Security Management and Disaster Preparedness for Archival Collections

Slide 1: Security Management and Disaster Preparedness for Archival Collections by Fe Angela M. Verzosa 1

Slide 2: pre se rvatio n and se curity  pre s e rvatio n as a bas ic arc hival func tio n  s e c urity as a bas ic library func tio n  s e c urity as a bas ic arc hival func tio n fo r re c o rds c o ntro l re c o rds s to rag e 22 March c o rds us e re 2005 2

Slide 3: pre se rvatio n “the ac quis itio n, o rg anizatio n and dis tributio n o f re s o urc e s (human, phys ic al, mo ne tary) to e ns ure ade quate pro te c tio n o f his to ric al and c ultural info rmatio n o f e nduring value and ac c e s s fo r pre s e nt and future g e ne ratio ns .” Paul Conway 22 March 2005 3

Slide 4: Se curity is a basic f unctio n fre e dom fro m dang e r prote c tion fro m unautho rize d ac c e s s los s avo idanc e damag e pre ve ntion re duc tio n o f long -te rm thre at pos e d by impro pe r e nviro nme ntal c o nditions 22 March 2005 4

Slide 5: 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 22 March 2005 5

Slide 6: Se curity Plan Ide ntify the as s e ts , thre ats As s e s s vulne rability Evaluate e xis ting po lic ie s /pro c e dure s Write -o ut po lic y s tate me nts Es tablis h prio ritie s Ide ntify pe rs o ns re s po ns ible and are as o f re s po ns ibilitie s 22 March 2005 6

Slide 7: Assets Arc hive s and manus c ripts Books and audio-vis ual materials Compute rs and e le c tro nic re s ourc e s Furniture and Equipme nt Staff 22 March 2005 7

Slide 8: ide ntif icatio n o f ite ms c onduc t an inve nto ry / ho lding s lis t c las s ify items o f value s e parate valuable o rig inals mark/labe l mate rials s e rvic e o nly pro c e s s e d materials 22 March 2005 8

Slide 9: Threats The ft o r lo s s Damag e /De s truc tio n by fire , e arthquake , o r flo o d Damag e by ne g le c t 22 March 2005 9

Slide 10: Vulne rability  Ope n o r c lo s e d are as  Trus two rthy s taff  Hig h o r lo w c rime rate in are a  Ope ning /c lo s ing ho urs  Dis as te r pre pare dne s s plan  Fire s uppre s s io n s ys te m  He at and humidity c o ntro ls  Co ns e rvatio n pro g ram 22 March 2005 10

Slide 11: asse ssme nt pro ce ss be g in with g athe ring info o n e xis ting po lic ie s to kno w the limits o f what c an/c anno t be do ne . de te rmine the re quire me nts o f e ve ry are a by c o nduc ting a s urve y o f the e xte rio r and the inte rio r e nviro nme nts ide ntify po s s ible thre ats to the ho lding s 22 e xamine arc hival/library o pe ratio ns ,11 March 2005

Slide 12: acce ss po licie s phys ic al ac c e s s and / o r inte lle c tual ac c e s s fre e ac c e s s vs . re s tric te d ac c e s s o pe n s tac ks vs . c lo s e d s tac ks us e o f pas s wo rds fo r c o mpute r ac c e s s admittanc e re g ulatio ns who s ho uld have ac c e s s 22 March 2005 12

Slide 13: Lo ss avo idance  de te rring the fts ide ntifying o r marking items c ontro lling the e xterior e nviro nme nt s e c uring the interior e nviro nme nt ins uring valuable materials /vital do c ume nts 22 March 2005 13

Slide 14: Guards as f irst line o f se curity c o urte o us and re s pe c table kno wle dg e o f the law and c o mmo n s e ns e o bs e rvant and ale rt firm and tho ro ug h in the pe rfo rmanc e o f dutie s ho ne s t and dilig e nt fo c us e d o n the jo b 22 March 2005 14

Slide 15: de te rring the f ts le arn to think like thie ve s ins tall s e c urity de vis e s - lo c ks , g rills , alarms , c ame ras , time rs e ng ag e in c lo s e s upe rvis io n c o nduc t s urve illanc e put up s ig nag e s 22 March 2005 15

Slide 16: what to do with thie ve s no ac tio n unles s “c aug ht in the ac t” dis c re e t appre he ns ion w/ witne s s de te ntio n fo r furthe r inve s tig atio n pros e c utio n (c o urt ac tion) othe r dis c iplinary ac tio ns public / private apologie s 22 March 2005 fine s /pe naltie s 16

Slide 17: co ntro lling the e xte rio r c lo s e watc h o f e ntranc e /e xits and ac c e s s po ints s uffic ie nt lig hting intrus io n-de te c tio n s ys te m kno wle dg e o f phys ic al lay- o ut o bs truc tive lands c aping 22 March 2005 17

Slide 18: se curing the inte rio r kno w the phys ic al lay-o ut s taff re s po ns ibility in c lo s ing ade quate lig hting are a vis ibility fro m s taff de s k us e r/vis ito r and s taff lo g bo o ks 22 March 2005 18

Slide 19: insurance ins ure the building and its c o nte nts ins ure o nly marke table ite ms c o ns ult apprais e r fo r value re apprais e e ve ry five ye ars kno w the c o ve rag e o f the po lic y 22 March 2005 19

Slide 20: damage pre ve ntion e nviro nme ntal damag e fire and wate r damag e damag e c aus e d by pe s ts damag e fro m mis handling , inc o rre c t pro c e dure s , e tc . 22 March 2005 20

Slide 21: Space co nside ratio ns  s pac e fo r wo rk, s tac k ro o m, and re ading ro o m  fre e fro m flo o ding , dampne s s , and e xtre me te mpe rature s   fre e fro m unc o ntro lle d lig hting c o nditio ns  s e c urity-s afe , s he lte re d but ac c e s s ible 22 March 2005 21

Slide 22: f acilitie s & e quipme nt fireproofing ultraviolet filter airconditioning screens humidity control heavy curtains smoke and heat acid-free boxes detectors acid-free folders double locks rust-free security alarm supplies 22 March 2005 22

Slide 23: COMMON HAZARDS R te mpe rature PEOPLE R humidity us ing ink/pe ns R lig ht us ing adhe s ive s laminating R ins e c ts and fo lding , te aring ro de nts s pilling fo o d/drink R fung i, mo ld, be nding , trac ing milde w s te aling /mutilating R ac id R fire wate r 22 March 2005 23

Slide 24: re tarding de te rio ratio n tempe rature and humidity c o ntro l filtration s c re e ns ag ains t dirt and air po llutants filte rs ag ains t ultravio le t and infrare d rays de ac idific ation ac id-fre e /rus t-fre e s torag e fac ilities c are ful handling 22 March 2005 24

Slide 25: pre se rvatio n prio ritie s 1high-quality informatio nal c onte nt 1s ignificant c urre nt/pro je c te d us e 1phys ic al c o ndition o f o riginal format 1c os t-effec tive ne s s o f tre atme nt 22 March 2005 25

Slide 26: pre se rvatio n o ptio ns c o nditio ns actions • in-ho us e tre atme nt • de ac idific atio n damag e d • lab c o ns e rvatio n • e nc aps ulatio n frag ile and e ndang e re d • laminatio n fre que ntly us e d • mic ro filming pe s t-infe s te d • dig itizatio n • pho to c o pying 22 March 2005 • fumig atio n 26

Slide 27: Starting a preservation program 1. e xamine the e nviro nme nt 2. impro ve the e nviro nme nt 3. e xamine the mate rials / e s tablis h prio ritie s fo r tre atme nt 4. s e parate mate rials fo r in-ho us e tre atme nt fro m tho s e re quiring pro fe s s io nal c are 5. e s tablis h a wo rk ro o m fo r re me dial tre atme nt 6. s upe rvis e in-ho us e re pairs and re s to ratio 7. wo rk with a pro fe s s io nal c o ns e rvato r 22 March 2005 27

Slide 28: Thank you very much . Le t’s all have a nic e day. 28