Dunbar, Hope

Writing Sample

PRESERVATION COLLECTION ASSESSMENT

INSTITUTION:

I.

Pritzker Military Museum & Library

104 S Michigan Ave
Chicago, IL 60603

INTRODUCTION

The Pritzker Military Museum & Library was chosen for the focus of a collection
assessment due to the addition of the museum component in recent years. Prior to 2013, the
institution was named The Pritzker Military Library. The added museum component marked a
shift in the institutions mission and reflected the growth of the museum collection in the past
two years. The museum and library components are handled and managed by separate staff
members. The museum collection has grown by 80% in the past three years through efforts of
the Director of Collections Management. Additionally, around only 20% of the museum
materials are catalogued in the online system formally. The collection assessment is particularly
necessary as this collection has grown significantly in a small scope of time. It includes artifacts,
prints, posters, paper collections, scrapbooks, negatives, photographs, and maps. All of these
items involve unique preservation concerns and an assessment can help locate and address any
problems caring for a large scope of items prior to large scale damage and loss.
II.

SURVEY METHODOLOGY

The collection in the off-site storage facility to date contains: 1,700 prints and posters;
5,100 maps; 2,500 photographs; 3,500 negatives; 275 paper collections; and 4,200 artifacts.
Materials include: metals, textiles, woods, plastics, photographs, glass, paper, and negatives. The
vast majority of this collection is held in the off-site storage facility; the museum collection is
statistically valid for a separate collection assessment due to its size, off-site location, and variety
of items held. Survey methodology included interviewing Pritzker staff members about current
preservation policies, procedures, conditions, and internal institutional practices. This is meant to
identify areas of need, whether that be abstract ideas such as institutional approaches and policy
in regards to preservation, or concrete practices such as how materials are housed and stored.
III.

DATA COLLECTED

Almost all of the museum items are housed off-site in a private storage facility. The
storage facility contains four sectioned off areas for preservation; the Pritzker rents one of these
areas. The section rented by the Pritzker has a HVAC system managed and controlled by a
private company and monitored digitally. The Director of Collections Management gets email
and text alerts directly from the system if there is a severe fluctuation or emergency concern.
Inside the facility there is a digital screen that displays current preservation conditions; however,
it does not record or track past conditions. Trends of average humidity or temperature were not
available for this reason. The storage area does not use a Halon fire suppression system due to
the prohibitive cost, but has a dry pipe overhead sprinkler system installed to quickly address
fire.
The storage area is filled with sections of metal shelves lifted at least two inches from the
ground due to possible flooding concerns. There are no sealed subsections of the storage area for
1

Dunbar, Hope
Writing Sample

differing materials and all are housed at the same temperature and relative humidity levels. Staff
combat this particular concern by placing categories of items, such as negatives that have a low
ideal temperature, towards the back of storage area where the temperature is slightly lower due to
the cooling process and size of the storage area. In addition, charcoal preservation tools are also
placed near the negatives as an added precaution to prevent moisture from damaging the
collection. The storage facility contains a digital imaging center, as well as a newly built
conservation lab that can handle small repairs.
The individual artifacts are housed based on their size and necessary preservation needs.
This typically includes an acid free enclosure for paper materials, and a customized ethofoam
cushioned box for three dimensional items. There are additional supplies used for transport to
and from the storage facility typically by automobile as items are requested. There is an informal
request procedure in place. A specific patron or researcher must contact the Director of
Collection Management directly and express interest in a collection and specific piece. That
researcher or patron is then approved based on need and fragility of the item.
Materials are also moved from the storage facility regularly for exhibition and display.
The exhibition spaces at the main building are not temperature or humidity controlled. In
addition, other than UV filtering over windows and frames, light is given very little consideration
as well. The gallery has no direct light, but several lights focused on the collection items. Prior
assessments of the collection have been conducted by interns, as opposed to staff members on an
regular basis. The interns are coordinated and directed by the Director of Collection
Management.
IV.

PRIORITIZED RECOMMENDATIONS
Grant funds would be used to purchase:
(1) A datalogger to track the conditions in the off-site storage facility. As of now, there is
a digital display and emergency notification system in place, but very little in regards
to hard data on conditions overtime. The HVAC system was reported to go out every
so often which requires staff to bring humidifiers etc to the storage facility to
manage the conditions with smaller equipment. It was unclear how often this was
necessary. A datalogger would allow preservation staff to determine how often the
conditions dip below an acceptable level and further assess how well the off-site
storage location, and the company they rent from, is handling the demands of the
institution. The IPI PEM2 Preservation Environment Monitor would be the preferable
equipment for the facility and usually can be purchased for $429.99.
(2) An official preservation assessment should be conducted of the off-site storage
facility. While intern assessments may shed some light on current conditions, they do
not have the expertise to diagnose the needs of a growing collection accurately with a
multitude of materials and collection items.
(3) A preservation assessment of the current exhibit space to determine if a HVAC
system is necessary or what steps can be taken to care for the materials when they are
not stored in the off-site facility. To date, that exhibit space has not had an
assessment. Along with the cost of an assessment specialist, the grant would be used
to purchase small monitors for temperature and humidity. A small digital
thermohydrometer can be purchased for $29.99, dependent on quantity.
2

Dunbar, Hope
Writing Sample

(4) UV tubes for florescent bulbs being used in the exhibit area and throughout areas
where items are being displayed. This will cut down on light damage to the materials
and general fading by preventing harmful UV light and the possibility of broken
glass. A package of 24 filtering tubes can usually be purchased for $229.99. This
simple step can help all categories of materials that are displayed within an exhibit.
V.

APPENDIX

CONDITION SURVEYUsed for Interviewing Staff and Assessing the Institution

Collection MaterialsCompositionTypes
of Materials
Exhibited vs. Collected
Rate of Collecting
Predominant Time Range
Current Storage EnvironmentTypes of
Storage Environment
Constant Temperature/RH
Light Control
Pest Control
History of Fluctuations
Preservation vs. Conservation
Contracting Out Services
New Building Improvements
Consistent Difficulties
Patron Use and Staff Policy
Preservation PlanEmergency
PreparednessDisaster Plan
Typical Storage Practice
Past Annual Assessments
Secondary Formatting Efforts
Conditions in Storage and Exhibit Areas
Storage and Handing Practices
Treatment Practices for Damaged Items