Open Forum

Hello all, 

My museum and several others in our community are considering a shared collections storage facility to help with rising offsite storage rental fees and need for additional space for each of our institutions.  

I am wondering if anyone knows if this kind of shared storage endeavor has been done before, and if so, what were the pitfalls and successes?  I personally have a lot of questions related to security and access, but we are still talking through the general feasibility of a project like this.  

I appreciate any leads or contacts you can share!

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Caitlin Podas, Manager of Registration and Exhibitions
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Hi Caitlin! I have been researching around the edges of this topic for a long while. I have a lot of ideas, suggestions, and thoughts. I'll respond offline since none of these are actual examples. I am, however, interested to learn of examples and I hope folks post them here!

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Erin Richardson PhD
Founder and Principal
Frank & Glory
Cooperstown NY
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Original Message:
Sent: 04-11-2024 07:20 PM
From: Caitlin Podas
Subject: Multi-museum shared storage facility

Hello all, 

My museum and several others in our community are considering a shared collections storage facility to help with rising offsite storage rental fees and need for additional space for each of our institutions.  

I am wondering if anyone knows if this kind of shared storage endeavor has been done before, and if so, what were the pitfalls and successes?  I personally have a lot of questions related to security and access, but we are still talking through the general feasibility of a project like this.  

I appreciate any leads or contacts you can share!

------------------------------
Caitlin Podas, Manager of Registration and Exhibitions
------------------------------

Hi Caitlin--

There is a shared archive in Albany, Georgia that you may want to look at--https://heritagecenter.org/explore/south-ga-archives  It was developed through a partnership of three different museums/sites, now under the umbrella of the Artesian Alliance (https://www.artesianalliance.org/). 

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Michelle Schulte
Senior Curator and Director of Programs
LSU Museum of Art
Baton Rouge LA
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Original Message:
Sent: 04-11-2024 07:20 PM
From: Caitlin Podas
Subject: Multi-museum shared storage facility

Hello all, 

My museum and several others in our community are considering a shared collections storage facility to help with rising offsite storage rental fees and need for additional space for each of our institutions.  

I am wondering if anyone knows if this kind of shared storage endeavor has been done before, and if so, what were the pitfalls and successes?  I personally have a lot of questions related to security and access, but we are still talking through the general feasibility of a project like this.  

I appreciate any leads or contacts you can share!

------------------------------
Caitlin Podas, Manager of Registration and Exhibitions
------------------------------

Several of our Museum's sites share collections storage space in a state-owned facility which was originally constructed for records processing and storage. This has some benefits over rented commercial warehouse spaces which had been used in the past, however there are some limitations as well. While the facility does have climate control and good security, the areas available to us were originally configured for different purposes-like small offices and photographic dark rooms- so there are built-ins like cabinetry which limit the use of shelving or the size of objects which can stored, and fume hoods or floor drains that can affect humidity and pest control. The building is also still used for records storage as well as processing and storage of surplus property like furniture and computers so there is frequent traffic from non-museum staff. Access to the building and internal hallways is via electronic locks but our collections storage areas are behind doors with unique keyed locks. Based on our experience I would advocate for a facility dedicated to collections storage with appropriate security, pest, and climate control; maintain a log book of when spaces are accessed and by whom; and ensure that separate spaces can be independently controlled. Features like loading docks and wide doorways are also essential.

If commercial storage buildings are being considered, beware of incompatible neighboring spaces- at a former institution, offsite collections storage in a warehouse shared a wall with a hot sauce manufacturer and rodents were a frequent menace.

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John Turner
Registrar
Museum of Florida History
Tallahassee FL
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Original Message:
Sent: 04-11-2024 07:20 PM
From: Caitlin Podas
Subject: Multi-museum shared storage facility

Hello all, 

My museum and several others in our community are considering a shared collections storage facility to help with rising offsite storage rental fees and need for additional space for each of our institutions.  

I am wondering if anyone knows if this kind of shared storage endeavor has been done before, and if so, what were the pitfalls and successes?  I personally have a lot of questions related to security and access, but we are still talking through the general feasibility of a project like this.  

I appreciate any leads or contacts you can share!

------------------------------
Caitlin Podas, Manager of Registration and Exhibitions
------------------------------

Hi Caitlin,

My museum shares offsite storage with another one. The space we share is a former data center. We have unique keyed locks and an alarm panel. I would recommend setting up monthly meetings with the other museums (ours is called a Conservation Consortium) to discuss IMP and preventative conservation. Make sure some collections staff from some of the museums are checking offsite storage on a regular basis. It's easy for it to become "out of sight, out of mind." For example, our offsite storage building had a leak recently. The other museum knew about it and took steps to mitigate mold growth in their storage area, but didn't notify us about it. Ideally we could share information that kind of information quickly.

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Erika Bentley Holland
Assistant Registrar of Exhibitions
Henry Art Gallery - University of Washington
Seattle WA
------------------------------

Original Message:
Sent: 04-11-2024 07:20 PM
From: Caitlin Podas
Subject: Multi-museum shared storage facility

Hello all, 

My museum and several others in our community are considering a shared collections storage facility to help with rising offsite storage rental fees and need for additional space for each of our institutions.  

I am wondering if anyone knows if this kind of shared storage endeavor has been done before, and if so, what were the pitfalls and successes?  I personally have a lot of questions related to security and access, but we are still talking through the general feasibility of a project like this.  

I appreciate any leads or contacts you can share!

------------------------------
Caitlin Podas, Manager of Registration and Exhibitions
------------------------------

Hi Caitlin:  This is a longer conversation than I can respond to here, but I am happy to discuss by phone about the lessons learned and the issues to consider in setting up an agreement.  I've worked on developing several shared cultural heritage facilities, including preparing the draft agreements between institutions. Sadly, some did not make it past planning for a variety of reasons, including different goals, complex funding issues, administrative conflicts, etc.  Nevertheless, I totally support sharing the speciality facilities needed for proper collections storage.  One successful model of a shared facility for library and archival collections is ReCap. They have a good deal of information on their website. https://recap.princeton.edu/about.

As noted by others, a purpose-built facility is ideal, but a good renovation can be done for appropriate preservation. Please reach out if you would like to discuss. Best, Michele Pacifico 

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MICHELE F. PACIFICO
Archival and Museum Facilities Consultant
PO Box 1490, Jackson WY 83001
301-908-8720
martinpacifico@comcast.net
www.pacificoarchivalconsulting.com
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Original Message:
Sent: 04-11-2024 07:20 PM
From: Caitlin Podas
Subject: Multi-museum shared storage facility

Hello all, 

My museum and several others in our community are considering a shared collections storage facility to help with rising offsite storage rental fees and need for additional space for each of our institutions.  

I am wondering if anyone knows if this kind of shared storage endeavor has been done before, and if so, what were the pitfalls and successes?  I personally have a lot of questions related to security and access, but we are still talking through the general feasibility of a project like this.  

I appreciate any leads or contacts you can share!

------------------------------
Caitlin Podas, Manager of Registration and Exhibitions
------------------------------

Hi Caitlin,

I'm researching the sustainability of shared programs - what it takes to position a shared facility for long-term success once it's established.  Happy to share what I learn along the way, and very much appreciate hearing the wisdom and experiences of others!

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Scarlett Wirt
East Broad Top Archives and Special Collections
FEBT Collections Custodian
------------------------------

Original Message:
Sent: 04-11-2024 07:20 PM
From: Caitlin Podas
Subject: Multi-museum shared storage facility

Hello all, 

My museum and several others in our community are considering a shared collections storage facility to help with rising offsite storage rental fees and need for additional space for each of our institutions.  

I am wondering if anyone knows if this kind of shared storage endeavor has been done before, and if so, what were the pitfalls and successes?  I personally have a lot of questions related to security and access, but we are still talking through the general feasibility of a project like this.  

I appreciate any leads or contacts you can share!

------------------------------
Caitlin Podas, Manager of Registration and Exhibitions
------------------------------