facility assessment - regional district of north okanagan · the risks to the gvma collection were...

Facility Assessment for

Greater Vernon Museum and Archives

Regional District of North Okanagan

Vernon, BC

RevisedReport

January 2015

Irene F. Karsten

Preservation Development Advisor

Preservation Services

Report No. 126672b

Table of Contents

1. Executive Summary ......................................................................................................... 1

2. Introduction ...................................................................................................................... 2 2.1 Methodology ............................................................................................................................... 2 2.2 Scope ........................................................................................................................................... 2 2.3 Report .......................................................................................................................................... 2

3. Risks to GVMA Collections in a Crowded Facility ......................................................... 3 3.1 Greater likelihood of accidental damage ..................................................................................... 4 3.2 Unacceptable fire risk .................................................................................................................. 5 3.3 More damage in the event of water leaks or flooding ................................................................. 7 3.4 Increased risk of damage due to pest infestation ......................................................................... 8 3.5 Higher risk of loss due to misplacement or theft ....................................................................... 10 3.6 More or faster colour fading ...................................................................................................... 11 3.7 Greater damage from the deterioration of unstable materials due to inappropriate

environmental control ............................................................................................................... 14

4. Strategies for improving collections preservation ...................................................... 16 4.1 Maintain existing building ........................................................................................................ 16 4.2 Prepare a collections development and use plan ....................................................................... 16 4.3 Provide more space ................................................................................................................... 18 4.4 Provide space that enhances collections preservation capacity ................................................. 20

5. References ..................................................................................................................... 28

CCI Mission Statement

Through conservation science, treatment, and preventive conservation,

the Canadian Conservation Institute supports heritage institutions and

professionals in conserving Canada's heritage collections so they can

be accessed by current and future generations.

This mission is accomplished through conservation research and

development, expert services, and knowledge dissemination – through

CCI’s publications, library, and professional development.

© Government of Canada, Canadian Conservation Institute

This report belongs to the Canadian Conservation Institute (CCI) as per the terms and conditions of your

Agreement(s) with CCI. No reproduction in any format or distribution in print or online of this report, in whole or

in part, is authorized without prior written approval from CCI. Requests can be submitted by e-mail to

[email protected].

Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 1

1. Executive Summary

The Greater Vernon Museum and Archives has outgrown its building, resulting in an overcrowded

facility that puts collections at risk of damage in addition to compromising the visitor experience.

Insufficient space for all museum and archives functions results in:

greater likelihood of accidental damage to collection objects or records,

unacceptable fire risk,

more potential damage in the event of water leaks or flooding,

increased risk of damage due to pest infestation,

higher risk of loss due to misplacement or theft,

more or faster colour fading, and

greater damage from the deterioration of unstable materials due to inappropriate environments.

Strategies recommended for improving collections preservation include:

Maintain existing building: Continued good maintenance will preserve the building fabric and keep

building systems functioning properly and, in doing so, protect collections held within. Substantial

renovation would better reduce risks if integrated into projects that address the need for more space.

Prepare a collections development and use plan: A clear vision of how the collection is expected to

grow and be used in the next 10 to 20 years will make strategies for providing additional space for

collections more effective. Steps towards such a plan include:

Define ideal museum and archival collections for the Greater Vernon community.

Prepare collection profiles.

Identify collection needs.

Provide more space: The GVMA needs additional space to better manage the risks to collections.

This cannot be achieved within the existing building without a loss of programming and thus of service

to the community. Possible strategies to add space for collections comparable to that currently

provided are listed below, with the most effective listed first:

Expand the existing facility.

Create off-site collections storage.

Develop satellite facilities for components of the collection.

Add non-collection storage space.

These options would not necessarily enable the GVMA to meet the requirements for MCP Category A

designation but could serve as interim measures during planning and construction of larger projects.

Provide space that enhances collections preservation capacity: New construction – an addition or a

completely new facility – could provide enhanced preservation protection for collections and meet the

requirements for MCP Category A designation. Such a facility would be designed and maintained to:

provide adequate space for use of collections,

protect against fire in a fire-resistive structure,

minimize water risks,

resist pest infestation,

provide excellent security though security systems and appropriate building structure,

permit flexible, controlled light exposure with protection from UV,

slow deterioration of objects and records in appropriate, controlled environments, and

protect collections from dust and pollutants.


2. Introduction

At the request of the Tannis Nelson, Community Development Coordinator, Parks, Recreation and

Culture for the Regional District of North Okanagan, Irene Karsten, Preservation Development

Advisor with the Canadian Conservation Institute (CCI), conducted a facility assessment of the Greater

Vernon Museum and Archives (GVMA) on 27 August 2014. The purpose of the assessment was:

to assess the capacity of the current GVMA facility to meet the preventive conservation needs of

collections,

to recommend short-term improvements for collections care in the existing facilities, and

to provide specifications for facility designed for collections preservation that would meet the

requirements for Category A designation with the Movable Cultural Property (MCP) program in

the Department of Canadian Heritage (Canadian Heritage 2013).

The assessment was done in conjunction with the development of an arts and culture master plan for

the Regional District of North Okanagan which is intended to include a 10 to 20 year cultural facilities

strategic plan.

2.1 Methodology

This facility assessment is based on tours of the current collection facilities and discussions with

museum and archives staff. Tours were arranged by Tannis Nelson and led by Ron Candy, Museum

Curator, and Barbara Bell, Archivist. Following the site visit, staff at the CCI were also consulted.

The risks to the GVMA collection were assessed using the CCI Framework for Preservation and its ten

agents that cause deterioration to collections (CCI 2013).

2.2 Scope

This assessment focuses on risks to artifacts and records stored and displayed in the GVMA facility

and the ways in which facility improvement could reduce those risks. Facility modifications can also

enhance other institutional functions such as its capacity to provide programming and attract tourists to

the region. This report does not address such potential benefits unless there is a link to preventive

conservation of the collection.

2.3 Report

The report that follows summarizes preservation issues identified during the site visit, reviews their

impact on collection objects and records, and discusses options for managing risks. The report is

organized around two sections. Section 3 describes the key risks to the GVMA collections in the

existing facility. Strategies to improve collections preservation are presented in Section 4. Many of

these recommendations were discussed with staff while on site.


3. Risks to GVMA Collections in a Crowded Facility

The historical and archival

collections of the GVMA are

housed in a brick block and

concrete building located within

the downtown Vernon civic

complex (Figure 1). Solidly built

and well-maintained, the building

provides good basic protection

against damage to the collection

caused by what we in the field of

cultural property conservation call

the agents of deterioration: direct

physical forces, theft and

vandalism, fire, water, pests,

pollutants, light and UV, incorrect

temperature and incorrect relative

humidity (CCI 2013).

The Greater Vernon Museum and Archives has outgrown its building.

When constructed as a centennial legacy project in 1966, the building housed a library and art gallery

in addition to the museum and archives. An elegant, spacious structure at that time, the building now

barely contains the museum and archives that remain. Its 1100 square metres of space – half devoted

to exhibitions – house approximately 30,000 artifacts, 150 metres of archival records, 28,000

photographs and 4,000 books in addition to staff offices, work areas and non-collection storage.

Despite creative use of high density display and storage techniques, the result is insufficient space for

all museum and archives functions:

cluttered exhibits (Figure 2 left) with high artifact density and use of pull out drawers;

overfull artifact and record storage areas (Figure 2 centre);

insufficient room for non-artifact storage, which is spread throughout facility;

workshop space unusable for exhibit preparation due to lack of non-artifact storage space

(Figure 2 right);

no dedicated space for temporary exhibits or programming; and

inadequate space to receive larger groups of visitors.

Not only does this crowding compromise the visitor experience, the lack of adequate space is the

source of the greatest risks to collection objects and records even where building systems are adequate.

Selective collection growth is hampered and can only exacerbate space issues. The risks to the

collections related to overcrowding in this facility are described below, in order of potential (greatest

first) for damage or loss.

Figure 1. The GVMA building in downtown Vernon .


3.1 Greater likelihood of accidental damage

Objects and records in museum and archives require careful handling to prevent physical damage,

especially since aged materials are often not as robust as new ones. Overcrowded conditions, like

those observed at GVMA, make proper handling of collection items difficult, even for trained staff.

Crowding also tends to increase the amount of handling required for collection use and the frequency

of surface contact from activity around collections, all of which increases risk of damage or wear.

Safe handling of collections and work around them is more difficult in crowded spaces.

In the overcrowded collection storage:

stacked objects may crush others;

stacked objects (Figure 3 left) may be unstable and more likely to topple if brushed accidentally;

surfaces in contact may be scratched or abraded during movement, such as that of mobile

shelves;

retrieval of tightly packed objects (Figure 3 right) or records is more likely to result in surface

abrasion or even tearing if excess force is used;

handling is increased since many objects or records may be moved during retrieval from the

back of shelves or the bottom of stacks or boxes;

objects are left in aisles and become tripping hazards: a danger to the objects in the aisles and

other objects nearby, as well as to staff;

objects are less likely to be given appropriate support since good storage support often takes

more space.

When collection objects are difficult to retrieve due to crowding, objects or records may be used less

frequently, lowering their value to the community.

When non-artifact materials are stored around collections:

movement of materials through collections storage is higher than in dedicated storage;

navigation is more difficult due to objects in aisles and on stairs (see Figure 4 right);

the risk of accidental damage is thus higher.

Figure 2. Overcrowded exhibits (left), artifact storage (centre) and workshop (right).


Crowding in the exhibits at GVMA makes it more difficult for visitors to follow and appreciate the

interpretive messages that staff have worked hard to prepare. But it also increases the physical risk to

objects:

aisles become narrow or complex, impeding visitor movement;

people – particularly in larger groups – are more likely to bump into large objects or cases;

contact with objects may result in abrasion, scratching, even toppling.

Cases or storefront display prevent direct contact with most objects on display at GVMA, thus

mitigating this risk somewhat in exhibition galleries.

3.2 Unacceptable fire risk

The GVMA building has the basic fire protection systems needed for life safety and property

protection, including:

smoke detectors in rooms and ducts,

alarms and fire extinguishers, and

a dry pipe fire suppression system throughout (except for archives vault).

The use of cement block and concrete makes the building structure fire resistive and should help slow

fire spread.

Congestion reduces the efficacy of fire protection systems.

Overcrowding reduces the degree of protection these systems provide should a fire occur. First,

evacuation routes are compromised:

objects are stacked in front of what should be an emergency exit off the north west corner of

exhibits (Figure 4 left);

Figure 3. Stacked ceramics in storage (left); tightly packed uniforms hung on hangers (right).


because of proximity to exhibits, this door is kept bolted for security purposes, lengthening the

evacuation route for people in the west side of the building;

object congestion and winding paths complicate visitor evacuation through exhibits;

storage along staircase to second floor storage narrows this exit route (Figure 4 right); and

materials and objects partially block aisles of artifact storage rooms.

The lack of ample evacuation routes is not only a life safety concern but increases the likelihood of

accidental physical damage during evacuation when speed or panic may lower the level of care around

collections.

Strategies to maximize collection

storage density may also limit the

degree to which fire suppression

can control fire growth and spread,

should it start in artifact storage:

densely stored collections

creates high fire load; and

deep shelving units block

sprinklers from wetting

materials and thus from

reducing flammability

(Figure 5).

Such deep shelves are not required

for the moderate size of most of the

objects stored in these units.

Figure 4. Blocked exit door at northwest corner of exhibit galleries (left); cluttered staircase leading to upper

level storage (right).

Figure 5. Deep shelving units in artifact storage limit sprinkler

efficacy .


3.3 More damage in the event of water leaks or flooding

No building is completely safe from occasional water leaks or floods even when adequately

maintained. Currently, the risk of water leaks in the building, and thus of water damage to the

collections, is exacerbated by:

a roof that needs to be replaced soon and that is difficult to monitor due to its design;

rerouting of steam pipes over exhibits (Figure 6, left); and

sloping of walkways towards exterior doors at back of the archives vault (Figure 6, right).

Exhibit cases and shelving provide some protection from water leaks but only to part of the collection.

The GVMA is fortunately not located in a designated flood plain (BC Ministry of the Environment

2007) and is therefore not at high risk from natural overland flooding. Moreover, the entire facility is

above grade. The Okanagan climate is moderate; therefore, the likelihood of extreme daily rainfall is

lower than in places like Vancouver or Toronto. Catastrophic flood damage is therefore not expected.

Water leaks in overcrowded collection spaces are likely to damage more objects.

Lack of appropriate storage and high collection density may result in greater collection damage even in

localized water leaks:

more objects are likely to be affected;

objects are stored on the floor where water tends to pool:

wooden furniture or framed pictures will swell, stain, possibly crack or delaminate if

wetted (Figure 7),

metal objects can corrode; and

transfer of unstable dyes or other water-soluble materials to adjacent objects is more likely when

materials are in close contact.

Figure 6. Steam pipes passing over exhibit gallery (left); walkway sloping down towards archives vault

emergency exit door (right).


An overcrowded building also complicates emergency response:

staff have little space within the building to move things to, especially if the temporary

exhibition space is in use;

moving things during collection salvage is more likely to cause accidental damage;

salvage may be slower due to the amount of material which increases the likelihood of mould;

storage of collection and non-collection materials in the same space may complicate salvage

prioritization; and thus

time may be wasted on moving or salvaging replaceable exhibit or programming materials.

3.4 Increased risk of damage due to pest infestation

The collections at the GVMA contain many materials that may attract pests and are thus at higher risk

of pest infestation and damage:

insect specimens (see larval casing on white butterfly in Figure 8, right),

skins, fur and leather (figure 8, left),

grasses and plant materials in dioramas,

wool (see Figure 3) and silk garments and textiles, and

wooden objects.

Certain factors mitigate the risk of pest infestation:

a well-maintained building that will block many pests;

basic HVAC system that filters outdoor air and prevents high temperature and relative humidity;

the somewhat dry, moderate Okanagan climate which will inhibit to some extent infestation by

insects that prefer warm, damp environments, and makes mould outbreaks unlikely except in

relation to water leaks; and

regular inspection of objects at highest risk.

Figure 7. Collection objects stored on the floor are at risk of water damage in the event of water leaks.


Other factors increase the risk, particularly of infestation by insects like carpet beetles and clothes

moths:

tiny gaps in building envelop (e.g. under exterior doors) and cases,

small plant feature in building foyer,

foliage and flower gardens along building perimeter, and

water fountain in front of building.

Staff reported no infestation in the collection to date which suggests that the risk is not overly high and

that the lack of an elaborate integrated pest management program with building-wide insect trapping

may not be necessary.

Integrated pest management is more

difficult in overcrowded facilities.

Lack of adequate space in the building

may, nevertheless, increase the chance of

an infestation occurring:

spaces are more difficult to keep

clean and dust-free, thus providing

an environment amenable to pests;

no space is available to quarantine

or even systematically inspect all

new objects or records prior to

integration with the collection;

non-collection materials may

introduce pests if infested when

stored in or near collection spaces.

Figure 8. Examples of materials in the collection that are attractants for insect pests: fur and feathers (left);

entomological specimens (right; note larva casings on lower left wing of white and beige moth, middle row

centre, and lower right wing of white moth, bottom row centre).

Figure 9. Leather objects exhibited in visible storage

drawers where inspection for pests is difficult.


Congested collection storage and displays may delay identification of an infestation and thus increase

the amount of damage from an infestation:

collections are more difficult to inspect thoroughly;

clutter, dense storage and materials on floors make it difficult to see signs of pests during quick

walk through; and

use of visible storage drawers in exhibitions (Figure 9) puts some sensitive objects in the dark,

out of sight and difficult to inspect closely, particularly on the underside where larvae are more

likely to feed.

3.5 Higher risk of loss due to misplacement or theft

Collection items that cannot be located – whether because they have been mislaid or unlawfully taken

from the building – have no value to the museum and archives unless they are later found. The risk of

such loss at GVMA is not high as it is managed through collections management processes, building

features, and security protocol. Objects and records are tracked through a Microsoft Access database.

Theft risk is mitigated through security systems appropriate for a museum and archives of this size:

intrusion alarm system (motion detectors and contact alarms on doors, code to arm/disarm) for

after hours;

keypads to control access to storage vaults at all times;

camera surveillance in exhibition areas monitored at reception desk during open hours and

recorded 24 hours a day with records kept for 30 days;

uninterruptible power supply (UPS) for security system;

security tags on higher value art combined with antenna at gallery entrance;

deadbolts to secure exterior entry doors; and

use of exhibit cases for most items on display.

Access to the building and to collections is controlled:

The facility exhibits some security weak points but other measures combined with the location of

RCMP station only a block away probably compensate for these weaknesses:


Crowded collection spaces make loss due to misplacement or theft harder to prevent and identify.

Given the security measures, loss of collection items is more likely to occur during open hours.

Overcrowding may contribute to such loss:

artifacts are less likely to be missed from crowded shelves or displays;

artifacts are more easily

returned to the wrong place

if storage spots are not

dedicated to single items;

loose storage in one place

of many small, portable,

valuable objects like

timepieces (Figure 10)

creates opportunity for

successful pilfering;

performing a thorough,

regular artifact inventory

on a crowded collection of

this size is difficult and

therefore less likely to be

completed; and

even location spot checks

are harder to do in crowded

storage.

3.6 More or faster colour fading

We need light to see and appreciate collection items but too much can lead to colour fading of objects

or records with sensitive colourants.

Collection lighting is appropriate if not

always aesthetically optimal.

Lighting of collection spaces at the GVMA

is adequately managed for museum and

archival collections:

permanent galleries and storage areas

have no windows other than the glass

doors at the northwest corner;

exhibits are lit with a mixture of

external fluorescent and track

halogen light fixtures (Figure 11) and

internal lighting in many exhibit

cases;

Figure 10. Storage of many small timepieces loosely in drawer

makes it difficult to quickly assess if any are missing.

Figure 11. Fluorescent and track lighting in exhibits.


exhibit light levels are generally not high - in the 20-300 lux range – and usually appropriate

for the apparent light sensitivity of the objects;

UV levels are generally low, although in a few places they slightly exceed the recommended

upper limit of 75 microwatts per lumen;

art is rotated every few months and “static” exhibits are often changed every 3-4 years;

fluorescent fixtures in storage provide higher light levels (300-800 lux) but are not on all the

time and do not illuminated items shaded by shelving units or stored in boxes;

Given the lack of directional control over fluorescent and case fixtures, exhibition lighting does not

always enhance collection objects on display as much as it could.

The high number of items in permanent exhibits may increase the number that fade.

The exhibition galleries at GVMA are filled with objects, perhaps in part because there is little space to

put them elsewhere. Most of these objects are in “static” or “permanent” exhibits. Many of these

exhibits remain up for 3 to 4 years; some for as many as 10 years.

Long-term or frequent display can fade some colours even when light levels are low. What determines

the amount of fading is the light dose (level x time) and the sensitivity of the colourant to light. At risk

are many textile dyes, some pigments and printing inks, and some colour photographs (Michalski,

“Light, Ultraviolet and Infrared” 2013). The most sensitive (ISO 1), if pristine when put on display,

could fade noticeably within the span of a static exhibit even at the low lights levels measured (Table

1, Figure 12). Fading occurs more quickly where the lux level is higher (Table 1).

Table 1. Estimated years to just noticeable fading of objects on permanent display (35 hours per

week) in current GVMA lighting and at commonly suggested levels for types of objects if some of the

colourants are highly sensitive to light. (Based on Michalski, “Light, Ultraviolet and Infrared” 2013)

Years to Just Noticeable Fade

ISO 1 ISO 2 ISO 3

Objects Lux

Level

(e.g. most plant extracts (dyes), lake pigments,

carmine, cheap synthetic colourants, felt tip pens, red

and blue ball point ink, many colour photographs)

packaging display (Figure 12 left) 21 7 23 69

Vernon Post Office watercolour 29 5 17 50

military medal ribbons (Figure 12 right) 40 4 12 36

art on paper, textiles 50 3 10 29

paintings 150 1 3 10

less sensitive objects 300 0.5 2 5


Objects may fade faster due to unnecessary light exposure.

Lack of space also means that some staff offices are located within exhibit and storage areas (Figure

13). Light from these offices illuminates objects and contributes to fading of sensitive colourants even

when the museum is closed and no one is looking. Light from the office of the public education

coordinator spills over onto adjacent displays, which include potentially sensitive embroidered leather

objects. The lights for a few exhibits

need to be turned on so that staff can

safely get to their offices. Light fixtures

for the registrar’s office in the artifact

storage vault operate off the same switch

that lights the entire vault. Coloured

objects on open shelves are exposed to

light for the three days per week the

registrar works.

Fading from such light exposure, even if

small compared to that from exhibition,

could be called “wasted” since no value

is generated from the exposure for

visitors, researchers or staff. In a more

ample facility, staff offices and access to

them could be kept separate from storage

vaults and exhibitions to prevent this

unnecessary exposure.

Figure 13. Light from the office of the public education

coordinator can extend into displays even when the museum

is closed.

Figure 12. Objects on long-term display with colours that may fade relatively quickly on exposure to light:

packaging (left) and silk military medal ribbons (right).


3.7 Greater damage from the deterioration of unstable materials due to inappropriate environmental control

The GVMA building provides some environmental control for collections although not tight relative

humidity control, nor a high degree of pollutant filtration:

relatively good temperature control through steam heating (piped from civic centre boilers)

augmented by a small boiler on site for variable weather in late spring and early fall;

zoned temperature control with individual damper actuators;

summer air conditioning with a separate air conditioner for the second floor;

some winter humidification but only to maintain relative humidity above 20%; and

a system equipped with medium efficiency filters that have a Minimum Efficiency Reporting

Value (MERV) of 8.

The irregular design of the spaces, however, interferes with air circulation, creating hot and cold spots

even within single zones.

Storage at room temperature accelerates deterioration of unstable materials.

Many objects and records in the GVMA collections are at low risk of environmental damage in this

facility. Extremes of damp and dryness are avoided and most organic materials will be able to respond

to the degree of relative humidity fluctuations without damage due to past exposure (Michalski,

“Incorrect Relative Humidity” 2013). Storage in boxes and display in cases provides a certain amount

of buffering, so for a good part of the collection the near environment is more stable than that provided

by building systems. Such packaging also provides additional protection from dust and pollutants.

The items that remain at risk are those made of materials that degrade relatively rapidly at room

temperature (Michalski 2000; Michalski, “Incorrect Temperature” 2013):

acidic paper (e.g. newsprint),

cellulose nitrate and cellulose acetate plastics,

ebonite,

vinyl (poly(vinyl) chloride or PVC),

polyurethane foam,

rubber,

audio and video tapes, and

colour photographs or slides.

Most of these materials will exhibit clear signs of deterioration after 60-100 years at 20°C (Michalski

2000); some, like magnetic tape, may be unusable in 40 years.

Since these materials were common, especially since the late 19th and early 20th century, they will be

present in the GVMA collections, although the total number of objects may be small relative to the size

of the collection as a whole. In many cases – particularly with plastics – unstable materials may not

have been identified. Archival records in unstable media are at lower risk due to digital copies or

transcripts which can preserve the information found in the original.


Storage of unstable materials within crowded storage could damage adjacent objects.

When collection storage is crowded, the risk is not just to the unstable object itself but possibly to

surrounding objects:

deteriorating cellulose nitrate and acetate and release acidic vapours that can corrode adjacent

metals and damage organic materials like paper and textiles;

superficial deterioration of ebonite creates sulphuric acid which will corrode and damage

materials in direct contact;

flexible PVC exudes plasticizer as it deteriorates which can soil other materials in contact; and

degrading polyurethane foam crumbles into powder.

The extent of damage may also be exacerbated by crowded storage:

contact between objects is more likely;

acidic off-gassing may accumulate in smaller air pockets between objects;

monitoring for objects deterioration is more difficult when shelves are congested; and

if unidentified and unsegregated, highly deteriorated cellulose nitrate can cause fire at relatively

low temperatures (Williams 1994).


4. Strategies for improving collections preservation

Housed in a well-maintained building of fairly good design for museum and archives purposes, the

GVMA collection is at greatest risk due to the lack of adequate space for its collection and current

functions as described in detail in Section 3. Collections preservation will be improved by providing

more space in a manner that reflects the needs of the collection today and in the future while

maintaining the existing building.

4.1 Maintain existing building

The GVMA facility was good museum design for its time and with continued good maintenance can

still function in some form as a heritage institution. Preservation of a centennial legacy building on a

prime downtown location for historical collections as the 150th anniversary of the nation approaches is

a worthy goal.

Almost 50 years old, the building will require ongoing maintenance – as it has received in the past – to

preserve the building fabric and, in doing so, protect collections held within. Timely investment in

maintenance can extend the life of building another 50 years and more.

Based on observations made during the site visit, certain upgrades will be essential in the next few

decades in order simply to maintain the status quo; others changes could enhance functionality while

reducing collection risks somewhat:

□ repair the roof before water leaks become a serious threat to collections;

□ maintain HVAC and fire protection systems;

□ consider increasing the MERV value of second stage particulate filters;

□ complete planned installation of shelving in the archives research room to free up space for

archival records in the vault; and

□ provide lighting for registrar’s office separate from the remainder of the artifact storage vault.

Substantial renovations or restoration would provide better outcomes if considered in relation to

broader planning that addresses the need for more space for the GVMA.

4.2 Prepare a collections development and use plan

A clear vision of how the collection is expected to grow and be used in the next 10 to 20 years will

make strategies for providing additional space for collections more effective. Steps towards such a

plan are outlined below.

Information and forms provided through RE-ORG, a museum storage reorganization on-line tool

developed by ICCROM (RE-ORG 2013), can guide this process. Specific tasks from this methodology

are referenced below where relevant.

Define ideal museum and archival collections for the Greater Vernon community.

The GVMA mandate outlines the scope of its collecting: material evidence of the cultural and natural

history of the North Okanagan. A more precise picture of the aspects of that history that ideal


community collections should reflect could provide the basis for assessing the strengths and

weaknesses of the existing collections. This picture could be developed in collaboration with the

community by:

□ listing events, stories and personalities of importance to the community; and

□ describing natural ecosystems and places that define the North Okanagan.

Prepare collection profiles.

Analysis of the composition of the collections can indicate which aspects of regional cultural and

natural history are already represented. A summary description of subject areas can be derived from

sources like:

□ staff knowledge of the collections,

□ list of the topics of current and past exhibits, and

□ keywords that characterize artifacts and records.

Planning for new storage requires an accurate snapshot of the nature and size of the collections. The

GVMA has a summary list describing the collections, but few numbers were provided for artifacts. A

short report documenting numbers for the following categories can be useful (RE-ORG 2.12):

□ object type (furniture, textiles, photographs, documents, etc.),

□ chemical nature (organic, inorganic, mixed),

□ location (in storage / on display).

New space needs to accommodate future as well as existing collections. Estimates for space needed

for collection growth are often based on statistics of past collecting trends (RE-ORG 2.3):

□ total number of objects and records accessioned per year for the past 5 to 10 years, and

□ number of objects and records accessioned per year by object type.

The GVMA’s collection database should be able to provide the suggested collection statistics through

search or filter functions.

Identify collection needs.

Comparison of ideal collections with current collection profiles would show whether there are

significant gaps in the types of artifacts or records needed to tell key stories about North Okanagan

history and natural environment. Topics that are well represented in existing collections would also

become apparent. This information can be used to:

□ guide priorities for future collecting;

□ inform the community about what objects and records the GVMA would like to and does not

need to acquire;

□ suggest areas where collection rationalization and deaccessioning might be appropriate;

□ determine the amount of space for collection growth for different types of objects;

□ determine topics for future exhibition programming;

□ identify potential preservation issues for materials not yet well represented in the collections;

□ identify facility specifications needed to support preservation and use of such future collections

in addition to current ones; and thus

□ better characterize space needs for storage, exhibition and use of collections.


An expansion project provides the opportunity for review of institutional activities to ensure that the

new facilities are designed to support all core needs.

4.3 Provide more space

Collections at the GVMA need additional space if the risks to collections described in Section 3 are to

be better managed. This cannot be achieved within the existing building without a loss of programming

(e.g. fewer exhibits, repurposing of travelling exhibition space) and thus of service to the community.

Strategies to increase space for collections comparable to that currently provided are outlined below.

The most effective measures are described first. Possible interim measures are also provided. These

less costly measures could be used to reduce risks to collections somewhat during planning and

construction of larger projects.

Expand the existing facility.

Constructing an addition to the building is the most effective strategy for reducing risks to collection

and resolving all space issues at GVMA. A well-designed addition combined with renovation (perhaps

restoration) of the original building could provide:

□ enlarged, consolidated artifact storage,

□ expanded archives storage,

□ more exhibition space, including a dedicated space for temporary exhibitions,

□ programming space,

□ reception area for large groups,

□ exhibition preparation space,

□ consolidated non-collection storage,

□ loading dock/receiving room,

□ distinct public (exhibitions, library/reading room, programming space) and non-public (offices,

storage) zones, and

□ beautiful, comfortable, clean and safe spaces that encourage repeat visits and attract rental

income, if desirable.

New construction and renovation provides the opportunity to reduce square footage operating costs and

better collections preservation through:

□ HVAC upgrade to provide better control in collection spaces; and

□ new low-energy, flexible lighting systems for collection spaces (e.g. solid state LED track

lighting for exhibition galleries).

Adding new space to the existing facility can best improve the functions of the museum and archives:

□ collections remain housed in the same building,

□ collections are more easily monitored and cared for by a small number of staff, and

□ objects and records are easily accessible for all kinds of programming.

Although additional space equivalent to current construction would ease the pressure on collections

and staff, new construction, whether an addition or a completely new facility, can also increase the

preservation and functional capacity of the GVMA if designed to meet the requirements for Category

A designation by the Movable Cultural Property Program (MCP) in the Department of Canadian


Heritage (Canadian Heritage 2013). Specifications for a facility that would do so are discussed in

greater detail in Section 4.4.

Create off-site collections storage.

Transfer of collections that do not require frequent access to off-site storage can free up room in the

building to:

□ spread out remaining collections, easing congestion;

□ repurpose some or all storage vaults for other purposes (exhibition, programming, non-collection

storage, workshops); and

□ provide an opportunity to fully renovate the existing facility to better serve other purposes.

Off-site storage can be a short-term or long-term strategy for collections preservation:

□ immediate short-term to provide needed storage space during planning for a long-term solution:

o a facility that provides HVAC, fire protection, security, and lighting that is at least

equivalent to the current facility;

o collections need to be accessible for programming needs;

o staff need to monitor the facility on a daily basis; and

o safe transport for collection items needs to be provided between facilities.

□ short-term during construction if needed to protect collections:


equivalent to the current facility;

o staff need to monitor the facility on a daily basis;

o collections may not need to be highly accessible if the storage period is short enough;

o collections would need to be moved twice, once off-site and then back to the facility once

construction is complete; and therefore

o constructing an addition that includes new collection storage while collections remain on-

site, moving collections into the addition, and then renovating the current building would

reduce the risks and costs of collection moves and thus may be the preferred option.

□ permanent off-site storage as an alternative to on-site expansion:

o new construction or renovations may be less costly off-site;

o all non-public collection functions (e.g. storage, collections management, exhibition

preparation) could be housed in the facility;


equivalent to the current facility or designed to meet the requirements for MCP Category

A designation;

o staff need to monitor or work in the facility on a daily basis; and

o safe transport for collection items needs to be provided between facilities.

Develop satellite facilities for components of the collection.

The GVMA already works with community groups to provide off-site exhibits for specific types of

objects: the Okanagan Sports Hall of Fame, Okanagan Landing, and Vernon Army Cadet Camp. A

similar approach might be used to create more substantial off-site satellite museums for distinct parts

of the collection such as art, natural history, first nations or military history.


Such satellite museums would need to be more substantial than the current ones if they are to free up

enough space in the existing building for other collections and functions:

□ include both exhibit and storage space for the subcollection;

□ provide HVAC, fire protection, security, and lighting that is at least equivalent to the current

facility or designed to meet the requirements for MCP Category A designation; and

□ could include programming or temporary exhibition space instead of or in addition to new space

in the renovated existing building.

This strategy would permit the GVMA to integrate its work throughout the community but may be less

feasible financially due to:

□ the need for more staff to monitor and program the spaces; and

□ multiple facility utility and maintenance costs.

Add non-collection storage space.

Storage space for non-collection materials (exhibit materials, programming supplies, tools and

equipment, furniture) is a key problem at the GVMA. Lacking adequate space, such materials are

spread throughout the building, often within collection storage and exhibit spaces. Staff expressed the

need to consolidate such material since finding specific things can be a challenge. Because these

materials do not require preservation environments, off-site storage for at least those materials that are

infrequently used could free up some space for collections or exhibits preparation.

Options to consider, which are best seen as interim measures, include:

□ space in other buildings managed by the Regional District,

□ rental storage unit, or

□ outdoor storage shed(s) at rear of building.

All options will decrease program delivery efficiency since use of materials stored elsewhere is more

complicated. They might serve as an interim measure during planning for a long-term solution.

4.4 Provide space that enhances collections preservation capacity

Facility construction provides the opportunity not just to add more space but to create space that is

even better suited for collections preservation. Careful design of a new facility or of an addition or off-

site facilities combined with appropriate renovation of the existing building could enable the GVMA to

meet the facility requirements for MCP Category A designation (Canadian Heritage 2013). Such a

facility would support the mandate of the GVMA through:

improved long-term preservation for all objects and records in the collections;

donation of more valuable artifacts and records from donors who know that the GVMA can

better provide for long-term preservation;

access to MCP Program donation incentives and funds (Canadian Heritage 2014); and

loan of objects, records and exhibitions from institutions and collectors who require that lenders

maintain a high level of care.


Criteria for a facility that would provide this enhanced level of collections preservation are listed

below. Many of these criteria are already met in the current building. Measures that would provide

improved protection are highlighted in italics.

4.4.1 Provide adequate space for use of collections

Provide adequate space for the collection of tomorrow.

□ provide sufficient vault space and appropriate storage furnishings to accommodate existing

collections without crowding

□ accommodate collections growth in terms of number and object types over the next 20-30 years

□ provide adequate floor loading capacity for compact storage methods to maximize use of space

It should be noted that collecting often increases when new facilities are built. More donors hear about

the institution and staff tend to be less selective once storage space is available.

Design for safe movement of collection objects around building.

□ size doors, corridors, ceiling height to accommodate the size of objects and furniture

□ provide corridors with few if any turns between galleries, storage vaults and loading dock

□ locate entrance to storage vaults and exhibition galleries directly off corridors that are kept

clear of clutter

□ provide separate, dedicated storage vaults to minimize activity where collections are stored

□ provide adequate separate space for storage of non-collection items (display cases, light

fixtures, tables, programming materials, publications, business records, etc.)

Design storage for safe collections management.

□ all objects are clearly visible or boxes/drawers labelled with accession numbers of contents

□ objects can be retrieved with limited handling of others (rule of thumb: no more than three are

moved to retrieve one)

□ stacking is minimized or items are interleaved to prevent abrasion

□ small items in drawers are separated by slotted interlocking dividers or equivalent

□ fragile items are stored in boxes or on mounts

□ robust garments are hung on hangers that provide good shoulder support

Separate collections from activities that could cause damage.

Activities or programmes that involve materials or processes that could accidentally damage collection

objects or records need dedicated space:

□ separate workshop space for exhibit preparation and construction of display cases, etc.

□ clean research and workshop space for object and record use and preparation

□ separate areas for food preparation / consumption by staff or for receptions, if desired


4.4.2 Protect against fire in a fire-resistive structure (Stewart, 2013;Tétreault 2008)

Design to limit fire risk and spread.

□ locate the building in an area at low risk from wildfire or industrial accidents

□ use non-combustible or fire-resistant building construction

□ install fire-rated walls and doors (60 minutes or more) in collection spaces, mechanical rooms

and workshops

□ separate collection spaces from functions with higher fire risk (workshops, kitchens, etc.)

Provide systems that detect and suppress fires.

□ fire alarms and automatic fire detection systems (smoke detection in collection spaces)

□ separate zone for collection storage

□ fire extinguishers

□ fire suppression throughout including collection storage and galleries

CCI recommends wet-pipe sprinklers despite the slight risk of locating water-holding pipes in

collection spaces. These systems are more reliable and less costly to install and maintain. Water

damage, although undesirable, is more likely to respond to conservation treatment than fire or soot

damage. Systems that limit the water risk – pre-action, water mist, clean agent – are also acceptable.

Support systems with fire prevention procedures.

□ regular fire system inspections by certified personnel

□ regular fire safety inspections

□ regular fire drills

□ staff training on use of fire extinguishers

□ open flame and hot work not permitted or controlled

□ fire response procedures in the emergency response plan

4.4.3 Minimize water risks (Tremain 2013)

Design to route water away from collections.

□ drain water away from building in all areas through sloped ground surface, pitched roof and

appropriate roof gutters or drainage pipes

□ locate plumbing, steam and roof drainage pipes – pressurized pipes in particular – outside of

storage vaults and exhibition galleries

□ design HVAC system to place condensate drip pans outside of collection spaces

□ insulate cold water pipes to prevent condensation

Locate collections away from the impact of eventual building leaks.

□ locate storage vaults and galleries above grade

□ provide adequate storage furniture to ensure that the entire collection is off the floor at all times

□ avoid placing collection rooms under roof penetrations or joints


□ avoid placement of mechanical rooms, washrooms or kitchens above or next to collection spaces

□ avoid skylights or windows in collection spaces

□ provide floor drains in rooms with sinks

Design to facilitate maintenance.

□ keep plumbing accessible; avoid suspended ceilings

□ provide easy internal access to roof to facilitate inspections

□ install water sensors where water leaks are likely

Prepare for emergencies.

□ develop an emergency response plan specific to the expanded facility that includes appropriate

collections salvage procedures (see, for example, Ball & Yardley Jones 2001; Söderlund 2000)

□ train an emergency response team that includes facility managers as well as collection staff

4.4.4 Design to resist pest infestation (Strang & Kigawa, 2009)

Design building and site to inhibit pest entry.

□ stone or brick exterior

□ double sets of doors to exterior; tight door seals

□ exterior light fixtures mounted away from building, particularly entrances and air intake grills

□ high-pressure sodium vapour exterior lighting rather mercury vapour

□ no ledges and nooks that could serve as roosting sites for birds

□ vegetation-free border around building (e.g. about 1 metre of pea gravel over landscape fabric)

□ only non-flowering vegetation and no water features

□ rodent-proof garbage receptacles on concrete pads for away from doors and windows

Design for gradual integration of new acquisitions.

□ space for quarantine or inspection of new acquisitions separate from storage vaults

□ chest freezer for freezing of infested materials

□ separate space for receiving and storing non-collection materials

Design to reduce the need for and facilitate good housekeeping around collections.

□ provide staff workspaces outside collection areas so that staff can eat at or close to their desks

without increasing pest risks

□ provide suitable space for catered events, if desired, outside of collection spaces

□ choose easy to clean tile, sheet vinyl, sealed concrete or hardwood flooring, not carpeting

□ choose light-coloured finishes to aid pest detection

□ ensure that all floors and corners are accessible for cleaning


4.4.5 Provide excellent security though security systems and appropriate building structure (ASIS/AAM 2008, 2011; Kelly 1998)

Provide a secure perimeter to prevent unauthorized entry.

□ site designed for good visibility with security lighting and landscaping that provides no cover

for intruders

□ ground level access points limited to as few necessary for access and emergency evacuation

□ solid steel doors with non-removable hinge pins and mortised 6-pin deadbolt locks

□ high security keyways and key control

□ no external door hardware on doors that are emergency exits only

□ ground level glazing restricted to lower security zones

Equip building with adequate security systems.

□ an intrusion alarm system that is continuously monitored and fully tested using qualified

personnel regularly:

o contact alarms on all exterior, collection storage and loading dock doors

o motion detection in all collection spaces (exhibition, storage) and any perimeter spaces

that might be access from outside (e.g. lobby, loading dock)

o glass break detectors on ground floor windows

o alarms on any accessible air ducts and vents larger than 25 x 25 cm

o dedicated emergency exits alarmed at all times

o collection storage alarmed separately if possible so that it can remain alarmed during

open hours when staff are not present

□ recorded camera surveillance for high security areas (exhibit galleries, collection storage,

loading dock)

□ uninterrupted power supply (UPS) for the alarm system

Secure collections on display.

□ display cases with impact resistant glazing and tamper-proof closures for smaller, more fragile

objects

□ proximity alarms for very high value objects or objects not protected by cases

□ barriers to control visitor distance from exhibits

Control access to non-public functions.

□ distinct public and non-public areas

□ few points of entry from public to non-public zones

□ dedicated collection storage vault that does not serve as office space or access route to other

spaces

□ all utility panels and mechanical rooms in a non-public zone separate from collections zone

□ controlled key or card access to each non-public area for only those who need access

□ monitored after-hours entry

□ temporary exhibition gallery entrance that can be locked or easily blocked for exhibition

installation without impeding access to other galleries


4.4.6 Permit flexible, controlled light exposure with protection from UV (Michalski, “Light, Ultraviolet and Infrared” 2013)

Design facility to limit light exposure in storage vaults.

□ use low UV fluorescent room lighting at levels just high enough for safe access to collections

(500 lux or less is usually adequate)

□ use boxes or cabinets that block light, where appropriate

□ provide individual switches for banks of fluorescent lights so that only those needed can be

turned on

□ install motion detectors that control banks of light in larger rooms or that automatically turn

lights on and off in spaces that are accessed intermittently

Provide flexible, economical track lighting throughout exhibition galleries.

□ lamps dimmable to at least 50 lux

□ lamps with good colour rendering index (CRI) of at least 85, but preferably above 90

□ flexible, adjustable lamp placement (i.e. track lighting) so that objects can be illuminated only as

much as needed

□ no UV (preferable) or low UV (less than 75 microwatts per lumen)

□ low operating costs (combination of energy usage, lamp lifetime and relamping cost)

Since incandescent lamps are gradually being phased out due to their energy inefficiency, selection of

museum-quality solid state (LED) systems is recommended. The use of these lamps also eliminates

problems with UV.

4.4.7 Slow deterioration of objects and records in appropriate, controlled environments (Michalski, “Incorrect Relative Humidity” 2013; Michalski, “Incorrect Temperature” 2013)

Provide ASHRAE Class A environmental control with seasonal set point adjustments for all

collection spaces (ASHRAE 2011; Grattan & Michalski 2014).

Ideally, all spaces where collections are displayed, stored or transported (exhibition galleries, storage

vaults, preparation rooms, quarantine rooms, and connecting corridors) are controlled.

In the Canadian climate, we recommend seasonal set point adjustments combined with tighter control

over short-term fluctuations:

□ temperature set point between 15°C and 25°C

□ ± 2°C short term temperature fluctuations

□ maximum seasonal set point adjustments of 5°C up in summer and 10°C down in winter

(although constant year round temperature is often feasible)

□ relative humidity set point near 50%

□ ± 5% short term relative humidity fluctuations

□ maximum seasonal set point adjustments of 10% up in summer (as high as 60%) and 10% down

in winter (as low as 40%)

□ incremental set point adjustment (e.g. steps of 0.1%) over two months in spring and fall (can be

programmed into HVAC systems with direct digital control)


Building design features that help ensure reliable, sustainable environmental control include:

□ separate zones for collection and non-collection functions so that only collection spaces need to

be tightly controlled

□ location of collection spaces away from exterior walls

□ double or triple glazed windows; minimal use of windows and skylights in collection spaces

□ well-insulated building envelope

□ vapour barriers in walls and roof

□ multiple units for humidification/dehumidification so that control is not lost when units fail

□ sensors located in rooms where collection is housed, not in ductwork

□ sensors location prevents interference from windows, open doors, ventilation ducts, exterior

walls, etc.

Provide cool or cold or dry storage if collecting priorities require it.

□ cool or cold storage for unstable materials (audio or video tape, colour photographs, cellulose

nitrate and acetate, PVC, polyurethane, etc.)

□ dry storage (relative humidity below 30%) for valuable metal objects, particularly steel or iron

Provide a well-sealed or enclosed loading dock.

□ separate HVAC zone

□ seals, shelters or truck curtains on exterior doors or fully enclosed

Monitor and keep records of the environment where collections are stored and displayed.

One year of environmental data for each collection space and evidence of ongoing monitoring is

required for MCP Category A designation. Access to loans for exhibitions in the new facility may also

be contingent on being able to provide lenders with recent graphs that demonstrate good environmental

control. Hygrothermographs or data logger data are acceptable. If data loggers or the building

management system are used, the resulting data is most useful when graphs:

□ reflect data gathered within the rooms close to where objects are objects are located (not in

ductwork)

□ are based on data points every 15-30 minutes

□ show data by month

□ have consistent temperature axes, 0-30°C

□ have consistent relative humidity axes, 0-100%

□ use colours consistently to represent temperature and relative humidity

□ are archived for future reference if requested

Building sensors and stand-alone data loggers or monitoring equipment need periodic calibration to

ensure that readings are accurate. HVAC problems can be identified and addressed most quickly if

both facility managers and collections staff are involved in monitoring.


4.4.8 Protect collections from dust and pollutants (Tétreault 2003)

Provide enhanced particulate filtration.

Better than average air filtration is required for MCP Category A designation. Pollutants are well

managed when the HVAC system meets the requirements of at least the Level D specification class

described by Tétreault (2003, p. 44):

□ MERV 8 first-stage particle filter (equivalent to dust spot efficiency of 30-35%)

□ MERV 12 final-stage particle filter (equivalent to dust spot efficiency of 70-75%)

□ positive pressure to minimise the infiltration of pollutants and to optimise climate control

□ filters on return air and gaseous filtration recommended but not required

Design rooms, finishes and furnishings to facilitate good housekeeping.

□ separate collection storage from other activities (research, teaching, collections management,

offices) to minimize dust deposition from human activity in vaults

□ provide separate workshop space for “dirty” activities that use paints, chemicals, adhesives, etc.

or that generate dust

□ choose easy to clean tile, sheet vinyl, sealed concrete or hardwood flooring, not carpeting

□ ensure that all floors and corners are accessible for cleaning

Use display and storage fittings made of stable materials (Tétreault 1994, 2011).

□ choose powder-coated metal furniture if possible, but wood sealed with appropriate coatings is

acceptable

□ use boxes, containers and enclosures made of archival grade cardboard or paper, polyethylene,

polypropylene, polyester, polystyrene, acrylic, or polycarbonate; avoid ordinary cardboard and

polyvinyl chloride whenever possible

□ use enclosures that pass the Photographic Activity Test (PAT) to reduce risks to photographs

□ allow for adequate drying of coatings: 4 days for walls finishes; 4 weeks for airtight case

interiors


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