Protecting Collections During Renovation

This guide for Library Managers was developed by Harvard Library Preservation Services in consultation with FAS Library Facilities and several Library collection managers.  Planning concepts are followed by specific hazards and how to mitigate them. 

Planning

A Seat at the Table

To prevent damage and ensure representation of collection-related issues, Library Representatives, Facilities Managers, Architects, and Construction Managers should work together during the planning phase of a renovation/construction project in any buildings where library collections are stored. Knowledge of library collections materials, workflows, protection and security concerns are important factors for the Project Management Team to take into consideration during the planning phase. These factors will have an impact on the project timeline and how the job is quoted. Preservation Services should be consulted regularly on mitigating risk for specific collection formats.

Ongoing communication between Library Representatives and Facilities Managers on facilities and collections maintenance issues provides an opportunity to discuss:  

  1. Are there building projects coming up?
  2.    If yes, can we discuss potential impacts on library spaces/collections/operations?
  3. Consult Preservation Services on how to reduce physical collection risks during construction and how to monitor collections storage environments.

Project Team Relationship

Work with the Facilities Manager and the Project Manager before work begins, starting with a planning walkthrough.  Tour the prospective jobsite and any embedded or adjacent collections storage to raise awareness of the risks to collections. Ask how they plan to mitigate significant hazards: dust, water leaks, vibration, mold, pests, outages, fire.  Then work together to develop protocols for:

  • Reporting issues
    • Establish official points of contact between the Library, the Facilities Manager, and the Project Team 
    • Communication protocol for Library staff to report concerns about possible hazards. 
  • Library and collections security 
    • Operations/Facilities Managers take the lead on security protocols. 
    • Discuss protocol for accessing restricted areas (special collections storage). 
    • No propping open of fire doors unless previously arranged and with security coverage. 
  • Access and inspection of collections  
    • Coordinate with the Project Team to enable Library staff to access the collection during non-construction hours. 
    • Schedule regular tours of adjacent non-construction areas on a daily basis.
  • Handling collections 
    • No handling or adjusting collections by construction personnel; the Facilities Manager should coordinate in advance with Library Managers to plan clearing access to workspace 
    • Construction personnel must immediately report any collections damage or risks; establish clear communication protocol for this 
    • Implement a No-Blame Policy for collections damage: the goal is to mitigate and repair damage, not to punish anyone
  • Food consumption, storage, and disposal; restroom access 
    • Designate zones where food should be consumed 
    • Post signage for zones where food and beverages are prohibited 
    • No food storage overnight 
    • No food trash left overnight or in building cavities 
    • Daily trash removal protocol 
    • Determine contractor’s access to library bathrooms 
      • Dealing with tracked in mud/dirt  
      • Extra work for custodial cleaners?  Walk-off mats to reduce dirt?

Move versus Cover  

Early in the renovation planning, evaluate the safety, feasibility, and cost-effectiveness of either moving collections out of the construction area or protecting them in place.

Leaving Collections in Place 

Discuss the nature and risks associated with the following hazards and estimate resources (including time, expertise, and funding) needed to prevent/mitigate them: dust, water leak, power outage, fire, mold, vibration, pests, dissociation, scope creep. 

Strategies for Protecting Collections in Place:

  • Covering strategies should fully contain the collections and their storage furniture.  
  • Post signage on the covered collections such as "Warning! Fragile Collections Below” as a reminder for the construction crew 
  • Heavy duty plastic sheeting can be draped and taped over shelving and cases. 
  • Zip walls can isolate an area (such as several aisles of shelving) while allowing access to the space inside the containment for walkthroughs. 
  • If humidity or temperature control is not guaranteed, then place monitors inside the containment area and a protocol/schedule set for gathering/analyzing data

Moving Collections

Compare leaving collections in place with these considerations for moving them:

  • New/temporary storage space availability
    • Shelving procurement/move/installation
    • Storage swing space
  • Vendor costs for moving the collection
  • Staff time to prepare collections for move (cataloging, re/barcoding, documentation, rehousing)
  • Time and space needed to pack and transport
  • Use of elevators, loading docks/parking areas
    • Coordinate high-use times in advance
  • Fragile/sensitive/oversized materials carry additional handling risks, need extra time to prepare, and cost more to pack/transport 
  • Book truck and other equipment availability (normal library use and renovation prep)

Walkthroughs 

Conduct daily walkthroughs of embedded and adjacent collections storage spaces during all phases of construction. Ideally done by Library Collections staff with expertise in assessing physical condition of collections, but also can be done by Facilities Managers in close consultation with Library Collections staff.  Assess any significant collection hazards identified during the planning phase.   

  • Customize a checklist (see this Collections Storage Construction Walkthrough Checklist Template) 
    • Review Harvard’s Cultural Properties and Notable Interiors lists 
  • Determine how checklist data is recorded and communicated 
  • Determine how to report suspected issues as well as urgent situations 
  • Train walkthrough staff 
  • Schedule daily walkthroughs 
  • Make a backup plan in case the scheduled staff are not able to perform the walkthrough.

Project Team Check-ins 

Schedule regular meetings for the Library Representatives with the Project Team. 

  • Report progress towards goals 
  • Report delays and discuss strategies for overcoming roadblocks 
  • Summarize daily walkthrough reports and any concerns 
  • Summarize any collection damage reports or violations of established worker protocols (food/trash, tools/equipment, security/access) and steps taken to prevent recurrence 

Next: Collection Hazards during Renovation and Construction

 

See also: