Course Four Conclusion
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Course Summary  Making the most of the building that houses your collections is generally a study in common sense. Most historical records programs don’t have a perfect facility or perfect policies and procedures. But you can make the most of what you have, fix obvious problems, and plan for security incidents and disasters.  Too many programs fail to recognize the risks their collections face--from theft, vandalism, disaster, careless handling, or poor storage conditions. Yet there are basic steps that you can take to lessen these risks.   Store Your Collections Wisely You may not be able to afford specially designed climate control systems, water sensors, and sprinkler systems. But you can: Have working smoke detectors and fire extinguishers     Make sure collections are raised 4 – 6 inches off the ground in case of flooding   Put plastic over collections on the top shelves in case a pipe above them bursts or leaks   Cover windows so collections aren’t exposed to damaging light   Ask your local fire department to inspect your facility   Keep food and drink out of storage areas   Keep the area clean Secure Your Collection Well Good security can be put in place at minimal cost. With just a few dollars and some new rules, you can significantly improve the security of your collections.  Install solid locks on doors and windows   Limit and keep track of who has keys to the facility   Ask the local police to drive by your facility routinely   Don’t put too much information on your box labels – don’t make it obvious what’s inside!   Require your users to register before using your collections   Supervise patrons as they use your unique historical records   Use and maintain call slips, so you know who has used your collections in case something comes up missing   Know what you have and where it should be Plan for Emergencies:  They Can Happen to You It’s easy to think that emergencies and disasters happen to other people. But the fact is, they can happen to any of us at any time. As a caretaker of unique historical records, your ultimate responsibility is to keep those records safe from harm.  In Lesson 3 you began to create your own disaster plan--essentially compilation of many different kinds of lists that help you know how to respond when disaster strikes.   Continue putting this information together when you get “back to work.” Then distribute it; post appropriate emergency response bulletins, and keep them up to date. If you ever have a disaster, make sure that when it’s over, you evaluate how your plan worked and make any necessary changes.  Whether small or large, all programs that care for historical records must do what they can to ensure the preservation, security, and safety of those records.

Minimize your risks by taking the steps described to the left.   These tubs of records resting on a suspended pipe are a disaster waiting to happen.