georgia’s healthy collections initiative
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Georgia’s Healthy Collections Initiative
Georgia Archives Georgia Association of Museums and Galleries (GAMG) Georgia Department of Economic Development Georgia Emergency Management Agency (GEMA) Georgia Humanities Council Georgia Public Library Service Historic Preservation Division, Department of Natural Resources Lyrasis Society of Georgia Archivists (SGA)
SAA Annual ConferenceAustin, TX
Aug. 13, 2009
Project Goals Identify all collections-holding institutions in
Georgia Expand the Georgia Archives’ online
Historical & Cultural Organizations Directory Develop and test a survey instrument to
assess collections care and emergency preparedness
Incorporate a stair-step chart so repositories can track their level of collections care
Characteristics of Institutions Surveyed Total population of 643
organizations in database; test sent to 117 84 institutions completed survey
72% return Six major institution types Size: small/medium/large
Determined by overall budget size
Types of Institutions Surveyed
(primary function/service) Archives (12) Public Libraries (15) Academic Libraries (16) Historical Societies (7) Museums (29) Archaeological Repositories/Scientific
Research Collections (0)
Institutional Size Determined by
budget Small
<$500,000 Medium
$500,000 to $5 million
Large >$5 million
58%
10%
32%
Small
Medium
Large
Institutions by Size and Type
0 5 10 15 20
Archives
PublicLibraries
AcademicLibraries
HistoricalSocieties
Museums
SmallMediumLarge
Preservation Stair-Step
19 out of the 60 survey questions were designed as “Stair-Step” questions
Step 1: Minimal
Step 2: Basic
Step 3: Advanced
Step 4: Comprehensive
Preservation Stair-Step Levels
Step 1: Establishing Preservation Awareness
There is minimal preservation activity, and the institution is just beginning to develop an awareness of preservation needs.
Preservation Stair-Step Levels
Step 2: Building a Basic Preservation Program
Some activities in place including environmental & light controls, emergency planning, staff awareness, but no formal planning has been done.
Preservation Stair-Step Levels
Step 3: Advancing Preservation Within Your Organization
More formal planning efforts have been undertaken and resources are allocated to preservation; as well as ongoing activities in various categories
Preservation Stair-Step Levels
Step 4: Achieving Comprehensive Preservation of Collections
Well-established program that addresses all major preservation needs and issues; trained staff, formal planning, allocated resources, grants obtained
Stair-Step Categories Intellectual Control Preservation Management Environmental Control Emergency Planning Collections Care Expenditures and Funding Advocacy and Training
Importance Survey Survey sent to advisory committee
and colleagues Participants asked to rate overall
categories AND individual questions (Stair-Step questions only)
Results confirmed existing weighting, with the exception of Collections Care
Stair-Step Results Step 1 (.50 - 1.59) 1 institution
Step 2 (1.60 – 2.59) 48 institutions
Step 3 (2.60 - 3.59) 29 institutions
Step 4 (3.60 – 4.00) 1 institution
Stair-Step Results by Type of Institution
0 5 10 15 20
Archives
Public Libraries
Academic Libraries
Historical Societies
Museums
Step 1Step 2Step 3Step 4
Stair-Step Results bySize of Institution
0 10 20 30 40
Large
Medium
Small
Step 1Step 2Step 3Step 4
Institutional Reports Customized report with their overall stair-
step level, and the level for each section Boiler plate overview of each category
with bulleted recommendations that that corresponds to stair-step
Links to resources embedded in report Planning phase – reports generated
manually
Test Survey Overall Results
Majority have less than 2 FTE staff devoted to preservation
Only 18.5% have line item for preservation in their budget
64% have done no formal preservation planning
25% have a disaster plan that has been updated in the past year
Test Survey Overall Results 73% have standard HVAC, but only
16% monitor conditions regularly Training needs: Most preferred
face-to- face training over online Preservation priorities
Funding and staffing Long range planning Disaster planning
Ideas for Implementation Open survey/assessment to all
organizations Automate survey and reports Expand statewide Directory to
include GIS data; import data into existing statewide GIS systems for EM purposes
Ideas for Implementation Identify “lead” organizations in
each of the state’s 15 regions to help mentor others
Match needs according to stair-step Site visits to Step One orgs Training for Step Two orgs Grant writing assistance for Step
Three orgs
Lessons Learned Identifying organizations and
maintaining contact data is an ongoing challenge
Incentives help to increase survey response rate Disaster Wheels, Field Guides, Reports
Testing first helped focus and refine survey questions
For More InformationChristine Wiseman Preservation Services Manager
Georgia Archivescwiseman@sos.ga.gov
678-364-3761http://www.sos.ga.gov/archives/
Healthy_Collections_Initiative/default.htm
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