Signposts to Collection Care · 2016-12-21 · Signposts to Collection Care3 What Signposts is for...

Signposts toCollection Care

SOUTH WEST MUSEUMS LIBRARIES & ARCHIVES COUNCIL

ContentsWhat Signposts is for 3

Using Signposts 3

Actions for Collection Care

Explanatory Notes 4

Range Statement 5

Environment

Explanatory Notes 8

Range Statement 9

Security and Emergency Planning

Explanatory Notes 12

Range Statement 13

Documentation

Explanatory Notes 16

Range Statement 17

Signposts and the Accreditation Standard 20

Beyond SignpostsPlanning improvements 22

Collection Care Action Plans 22

Glossary 23

AcknowledgementsThe first edition of Signposts was written by David Hill and Elizabeth Earle of the South West MuseumCouncil. It had grown out of the West Midlands Regional Museum Council’s original concept which wasdeveloped further by Jane Henderson of Collection Care Consultancy and Jane Marley, GloucestershireMuseums Co-ordinator. This new edition, designed to reflect the requirements of the Accreditation Standard,has been written by Rhian Tritton and Steph Gillett of G&T Consulting Ltd on behalf of the South WestMuseums Libraries and Archives Council (SWMLAC). The authors would like to acknowledge thecontributions of Eleanor Moore, Rhiannon Johns, Helena Jaeschke and Robin Bourne.

©South West Libraries & Archives Council, August 2005

Signposts to Collection Care 3

What Signposts is forSignposts is a practical tool designed to help you assess the standards of your collection careactivities and improve them. The process of working through Signposts will also help you preparefor your application for Accreditation.

We have tried to make Signposts as user-friendly as possible. All museums, whatever their size,should find something useful here. However it is not an exhaustive description of best practice incollection care. There are other sources for this information; these are listed in the ResourcesFactsheet at the back of the Signposts folder. You will also find further information in otherFactsheets at the back of the folder. This information will be particularly useful when you begin toplan the improvements you have identified as a result of completing the Range Statements.

Using SignpostsFollowing these introductory pages, you will find four sections on the following subjects: Actions forCollection Care; Environment; Security and Emergency Planning; and Documentation. Each sectioncontains a Range Statement, together with explanatory notes. There are five levels in eachStatement. Level 3 is equal to the standard required for Accreditation, Level 4 represents goodpractice while if you reach Level 5 you will be following best practice. Alongside each RangeStatement you will find explanatory notes which will help you complete it, and space for you to giveexamples of evidence. There is also a Glossary at the end of the document, which explains termsused throughout.

Next to each point in the Range Statement you will see a number in italics, for example (1.7.1a).This indicates the section of the Accreditation Standard to which that point refers. You can find outmore about how Signposts relates to the Accreditation Standard in the section “Signposts and theAccreditation Standard”, which follows the Range Statements.

When working through the Range Statements, you may wish to photocopy them to make it easierto complete them in the store or display areas. If your museum does not have a curator it might behelpful to work with your Curatorial Advisor when filling in the Range Statement. This exercise canwork better as a group activity.

In order to find your museum’s range position, work from the top of the page to the bottom, tickingeach box next to the statement that best describes the situation throughout your museum. Theexplanatory notes alongside the Range Statement will help. The level in which all of the squares areticked determines the museum’s range position for that category.

If your museum operates on multiple sites, take a photocopy of the grid for each site or area, forexample each gallery, store, or building. Tick boxes as appropriate and work out the range positionas above.

4 Signposts to Collection Care

Explanatory Notes

Many of the terms in this Range Statement areexplained in the Glossary. You will also findadditional information in the Factsheets at theback of the Signposts folder.

Vulnerable or sensitive objects are those whichare more likely to suffer damage throughdeterioration or incorrect methods of handlingand display, because of their condition or thematerials from which they are made.

Inspect the collections means that most or all ofthe objects, including those in store, are seen bya member of staff.

Staff includes paid staff and volunteers.

Objects coming into the museum are thosedonated or loaned to the museum, lefttemporarily for identification, or loaned byanother museum for display purposes.

An appropriately qualified professional might bea conservator, your curatorial advisor, orsomeone with a professional museumsqualification and substantial collection careexperience.

Giving advice in a variety of ways means overthe telephone, by letter or email, or during a visit.

Checking for pests is also known as monitoringfor pests.

Treatment of objects means performing someaction on the objects which changes them. It isalso known as “remedial conservation”.

Collection Care Action Plan is a plan that youmight produce as a result of completingSignposts, which contains a checklist of timed,prioritised actions to help you improve yourcollection care activities. See the section“Beyond Signposts” for help in writing aCollection Care Action Plan.

Integrated cleaning and pest managementprogramme means an approach to checkingand eradicating pests which relates to cleaningand other museum activities. It might mean, forexample, having a temporary programme ofmore frequent, in-depth cleaning for areas inwhich higher than usual numbers of insects hadbeen trapped.

Types of records that you might keep aboutconservation treatment of objects might includemaking notes on the object’s catalogue card ordatabase entry, notes in a conservationtreatment log and treatment records provided bya conservator.

Actions for Collection CareCollection care is at the heart of all museum activity. If we store, handle, displayand use collections in ways that reduce the risks of damage and deterioration,we can increase long-term access to collections.

This Range Statement deals with the actions that you can take to safeguardyour museum’s collections. Completing it will enable you to see the strengthsand weaknesses of your collection care activities, and will help you in yourapplication for Accreditation.

Each line in the Range Statement is followed by a number in brackets, whichshows to which section of the Accreditation Standard it refers.


Actions for Collection Care Range Statement

Level 1 Tick Notes and Evidence

We know that some objects in the collectionare more vulnerable or sensitive than others (4.5.2a)

We know that we should clean display and storage areas(4.5.2e)

We know that we should check display and storageareas for pests (4.5.2e)

We know that all objects coming into the museumshould be checked for signs of pest damage, dampnessor mould (4.5.2e)

We know that we should have regular advice oncollection care activities from an appropriately qualifiedprofessional (4.5.2g)

We know that a conservator should carry outor supervise all treatment of objects (4.5.2g)

Staff know that they should ask for advice if they areunsure about cleaning an object (4.5.2g)


We inspect the collection visually but do not recordthe results. We know which types of material arevulnerable or sensitive (4.5.2a)

We clean display and storage areas at least twicea year (4.5.2e)

We check display and storage areas for pests regularly(4.5.2e)

We check all objects coming into the museum for signsof pest damage, dampness or mould (4.5.2e)

An appropriately qualified professional gives us adviceon collection care activities in a variety of ways. (4.5.2g)

As often as possible treatment of objects is carried outby a conservator and we retain the treatment recordsprovided (4.5.2g)

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We inspect all the collections regularly, noting especiallythe objects which may be vulnerable or sensitive andrecording the results. We have a Collection Care ActionPlan to make the improvements needed(4.5.2a and 4.5.2f)

We have taken advice on the appropriate techniques,materials and equipment to use to clean the displayand storage areas, and clean and inspect theseareas regularly (4.5.2e)

An appropriately qualified conservator or otherappropriately qualified professional has taught staff howto clean collections (4.5.2g)

We monitor display and storage areas for pests, checkthe traps, and identify the trapped insects (4.5.2e)

We check all objects coming into the museum for signsof pest damage, dampness or mould, and take adviceon how to remedy the problems, and keep the objectisolated until any problem has been remedied (4.5.2e)

A conservator or appropriately qualified professionalregularly gives us advice on collection care activities(4.5.2g)

A conservator carries out or supervises all treatmentof objects (4.5.2g)


A Condition Survey has been completed by a conservatorand we have used the results to inform ourCollection Care Action Plan (4.5.2a and 4.5.2f)

We have an established programme for cleaning displayand storage areas, and 75% of materials and equipmentused in these areas is of museum grade (4.5.2e)

A conservator runs our programme of staff training onhow to clean collections (4.5.2g)

We have an integrated pest management programme.Pests are identified, and we record, retain and analysethe results (4.5.2e)

We isolate all objects coming into the museum, and thosewith signs of pest damage, dampness or mould aretreated within a specific period of time (4.5.2e)

A conservator regularly gives us advice on collectioncare activities (4.5.2g)

A conservator carries out or supervises all treatmentof objects (4.5.2g)

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We have an established programme of Condition Surveys,and vulnerable or sensitive objects are monitoredindividually. The results are recorded and used to informour Collections Care Action Plan (4.5.2a and 4.5.2f)

All materials and equipment used in displays andstorage areas are of museum grade (4.5.2e)

We take advice on replacing existing materials with those whose production and use have the least impacton the environment (4.5.2e)

All incoming objects are isolated, and those sufferingfrom pest damage, dampness or mould are treatedby a conservator within a specific period of time (4.5.2e)

Within our staff team we have an in-house conservatorwho carries out all remedial conservation work and givesus advice on collection care activities (4.5.2g)

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Explanatory Notes


Incorrect levels of relative humidity, temperatureand visible light and ultraviolet radiation. Thereare optimum levels of relative humidity,temperature and light for all types of material ofwhich museum objects are made. Incorrectlevels may lead to damage. Fluctuating levels oftemperature and relative humidity may causemore damage than stable conditions which arenot at the optimum level. See the Factsheets formore information.

Light-sensitive objects are those which areparticularly weakened by exposure to light, suchas costume, textiles, works on paper,documents and books. All objects are affectedby exposure to visible light and ultravioletradiation. The overall exposure is a more usefulmeasure than the light level.

Measures to control the environment mightinclude the following: blinds, shutters, curtainsand ultraviolet filters to reduce visible light andultraviolet radiation; closing doors, moving orchanging lights and providing entrance mats tocontrol levels of temperature, relative humidityand pollutants.

Buildings that are strong and well-built enoughto protect against the elements must be robust,well-constructed and well-maintained, with noleaks. Floors, particularly in stores, must be ableto support their load safely. All buildings used tohouse collections must be inspected, includingoutside stores and buildings used for only part ofthe year. When you inspect buildings you mayfind the following dangers: leaky roofs; poorwiring; internal pipe work providing a threat ofwater damage; blocked gutters and ill-fittingwindows and doors. Repairs should be carriedout as soon as possible. If the museums doesnot own the building, needs should be reportedto the owner.

EnvironmentThe monitoring and control of the environment is a vital component ofcollection care. You don’t have to have sophisticated equipment to make adifference; simple measures work too. See the Factsheets for moreinformation.

This Range Statement deals with what you do to measure and control theenvironment in which you store and display your museum’s collections.Completing it will enable you to identify the strengths and weaknesses of yoursystems, and will help you in your application for Accreditation.



Environment Range Statement


We are aware of the effects of incorrect or fluctuatinglevels of relative humidity, temperature, visible light andultraviolet radiation and the importance of environmentalmonitoring (4.5.2b)

We are aware of the damaging effects of internaland external pollutants (4.5.2c)

We know that closing windows and doors can protectagainst airborne pollutants (4.5.2c)

We know that objects should be protected from sourcesof heat, air-conditioning vents and windows (4.5.2c)

We know that we should reduce how much objectsare exposed to visible light and ultraviolet radiationboth in stores and on display (4.5.2c)

We know that we should keep vulnerable objects in cupboards and cases to protect them from dust (4.5.2c)

We know that buildings in which the collections arehoused, including outside stores, should be strong andwell-built enough to protect against the elements andshould be inspected (4.5.2d)


We measure levels of relative humidity and temperature atleast twice a year. We measure visible light and ultra violetradiation when we change the displays or the lighting(4.5.2b)

We know that equipment used for monitoring shouldbe stored, used and calibrated as the manufacturerrecommends (4.5.2b)

We are developing measures to reduce the damagingeffects of pollutants (4.5.2c)

We can close over 50% of windows and doors toprotect against external pollutants (4.5.2c)

At least 50% of our objects are protected from sourcesof heat, air-conditioning vents and windows (4.5.2c)

In the stores where light-sensitive objects are kept, 50%of the windows are covered with blinds or shutters, andlights are kept turned off except during access (4.5.2c)

Sunlight falls on less than 50% of our light-sensitiveobjects while on display (4.5.2c)

We keep at least 50% of our vulnerable objects incupboards and cases to protect them from dust (4.5.2c)

50 % of the buildings in which the collections arehoused, including outside stores, are strong andwell-built enough to protect against the elements (4.5.2d)

We inspect all buildings regularly (4.5.2d)

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We have a programme to measure relative humidity,temperature and levels of visible light and ultravioletradiation in displays and stores (4.5.2b)

We record, analyse and retain the environmental datacollected (4.5.2b)

We store, use and calibrate all the equipment used formonitoring as the manufacturer recommends (4.5.2b)

We have determined the level of control of relativehumidity, temperature, visible light, ultraviolet radiation andpollutants that we want to achieve, and take measures tocontrol the environment within these limits (4.5.2c)

All windows and doors can be closed to protect againstexternal pollutants (4.5.2c)

All objects are protected from sources of heat,air-conditioning vents and windows (4.5.2c)

In the stores where light-sensitive objects are kept, all thewindows are covered with blinds or shutters, and lightsare kept turned off except during access (4.5.2c)

Sunlight does not fall on any light-sensitive objects whileon display. Fluorescent lights are covered with ultra-violetradiation filters (4.5.2c)

We keep all vulnerable objects in cupboards and casesto protect them from dust (4.5.2c)

The buildings in which the collections are housed,including outside stores, are strong and well-built enoughto protect against the elements (4.5.2d)

We inspect all buildings three times a year and we havea programme of action to remedy any faults identified(4.5.2d)

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We record, analyse and retain for at least 5 years the datafrom our programme of monitoring relative humidity,temperature and visible light and ultraviolet radiation, anduse it to inform our Collection Care Action Plan (4.5.2b)

We have set the levels for control of the environment thatwe want to achieve, and meet these targets at least 50%of the time (4.5.2c)

In the stores where light-sensitive objects are kept, and instudy and research areas, all the windows are coveredwith ultraviolet filters or blinds or shutters, and lights arekept turned off except during access (4.5.2c)

We have a programme to reduce the effects of visible lightand ultraviolet radiation (4.5.2c)

We inspect all buildings four times a year and have aprogramme of action to remedy any faults identified withina specified timescale (4.5.2d)


We have set the levels of control of the environment thatwe want to achieve, and these targets are met at least95% of the time. We review these targets annually and when planning new displays (4.5.2b)

The temperature and relative humidity requirements ofdifferent materials in the collections are met (4.5.2c)

All artificial lighting is free from ultraviolet radiation (4.5.2c)

An automatic system ensures that lights are kept off instorage areas when unoccupied (4.5.2c)

The overall exposure of objects to visible light andultra-violet radiation is measured and kept within definedlimits (4.5.2c)

We inspect all buildings at least four times a year and wehave a programme of action to remedy any faultsidentified within a specified timescale, with a budgetallocated for improvements (4.5.2d)

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Explanatory Notes


Emergency plans can also be called disasterplans. They detail what actions will be taken tosafeguard staff, visitors, collections and buildingsin the event of an emergency. They often buildon information gained from risk assessments.Threats such as fire, water, theft, vandalism andother disasters should be included in the riskassessment.

An expert advisor might be a Crime PreventionOfficer, Fire Prevention Officer or an in-house orexternal specialist security advisor. It is importantthat you can provide evidence of the measuresyou have taken to follow this advice.

Informal security arrangements or informalemergency plans means that these are plans orprocedures which are known to and acceptedby most staff, but are not written down. Theyoften result from informal discussions betweenstaff, rather than from expert advice.

Arrangements are the day-to-day proceduresthat you use to safeguard collections.Arrangements for staff and visitors mean thatyou have resolved issues such as: whichmembers of staff have access to storage areas;which areas of the building visitors are allowedaccess to; plans for emergency evacuation;security procedures for study and researchareas; arrangements for maintaining securitywhen contractors are working on-site, especiallyoutside office hours.

Arrangements for collections include some of theabove, and also: security of storage areas;security of display areas, including display cases;access to keys and security codes.

Security & Emergency PlanningCaring for collections means making sure that they are safe from threats suchas fire, water, theft and vandalism. Assessing how prepared your museum is tocope with an emergency is a vital part of collection care; once a disasterhappens, it’s too late to think about planning for it.

This Range Statement deals with what you can do before an emergencyhappens to help you cope with it, and minimise damage to your museum’scollections. Completing it will enable you to see the strengths and weaknessesof your systems, and will help you in your application for Accreditation.



Security & Emergency Planning Range Statement


We know that we should have an emergency plan (1.7.1)

We know that we should assess the securityarrangements for the museum buildings and collections(4.6.2)

We have an emergency call-out list for staff

We have informal security arrangements for at leastone of the following: staff; visitors; collections(4.6.1 and 4.6.4)


We have an informal emergency plan which includesat least two of the following elements: arrangementsfor staff and visitors; arrangements for collectionsand buildings; a risk assessment of threats; proceduresfor staff in the event of an emergency (1.7.1)

We have an emergency call-out list for staff

We review our emergency plan informally every 5 years(1.7.2)

We have assessed the security arrangements for the museum buildings and collections informally (4.6.2)

We have security arrangements for at least two of thefollowing: staff; visitors; collections (4.6.1 and 4.6.4)

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Our emergency plan includes the following elements:arrangements for staff and visitors; arrangements forcollections and buildings; a risk assessment of threats;procedures for staff in the event of an emergency(1.7.1 and 4.6.4)

We review our emergency plan every 5 years, and notethe date of the last review (1.7.2)

An expert advises us on the security arrangements forall the museum buildings and collections, including off-sitestores, and we act on the advice (4.6.1 and 4.6.2)

We are considering/have considered further measuressuch as: identifying particularly vulnerable collections;installing physical protection and alarm systems;staff invigilation; inventory checking (4.6.3)


Our emergency plan includes the following elements:arrangements for staff and visitors; arrangements forcollections and buildings; a risk assessment of threats;procedures for staff in the event of an emergency(1.7.1 and 4.6.4)

We have an intruder alarm system in place

We have a stock of equipment for use in the eventof an emergency which is checked and updated at thesame time as we review our emergency plan


An expert advises us on the security arrangements forall the museum buildings and collections, includingoff-site stores, and we act on the advice. We have abudget for security improvements (4.6.1 and 4.6.2)

We have implemented at least one of the followingmeasures: identifying particularly vulnerable collections;installing physical protection and alarm systems; staffinvigilation; inventory checking (4.6.3)

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We have nominated members of staff on call-out

We have an intruder detection alarm linked to the policeor other appropriate monitoring service

We have arrangements with an emergency service toprovide, for example, off-site storage, emergencyoperating premises or a drying service

Emergency rehearsals are held annually


An external expert advisor, as well as our securityspecialist on the staff, advises us on the securityarrangements for all the museum buildings andcollections, including off-site stores. We act on the advice

We have implemented all of the following measures:identifying particularly vulnerable collections; installingphysical protection and alarm systems; staff invigilation;inventory checking

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SPECTRUM

The Accreditation Standard uses SPECTRUM asthe basis for its documentation activities, andtherefore Signposts also refers to SPECTRUM.For this range statement, we have used theSPECTRUM definitions of Primary Procedures,Documentation Plans, and standards forrecording the conservation of objects. Theseterms are explained in the Glossary. You will findmore information in the SPECTRUM documentitself, which is listed in the Resources section ofSignposts.

Explanatory Notes

Many of the terms in this Range Statement areexplained in the Glossary. You will also find moreinformation in the Factsheets at the back of theSignposts folder.

Audit the collection means that you can usedocumentation to help you check informationabout the collection, such as how many objectsyou have, of what type, and what conditionobjects are in.

Prove that the museum owns the objects mightmean a transfer of title form, signed by thedonor, transferring ownership to the museum.

Make it possible to interpret objects andcollections means that you have enoughinformation about objects, recorded in theirdocumentation, to interpret them to visitors viadisplays and/or study visits.

A Documentation Procedural Manual sets out amuseum’s documentation procedures, whetherthe museum uses manual or computerisedsystems, to ensure that all staff follow the sameprocedures.

An Inventory is a list of the objects in yourcollection. It gives each object’s unique number,a brief description, its location, evidence ofownership and the object’s status, for instance ifit is on loan or part of the permanent collection.

DocumentationDocumentation is a vital part of a museum’s activities. It does many things:it can prove that a museum legally owns its objects; it makes access tocollections easier; and it can make displays more accessible by recording thehistories of particular objects.

This Range Statement deals with documentation activities, and draws heavilyupon SPECTRUM, the MDA’s standard for documentation. Completing thisrange statement will enable you to discover any weak points in yourdocumentation systems, and will help you in your application for Accreditation.



Documentation Range Statement


We know that we should have documentationprocedures which mean that we can locate andidentify the objects, help us to audit the collection,prove that the museum owns the objects, and makeit possible to interpret objects and collections (4.2.2)

We know that documentation procedures shouldbe consistent (4.2.3)

We follow one of SPECTRUM’s Primary Procedures (4.3.2)

We know that we need to deal with our documentationbacklog (4.4.2 and 4.4.3)

We know that records should be kept of conservationwork carried out on objects (4.5.3)


We are developing documentation procedures whichwill mean that we can locate and identify the objects,help us to audit the collection, prove that the museumowns the objects, and make it possible to interpretobjects and collections (4.2.2)

We attempt to follow consistent documentationprocedures (4.2.3)

We follow at least 3 of SPECTRUM’s Primary Procedures,including marking and/or labelling objects with theiraccession numbers (4.3.2)

We have an informal, unwritten plan to deal with ourdocumentation backlog (4.4.2 and 4.4.3)

When objects have undergone conservation treatmentwe record this on their catalogue record (4.5.3)

We keep written records of conservation work carriedout on objects (4.5.3)

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We have a Documentation Procedural Manual, whichwe review regularly (4.2.3)

We follow SPECTRUM’s Primary Procedures (4.3.2)

If we have a documentation backlog, we have a writtenDocumentation Plan which sets out how we will dealwith it, and the timescale for carrying this out(4.4.2 and 4.4.3)

For those parts of the collection for which we do nothave accession and location records, we are compilingan inventory (4.4.3)

If we have completed an inventory, we are working tocompare it with existing documentation records.This will help us to find out whether we can matchthese records with any of the unnumbered objects (4.4.4)

We are working to upgrade our records which relateto the Primary Procedures to the full SPECTRUMstandard (4.4.5)

For objects undergoing conservation treatment,we keep Conservation Treatment Records atSPECTRUM standards (4.5.3)


We have a Documentation Procedural Manual,which we review annually (4.2.3)

We have upgraded our records which relate to thePrimary Procedures to the full SPECTRUM standard(4.3.2 and 4.4.5)

We are following our Documentation Plan to addressour backlog (4.4.2)

We have accession and location records for all objectsin the collection (4.4.3)

We have matched all previously unnumbered objectswith existing documentation records (4.4.4)

We provide access for the public to basicdocumentation records

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We have no documentation backlog (4.4.1)

We provide access for the public to detaileddocumentation records, including images of objects

We have a member of staff responsible fordocumentation, who keeps abreast of currentdevelopments in MLA and MDA policy

Our documentation records are all computerised

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Signposts and theAccreditation StandardCompleting Signposts will help you in your application for Accreditation.Below we have listed all the sections of the Accreditation Standard to whichSignposts refers. Signposts does not cover all the elements of Accreditation,so you will need to refer to the Standard for these. Following the list below,there is a table showing in detail how each section of Signposts relates toparticular elements of the Accreditation Standard.

Sections of the Accreditation Standard referred to in Signposts:

1.7 Emergency Planning

– 1.7.1 Having an emergency plan– 1.7.2 Reviewing the emergency plan

4.2 Maintenance of a Documentation Procedural Manual

– 4.2.1 Having appropriate levels of documentation– 4.2.2 Demonstrating that the museum’s documentation is of an appropriate standard– 4.2.3 Having an up-to-date, regularly reviewed Documentation Procedural Manual

4.3 Maintenance of the primary documentation procedures as defined by SPECTRUM

– 4.3.2 Following SPECTRUM Primary Procedures

4.4 Creation of a written Documentation Plan

– 4.4.2 Having a Documentation Plan – 4.4.3 Having an accession record and location record for all objects or groups of objects,

or an inventory– 4.4.4 Comparing the inventory with existing documentation records to see if any unnumbered

items match existing documentation– 4.4.5 Bringing SPECTRUM Primary Procedures up to date for all objects in the permanent

collections, and for loans

4.5 Actions to minimise the risk of damage to and deterioration of the collection

– 4.5.2(a) Collection condition overview– 4.5.2(b) Environmental monitoring– 4.5.2(c) Environmental control– 4.5.2(d) Provision of suitable building conditions– 4.5.2(e) Housekeeping– 4.5.2(f) Planned programme to institute improvements in collection care– 4.5.2(g) Conservation and collection care advice and services– 4.5.3 Maintaining Conservation Treatment Records at SPECTRUM minimum standard for any

objects undergoing conservation treatment

4.6 Expert assessment of security arrangements

– 4.6.1 Obtaining expert advice on security, implementing it and reviewing security arrangements– 4.6.2 Security advice covering all museum premises and collections, including off-site stores– 4.6.3 Considering measures such as identifying particularly vulnerable collections, installing physical

protection and alarm systems, staff invigilation and inventory check procedures– 4.6.4 Considering security arrangements relating to staff and visitors as well as collections


Matching the AccreditationStandard and SignpostsSections in Accreditation Standard Range Statements in Signposts

1.7 Emergency Planning1.7.1 Having an emergency plan Security and Emergency Planning

1.7.2 Reviewing the emergency plan

4.2 Maintenance of Documentation Procedural Manual

4.2.1 Having appropriate levels of documentation Documentation

4.2.2 Demonstrating documentation is ofan appropriate standard

4.2.3 Having a Documentation Procedural Manual

4.3 and 4.3.2 Following SPECTRUM Primary Procedures Documentation

4.4. Creation of written Documentation Plan

4.4.2 Having a Documentation Plan Documentation

4.4.3 Having accession and location records for all objects,or an inventory

4.4.4 Comparing inventory with existing documentation records

4.4.5 Bringing SPECTRUM Primary Procedures up to datefor all objects

4.5 Actions to minimise damage to and deterioration of collections

4.5.2(a) Collection condition overview Actions for Collection Care

4.5.2(b) Environmental monitoring Environment

4.5.2(c) Environmental control Environment

4.5.2(d) Provision of suitable building conditions Environment

4.5.2(e) Housekeeping Actions for Collection Care

4.5.2(f) Planned programme to institute improvements Actions for Collection Carein collection care

4.5.2(g) Conservation and collection care advice and services Actions for Collection Care

4.5.3 Maintaining Conservation Treatment Records Documentationat SPECTRUM minimum standards for objectsundergoing conservation

4.6 Expert assessment of security arrangements

4.6.1 Obtaining expert advice on security, implementing it Security and Emergency Planningand reviewing arrangements

4.6.2 Advice covering museum buildings, includingoff-site storage

4.6.3 Considering further security measures

4.6.4 Considering security arrangements relating to staffand visitors as well as collections


Planning improvements

Having identified your museum’s strengths andweaknesses you can begin to develop a CollectionCare Action Plan to help you to makeimprovements. You may find that there are furtherplans which you need to develop, such as aDocumentation Procedural Manual, a plan toimprove security, an emergency plan, and possibly adocumentation backlog plan.

These plans are a requirement for Accreditation, butyou may also find that completing Signposts hasrevealed some further gaps which you need toaddress. For instance, some of your policies, suchas your Acquisition and Disposal Policy, may needfurther work, or perhaps you need to improve levelsof staff training in some areas. You may need todevelop or refine your Forward Plan. Don’t bedeterred if this is the case; while all of these plansand policies are necessary, because they underpingood collections care activity, they don’t all need tobe written at the same time. The Resources sectionof Signposts will direct you towards sources ofinformation to help you write these plans.

Collection Care Action Plans

In prioritising areas for action, you may want toconcentrate on those in which your scores arelowest, but you could also include some areas inwhich you can make progress quickly and withouttoo much effort. Once you have identified whatneeds to be done, set a realistic time-frame withinwhich it should be achieved. Your Curatorial Advisor,museum development officer or conservator canhelp you here. Don’t forget that there are also usefulinformation and ideas in the Signposts Factsheets.

You may want to start by looking at the level in theRange Statement above the one you have attained.So, for example, if you have reached Level 2, youmay want to aim to reach the standards listed inLevel 3. For example, if you want to improve yourpest monitoring (Actions for Collection Care RangeStatement) so that, as well as checking for pests(Level 2), you also identify the trapped insects (Level3), you could set out how you will achieve this.Perhaps you could make a named personresponsible for the monitoring, or have a rota ofseveral people, and check off the monitoring on achart once it has been done. You may also need toask advice from a conservator or other suitablyqualified professional, or arrange some training, onidentifying pests. As you work through the higherlevels you will find that some of the activities havelong-term implications and involve setting out andagreeing procedures.

Action plans are most useful if they are timed andprioritised, so make sure that all your plans arespecific and that actions can be measured, settingout what will be done, by whom and when. Thismeans that when you revisit the plan, which youshould do at regular intervals, you can see the areasin which you have made progress. Don’t be afraid toinclude long-term goals too; they can be greatmotivators.

Beyond Signposts


GlossaryCalibrateAdjust the settings of an instrument, such as athermohygrograph, so that it is accurate.

Collection Care Action PlanA plan to improve your collection care activities,including environmental monitoring and control, pestmanagement, cleaning stores and displays andinspecting the collections.

ConservationProtecting, preserving and treating objects whilepreserving their integrity. Remedial conservationincludes the scientific treatment of objectsundertaken or supervised by a professionalconservator. Preventative conservation includes thecontrol of environmental conditions so as tominimise further deterioration.

Disaster Plan see Emergency Plan

DocumentationSystematic recording of key information relating toobjects.

Documentation backlogThe number of records which do not meetSPECTRUM minimum standards because they areincomplete. Backlogs can also take the form of, forexample, accession backlogs, where there arenumbers of objects waiting to be formallyaccessioned.

Documentation PlanSPECTRUM states that a Documentation Plan mustbe developed to deal with documentation backlogs.It must include the following elements: how thePrimary Procedures will be implemented; howSPECTRUM minimum standards will be met; thetimescale within which these actions will becompleted.

Documentation Procedural ManualThis sets out a museum’s documentationprocedures, whether the museum uses manual orcomputerised systems, to ensure that all staff followthe same procedures.

Emergency PlanPlan to minimise the threat of disasters, covering riskassessment and response to and recovery from adisaster. Also known as a Disaster Plan.

Environmental MonitoringThe measurement and recording of levels ofenvironmental factors such as light, ultra-violetradiation, temperature, relative humidity andpollutants to inform control measures.

Forward PlanPlan breaking down museum’s overall mission andlong-term aims into short-term projects and ongoingtasks, also showing resources that may be neededto achieve the aims.

InfestationThe presence of pests in the collection.

Integrated pest management programmePlanned approach to monitoring and eradicatingpests, integrated with cleaning stores and displays,and other collection care activities.

InventoryA list of the objects in the collection. It gives eachobject’s unique number, a brief description, itslocation, evidence of ownership and its status, forexample whether it is on loan or is part of thepermanent collection.

Invigilation Supervision of visitors in display and study areas bymuseum staff.

Isolation Objects which enter a museum are kept separatefrom the main collection for a period of time, in aseparate room or container, until they have beenexamined and found to be free of pest infestation,dampness or mould. Also sometimes known asquarantine.

LightAll light causes fading and deterioration. Ultravioletradiation, emitted by the sun and some artificiallights, is the most harmful end of the light spectrum.Visible light is the light that can be seen by thenaked eye. Light is measured in lux.

Light-sensitiveMaterials which are faded and weakened byexposure to light, such as costume, textiles, worksof art on paper, books, documents and photographs.


Museum gradeMaterials which are inert (i.e. do not cause adversereaction in objects) or acid-free (boxes, tissue paper,mounting card which contain no acid, particularlylignin), used for packing, storage and transportingcollections.

Pests Birds, rodents, insects, moulds and bacteria whicheat or soil objects, or leave detritus which couldattract other pests. Insects which are particularlydangerous to museum collections include silverfishand the larvae of several types of moth, woodworm,carpet beetle and biscuit beetle.

PollutantsGases and particles in the atmosphere which candamage objects. These may come from externalsources such as vehicle exhausts and industry orfrom sources within the museum such as dust andmaterials used for storage or display.

Preventative conservation see Conservation

RegularlyDescribes how often activities take place, forexample inspecting buildings, checking for pests.The frequency will vary, depending on variousfactors. For example, vulnerable or sensitive objectsmight be inspected more frequently than morestable objects. There would also be an increase offrequency as you move up the Levels of the RangeStatements; for Level 4 you would be carrying outinspections or receiving advice from a conservatormore often than at Level 2.

Range statementA way of measuring activities against a standard.

Relative humidity, RHAt any given temperature, a certain amount of watercan become vapour. As temperature rises, relativehumidity falls, unless more water is available,because warm air holds more moisture. Relativehumidity is expressed as a percentage, i.e. 50% RHindicates that the air is holding half the amount ofwater vapour it could hold.

Remedial conservation see Conservation

Risk assessmentIdentification of hazards, the evaluation of the risk, orlikelihood, of these occurring and the identification ofsuitable controls to prevent hazards occurring or tominimise subsequent damage.

SensitiveMore likely to deteriorate as a result of exposure todamaging conditions, due to the materials fromwhich an item is made, or its condition. Forexample, a cast iron anchor might be sensitive toatmospheric moisture and begin to rust.

SPECTRUMThe UK museum documentation standard,consisting of a series of procedures which can becarried out by manual or computer systems.

SPECTRUM: Conservation of ObjectsThe standard for the conservation of objects is asfollows:

It is possible to find all conservation informationby using the object number

All conservation treatment is authorised before ittakes place

Records are kept of all interventive (i.e. treatmentof objects) and preventive (i.e. cleaning of storesand displays, environmental monitoring)conservation work

Where conservation establishes new information,or information is lost, this is recorded on theobject’s catalogue record

All condition checks and collection care activitiesfor objects which have been through conservationtreatment are scheduled and recorded

SPECTRUM: Documentation PlanThis must be developed to deal with documentationbacklogs. It must include the following elements:

How the Primary Procedures will be implemented

How SPECTRUM minimum standards will be met

The timescale within which these actions will becompleted


SPECTRUM: Primary Procedures

Object entry: there should be a unique writtenrecord for all objects which enter the museum,whether they come in for identification, as a loanor as a potential acquisition

Acquisition: an accessions register should bekept, and a second, back-up copy stored off-site;each object or group should be marked orlabelled with its unique identity number

Location and movement control: records ofthe location of objects are updated to record their movement

Cataloguing: an index, or similar method offinding information, is kept. Information aboutobjects can be found using their identity numberfrom the accessions register, but it should also bepossible to find information by another methodsuch as location, donor or subject classification

Object exit: written records are kept of allobjects from the permanent collection which leavethe museum

Loans in, loans out: records are kept of allincoming and outgoing loans; all loans are forfixed terms, and for a specific purpose, which isstated in the documentation and regularlyreviewed

TemperatureAffects relative humidity. High temperatures alsoaccelerate other damage factors, includingexpansion of materials, metal corrosion and thebreeding of pests

VulnerableMore susceptible to damage from physical orchemical causes due to the materials from which an items is made, or its condition. For example, a wooden table leg with a crack in it might bevulnerable to poor handling and break if picked up incorrectly

Disclaimer

The South West Museums Libraries & Archives Council has taken every care in the preparation of thecontent of this document to present up-to-date and accurate information. However, the South WestMuseums Libraries & Archives Council gives no express or implied warranty as to the accuracy of theinformation in this document, and accepts no liability or responsibility for any direct or indirect loss,damage or inconvenience as a result of reliance on or use of such information.

Any person using or relying on the document for any purpose other than the titled project agrees, andwill by such reliance be taken to confirm his agreement, to indemnify the South West MuseumsLibraries & Archives Council against all costs, claims and expenses incurred by the South WestMuseums Libraries & Archives Council as a result of such use or reliance.

© South West Museums Libraries & Archives Council 2005

This document is available in alternative formats from SWMLAC, includingas a downloadable PDF on the SWMLAC website at www.swmlac.org.uk

South West Museums Libraries & Archives Council (SWMLAC)

SWMLAC is the strategic agency for museums, libraries and archives in the region.It provides leadership and advice to the sector, and through targeted programmesof activity, enables the sector to make the fullest contribution to the social,educational and economic well-being of the South West. As an agent for changeSWMLAC seeks to develop new perspectives and a regional dimension, which addvalue to existing activity of museums, libraries and archives and enable them toreach out to wider audiences.

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Tel: 01823 259696Fax: 01823 270933Email: [email protected]: www.swmlac.org.uk

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Signposts to Collection Care · 2016-12-21 · Signposts to Collection Care3 What Signposts is for...

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