The preservation of collections in the GLAM (Galleries, Libraries, Archives, and Museums) field is a fight against nature. Every day, typical phenomena such as vibration, light, and moisture threaten the objects held within museums. Protecting these objects held in the public trust is an exercise in balancing the needs of the public with the needs of the object. However, the most effective form of conservation is prevention. Reducing exposure to the agents of deterioration as much as possible before damage occurs is more effective than attempting to repair damage once it exists.
The Agents of Deterioration
There are ten causes of deterioration to which collections can potentially be exposed. Click on this resource to learn about each one and their potential causes. It is important for GLAM professionals to understand them in order to create a collections handling and storage plan best designed to reduce the risk of exposure to all ten.
- Fire
- Pollutants
- Water
- Incorrect Temperature
- Incorrect Relative Humidity
- Pests
- Light
- Physical Forces
- Thieves and Vandals
- Dislocation
The Principles of Proper Handling and Storage
Once GLAM professionals are familiar with the sources of damage to collections, it is necessary for them to take steps to reduce the likelihood that objects will be exposed to them as much as possible.
The first steps towards accomplishing this include creating a formal set of procedures for staff to follow regarding handling and storage. If staff are familiar with the rules regarding collection handling and storage, this will reduce the likelihood that they will encounter a situation for which they are not prepared, allow them to recognize and stop improper practices, and encourage them to adopt a mindset of caution when caring for objects.
Staff should be thoroughly trained in storing and handling objects. This should not only reinforce the formal procedures mentioned above but also allow new staff to interact directly with objects under supervision to ensure the training is being received. This will ensure the safety of not only the object but also the staff. Improper handling can, in some cases, lead to injury, especially when heavy objects need to be moved.
Storage
It is important to build up multiple layers of protection for the collection’s objects, with the outermost layer being the building and the innermost being the packaging material of each object. This concept called a multilayered collections storage system in the National Parks Service’s Museum Collections handbook, provides objects with many backup layers of protection. Ideally, should one layer fail, the others will still adequately insulate objects from the agents of deterioration.
However, collections and their storage areas should still be regularly assessed for potential or extant sources of damage and weaknesses. Should any be found, it is important for staff to address them as soon as possible. This includes maintaining clean spaces to prevent agents of deterioration like dust, dirt, pests, and so on. Under the principles of preventative conservation, risk reduction is key. If it is possible to stop damage before it occurs, staff should make it a priority to do so. Even under a multilayered storage system, staff should treat each failure as an imminent danger to the object for this reason.
Under the multilayered storage system, all layers should be prepared to block the agents of deterioration. Buildings and rooms should be well-maintained and outfitted with appropriate climate control, security, fire prevention and suppression, and the ability to block out natural elements such as pests, water, light, and so on. The individual storage units, such as shelves, boxes, and folders, should perform some of the same functions while also insulating objects from vibrations or physical shocks, dust and dirt, or dislocation. These containers should be made of materials that do not lend to off-gassing. Click here for more information on storage.
Off-gassing refers to the pollutants created as some objects deteriorate. It is especially common for materials such as some woods, papers, and plastics. For this reason, it is important to select storage made of stable materials in order to protect the objects housed within them.
Dislocation refers to the breakdown of systems of organization over time. This can lead to the loss of objects or the information identifying them. If an object is missing, not only is it unable to be used in the institution’s educational content, but it also can’t be monitored for deterioration. While the loss of information may not directly lead to the deterioration of the object, in effect, it also prevents the object from being useful for education. Because it is not a physical cause of deterioration like the other agents, it needs to be handled differently as well. The key to preventing dislocation is creating and maintaining an effective system of organization. All objects should be stored in an organized and logical manner, with all relevant information readily available. If an object has changed hands in regards to who is responsible for it, moved locations, or been used for a project, this should be documented. Ideally, all documentation and relevant information should be backed up digitally in the event that the physical copies are destroyed.
Handling
Different objects may require different techniques and equipment while handling. To access guides on caring for objects made from specific materials, click here.
However, there are a few general principles staff can put into practice while handling objects. Without proper handling, it is likely that staff will accidentally increase an object’s chance of being exposed to one of the agents of deterioration. This is especially true when it comes to the agents physical forces or pollutants. Objects need to be insulated from the oils on our skin and physical shocks such as being dropped or bumped into something else while handling.
One of the best ways to reduce potential accidents is to “think before you touch.” Planning ahead is key to preventing an object from being damaged. When handling an object, it is best to think about what needs to be done, where the object needs to go, and the path that needs to be taken ahead of time. In preparation, the areas should be cleared of additional objects that could easily be knocked into, block these pathways, or cause the object handler to trip.
Additionally, if there is equipment that can be used to reduce the risk of damage to the object, that equipment should always be used. If an object should be touched with appropriate gloves rather than bare hands, appropriate gloves should be worn. If an object can be pushed on a cart rather than carried by hand, then the cart should be used. When moving objects, either by hand or with the help of equipment, it is important to ensure that all parts of the object are well supported. Objects should not be picked up by one end or any handles. It is always better to lift the object in such a way that its weight is evenly distributed, as this will prevent accumulative damage caused by stress to one spot.
Shipping can be particularly risky for objects. Due to the possibility of long-term but low-scale physical forces such as vibration from vehicles and higher-intensity incidents such as impacts, special care should be taken to insulate objects from shock with the packaging. Again, the object’s weight should be distributed evenly to prevent cumulative damage. This may include filling negative spaces within certain objects. Based on the object’s fragility, several inches of shock-absorbing material should be used to insulate the object from physical forces resulting from movement.
Resources
Department of the Interior Museum Property Handbook, Volume 1
National Park Service Museum Handbook, Part I: Museum Collections
Government of Canada Museology and Conservation
Conservation Center for Art and Historic Artifacts, Selecting Materials for Storage and Display
Sustaining Places 