NationalParkService,1993.http://www.nps.gov/museum/publications/conserveogram/08-01.pdf

NEDCC.“CleaningBooksandShelves.”PreservationLeaflet4.3.Andover,MA:NEDCC.2007.<https://www.nedcc.org/free-resources/preservation-leaflets/4.-storage-and-handling/4.3-cleaning-books-and-shelves>


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D. SecurityandDisasterPreparednessSecurityCCAHA.“IncidentReport”.2008.Keller,StevenR.“SecuringHistoricHousesandBuildings”.StevenR.KellerandAssociates,Inc.1994.NationalParkService.“Chapter9:MuseumCollectionsSecurityandFireProtection.”NationalParkServiceMuseumHandbook,PartI.2002.http://www.nps.gov/museum/publications/MHI/MHI.pdfFireBaril,Paul.“FireProtectionIssuesforHistoricBuildings.”CanadianConservationInstitute(CCI)Notes2/6.Ottawa,ON:MinisterofPublicWorksandGovernmentServices,1998.http://www.cci-icc.gc.ca/resources-ressources/ccinotesicc/2-6_e.pdfSPNHC19thAnnualMeeting.“FireSafetySelf-InspectionFormforCulturalInstitutions”.MuseumSOS:StrategiesforEmergencyResponseandSalvageconference.NaturalHistoryMuseum,NY2004.http://www.museum-sos.org/docs/strat_assess_fire_checklist.pdfWatts,Jack.FireSafetyinHistoricBuildings.Washington,DC:NationalTrustforHistoricPreservation,2008.EmergencyPlanningandResponseAlbright,Gary.“EmergencySalvageofWetPhotographs.”NEDCCTechnicalLeaflet:Section3,Leaflet7.http://www.nedcc.org/free-resources/preservation-leaflets/3.-emergency-management/3.7-emergency-salvage-of-wet-photographsAmericanAssociationofMuseums(AAM)“Insurance101&201:TheBasicsforCollections.”Sept./Oct.1995.CCAHA.“DisasterRecovery:SalvagingArtonPaper.”DisasterRecoveryTechniques:GuidelinesforDisasterResponse.http://www.ccaha.org/uploads/media_items/technical-bulletin-salvaging-art-on-paper.original.pdfCCAHA.“DisasterRecovery:SalvagingBooks.”DisasterRecoveryTechniques:GuidelinesforDisasterResponse.http://www.ccaha.org/uploads/media_items/technical-bulletin-salvaging-books.original.pdf

CCAHA.“DisasterRecovery:SalvagingPhotographCollections.”DisasterRecoveryTechniques:GuidelinesforDisasterResponse.http://www.ccaha.org/uploads/media_items/technical-bulletin-salvaging-photographs.original.pdf


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CCAHA.“FreezingandDryingofBook,Paper,andPhotographicMaterials.”http://www.ccaha.org/uploads/media_items/ccaha-freezing-drying-techniques.original.pdfCCAHA.“EmergencyTelephoneLists.”2002.CCAHA.“FundingRecoveryEfforts.”2002.CCAHA.“SuggestedListofSuppliesandEquipmenttoHaveOn-hand.”CoordinatedStatewideEmergencyPreparedness,Massachusetts(COSTEP-MA).“EstablishingRelationshipswithDisasterRecoveryVendors.”Boston:COSTEP-MA,2013.<http://mblc.state.ma.us/costepma/wp-content/uploads/2013/03/Establishing-Relationships-with-Disaster-Recovery-Vendors.pdf>HeritagePreservation.“RapidBuildingandSiteConditionAssessment.”DevelopedforFEMAbytheNPSNationalCenterforPreservationTechnologyandTraining.2005.HeritagePreservation.“RapidCollectionsAssessment.”FieldGuidetoEmergencyResponse.HeritagePreservationTaskForce.2006.HeritagePreservation.“RiskEvaluationandPlanningProgramWalkThroughCheck-List.”2008.LibraryofCongressPreservation.“EmergencyDryingProceduresforWaterDamagedCollections.”LibraryofCongress.2009.PublicRelationsSocietyofAmerica(PRSA)ProfessionPracticeCenter.“CrisisCommunication,PlanningandManagement.”2001.

E. CollectionsCare,StorageandConditionsReformattingArthur,Kathleen.“RecognizingDigitizationasaPreservationReformattingMethod.”ARLPreservationofResearchLibraryMaterialsCommittee.2004.Carey,James.“UnderstandingDigitalImageFormats.”ConserveOGram22/2.Washington,DC:NationalParkService,2008.http://www.nps.gov/museum/publications/conserveogram/22-02.pdfDigitalRecordsPreservation:WheretoStartGuide.ProducedbyISOTC46/SC11/WG7–theISOworkinggroupresponsibleforRecordsManagementDigitalRecordsPreservation.October2010.http://isotc.iso.org/livelink/livelink/fetch/-8800112/8800136/8800147/Digital_records_preservation_-_Where_to_start_guide.pdf?nodeid=10083866&vernum=-2


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Duyck,EricD.“DigitalStorageMedia.”ConserveOGram22/5.Washington,DC:NationalParkService,2010.http://www.nps.gov/museum/publications/conserveogram/22-05.pdfInternationalFederationofLibraryAssociationsandInstitutions.“GuidelinesforPlanningtheDigitizationofRareBookandManuscriptCollections.”September2014.http://www.ifla.org/files/assets/rare-books-and-manuscripts/rbms-guidelines/ifla_guidelines_for_planning_the_digitization_of_rare_book_and_manuscripts_collections_january_2015.pdfNationalPreservationOffice,theBritishLibrary.“ManagingtheDigitisationofLibrary,Archive,andMuseumMaterials.”January2007. Spindler,RobertP.“DigitalPreservation.”PreservationLeaflet6.5.Andover,MA:NEDCC.2007.<http://www.nedcc.org/free-resources/preservation-leaflets/6.-reformatting/6.5-digital-preservation>

UniversityofUtahJ.WillardMarriottLibrary.“DigitalPreservationProgram:DigitalPreservationPolicy.”April2012.YaleUniversityLibrary.“PolicyfortheDigitalPreservation.”February2007.http://www.library.yale.edu/iac/DPC/revpolicy2-19-07.pdfHandlingBritishLibrary,PreservationAdvisoryCentre.“UsingCollections.”2013.http://www.bl.uk/aboutus/stratpolprog/collectioncare/publications/booklets/using_library_and_archive_collections.pdfDelfino,GinaNicole.“RecommendationsforApplyingAccessionNumberstoMuseumObjects:Parts1&2.”TechTalk,ArtifactLabelingI&II.MinnesotaHistoryInterpreter.May2000.GeraldR.FordConservationCenter.“ObjectHandlingProcedures.”2007.StorageCCAHA.“SelectingStorageMaterials.”2012.http://www.ccaha.org/uploads/media_items/selecting-storage-materials.original.pdfOgden,Sherelyn.“StorageFurniture:aBriefReviewofCurrentOptions.”PreservationLeaflet4.2.Andover,MA:NortheastDocumentConservationCenter,2007.http://www.nedcc.org/resources/leaflets/4Storage_and_Handling/02StorageFurniture.phpSpacePlanningCumberland,DonaldR.,Jr.“DeterminingMuseumStorageEquipmentNeedsandSpaceRequirements.”ConservOGram,Numbers4/10and4/11.June,1997.http://www.nps.gov/museum/publications/conserveogram/04-11.pdf


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Processing,Housing,andTreatmentPaperLibraryofCongress.“DecisionMakingProcessforHousingPaperMaterials.”LibraryofCongress.http://www.loc.gov/preserv/supply/images/decpaper.jpgLibraryofCongressPreservation.“PreservingNewspapers.”2008.http://www.loc.gov/preserv/care/newspap.htmlLibraryofCongressPreservation.“PreservingWorksonPaper:Manuscripts,Drawings,Prints,Posters,Maps,Documents.”LibraryofCongress.<http://www.loc.gov/preserv/care/paper.html>BooksHorton,Richard.“ProtectingBookswithCustom-FittedBoxes.”PreservationLeaflet4.5.Andover,MA:NEDCC.2007.https://www.nedcc.org/free-resources/preservation-leaflets/4.-storage-and-handling/4.5-protecting-books-with-custom-fitted-boxesLibraryofCongress:Preservation.“Care,HandlingandStorageofBooks.”LibraryofCongress.<http://www.loc.gov/preserv/care/books.html>PhotographsLibraryofCongressPreservation.“Care,HandlingandStorageofPhotographs.”LibraryofCongress.2002.http://www.loc.gov/preservation/care/photo.htmlLibraryofCongressPreservation.“CaringforYourPhotographicCollections.”LibraryofCongress.TextilesClemsonUniversity.“CareandStorageofTextileHeirlooms.”ClemsonUniversityCooperativeExtensionService.3DObjectsandFurnitureCarlisle,AlexanderM.“GuidelinesfortheCareofFurnitureandWoodenObjects.”WilliamstownArtConservationCenterCollectionsCareSupplement.Fall1996.Raphael,Tony.“PreventiveConservationRecommendationsforOrganicObjects.”ConserveOGram1/3.Washington,DC:NationalParkService,1993.http://www.nps.gov/museum/publications/conserveogram/01-03.pdf


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ArtandFramedMaterialCCAHA.“MattingandFramingSpecificationsforPaper-BasedCollections.”LibraryofCongressPreservation.“PreservationGuidelinesforMattingandFraming.”LibraryofCongress.1998.<http://www.loc.gov/preserv/care/mat.html>MinnesotaHistoricalSociety.“FramedItems.”FromCareofCollections:PracticalGuidelinesseries.<http://www.mnhs.org/preserve/conservation/connectingmn/docs_pdfs/repurposedbook-frameditems_000.pdf>

TableofContentsSoleburyTownshipHistoricalSociety

PreservationNeedsAssessmentReport

I. Introduction.................................................................................................................................1

A. Preamble........................................................................................................................................1B. PurposeoftheAssessment...........................................................................................................1C. BriefHistory...................................................................................................................................2D. CollectionsOverview.....................................................................................................................2E. MissionandVisionStatements.....................................................................................................2

II. ReportAbstract............................................................................................................................4

III. ExecutiveSummary......................................................................................................................5

A. PreservationPlanningIssues.......................................................................................................5B. Building........................................................................................................................................8C. Environment................................................................................................................................9D. SecurityandEmergencyPreparedness........................................................................................12E. CollectionsCare............................................................................................................................14

IV. Goals...........................................................................................................................................17

A. Short-TermGoals........................................................................................................................17B. Medium-TermGoals....................................................................................................................18C. Long-TermGoals..........................................................................................................................18D. OngoingGoals..............................................................................................................................18

V. FindingsandRecommendations..................................................................................................19

A. PreservationPlanning.................................................................................................................19

A.1.FindingsandCurrentConditions..........................................................................................19a.StrategicandPreservationPlanning...........................................................................19b.CollectionsManagement............................................................................................19c.PoliciesandProcedures..............................................................................................19d.Staffing........................................................................................................................20e.Funding.......................................................................................................................20f.Space...........................................................................................................................20

g.Access.........................................................................................................................20A.2.Recommendations................................................................................................................21

1.StrategicandPreservationPlanning...........................................................................212.CollectionsManagement............................................................................................223.Staffing........................................................................................................................25

4.Funding.......................................................................................................................265.Space...........................................................................................................................266.Access.........................................................................................................................27

B. BuildingConditions.......................................................................................................................27

B.1.FindingsandCurrentConditions..........................................................................................27a.Background.................................................................................................................27b.Renovations................................................................................................................28c.Maintenance...............................................................................................................28d.Concerns.....................................................................................................................28

B.2.Recommendations................................................................................................................281.BuildingIssues.............................................................................................................282.FurnishingsandShelving.............................................................................................29

C. EnvironmentalConditions..........................................................................................................31C.1.FindingsandCurrentConditions..........................................................................................31 a.Heating,Ventilation,andCooling(HVAC)System......................................................31

b.EnvironmentalMonitoring.........................................................................................31c.TemperatureandRelativeHumidity...........................................................................31d.Light............................................................................................................................32e.PestManagement.......................................................................................................32f.Mold............................................................................................................................32g.Housekeeping.............................................................................................................33

C.2.Recommendations................................................................................................................331.Heating,Ventilation,andCooling(HVAC)System......................................................332.EnvironmentalMonitoring..........................................................................................343.TemperatureandRelativeHumidity...........................................................................354.Light............................................................................................................................365.PestManagement.......................................................................................................376.Mold............................................................................................................................387.Housekeeping.............................................................................................................40

D. SecurityandEmergencyPreparedness.......................................................................................41

D.1.FindingsandCurrentConditions..........................................................................................41a.Security.......................................................................................................................41b.FireDetectionandSuppression..................................................................................41c.EmergencyPreparedness............................................................................................41

D.2.Recommendations...............................................................................................................411.Security.......................................................................................................................412.Fire..............................................................................................................................423.EmergencyPreparedness...........................................................................................43

E. CollectionsCareandStorage......................................................................................................45

E.1.FindingsandCurrentConditions...........................................................................................45a.DigitizationandReformatting.....................................................................................45b.Exhibition....................................................................................................................45c.CollectionsStorage......................................................................................................45

E.2.Recommendations................................................................................................................461.DigitizationandReformatting......................................................................................462.Exhibition.....................................................................................................................473.Storage,Processing,andRehousing............................................................................49

VI. GeneralCollectionsCareInformation..........................................................................................52

VII. AdditionalResources........................................................................................................................64

SOLEBURYTOWNSHIPHISTORICALSOCIETYPRESERVATIONNEEDSASSESSMENTREPORT

September2015

SOLEBURYTOWNSHIPHISTORICALSOCIETYPRESERVATIONNEEDSASSESSMENTREPORT