Worksheet 3 - Room data and assessment of major threats to the collection Fill one of these sheets for each collection storage room. Storage room name: Item Number Measurement Comments Location of storage in building Below grade? At grade? Upper floor? Length Width Total storage floor space Multiply length by width Clear height Clear height = maximum height of usable space within the room Pillars / columns in the space How many? Floor finish Concrete, vinyl, carpet, wood, tile, earth, etc.? Mezzanine / floor level changes Damp walls Which walls? What could be the source? Water infiltration / leaks Where? What could be the source? Cracks Where? Are they recent? Windows Are they all secured? Doors (exterior) Are they all secured? Doors (interior) Are they all secured? Equipment, devices, building systems Exists? Quantity Condition Comments Yes No Good May need repairs or inspection Climate control Ceiling fan X 3 1 2 Replace 2 units Portable fan X Portable / window air conditioner X 2 X Need cleaning Portable dehumidifier Portable heater Mechanical air ventilation only Heating, Ventilation and Air Conditioning (HVAC) Fire protection
Smoke detector Heat detector Fire alarm system Monitored 24/7? Tested regularly? Portable extinguisher Automatic sprinkler system What type (dry / wet / pre-action)? Inspected regularly? Security Window and door contact switches Motion detectors Camera surveillance Alarm system Monitored 24/7? Assessment of major threats to the collection Proposed improvements / changes Advice from qualified professionals Contact your local fire department and ask them to visit your facility to recommend how you could reduce fire risks. If you have reason to question the structural integrity of your building or if you are concerned about the floor loading capacity (e.g. to support the installation of compact shelving or to be sure you can add further units), contact a structural engineer to determine what can or should be done. Perhaps you have access to people who can advise you in your municipality, on your Board? See Resource 2 - General floor loading requirements Institutional memory In the last 30 years, have there been floods or fires in this facility? How many? What was the source? Where did it happen? How many collection objects were affected? Visual observation Water: Are there any water / drain pipes over this space? What is the approximate total length of these pipes? Are there bathrooms or sources of pressurized water (e.g. kitchens, mechanical rooms) directly above storage? Security: Are doors and windows secure and in good condition? Mould: Are there signs of mould on walls or in corners? Is the space consistently damp? Pests: Are there visible signs of pest infestations?
Worksheet 4 - Assessment of storage furniture and space Fill in one of these sheets for each collection storage room. Refer to the workbook and the letters under each column heading for further instructions. Unit type Unit ID Height (m / ft) Length (m / ft) Depth (m / ft) Unit footprint (m2 / ft2) Number of surfaces Storage surface offered (m2 / ft2) Unit fullness (%) Keep as is Keep and modify Donate / discard a b c d e f g h Drawer cabinets A 1.5 m 1 m 0.8 m 0.8 m2 7 5.6 m2 100% X D 1.5 m 1 m 0.8 m 0.8 m2 7 5.6 m2 100% X T 1.5 m 1 m 0.8 m 0.8 m2 7 5.6 m2 200% X BB 2 m 2 m 1.5 m 3 m2 5 15 m2 150% X CC 2 m 1 m 0.8 m 0.8 m2 6 4.8 m2 25% X DD 1.5 m 3 m 1 m 3 m2 10 30 m2 80% X Total 9.2 m2 42 66.6 m2 109% 5 1 0 Open shelves Total Cupboards Total Racks Total Pallets Total GRAND TOTAL i 9.2 m2 j 66.6 m2 k 109%
Worksheet 6A - Collection analysis – empty Storage Room: Collection INSIDE STORAGE ROOM: number of objects in and out of units OUTSIDE STORAGE ROOM: number of objects (and NOT on display) Total number of objects Object type Object category (see Resource 10 - The 12 object categories) IN a unit (use boxes in the row directly below to add unit ID) NOT in a unit IN a unit NOT in a unit a b d e f g TOTALS Worksheet 6B - Collection analysis (summary page)
Fill in only one of these sheets. Collection INSIDE STORAGE ROOMS: number of objects in and out of units OUTSIDE STORAGE ROOMS: number of objects (and NOT on display) Total number of objects Object type Object category (see Resource 10 - The 12 object categories) Room: ART STORAGE Room: ARCHIVAL STORAGE Room________ IN a unit NOT in a unit IN a unit NOT in a unit IN a unit NOT in a unit IN a unit NOT in a unit a b c d e f Paintings 11 - Small 2-D 20 45 65 12 - Large 2-D 8 1 8 Prints 9 - Flat, small (30 cm) 78 78 9 - Flat, large (100 cm) 150 10 150 10 Sculptures 1 – Extra heavy 5 11 3 19 4 – Long 1 1 5 – Heavy 23 1 23 1 Textiles 10 – Rolled 3 3 Books 7 – Small 34 659 65 693 65 Newspapers 9 - Flat, small 1500 500 200 1500 700 Microfilm 7 – Small 245 245 Cassette tapes 7 – Small 318 318 g TOTALS 308 25 2767 576 204 3075 804 Worksheet 6B - Collection analysis (summary page) – empty
Collection INSIDE STORAGE ROOMS: number of objects in and out of units OUTSIDE STORAGE ROOMS: number of objects (and NOT on display) Total number of objects Object type Object category (see Resource 10 - The 12 object categories) Room: Room: Room________ IN a unit NOT in a unit IN a unit NOT in a unit IN a unit NOT in a unit IN a unit NOT in a unit a b c d e f g TOTALS
Worksheet 6C - Collection analysis (objects with special requirements) Fill in only one of these sheets. Objects with special storage requirements (These objects were counted in the first table. Also consider objects on display, as these should have their own location in storage). What and how many? Notes Highly valuable to thieves (attractive, portable, high monetary / resale value) Most valuable to institution (historical, curatorial, monetary, religious, local, regional or national significance, etc.) Collection of 43 paintings (small) by local artist XYZ, largest in the country Most important part of the collection Legal restrictions (firearms and ammunition, poisonous collections, human remains, etc.) Special designation (some objects of national significance may have certain conditions attached to them that affect how and where they can be stored) Health and safety (fluid specimens, cellulose nitrate, asbestos, radioactive objects, taxidermy specimens, etc.) Curatorial restrictions (Parts of the collection that have to be kept together, for various reasons, e.g. responsibility of the same curator, from the same donor, from the same era or origin, etc.) Culturally sensitive objects (sacred objects, human remains, etc.) Particularly vulnerable objects. See Resource 8 - Main collection vulnerabilities Newspapers (acidic), microfilm and cassette tapes are susceptible to chemical degradation at room temperature Most other objects that are typically vulnerable to RH have been in these conditions for over 30 years, and are therefore not particularly vulnerable to cracking, warping, flaking, etc. Other (specify) Objects with active deterioration What? How many? Where? (storage locations) Insect / rodent infestations Textiles 3 5F (we bagged them) Mould Metal with active corrosion Stone or ceramics with soluble salts
Worksheet 8 - Assessment of small equipment Fill in only one of these sheets. Equipment type Exists? Quantity Comments (do you need to purchase new / repair existing?) No Yes Reaching Step stool Kick stool with wheels Step ladder Extension ladder Double-sided ladder Mobile ladder with platform Other: Handling Tray Basket Trolley Dolly Rolling platform Hand truck Hand pallet truck Forklift truck Other: Administration Desk Chairs Table lamps Computer station Broom Dry mop Duster Vacuum (hand-held) Heavy-duty vacuum Other: Emergency response kit Plastic sheeting Tyvek suit Hardhat Gloves Safety glasses Dust masks Blotting paper Towels Flashlight Sponges Rubber boots Plastic container Garbage bags Buckets Heat gun Caution tape Pens, markers Scissors Sealable plastic bags First aid kit Other: