Overview

As a museum operator, learn how to comply with the Collections Standard outlined in the Standards for Community Museums in Ontario.

Standards enable community museums to:

  • provide the appropriate care and management of collections
  • meet visitors’ expectations
  • be accountable and transparent to the community, funders and donors

Objective of the Collections Standard

The artifacts kept by a community museum represent the community’s heritage. To protect their value, a museum must maintain a well-organized, managed and documented collection.

The Collections Standard provides useful guidance about how museums should manage their collections, in general. The policy a museum develops to meet the standard will depend on the type and size of the institution, its mission and its community.

Collections management: handling museum objects

A major concern of museum staff is protecting the collection from the effects of the museum environment. Much attention has focused on controlling temperature, relative humidity and light levels. However, equally important is the need to ensure that artifacts are given adequate physical protection through safe handling procedures.

Proper handling is essential for preservation of museum artifacts. It reduces the likelihood of physical damage to the artifact being moved. The loss is in both monetary and museological value and is unnecessary. Establishing and implementing handling procedures in a museum promotes professionalism in its staff. The benefits include greater safety for the collection, staff pride and an enhanced reputation for the museum.

Every museum should have a set of handling procedures which is taught to all staff members as soon as they begin working at the museum. An orientation and training program will alert paid staff, volunteers and board members to the dangers of thoughtless handling. New staff must be supervised until they are experienced enough to manage safely on their own.

People in positions of authority should serve as role models in helping to reinforce the established procedures. Care should be taken that people do not grow careless; refresher courses or periodic evaluations may be necessary.

Museum artifacts require a special kind of care and respect. The following list serves as a guide to assist with safe handling practices, but in the long run, each artifact presents an individual problem. Before handling a museum artifact, evaluate its special needs. Combine common sense and the following rules to determine the best solution to each problem.

Tragic consequences can be avoided by careful thought and preparation and a positive attitude towards artifact care.

General rules

  • Handle museum artifacts as little as possible. Handling should be done only by properly trained staff. Do not hurry.
  • Handle each object as if it were the most precious. Cleanliness is essential.
  • No smoking, drinking or eating around objects. No pens or sharp objects around objects.
  • If a mishap occurs, record the damage in a condition report. Keep and label detached parts.

Before picking an object up

Anyone handling an artifact should determine whether their hands are properly protected and clean — and ask themselves whether they should be wearing gloves.

  • Cotton gloves should always be used when handling metal, paper, textiles, unglazed pottery, marble and other porous materials.
  • Cotton gloves should not be worn while handling glass and glazed ceramics. To prevent slippage, hands should be clean and dry or latex/vinyl gloves should be worn.

Examine the object carefully and learn its strengths and weaknesses. Be wary — there may be internal weakness or old (and weak) repairs that are not obvious to the naked eye.

Anyone handling an artifact should consider whether their belt buckle or jewelry could scratch or damage an artifact.

If an artifact is too heavy to handle on by one person — get help! Discuss each person's role before moving the artifact.

When picking an object up

  • Use both hands.
  • Never pick it up by the handle, rim or a projecting part. Pick it up by its most solid component.
  • Handle only one object at a time.

When moving an object

  • Plan the route, be sure all doors will be open), and prepare a place ahead of time to receive the artifact.
  • Support all objects while in transit by making use of a carrying tray (for small objects), rigid supports (for paper or flat textiles), or a trolley (for heavy or large objects).
  • Never carry dissimilar materials together (for example, metal and paper). Place an object on its most stable surface.
  • Provide adequate padding to minimize vibration and abrasion.
  • Never drag an object.
  • Never walk backwards.
  • Nothing should protrude beyond the edges of the container or cart.

Small, delicate objects

  • Carry in a padded carrying tray.
  • To avoid abrasion, make use of tissue paper and/or polyethylene padding materials (for example, Microfoam).

Flat, flexible objects (for example, paper documents, textiles, beaded items)

Always support these types of artifacts from below with a rigid support. Materials for rigid supports might include a piece of fabric-covered plywood, matboard, fluted polyethylene or polypropylene board (for example Cor-X, Coroplast). Choice will depend on the weight of the object.

The rigid support should be slightly larger than the artifact. For light artifacts (for example, a document) place a piece of matboard on top, to prevent air currents from lifting the artifact off the support while being moved.

Large, flat textiles (for example, quilts and carpets)

Avoid folding. Roll around a large diameter tube (minimum 4") which has been covered with polyethylene sheeting and acid-free tissue. Once the artifact is rolled, secure it by tying with cloth tape.

Books

  • Books with damaged spines should be tied with a wide piece of cloth tape (for example twill tape) before moving.
  • Do not force book spines open while reading or photocopying. Do not fold over corners of pages.
  • Do not lick fingers while turning pages.

Furniture

  • Always lift furniture — never drag it. Use a dolly if it is too heavy for one person to move on their own.
  • Lift by the solid parts of the framework (for example, chairs by the seat, tables by the legs). Remove drawers and tie doors shut before moving.
  • Keep furniture upright.

Framed items

  • Always carry these upright — unless the painted surface is fragile — then keep it horizontal at all times.
  • Be wary of projecting decorative elements.
  • Carry with the glass side towards you — one hand at the bottom, the other at one side. Place artifact on a well-padded surface — carpeting is useful for this purpose.
  • If vertical stacking is necessary, place oversized pieces of cardboard between each frame. Never touch or lean anything directly on the front or back of a painting.

Useful supplies

  • acid-free tissue or boxes
  • cotton gloves
  • latex gloves
  • polyethylene foam
  • polyethylene sheeting
  • polyethylene/polypropylene board (for example, Cor-X or Coroplast)
  • twill tape (undyed cotton or polyester)