7.3 Storage Solutions and Facility Management

Art storage is a crucial aspect of preserving cultural heritage. Proper systems and materials protect artworks from environmental factors and physical damage. Choosing the right storage solution involves considering the collection's needs, available space, and budget constraints.

Designing storage facilities requires careful planning for environmental control, security, and accessibility. Effective inventory management, using standardized numbering and digital systems, ensures efficient tracking and retrieval of artworks. Regular maintenance and proper handling practices are essential for long-term preservation.

Art Storage Systems: Open Shelving vs Compact Storage

Open Shelving: Advantages and Disadvantages

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• Open shelving is a simple and cost-effective storage solution that allows for easy access and visibility of art objects
• Provides quick and convenient retrieval of items for study, exhibition, or conservation purposes
• Facilitates visual inventory and condition checks without the need to handle objects extensively
• May not provide adequate protection from dust, light, and physical damage, especially for fragile or sensitive materials
• Exposed objects are more vulnerable to fluctuations in temperature, humidity, and airborne pollutants

Flat Files and Compact Storage Systems

• Flat files are designed for storing works on paper (prints, drawings, photographs) in a horizontal position to prevent creasing and damage
• Offer better protection than open shelving by minimizing exposure to environmental factors and physical stress
• Require more space than open shelving due to the need for shallow drawers and aisles for access
• Compact storage systems (mobile shelving, rolling racks) maximize storage capacity by reducing aisle space and allowing for high-density storage
• Utilize movable units that slide along tracks, consolidating available space and accommodating more objects
• May be more expensive than open shelving or flat files due to the need for specialized equipment and installation
• Require careful planning and maintenance to ensure proper functioning and accessibility of stored items

Factors to Consider When Choosing a Storage System

• Size, material, and condition of the art objects, as larger or more fragile items may require specialized housing or support
• Available space within the storage facility, as compact storage can help optimize limited floor area
• Budget constraints, considering the initial investment and long-term maintenance costs of each system
• Accessibility requirements for staff, researchers, and other users, ensuring ease of retrieval and handling
• Anticipated growth of the collection, allowing for future expansion and reconfiguration of storage units

Storage Materials for Art Conservation

Acid-Free Boxes and Archival-Grade Foam

• Acid-free boxes, made from lignin-free and buffered materials, help protect art objects from acidic compounds that can cause deterioration and discoloration over time
• Prevent the migration of harmful substances from the storage environment to the artworks
• Provide a stable microclimate within the box, buffering against external fluctuations in humidity and temperature
• Archival-grade foam (polyethylene, polypropylene) provides cushioning and support for fragile objects without off-gassing harmful chemicals that can damage the artwork
• Offers shock absorption and vibration dampening during handling, transport, and storage
• Comes in various densities and thicknesses to accommodate different object sizes and weights

Importance of Proper Storage Materials for Long-Term Preservation

• Using proper storage materials helps maintain the long-term preservation and integrity of art collections by minimizing exposure to environmental factors (humidity, light, pollutants)
• Prevents mechanical damage, such as abrasion, denting, or deformation, caused by improper support or contact with rough surfaces
• Slows down the natural aging processes of materials, extending the lifespan of artworks for future generations
• Improper storage materials (cardboard boxes, non-archival plastics) can emit volatile organic compounds (VOCs) and acids that accelerate the degradation of art objects
• May cause discoloration, embrittlement, or structural weakening of sensitive materials (paper, textiles, photographs)
• Can attract pests or promote the growth of mold and mildew, leading to irreversible damage

Designing Art Storage Facilities

Environmental Control

• Environmental control is crucial for preserving art collections, as fluctuations in temperature, relative humidity, and light levels can cause damage to sensitive materials
• Temperature should be kept cool and consistent, typically between 65-70°F (18-21°C) for general collections, with some materials requiring lower temperatures
• Relative humidity should be maintained between 45-55% for most objects, with some materials requiring higher or lower levels
• Light exposure should be minimized, with UV filters and low-lux lighting used in storage areas
• HVAC systems, humidifiers, dehumidifiers, and data loggers help monitor and regulate environmental conditions

Security Measures and Accessibility Considerations

• Security measures (access control systems, surveillance cameras, fire suppression systems) are essential for protecting art collections from theft, vandalism, and disasters
• Restrict access to storage areas to authorized personnel only, using keycards, biometric scanners, or other secure entry methods
• Install smoke detectors, sprinklers, and fire alarms to detect and respond to potential fire hazards
• Accessibility considerations include providing adequate space for the safe handling and movement of objects, as well as ensuring compliance with the Americans with Disabilities Act (ADA) for staff and researchers
• Design storage layouts with wide aisles, adjustable shelving, and ergonomic workstations to facilitate object retrieval and minimize physical strain on employees
• Ensure proper lighting, signage, and assistive devices are available to accommodate users with diverse needs

Maintenance and Housekeeping Practices

• Regular maintenance (cleaning, pest management, equipment inspections) helps prevent deterioration and ensure the long-term functionality of storage facilities
• Establish a schedule for dusting, vacuuming, and wiping down surfaces to reduce the buildup of dirt and debris
• Implement an Integrated Pest Management (IPM) program, using traps, monitors, and non-toxic treatments to control insect and rodent infestations
• Conduct routine checks on HVAC, security, and fire protection systems to identify and address any malfunctions or deficiencies
• Train staff on proper handling, storage, and maintenance procedures to minimize risks to the collection and the facility

Inventory Management for Art Collections

Standardized Numbering and Record-Keeping Systems

• Implementing a standardized numbering system (accession numbers, barcodes) helps uniquely identify each art object and facilitate tracking and retrieval
• Assign a unique alphanumeric code to each item upon acquisition, incorporating information such as the year, collection, and sequence of entry
• Use barcodes or QR codes to enable quick scanning and data capture, reducing the risk of human error in data entry
• Maintaining accurate and up-to-date records (object descriptions, measurements, condition reports, storage locations) is essential for effective inventory management
• Document key information about each artwork, including artist, title, date, medium, dimensions, provenance, and conservation history
• Capture high-quality digital images of objects for identification and condition assessment purposes

Collections Management Systems and Location Tracking

• Using a collections management system (CMS) or database software allows for centralized digital record-keeping, searching, and reporting capabilities
• Integrate data from various sources (accession records, conservation reports, exhibition histories) into a single, searchable platform
• Generate custom reports, labels, and forms to streamline collections management workflows
• Establishing clear protocols for updating object locations and conducting regular inventory audits helps ensure the accuracy and integrity of the data
• Define roles and responsibilities for data entry, validation, and maintenance among collections staff
• Schedule periodic inventories to verify the physical presence and condition of objects against database records
• Documenting the movement of objects (loans, exhibitions, conservation treatments) through a system of check-in/check-out procedures and forms helps maintain accountability and track the whereabouts of art objects
• Create standardized forms for requesting, approving, and documenting object movements, both internally and externally
• Use location codes or labels (shelf numbers, room designations) to help staff efficiently locate and retrieve objects from storage
• Implement a system of barcoded location labels and handheld scanners to update object locations in real-time
• Restricting access to storage areas and maintaining a log of authorized personnel and visitors helps enhance security and prevent unauthorized handling or movement of objects
• Issue personalized access cards or keys to collections staff and researchers, with different levels of permissions based on their roles and responsibilities
• Require visitors to sign in and out of storage areas, escorted by authorized staff at all times