Today, I will discuss the importance of reorganization projects in storage spaces. Do you think your museum is in need of a reorg project? I suggest following the
Self-Evaluation Tool for Collections in Storage by CCI and ICCROM to find out if your space would benefit from this process. The
Re-Org Workbook outlines
ten quality criteria, which define a professionally managed and functional storage room. 1-7 can typically be met through a physical reorganization that aims to improve access to
collections. 8-10 may require further mid- to long-term improvements.
1. One qualified member of staff is in charge
2. The storage rooms contain only collection objects
3. Separate spaces are dedicated to support functions: office, workroom, storage of equipment and
other materials (non-collection)
4. No object is placed directly on the floor
5. Every object has a designated location in storage and can be located within three minutes
6. Every object can be accessed without moving more than two others
7. Objects are arranged by category
8. Key policies and procedures exist and are applied
9. The building and storage rooms offer adequate protection for the collection
10. Every object is free from active deterioration and is ready to be used for the museum’s activities
The
Colchester Historeum and the
West Hants Historical Society have been kind enough to share their reorg journeys. Both examples provide helpful tips that will aid you in this process. Some helpful take-a-ways from the re-org projects are as follows:
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| West Hants Historical Society wall 1 (Before/After) |
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| West Hants Historical Society wall 2 (Before/After) |
Create a plan - Looking at your self-assessment results and using the re-org workbook, identify your top priorities, resources you'll require, and a plan of action. You know your space, so if your current storage is frustrating or difficult to access/manage, address those frustrations in your plan.
Create a Swing Space - Since you'll be moving things around, make sure you have a clear space where you can put items while you address the shelving or other storage furniture. Group items by collection and non-collection to make things easier later on.
Strategically organize the space - Each item deserves it's own space. Artifacts shouldn't be stacked on top of one another. Check out
stashc.com for practical info on storage solutions. You can also check out the Canadian Conservation Institute (CCI) Notes Series 1 (Care of Collections - General Guidelines), under
General Precautions for Storage Areas, which notes:
"Different categories of objects require different storage methods, e.g. screens, racks, metal or wood shelving, metal or wood cabinets, drawing cabinets, platforms, and rolled storage. The choice of method and material depends on the resources available to the institution and on the type of artifact being stored.
Whatever kind of unit is chosen, it should be made of materials that are chemically inert and have good long-term stability. The same rules apply to wrapping, padding, and support materials. Paints or other finishes used on storage systems should also be of proven stability."
Also, creating a designated location for new acquisitions that acts as a temporary holding area for items being processed is a great idea.
Clearly label storage locations - For instance, "Shelf 1," "Shelf 2," etc. West Hants Historical Society labelled each shelf accordingly so that artefacts can be located quickly and with ease.
Put stuff back - Grouping similar items together, move the collection items from your swing space into your renewed storage space. Try to find homes for the non-collection items elsewhere so there is no confusion about what is part of the collection and what isn't.
Complete an inventory - After the reorg has taken place, it's important to document exactly where everything is located. It's time to complete an inventory. If you are unsure how to do this, I recommend watching our
webinar on this topic, which will walk you through the process.
If items are missing labels, set the item aside in a designated area for artefacts missing accession numbers that require further investigation.
Check Documentation - Sometimes identification labels fall off or fade over time. Look for donor forms, gift/loan agreements, and other supporting documentation for items missing accession numbers. If you discover something is on loan, treat it like a potential acquisition and then work through the reconciliation process.
Margaret Mulrooney, Curator/Administrator at the Colchester Museum describes the Basement Re-Org project and the steps that were taken:
"From March 1-3, 2016, the Colchester Historeum was the workshop site for RE-ORG Atlantic. Sixteen museum professionals from the Atlantic Provinces, Ontario and even Belgium worked to re-organize the Historeum’s third floor artifact storage room. The Historeum received funding for compact shelving through the federal Museums Assistance Program to maximize storage efficiency.
After the stationary metal shelving units were removed from the third floor storage space, they were moved to our basement storage area. The basement RE-ORG and inventory ran from October 2016-March 2017. An intern was hired with funding through the Young Canada Works Building Careers in Heritage Program. With the help of the Curator and some helpful volunteers, the intern adjusted the stationary shelves to maximize storage efficiency. While conducting the inventory, the intern was also photographing the objects and uploading these photographs to Collective Access.
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| Colchester Historeum - coroplast boxes |
In order to further maximize storage efficiency and eliminate wasted space, coroplast boxes were made to fit snugly in the smaller metal shelving units. These boxes house smaller objects such as tools and kitchen items.
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| Colchester Historeum Storage Area (Before) |
The coroplast was initially purchased and used to construct boxes during the RE-ORG Atlantic workshop. During the workshop 20 boxes were constructed. An additional 52 boxes were later constructed for the third floor and basement storage rooms. The total cost of the coroplast was $812 with each box costly approximately $11.28. Constructing the boxes can be challenging at first but once a pattern is created the boxes can be built fairly easily.
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| Colchester Historeum Storage Area (After) |
The RE-ORG projects have allowed the Historeum to gain control of its artifact collection and allow easy online access to the collection through NovaMuse. Although this multi-phase project took several years to complete, it has allowed for a dramatic increase in efficiency when researching for exhibits, programming, and general public inquiries about the collection. The artifacts also are now safely housed and no longer over crowded."
The before and after photos demonstrate how a strong plan of action and a bit of creativity can go a long way.
"His work has been a daily fixture in many Nova Scotians’ lives for decades-- Bruce MacKinnon brings humorous, witty and poignant commentary to the pages of The Chronicle Herald with his skillful editorial cartoons. The Hall of Fame will be unveiling a new temporary exhibit in summer 2019 that features a selection of MacKinnon’s greatest sport cartoons. We are very pleased to be able to work with MacKinnon, The Chronicle Herald, StFX and private lenders to share this incredible collection of original drawings. Expect to take a stroll down memory lane with familiar faces and newsworthy moments that are equally thought provoking and amusing. The exhibit opens in July."
