American Institute of Conservation

                            Conservation DistList
                            Thursday, July 22, 1993
                            Instance: 7:14

Date: Wed, 21 Jul 1993 12:41:56 -0400 (EDT)
From: Karen Motylewski 
Subject: AIC flood efforts

The intention is to provide people who may have to respond to a crisis with simple, short, basic instructions for drying a variety of materials that characterize museum collections. It is *not* to provide comprehensive recommendations, and it recognizes that there are many variables in both collections and disaster situations. There may be considerable controversy about this philosophy, and about the specific recommendations, but the fact remains that as a community, we have never compiled generally applicable guidelines for non-professionals faced with salvaging their collections (with the notable exception of Betty Walsh's wonderful summary in WAAC, which I have distributed routinely (with permission from WAAC).

I offer this material for use and comment, and volunteer to coordinate a consensual document for future distribution (assuming we can arrive at some sort of consensus). I *don't* volunteer to take a lot of flack. Refer that to AIC (202-452-9545). Please keep in mind that non-professionals don't always have access to a conservator, don't always have working phone lines, and are not going to sit by and wait until they can be sure they've got the perfect solution when faced with sodden collections. *Nor should they.* What we should try to agree on is what categories of collections to include, what constitutes responsible generic advice, and what seems like the language least likely to be misinterpreted. Basic instructions should be short and sweet, and should project the most likely circumstances. A lot of education is still to be done on emergency preparedness, and most institutions won't have a plan in place.

Remember that NEDCC's handouts (written for non-conservators) include instructions for drying books and paper, drying photos in an emergency, and dealing with mold in a disaster; in addition we distribute some basic emergency preparedness guidelines and a list of (mostly national) emergency service vendors. These are normally available at no charge for up to three titles; for more than three, we ask you to reimburse us for postage and copying. In an emergency, we can probably provide some leaflets online, but formatting tends to be complicated and our systems are very slow (hence $$$ for phone). We'd rather fax them, but do not limit photocopying.

AIC Emergency Instructions

Attached please find disaster response and recovery information: a checklist detailing recommendations for initial response and lists of suppliers and services. The AIC hopes that this information will be of assistance to institutions threatened by flooding. Further information on health and safety issues, salvage recommendations and procedures, conservation referral services, and federal emergency aid are being gathered and prepared. We hope to work cooperatively with the National Institute for the Conservation of Cultural Property NIC) too coordinate the distribution of these materials as soon as possible. We urge you to share this information with your membership. Please identify where it might be most appropriate and useful. if necessary, the AIC referral system is available (202) 452-9545; FAX (2302) 452-9328, to help in locating a professional conservator to assist in response and recovery operations.

E M E R G E N C Y !

If You're First...

The following suggestions may help you respond to an emergency affecting cultural property. While an effort has been made to list them in the order in which they can be addressed, you'll need to adapt them to your circumstances. Read them through and take the time to plan. It's tempting to "get right to work", but initial organization will save you work and perhaps additional loss. For advice, call you local conservator or call AIC's referral service (202-452-9545). Above all, remember that safety comes first: don't endanger yourself or your staff on behalf of objects.
• Try to control or eliminate the problem at its source.

• Turn off the electricity and gas.

• Inform the Director.

• Inform proper civil authorities.

• Find the person in charge of the building (who may or may not be a museum staff person). Assessment will begin after building is declared safe for re-entry.

• Consult your emergency plan.

• Take time to coordinate and plan activities--officials may prevent entry for several days.

• PRIORITIES:

  • Human safety

  • Critical operations: equipment, records, forms, information needed to manage salvage and reopen institution.

  • Collections records: shelf lists, inventory, registrar's logs, etc.

  • Stabilized building

  • Collections, from most important (valuable; heavily used; significant; vulnerable to irreparable damage) to least important.

• Designate:

  • emergency coordinator

  • liaison with the press (one person)

  • liaison with civil authorities

  • individual with financial authority

  • volunteer coordinator

  • journal keeper and photographer to keep detailed records of damage and recovery activities

  • individual who can authorize object movement and treatment.

• Secure the site perimeter.

• Establish a communications network.

• Inform your insurance company:
  • document all stages of response photographically and with a written journal

  • accompany the insurance adjuster and all investigating persons and contractors, taking extensive notes of conversations. Such records may be required in court.

• Ensure that staff and volunteers have current shots (such as tetanus).

• Protect objects by covering, lifting, or evacuating if staff is available and capable.

• Diminish mold growth by reducing the temperature and humidity and by promoting air circulation.

• Identify temporary storage.

• Set up work areas for items that need to be packed or air dried.

• Locate cold storage or freezing facilities.

• Obtain containers and supports for moving and handling objects--plastic crates, polyethylene sheeting, plywood, saw horses, rubber gloves, dollies, carts.

• Handle objects only with rubber gloves -- they may pose a health hazard.

• If time and conditions permit, record objects and destination with film, video, or pencil and paper.

• Label object containers.

• Contact a local conservator, or seek one through the AIC Referral System (202) 452-9545.

WATER EMERGENCY:

• Turn off electricity, blocking entry until done. The power company may have to do this.

• Switch off, divert, or sandbag the water source.

• Clear drains as soon as possible.

• Cover places where water is entering.

• Locate pump and fans, and use only if you know the circuitry is dry.

• Plan mud removal, remembering that it may be contaminated.

• Raise objects out of water.

• Cover objects. Check every 24 hours, uncovering if there is a threat of mold.

• Secure floating objects.

• Move collections up if water is rising.

• LOCATE SUPPLIES: Containers, uninked newsprint, clean sheeting, blotter paper, toweling, flashlights, batteries, fans, extension cords, work lights, ladders, padding materials, mops, buckets, sponges, hand tools, plastic bags, boots, aprons, tags and labels, scissors, pencils and paper, clipboards, filament tape, waterproof markers, rubber gloves, and a source of clean water.

• Contact a commercial dehumidification firm if your building is large, if it is a historic structure, or if a great deal of water has been absorbed.

• Schedule staff and volunteers for work, breaks, and food.

BASIC DRYING PROCEDURES

• GENERAL:
  • Don't hang wet objects without a conservator's advice.

  • AIR DRY means find a cool, dry, space with fans. Use absorbent material (uninked newsprint, blotters, paper towels) under objects. Replace absorbent material as it becomes wet.

  • For wet books, documents, photographs, textiles: If these cannot be air dried within about 48 hours, freeze. If freezer is unavailable, keep as cool as possible until air drying is possible. Expect mold growth.

• FRAMED ARTWORKS: Unframe paintings in a safe place. Keep wet paintings horizontal and paint-side up. FOR ART ON PAPER OR PHOTOS: If image appears stuck to glass/glazing, leave in frame and dry glass-side down.

• PHOTOGRAPHS: Rinse mud off photographs (using gentle water stream or by immersion and gentle agitation). Thoroughly wet photographs can stay wet in a container of clean water. Dry or freeze within 48 hours. Freeze or air dry damp or partially wet photographs.

• BOOKS IN QUANTITY: Remove 2 or 3 books from each wet or partly wet shelf (to relieve pressure). Evacuate completely or partly wet books. Pack snugly, spine down, and freeze. Leave damp books on shelves if space can be made cool and dry. Contact a commercial dehumidification firm if space has been flooded.

• INDIVIDUAL BOOKS: Air dry--stand upright and open covers gently to support book.

• DOCUMENTS/PAMPHLETS: Remove plastic covers. Air dry flat, in piles no thicker than 1/8" within 48 hours; or pack snugly, upright in original folders (if no folders, pack flat) and freeze.

• TEXTILES: Bag wet textiles in plastic. Dip half-saturated textiles in clean water, bag, and freeze. Place in a cool area if freezer not available.

• FURNITURE: Lift furniture above water level. Dab dry with clean cloths. If mud-covered, rinse immediately with clean water. Wrap with plastic and dry slowly, under weights if possible. Leave drawers in place but remove contents.

• BASKETS: Pad with uninked newsprint, replace lids, dry slowly.

• LEATHER: Shape and air dry.

• BONE/IVORY: Dab to absorb excess water, place under loose sheets of polyethylene to slow drying.

• METAL: Dry metal as quickly as possible, using fans and/or sun.

• ANIMAL MATERIALS: Air dry unstuffed specimens and skeletal material on racks in moving air: do not squeeze.

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