An optimal preservation environment that achieves the best possible preservation of collections with the least possible consumption of energy and is sustainable over time.
Team members should include or represent everyone whose decisions or behavior has an effect on the environment in collection storage and display locations. Depending on the size or your institution, that can include a large number of people from institutional departments with different priorities and standards of operation. It is important to find people who are willing to work together, to share information, and to respect what each person brings to the team. The collections champion often takes the lead but the facilities team members are the key to success.
One common roadblock is the fact that facilities staff are focused on resolving immediate concerns, and rarely have the time to take a more holistic, strategic approach. People are busy, and facilities management or upper administration may not immediately see the work of an environmental management team as a productive use of resources. At the same time, most institutions are under pressure to reduce energy costs.
This is one of the reasons why buy in from upper management is crucial. Without their support and encouragement it can be difficult for individuals to commit the time needed to understand and improve the storage environment. It may be helpful to explain the benefits of team management of the environment to administrators. Primary inducements include the potential for energy savings (big money) through operational changes, the availability of grant money for environmental improvement projects ($40,000 to $350,000 from NEH SCHC programs and up to $150,000 from the IMLS Museums for America program), and the fact that working together and sharing knowledge really does save everyone time in the end.
What preservation climate is the existing mechanical system actually delivering on an annual basis?
What preservation climate is the existing system capable of delivering on an annual basis?
What environment is achievable given your regional climate, your building, and your mechanical system?
What environment is best for the collections in your institution? Which collections are most vulnerable to deterioration?
What environment is acceptable to occupants of the space? Can work areas be separated from storage spaces?
Is the system consuming more energy than necessary to deliver the actual climate?
What changes are necessary to achieve optimal operation?
What procedures would ensure continued optimal operation?
If your institution has instituted a successful cross-disciplinary environmental management team, please let us know. We would love to highlight your projects in future editions of Climate Notes. Please contact Patricia Ford at pafpph@rit.edu to share your stories.