DEPARTMENT OF THE INTERIOR DEPARTMENTAL MANUAL€¦ · · 2015-06-19DEPARTMENT OF THE INTERIOR DEPARTMENTAL MANUAL Museum Property Handbook (411 DM, Volume I) Chapter 7 Housekeeping:

DEPARTMENT OF THE INTERIOR

DEPARTMENTAL MANUALMuseum Property Handbook

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Chapter 7 Housekeeping: "Preventive Conservation"

Release Date: 7:1New

A. INTRODUCTION

1. Definition of Housekeeping

As applied to museum property, the term "housekeeping" isdefined as all of the actions that are taken to protectmuseum objects. Under this broad definition,housekeeping encompasses both the tasks traditionallyassociated with housekeeping, such as dusting, vacuuming,and applying protective waxes, and other, less readilyassociated tasks, such as changing filters in airhandling units, monitoring pests through traps, andmonitoring relative humidity with a hygrothermograph.

2. Purpose of a Housekeeping Program

The purpose of a housekeeping program is to integrate anumber of related but discrete tasks into a comprehensiveprogram of preventive conservation. From other chaptersin Volume I, the program draws elements of the Handbookthat are essential to an effective housekeeping plan: environmental monitoring, equipment maintenance,integrated pest management, handling procedures, storage,security and fire protection, emergency planning, fundingand staffing. A housekeeping program is based on aholistic, integrated approach to preventive conservation.When implemented, this approach provides ongoing,consistent care through staff coordination, and throughadherence to established schedules and procedures thatare applied with professional judgement. By identifyingdeficiencies and calculating staffing and fundingrequirements, an effective housekeeping plan becomes atool for managers to use in preserving the bureau'scultural and natural resources.

A good housekeeping plan clearly outlines: 1) the tasksto be performed; 2) appropriate techniques foraccomplishing the tasks; 3) the frequency of each task;4) the person(s) responsible for performing them; and,5) the appropriate supplies and equipment needed for thepreservation of museum property.

This Chapter provides guidance on developing a



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7:2 Release Date:New

housekeeping program for museum property. Each unitpresents a unique set of factors, therefore, each planwill be site-specific. Climate, geographic location,types of materials in the museum collection, staffexperience, and the site and nature of facilities housingmuseum collections vary widely. The success of theprogram in each unit depends upon the cooperation ofevery staff member -- management, facility managers,maintenance and curatorial staff, discipline specialists,interpreters, and security personnel -- in recognizingand performing their particular and essential role.

Although optional, documentation of these factors in aplan provides more consistent care by institutionalizingthe program. Care of museum property depends onadherence to the plan by the entire unit staff, ratherthan on the personal knowledge of a single or a fewemployees. A plan elevates the day-to-day care of museumcollections to a level above the care afforded othertypes of personal property, recognizing that the peculiarattributes that make it museum property (e.g., rarity,historic or scientific value, or age), dictate adifferent kind and level of housekeeping. Remember,housekeeping is a process, not a product. The carerequired by museum property often exceeds that requiredby other types of personal property.

B. WRITING A HOUSEKEEPING PLAN

1. Introduction

The interdisciplinary nature of a housekeeping plan andits impact demands that staff from each office beinvolved from its earliest stages of development. Conservators and subject matter specialists should beconsulted so that techniques, procedures, supplies andequipment are appropriate for each object and space. These guidelines apply whether the plan is written undercontract or by a member of the staff. Refer to Section Fof this Chapter for additional information concerninghousekeeping.



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2. Recognizing Housekeeping Limits

Housekeeping activities and their potential effect onmuseum objects are extensive and diverse. Some actionsprotect objects from their environment (e.g., installinglight filters, changing heating, ventilation, and airconditioning (HVAC) filters, adjusting window shades, andusing dust covers). Others specifically require handlingof objects (e.g., dusting, applying protective barriers,winding clocks, washing marble hearths and glass windows,vacuuming and refolding textiles, and turning the pagesof books). Housekeeping tasks include wipingfingerprints from exhibit cases, changing light bulbs,maintaining equipment, and replenishing silica gel. Eachof these actions involves the physical endangerment ofmuseum objects, either through handling of the objects orthrough the handling or movement of exhibit furniture orfixtures located near the object. The points to keep inmind when writing a housekeeping plan are: allhousekeeping tasks should be identified and listed; and,all housekeeping tasks should be assigned to and carriedout only by persons qualified and trained to performthem.

3. Components of a Housekeeping Plan

When writing the plan, remember that one purpose for theplan is to establish the process and procedures. Be asspecific and as clear as necessary to convey an accuratehistory of decision-making, actions, and results of theplan. Curatorial staff may write one housekeeping planthat addresses all spaces (e.g., storage, exhibits, andfurnished rooms) housing museum property, or may chooseto write several plans that address individual spacescontaining museum property. All housekeeping plansshould include the following basic components:

a. Title Page

Prepare a title page. Spell out the full name of theunit, and if appropriate, the site within the unit.The Title Page may also serve as the review andapproval page for the housekeeping plan. Figure 7.1



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illustrates the format for the Title Page.

NOTE: Sample housekeeping forms are included inSection E of this Chapter.

b. Statement of Purpose

State the purpose of the plan. An example of textthat might appear in this section is:

This housekeeping plan is a formal, approved documentthat guides curatorial staff in providing consistent,ongoing care for the unit's museum property. Thehousekeeping plan integrates a number of related butdiscrete tasks into a comprehensive program ofpreventive conservation.

c. Description of Scope of the Housekeeping Plan andProgram

Briefly state the impact of the plan by addressingthe following four elements: sites and/or locationsthat will be affected, overview of the museumproperty collection, program objectives, andstaffing.

1) Sites and/or Locations

Briefly describe the space for which the plan isdesigned.

2) Overview of Museum Property

Briefly describe the museum property housed inthe space: its use, purpose, types of objectsincluded, and their significance.

3) Program Objectives



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Most preventive conservation tasks are common tostorage spaces, exhibit spaces, and historicfurnished structures (e.g., maintenance ofsecurity and fire protection systems). However,the function of each space requires distinctobjectives and approaches to housekeeping. Thesedifferences should be noted in this section ofthe housekeeping plan. NOTE: Given the varietyof spaces in the Department of the Interior thathouse museum property, these objectives mayappear to be unrealistic. Remember that they are

conceptual tools intended to help staff designthe best plan possible for a particular space.

a) Storage Spaces

The principles of preventive conservationshould be most effective in a storage areawhere the sole purpose is to prevent exposureof objects to the agents of deterioration. Storage areas that are dedicated spaces withcontrolled access and limited usage generallyhave lower levels of dust and pollutants, agreater likelihood of achieving stabletemperature and relative humidity, and agreater possibility of controlling pests andlight than other spaces. The result shouldbe a cleaner space than can be found ineither an exhibit area or a historicfurnished structure. General cleaning can bemore aggressive because there is less concernfor damaging objects and/or specimens (thatare enclosed in cabinets) in the process.

Preventive conservation in storage areasincludes such unique tasks as maintenance ofstorage equipment and containers(e.g., checking gaskets on specimen cabinetdoors, testing the stability of acid-freefolders, and dusting steel shelving units),and regular condition checks of storedmaterials. (Objects in storage, though



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handled less and suffering less directexposure to the environment than those onexhibit, are more susceptible to neglectbecause they are out of view. Regularcondition checks may be more crucial to thesurvival of these objects than to exhibitedobjects.) More than any other space, storageareas should attain the highest level ofpreventive conservation and cleanlinesspossible.

b) Exhibit Spaces: Indoor Exhibits

In indoor exhibit spaces (e.g., interpretivemedia using museum objects) the emphasis ofthe housekeeping plan is three-fold: toachieve the highest possible level ofpreventive conservation in areas of visitoruse; to maintain much higher levels ofpreventive conservation in the maintenance ofmicroclimates; and to maintain exhibitfurniture and interpretive media(e.g., object labels and panels). The targetfor the interior of exhibit cases is the sameas for storage areas -- the highest possiblelevel of preventive conservation. The planshould also address the care of free-standingexhibits (e.g., statuary), and themaintenance of exhibit cases and furnitureand of furnishings provided for public andstaff use. Preventive conservation tasks inthese areas should include measures taken topreclude the introduction of problems(e.g., placement of mud mats at entrances,the use of high-quality replicas instead oflive plants, or a coat room where packagesare checked).



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c) Exhibit Spaces: Outdoor Exhibits

Outdoor exhibits are the most problematic ofany of the spaces housing museum property. Museum objects in these situations are oftenlarge or heavy (e.g., wagons or farmequipment); are displayed in anuncontrollable environment; and arefrequently actively deteriorating. The unitmust make a conscious and considered decisionregarding the management of such objects. Objects exhibited outdoors are often beingconsumptively used; such use should be aconscious decision and should be approved anddocumented according to procedures outlinedin the Museum Property Handbook, Volume II,Chapter 4. Where multiple examples ofobjects are on exhibit (e.g., church pews),the unit may choose to remove one or severalexamples to a stable museum property storagespace to ensure their long-term preservation,and document the remaining objects. Thehousekeeping plan mitigates, as far aspossible, the rate of deterioration. Publicsafety issues will need to be addressed ingreater detail than in other spaces.

d) Historic Furnished Structures

Housekeeping plans for historic furnishedstructures require ingenuity in balancing thepreservation and protection needs of thestructure and the furnishings. Themaintenance of the structure is an importantaspect of conserving the contents. Seasonalchanges in the environment, visitation levelsand tour routes, and possibly of interpretiveobjectives are of concern. Dissimilarobjects (e.g., brass candlesticks on marbleor wooden tables) are most likely to comeinto contact with each other in this context,and provisions must be made to preventadverse reactions between adjoining



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materials.

Overall interpretive objectives must beconsidered and integrated into the plan. Likewise, interpretive operations mustconsider the needs of the housekeepingprogram. For example, tour groups that aregathered in newly-mown, dusty, or muddy areastrack those materials into the structure. Or, it may be necessary to close thestructure for a short time during the day toallow a quick clean-up of hallways used bythe public. Consultation between curatorialand interpretive staff is crucial to thesuccess of both programs.

It may be necessary to use high-qualityreproductions to achieve interpretiveobjectives without endangering originalmuseum objects. The unit's Museum PropertyCommittee may provide valuable assistance inmaking such decisions and in suggestingalternatives when interpretation andpreservation goals conflict.

4) Staffing: Briefly describe the role ofcuratorial and other staff in implementing theplan.

d. Summary of Management and Use of Museum Objects andSpaces

Review and briefly describe past and presentmanagement policies, special programs, or uses ofspaces housing museum property that impact thecollection. This information is important forplanning purposes, and for anticipating additionalhousekeeping tasks related to each activity. Includeonly those activities that were practiced in the pastor that are now routine and ongoing. For example, ifapplicable:

! state that there is an active program of temporary



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exhibits in a particular area of the visitorcenter;

! state that cooperative association board meetings are held in the room adjoining the main exhibitspace;

! note whether part of the collection is exhibitedin administrative offices, and cite the managementdocument that guides this use.

e. Analysis of the Space Housing Museum Collections

All spaces housing museum collections have particularcharacteristics that should be considered whenplanning for housekeeping. Address unusual spacessuch as enclosures or oversized exhibits that existwithin a larger space, but have separate utilitiesand housekeeping needs. This section of thehousekeeping plan should provide baseline data onexisting conditions, including situations specific tothe area, such as storage of tools in areas adjacentto the exhibit area; proximity of staff lunchroom tomuseum property storage space; location of electricalcircuit switches inside museum property storage area. Procedures and schedules are based in part upon thisinformation.

A detailed narrative should describe existingconditions. (It may be useful to supplement thenarrative with floor plans or multi-layered mylardrawings.) Refer to Figures 7.2a, 7.2b, 7.2c, and7.2d, which illustrate a sample format for thenarrative. The narrative should cover the followingtopics:

1) Spatial characteristics

Describe the building's and the room'scharacteristics. Include size and material ofsurfaces (e.g., floor area, wall area, ceilingarea, and number and type of windows).



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2) Utilities

Describe all utilities located within spaceshousing museum property. Reference appropriatefiles where equipment operational and maintenancemanuals and warranties are located. Describe thechain of command and procedures for procuringemergency service for malfunctioning equipment,including the names and phone numbers of staff;procedures for obtaining outside servicing ofequipment on weekends or at night; and whether ornot a standing account (e.g., a service contractor blanket purchase order) with a respondingvendor has been established. Reference theEmergency Management Plan for Museum Property. The Interior Museum Property Handbook, Volume I,Chapter 12 provides guidance on emergencyplanning. Maintain contact with the maintenanceand administrative divisions to ensure thatinspections by outside companies are performed onschedule, and that service contracts are renewedas necessary. Document the need for suchrenewals and inspections in the housekeepingplan. Include a written description of thefollowing utilities:

a) Water

Specifically list all water sources of whichstaff should be aware for housekeeping oremergencies. Identify the location of mainvalves for emergency shut-off; locatefunctioning sinks and drains.

b) Electricity

Identify all electric outlets that staff mayuse for preservation work. Also listoperable electric appliances such as stoves,water heaters, space heaters, and lightfixtures. Identify the location of circuit



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breakers and the main switch for emergencyshut-off.

c) Gas

If applicable, specifically list all gasoutlets, such as stoves, water heaters, spaceheaters, and light fixtures. Identify thelocation of the main shut-off valve foremergency shut-off.

3) Mechanical system

Describe main components of the mechanicalsystems (e.g., HVAC, air handlers, andhumidistat) and their locations. Provideinformation on types, quantities, and sizes ofportable equipment (e.g., humidifiers anddehumidifiers), and their placement. Provideinformation on types, sizes, and quantities ofair filters, their locations, and maintenanceconsiderations. On the building floor plans,note locations of major components of themechanical system; include portable equipment,air registers, return air grills, drains, andthermostats.

4) Environmental characteristics

Summarize existing environmental factors(e.g., light, temperature, relative humidity,dust and pollution), based on data recorded fromongoing environmental monitoring program formuseum property.

5) Security system

Specifically list all components of the securitysystem (e.g., shunts, detectors, and mirrors),and their special maintenance considerations.

CAUTION: Do not include sensitive securitydetails or information such as codes or lock



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combinations in the housekeeping plan.

6) Fire detection and/or suppression system

List all the components of the fire detection andsuppression system and their special maintenanceconsiderations. Note the locations of sensorsand types of all portable fire extinguishers onfloor plans of the building.

f. Description of Space Usage

Describe the range of activities that occur withineach space housing museum property, and identifyusers. Identify the potential impact of such usesupon museum objects. Address such factors as numbersof visitors, traffic flow, security risks, and numberof staff and volunteers. Seasonal variations, suchas the addition of holiday decorations, changes infurnishings to reflect historic use, andenvironmental fluctuations should be addressed.

g. Description of the Quantity of Museum Property

Group museum object holdings within each space by thefollowing material type categories:

! archeological objects! natural history specimens! paper objects (e.g., records and newspapers)! photographs! textiles! paintings! wooden objects (including furniture)! metal objects! ceramic, glass, and stone objects! basketry! leather and skin objects! composite objects (e.g., wagons, clocks, and musical instruments)! plastics and other synthetic materials! other



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Group museum objects in each space by object typewithin material type (e.g., woven wool floor coveringunder textiles). Create sub-groups as necessary(e.g., list oil paintings and watercolors underpaintings; list copper and iron under metals). Thisprocess provides a sense of quantity and scope thatis useful when determining time factors, materials,and schedules.

h. Identification of Tasks

Write down every task that is needed. The house-keeping plan is based on what should be accomplished,regardless of whether the requirements are currentlybeing met. Managers need to be informed aboutdeficiencies, and provided with accurate staffing andfunding requirements in order to take action to bringthe program up to standard.

Chapters throughout Volume I of the Handbook includeinformation valuable in identifying tasks andprocedures that should be included in thehousekeeping plan. Chapter 5, for example, discussesestablishing an environmental monitoring program. Among the tasks derived from that program are: changing and analyzing hygrothermograph charts,calibrating the hygrothermograph, and replacing thehair element in the machine. Remember to list oftenoverlooked tasks, such as seasonal changes in controlsystems of HVAC systems (e.g., gradual adjustments inthe thermostat setting or installation or removal ofseasonal portable units). Refer to Section F for adetailed list of sections in this part of theHandbook that are pertinent to the development of ahousekeeping plan.

Organize tasks according to category: environmentalmonitoring, cleaning (include structural cleaning),security and fire protection, HVAC, and utilities. Frequently, the list begins to resemble divisionalorganizational charts. For example, law enforcementpersonnel may inspect security and fire protection



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systems while maintenance personnel usually changeHVAC filters. While there are exceptions to thisrule, it may be useful to organize the tasksaccording to the staff assigned to perform them.

Expect "cross-over" tasks (e.g., waxing furniture)that are traditionally associated with 'maintenance'but, because of the nature of the materials involved,are assigned to staff (of any division) appropriatelytrained to complete the task. Begin dividing tasksaccording to the necessary level of expertise. Anexample of housekeeping tasks and assignments tostaff is provided below.

! Change filter of HVAC system. Maintenance

! Dust ceramics. Curatorial staff

! Inspect and test fire detectors. Law (Fire Suppression Company) Enforcement

! Send hygrothermograph 44590 to Curatorial Staff XYZ Company for maintenance.

! Submit annual housekeeping Curatorial Staff budget to Unit Manager.

! Take light meter readings. Curatorial Staff

! Replace protective barriers Curatorial Staff between objects made of dissimilar materials.

! Apply protective barrier to Conservator or Lincoln bust. Curatorial Staff

trained byConservator

! Pull shades in Dining Room of Interpreter Smith House in the afternoon to block sunlight.



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! Rotate textiles in exhibit case Curator to limit exposure.

Break tasks down to their lowest level, and describethem concisely. Use action verbs (e.g., "vacuumbaseboard," or "record cleaning procedures on catalogrecords"). List in order of priority. Approvedprocedures and details for carrying out theseinstructions will be provided in Section B.3.i,"Description of Procedures." Consult with otherdivisions regarding documentation of workloads andcosts. Figures 7.3 and 7.4 illustrate sample formsfor tracking the completion of tasks.

i. Description of Procedures

Procedures for each space and object should be fullydocumented. Include a description of the procedure;special techniques; problems or concerns; number ofstaff; time needed to complete the task; and neces-sary supplies, materials, and equipment. Experiencewill indicate when this information should be revisedand refined.

1) Attitude, approach, and safety

At the beginning of this section of the plan,state the importance of attitude and professionaljudgement. These are crucial elements of anyprocedure. The word 'procedure' connotesroutine; but any procedure carried out with aroutine frame of mind may cause as much harm asgood. The attitude of staff responsible forcarrying out the procedures identified in theplan determines the success of the housekeepingprogram.

Curatorial staff who handle museum objects dailyare often the most intimately acquainted withthose objects. They are more likely to recognizesubtle signs of damage or corrosion, and so arethe front-line defense against deterioration. Their observations of the effect of procedures,



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schedules and the environment upon objects arecritical to assessing the plan and to protectingmuseum property. It is recommended that staff whoare assigned housekeeping duties retain thoseduties over a long period of time. This practiceprovides continuity and increases skill levels,thus strengthening the preventive conservationprogram.

The safety of staff conducting housekeeping isparamount, and should be integrated into alltasks. Provide enough guidance in the plan toprevent accidents or exposure to harmfulsubstances. Specify the number of people neededto complete a task (e.g., anyone using a laddershould have a backup person on the ground). Berealistic. If a substance may be harmful, referthe user to Material Safety Data Sheets (MSDS).

2) Selection of appropriate procedures

Procedures for the care of museum property shouldbe specific to each object and material type. Using the data accumulated in the space analysis,select appropriate procedures for each category. Provide details on any special handlingconsiderations, specific supplies, andapplication techniques for each specific objector group of objects.

Museum objects are often complex or fragile, andrequire an individual set of instructions. Elements that may influence the selection ofprocedures include inlaid or painted surfaces,working parts, or fragile structure. Additionalprofessional assessment may be needed beforeselecting a procedure for such objects.

Include a narrative description of selectedprocedures in the plan for ease of reference. Refer to Figure 7.5 for a sample form fordocumenting procedures. Begin by consulting thecuratorial care appendices referenced in



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Section F of this part of the Handbook forinformation regarding preventive conservation ofparticular material types. If a ConservationSurvey has been conducted, incorporate theconservator's recommendations into thehousekeeping plan. For general information,refer to sources provided in Section F of thisChapter.

j. Identification of Supplies and Equipment

Supplies and equipment used to care for objectsshould be marked and used only for that purpose. Inaddition to preventing the unintentional introductionof damaging dirt and residues from non-museumcleaning into spaces housing museum property,limiting use of these items provides data regardingthe quantities expended to maintain the program. Keep equipment clean and in good repair. In additionto equipment needed to carry out tasks, considercost-effective measures to keep the program runningsmoothly. For example, purchasing a small washer anddryer to ensure that cotton gloves are cleanedregularly may be more efficient than taking stafftime to visit the laundromat or to continuallyreplace soiled gloves with new ones. Keep records ofthe quantity and cost of supplies used throughout theyear. This data can be used for estimating theoperating budget. Section D provides a shortchecklist of essential housekeeping supplies.

k. Development of a Schedule

Combine information on specific tasks and proceduresto be performed (identified above) into a schedulefor accomplishing each one. Procedures may be listedon a separate sheet, but should be cross-referencedto the schedule. Organize the schedule as follows:

! daily! weekly! monthly! quarterly



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! semi-annually! annually! cyclically (less often than annually)! as needed

A chart is a convenient way to format the schedule. List tasks and responsible staff. Provide a spacefor initials and dates to document that the schedulehas been checked, the need to perform a procedureassessed, and the task (if judged necessary) has beencompleted. To facilitate tracking and monitoring ofthe plan, it may be helpful to divide tasks accordingto the responsible office (e.g., maintenance andcuratorial staff). A separate, chronologicallyorganized chart can be used to show progress. Thesesample charts, illustrated in Figures 7.3 and 7.4,should be filed for future reference.

l. Assignment of Duties

It is important that curatorial staff provideoversight for the housekeeping program. They areresponsible for:

! writing or coordinating the writing of the plan (e.g., plans may be written by contract);

! maintaining communications between all responsible personnel;

! ensuring that all parts of the plan are executedon schedule and according to established procedures;

! providing training; and,

! monitoring the program to ensure that objectives are met.

Staff from other divisions are responsible forcompleting their assigned tasks, and for reportingany problems or observations to the coordinator. Supervisory responsibilities for individual staff



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often remain with their divisional supervisor. Inthis case, the curator and the supervisor workclosely to coordinate and evaluate staff performance. All persons should be trained in techniques to safelyand efficiently complete their tasks. Training (andperiodic refresher courses) should include handlingtechniques, use of monitoring equipment, hands-onpractice with application of cleaners or polishes,

and observing signs of object deterioration anddamage.

C. IMPLEMENTING THE HOUSEKEEPING PLAN

Implementation of the housekeeping plan requires dedicatedfunding and staffing.

1. Budget for an Ongoing Program

An ongoing housekeeping program requires management'scommitment to properly fund and staff the program. Gather data on expenditures and provide managers with thefigures they need to fund the program. Housekeepingshould be accomplished through a continuing, operationalbudget -- not through donations from the cooperatingassociation or special project funding sources. Identifysources of funding for each need: where does the moneyactually come from? Where should the money be comingfrom? Are appropriate funding sources being used tosupport the housekeeping program? Identify needs inplanning and programming documents to ensure that they"get into the program". Refer to Chapter 14 forinformation regarding programming, funding, and staffingfor museum property.

Time and cost estimates proposed in the plan can berefined as hard data is accumulated. A log of expensesmay note the following information:

! personnel! equipment! purchases



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! maintenance! supplies

! regular! occasional

! shipping costs! training! funding sources

2. Coordinate Responsible Staff

Curatorial staff involvement in the development of theplan from the outset increases the chances of ongoingcommitment from all responsible parties. However, toachieve a holistic, integrated approach to preventiveconservation, coordination and continuing contact betweendivisional staff is also crucial. A housekeeping plan isonly effective if the responsible staff consistentlyanalyze accumulated data; practice established techniquesand procedures; and adhere to schedules. The curatorialstaff person who oversees the housekeeping plan shouldmaintain contact with individuals from other divisionswho are responsible for completing parts of thehousekeeping plan.

Establish lines of communication between offices thatfacilitate recordkeeping and that consume as little timeas possible. Staff who fulfill their roles in the planmay notify the coordinator upon completion of thosetasks, or the coordinator may want to keep a 'ticklerfile' and initiate contact themselves. The sample formsillustrated in Figures 7.3 and 7.4 illustrate methods ofclearly showing the status of the plan to all staffinvolved.

Provide supervisors and staff with copies of the plan fortheir reference. Especially in the beginning phases ofthe plan, work closely with all relevant staff to answerquestions and to ensure that the staff feels comfortablewith the duties assigned to them. Provide as muchflexibility in scheduling as possible, but emphasize thatthe housekeeping program in spaces housing museumproperty is to be kept on schedule. Investing time atthe outset may prevent significant disputes or problems



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from arising later.

Devote time to visiting facilities housing museumproperty and talking with staff. Regular, informalmeetings with supervisory staff and with those actuallydoing the work provide a forum for concerns andinnovations that keep the staff and the plan workingsmoothly. Remember the best-written policy or procedureneeds consistent application to be effective. Managementsupport is critical to the success of the program. Keepmanagers involved and apprised of accomplishments,difficulties, and costs. Any major changes to the planshould be reviewed and approved by management beforehand.

3. Monitor and Revise the Plan as Necessary

Housekeeping plans are dynamic documents. It isrecommended that the plan be put in a three-ring binderto facilitate revision. The effect of actions takenshould be evaluated regularly. When other planning orprocedural documents (e.g., security surveys, emergencyoperating plans, and interpretive tours) are updated,revise the housekeeping plan accordingly. The followingelements are examples of components that should beassessed.

a) Conservation Survey of Museum Objects

The condition of museum objects should be assessed todetermine whether preventive conservation practicesare indeed providing a stable environment and whetherthe object itself is stable as a result. Althoughobjects may be monitored on a regular basis bycuratorial staff who are trained to do so, overallassessment to establish baseline data should beconducted and recorded by a conservator in aConservation Survey. Photographs are also helpful indocumenting and determining the rate of deteriorationof museum property. Photographic documentationshould include close-up views that show the object'scondition.



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b) Environment

Environmental monitoring provides a record of theeffectiveness of temperature and humidity controls,and of measures taken to reduce light. Curatorialstaff should react to any drastic change in suchconditions by determining the cause of the change,correcting the problem, and/or removing museumobjects to stable and safe conditions.

c) Security

Components of the electronic security and firedetection and/or suppression system protecting anarea housing museum objects may have deteriorated orbecome obsolete, and need to be replaced. Securityprocedures should be reviewed to determine theireffectiveness.

d) Other Indicators

Other indicators provide data on the effectiveness ofthe housekeeping program. A decrease in the numberof insects trapped in sticky traps may indicate thatplacement of the traps has effectively stoppedinsects at the perimeters of a structure before theyreach storage areas. However, analysis of theeffectiveness of any part of the program should bebased on all available information. In the exampleprovided, a decrease in the number of insects mayalso be caused by a general decrease in thepopulation due to seasonal variation. Anotherindicator of the plan's success might be that filtersin an air purifier installed in a storage room needless frequent changing once dirt and dust levels havebeen reduced. By assessing all of the indicators, aclear picture of the plan's effectiveness may beobtained.

When parts of the plan are ineffective, alternativesshould be considered. For example, the staff notesthat the patina of a statue has been rubbed offbecause visitors repeatedly touch it during tours



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through a historic house. Although protectivebarriers recommended by the housekeeping plan havebeen applied by a conservator, it is clear thatdeterioration is continuing. Moving the statue orproviding physical barriers that prevent the publicfrom reaching the object may be necessary.

Regular monitoring of the plan and its effectsinevitably suggests needed changes and refinements. The plan as a whole should be reviewed annually andrevised as needed. Professional review of theinitial plan is critical, and review of any changesmade in the plan also should receive the attention ofspecialists. Management approval should be obtainedwhenever a significant change is made to the plan. Review recommended procedures, techniques, supplies,and schedules to ensure that they remain valid.

D. CHECKLIST OF ESSENTIAL HOUSEKEEPING SUPPLIES AND EQUIPMENT

TASK EQUIPMENT

DUSTING(Objects and floors) Cotton cloths (diapers), magnetic

wiping cloths, Chinese hakebrushes, cotton dust mop, fiberglass screen, vacuum cleaners(see "VACUUMING" below)

DAMP CLEANING(Objects and Floors) string and sponge mops, mop and

rinse buckets, isopropyl or ethylalcohol, distilled water, IvorySoap, Murphy's Oil Soap, andOrvus WA Paste Soap, Brillianize,rubber gloves

WAXING(Wood and Metal) Stoddard solvent, VM&P Naptha,

Renaissance Wax, Butcher's Wax,



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Staples Wax, cheese cloth

POLISHING(Metal) Goddards or Eureka polishing

cloth

VACUUMINGcanister style vacuum withvariable suction and doublefilters, hand-held or over-the-shoulder vacuum

E. SAMPLE FORMS FOR WRITING AND TRACKING A HOUSEKEEPING PLAN

This section contains sample forms for writing and tracking ahousekeeping plan. The format and content of these sampleforms may be adapted to meet the specific needs of eachbureau and/or unit. The following forms are included:

7.1 Title Page7.2a-d Sample Analysis of Space Form7.3 Sample Daily Housekeeping Schedule7.4 Sample Quarterly Housekeeping Schedule7.5 Sample Housekeeping Procedure Form



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BUREAU NAME

UNIT NAME

JOHN SMITH TAVERN HOUSEKEEPING PLAN

Prepared by: Title Date

Recommended by: Unit Review/Approval Date

Approved by: Unit Review/Approval Date



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Figure 7.1. Sample Title Page



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ANALYSIS OF SPACE

Unit: (name, acronym, or other identifier)

Building: (name and/or space number)

Room: (name and/or number)

Prepared by:

Date:

1. Spatial characteristics

a. Floor area (square feet)

Floor or stair surfaces: describe materials or finishes(i.e., wood carpet or runners)

b. Wall area (square feet)

Wall surfaces: describe materials or finishes (i.e., paint or wallpaper)

Number of windows:

Type of windows:

Type of window treatment (i.e., draperies, curtains, shades,shutters, and storm windows):

d. Ceiling area (square feet)

Ceiling surface: describe materials or finishes (i.e., paint or ceiling paper)



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Figure 7.2a. Sample Analysis of Space Form



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2. Utilities

a. Water (all sources and locations)

b. Electricity (all outlets, operable appliances, lightfixtures, and circuit breakers)

c. Gas (all outlets and location of shut-off valves)

3. Mechanical system: location of main components (e.g., HVAC, airhandlers, humidistats, and dehumidifiers) their type, quantity,and size)

4. Environmental characteristics:

a. Type of lighting

1) Natural (through what source, and from which direction):

2) Artificial (what type, wattage, and quantity):

b. Visible light readings

Date: Level: Location: Date: Level: Location: Date: Level: Location: Date: Level: Location:

c. Ultraviolet readings

Date: Level: Location: Date: Level: Location: Date: Level: Location:



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Figure 7.2b. Sample Analysis of Space Form (Continued)



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d. Temperature readings

Instrument used:

Location in room:

Date: Level: Location:


e. Relative Humidity readings

Instrument used:

Location in room:



5. Security system (type and location):

6. Fire detection/suppression system (type and location):

7. Space usage

a. Staff:

b. Visitors:

c. Special events:

8. Museum property: list quantities by type of material, includingmore specific subgroups (e.g., "paintings" and "watercolors"within "paintings").

a. archeological objects:



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Figure 7.2c. Sample Analysis of Space Form (Continued)



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b. paper objects:

c. textiles:

d. paintings:

e. wooden objects:

f. metal objects:

g. ceramic, glass, and stone objects:

h. organics (e.g., leather, skin, feathers, and ivory):

i. natural history materials:

k. composite objects:

l. plastics and other modern inorganics:

m. other:



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Figure 7.2d. Sample Analysis of Space Form (Continued)



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John

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Figure 7.3. Sample Daily Housekeeping Schedule



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John

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1993

1994

1995

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Figure 7.4. Sample Quarterly Housekeeping Schedule



(411 DM, Volume I)



UNIT NAME

HOUSEKEEPING PROCEDURE

TASK: Vacuum silk sofa

SCHEDULE: Quarterly

STAFF: 2

SUPPLIES: VacuumTextile vacuum brushfiber glass screen

TECHNIQUES: Move sofa out from wallLift under wood frame at each endOpen suction control on vacuum hoseVacuum through fiber glass screen

CAUTIONS!: Do not put pressure on the weak silk on front, back or sides.

Do not try to roll sofa on casters.Lift carefully and set it down gently.

Name: Author's nameTitle: Curatorial StaffDate: May 12, 1992



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Figure 7.5. Sample Housekeeping Procedure Form



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F. SELECTED BIBLIOGRAPHY

1. Published Sources

Chambers, J. Henry 1976 Cyclical Maintenance for Historic Buildings.

Washington, DC: National Park Service,Interagency Historic Architectural ServicesProgram, Office of Archeology and HistoricPreservation.

Canadian Conservation InstituteCCI-ICC Notes. Ottawa, Canada: CanadianConservation Institute.

Department of the Interior1992 Departmental Manual Museum Property Handbook

411 DM Volume I. Washington, DC

Chapter 4: "Introduction to Museum Property Preservation"

Section A.1 "Preventive Conservation"

Chapter 5: "Environmental Agents of Deterioration"

Section D. "Monitoring and Controlling Relative Humidity and Temperature"

Section E.2 "Monitoring Light Levels"Section E.3 "Controlling Light Levels"Section F.3 "Establishing an Air Pol-

lutionMonitoring Program"Section F.4 "Methods for Controlling Air Pollution"

Chapter 6: "Biological Infestations"

Section C. "Establishing an Integrated



(411 DM, Volume I)



Pest Management Program for Museum Property"

Chapter 8: "Handling, Packing, and Shipping"

Section A. "Importance of Proper Handling"Section B. "Practices to Ensure Object Safety"Section C. "General Rules for Handling Museum Objects"Section D. "Rules for Moving Objects"

Chapter 9: "Museum Property Storage"

Section B. "Components of Museum Property StorageSection C. "Museum Property Storage Planning"

Chapter 10: "Conservation Treatment"

Section A.2 "Minimum Treatment Necessary"

Chapter 11: "Museum Property Security and Fire Protection"

Section C.1a "Employee Training"Section D. "Corrective Actions to Ensure Museum Security"Section E.1,3 "Fire Prevention" "Fire Suppression"

Chapter 12: "Museum Property Emergency Planning"

Section C.1 "Assign Responsibility for Planning"Section C.9 "Train Personnel in How to



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Use the Plan"Section C.10 "Test the Plan"Section C.12 "Keep the Plan Current"

Chapter 13: "Professional Considerations"

Section B. "Curatorial Health and Safety"

Chapter 14: "Planning, Funding, and Staffing"

National Park Service1990 Museum Handbook, Part I. Washington, DC:

National Park Service, Curatorial ServicesDivision.

Curatorial Care Appendices:

Appendix I: "Curatorial Care of Archeological Objects"

Section B. "Handling Archeological Materials"Section C. "Cleaning Archeological Objects"Section D. "Preventive Care: Environmental Requirements"

Appendix J: "Curatorial Care of Paper Objects"

Section D. "Preventive Conservation"

Appendix K: "Curatorial Care of Textile Objects"



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Section D. "Preventive Conservation: Environment, Pests, and Handling"Section E. "Preventive Conservation: Storage"Section F. "Preventive Conservation: Exhibit"

Appendix L: "Curatorial Care of Paintings"

Section C. "Preventive Conservation of Paintings"

Appendix M: "Curatorial Care of Cellulose Nitrate Negatives"

Section C.3c "Monitoring"

Appendix N: "Curatorial Care of Wooden Objects"

Section E. "Preventive Conservation"

Appendix O: "Curatorial Care of Metal Objects"


Appendix P: "Curatorial Care of Ceramic, Glass, and Stone Objects"


National Park ServiceConserve O Gram Series (Rev. 1992). Washington, DC: National Park Service,Curatorial Services Division.



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Lewis, Ralph H. 1976 Manual for Museums. Part 3, "Furnished

Historic Structure Museums", Chapter 11 andPart 4, "Exhibit Maintenance andReplacement", Chapter 15. Washington, DC: U.S. Government Printing Office.

Sandwith, Hermione and Stainton, Sheila1984 The National Trust Manual of Housekeeping.

London: Penguin Book.

Simonson, Kaye Ellen (compiler) 1990 Maintaining Historic Buildings: An Annotated

Bibliography. Washington, DC: U.S.Department of the Interior, National ParkService, Preservation Assistance Division.

2. Specific Documents Pertaining to Housekeeping

The specific document that can be used to support thedevelopment of the housekeeping program is:

Conservation Survey

Museum Property Storage Plan



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