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What are some strategies for managing the physical space requirements of archival collections?

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Archival collections are valuable resources for preserving and sharing the history, culture, and knowledge of various communities and domains. However, they also pose significant challenges for library services in terms of managing the physical space requirements, especially as the collections grow and diversify over time. In this article, you will learn some strategies for optimizing the storage, access, and preservation of archival collections in different settings and scenarios.

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Patrick LEBRET

Project manager / Geological engineer

1 Assess your current situation

The first step in managing the physical space requirements of archival collections is to assess your current situation and identify the strengths, weaknesses, opportunities, and threats (SWOT) of your existing facilities, equipment, and policies. You should consider factors such as the size, condition, format, and value of your collections, the available space and environmental conditions, the security and fire protection measures, the accessibility and usability of the collections for staff and users, and the budget and staff resources. A SWOT analysis can help you prioritize your needs and goals, and plan for short-term and long-term actions.

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Patrick LEBRET

Project manager / Geological engineer
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Avoir un système d'archivage numérique sécurisé qui évite les gros volume de papier, ne gardant que quels documents originaux et "symbolique". Base de données indexée pour une meilleure identification des documents recherchés

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Jim S.
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While archivists spend a lot of time balancing between the needs of access and preservation, managing and anticipating the needs of properly built, secure, and climate controlled storage space is another constant struggle. Every linear foot/meter of items added to the finate space leaves less area for future acquisitions. Archivists who are hired in the future inherit the restrictions in older deeds of gift that may limit how collections may be disposed/digitized/modified, even if collection development parameters have changed. I worked at a Florida academic library that had a chance to partner with the Seminole/Miccosukee people on a notable collection. The dean was on board, space existed, but the campus admin failed to provide space.

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2 Implement best practices for storage and preservation

The second step in managing the physical space requirements of archival collections is to implement best practices for storage and preservation that ensure the safety, stability, and integrity of the collections. Following the standards and guidelines of professional organizations such as the Society of American Archivists (SAA) and the Association for Library Collections and Technical Services (ALCTS) is key. This includes selecting appropriate storage containers and materials that are acid-free, lignin-free, and inert; labeling and organizing the collections in a logical and consistent manner; maintaining optimal temperature, humidity, light, and ventilation levels; cleaning and inspecting the collections regularly; providing adequate training and supervision for staff and volunteers; as well as developing and updating policies and procedures for disaster preparedness and recovery.

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3 Explore alternative options for expansion and relocation

The third step in managing the physical space requirements of archival collections is to explore alternative options for expansion and relocation that can accommodate the growth and diversity of the collections. Weighing the costs and benefits of different options is essential, such as renovating or remodeling your existing space to increase capacity and efficiency, acquiring or leasing additional space nearby or off-site to store less-used or low-priority collections, collaborating or partnering with other institutions or organizations to share space and resources, outsourcing or transferring some collections to external repositories or service providers, and digitizing or deaccessioning some collections to reduce space and preservation needs.

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Jim S.
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At a time when many libraries and repositories are repurposing public spaces, the need to find space solutions for archives and special collections remains a top concern. In some cases, institutions may share space or partner with other cultural heritage organizations. At other times, items with valuable informational content that have been digitized may be moved to less restrictive spaces (such as placing theses and dissertations in open stacks after digital versions are created with backup digital content preserved off-site). Whether it's in their job descriptions or not, an important part of any archivist's routine involves planning how to maximize present space and how to anticipate future storage space needs.

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4 Engage with stakeholders and users

The fourth step in managing the physical space requirements of archival collections is to engage with stakeholders and users to communicate your needs and goals, solicit feedback and input, and demonstrate your value and impact. To do this, you should consider conducting surveys, interviews, focus groups, or other methods to gather data from various groups. Additionally, create reports, presentations, newsletters, or other materials to showcase your achievements and plans. Furthermore, organizing events, exhibits, programs, or services can help promote your collections and attract support. You should also look into grants, donations, sponsorships, or other sources of funding for your projects. Lastly, establishing networks, committees or advisory boards can foster collaboration and advocacy.

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Jim S.
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In an academic library, conversations must occur, either directly or through the proper channels, with the school's foundation and trustees. Storage space isn't "sexy" like a water fountain or fancy lecture hall, but having it allows the institution to store, preserve, and provide access to valuable collections. All too often, behind-the-scenes areas of libraries and archives are the parts of the "sausage factory" that campus admins have little interest in funding or visiting. Yet, the technical services space, vaults, and other space to preserve collections allow these same admins and foundation folks to make their occasional appearances with big-name donors for the show-and-tell sessions. "Hey, show Daddy Warbucks that incunabula thingy"

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5 Evaluate and improve your performance

The fifth step in managing the physical space requirements of archival collections is to evaluate and improve your performance. You should use quantitative and qualitative methods, such as collecting and tracking statistics, conducting audits or assessments, comparing and benchmarking your performance with other institutions, setting and reviewing goals and objectives, and applying feedback or best practices to improve your processes. This complex and ongoing task requires planning, implementation, evaluation, and improvement to optimize the storage, access, and preservation of your archival collections. By following these strategies, you can enhance the library services you provide to your stakeholders and users.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Jim S.
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Whether specifically stated in their assigned duties or not, archivists and special collections librarians must address, as part of their annual or periodic job evaluations, their positive efforts to maximize space and advocate for the proper storage of collections.

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What are some strategies for managing the physical space requirements of archival collections?

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6

1 Assess your current situation

2 Implement best practices for storage and preservation

3 Explore alternative options for expansion and relocation

4 Engage with stakeholders and users

5 Evaluate and improve your performance

6 Here’s what else to consider

Library Services

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What are some strategies for managing the physical space requirements of archival collections?

1

2

3

4

5

6

1 Assess your current situation

2 Implement best practices for storage and preservation

3 Explore alternative options for expansion and relocation

4 Engage with stakeholders and users

5 Evaluate and improve your performance

6 Here’s what else to consider

Library Services

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