Introduction to collections care

It’s important that the workforce of your museum have a comprehensive understanding of best practices when it comes to caring for your collections.

Collections care involves:

• Creating a suitable, secure environment to effectively preserve, store, and display collections that allows for research and community engagement.
• Creating a strategic plan for ongoing care and conservation, including emergency preparedness.
• Establishing and implementing recommended guidance on preventative and remedial conservation practices, and treating objects appropriately.

Collections are often important resources for museums and visitors may come to your museum specifically to view your unique collections.

Interventive or remedial conservation is a separate practice to daily collections care, also termed as ‘housekeeping’. We use three terms to describe different parts of preserving collections. All three work together to support the management and resourcing needed to sustain museum collections longevity and access.

Collections care

A standardised, museum-wide strategy sets out the procedures for managing, documenting, and monitoring collections. Informed by an understanding of the causes of deterioration and the museum environment, it balances preservation with access and storage, minimising practices that may harm collections. This guide explores key elements of collections care and outlines how to apply best practice in your care routines.

Remedial conservation

Work or interventive treatment on individual collection items aims to repair damage or stabilise their condition so they can be displayed, loaned, or handled safely. Carried out by skilled conservators and practitioners, this work ranges from:

• passive cleaning (removing surface dust),
• repair (adding non original components)
• restoration (returning cultural items to a previous physical state/function through adaption or replacement of original components)

You can carry out a condition report or survey to understand the level of damage or decay on one or all of your collections and determine your best preservation approach.

Preventive conservation

Covers measures to prevent or minimise future deterioration or loss by assessing and controlling physical, chemical, and biological risks, and maintaining secure museum buildings. It includes anticipating issues through environmental monitoring and control, pest management, storage, display, and emergency preparedness provision.

Everyone plays a part, including visitors.

Caring for museum collections is a shared responsibility across the entire workforce and shouldn’t rest with just one or two individuals. Responsibilities of care may vary depending on staff roles and levels of  understanding and competency. Managers and trustees hold ultimate responsibility. Plan ahead and develop a strategy for robust collection care knowledge management and ensuring the workforce is suitably skilled.

Key elements to consider include:

• Organising consistent housekeeping practices and staff rotas for basic tasks such as routine building maintenance, rubbish collection and spot condition checks
• Creating a procedural manual to ensure all staff are aware of their responsibility for care
• Hosting or facilitating training sessions or developing existing skills within your team to ensure everyone is aware of best practices
• Ensuring procedures are in place for documenting care practices
• Devoting a separate space for inspecting, preparing, and storing collections
• Allocating a budget for buying collection care and emergency supplies, ensuring the materials are sustainable where possible
• Incorporating collections care into forward and strategic plans for the museum
• Involving volunteers and visitors in supporting conservation efforts through participation in events, conservation in action, and educational programmes.

Caring for your collections is a continual process, not a one-off procedure. For the best results from collections care, develop a plan for thorough, ongoing care. Establishing routines helps to prevent cumulative issues and problems.

We’ve outlined three ways to ensure year-round care.

Housekeeping

Maintaining a clean museum and object store is essential to preserving the quality of your collections. Housekeeping in a museum should involve:

• Object-appropriate cleaning
• Maintaining a clean environment
• Cleaning protective clothing and dust sheets
• Taking preventative measures against pests

Checking and monitoring

Continuous monitoring of collections means that issues with an item can be identified early. Keep a record of routine checks throughout the building. The information is helpful for making improvements to the museum and problems can be found early.

Aspects that should be monitored include:

• Maintenance, and any legislative requirements relating to the building, facilities, and equipment
• Any movement, relocation or intervention to collection items
• Internal environments, including light and UV radiation, temperature and humidity, and dust and pollutants
• Condition of collections, support on display and, protection in storage and transport
• Pests, rodents and microorganisms
• Quality of furniture, fittings, and containers.

Labeling and documenting

A durable, non-damaging labelling system is essential for tracking every item in your collection. It should be supported by a central database that records key information. This includes ownership, significance, provenance, and supporting details such as treatment records. Guidance on safe marking and labelling of museum objects is available from Collections Trust.

Each item should have a unique identifier. This improves asset management and makes tracking easier. It applies to items in storage, on display, or on loan. However, this can be complex, particularly for museums with large collections, backlogs, missing information, or limited staff capacity.

Handling guidelines

A key aspect of collections care is handling your items appropriately. Most damage to collections, and occasional harm to handlers, occurs during listing and moving. This often occurs when lifting or moving objects.

When handling objects, plan ahead. Allow enough time and make sure you have the right resources. Always follow health and safety guidelines. Before handling, ensure your hands are clean, dry, and free from bulky jewellery. Well-fitting gloves can be useful, but they may reduce dexterity. They are recommended if there may be hazards. If you are unsure, consult a conservator.

Follow these guidelines when handling objects:

• Always make a visual assessment before handling as not all vulnerability is obvious. Use a torch if visibility is poor.
• Use proper lifting equipment such as skates or crates for awkward or heavy objects.
• Carry out any risk assessments and carefully secure, or remove and pack separately, any part that might detach or swing open during movement.
• Consider if the object has potentially hazardous material, and use appropriate Personal Protective Equipment (PPE), such as face masks, gloves, or spill kits. Label item hazards for future users.
• Ensure all relevant staff are familiar with handling procedures. Identify training gaps, or specialist equipment needed and confirm risk assessment method statements (RAMS) have been completed, especially if working at height.
• Make sure all equipment has been checked before use and users are qualified (if using specialist equipment), knowledgeable and physically able to be able to move the collection item.
• Create storage and work environments that are right for object handling, such as clear routes and workspaces, and adequate lighting.
• Create a photographic record and document any move, labelling any collection parts if they are detached for the move. e.g. clocks weights or drawers from furniture.
• Plan how the public will engage with the collection during moves. Use measures such as signage, barriers, or protective screens. Begin security procedures as soon as movement starts.

Packing and unpacking

Effective, thought out packing can protect collections during storage or moves. Several people may be involved in the packing and unpacking of any one item, so it’s important everyone is aware of the correct appropriate procedures and packing materials are inert and clean.

Here’s some tips to avoid damaging objects during these processes:

• Pack items according to purpose or destination. Objects may need less padding in storage than they do in transport. Some materials may not be suitable for long term storage. See Introduction to storage and display materials for more guidance.
• Cushion and support objects with padding and layers. Wrapping is not always necessary. A single layer of tissue can act as a dust barrier over packed items in a box.
• Don’t overuse tape (masking or parcel tape). It can stick to objects and reduce the reuse of packing materials.
• Include labels with accession numbers. Add clear unpacking instructions. Note any hazards or fragile areas.
• Label or bag small parts. You can also tie them to items with cotton tape to prevent loss.
• Don’t pack material together if they may cause infestation or chemical/biological damage to other collection items. For example, avoid packing silver with velvet. Follow quarantine procedures. See Introduction to pest management for further guidance.

Security and emergency preparedness

Museums have a duty of care to protect their collections and ensure the safety of staff and visitors. Robust procedures and security measures should be in place. Staff should be aware of them and trained to follow them.

Emergency planning helps you prepare for potential incidents. It involves identifying risks that could affect collections and operations. The aim is to minimise damage or loss and ensures you know how to react to an incident. It also covers how to manage recovery and salvage. Plans should be tailored to your museum, collections, and organisational needs. This helps you respond efficiently and reduce risks.

Emergency plans for collections care should align with your institution’s health and safety procedures. You should test and review them regularly. Ensure this is part of inductions for new staff and volunteers. This keeps plans current and effective.

Access and use of collections

Providing access to collections can break down barriers and support engagement. However, it requires careful consideration as handling and use can affect the condition of items. Access and use should be managed through a clear policy. This should cover research, display, and loans. It should also align with your collections care procedures and related policies.

Depending on your users and the types of collections you hold, access may include:

The Code of Practice for Cultural Collections Management was commissioned by the British Standards Institute to create a Publicly Available Specification (PAS) for collections management in 2009. This was subsequently replaced in 2023 with BS EN 17820:2023 Conservation of Cultural Heritage. Specifications for the management of moveable cultural heritage collections.

Use this specification to guide your steps in collections care.

The BS EN 17820:2023 standard helps to:

• Develop strategies for managing collections
• Create sustainable strategies which encompasses all areas of collections care management
• Understand the legal environment of museum collections

It’s applicable to all types and sizes of cultural collections.

Accreditation standards

Collections care is essential for meeting the standards required for Museum Accreditation. The Accreditation Scheme section of our website has full details of the criteria needed to achieve full Accredited status.

The Collections Trust provides a wide range of guidance and advice on collections care. The Institute of Conservation also offers professional support and resources.

BSI Conservation Standards give detailed guidance on best practice and can support your approach to collections care.