Ohio’s Connecting to Collections 2012 Conference Series

1. Outta Space:Best Practices in Storage and Space Planning for Ohio’s Cultural Heritage Institutions Ohio’s Connecting to Collections 2012 Conference Series Tom Clareson Spring 2012

2. 2009-2010 Activities • IMLS Connecting to Collections Statewide Planning Grant • Web Survey • Telephone Surveys • May 2010 Statewide Preservation Summit Meeting with breakout discussion groups • Regional Meetings/Focus Groups, Summer 2010 • A variety of reports available at the State Library of Ohio C2C Website (http://www.webjunction.org/content/webjunction/partners/ohio/oh-programs/connectcollect.html )

3. 2010 Web Survey Demographics • In the field January-March 2010 • 285 responses – 40% return rate • Top institution types responding: • Public libraries • Historical Societies • Academic libraries • Museums

4. A Major Concern • Survey asked how much of your institution’s collection you would estimate is adequately stored • 38 institutions (14.6%) said none • 90 respondents (36.6%) said only 1-25% • 51 organizations (19.6%) said 26-50% • 70% of respondents (179 institutions) feel that half or less of their collections are stored well

5. Most SeriousPreservationProblems • Top Answers from the “Top Three” question: • Lack of funds for preservation supplies, staff, and activities • Lack of space (storage/exhibit space) • Environmental issues (temp & rh fluctuations, lack of temp & rh control, lack of monitoring, lighting issues) • Lack of staff or staff time for preservation activities • Lack of proper storage (facilities or containers/materials) • Need for digitization of collection items • Lack of long-term preservation plan or policies

6. Comments from the Surveys • “In most of the smaller museums, the awareness of the preservation/conservation of the collection is not a high priority.” • “Please do not overlook or forget about the many, many small museums/sites with little or no funds to properly house their items. There are a great deal of volunteer organizations wanting to take proper care of their collections but have neither the knowledge or funding to make that possible.”

7. Comments from the Surveys • “We have so many original historical records that need preservation/conservation that it is hard to decide where to even begin. We have no budget to speak of and would greatly benefit from a professional needs assessment survey.” • “We have more to do than we have funding or expertise to do….” • “We often have questions as to what to keep and probably tend to keep more than we need.” • “We are having trouble getting all our collections and memorabilia inventory completed in a timely manner so our museum can use them.”

8. Comments from the Surveys • “I would avidly welcome the opportunity for more (preservation) training workshops.” • “We need to be able to train volunteers in the basics of preservation … things we can do on a shoestring budget.” • “Cooperative preservation planning and pooling resources would be desirable.”

9. Comments from the Surveys • “Without outside help, we will not be able to adequately preserve our collection for future generations.” • “Where do you get interested people with time?” • We need help ... where does one start?”

10. 2011-12 Activities • Expanded Project Advisory Group to include more institutional representatives • Developed new website project to highlight good preservation practices in Ohio • Developed Cincinnati and Cleveland “Outta Space” conferences • Submitted IMLS Connecting to Collections Implementation Grant Proposal

11. Conference Moderator Contact: Tom Clareson tom.clareson@lyrasis.org 800/999-8558, x2911; 614/439-1796