What Is Gallery Collection Storage

Published Date: 02 Nov 2017

Gallery collection storage is both a physical space and an ongoing process.

It is a dedicated space used for storing Gallery objects, natural history specimens and archival materials. This space is designed or upgraded to meet standards and requirements for the preservation, protection, and accessibility of the collection.

It is the ongoing process of containing, organizing and caring for the collection while it is in storage. This involves evaluating and implementing strategies and techniques to improve the condition and long-term preservation of the collection.

What is a multi-layered collection storage system and how does it protect my collection?

A well-designed collection storage space that readily accommodates your collections combined with a rational, systematic approach to collections management and good housekeeping will minimize or block risks to the collection. It will provide the collection the best possible protection from all agents of deterioration.

A multi-layered collection storage system is composed of successive layers of protective envelopes or enclosures, from the building itself to the equipment and containers that surround an object. The greater the number of layers, the more protection.

In the multi-layered approach, each level adds another layer of protection to the collection by shielding it from the agents of deterioration. The more layers, the greater the level of protection or "buffering" from the agents of deterioration.The layers of protection are:

Building/facility envelope: exterior (outside/external) walls of the structure housing the collection.

Room/space envelope: walls of the room or space immediately enclosing the collection.

Equipment/storage furniture: storage furniture such as a cabinet with gaskets, map unit, or shelving unit housing the object.

Container/housing: container housing the object such as a box, tray, or other fully enclosed container.

Packaging/wrapping materials: museum quality materials that cover and/or support the object inside of its container/housing, such as tissue, muslin, or polyethylene foam.

Multi-layered protection of an object

Evaluate your collection storage needs in the following areas:

facility and space requirements

protection requirements (physical security and fire protection)

environmental requirements

museum equipment and container requirements

housekeeping requirements

Integrated Pest Management (IPM) requirements

What are the standards and requirements for collection storage space?

The essential elements of Gallery collection storage space standards and requirements are summarized below.

Safe and secure storage of museum collections requires dedicated space.

Museum storage areas must only house museum collections. Separate museum storage from all other uses, including office space and research and work areas.

House collections in a dedicated space that has minimal penetrations and optimum thermal performance.

Museum storage space must be adequate to accommodate the particular characteristics and quantity of objects, specimens, and archival items in your collection. It must also provide adequate space to accommodate reasonable growth of the collection over the next ten years.

Organize the space to allow for the efficient use of curatorial equipment and techniques, and to provide for effective access and optimum preservation of the museum collection.

House objects in appropriate containers and package objects with appropriate materials.

Containerize collections to the extent possible to minimize the negative effects of relative humidity and temperature fluctuations.

Ensure the collection storage space is both suitable and sufficient for proper storage. Suitable space is planned space that has been determined to be adequate for storing museum objects. Sufficient space is expandable space that provides room for safe, non-crowded storage of the collection and allows room for future growth.

Outbuildings, closets, and unimproved basements and attics are not suitable space.

These inadequate spaces do not contribute to the preservation and effective use of a collection.

Why should my collection storage space be used exclusively for storing collections?

By separating curatorial office, work, and research spaces from the space housing the collection, you minimize environmental impacts on the collections and lessen security risks. Do not combine storage space with other functions for reasons noted below.

Collection security generally decreases; theft, mishandling, and vandalism increase with storage room visitation and use.

People working in the storage area increase the number of air exchanges the area must undergo. Air exchanges cause temperature and relative humidity levels to fluctuate, resulting in accelerated deterioration of objects. More air exchanges increase the load on climate control systems, leading to higher energy costs and stress on passive control systems.

Work areas often require lighting levels that may cause damage to unprotected light-sensitive objects due to the specific wavelength of the radiation, intensity or duration of the lighting. Lights are generally "off" in storage only spaces.

Office equipment (copiers, computers) generate ozone, a pollutant damaging to collections.

Movement of people into and within the area tracks in soil and disperses dust into the air, which in turn is deposited on surfaces of objects and equipment.

How do I ensure that I have adequate space to store the collection?

The storage space must be large enough to accommodate the existing collection as well as the projected growth of the collection over the next 10 years. When designing or upgrading your storage space, be sure that your space:

Houses individual objects appropriately and safely

Allows for the use of proper storage equipment and techniques

Incorporates aisles at least 48" wide between rows of equipment; this width allows safe handling and movement of drawers, cabinet doors, and larger objects

ceiling height is sufficient to accommodate raised and stacked cabinets without interfering with lighting and protection systems

provides adequate access to the collections that is safe for staff and the collections

Make sure the space allows movement of personnel, equipment and objects in and out without hindrances such as inadequately sized doors; narrow, winding, or steep stairs; or passageways with low ceilings. Plan and organize your storage space to facilitate access to the collection.

What do I need to know about the type of structure that houses the collections?

Different types of structures have different construction requirements. Therefore, installation of equipment such as fire and security systems, and storage furniture needs will also vary. A purpose built structure has different requirements than a structure that is adapted to house collections (adaptive use) or an historic structure that houses collections. Consult with your facility manager, regional curator, historical architect and structural engineer during planning and implementation of a storage or construction project.

In a historic structure, the best approach to providing suitable collection storage space is to create a "room within a room." This creates another layer of protection for the collections and protects the historic fabric of the structure. Particularly when strict environmental control is required, this strategy improves the prospect of success because the equipment that controls the storage facility environment has only the benign interior environment of the historic structure to temper rather than the harsher exterior environment.

What are the requirements for building systems and utilities in storage space?

Locate HVAC (heating, ventilating and air conditioning) and other climate control equipment outside the storage space. This reduces the possibility of damage to the collection from system leaks. It also avoids the need for no curatorial staff to enter the space for maintenance or repair. Install monitors and sensors for system control in the space itself to ensure that the storage environment and not the air in the ductwork control the environment.

Make sure all electrical systems and equipment are UL listed and installed in full compliance with local and national electrical codes. Include sufficient electrical outlets to power supplemental environmental conditioning equipment, vacuum cleaners, and task lighting.

Verify that space is free of water and sewer pipes and valves that can burst or leak and cause damage.

Spaces equipped with fire sprinkler systems should have adequate floor drain(s) with backflow check valve(s). Consult with a structural engineer on how to handle potential water damage that might result from the fire suppression system. Take precautions to avoid creating a pest habitat by keeping drains dry and adding fine mesh screening over drain opening(s). Include routine maintenance checks in your housekeeping plan.

Space is not susceptible to flooding if pipes or drains in adjacent spaces (e.g., a bathroom on the floor above) leak or backup.

Space is free of water, gas, or electric meters, electrical panels, and utility valves that require monitoring and servicing by non-curatorial personnel. This will limit the need for access by non-curatorial staff and minimize security concerns.

What features and materials are required for the walls, ceilings, and floors in storage spaces?

Use the guidelines below to ensure that walls, floors and ceilings have the appropriate features and are made of safe materials that do not damage collections.

Do not install dropped ceilings in storage areas, and avoid using them elsewhere in the structure. They obscure leaks, provide a habitat for pests, and the acoustic tile material can generate dust and debris.

Paint walls and ceilings using acrylic emulsion latex, vinyl acrylic, or acrylic urethane coatings. Other coatings may off-gas at unacceptable levels. Do not use any oil-based paints.

Paint walls and ceilings white or a light colour. Paints with titanium dioxide (most white paints) absorb ultraviolet light emitted by ambient or artificial lighting.

Treat concrete floors with a sodium silicate sealing/curing agent. This hardens and increases the density of the surface of the concrete, helping protect it from cracking, dusting, and other damage. The floor should be easy to clean without the use of chemical cleaners or water.

Seal concrete floors with a water-borne sealer. Select a product that does not off-gas during or after cure. Make sure that the product can be reapplied when it becomes worn without the need to remove collections from the space.

Use deck grey colour sealer so that you can determine when the finish is dirty or scuffed. Avoid other types of floor coverings, as they require wet cleaning and/or are a source of off gassing.

What type of lighting is required in storage spaces?

Damage from visible light and ultraviolet (UV) radiation is cumulative and irreversible. Select the appropriate type of lighting and always minimize the intensity and duration of lighting in collection storage spaces. Use the guidelines below to provide appropriate lighting for your collection storage space.

Eliminate ambient light sources that can damage objects (i.e. unblocked windows and skylights) that can damage collections.

Use LED or UV-filtered fluorescent lighting. Remove or replace incandescent lighting to reduce energy costs over time. Do not use quartz or halogen lights; they emit unacceptable levels of UV and infrared radiation. Lighting levels should not exceed 200 lux or 20 footcandles.

Install lights in multiple zones controlled by individual light switches. This allows lights to be activated only in areas where there is activity. When storage space is unoccupied, turn all lights off.

Provide indirect (diffuse) lighting by aiming fixtures at walls or ceilings. This reduces light intensity, and light reflected off the surface of white or light-coloured walls reduces UV radiation levels.

Avoid using mercury vapor or tungsten lighting on or near the exterior of structures containing collection storage space. These types of lighting attract insects.

Mount exterior lighting at a distance from the building itself. Focus lights towards walls but avoid windows and doors. Light focused on these features will attract pests.

Place a central lighting control panel at a convenient location at the entrance of the storage area.

Use emergency lighting that is triggered by occupancy to save energy where codes permit.

How important is fire protection in the storage space?

Collection storage houses the majority of the park’s museum collection. This space must have an early fire detection and suppression system installed to guarantee the safety of the collection and the personnel who use and care for it. Refer to Chapter 9 of this handbook for information on conducting a fire risk assessment and for specific fire protection guidance.