practicum two

7/27/2019 Practicum Two

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Hasan karayam

Dr. Martin

Mar27, 2012

Journal of Practicum

This paper is the second half of my practicum at Albert Gore Research Center. This half

present over eight hours of the time. The paper presents the security issue at different repositories

on campus with focusing on Albert Gore Research Center. Donna and I have visited three

repositories: James Walker Library, Center for Popular Music, and Special Collections at the

library. Our goals through the visits were to determine the security policy on ground in the

repositories and evaluate threats and risks that challenge them as important part of preservation,

archives and manuscripts, then, some suggestion for them minimize or reduce them.

Not always what has been written about security fit the repository exactly. Because, there

are many factors that determine the security policy in archives, such as the nature of materials,

climate, designing of building and possibilities of archives (money and staff). All of these

factors play crucial role in security issues to provide a safe environment for archival materials.

According to the Society of American Archivists (SAA), security in archives is an

archival and records management function concerned with the protection of documents from

unauthorized access and/or damage or loss from fire, water, theft, mutilation, or unauthorized

alteration or destruction.1

So, security is a part of preservation function to protect from human

and natural catastrophes. Evaluation of security in few repositories at once is difficult task, so I

will focus on the Albert Gore center. Therefore I sort risks that challenge the repository into

1Gregory Hunter, Developing and Maintaining Practical Archives (Neal-Schuman Publisher, NY, 2003) 181.


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two primarily kinds: natural risks and manmade risks to help for determining the kinds of risks

easily.

(Figure 1)

The

repositories

Natural

routine risks

Natural

extreme

risks

Manmade

routine risks

Manmade extreme risks

Albert Gore

research

Center

Humidity

Sunlight

Dirt and mold

Air quality

Tornado

Fire system

Flood from

raining

Light

Handling

Photocopy

machine

Windows

Theft

Exposure

Flood from water leaks

Special

Collection at

the Library

Humidity fire Handling

Light

Water leaks from upper

floor

Sprinkler damageTheft

Vandalism

The James

walkerLibrary

Light

PollutionPest infestation

Humidity

Temperature

Fire Handling Theft

VandalismWater damage from water

pipes.

Popular

Music Center

Humidity

Temperature

Environmental

control

Fire

Flood

Handling Vandalism

Theft

Windows

Exposure

It seems all repositories challenge the same risks but relatively. For example, Special

Collections at the library encounters the risk of water sprinkle damage but it has separate

environmental system from rest of whole building, distinct from humidity and fire that connects

with the system of whole building of the library. The building of the library designed to be

protected from tornado and flood, while the Center for Popular Music and the Albert Gore

Research Center are challenged by the risk of tornado and flood. The library challenges several

risks because the nature of its work. It encounters pollution, pest infestation since food and drink,

and fluctuation of humidity and temperature because the automatic front door. But theft and


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vandalism are not really risk, since it installed security device inside books and camera, and

personnel staff for security in the front desk and is provided with alarm system that help to

minimize and reduce these risks. Meanwhile, these risks challenge the Center for Popular Music

(it uses several convex mirrors to watch researchers in reading room), and the Albert Gore

Research Center specifically because they do not have installed cameras to reduce them.

The repositories also challenge real risk of vandalism and abuse handling from users. For

example, Special Collections states that some users cut out pages of books while they are in the

reading room. Especially, the repositories that do not install cameras to monitor users conduct in

the reading room, such as Albert Gore Research Center and Popular Music Center.

For physical security that deal with repository and building in terms of doors, windows,

locks. Both the Albert gore Research Center and the Popular Music Center face extreme risks

from thefts because their windows and doors, which exposure to sunlight and passers. They are

also breakable since their frames are made of aluminum and glass that make easy target from

thieves. Furthermore, they are without grills or bars to minimize this risk.

Both Albert Gore Research Center and Popular Music Centers buildings were not

designed to be repositories, except the library. Despite this I really wonder that I did not find any

book mentions designing building standards and its role in preservation. They were adopted

lately to be repositories, therefore the worst thing in their storage are basements , which lead

them amenability to easily flood from both leaks or raining, especially the Albert Gore Center

that its basements windows on the ground. Also, I note the plan of building is not proper

especially in the reading room in term of security of materials that with researchers. The front


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desk locates inside the building and there no any station desk between the tables of researchers

and the front door, if some reader would to run away with materials.

In this regard, most thefts take place during normal working hours. All repositories have

their own rules to govern use of collections and supervision researchers in reading room, such as

forms of researchers information. For example, Albert Gore Center has own forms to identify the

researchers, including his photo ID, address, e-mail, telephone number, and purpose of his

research. Then, he is provided with a policy of reading room, such as form of prohibitions (bags,

food, drink, cell phone, and jacket) that must be left at a closet near the front desk. These forms

are to minimize and reduce the patrons and help promote a safe environment at the repository

during normal hours( figure 2,3,4,5,6,7,8).

Finally, Albert Gore Research Center is really challenges mammoth risks, which need to

reduce or figure out. The next figure explains them versus some solutions to relief them as much

as they can.

(Figure 9 explains common problems and risks and how to minimize or reduce them)

Problem and

risks

How to reduce or minimize

Basement The only solution is change the building

Widows Make grills or bars

Doors They should be strong and well made, including the frames

Locks They should be connected with alarms

Humidity and

air quality

Refinement by separating storage from the other sections

Supervision

reading room

It should be installed by cameras


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Sunlight Dark windows

Light Cover of lamps should be UV plastic to reduce it, or use fluorescent ones

Theft Install alarms system with cameras and desk station between reading room and

the front door

Flood leaks

from water

leaks

Deactivate any restrooms ,kitchens, and pipelines on the upper floor

Flood from

raining

It is associated with the basement problem.

practicum two

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