Security Management and Disaster Preparedness for Archival Collections by Fe Angela M. Verzosa

preservation and security preservation as a basic archival function security as a basic library function security as a basic archival function for records control records storage records use

preservation as a basic archival function

security as a basic library function

security as a basic archival function for

records control

records storage

records use

preservation “ the acquisition, organization and distribution of resources (human, physical, monetary) to ensure adequate protection of historical and cultural information of enduring value and access for present and future generations.” Paul Conway

“ the acquisition, organization and distribution of resources (human, physical, monetary) to ensure adequate protection of historical and cultural information of enduring value and access for present and future generations.” Paul Conway

Security is a basic function freedom from danger protection from unauthorized access loss avoidance damage prevention reduction of long-term threat posed by improper environmental conditions

freedom from danger

protection from unauthorized access

loss avoidance

damage prevention

reduction of long-term threat posed by improper environmental conditions

Evaluating security needs Different types of repositories university/college archives government archives business archives research institutions Different repository areas stack and processing areas reading/exhibit areas office/staff areas Developing a security plan

Different types of repositories

university/college archives

government archives

business archives

research institutions

Different repository areas

stack and processing areas

reading/exhibit areas

office/staff areas

Developing a security plan

Security Plan Identify the assets, threats Assess vulnerability Evaluate existing policies/procedures Write-out policy statements Establish priorities Identify persons responsible and areas of responsibilities

Identify the assets, threats

Assess vulnerability

Evaluate existing policies/procedures

Write-out policy statements

Establish priorities

Identify persons responsible and areas of responsibilities

Assets Archives and manuscripts Books and audio-visual materials Computers and electronic resources Furniture and Equipment Staff

Archives and manuscripts

Books and audio-visual materials

Computers and electronic resources

Furniture and Equipment

Staff

identification of items conduct an inventory / holdings list classify items of value separate valuable originals mark/label materials service only processed materials keep a record of checked-out items

conduct an inventory / holdings list

classify items of value

separate valuable originals

mark/label materials

service only processed materials

keep a record of checked-out items

Threats Theft or loss Damage/Destruction by fire, earthquake, or flood Damage by neglect

Theft or loss

Damage/Destruction by fire, earthquake, or flood

Damage by neglect

Vulnerability Open or closed areas Trustworthy staff High or low crime rate in area Opening/closing hours Disaster preparedness plan Fire suppression system Heat and humidity controls Conservation program

Open or closed areas

Trustworthy staff

High or low crime rate in area

Opening/closing hours

Disaster preparedness plan

Fire suppression system

Heat and humidity controls

Conservation program

assessment process begin with gathering info on existing policies to know the limits of what can/cannot be done. determine the requirements of every area by conducting a survey of the exterior and the interior environments identify possible threats to the holdings examine archival/library operations, personnel movements, patron behavior, etc.

begin with gathering info on existing policies to know the limits of what can/cannot be done.

determine the requirements of every area by conducting a survey of the exterior and the interior environments

identify possible threats to the holdings

examine archival/library operations, personnel movements, patron behavior, etc.

access policies physical access and / or intellectual access free access vs. restricted access open stacks vs. closed stacks use of passwords for computer access admittance regulations who should have access points of access

physical access and / or intellectual access

free access vs. restricted access

open stacks vs. closed stacks

use of passwords for computer access

admittance regulations

who should have access

points of access

deterring thefts identifying or marking items controlling the exterior environment securing the interior environment insuring valuable materials/vital documents Loss avoidance

deterring thefts

identifying or marking items

controlling the exterior environment

securing the interior environment

insuring valuable materials/vital documents

Guards as first line of security courteous and respectable knowledge of the law and common sense observant and alert firm and thorough in the performance of duties honest and diligent focused on the job

courteous and respectable

knowledge of the law and common sense

observant and alert

firm and thorough in the performance of duties

honest and diligent

focused on the job

deterring thefts learn to think like thieves install security devises - locks, grills, alarms, cameras, timers engage in close supervision conduct surveillance put up signages

learn to think like thieves

install security devises - locks, grills, alarms, cameras, timers

engage in close supervision

conduct surveillance

put up signages

what to do with thieves no action unless “caught in the act” discreet apprehension w/ witness detention for further investigation prosecution (court action) other disciplinary actions public / private apologies fines/penalties suspension of archives/library privileges

no action unless “caught in the act”

discreet apprehension w/ witness

detention for further investigation

prosecution (court action)

other disciplinary actions public / private apologies fines/penalties

suspension of archives/library privileges

controlling the exterior close watch of entrance/exits and access points sufficient lighting intrusion-detection system knowledge of physical lay-out obstructive landscaping

close watch of entrance/exits and access points

sufficient lighting

intrusion-detection system

knowledge of physical lay-out

obstructive landscaping

securing the interior know the physical lay-out staff responsibility in closing adequate lighting area visibility from staff desk user/visitor and staff logbooks control of keys

know the physical lay-out

staff responsibility in closing

adequate lighting

area visibility from staff desk

user/visitor and staff logbooks

control of keys

insurance insure the building and its contents insure only marketable items consult appraiser for value reappraise every five years know the coverage of the policy

insure the building and its contents

insure only marketable items

consult appraiser for value

reappraise every five years

know the coverage of the policy

damage prevention environmental damage fire and water damage damage caused by pests damage from mishandling, incorrect procedures, etc. damage from frequent use

environmental damage

fire and water damage

damage caused by pests

damage from mishandling, incorrect procedures, etc.

damage from frequent use

Space considerations space for work, stack room, and reading room free from flooding, dampness, and extreme temperatures free from uncontrolled lighting conditions security-safe, sheltered but accessible

space for work, stack room, and reading room

free from flooding, dampness, and extreme temperatures

free from uncontrolled lighting conditions

security-safe, sheltered but accessible

facilities & equipment fireproofing airconditioning humidity control smoke and heat detectors double locks security alarm ultraviolet filter screens heavy curtains acid-free boxes acid-free folders rust-free supplies

fireproofing

airconditioning

humidity control

smoke and heat detectors

double locks

security alarm

ultraviolet filter screens

heavy curtains

acid-free boxes

acid-free folders

rust-free supplies

COMMON HAZARDS temperature humidity light insects and rodents fungi, mold, mildew acid fire water PEOPLE using ink/pens using adhesives laminating folding, tearing spilling food/drink bending, tracing stealing/mutilating

temperature

humidity

light

insects and rodents

fungi, mold, mildew

acid

fire

water

PEOPLE using ink/pens using adhesives laminating folding, tearing spilling food/drink bending, tracing stealing/mutilating

retarding deterioration temperature and humidity control filtration screens against dirt and air pollutants filters against ultraviolet and infrared rays deacidification acid-free/rust-free storage facilities careful handling good housekeeping (and pest control)

temperature and humidity control

filtration screens against dirt and air pollutants

filters against ultraviolet and infrared rays

deacidification

acid-free/rust-free storage facilities

careful handling

good housekeeping (and pest control)

preservation priorities high-quality informational content significant current/projected use physical condition of original format cost-effectiveness of treatment

high-quality informational content

significant current/projected use

physical condition of original format

cost-effectiveness of treatment

preservation options conditions actions damaged fragile and endangered frequently used pest-infested in-house treatment deacidification lab conservation encapsulation lamination microfilming digitization photocopying fumigation

actions

in-house treatment

deacidification

lab conservation

encapsulation

lamination

microfilming

digitization

photocopying

fumigation

Starting a preservation program examine the environment improve the environment examine the materials / establish priorities for treatment separate materials for in-house treatment from those requiring professional care establish a work room for remedial treatment supervise in-house repairs and restoration work with a professional conservator keep informed

examine the environment

improve the environment

examine the materials / establish priorities for treatment

separate materials for in-house treatment from those requiring professional care

establish a work room for remedial treatment

supervise in-house repairs and restoration

work with a professional conservator

keep informed

Thank you very much . Let’s all have a nice day .

Let’s all have a nice day .