Caring for dynamic objects

Dynamic objects are collection items designed to be operated, played, or used for a functional purpose. They are complex, with moving parts, mechanical or electrical components, and they interact with the operator. They emerge from technological or scientific advances in industries such as engineering, mining, railways, and textiles, or from domestic use and decorative art. They can be made of both traditional and modern materials.

Dynamic objects, also referred to as social, technological, manufacturing, transport, or industrial collections, may have been adapted or augmented since their manufacture through use, wear, technological advancement, or repurposing. Their condition and care requirements vary considerably, as can the interpretation of their intended use now they have reached the status of a historical object.

Dynamic objects can be:

• Large or small
• Manually played, driven, or operated using motive power such as combustion, electrical, steam, hydraulic, or pneumatic power, or natural energy like water and wind
• In working, active condition, or in a static state with obsolete, damaged, or ageing components
• Reliant on regular attention, lubrication, or maintenance if running, manuals to understand how they work, and skilled operators to run and repair them with access to spare components
• Part of a building, freestanding, or movable, inside buildings or situated externally
• A health and safety consideration, possibly requiring licences or safety guards if running or on display, to protect users and comply with statutory requirements and health and safety policies

Dynamic objects are complex. They are constructed using multiple types of materials, usually a mix of organic and inorganic, and can contain minerals, lubricants, liquids, and chemical or biological materials and residues. People, the environment, and past or present use all affect them, and problems arise both when items are in working condition and when they are static.

Physical and material risks

Look out for:

• Broken, loose, corroded, or deteriorating components or supporting parts
• Sharp edges, and heavy, trapping, free-moving, or crushing parts
• Explosive or flammable components or items
• Radioactive minerals or paints
• Mould, pathogens, rot, or pest activity
• Treatment with pesticides or preservatives
• Incomplete or non-original parts
• Fragile or weak areas, or areas under tension
• Production of pollutants, abrasive or corrosive material through use
• Unstable repairs
• Manufacture using ecologically or ethically contested materials

The MGS guide to hazards in collections covers these risks in detail.

Risks from use and management

Consider the following when managing dynamic collections:

• Balancing active mechanical operation, wear and tear, overuse, and component fatigue against heritage preservation and conservation standards
• Damage from operators inadvertently making wear, decay, or loss of material worse through handling, repair, or using inappropriate lubricants or fuel
• Damage from the public climbing on, handling, vandalising, or stealing parts of an item
• Sourcing authentic replacement components, paints, waxes, lubricants, or fuel if items become obsolete or use endangered materials
• Legislation, insurance, and risk assessment requirements restricting use against available resources
• Changing environmental, energy, and financial conditions. Floods, higher humidity, and higher temperatures accelerate chemical, biological, and physical damage. Access to sustainable energy, rising fuel prices, and political or financial constraints all play a part.
• Loss of knowledge and skills to operate items, through a lack of apprenticeships, retirement from industry, and ageing skilled volunteer groups

If you or any member of your paid or volunteer team works regularly with dynamic objects, especially operational ones or those the public can ride or sit on or in, you must comply with legislation and have a safety policy. This policy should list any hazards, safety equipment, guards, or barriers needed, as well as first aid and training. Build in regular reviews, with objectives and procedures for use, and update the framework every three to five years.

How to display dynamic objects

You can display small dynamic items, or sections of larger collections, in showcases. These offer security and dust protection, with climate control or buffering from the gallery or external environment.

Because of their larger size, intended use, and relative robustness, most dynamic working items are on open display in galleries, historic houses, or externally in museum grounds. This makes environmental control for more sensitive components, and lighting them, challenging.

Dynamic collections such as barges, water wheels, or boats may be in water during the open season or year-round. This brings the added complexity of protecting them from standing, tidal, or moving water. External exhibits are open to wildlife, vandals, and theft, as well as the elements.

For open display, protect the public by installing barriers or fencing, or by mounting items to keep people away from hazardous, sharp, or potentially harmful parts. Attach chains or guards to prevent the item moving, parts being lost, or theft, and to provide shock absorption from vibration. Install drip trays under collections that drip old lubricants.

For working objects, allow space for operator access to run, wind, play, turn on and off, and carry out routine checks. Being near sockets, having isolator switches, or having access to vents for fume or dust extraction may be a condition of running a dynamic object in your display space.

Carry out a risk assessment for all processes involved in maintaining the object on display, and use a checklist to confirm these processes have been carried out where applicable.

If you cannot use or play the item, because of its historical significance, incompleteness, or a lack of resources to maintain operation, use interpretation, films, audio recordings of the object’s sound, or oral histories instead. These are effective ways to communicate intended use and sound. They are also a useful preservation tool that minimises use.

Environmental conditions

For items in an internal store, aim to maintain stable environments, ideally with lower humidity and temperature levels, as most dynamic objects have metal components susceptible to corrosion. Use dehumidifiers and provide low or background heat to prevent dew points on metals and to reduce temperature fluctuations, which minimises chemical decay in rubbers and plastics.

For items with inlays, woods, and other organic material, locate them away from external walls, windows, and doors to prevent damage from environmental fluctuations, dust, light, and pests. Alternatively, use packaging or spaces within spaces to create micro-climates. Talk to a conservator or collections manager, or visit other stores with similar collections, for ideas.

Dust covers

Where possible, provide a breathable dust covering such as Tyvek or cotton sheeting. Do not tape directly to the object, as this can affect paint layers and surface finishes or leave sticky residue. Use cotton or webbing tape instead. Tie loose or detached pieces to the item, or label them if stored separately from the main body, to prevent dissociation or loss.

Plastic covering can prevent water damage from a leak and stop dust accumulating, but in direct sunlight it can create micro-climates and a build-up of moisture, leading to mould growth, corrosion, and staining.

Where possible, keep items off the floor using plastic pallets or blocks to allow store cleaning and to support the item from its own weight, especially if it has rubber tyres. Store items such as pianos and clocks in the same way they are displayed. Laying a wall-mounted clock down, or a piano on its side, can warp, crush, or dislodge internal components and render the object unusable.

Storage systems

Make sure your shelving, plinths, or boxes are strong enough for the dynamic objects, especially for materials that would pose a risk to the handler if the box fell apart under the weight of the item when wet.

Be aware of items that are wound, under pressure, or have belts or string fixed taut during use. Allow some slack during storage, and do not let mechanisms corrode if you want to use the object later. This may involve some remedial treatment before storage. Consult a conservator for advice.

Moving dynamic objects, especially larger items, can be a complicated logistical process depending on where they are and where they are going. Parts previously used to move the object, such as tyres, casters, or wheels, could be corroded, unstable, or seized. Never move a dynamic object without supporting these areas, in case of further damage to the object or harm to the handler.

The object may need careful strapping and counterbalancing when lifted onto a transport carrier, skate, or slider. It may be heavy, need additional weight loading, or contain liquid, fuel, lubricants, or oils that can leak. Bringing items in from outside can affect these liquids as the temperature changes. Musical instruments and clocks may need partial disassembly, with weights detached from long-case clocks or strings loosened on harps in case of any flex in the structure.

Carry out a full risk assessment, secure moving parts, and make sure specialist equipment is hired or available with safety certificates for any machinery used in the move. For journeys on public highways, consider the route and any restrictions on when access is available if roads will be blocked.

Make sure everyone involved wears PPE and is trained or has been through the risk assessments, walked the route, and understands their part in each move. Moving dynamic items carries a very real possibility of personal injury, especially with large or complicated items.

Seek advice from a conservator or specialist moving company if unsure. Make sure your insurance covers the activity, especially if it involves volunteers or takes place near the public, and check the floor loading of buildings before moving heavy or large items.

Before cleaning dynamic collections, understand what the object is, how it did or still does operate, what it is made of, and any additions or repairs. More importantly, understand whether routine housekeeping will remove preserving lubricants or historically important finishes.

Many dynamic objects are complex, heavy, or have loose or vulnerable components, or pose a health and safety consideration just to access for cleaning. You may need specialist lifting equipment, scaffolding, ladders, engineers, trained conservators, staff, or technicians. A housekeeping plan setting out how often to clean, how to clean, and the method for each clean is therefore valuable. Always risk assess before any cleaning.

Use routine cleaning as an opportunity to inspect the object and add to or compile a condition check. Document any specific materials or components showing signs of damage, missing, or in active decay, and how you treated them. The MGS guide to condition checking explains how to record condition consistently.

Determining the significance and condition of your dynamic objects informs your approach to their care and conservation. The original fabric may be intact, such as the frame of a loom or printing press, the casing of a clock, or the body of a vehicle or boat. The item may also have been adapted or altered from its original state through how it has been used and operated, and in what conditions.

• Significance assessment: this can cover a single item, a group of material by provenance or type, or a cluster of material relating to a topic or period. The Collections Trust resource Reviewing Significance 3.0 has more information.
• Condition survey: for dynamic collections this involves more focused documentation than a static object’s condition report. It records mechanical wear, replacement components, hazards, and structural support, and can include schematics, videos of the item working, guidelines for winding and detaching areas, and annotated images of areas not easily visible, such as internal workings.
• Conservation and care plan: this helps you understand and direct preventive or remedial conservation treatments, emergency planning, and the allocation of budget and resources. It informs the long-term management and preservation of your dynamic collections. The Collections Trust resource on the care and conservation plan has more information.

Dynamic collections vary considerably in size, age, condition, and the knowledge or skill required to operate them. Larger working collections need specialist movers or equipment. If your museum does not have specialist staff, knowing where to access specialists ensures a balance of skills and workforce, targeted when required.

Some dynamic objects are complex to move, or are fixed into your building or grounds and cannot be removed during an emergency. Plan for these items in advance and give your team clear direction so they know what to do. Include this in your emergency plan. Highlight any issues and hazards, and identify specialist removers and storage companies you can call on.

Some items contain large amounts of flammable material or gas, or move on rail or water. For these, set out clear processes for safe use and practice to reduce the risk of a disaster. Liaise with your local emergency services, local authority, or specialist advisers.

Drills and practice scenarios with key team members help you plan and reveal the weaker areas in your plan. Be aware that these exercises can unsettle some participants, even though they are not a real emergency. Run the training with care, and keep everyone safe when moving complex dynamic objects.

The Scottish Council on Archives has produced emergency planning guidance for collections with practical advice on preparing for incidents.

Scotland has dedicated networks for specialist help during emergencies. Find contact details on the Scottish Council on Archives page listing emergency response networks across Scotland.

For more collections care guidance, find our other advice guides on collections.

The Scottish Transport and Industry Collections Knowledge Network (STICK) connects people caring for transport and industrial collections in Scotland.

The Institute of Conservation runs a Dynamic Objects Group for those working with operational collections.

The Collections Trust has produced guidance on larger and working objects and on standards in the museum curation of musical instruments.

Useful legislation

Several pieces of UK health and safety legislation apply when working with dynamic objects. The Health and Safety Executive (HSE) is the authoritative source for all of them.

• Control of Substances Hazardous to Health Regulations 2002 (COSHH): require employers to prevent or control workers’ exposure to substances hazardous to health, such as the lubricants, fuels, solvents, and dusts found in or produced by dynamic objects. Compliance involves assessing the risks, putting control measures in place, and monitoring exposure.
• Health and Safety at Work etc. Act 1974: the primary piece of UK health and safety law. It sets out the general duty of employers to ensure, so far as is reasonably practicable, the health, safety, and welfare of employees, volunteers, and members of the public affected by their work.
• Control of Asbestos Regulations 2012: set out the duty to manage asbestos, which may be present in older dynamic objects such as vehicles, machinery, and industrial equipment. They cover identifying asbestos, assessing the risk, and ensuring only licensed contractors carry out work on it where required.