Vision Study
Preliminary Evaluation of Holdings
Museum and Archives Facility Design Standards
PPHM Preliminary Program - Select Facility Spaces
Appendices
• A - Select Standards and Codes
• B - Prohibited Materials (draft)
• C - Storage Options for Archival and Museum
• D - Example Photographs: Collections Shelving and Storage Equipment
Michele F. Pacifico
Archival and Museum Facilities Consultant
April 1 8, 2024
PANHANDLE-PLAINS HISTORICAL MUSEUM
PRELIMINARY EVALUATION OF HOLDINGS
This section summarizes the information gathered to date about the PPHM’s historic collections.
Overview
The Panhandle-Plains Historical Museum’s Collections are extensive and diverse. The Museum has a wide variety of historical special collections that require special storage equipment and environmental conditions. For this study, it is presumed that all of the Museum’s collections and support functions will be housed in the new facility.
The collections of the PHHM include a wide range of materials:
• Paper materials (card files, file boxes, archives storage boxes)
• Books, Serials and Newspapers
• Oversized paper materials (in flat files - posters, oversize photos, maps, etc.)
• Black and white photographic prints, slides, films
• Color photographic prints, slides, and film
• Magnetic tapes, video cassettes, audio reels, DVDs, etc.
• Art -framed and unframed materials/3D Art including Sculptures
o Including the fine art work of Georgia O’Keefe and Salvador Dali
• Firearms
• Textiles
• 3D Artifacts - Biology, Archeology, Paleontology, Ethnology and Geology
o Natural History Dioramas
o Taxidermy
o Archeological materials
o Fossils
o Rock and Mineral specimens
o Furniture/Oversized historic equipment
§ Example: Carriages, furniture
§ Saddles
o Indigenous Collections, including baskets, pottery, clothing, jewelry, bows, etc.
• Human Remains and funerary objects (NAGPRA)
Preliminary Storage Requirements
A major goal for new collection storage spaces will be to correct deficiencies in the current storage rooms and provide appropriate collections storage for preservation.
Programmatic Goals:
• Appropriate-sized dedicated storage room and shelving/storage equipment for each of the different collections types - some types can be co-located
• Best practice environmental conditions for the different collection types.
• Dedicated support spaces located separate but adjacent to storage rooms.
Below are some of the preservation and physical deficiencies noted by staff:
• Entire building does not have appropriate fire suppression
• Fluctuations in temperature and relative humidity where in conditioned spaces
o RH too low for fossils
• Some collections storage rooms are unconditioned
• Some collections in unconditioned temporary spaces
• Inadequate filtration of dust - especially near shops
• Inadequate lighting and lighting controls
• Some storage rooms with windows
• Ceilings too low for efficient collections storage
• Steel building uprights in storage areas prevent efficient storage
• Past water leaks - steam heat pipes in storage spaces and have leaked
• Some storage spaces are unsecured
• Lack of appropriate storage spaces and/or storage shelving and equipment
o In general, overcrowded and difficult to care for and access the collections.
o Not enough shelving and storage equipment
o Inadequate or inefficient shelving and storage equipment
§ Some shelving is wood
§ Inadequate protection of fragile materials stored on open shelving (Best practice is to store in cabinets or containers)
o Some collections hanging from ceiling or on top shelves too close to sprinklers or ceiling
§ Fire protection code violation if in areas with sprinklers
o Some oversized history collections stored in rented off -site storage units
• Building constraints prevent efficient storage layouts and easy access and safe transport of the collections and easy/safe movement of collections
o Building constraints include:
§ Columns and steel upright supports
§ Narrow aisles
§ Doors not wide or tall enough for safe moving of collections
§ One small elevator in stacks; lack of elevators in other areas
§ Stairs
§ Difficult to navigate ramps
• Difficulty accessing collections
o Some doors not wide or tall enough
• Collections spread out and specific collection are not centralized in one location
• Not enough processing and/or prep spaces
o Inadequate processing rooms
o Some processing spaces are within the collections storage rooms
§ Not best practice
§ Introduces dust and impacts the desired environmental conditions
• No designated Research Room near collections storage areas
There are various options when considering how best to store, preserve, process and access the collections. A new facility will provide opportunities to provide appropriate collections storage and the necessary support rooms including processing rooms, labs, and a Research Room. The section on Facility
Design Standards will provide more the design criteria for collections storage and supporting collections operations.
Preliminary Estimate of Holdings
Preliminary estimates of the PPHM collections were provided on March 8, 2024 and in conversations with the staff
Deaccessioning: The museum is in the process of deaccessioning duplicate items or collection items that do not complement their collections policies to allow some room for growth. For this analysis, no estimate is available of the quantity of materials that may be deaccessioned.
Growth: PPHM’s collections are expected to grow into the foreseeable future. Generally, with any special collections facility, as more storage space is made available it follows that more historical materials are sent to collections storage for proper processing and storage. Digitization does not eliminate the need to keep and store the original archival and museum collections. Additionally, it must be noted that when fully processed collections often increase in their size and required storage spaces. Collections growth is a complicated issue for museums. The PPHM’s scope covers a large region and the Museum collects a wide variety of artifacts and archival materials. For this analysis, no estimate of growth has been provided. The consultant will strive to make some assumptions.
Below are the preliminary estimates of current holdings provided by PPHM All estimates should be carefully reviewed by PPHM As the project progresses and further facility and policy decisions are made, the collections estimates should be reviewed and adjusted as needed.
Institutions measure their collections differently. Some use cubic footage (CF), some use linear footage (LF), and some use a combination of CF, LF, SF and item counts. A combination of measurements was provided by the PPHM. When appropriate, LF was converted one-to-one to CF for shelved materials. Any estimates using conversion charts are rounded up and based on largest sized.
Collections Storage in Existing Facility: Approximately 67,287 SF + 1,031 SF = 68,318 SF
Offsite Storage for History Collections: 3 rented storage units for autos, buggies and farm equipment
• The rented facilities will be eliminated, items will be deaccessioned or moved into museum collections storage.
Below is a summary of the collections:
Archives: Storage for boxed and/or oversized textual, photograph, file, etc. records
• 7,632 CF Archives and reference materials
• 1,583 items Oversized bound volumes and reference materials (estimate 870 CF)
• 16,489 items AV, photos, maps, posters and prints, micrographic, etc. (Some rolled and some in flat files)
• 15,165 volumes Library collection (estimate of 2,275 CF)
• 438 LF Serials
• Offsite (Amarillo) Collection in Filing Cabinets (100 cabinets = approx. 400 drawers = 800 CF)
Notes: Estimate of assigned square footage
• Archives
Art:
• 10,500 items
10,350 SF, 3rd floor
Two- and three-dimensional objects
2,500 items on exhibit
8,000 items stored on hanging art racks, flat files, metal and wooden shelving
Notes: Estimate of assigned square footage
• Art Storage Room, Basement (could not find on plan)
• Primary Art 2nd floor
• Total: 2,900 SF
Textiles and History:
Total: 62,000 LF
• 23,000 LF
• 39,000 LF
Textile Collection
Clothing, Shoes, Hats, Bags, Quilts, Flags, Rugs, etc
History Collections
35,000 LF, Household Items - radios, equipment, dishes, tack, firearms
3,000 LF, Small furniture - tables, Victrola’s, saddles, etc.
800 LF, Large furniture - Beds, couches, piano’s, etc.
200 LF, Oversized - Buggies, autos, windmills, etc.
Notes: Different collections co-located: Estimate of assigned square footage
• Textiles and History
Greater % of 16,565 SF, Basement - mostly large furniture
• Textiles % of 8,850 SF Basement and Textile Lab
• T&H ??, Conditioned storage in Exhibit Prep corridor
• T&H % of 8,195 SF, 1 st floor, Temporary Artifacts
• T&H 2,450 SF, 1st floor
• Textiles
3,130 + 2,805= 5,935 SF, 1 st floor stacks
• Textiles 3,130 + 2,805= 5,935 SF, 2nd floor stacks
• Textiles 3,130 + 2,805= 5,935 SF, 3rd floor stacks
• Textiles 3,130 + 2,805= 5,935 SF, 4th floor stacks
• History Off-site
Natural History Collections:
Total: 26,215 CF
Records:
• 275 CF Textual records, maps,
• 316 LF
Biology:
• 11,433 CF
Non-accessioned books, journals, reports
3,301 CF, Taxidermy, osteological, seashells
8,132 CF, Dioramas (Some are on exhibit and some in closed gallery)
Archeology:
• 5,917 CF Excavated artifacts (stone, ceramics, soil samples, some perishables)
Paleontology:
• 3, 881 CF Vertebrate Fossils
Ethnology:
• 2,986 CF Baskets, pottery, beaded objects, clothing, jewelry, rugs, bow, etc.
Geology:
• 698 CF Rocks and minerals
NAGPRA
• 709 CF Human remains and funerary objects
Notes: Different collections co-located; Estimate of assigned square footage
• Records 443 SF Basement
• Natural History Specimens 578 SF Basement
• Oversized Biology/Paleontology w/ History) Small % of 16,565 SF Basement
• Geo, Arch, Paleo Repository 5,224 SF Basement
• Ethnology 3100 SF or 2,805 SF Subfloor
• NAGPRA 336 SF Basement
Conclusion and Recommendations
For planning purposes, this report presumes 12-foot-high electric mobile shelving when appropriate, in combination with some fixed shelving. Specialty shelving, such as flat files, cabinets, and wide span shelving, can be installed on mobile carriages for increased efficiency and should be as high as practical Art racks are mobile and come in varying heights and design
An overview of the shelving and storage options is pro vided in Appendix C Photographic examples of shelving and storage equipment is in Appendix D.
Design factors that will dictate the amount of square footage needed for collection storage include:
• Quantity of current and future collections
• Ceiling heights
• Floor Load
• Bay structure and Columns
• Types and heights of shelving
o Fixed and/or mobile shelving
o Height of shelving
• Fire protection system
• Circulation requirements
The current museum facility has 68,318 SF of collections storage in a variety of rooms that often were not designed for efficient storage. The ceilings for many of the collections areas are low, ranging from 7 feet to 8 feet high, with some supported by numerous metal supports. As noted in the deficiencies, PPHM needs more and efficiently designed storage rooms with appropriate shelving and storage equipment.
The recommended facility is one that provides appropriate storage rooms with higher ceilings, a larger bay structure with fewer columns, and efficient storage. Based on current holdings that will be stored in more appropriate the PPHM should plan for 70,000 square feet of efficient collections storage.
A new facility should use the Museum Support C enter concept and co-locate the collections storage rooms with their support rooms, such as processing rooms, labs, and research rooms. Depending on design, exhibit prep and storage may be better located closer to the receiving area and the museum exhibits. Current design standards for collections storage and its support spaces are detailed in the next section.
Any future PPHM facility should be designed with flexibility and consider the future growth of its collections. Facilities can be planned for 5-year, 15-year or even 25-year growth for collections and future staff and programs. Options include:
• Select a site or building that has space to add collection storage rooms as needed in the future.
o One model is the Smithsonian’s Museum Support Center that consists of a series of storage pods that are added as needed.
• Plan rooms that can be temporarily used during move or for bulk processing that can be converted to collections storage at a future time.
• Construct “growth” collections storage areas at the start of the project. For example, install fixed shelving that is designed for conversion to mobile shelving. Install the mobile shelving rails during construction, cover with caps, and install fixed shelving over them. The mobile shelving carriages and shelving units are installed as needed in the future.
• Install all the mobile shelving rails and install only the carriages/shelving units that are needed for the initial move in of collections. Install the remaining shelving carriages/shelving units as they are needed. The rails are covered and the empty floor space can be used in the interim as swing space for pallet and oversized object storage, and/or as additional processing space.
• Install shelving uprights for 12-foot-high shelving, but do not purchase and install the top 2 or 3 shelves until needed.
MUSEUM AND ARCHIVES FACILITY DESIGN STANDARDS
A new facility for the PPHM should be designed to meet recognized museum and archival facility standards. The technical criteria for the design of a museum or archival facility is based on national and international standards and guidelines cited in Appendix A. The standards include extensive bibliographies that cite and detail the specialized standards and codes that relate to collections facilities.
The design standards incorporate strategies to mitigate the 10 Agents of Deterioration that pose risks to irreplaceable collections. https://www.canada.ca/en/conservation-institute/services/agentsdeterioration.html :
• Light, Ultraviolet, and Infrared
• Incorrect Temperature
• Incorrect Relative Humidity
• Pollutants
• Pests
• Physical Forces
• Fire
• Water
• Thieves and Vandals
• Custodial Neglect
This section summarizes the major design standards for cultural heritage facilities. All criteria may not be applicable for the new PPHM facility. While developing the program of requirements for the PPHM, these standards will be adapted to meet the project’s scope, size and budget
Site
General Requirements
Driving factors in site selection include location, cost and availability. It is particularly important to select a site that is not liable to subsidence or flooding, whether from a natural or man-made source. The entire site and ancillary structures on the site should be a minimum of 5 feet above and 100 feet away from any 100-year floodplain area.
Many of the dangers that threaten a cultural heritage facility can be avoided by careful site selection and site development. In addition to location, cost, and availability, the site selection must consider other potential risks, including the threats of:
• Flooding from natural sources or water mains
• Natural disasters, such as earthquakes, landslides, etc.
• Vandalism, terrorism, and intrusion
• Fire and explosions
• Hazardous locations or materials
• Ground and air pollution
• Rodents and insects
Specific criteria for site selection for the facility include:
• Located within short response time for emergency services
• Allows for quick evacuation
• Protection from dangers from neighboring spaces and building
• Accessible to related departments and other cultural institutions
• Accessible to visitors
• Adequate parking for staff and visitors
Site Size
The site for a cultural heritage facility must be large enough to accommodate:
• Proposed building footprint
• Future expansion
• Site access and service roads
o Roads, fire lanes and parking areas should be designed to permit unrestricted access for emergency vehicles.
• Sufficient parking
• Space for storm water management
• Separation between drop off areas, parking, loading and the building
• Turning radii for large delivery and trash vehicles
Site Evaluation
If needed, conduct a site survey and consider the adequacy of the site using the above listed criteria. Also complete a geotechnical investigation and a security risk assessment. If needed, conduct an archeological assessment.
Special Utility Requirements
The water supply, sewer, and storm drainage systems should all be readily available and meet the requirements outlined by codes and special collections’ facility standards. The primary electric power from the network to the building must run underground in conduit. All conduits for the primary power must have at least 50% spare conduit capacity. Consideration should be given to a redundant primary feeder.
Structural
Museum facilities must be designed with long life expectancies. Structural systems must be designed with a high level of durability and longevity. Proper slab and floor loads are based on the storage and shelving requirements. Collection storage areas may require long spans with column free zones.
Collection storage spaces may include shelving that ranges from low density fixed shelving to highdensity mobile shelving. Slabs and floor loads must be sized to withstand the heavy loads of the shelving and the materials. Typical open stack floor loads are 150 pounds per square foot. Mobile shelving system floor loads can range between 250 and 350 or more pounds per square foot depending on the height of the shelving. Slabs for moving shelving units need to meet more stringent flatness and level specifications than other parts of the building. The structural engineer needs to plan for the heaviest loads and consider the wet loads.
Mobile shelving rails can be recessed or top-mounted onto concrete floors. Floors are leveled so that carts, ladders and lifts can move easily within the mobile shelving system. Facilities without concrete floors require the installation of top mounted rails with a raised floor and ramping for access and may not have the necessary floor load for lifts.
Exterior
The external building materials for a museum facility should ensure the permanence of the collections and meet the storage and operational demands of the building. Materials must be durable, provide appropriate protection from fire, heat, cold, humidity and moisture, be easy to maintain and keep clean, and meet the facility’s program requirements. Whenever possible, the external building materials should be limited to those known to be stable and inert, and that will minimize the emission of harmful substances such as smoke and soot in the event of a fire. Particular attention should be paid to insulation, adhesives, epoxy materials and caulks. All exposed concrete walls and slabs, including spaces beneath raised floor systems, should be sealed or coated to prevent moisture migration and dust.
The exterior design should contain the following key features:
• Wall and insulation systems should be optimized to minimize air infiltration and be designed in conjunction with an energy analysis to provide energy efficiency and temperature stability.
• The vapor barrier and insulation system must maintain the individual climate requirements in the collections storage areas without producing condensation.
• Must use building materials that reduce the off-gassing of volatile organic compounds (VOC’s), especially for the materials that are used in the collections storage areas
• Formaldehyde-based insulation and exposed foam in place insulation are not acceptable for collections storage and processing/lab spaces
• All exposed concrete slabs should be sealed or coated to prevent moisture migration and dust.
• The roofing system must be designed so that roofing penetrations over the collections areas are minimized and roof drains do not run over or through collections spaces.
• Do not install skylights over areas with collections.
• Equipment should not be placed on the roof, especially over collections storage room. Also consider this guidance for labs, processing rooms and exhibit halls.
• When possible, expansion capabilities should be incorporated into the design of the collection storage areas.
Interiors
Internal building materials also must be selected with care. The interior construction should include the following features:
• Collections storage areas require low VOC content and their floors should be constructed of hard, durable material such as concrete with epoxy coating or high quality/low VOC sealers.
• Other special spaces such as processing rooms and lab s should have finishes conducive to the function, such as low VOC and easy to clean flooring, walls and ceilings.
• Loading dock areas should have sealed concrete floors.
• Lights in any areas where collections are stored, processed, viewed, or displayed should be LED.
o Blinds or shades control sunlight and assist with temperature control
• Doorways for all collections storage and work areas ideally should be automatic and wide enough for moving carts, pallets, oversized museum object, etc
• Hallway flooring should be constructed of hard, durable material that is easy to clean and conducive to the transporting collections on pallets and carts.
o Hallways should not have carpet
o Hallways should be wide enough to accommodate the movement of carts and pallets
o There should be guardrail or protective material on hallway walls to prevent damage to the walls from carts and/or pallets
Materials and Finishes
Museum storage, work rooms, and exhibits should be designed with materials and finishes that minimize the off gassing of volatile organic compounds (VOC) and other chemicals that can contaminate the air and degrade the collections. Materials that contain biological contaminants or that might invite mold must be avoided in collections storage and processing areas. All materials and finishes used in museum facilities must meet the requirements of the building life safety and fire codes. Furthermore, because museum facilities are usually constructed for a long life, the materials and finishes selected should be of the highest quality and extremely durable.
Certain materials must be prohibited from collections storage. When possible, prohibited materials should also be avoided in processing spaces, labs, and exhibit galleries. Materials and finishes deemed “prohibited” have been identified by conservators and chemists as such because of their deleterious properties that are known to rapidly degrade historical collections. Prohibited materials include asbestos, formaldehyde, PVC, wood, and adhesives. Appendix B provides a working list of prohibited materials for museum facilities.
The collections storage areas should have the highest level of cleanliness, the best environmental conditions, and be limited to the storage of the irreplaceable collections. Consequently, they should contain only the components necessary to house and store the collections. Equipment typically used in collections storage rooms include shelving, cabinets, flat files, boxes or containers housing the collections, and carts used to move and transport collections. Staff workstations, copiers, excess equipment, and unnecessary furniture must never be located in collections storage areas.
Below are the general recommendations for the Collections Storage areas. These same finishes are also recommended for the processing rooms and labs. See the Preliminary Program section for additional information.
• Walls - latex paint. Can be concrete block or drywall
• Ceilings - Exposed ceilings; Or gyp board ceiling to encase insulation or fireproofing. No drop ceilings
o Water based latex paint
o No spray on fireproofing - drops particles and dust
o Eliminate all water pipes over collections storage and processing (except fire suppression piping)
• Metal Doors: No wood
• Concrete floors are covered with an epoxy coating. Epoxy is preferred over a sealed concrete floor because the epoxy is more durability and long lasting. It is not safe for the collections to re-apply a sealer once the collections are shelved in the clean storage rooms.
o The preferred coating is Sherwin Williams Resuflor SL23 or equivalent
o A light color epoxy is recommended so that you can see dirt and know where to clean. A light color floor also helps with the low lighting levels in collection storage rooms. The usual color is a light gray, but there are other color options.
o The epoxy tested and approved by National Archives for its collections storage for its durability and inert properties and now cited by conservators as the “standard” was developed by General Polymers Brand - The Sherwin Williams Company. The formula is 3505S Special Epoxy Floor Coating. It was formulated to eliminate toluene and xylene, and reduced the levels ethylbenzene. Sherwin Williams has recently re-developed it with the same properties: first as Trafficote 105 and then renamed Resuflor SL23.
• Wall base: No wood or rubber bases. If a wall base is needed, use an epoxy cove base. Alternatives are a mechanically fastened aluminum base. More recently we are evaluating recycled vinyl bases as an option.1
Plumbing
The design of the plumbing systems should ensure that no roof drains, storm drainage piping, sanitary drainage piping, or natural gas distribution or vent piping is located above or within spaces containing special collections.
Heating, Ventilating, & Air Conditioning Systems (HVAC)
The mechanical systems for the facility should provide a clean, comfortable, and healthy environment for the occupants and ensure the preservation of the collections.
Maintaining an effective preservation environment for collections depends on the building’s basic architectural design (e.g., windows, vapor retardants), use of appropriate building materials, and the building’s operation (e.g., hours of operation, availability of tempering sources). Appropriate and robust temperature, relative humidity, and air filtration systems are critical to protecting the collections and offering a safe and healthy environment for the staff and visitors.
The design criteria for HVAC include:
• Collection storage areas shoul d be served from a separate HVAC system.
• Collection storage areas, processing rooms, and labs must be isolated from sources of pollutants.
• The entire building should be under positive air pressure.
• The building envelope should be airtight with air control led through the mechanical system.
• Mechanical spaces should not be located above or adjacent to collections storage areas or special precautions must be taken to avoid water leaks.
• The HVAC system for collections storage needs to have flexibility to meet current environmental standards and to adapt to future energy efficiency initiatives.
Preservation Environments: Temperature, Relative Humidity and Air Filtration
All museum and archival materials are subject to deterioration over time due to heat, humidity, harmful particulates, fumes, and frequency of handling. Materials are fragile and subject to biological, chemical and physical damage. It is critical to provide stable and constant levels of temperature and relative humidity (RH), and remove damaging particulates and gases from the air.
There are currently a variety of storage preservation standards and guidelines for cultural heritage collections. Some of these standards speak to mixed collections while others specify different storage
1 I can offer a more detailed explanation, but in summary, vulcanized rubber and its Sulphur component degrade photographs/negatives. Additionally, we do not use wood materials/finishes around museum and archival materials as they offgasses acetic acid, and add to the fire risk. The adhesives used to adhere wall bases also have to be evaluated. More recently in archives/museums a good lower cost compromise to the coved concrete or epoxy base is a recycled vinyl base with an acrylic water-based adhesive - no or low VOCs. This gets slightly complicated as PVCs are on the prohibited materials list for collections storage and processing rooms, but it becomes a compromise of selecting the “lesser evil." While there will be some off gassing from the vinyl wall bases, leaving the rooms empty after building completion for a minimum of a 4 weeks and running the HVAC filtration will help dissipate some of the harmful gases. I can provide instructions for post construction and on-going cleaning for collections storage.
Note that “LEED" products are not always acceptable for collections storage and exhibits.
conditions for each type of media. Ongoing research into the effects of environment on these fragile materials continually leads to new information and revised recommendations.
Increasingly institutions are seeking the best preservation conditions at the l owest energy costs that use operations and strategies that are efficient over time. Recent studies have shown that broadening the range of permissible temperature and relative humidity and adjusting them seasonally can reduce energy consumption and, therefore, operating costs. For example, the Image Permanence Institute has developed analytical tools that aid in determining optimal climate management for individual facilities and in finding the best balance between collection preservation and energy costs.2 Consider these for a future PPHM facility.
The general assumption is that large fluctuations in temperature or relative humidity can cause irreversible damage to sensitive collections, and that climate conditions must be kept constant. However, the standards for preservation do not necessarily consider the building and collections storage room’s design and location, the building’s insulation, materials and finishes, its mechanical and lighting systems, the local climate, and how the materials are used and handled. The goal is the “optimal” preservation environment: the best possible preservation at the least possible energy cost that is supported over time. “Optimal” is different for each institution – there is no “one size fits all” solution. The targets and ranges specified for PPHM storage should be analyzed in conjunction with the location, design, and operations of the facility.
The following list shows the current consensus of the recommended environmental ranges for collections storage, and the allowable fluctuations in relative humidity from a set point over a 24 -hour period. However, we encourage the staff to discuss the recommended environmental conditions for PPHM’s collections during and after design, and to plan for adaptable environmental systems.
Temperature
and Relative Humidity
Below are the current ranges for collections. Environmental setpoints should be selected after assessment of the collections conditions and storage. Additional information can be found in the published preservation standards.
• Paper records
60° to 65°F max
35-45% RH +/- 5%
• Black and white, non-acetate photograph and film, microforms, audio tapes and other special media
50° to 65°F max
35% -45 % RH +/- 5%
• Black and white acetate photographic and film media
35° to 40°F max
• Color Photo and film media
35°F to 40°F max
35% RH +/- 5%
35% RH +/- 5%
2 The Image Permanence Institute is a non-profit, university-based laboratory devoted to preservation research. IPI has provided cultural institutions with significant research, publications, and tools to enable the preservation of image collections and material culture. https://www.imagepermanenceinstitute.org.
• Magnetic/electronic media
46°-65°F 35% RH +/- 5%
• Furniture, Artwork, Textiles, Metals, Glass, Wood, Leather, Fur, Feathers, Botanical Specimens, Fossils, etc.
50° to 65°F max 35-45% RH +/- 5%
• Unstable materials, Composite materials, Animal remains
50° to 65°F 15-35% RH +/-5%
• Human Remains
50° to 65°F
30-45% RH +/-5%
Ideally, collections should be stored in the best environmental conditions (i.e.rooms) that serve their media type. However, depending on space considerations, the amount of specific media types, their protective storage containers, and the budget, the facility may plan for mixed-use collections storage rooms that are provided with a set of environmental conditions that offer the best protection for the mixed collections.
For example, black and white photographs will last longer in cooler conditions than is necessary for paper records, so the conditions for a mixed textual/photo/negative collection could be stored in the cooler conditions. Color film/negatives can best be preserved in cold storage, which could be a small freezer located in a designated storage room. Items made of rubber should not be stored near photographic materials. Metals are subject to corrosion and can cause deterioration in other objects. Human remains require secure dedicated storage and the environment is selected based on their condition and storage materials.
Not all institutions have the capability to separate their collections into different environmental zones. Collection storage should provide an average environment suitable for most materials in the room Mixed-media storage should strive for cooler and dryer conditions as much as practical within their design parameters. Temperatures should not rise above 70°F and humidity levels should never rise about 60% RH (prefer 55%) or fall below 30% RH. A common baseline selected for mixed collections is 65°F (+/- 5°) and 40% RH (+/-5%)
Air Filtration
Particulate and gaseous pollutants are detrimental to museum materials and should be filtered. Filtration is accomplished by introducing filter media into the HVAC system air handler that serves the collections storage areas. It is important to note that filtration technology is complex and continues to evolve. Designers must consider the facility’s location, size, design, and budget when planning an air filtration system for the preservation of the collections.
All cultural heritage facilities should have particulate filtration.
Gaseous filtration to remove gaseous pollutants from collection storage areas is especially important in dense urban locations. The majority of the gaseous pollutants are emissions from vehicle exhausts, stationary combustion sources, and other pollution-generating sources consisting of unburned hydrocarbons, elemental carbon, ozone, sulphur dioxide, and nitrogen dioxide. Other gaseous pollutants
are a result of the off gassing of building construction materials, furniture, carpeting, and the collections themselves. All gaseous pollutants are damaging to collections and when appropriate they should be filtered.
There are so many variables in making the decision about gaseous filtration, including location, system design, air exchanges, complexity, and cost and maintenance. Many institutions are not including gas filtration or testing first. Some new facilities have included the racks for the filters, leaving them empty, and are monitoring the conditions after move in. Some conservators question with many collections stored in containers, is gaseous filtration needed?
Special filtration systems are recommended for collections that off gas volatile organic compounds (VOC) such as cellulose nitrate, cellulose acetate microfilm, negatives or film, and some types of paper and plastics. Often these kinds of collections are isolated or stored off site. If collections that are offgassing VOCs are stored in a collections facility, the air filtration system must be designed to manage the measured quantities of VOCs produced by these collections.
Below are the current filtration standards for particulate and gaseous in collection storage rooms, processing rooms, and labs:
• Particulates: MERV 13 or 14 3
• Sulfur Dioxide: 1 ppb; 2.7 micrograms per cubic meter
• Nitrogen Dioxide: 2.6 ppb; 5.0 micrograms per cubic meter
• Ozone: 2.0 ppb; 4.0 micrograms per cubic meter
• Formaldehyde: 4.0 ppb; 5.0 micrograms per cubic meter
• Acetic Acid: 4.0 ppb; 10.0 micrograms per cubic meter
Fire Protection
Cultural heritage facilities, because of their unique holdings, require a higher level of fire safety than is normally required for commercial buildings. Construction requirements must comply with the local Fire Codes and the National Fire Protection Association (NFPA) standards for museum/archival facilities. See Appendix A for pertinent codes for a museum/archival facility
Critical fire safety aspects of the facility must include:
• Adequate and uninterrupted water supply to the site and building
• Fire detection, fire suppression and fire alarm systems
• Properly rated and non-combustible construction and roof materials
• Fire rated doors comparable to fire wall ratings
• Prevention of fire ignition from building systems, furniture, and finishes
• Compartmentalized building spaces and collections spaces
• Prevention of fire migration
Collections storage areas must have the highest level of fire safety and consider the high level of content combustibility.
Collections storage areas design criteria include:
• Fire rated walls with no penetrations except required for essential systems o minimum is 2-hour
3 Different standards cite MERV 13 or MERV 14. See ASHRAE 24 guidance.
o National Archives’ standards require 4-hour fire walls between collection storage rooms.
• Fire rated doors
• No Spray on fire proofing materials
• Automatic wet-pipe or single interlock pre-action sprinkler protection and/or clean agent systems.
o Performance goal is to limit loss to 300 cubic feet maximum per the National Archives standard.
o Wet Pipe sprinkler system is preferred, especially with mobile shelving 4
§ Wet pipe sprinklers are the only fire suppression that is supported by live fire tests and specified for mobile shelving to keep loss of materials to under 300 CF.
§ NFPS 13, 26.29.1.2.5 (2019) does not allow double-lock pre-action systems with mobile storage systems because of the delay in activation.
• Secure Treasures Vault: Prefer a clean agent system with a back-up a wet-pipe sprinkler system.
• See NFPA codes for electric mobile shelving up to 12’ high.
o Electric mobile shelving must have the ability to automatically separate to create minimum 5-inch aisle between each shelving row upon activation of a smoke detector, water flow alarm, or manual alarm. This function also allows for air flow and can be programmed as a night park.
• Fire Alarm: Automatic fire alarm system should be installed throughout the storage area with manual activation devices, sprinkler flow monitoring, and audible/visible notification.
• Fire Detection: Automatic smoke detection throughout the building.
o High-sensitivity smoke detection (HSSD) for collections storage areas (Ex. Vesda)
o Duct fire detectors in all supply / return ducts of air handling systems with controls at central fire panel
• Hose Systems: Fire department hose connections located outside of stack areas
• Smoke Exhaust: Engineered smoke control system for collection storage areas greater than 500 SF
• Cold Storage Rooms: Pre-action sprinkler systems or clean agent systems for storage areas below 40°F
• Dry-pipe systems are used for spaces subject to freezing
4 Wet pipe systems are the standard for the National Archives, Library of Congress (which tried pre-action and replaced them because of defects), National Park Service, and Canadian cultural institutions, although pre-action systems are used by some cultural heritage institutions. Modern wet pipe sprinkler systems are reliable, zoned systems with few accidental discharges. The water damage that can occur if a sprinkler activates is far less than the damage that fire department will do if they have to fight a fire. Whatever sprinkler system you choose, there are additional ways to mitigate against water damage. The disadvantages for pre-action suppression systems include:
• Expense: More expensive to install and maintain
• Effectiveness: Increased fire response time. Slower to discharge allowing a wider fire spread thus causing more heads to activate resulting in more water damage to collections
• Complexity: higher level of complexity and more mechanical parts that require regular maintenance and poses a higher risk that something might not work
• Higher incidents of corrosion
• Longer down time after a fire
• Limited test data to support its application for mobile shelving over 8 feet
• Optional Features include:
o Gaseous Suppression: Clean agent suppression system in addition to automatic sprinkler protection for “high value” collections storage areas.
o Water Mist Suppression: High-pressure water mist system in lieu of automatic sprinkler protection for “high value” collections storage areas where exposure to water is significant concern.
o Low Oxygen System: Potential application for collection storage areas with automatic retrieval systems and limited/no occupancy.
o The lobby and/or security desk should be equipped with a panic alarm button connected to the security station or local police.
• Defined security rules and procedures for access to collections
Electrical
The building should be designed to add a generator as needed, and include the wiring and pad needed to add a generator. A risk management evaluation and analysis of the environmental fluctuations in collections storage rooms without power for a set period may offer the ability to revise the need for a generator.
Lighting
The design should seek to minimize lighting costs and energy use by providing natural lighting in spaces that will not contain collections such as the lobby, offices, conference rooms, and break room
Exceptions are made for conservation labs, research rooms, and some exhibit halls.
Collections Storage, Processing, Labs, Exhibit Prep, and Imaging Areas
• LED lighting
• No natural lighting through windows, skylights or clerestories
o In the case of a renovation, any existing sources of natural light must be completely blocked.
• Lights should be on automatic sensors or occupancy detectors to conserve power and limit light exposure. Depending on design, consider after-hours lighting controls so lights are timed to go off at night and on weekends.
• Large collection storage rooms should be divided into lighting zones
• Use lighter floor colors to provide better light reflection and enhance lower lighting levels Research Area
• Natural light can be used if appropriate measures for diffusing and filtering UV and IR radiation are included in accordance with the standards for museum/archival facilities.
Security
Security measures must be taken in museum and archival facilities to protect the collections from unauthorized access, change, destruction, and other threats. Irreplaceable materials must be protected against theft, burglary, vandalism, terrorism, unauthorized alteration, other criminal acts, and casual damage or disturbance caused by inexpert or careless handling.
External Security
• The building perimeter and all parts of the facility must be secure against unauthorized entry and vandalism. If the site layout permits provide:
o Secure buffer zone around the building
o Fences, wall or natural barrier around parking area to limit pedestrian access
o Security gates (if appropriate)
• Clear illumination during dark hours
• Screening area for all delivery vehicles
• Optional features include:
o Monitored and recorded video surveillance for the parking area and pedestrian walkways
o Emergency power backup for all security lighting fixtures
Entry Security
Recommended minimum entry security includes:
• Manually inspect all mail and packages once received at the facility
• High security mechanical locks on all doors
• Dedicated public entrance separated from all collections storage, processing and lab areas, and shipping/receiving areas.
• Security guard (s) to monitor public entrances during public hours
• Intrusion detection system, covering all doors, windows, and other openings monitored by a Central Monitoring Station
• Individual component battery backup for any electronic security system provided
• Monitored and recorded video surveillance of public entrances
Optional Features include:
• Electronic screening of all incoming mail and packages
• On-site security command center
• Electronic access control system on select exterior entrance doors
• Electronic locks and access readers on all exterior doors that are operable from the outside. This will provide the ability to “lock-down” the facility should the need arise
• Electronic access control system, utilizing a single technology (access card, key fob etc.) on select interior doors
• Electronic visitor screening (X-ray, magnetometer) at public entrances
• Emergency generator feed to any security systems provided
Interior Security
Recommended minimum interior security:
• Visitor control and screening system (sign-in/out log, photo ID check)
• Employee photo ID’s to be worn by employees at all times
• Roving Guard patrols during public hours
• Electronic access control system on interior doors
Optional features include:
• Paper stick-on self-expiring visitor passes to be worn by visitors at all times
• Photo ID’s for long-term vendor and contractors to be worn at all times when on site
• Roving guard patrols 24/7
• Video surveillance system (recorded) covering all publicly accessible areas
• Recorded video surveillance at shipping and receiving areas
Collections Security
Security and controlled access for the collections storage, processing and lab areas begins externally and continues with layers of security inside the building.
Recommended collections security criteria:
• Doors must be locked, alarmed, and monitored
• Collections storage with high level security or high value items require minimum four-hour fire rating.
• Defined operational procedures that address staff access to collections storage areas
Research Room Security
• Single secure public entrance
• Lockers and rest rooms located outside the research room
o Some institutions locate researcher registration outside the research room, sometimes at a central security desk in the lobby.
• Design room(s) to provide clear supervision of all researchers by staff
• Provide an elevated platform for the central desk to offer staff a clear view of researchers in all monitored rooms.
o The desk should be of sufficient size to house a closed- circuit television (CCTV if specified), a monitoring station (if specified), desktop computer, telephone, supplies, and necessary equipment such as printer, copier, fax, scanner.
PPHM Preliminary Program - Select Facility Spaces
Collections Storage
One of the he most important preservation measure for collections is to provide appropriate storage conditions and the best achievable conditions for the range of materials.
• Control access to collections storage areas to staff members that require specific access to the collections or to the space for custodial reasons.
• Collections storage rooms are conditioned spaces with their own HVAC and filtration systems, specific materials and finishes that do not off-gas, with temperatures often too cold for staff comfort.
o Limit collection spaces for the storage of museum and archival materials on appropriate equipment.
o Designate staff work areas separate from collection space to reduce fluctuations in climate conditions, introduction of pollutants, and for staff comfort.
• Allow space for parked carts and ladders.
Size
• NFPA 232 dictates that the “maximum storage volume of archival materials or records shall not exceed 125,000 ft3 (3540 m3) in a single compartment.
• Size to accommodate the storage of collections within specific environmental conditions
• Size to provide efficient and appropriate storage
• Size to accommodate future growth of collections
• Size with generous circulation for carts and ladders
• Design as much as possible free from obstructions
Location/Adjacencies
• Sited for maximum energy efficiency and sustainability
• Traditionally it was not recommended to locate storage collections below grade. However, it can be done with proper mitigation steps. Below grade collection storage rooms can take advantage of consistent year-round ground temperatures, however, these benefits must be weighed against site drainage requirements and potential for leaks
• Convenient access to the collections processing spaces and labs
• Accessible to the loading dock/receiving areas
• Accessible to large elevators, if multi-story facility
o Larger facilities plan for dedicated elevators for collections transportation
• Consider how to provide collection access if elevators malfunction or are under repair
Design Criteria
• Siting and construction standards, including:
o Impervious to water or designed to mitigate water risks
o Do not locate below grade without specific water and moisture mitigation measures
o Should not be located under or adjacent to mechanical equipment, bathrooms, or other rooms with water services without specific water and moisture mitigation measures
o Served from separate HVAC systems
o Floor load designed for collections, shelving and storage equipment
o In new construction, positioning of columns should allow for efficient shelving layouts.
• Environmental conditions: temperature, relative humidity, and air filtration requirements appropriate to the collections.
• Ceiling: Can be exposed ceiling. Prefer not to use acoustical ceiling as it collects dust, hides pipes overhead, and can harbor pests
• Fire detection and suppression
• Security: controlled access and alarms
• Secure Metal Doors
o At least one set of double doors, six feet wide
o Minimum: 4-foot door
o Optimal: one set of double doors, 6 feet wide
o Desirable: Automatic secure door operators.
o Brush sweeps or other pest management hardware
o Oversized single door with strong seal for spaces protected by gaseous suppression systems.
• Materials and finishes to museum/archival storage standards.
o Water based latex wall paint
o Concrete floor - epoxy or no/low VOC sealer
o No rubber bases - consider epoxy cove bases or recycled vinyl/no VOC bases
o Metal furniture - no wood or laminate
• LED lighting
• Electrical outlets, conveniently spaced
• No windows
o If windows are present, consider complete black-out covers
o Second alternative is UV filtered and/or ability to shade direct sunlight
• Wireless access to the internet and secure wireless access to the data network
Processing Spaces
Staff work areas should never be located in the collections storage rooms.
Processing spaces provide secure work areas that are separate from collection storage areas and staff offices. These rooms should be flexible spaces that can be rearranged depending on project size and complexity, and that are easily adapted for a variety of processing needs. Moveable and adjustable height metal tables, a large number of electrical outlets, and room for carts and the occasional flatbed offer staff the ability to rearrange the processing area as needed. Shelving is needed for collections that are stored in processing rooms for extended periods of time and they may also store supplies. A growing number of these spaces are accommodating digitization operations, although the larger facilities have dedicated rooms for digitization (see digital lab information below)
Since collections may be stored in processing spaces for extended periods of time, careful attention should be paid to the environmental conditions, fire protection, security, and finishes in these spaces. These should match or closely approxi mate the conditions in collections storage. However, a storage temperature set point may be too low for human comfort in these spaces.
Size
• Sized to accommodate the maximum number of employees/volunteers who may process collections at one time
• Depending on operations, some processing areas will include the permanent workstations of staff. Other facilities may provide shared processing area(s) and employees may have their permanent workstations in the office areas
Location/Adjacencies
• Convenient to the collections storage spaces and to accommodate cross-department workflows
• Accessible to copying and scanning areas
• Accessible to loading dock and freight elevator
• Wet processing rooms should not be located above collection storage room s, other processing spaces, and exhibit areas without specific water and moisture mitigation measures.
Design Criteria
• Environmental conditions
o Prefer 70°F/45%RH - but can be office conditions depending on energy goals
o Filtration: particulate
• Type 1: Dry rooms with no water - typical for textual processing and some object materials
• Type 2: Wet rooms, with a sink and wet casework: can be typical for objects processing
o Institutions that do not want a complex conservation lab often include a wet processing room where basic conservation practices can take place.
• Ceiling: Can be exposed ceiling. Prefer not to use acoustical ceiling as it collects dust, hides pipes overhead, and can harbor pests. If acoustical ceiling is used, prefer solid, mold free panels. Depending on access considerations, can also consider a gyp ceiling.
• Security: controlled access and alarms
• Secure metal doors
o At least one set of double doors, six feet wide
o Minimum: 4-foot door
o Optimal: one set of double doors, 6 feet wide
o Desirable: Automatic secure door operators
o Brush sweeps or other pest management hardware
• Materials and finishes to museum/archival storage standards
o Water based latex wall paint
o Concrete floor - epoxy or no/low VOC sealer
§ Some prefer low pile, low/no VOC carpet tiles in dry rooms, but consider static with scanners
o Ideally no rubber bases - consider epoxy cove bases or recycled vinyl/no VOC bases
• If Windows present: UV filtered and/or ability to shade direct sunlight
• LED lighting on dimmers
• Electrical: multiple and convenient outlets
o Outlets accessible to center of room where much of the work takes place on large tables
o If floor boxes are not an option, consider overhead retractable cord reels.
o https://www.uline.com/Product/Detail/H-5643/Extension-Cords-and-PowerStrips/Retractable-Cord-Reel-All-Purpose-30?pricode=WA9901&gadtype=pla&id=H5643&gad_source=1&gclid=Cj0KCQiAzoeuBhDqARIsAMdH14Ghjp5Ev8y3z9Yl__Ibhedej9YVpFrHUIm58PlRhmc97F_WS7Ota0aAkbCEALw_wcB
• Wireless access to the internet and secure wireless access to the data network
• Tables: moveable and adjustable height tables: metal preferred; no wood, plywood or laminate
• Metal shelving for collections and supplies
• Open space for carts
• Trash and recycle bins
In addition, processing spaces may include:
• Environmental data loggers
• Computer workstations
• Equipment for special-format materials, including audio-visual and digitization equipment
• Copiers and/or scanners
Digital Labs/AV Processing Areas
The Digital Lab, also known as a Reformatting or I maging Lab, provides space for staff to reproduce textual materials, objects, born digital and AV collections for preservation and researcher access. Digital imaging has largely supplanted micrographics for duplication of collections. Having digital imaging labs in the facility will eliminate the need to transfer collections to a contractor. Since AV collections require especially clean environments so one option is to locate the AV operations in its own room that combines its processing and digital formatting work.
Imaging services include:
• Make collections accessible in digital format
• Fulfill requests for copies of records
• Prepare reference copies for frequently used collections or those in fragile condition
• Create facsimiles for exhibits
Size
The rooms should be sized for digital equipment, which includes digitizing/scanning equipment. There may be a variety of scanning equipment, including a flatbed scanner, a copy stand with digital planetary camera, an overhead scanner, and an oversize printer. The type of scanning room or workstation will be determined by the type of equipment deemed necessary for PPHM.
Location/Adjacencies: Convenient to collection storage spaces
Design Criteria
• Designed to ensure preservation of the collections.
• Furniture, supports or braces that reduce vibrations from adjacent areas
• Moveable partitions or screens if needed for light control.
o If not a dedicated room, digital operations can be partitioned off within a larger processing room with grey screens
• Security: controlled access and alarms
• Doors: 4’ door or double doors are desirable for moving oversized materials (can be automatic and tied into security system)
• Environmental conditions should match or closely approximate collection storage areas
• Separate air handling systems from collections storage areas (if possible)
• Appropriate electrical power and outlets for equipment
• Anti-static flooring
• Soundproofing for audio work
• Materials and finishes equal to museum/archival storage standards
• Digital labs should be painted a standard neutral gray color that is formatted to have a flat spectral response without any color bias, per ISO 3664:2009 5 See Munsell 8 or 9.
• LED lighting on dimmers
o Task lighting
• Wireless access to the internet and secure wireless access to the data network
• Prefer no windows; UV filter indirect daylight
• Room for carts
Furniture includes
• Digital/scanning workstation(s)
• Shelving for short term storage of collections and supplies
• Room for carts holding collections
• Textile and Objects Labs: flexible and moveable tables for preparing materials for reformatting and for scanning objects.
• Special Media Lab: processing includes equipment for special format materials.
o Example: light tables, CD player, Cassette player, etc.
5 ISO 3664:2009 outlines the viewing conditions necessary for reflective and transmissive media, including prints and digital images. These are the optimal conditions to ensure that digitized images and their subsequent prints display color and image integrity as close to the original records as possible.
Example: Imaging Workstation
Conservation Laboratory
Cultural heritage facilities often include a laboratory space(s) for conservation work on paper-based, special media, and three-dimensional materials. Smaller facilities may opt for a wet processing space for preservation work. The facility should provide appropriate lab space, whether it will be used for complex treatments or to produce simple enclosures. The design of conservation laboratories is complex and individualized, and any design must be in consultation with the curators, archivists, and conservators.
Since collection materials may be stored in the lab for extended periods of time, careful attention should be paid to the environmental conditions, fire protection, security, and finishes in these spaces. These should match or closely approximate conditions in the collections storage spaces, although the collections storage temperature set point may be too low for human comfort in these spaces and should be adjusted accordingly.
Example: Imaging Workstation
Example: Portable 3D Object Scanner
Size
The size of the laboratory will depend on the size of the equipement and the type of work done by the institution. In general, laboratory space should be as open as possible and unencumbered by posts and pillars. Generous circulation space will be needed for moving large objects.
Location/Adjacencies
• Do not locate above collection storage, processing spaces, or exhibit areas without specific water and moisture mitigation measures.
Design Criteria
• Environmental conditions the same as other labs and processing areas.
• Floor loads that can accommodate heavy laboratory equipment
• Secure doors
o At least one set of double doors, six feet wide
o Automatic door operators are desirable.
• Security: controlled access and alarms
• Materials and finishes to museum/archival storage standards
• Water proof and skid resistant floors
• Washable walls in wet areas
• Floor drains with catch drains and grilles in case of flooding
• Separate spaces for wet and dry work.
• Large sink with lab fixtures
o May need Filtered and/or de-ionized water.
o May need under-sink water heater to provide 150°F [65°C] water.
• Secure storage
o Adequate storage space for large and bulky conservation materials; storage may take up as much as one-third to one-half the size of the lab itself.
o Secure chemical storage cabinets (may need special ventilation).
• Eyewash(s) station.
• 220-volt power for special equipment.
• Windows
o Natural sunlight for some treatment work.
o UV filtered and/or ability to shade direct sunlight.
• LED lighting
• Wireless access to the internet and secure wireless access to the data network
• Room for carts transporting and holding collections.
• One or more administrative offices or spaces immediately adjacent to the lab so that staff can keep administrative work separate from laboratory work
In addition, a conservation lab may require:
• Environmental data loggers
• A decontamination safety shower and drain for emergency use
• Ceiling-mounted outlets on flexible cables
• Flat files
• Observation window for public viewing
• CCTV cameras
Furniture
Lab furniture should be specifically designed for work in conservation laboratories.
• Avoid fixed furniture except along the walls
• Wall cabinets should have under-cabinet lighting
• Moveable tables, with adjustable-heights and heavy-duty locking wheels
• Vented, locked cabinets must be provided for chemical storage
o Provide two cabinets to separately store incompatible chemicals
Equipment
Conservation equipment is dependent on the institution’s conservation practices. Determi ne early in design if a fume hood with venting system is required.
Exhibit Prep/Staging/Storage Space
Depending on exhibit planning and fabrication, the facility may want to provide a distinct area for exhibit preparation and staging. If it is necessary to store traveling exhibits and large items, storage may be located next to the exhibit preparation area and be separated by a large rolling door or moveable partition. Alternatively, if dedicated space is not available, exhibit preparation work can be done in a processing space.
Size
Exhibit storage generally requires the same amount of space to store packing crates for traveling exhibits as the size of the exhibit.
Location/Adjacencies
• Locate near or with easy access to the receiving area and freight elevator
• Locate exhibit preparation/staging and storage spaces adjacent to each other and connect connected with either an overhead door or demountable partition.
Design Criteria
• Design conditions the same as processing rooms and labs
• Secure doors
o At least one set of double doors, six feet wide
o Automatic door operators are desirable.
• Security: controlled access and alarms
• Materials and finishes to museum/archival storage standards
• Windows: UV filtered and/or ability to shade direct sunlight
• LED lighting
• Large, flexible space that includes space for planning, layout work, mat cutting, exhibits construction, graphics presentation, and storage
• Wireless access to the internet and secure wireless access to the data network
• Metal moveable tables, with adjustable-heights and heavy-duty locking wheels.
• Shelving for supplies and tools
• Clear path from the loading dock and to the exhibit gallery to accommodate objects up to 10’ -0” x 10’-0” x 10’-0”.
• Room for carts and platform trucks transporting and holding collections.
Research Spaces
Research spaces, often called the Research Room(s), are secure areas used by qualified researchers to review the collections. They are designed so that the collections are protected at all times. While many institutions provide a single, consolidated research room, some may provide separate spaces for the varying formats within the collections. Each repository has its own policies and procedures outlining the care and handling of the collections and guidelines relating to the use of digital cameras and imaging equipment.
Size
• Sized to accommodate the appropriate number of researchers.
• Sized for the circulation of staff and carts holding collection materials
Location/Adjacencies
• Accessible from the public entrance and/or Lobby
• Close to Lockers and Restrooms
Design Criteria
The core of the research area is a monitored research room (or rooms) that is used by patrons to review collections that have been retrieved from the collection storage area(s). It consists of tables for reviewing paper documents, oversized documents, 3D objects, and often an area for audio-visual and microfilm research. While security and collections preservation are paramount, the room should also be an inviting space with good lighting.
The Research Area may include:
• Registration/Consultation area
• Public Computers
• Finding Aids/Reference Library shelving
• Central Desk
• Duplication area
• Specialty spaces, such as AV and microfilm research area with dimmable lighting
• Secure staff-only Hold Room
From a central desk or workstation, staff monitor the room and ensure that collections are properly handled and not removed from the room. Researchers can receive assistance with questions and make duplication requests at the staffed central desk. Depending on the repository’s duplication policies, staff-serviced or monitored duplication can also take place at or adjacent to the central desk. Alternatively, copying can be done by staff in a secure processing room.
Criteria:
• LED lighting
• Any windows should be UV filtered and have blinds or shades
• Security: in addition to staff security, some institutions install cameras (CCTV)
• Security: all desks should be visible to the central desk and room monitor
• 4’ door or double doors are desirable (can be automatic and tied into security system)
o One public entrance
o Other doors are staff only
• Wireless access to the internet and secure wireless access to the data network
Furniture
Research Room Tables:
• Can be sized for 1, 2 or 4 researchers depending on the requirements of the repository.
o Note: 2 and 4-person tables can provide another level of security as researchers watch each other.
• At a minimum, there should be two 4-person tables that can seat up to 8 researchers.
o Tables should be large enough to be used by 1 researcher viewing oversized maps, drawings, and objects
o Tables should be ADA compliant for wheelchair height
• Flexible design to reconfigure room as needed
• Provide space between tables to allow researchers privacy while working and to park carts
• Outlets at tables should be available for patrons to plug in their own laptops (and other equipment such as phones and scanners if allowed)
• Task lighting at tables, if needed, must not block sight of central desk staff. Lights must be LED and not exceed recommended light levels for collections research.
Supply and Disaster Storage
Provide a supply storage room that provides secure space for storing additional boxes, containers, folders, processing supplies, etc. This room should have open shelving large enough to store supplies and adequate floor space for circulation and carts.
The supply storage area can also house the supplies needed for disaster preparedness. Backup supplies should be stored on-site so that staff can respond quickly during an emergency to limit damage to collections.
Location/Adjacencies
• Located near receiving area
• Some institutions split these two storage areas:
o Locate supply storage being near the processing spaces
o Locate the disaster supply storage the receiving area.
Emergency supplies include:
• Plastic sheeting
• Plastic bags
• Plastic milk crates (to temporarily store and move wet materials)
• Foam padding
• Absorbent pads
• Mops, buckets, large brooms, sponges
• Flashlights and batteries
• Waterproof gloves
• First Aid Kit
• Clipboard(s), pencils, scissors
• Protective aprons and hard hats
• Also consider: Fan, Vacuum, Dehumidifier
Design Criteria
• Secure room: same security as collections storage areas
• Doors: Desirable to have automatic double doors wide enough for moving materials
• Open floor space
• Shelving and/or cabinets for supplies
Isolation Area or Quarantine Room
The isolation area or quarantine room is used to quarantine materials that need treatment before entering the facility. Any incoming materials that are contaminated with mold spores, insects, or other vermin must be isolated and treated separately from all other materials. Generally, the contaminated materials are frozen to de-infest them in a clean, safe manner.
If not a pre-fab walk-in freezer, the room can also serve as a “Dirty Room,” to inspect materials if contaminated materials are in freezers.
Size
• Room for one or two chest or upright freezers, moveable tables, safety shower, shelving, etc.
• Can be a pre-fabricated freezer
• For smaller sized treatments, an alternative to a dedicated room is to provide a freezer located off the loading dock in the receiving area.
Location
• In receiving area, often located on an exterior wall
Design Criteria
• Environmental conditions dependent on room or pre-fab freezer
o If using stand-alone freezers - room temperate below 70F and RH below 55%
• Separate air handling system from collections storage areas
• Insulation to prevent migration of pests and mold
• Floor Drain
• Eyewash
• Sink (optional)
• Secure doors
o At least one set of double doors, six feet wide
o Automatic door operators are desirable
• Security: controlled access and alarms
• Materials and finishes to museum/archival storage standards
o Epoxy or sealed concrete floors
o Exposed ceiling or anti-mold ceiling
o Washable walls
• No Windows
• LED lighting
• Large, flexible space
• Wireless access to the internet and secure wireless access to the data network
• Room for carts, platform trucks and pallets transporting and holding collections.
Equipment/Furniture can include:
• Adjustable height metal moveable tables with heavy-duty locking wheels
• Shelving
• One or two chest or upright freezers, if not a pre-fab freezer unit
• Trash and recycle bins
• HEPA vacuum for cleaning mold after drying
• Scanner (optional: for scanning treated records)
Examples below:
Example 1: Pre-fab freezer in Receiving Area
Example #2: Pre-fab Isolation freezer in Receiving area
Example: Chest freezer in Quarantine room for treating textiles
Example: Quarantine/Dirty Room - incomplete; waiting on shelving and 2nd freezer
Loading Dock
The dock(s) provides a secure environment for incoming and outgoing collections into the building and acts as a barrier against weather conditions. It also serves as a transitional space for incoming mail, packages, supplies and equipment, food and related deliveries. Museum loading docks get heavy use and should be designed so that the collections are adequately protected.
Collections moving through the loading dock must be protected from:
• Theft
• Unauthorized access
• Inclement weather
• Pests
• Accidental disposal
• Exposure to “dirty” materials such as general building waste
Size
• Design the loading dock to receive the largest amount of collections that can be routinely accommodated by the staff.
• Size a dock with a receiving space large enough for collections to be inspected and verified against transmittal lists.
Location/Adjacencies
• Located on the exterior of the building
• Located on the same level as the collection storage and/or close to freight or large elevators that service the collections storage spaces
• Adjacent to receiving, inspection, and isolation spaces
• Located so that noise does not migrate into public and staff work spaces
• Located so that security personnel can oversee access, if applicable
Design Criteria
Located with the exterior building access, loading docks can have various designs. Two popular designs are the flush dock and the enclosed dock. Flush docks allow a truck to backup flush to an opening in the exterior wall of the building and tend to take up less space internally. Enclosed docks allow a truck to back into the building, either fully allowing the door to close or partially. Regardless of design, there are some features to consider:
• A raised concrete area, the ‘dock’, with one or more lower ‘bays’ for receiving various truck sizes.
o Isolate exterior and interior platforms from the rest of the facility to prevent unauthorized entry, pest and rodent migration, and unconditioned and polluted air from reaching collections areas.
• Covers or canopies over the loading dock platform that prevent fumes and fuel from entering the archives building and that will protect collections from inclement weather during offloading.
o Covers should extend at least four feet beyond the edge of the platform;
o Covers should be a minimum of 14 feet high (not including space for overhead lighting, ductwork, etc.).
• Sloped parking ramp leading to the dock and drained sufficiently to prevent storm water from collecting near, or migrating into, the building
• Dock leveler to accommodate trucks of different heights
• Scissor lift to help raise materials to dock height when off loaded to the bay floor
• Sloped ramp that drains to prevent water pooling or migration into building
• Dock sealer to prevent energy loss
• Charging stations for lifts, if needed
• Positive air pressure relative to the outside
• Negative pressure relative to rest of building
• Separate air-handling system, vented directly to the outside, so that debris and pollutants cannot affect collections areas
o Enclosed docks require a separate HVAC system
• Contractor toilet facilities (so that drivers and visitors do not need to enter the building)
• Lockers
• Spill kit
• Pressure washer
• Security
o CCTV cameras
o Multiple staff members present when collections are transferring through the area.
Two Loading Docks: Ideally, collections facilities should contain two loading docks - a dock for collections and a separate service dock.
• Collections Dock: a covered, conditioned dock for archival materials
• Service Dock: a covered dock for building support functions such as movement of equipment, supplies, mail, food, trash and other “dirty items” that could con taminate archival materials.
One Loading Dock: Ideally plan for a 2-truck covered dock
• Provide clearly marked designated areas and pathways that separate collections from general building materials deliveries.
o Example: provide designated pathways to prevent food from passing through collections holding areas
Enclosed dock:
• Enclosed docks are not as common but are used when climate control, collections protection, security, and overhead lift capabilities are required.
o Allows the truck to park inside the building, so it must have a robust ventilation system, and must be kept under negative pressure in relation to adjacent collections spaces
o Requires more space and has higher construction costs
Doors
Loading dock doors can be roll-up and swinging. Should include:
• Fire rated doors.
• Secure
• Weather stripping.
• Brush sweeps to keep out insects, vermin and mold.
• Polypropylene bird netting around exterior roll doors and loading dock areas to prevent birds and bats from entering the building.
If the loading dock is adjacent to sensitive spaces, such as collections storage and/or laboratories provide:
• Interlocking double or roll-up doors (in which one door can be raised only if the other is lowered).
o Install at opposite ends of the dock to prevent unconditioned outside air from reaching conditioned spaces
• Air curtain to help prevent the loss of conditioned space
Interior dock doors:
• Minimum 36 inches wide
• At least one door leading from the dock into the facility should be a double door, six feet wide.
o Automatic door operators are desirable
o Provide weather stripping and sweeps
Receiving Area
It is desirable for the receiving area to providing a secure environment for receiving and inspecting collections and a separate area for deliveries of building supply materials into the building.
Receiving should also contain areas for trash, storage of building supplies, and other building maintenance equipment. Trash and recycle should be segregated from collections receiving areas as part of the pest management plan.
Collections moving through the receiving area must be protected from theft and unauthorized access, inclement weather, pests, and accidental disposal. Design and operation must protect collections from accidental damage or disposal and account for general building deliveries.
Special considerations can include:
• Separate air handling system, vented to the outside; Air conditioning not required
• Secure doors
• Security cameras or other monitoring equipment
• Doorbell, intercom or phone to alert staff to deliveries
• Brush sweeps to keep out insects, vermin, dust, etc.
• Designated secure space to inspect incoming collections
• Provide clearly marked designated areas and pathways that separate collections from noncollection material deliveries.
Receiving Office, Storage and Trash:
Additional spaces in the receiving area include:
• Receiving workstation and/or office
o Space for a staff member to log in and assess incoming collections
o Depending on building operations and staffing, this can be one computer workstation or be included in the spaces for the facilities management staff
o Wireless access to the internet and secure wireless access to the data network
• Building supplies and janitorial storage
o For storage of building equipment, extra furniture, shelving, etc.
o Should be accessed through the service dock
• Trash/recycle room - segregated from collections
• Freight elevator(s) if multi-story building that are accessible to collections receiving area
Appendix A
Citations - Standards and Codes
Museums and Archives – Collections Storage - Select Standards and Codes
There are numerous standards and codes for new construction and renovated cultural heritage facilities. The following citations are a selection that relate specifically to special collections facilities. It is not comprehensive list. The various standards and guidelines include extensive bibliographies that detail the specialized standards and codes that relate to cultural heritage facilities
General
American Alliance of Museums. National Standards and Best Practices. 2008
American Society of Heating, Refrigerating and Air-Conditioning Engineers. ASHRAE Applications Handbook, Chapter 24, Museums, Galleries, Archives, and Libraries. 2019
Canadian Conservation Institute. See publications, videos and R&D materials. https://www.canada.ca/en/conservation-institute.html
IIC/ICOM-CC 2014 Declaration on Environmental Guidelines. http://www.icom-cc.org/332/-icom-ccdocuments/declaration-on-environmental-guidelines/#.W24AQS2ZP-Y
Image Permanence Institute (IPI) publications including IPI’s Guide to Sustainable Preservation Practices for Managing Storage Environments. https://www.imagepermanenceinstitute.org
International Organization for Standardization (ISO), ISO 11799. Information and Documentation –Document Storage Requirements for Archive and Library Materials. 2015
ISO 11799. Information and Documentation – Document Storage Requirements for Archive and Library Materials. 2015
ISO 19814. Information and Documentation – Collection Management for Archives and Libraries. 2017
ISO 19815. Information and Documentation – Management of Environmental Conditions for Archive and Library Collections. 2018
Library of Congress, Preservation, Collections Care https://www.loc.gov/preservation/care/
Pacifico, Michele and Wilsted, Thomas, editors. Archival and Special Collections Facilities: Guidelines for Archivist, Librarians, Architects, and Engineers. SAA Approved Standard. Chicago: Society of American Archivists Press. 2009. (being revised and updated as a US/Canadian standard)
National Archives and Records Administration. 1571S. Architecture and Design Standards for Presidential Libraries. College Park, MD: NARA, 2018 and NARA 1571 revisions, 2023 https://www.archives.gov/files/foia/directives/nara1571-s1.pdf https://www.archives.gov/foia/directives/nara1571
National Park Service, Museum Handbook. 1996-2021 https://www.nps.gov/museum/publications/handbook.html
Smithsonian, Architect-Engineer Information Center - Codes and Standards. 2016-2023 https://www.sifacilities.si.edu/codes-standards
National Fire Protection Association (NFPA) Codes for Fire Protection: reference most current edition NOTE: review specific codes in NFPA 13, 232, 909 if using high density storage shelving systems (compact mobile shelving)
• NFPA 13. Standard for the Installation of Sprinkler Systems
• NFPA 232. Standard for the Protection of Records
• NFPA 750. Standard for Water Mist Fire Protection Systems
• NFPA 909. Code for the Protection of Cultural Resource Properties - Museums, Libraries, and Places of Worship
• NFPA 914. Code for Fire Protection of Historic Structures
• NFPA 2001. Standard on Clean Agent Fire Extinguishing Systems
The content is provided for informational purposes and will be periodically updated. Michele Pacifico attempts to ensure that content is accurate and obtained from reliable sources, but does not represent it to be error-free.
Appendix B
DRAFT PROHIBITED MATERIALS
Below is a DRAFT list of materials that must never be used in collections storage areas or exhibit cases housing original records and collections. It is also recommended that these materials be prohibited in processing rooms, labs, and exhibit galleries.
This list was originally developed for the 2009 SAA Standard for Archival Facilities; the standard is being revised as a US/Canadian standard. The current draft version is different from the one published in 2009 and from the National Archives Prohibited Materials List. It has been vetted with Canada’s material chemists and is still undergoing review. )
Draft Prohibited Materials is not for publication.
Avoid for Conservation/Preservation Reasons:
• Acid-curing silicone sealants and adhesives, or similar products that emit acetic acid during cure.
• Most pressure-sensitive adhesives and contact cements and adhesives.
• Cellulose nitrate-bearing materials, such as cellulose nitrate lacquers, varnishes, and adhesives.
• Cellulose diacetate fabrics.
• Cellulose acetate fabrics and films.
• Polyurethane products including paints, varnishes and foams, and carpet pads. (Two-part polyurethane coatings do not off-gas and are acceptable as sealants for wood and wood products.)
• Latex Paint based on vinyl acrylic or styrene acrylic latex. (Acrylic latex is generally acceptable).
• Modified alkyd paints.
• Oil-based and alkyd resin paints and varnishes, and oil -based caulks and glazing compounds.
• Sulfur-containing materials in any form that could be released as hydrogen sulfide or mercaptans. These include, but are not limited to, vulcanized rubber, animal glue, wool, cadmium sulfide pigments, and disodium phosphate fire retardant treatments.
• Unstable chlorine-containing polymers (PVCs), such as polyvinyl chloride.
• Unsealed concrete, due to its production of fine particulate, alkaline dust.
• Vinyl’s, including but not limited to unstable chlorine-containing polymers (i.e., polyvinyl chloride).
• Woods, particularly those known to have high acidic content, such as oak and cedar.
• Wood or wood products that are not appropriately sealed to prevent off-gassing and acid migration.
• All combustible furniture (fire safety issues).
Avoid for Human Health Reasons:
• Amine-based products.
• Asbestos.
• Biocides.
• Lead containing materials.
• Materials that emit formaldehydes (urea/phenol/resorcinol/formaldehyde), as might be found in interior-grade plywood, hardboard, particle board, and plastic laminates.
• Magnetic ballasts and their florescent lamps unless UV filtered.
• Mercury and metal halide lamps due to their high UV output.
Avoid for Energy Efficiency Reasons:
• Magnetic ballasts for fluorescent lighting systems.
Additional Materials to Avoid – that perhaps need further testing or other mitigation measures such as increased air exchanges.
• Products that release ammonia during cure (can cause deterioration of film bases).
• Products that release peroxide during cure (can be corrosive or flammable).
• Self-leveling floor compounds (use only products with no VOC).
Below is an example of specifications and/or contract language that can be used when planning cultural heritage collections facilities: Materials listed as prohibited in this section are often unavoidable in some pre-manufactured construction components and assemblies. However, every attempt should be made by the Contractor to use safer materials as they are available.
The Contractor is required to submit Material Safety Data Sheets for all pre-manufactured construction components and assemblies that include materials noted on the “Prohibited Materials List” prior to construction for the Architect's Approval. (Depending on the project, you can list specific areas of concern: i.e. Collections Storage, Exhibits, Processing rooms, Hold rooms, etc.)
This list is currently under review. Please address all comments and questions to Michele Pacifico.
MICHELE F. PACIFICO
Archival and Museum Facilities Consultant PO Box 1490, Jackson WY 83001 301-908- 8720
martinpacifico@comcast.net www.pacificoarchivalconsulting.com
The content is provided for informational purposes and will be periodically updated. Michele Pacifico attempts to ensure that content is accurate and obtained from reliable sources, but does not represent it to be error-free.)
Appendix C
STORAGE OPTIONS FOR ARCHIVAL AND MUSEUM COLLECTIONS
Shelving is a long-term investment for a collections storage and must be planned to meet the specific needs of the facility and reflect the size and quantity of its collections. The choice of a shelving system or combination of systems depends on a number of factors, including:
• Size, quantity and growth of the collections
• Building’s site and size
• Building’s structure and ceiling heights
• Building’s costs
• Shelving/storage costs
• Desired efficiency
• Preservation goals
• Operating requirements – ease of access and retrieval
• User preference
• Desire to reuse existing equipment
For planning purposes, this report presumes 12-foot-high electric mobile shelving in combination with some fixed shelving. Specialty shelving, such as flat files, cabinets, art racks, and wide span shelving, also can be installed on mobile carriages. The use of mobile shelving will decrease the square footage needed for collections storage.
Below is a general discussion of shelving and the considerations to assist in deciding the best option for PPHM ‘s collections storage. Not all of the issues discussed below may apply to the PPHM facility. During the next of steps of design, a more complete analysis of the collections and the amount and types of storage equipment required for the PPHM can be determined.
Appendix D provides photograph examples of the various kinds of shelving and shelving equipment.
Shelving System Types – Fixed and Mobile
Collection storage systems consist of fixed or mobile shelving of various densities, with mobile systems being either manual or electrically operated. Static or fixed shelving is less expensive to purchase and install, but requires a larger floor area than mobile shelving. Regardless of system, the shelving units are typically 4-post or case-type shelving.
Mobile shelving can store more records in a smaller space resulting in cost savings on land, construction, and building operations.6 Mobile shelving requires a heavier floor load than fixed shelving and is not always feasible in existing buildings.
6 Mobile shelving is alternatively known as compact shelving or mobile high-density shelving. It is designed so that shelving is mounted on track-guided carriages to form a compact storage system. Rows of shelving sit next to each other, with no intervening aisle, to provide dense storage. Eliminating fixed aisles, rows of mobile shelving are manually or electrically moved on tracks to provide access aisles.
An advantage of electrically operated mobile shelving is its ability to connect directly to the fire protection system and automatically move the shelves into “fire park mode” upon alarm or when the building is closed.7 Electric mobile shelving can also be programmed to go into Ventilation Park, allowing air circulation. Electric mobile shelving can enhance security by allowing lockable mobile units, whereby one or more modules of sensitive or valuable materials are locked using keypad access or other security methods.
All types and sizes of collections storage equipment can be positioned on mobile carriages, including flat files, museum drawers and cabinets, textile racks, etc.
Shelving Heights
The height of the shelving can vary depending on the desired retrieval method of the collections along with the building’s structure, footprint and ceiling height. Traditionally the standard shelving height has been 84 to 90 inches providing 7 shelves that are 12 inches apart. This allows access to all the shelves without a ladder. However higher shelving systems and increased density heights are increasingly common to offset the increased costs for collections storage.8
Shelving taller than 8 feet/7 shelves high requires the use of rolling ladders, lifts, or a mechanical retrieval system (lift). However, when using taller shelving units or high bay shelving, careful planning of the collections’ locations can ameliorate the retrieval issues. For example, by locating the most heavily retrieved collections on the lowest shelves the records can be accessed without using a ladder or lifts
New cultural heritage facilities that do not want to consider high bay shelving (over 12 feet up to 30 feet) and its operational challenges, but want to select the most efficient shelving, are opting for shelving just under 12 feet high. This complies to the required fire suppression clearance of 18 inches from top cap of shelving to sprinkler deflectors. Note: NFPA 13 requires that shelving higher than 12’ have a minimum clearance of 36 inches.
Shelving Aisles
The maximum length of the storage area aisles is dictated by the footprint of the room, the location of columns and doors, the type of shelving system, preferred type of retrieval, access time, and building and life safety standards.
The widths of the aisles between ranges of shelving are different depending on the footprint of the room, the shelving system, and if ladders or lifts are needed. In general, aisles between rows of archival shelving must be a minimum of 36 inches wide, although a minimum of 42 inches is preferable for collections. The aisle width will increase if tall rolling ladders and lifts are required. Wider aisles than 42” are necessary for flat files and oversized object storage.
7 Mobile shelving systems that use electrically operated shelving can automatically go into “fire park mode.” Upon activation of the smoke detector, water flow alarm, or manual alarm, fire mode allows the shelving rows to automatically separate to create minimum 5-inch aisles. This allows the smoke to escape to the detectors and the water to effectively put out the fire, reducing loss of records. Electric mobile shelving systems also can be programmed to go into ventilation park mode when the facility i s closed for business. Spacesaver Mobile Shelving is the basis of design in these comments.
8 The fire protection standards dictated by the National Fire Protection Association (NFPA 232; NFPA 13) and by the National Archives (NARA 1571S) for the protection of records allow mobile electric high bay shelving to go as high as 30 feet without inrack sprinkler installations, as long as the materials are stored in boxes and there is a 36” space from top shelf to sprinkler deflectors. See Section xx for guidelines on fire protection. See Appendix A for applicable fire protection codes.
The main circulation aisles for each storage room can range in size from 4 feet to 8 feet wide depending on the collections types, and cart, ladder and lift use requirements.
Note: Shelving on exterior walls should be located 18 inches off the wall. To maximize efficiency, circulation aisles are often located on the perimeter of rooms along the exterior wall. Shelving on internal walls are located a minimum of 1 inch off the wall.
Shelf and Storage Equipment Size
Regardless of system, the shelving units are typically 4-post or case-type shelving. Cantilevered shelving can be used for library books.
Collections storage room should maximize their storage capacity by using heavy duty standard sized shelves and uprights that accommodates the use of archives boxes, cubic foot boxes, bound volumes, and a range of 3D objects.
• Shelves typically 18 gauge
• Shelf supports are 11 gauge
• Metal top cap typically 22 gauge
Typical 4 post shelving for boxes/containers/objects measure 16 inches x 42” w x 16” d (or x 40” x 16”) for a single row and back to back rows measure 42” x 32”.
• The double rows can have 16” independent adjustable shelves on each side of the row.
• The double rows of shelving on a carriage can also have pass-thru 32” adjustable shelves.
o 32” pass-thru adjustable shelves do not offer the same flexible adjustments as two independent 16” deep shelves
• Both allow a depth of 32” that accommodates a wide range of materials.
• Minimum height between shelves is 11 ¼”. We use 12” for planning purposes.
Different sized shelving is need for oversized boxes and tubes, and many museum artifacts. Specialized shelving sizes or storage equipment should be provided for books, oversized materials, art, 3D Objects, and special-sized collections. Specialty shelving also can be installed on mobile carriages. Storage equipment types include:
• flat shelves – traditionally sized for boxes and books; also used for objects
• oversized shelves
• flat files or map cases
• museum cabinets
• artifact drawers
• textile racks
• art racks
In all cases, the bottom shelf of any shelving unit or cabinet should be at least four inches off the floor to mitigate damage from water incursion. (Older guidelines and NFPA 232 require a minimum of 3 inches off the floor.)
Shelving Materials
All shelving should be all steel construction and finished with an electrostatically applied powder coated finish. Typically specified are units and shelves with a higher deflection criterial than cantilevered library shelving. Each shelving unit must have solid steel shelves as dictated by fire suppression testing.
Perforated shelves are sometimes used, but are not the preferred shelf construction. Solid canopies assist with fire protection and keeping the materials clean. Open chrome-plated stainless-steel wire racks are recommended for cold storage rooms.
Cost and Operations Implications
Efficient shelving systems are costly, but the reduction in building footprint more than offsets this expense. Using low density fixed shelving is the most expensive option because of the larger footprint of conditioned space that is required for collections storage.
However, operational and software solutions could be used to offset the challenges of higher-density retrieval. For example, based on a mobile system that is 12 feet high solution include:
• Locate the most frequently retrieved collections on the lower 7 shelves that can be retrieved without a ladder or lift.
• Locate less frequently used records on the upper tiers (shelves 8-11) that require a tall rolling ladder.
Appendix D
Example Photographs: Collections Shelving and Storage Equipment
A separate photo document has been provided that illustrates the numerous sizes and types of shelving and storage equipment that can be considered for a museum and special collections facility. The example photographs have been copied by Michele Pacifico from her projects and from a variety of institutions and suppliers. All photographs are being supplied for educational purposes and are not to be copied without the consultant’s permission.
MICHELE F. PACIFICO
Archival Facility Consultant
martinpacifico@comcast.net
www.pacificoarchivalconsulting.com
PO Box 1490
Jackson, Wyoming 83001
301- 908 -8720
Example Photographs: Collections Shelving and Storage Equipment
This “look book” has been provided to illustrate the numerous sizes and types of shelving and storage equipment that can be considered for a museum and special col lections facility. The photographs have been copied by the Michele Pacifico from her projects and from a variety of institutions and suppliers. All photographs are being supplied for educational purposes and are not to be copied without the consultant’s permission.
Example: Electric Mobile Shelving, 7 shelves high (NARA AII- Spacesaver)
Example: Mechanical Assist Mobile Storage in a Renovated Building, 7 shelves high
Example: Electric Mobile Shelving, 8 shelves high (Moravian Archives)
Example: Electric Mobile Shelving, 8 shelves high (Seattle City Archives)
Example: Electric Mobile Shelving, 10 shelves high (Spacesaver)
Example: Film Storage on Mobile Shelving (NPS)
Example: Electric Mobile Shelving, 10 shelves high and Sherwin Williams Epoxy Floor over Concrete (PA State Archives - Spacesaver)
Example: Electric mobile shelving, 11 shelves high - just under 12 feet (Guam Cultural Repository - Montel)
Covered rails for future mobile shelving and example of horizontal volume storage with extra shelves (California State Archives)
Example:
Example: Rare Book Folios on Mobile Shelving (Museum of Natural History)
Example: High Bay Shelving (Univ. of Calgary - Spacesaver)
Example: High Bay Shelving with Lift (Spacesaver)
Example: Flat Files and shelving on Electric Mobile Shelving and Sherwin Williams Epoxy Floor over Concrete (San Diego County Archives - Spacesaver))
Example: Flat Files and shelving on Electric Mobile Shelving and Sherwin Williams Epoxy Floor over Concrete (PA State Archives - Spacesaver)
Example: Flat Files on Electric Mobile Shelving and Sherwin Williams Epoxy Floor over Concrete (NARA AII - Spacesaver)
Example: Flat Files on Mechanical Assist Mobile Shelving (Library Archives Canada - Montel)
Examples: Flat Files on Mechanical Assist Mobile Shelving (UCSB Archives)
Example: Flat Files/Art Racks/ Mechanical Assist Mobile Shelving in One Collections Storage Room (PA Academy of Fine Arts - Viking Flat Files))
Example: Flat Files/Art Racks/ in One Collections Storage Room (PA Academy of Fine Arts)
Example: Mechanical Assist Mobile Shelving with Flat Files (Dunn Museum - Spacesaver)
Flat Files with Extra Circulation Option (San Diego County Archives - Spacesaver)
Custom Oversized Flat File with Tube Storage (Duke - Delta))
Custom Oversized Flat File with Shelves Protype (PA State Archives - Spacesaver)
Example: Objects Storage on Mobile Shelving (Unv. Of Illinois)
Example: Objects Storage on Mobile Shelving (Unv. Of Illinois)
Examples: Objects Storage on Mechanical Assist Mobile Shelving
Example: Collections on mechanical assist shelving (Smithsonian Museum Support Center)
Example: Ethnology Collections (Smithsonian Museum Support Center)
Example: Textile Storage (Spacesaver)
Example: Textile Storage on Mechanical Assist Mobile Shelving (Spacesaver)
Example: Textile Storage Mobile Shelving (Spacesaver)
Example: Oversized Storage - Widespan Shelving on Mechanical Assist Mobile Shelving
Example: Oversized Storage - Widespan Shelving on Mechanical Assist Mobile Shelving (HMFA)
Examples Oversized Storage on Fixed Widespan Shelving (Adirondack Museum)
Example: Oversized Storage on Mechanical Assist Widespan Shelving (Field Museum - Spacesaver)
Example: Art Racks (Canadian War Museum)
Example: Art Screens on Mechanical Assist Mobile System (Spacesaver)
Example: Art Racks (Montel)
Example: Art Racks and Oversized 3D Object Storage on Widespan Shelving (Spacesaver)
Example: Art and Framed Materials Storage
Example: Framed Materials Storage (Ottawa City Archives)
Example: Storage Bins (Spacesaver)
Example: Wall Mounted Art Rack
Example: Wall Mounted Art Rack and Rolled Document Storage
Example: Rolled Storage (New Mexico History Museum)
Example: Rolled Storage (Denver Art Museum)
Example: Rolled Storage (Cooper Hewitt)
Examples: Firearms storage on electric mobile shelving (Spacesaver)
Examples: Firearms on Mechanical Assist Mobile Shelving (Spacesaver)
Example: Firearms Cabinet (Viking)
Example: Cold Storage Upright Freezer (NPS)
Example: Cold Storage Vault( NARA)
Example: Cold Storage Vault (Smithsonian)
Example: Cold Storage Vault (Denver Museum of Nature and Science - Spacesaver)
Example: Visible Storage (Brooklyn Museum)
Example: Visible Storage (Smithsonian)
Example: Visible Storage (Logan Museum)
Example: Visible Storage (Yale Art Gallery - Zone)
Example: Visible Uniform Storage