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. 

1. There should be an ongoing collaboration between Library Representatives and Facilities Managers on facilities and collections maintenance issues.
2. Ask these questions regularly:
   1. What building projects are coming up?
   2. Are there any potential impacts on library spaces/collections/operations?
3. Request a seat at the planning table if the answer to question 2 is yes.
4. 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:

1. 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.
2. 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.
3. 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.
4. 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
5. 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

Construction Hazards for Collections

The hazards below may have an elevated risk of collections damage during construction projects.

Construction dust

Sources include drilling through concrete, sawing, and sanding. Unsealed ductwork quickly conveys the dust to other areas of the building. Potential collection damage: staining, chemical degradation (concrete dust is highly alkaline), surface abrasion; AV and digital media are at higher risk than book/paper collections

• Filter or cover supply and return grills in collection storage spaces.
• Cover collections completely with heavy-duty plastic sheeting or zip walls.
• Rehouse individual items into protective enclosures to provide an extra layer of protection.

Water

Water leaks in construction sites may come from the regular sources (roofs, windows, plumbing, HVAC etc.), plus hoses and other water sources used during the project. Potential collection damage includes staining, wrinkling, stuck pages, bleeding inks, mold.  Work with the Project Team to:

• Confirm protocols for checking hoses and other water sources before the site is shut down every day.
• Conduct walkthroughs that include previous leak locations.
• Cover collections.
• Monitor humidity.
• Install leak detection/alarm system in areas that are difficult to access during walkthroughs.

Power Outages

Planned or unplanned, power outages can cause complex systems to reset in unexpected ways. Work with the Facilities Manager on post-outage inspections of critical building systems, including:

• HVAC
• Security
• Telephone & Data
• Mission-critical files and digital collections held on local servers
• Collections stored in freezers

Fire

Fire and life safety are paramount concerns for Facilities Managers.  The use of portable generators and/or portable dehumidifiers as well as welding equipment present an increased risk of fire.  Potential collection damage includes smoke damage, water damage from fire suppression, falling/dissociation from firefighter hoses, wrinkling, charring.

• The Project Team is responsible for a comprehensive Fire Impairment Plan for every project that is submitted by the construction manager and approved by Harvard’s Fire Services group and the Cambridge Fire Department.
• Review the Impairment Plan for Library-specific details like access and egress to/from collections areas.

Mold

Mold can grow in 24-48 hours at high humidity.  Previously exposed collections regrow mold more quickly.  Potential collection damage: staining, odors, disintegration of paper and cloth

• Monitor humidity and keep it under 60%.
• Keep air circulating (if it is not spreading construction dust).

Vibration

Potential collection damage: items fall off the shelf; artworks fall from walls; pendant fixtures fall from ceiling; brittle paper breakage; flaking paint/ink (manuscripts and paintings); distorted audio and video tapes

• Discuss vibration risks with the Project Team for collections that are particularly vulnerable.
• Ask what kind of vibration, proximity to collections, schedule for work.
• Mark initial location and inspect items to see if they are “walking” toward the edge of the shelf.
• Engage a vibration monitoring expert to determine setpoints/alarms for warning and stop work levels.

Pests

Insects and rodents can more easily enter a jobsite that might not be as well sealed as an intact building.  Attractants include food waste, water, and shelter. Potential collection damage: loss from being consumed; staining from saliva and excrement

• Monitor pest traps; work with pest control experts to identify and reduce infestations.
• Enforce food and trash policies for both Library staff and construction personnel.
• Monitor temperature and humidity; cooler temperature and lower humidity discourage pest activity.

Dissociation

Moving items or parts of items temporarily without properly labeling, recording and communicating the move can result in irreversible separation or loss of related items. 

• Create protocols to label, document, and report even small amounts of collections being moved.
• Plan to reduce last-minute, rushed moves when protocols might be ignored.
• Make a backup plan for hand-written documentation if electronic systems fail.

Scope Creep

No construction project goes exactly as planned. Unforeseen issues arise and may require flexibility, quick thinking, and additional resources.  Careful planning, catching problems early, and open communication mitigate but cannot completely prevent scope creep. 

• Develop protocols for occasions when contractors need to enter collections areas unexpectedly.

Weather Events

Strong storms with high winds and/or heavy precipitation can damage structures that are temporarily left more exposed during construction such as in-process roof repairs and window/door replacements.

• Increase communication with the Project Team when heavy storms are predicted to ensure temporary structures are sufficiently secured to withstand the incoming weather.
• Add a walkthrough of collections spaces after the storm has passed. 
• Make back-up monitoring and walkthrough plans if it is not possible to follow usual routines.
• Make an alternate plan if Library staff are not permitted on campus.