Development of Best Practices in Integrated Pest Management

1. Development of Best Practices in Integrated Pest Management Christopher A. Norris Lisa Kronthal Elkin We�d like to thank the organizers for inviting us to present in this session on Best Practices�.. This presentation can be downloaded from the website MuseumPests.net, so don�t worry too much about trying to write everything downWe�d like to thank the organizers for inviting us to present in this session on Best Practices�.. This presentation can be downloaded from the website MuseumPests.net, so don�t worry too much about trying to write everything down

2. So, why develop best practices for Integrated Pest Management? In the recent Heritage Health Index survey, undertaken jointly by Heritage Preservation and IMLS, around 75% of respondents identified a need for better pest management in their collections In terms of urgent need, it was the 4th highest need So, why develop best practices for Integrated Pest Management? In the recent Heritage Health Index survey, undertaken jointly by Heritage Preservation and IMLS, around 75% of respondents identified a need for better pest management in their collections In terms of urgent need, it was the 4th highest need

3. The IPM Working Group An ad hoc group of museum professionals dedicated to the development of pest management resources for the general museum community The IPM Working Group seeks to address this need. The group and its work was described in some detail by our colleague, Rachael Arenstein, at the 2006 SPNHC/NSCA meeting, so will only briefly summarize here.The IPM Working Group seeks to address this need. The group and its work was described in some detail by our colleague, Rachael Arenstein, at the 2006 SPNHC/NSCA meeting, so will only briefly summarize here.

4. Then (2000)� Roots of the group lie in a meeting that was held in New York in the Fall of 2000 to discuss the design of databases for use in pest management. Back then, there were 10 participants from 4 institutions, plus Leon Zak, a software consultant who had worked on the Image Permanence Institute�s Climate Notebook project.Roots of the group lie in a meeting that was held in New York in the Fall of 2000 to discuss the design of databases for use in pest management. Back then, there were 10 participants from 4 institutions, plus Leon Zak, a software consultant who had worked on the Image Permanence Institute�s Climate Notebook project.

5. Now (2008)�.. It�s grown a lot since then Over 70 participants from more than 30 institutions, some of which are shown here From both North America and Europe Covers Natural Sciences, Art, Humanities, Libraries & Archives State & Federal Agencies, Universities, Commercial Includes Conservators, Collection Managers, Curators, Librarians, ArchivistsIt�s grown a lot since then Over 70 participants from more than 30 institutions, some of which are shown here From both North America and Europe Covers Natural Sciences, Art, Humanities, Libraries & Archives State & Federal Agencies, Universities, Commercial Includes Conservators, Collection Managers, Curators, Librarians, Archivists

6. Resources MuseumPests.net PestList Wiki site Annual Meeting Offer a number of resources to the heritage preservation community Principal resource is our website, MuseumPests.net � offers a wide range of downloadable resources for pest management Also run an email listserve � currently has just over 600 members Maintain a login WIKI site to facilitate the work of the group Hold an annual meeting in February; open invitation issued via listservers at the beginning of each yearOffer a number of resources to the heritage preservation community Principal resource is our website, MuseumPests.net � offers a wide range of downloadable resources for pest management Also run an email listserve � currently has just over 600 members Maintain a login WIKI site to facilitate the work of the group Hold an annual meeting in February; open invitation issued via listservers at the beginning of each year

7. Five Thematic Areas Data Collection Identification Aids Treatments Web Resources Standards & Best Practices Early on, the group decided to concentrate its efforts in five thematic areas, each of which would have its own subgroup Data collection covers trapping methodologies, as well as methods for improving capture and storage of trapping data, including data modeling and database development Identification Aids concentrates on imaging and developing resources such as flashcards for common museum pests Treatments, which works on bibliographies, case studies, and methodologies for both chemical and non-chemical treatment options, including heat, freezing, and anoxia Web Resources, which covers the development and growth of MuseumPests.net And, Standards and Best Practices Early on, the group decided to concentrate its efforts in five thematic areas, each of which would have its own subgroup Data collection covers trapping methodologies, as well as methods for improving capture and storage of trapping data, including data modeling and database development Identification Aids concentrates on imaging and developing resources such as flashcards for common museum pests Treatments, which works on bibliographies, case studies, and methodologies for both chemical and non-chemical treatment options, including heat, freezing, and anoxia Web Resources, which covers the development and growth of MuseumPests.net And, Standards and Best Practices

8. Standards & Best Practices Subgroup Three main areas Policies Procedures Tools Activities Gather available resources from community Vet resources and make available via web Develop template documents for policies and procedures This presentation is going concentrate on the work of the Standards & Best Practices Subgroup. S&BP concentrates its efforts in 3 main areas - Policies � IPM policy development and how this fits within broader collection policy Procedures � putting policies into practice (e.g. trapping, visual inspection, cleaning) Tools � education packages, risk and cost analyses, scientific studies, etc Within each area, we have three principal activities � Gathering available resources from the community (i.e. not reinventing the wheel) Vetting these resources and selecting suitable examples for distribution via WWW Developing template documents for both policies and procedures This presentation is going concentrate on the work of the Standards & Best Practices Subgroup. S&BP concentrates its efforts in 3 main areas - Policies � IPM policy development and how this fits within broader collection policy Procedures � putting policies into practice (e.g. trapping, visual inspection, cleaning) Tools � education packages, risk and cost analyses, scientific studies, etc Within each area, we have three principal activities � Gathering available resources from the community (i.e. not reinventing the wheel) Vetting these resources and selecting suitable examples for distribution via WWW Developing template documents for both policies and procedures

9. What do we mean by �Standards& Best Practices�? Standard: A generally accepted level of attainment for use as a basis of comparison in measuring or judging performance[1]; a codification of technology or procedure developed, tested, peer-reviewed, and published by a professional society or governmental agency; to be adhered to by members and subscribers; generally must be followed closely in attention to its prescribed detail[2] [1] Merritt, E. 2005. Standards of Stewardship � presentation at the annual meeting of The Association of College and University Museums and Galleries, Bloomington, Indiana, April 30, 2005. [2] Hathaway, A.W., 1992. Standards, guidelines, and protocols: Keeping our house in order. AEG News, 35(1): 26-28. Cited in Cato et al. (2003), MuseumWise: Workplace Words Defined. Best Practices: a technique or methodology that, through experience and research, has proven to reliably lead to a desired result[1]; generally agreed upon but not legislated[2]. Commendable actions and philosophies that successfully solve problems, can be replicated, and demonstrate an awareness of standards[3]. [1] SearchSoftwareQuality.com/definitions [2] Cato et al. (2003), MuseumWise: Workplace Words Defined. [3] Merritt, E. 2005. Standards of Stewardship � presentation at the annual meeting of The Association of College and University Museums and Galleries, Bloomington, Indiana, April 30, 2005.  Before starting, might be worth reviewing what WE meant by Standards & Best Practices Standards � rigorously developed, proscriptive, backed up by professional societies, presumably sanctionable in some way Best Practices � a little more woolly, a distillation of individual experiences to produce something that is of wider benefit to the communityBefore starting, might be worth reviewing what WE meant by Standards & Best Practices Standards � rigorously developed, proscriptive, backed up by professional societies, presumably sanctionable in some way Best Practices � a little more woolly, a distillation of individual experiences to produce something that is of wider benefit to the community

10. Defining the Audience Who are the major players in setting procedures and policy within institutions? Administration Building Management Security & Safety Vendors (including food services, events, etc.) Research/Collections Exhibition & Education Human Resources S&BP began by defining the audience for future policy or procedure documents. We boiled this down to seven institutional �supergroups� that would need to be involved in the implementation of an institution-wide pest management plan [run down list] All these groups need to be co-opted or influenced in some way if your plan is to be effectiveS&BP began by defining the audience for future policy or procedure documents. We boiled this down to seven institutional �supergroups� that would need to be involved in the implementation of an institution-wide pest management plan [run down list] All these groups need to be co-opted or influenced in some way if your plan is to be effective

11. How do we influence these institutional �supergroups� to deliver effective IPM? Define the role of each group in IPM Find an incentive, or incentives Speak to their needs Develop a tool to address this process ? The Grid Unfortunately, your ability to directly influence all of these groups is likely to be limited. Success is going to be dependent on - Knowing their role - finding the incentive - Speaking to their particular needs S&BP believed that it wasn�t enough to develop best practices for an IPM plan. Collection professionals would also need tools to enable them to implement these best practices From this, came The Grid� Unfortunately, your ability to directly influence all of these groups is likely to be limited. Success is going to be dependent on - Knowing their role - finding the incentive - Speaking to their particular needs S&BP believed that it wasn�t enough to develop best practices for an IPM plan. Collection professionals would also need tools to enable them to implement these best practices From this, came The Grid�

12. This is The Grid � it is a matrix developed by S&BP for the delivery of information Vertical axis identifies categories of people/audiences within an institution that will need to be co-opted or influenced in order for an IPM plan to be successful Horizontal axis show examples of their responsibilities, and outlines some of the arguments and incentives that might be used to secure their cooperation This is The Grid � it is a matrix developed by S&BP for the delivery of information Vertical axis identifies categories of people/audiences within an institution that will need to be co-opted or influenced in order for an IPM plan to be successful Horizontal axis show examples of their responsibilities, and outlines some of the arguments and incentives that might be used to secure their cooperation

13. The Grid is not a �best practices� document� But � it does lay out the framework of consultation that is necessary to implement an IPM strategy And � it provided the groundwork for the Subgroup�s development of best practices documents We don�t think of the Grid as a best practices document While it does set out a methodology for doing the groundwork on an IPM plan, we can�t argue that it has been vigorously tested�.. However�. [work from the two points on slide] We don�t think of the Grid as a best practices document While it does set out a methodology for doing the groundwork on an IPM plan, we can�t argue that it has been vigorously tested�.. However�. [work from the two points on slide]

14. To download the Grid�. http://www.museumpests.net/tools/FINAL-S&BPgrid.pdf The Grid was the first tool produced by S&BP and it can be downloaded here�..The Grid was the first tool produced by S&BP and it can be downloaded here�..

15. If we focus in on the �Collections/Research� line of the Grid, you can see that one of the main resources that we felt IPM-WG could provide were sample documents These documents would include the three categories that I identified earlier - Policies - Procedures - Tools Obviously it was important not to waste time re-inventing the wheel Many examples had been developed by other institutions BUT Equally, we recognized that we could not just post anything on the website So, there had to be a vetting processIf we focus in on the �Collections/Research� line of the Grid, you can see that one of the main resources that we felt IPM-WG could provide were sample documents These documents would include the three categories that I identified earlier - Policies - Procedures - Tools Obviously it was important not to waste time re-inventing the wheel Many examples had been developed by other institutions BUT Equally, we recognized that we could not just post anything on the website So, there had to be a vetting process

16. Review Pulled together a set of 46 institutional IPM documents 28 policy documents Also training resources, procedures, etc. Reviewed by Subgroup for Content General applicability 10 policy documents passed by the group Sought institutional permission Posted on website We eventually pulled together a set of 46 institutional documents relating to IPM Drawn from subgroup member�s home institutions, other IPM-WG participants, published sources, and the web We quickly realized the importance of distinguishing between policies, procedures, tools, etc. Procedures and tools were filtered out and considered for posting separately The group reviewed each document for content, based on our initial discussions on what we felt should be included in a policy We also tried to pick examples that would have broad applicability, rather than being very institution-specific At the end, we were left with 10 policy documents that the group believed were good sample policies After obtaining permission from the institutions concerned, these were posted on MuseumPests.netWe eventually pulled together a set of 46 institutional documents relating to IPM Drawn from subgroup member�s home institutions, other IPM-WG participants, published sources, and the web We quickly realized the importance of distinguishing between policies, procedures, tools, etc. Procedures and tools were filtered out and considered for posting separately The group reviewed each document for content, based on our initial discussions on what we felt should be included in a policy We also tried to pick examples that would have broad applicability, rather than being very institution-specific At the end, we were left with 10 policy documents that the group believed were good sample policies After obtaining permission from the institutions concerned, these were posted on MuseumPests.net

17. To download sample policies� http://www.museumpests.net/resources/sampledocs.html And this is where you can download them�And this is where you can download them�

18. Minimum Requirements for an IPM Policy Introduction Objective/Scope Justification Applicability Overall responsibility Other roles and responsibilities Training Support/Budget Best Practices Monitoring Remedial Action Documentation Review/Revision The document review that was carried out by the Subgroup meant that we were able to pull out a set of elements or statements that collectively represented a set of minimum requirements for an IPM policy These elements were� [run down list point-by-point] The document review that was carried out by the Subgroup meant that we were able to pull out a set of elements or statements that collectively represented a set of minimum requirements for an IPM policy These elements were� [run down list point-by-point]

19. Policy Template Uses the minimum requirements Provides guidance notes under each heading Notes were based on Grid�s recommendations for framing and targeting content Using our list, we were able to generate a template for writing an IPM policy Each item forms a distinct heading with guidance notes for writing the policy The notes are based on the Grid�s ideas about framing the message to meet the needs, concerns, and prejudices of the relevant institutional supergroups After a few rounds of amendments, the policy was approved by the Subgroup at its meeting in February and posted on MuseumPests.netUsing our list, we were able to generate a template for writing an IPM policy Each item forms a distinct heading with guidance notes for writing the policy The notes are based on the Grid�s ideas about framing the message to meet the needs, concerns, and prejudices of the relevant institutional supergroups After a few rounds of amendments, the policy was approved by the Subgroup at its meeting in February and posted on MuseumPests.net

20. Minimum Requirements for IPM Procedures Introduction Applicability Roles and responsibilities Procedure-Specific Information Monitoring Documentation Review/Revision We used the same process of document distillation to create a series of templates from the procedure documents reviewed by the Subgroup [run QUICKLY down list] Obviously many of the elements are shared with the Policy Template Individual Subgroup members were tasked with drafting templates that were then discussed and edited by the wider group As with the Policy template, we used the Grid to ensure that the documents spoke effectively to the relevant institutional playersWe used the same process of document distillation to create a series of templates from the procedure documents reviewed by the Subgroup [run QUICKLY down list] Obviously many of the elements are shared with the Policy Template Individual Subgroup members were tasked with drafting templates that were then discussed and edited by the wider group As with the Policy template, we used the Grid to ensure that the documents spoke effectively to the relevant institutional players

21. Seven Procedure Templates Who is the IPM plan directed at? Control of Access Control of Environment Housekeeping/Removal of Shelter Control of Food/Live Plants/Catering Monitoring/Data Analysis Treatment The end result was an initial set of seven procedure templatesThe end result was an initial set of seven procedure templates

22. To Download Templates� http://www.museumpests.net/tools/templates.htm Policy and procedure templates can be downloaded here��Policy and procedure templates can be downloaded here��

23. The membership of IPM-WG is broad� IPM-WG draws from the experiences and expertise of a wide range of individuals and institutions. This breadth of input is vital when determining best practices In the longer term, it�s also essential for the development of effective standards So what can we learn about developing best practices from the IPM-WG exercise? One of the strengths of IPM-WG is that it draws from a wide range of experiences and expertise Different professions, different disciplines, and different types of institution are represented by our membership So what can we learn about developing best practices from the IPM-WG exercise? One of the strengths of IPM-WG is that it draws from a wide range of experiences and expertise Different professions, different disciplines, and different types of institution are represented by our membership

24. This has been a community-led and supported, �grass roots� process� IPM-WG is not affiliated with any particular institution or society Although AMNH has hosted all the meetings to date, individuals and their institutions meet the costs of attending We receive a small amount of sponsorship and our website is hosted by one of the participants, Zak Software This has been a bottom-up process, community led and supported�.This has been a bottom-up process, community led and supported�.

25. IPM-WG is an open group.. A general invitation to the meeting is sent out via listservers � anyone from the community who wants to attend can do so The work processes are transparent � all documents are posted for comment and review on the Wiki site. Its an open process��Its an open process��

26. Our goals are practical� Throughout the process, our goals have been practical � to develop tools and resources that can be downloaded and used by any institution And our goals have always been practical�.And our goals have always been practical�.

27. IPM-WG may act as a model� IPM-WG provides an example of how standards and best practices can be framed in a community-led process that goes across traditional institutional and disciplinary boundaries The development of The Grid as a first stage enabled us to frame documents that would speak directly to the major institutional players in any IPM plan. We think this approach is widely applicable to standards and other policy development We believe that IPM-WG can act as a model for developing standards and best practices�.We believe that IPM-WG can act as a model for developing standards and best practices�.

28. Standards or Best Practices? So, what DID we produce? Standards OR Best Practices Green is yes, Red is no In many respects, our templates set out the sort of minimum set of requirements that would be expected in a Standards document Our process of community input and peer review would also meet the requirements for Standards development But we are an ad-hoc group, not a professional organization � we can�t enforce compliance (nor would we want to) So, they are best practices, right? Yes, except for the provision implicit in this definition that best practices reflect standards � where are the standards for IPM that were used to frame our best practices? This is the challenge for the future�. So, what DID we produce? Standards OR Best Practices Green is yes, Red is no In many respects, our templates set out the sort of minimum set of requirements that would be expected in a Standards document Our process of community input and peer review would also meet the requirements for Standards development But we are an ad-hoc group, not a professional organization � we can�t enforce compliance (nor would we want to) So, they are best practices, right? Yes, except for the provision implicit in this definition that best practices reflect standards � where are the standards for IPM that were used to frame our best practices? This is the challenge for the future�.

29. Want to know more? To join IPM-WG Rachael Arenstein: rachaelarenstein@hotmail.com To learn more about the S&BP subgroup Derya Golpinar: dgolpinar@tenement.org To join the Pest list http://www.museumpests.net/listsignup.asp To download this presentation and all other documents mentioned http://www.museumpests.net/ � and we want you to participate in meeting that challenge� and we want you to participate in meeting that challenge

30. Acknowledgements Rachael Arenstein, Neil Duncan, Richard Monk All members of IPM-WG and especially S&BP Subgroup Members: Barbara Brown, Derya Golpinar, T. Rose Holdcraft, Emily Kaplan, Jeremy Jacobs, Gail Joice, Linda Klise, Judith Levinson, Suzanne Ryder, Mike Schwetz, Laura Smyk, Gwen Spicer, Tom Strang, Amber Tarnowski, Paul Wilkinson Insects Limited, Steritech, and Zak Software for support of the group and the annual meetings AMNH Division of Vertebrate Zoology for hosting the meetings Alex Wild, University of Arizona, for permission to use insect images (myrmecos.net) Many thanks to the following�.Many thanks to the following�.

31. The End Thank youThank you