Names: Tomaquin, Ryan Nel, Salcedo, Kenneth and
Cultural and Ethnographic Items: Traditional
Kian Lazareno
Subject: HIS142 - Museum and Archival
Management
Assigned Topics: Preservation, Digitization and
Threat Planning
Learning Outcomes
a. Understand the significance of preservation in
museums and archives.
b. Explore the different methods and techniques used
for preserving various artifacts, documents and
records.
c. Examine the role of digitization in museums and
archives
d. Investigate the importance of Threat Planning in
museum and archival management.
Topic 1: PRESERVATION by Kenneth Salcedo
(Preservation in Museum)
Preservation - It is the practice of ensuring the long-
term survival and integrity of artifacts, documents,
and records.
It includes maintaining ideal environmental
conditions, proper handling, and conserving items to
prevent deterioration.
 Museums focus on preserving objects and
artifacts for public exhibition such as:
1. Artworks: Paintings, sculptures, and other forms
of visual art, both classical and contemporary.
2. Historical Artifacts: Ancient pottery, weapons,
clothing, tools, and other objects from past
civilizations.
3. Natural History Specimens: Fossils, minerals,
taxidermied animals, and botanical specimens.
4.
clothing, jewelry, masks, and instruments from
various cultures around the world.
5. Historical Documents: Letters, manuscripts,
maps, and other written records of historical
significance.
6. Technology and Science Artifacts: Antique
scientific instruments, early technological devices,
and inventions.
7. Archaeological Finds: Objects unearthed during
archaeological excavations, such as pottery shards,
coins, and ancient tools.
8. Numismatic Collections: Rare coins and currency
from different time periods and regions.
9. Textiles and Fashion: Historic clothing, textiles,
and fashion accessories.
10. Fine Decorative Arts: Furniture, ceramics,
glassware, and other decorative items.
The preservation and exhibition of these objects and
artifacts in museums serve educational, cultural, and
research purposes, allowing the public to connect
with history, art, science, and culture. Museums play
a crucial role in safeguarding and sharing these items
for future generations.
 Archives prioritize the preservation of
documents, records, and other written or
recorded materials.
1. Historical Documents
This category includes letters, diaries, manuscripts,
and other personal writings from historical figures,
which provide insights into their lives and times.
2. Government Records
Archives commonly house official documents
produced by government bodies, such as birth and
death records, land deeds, court records, and
legislative proceedings.
3. Business and Organizational Records
These can encompass financial records, business
correspondence, annual reports, and records from
nonprofit organizations, offering a view into their
operations.
4. Photographs and Visual Materials
Photographs, films, and other visual records may be
preserved in archives, helping document historical
events, people, and places.
5. Maps and Architectural Drawings
Archives often contain maps, blueprints, and
architectural drawings that offer insights into urban
development, land use, and architectural history.
6. Audio Recordings
Oral history interviews, speeches, and other audio
recordings can be valuable historical sources.
7. Newspapers and Periodicals
Archival collections may include old newspapers and
periodicals, preserving a record of the news and
events of the past.
8. Academic Papers and Research Materials
University archives may store the works of scholars,
including research papers, theses, and dissertations.
9. Memorabilia
Some archives house three-dimensional objects, such
as medals, clothing, and personal items, alongside the
accompanying records.
10. Electronic Records
In the digital age, archives are increasingly dealing
with electronic records, including emails, databases,
and other digital documents.
11. Genealogical Records
These can include family trees, census data, and
genealogical research materials.
The materials in archives are selected for their
historical, cultural, legal, or research significance,
and archivists play a critical role in organizing,
preserving, and making them accessible to
researchers and the public. Archives are essential for
preserving the collective memory of societies and
enabling future generations to study and understand
their history.
Museum and Archival Preservation
1. Temperature Control
a. Museum - Ideal Temperature: Museums generally
aim for a temperature of around 70°F (21°C). This
temperature is chosen to provide comfort for visitors
while minimizing the risks of artifacts being exposed
to extreme temperature fluctuations.
b. Archive - Ideal Temperature: Archival institutions,
including libraries and archives, typically maintain a
cooler temperature of around 65°F (18°C) or even
lower. This lower temperature helps slow down the
degradation of paper, ink, and other materials used in
documents and records.
2. Light Control
a. Museum
Lighting for Display: In museums, controlled
lighting is used to illuminate exhibits. It's essential to
strike a balance between providing adequate visibility
for visitors to appreciate the artwork and protecting
artifacts from light damage. Museums often use a
combination of natural and artificial lighting, with
UV-filtering glass or film to reduce harmful
ultraviolet (UV) radiation.
Light Exposure Limits: Artifacts, especially
sensitive ones, may have recommended light
exposure limits. Curators and conservators carefully
consider the duration and intensity of light exposure
when planning exhibitions to minimize the risk of
fading or damage to artworks.
b. Archive
Limited Light Exposure: In archives, documents,
manuscripts, and records are extremely vulnerable to
light damage. Archival materials are typically stored
in boxes, folders, or protective enclosures that shield
them from light. These materials are only exposed to
light when necessary, such as when researchers
access them.
Low Light Levels: Archival storage areas often
maintain low light levels to minimize the risk of
fading, yellowing, or deterioration of paper and ink.
Light sources may be shielded, and researchers may
use special low-intensity lighting when working with
documents.
3. Proper Handling
a. Museum
Artifact Handling Guidelines: Museums establish
specific guidelines for the handling of artifacts. Staff
and curators are trained in these guidelines, which
may include instructions on how to lift, move, and
position artifacts with care to avoid physical damage.
Gloves and Tools: Museums often require the use of
gloves when handling artifacts, especially delicate or
sensitive items. Specialized tools like padded
supports, cradles, and mounts are used to support and
move objects safely.
Display and Rotation: For artifacts on display, they
are carefully installed and secured to prevent shifting
or falling. Museums may rotate items on display to
reduce light exposure and environmental stress on the
objects.
b. Archive
Gloves: When working with archival materials,
researchers and archivists often wear gloves to
prevent the transfer of oils and contaminants from the
skin onto documents. However, in some cases, gloves
may not be necessary and can be more of a
hindrance, so guidelines vary depending on the
specific materials and policies of the institution.
Supports and Handling Aids: Archival materials
are typically handled on clean, stable surfaces, and
supports are used to protect fragile or brittle items.
For example, book cradles or weights can be used to
keep documents open and flat without causing
damage.
Minimal Handling: The general rule in archives is
to minimize handling as much as possible. Archival
materials are usually cataloged and organized in a
way that allows researchers to access specific items
without excessive handling.
4. Proper Storage
a. Museum
Display and Storage: In museums, storage areas are
designed to accommodate artifacts not currently on
display. Artifacts are often stored in specially
designed cabinets, racks, or shelving systems that
protect them from physical damage, dust, and light.
Display storage is used for items that are rotated in
and out of exhibitions.
Climate Control: Museums maintain climate control
systems to regulate temperature and humidity. These
systems help prevent artifacts from deteriorating due
to fluctuations in environmental conditions.
Cushioning and Supports: Artifacts are typically
stored with appropriate cushioning and support
materials to prevent them from shifting, rubbing, or
experiencing stress that could cause damage.
b. Archive
Archival Storage Materials: Archival institutions
use acid-free and lignin-free storage materials to
house documents, photographs, manuscripts, and
other paper-based materials. These materials are
designed to protect against degradation over time.
Protective Enclosures: Archival materials are often
placed in protective enclosures like acid-free folders,
boxes, and sleeves. These enclosures shield
documents from dust, light, and physical handling.
5. Cleaning and Maintenance
a. Museum
Cleaning: Artifacts and display areas are regularly
cleaned to prevent dust buildup, which can lead to
damage or degradation. Cleaning methods vary
depending on the artifact's material and fragility. For
instance, delicate items may be cleaned with soft
brushes or compressed air, while sturdier artifacts can
be wiped with gentle cleaning solutions.
b. Archive
Storage Maintenance: Archival enclosuresmaterials
are stored in acid-free and lignin-free to protect
against deterioration. These materials may need
periodic replacement to prevent acid transfer from
aging enclosures.
Document Cleaning: Archivists may occasionally
clean documents using specialized techniques and
materials to remove surface dirt and contaminants.
However, this is typically done sparingly and only
when necessary.
DIGITIZATION by Kian Lazareno
(Digitization in Museum)
Digitization- This involves creating digital copies of
physical items, such as photographs or documents, to
ensure their accessibility and preservation.
It also includes managing digital archives and
ensuring their long-term viability.
 Museums digitize items in their collections
to increase accessibility, provide virtual
exhibits, and aid in research. This often
includes high-quality images and 3D scans
of objects, which can be resource-intensive.
Digitizing items in museum collections is a
multifaceted process with several key objectives and
resource-intensive elements:
1. Increasing Accessibility:
a. Wider Audience: Digitization makes it
possible to share a museum's collection with a global
audience. People from different parts of the world
can access the digitized items online, expanding the
museum's reach.
b. Inclusivity: Digitization promotes
inclusivity by making cultural and artistic heritage
available to individuals who might not have the
opportunity to visit the physical museum due to
geographic, economic, or mobility constraints.
2. Providing Virtual Exhibits:
a. Online Exhibitions: Museums can create
virtual exhibits by digitizing their collections,
offering visitors a unique and immersive online
experience. This allows museums to tell stories and
curate thematic exhibits without the limitations of
physical space.
b. Interactive Experiences: Virtual exhibits
often incorporate multimedia elements, such as
videos, audio, and interactive features, enhancing
visitor engagement and learning.
3. Aiding in Research:
a. Research Accessibility: Researchers,
scholars, and students can access digital collections
for academic and scientific research. This facilitates
the study of historical, artistic, and cultural materials
without the need for physical presence.
b. Comparative Analysis: Digitized items
enable side-by-side comparisons and in-depth
analysis, which is valuable for art history,
anthropology, and other research fields.
4. High-Quality Images and 3D Scans:
a. Image Quality: High-quality images are
crucial for capturing the details and nuances of
artifacts and artworks. This requires specialized
equipment and skilled photographers to ensure the
fidelity of the digital representation.
b. 3D Scanning: In the case of sculptures,
artifacts, and three-dimensional objects, 3D scanning
technology is used to create detailed digital replicas.
This offers a comprehensive view of the item,
including texture and form.
5. Resource-Intensive Process:
 a. Equipment and Expertise: Digitization - Researchers can access digitized records online,
demands a significant investment in specialized saving time and effort while broadening the reach of
equipment, such as high-resolution cameras, lighting, the archive's collections to a global audience.
and 3D scanners. Skilled photographers,
conservators, and technicians are needed to operate
this equipment effectively.
3. Optical Character Recognition (OCR):
b. Data Storage: High-resolution images and
- OCR is a technology used to convert printed or
3D scans generate substantial data, which requires
handwritten text into machine-readable formats.
storage and management. Museums must allocate
When documents are scanned, OCR software
resources for robust data storage solutions.
recognizes and translates the text content into a
(Digitization in Archive) by Kian Lazareno digital format, which can be indexed, searched, and
manipulated electronically.
 Archives also digitize documents, but their
primary focus is on making textual records - OCR is especially useful for handwritten texts, as
searchable and accessible to researchers. it can interpret cursive handwriting, although the
They may use Optical Character accuracy may vary depending on the legibility of the
Recognition (OCR) to convert printed or handwriting.
handwritten text into machine-readable
4. Metadata and Indexing:
formats.
- Alongside OCR, archives often add metadata and
When archives digitize documents, their primary
indexing to digitized documents. Metadata includes
objective is to enhance the searchability and
information about the document's title, date, author,
accessibility of textual records, and they often use
and subject, which helps researchers quickly identify
Optical Character Recognition (OCR) technology for
and contextualize materials.
this purpose.
- Indexing involves organizing documents into a
1. Enhancing Searchability:
structured database or catalog, making it easier to
- Archives typically house vast collections of browse and search for specific records within the
historical documents, such as letters, manuscripts, collection.
and official records. These materials are often in
5. Long-Term Preservation:
paper format and can be challenging to search
through manually. - In addition to improved accessibility and
searchability, digitization contributes to the long-term
- Digitization enables archives to create digital
preservation of historical documents. Digital copies
copies of these documents, making it easier to search
serve as backups in case of damage or deterioration
and retrieve specific information. Researchers can
to the original materials.
use keywords and phrases to search the digitized text,
significantly speeding up the research process. - Archives implement strategies for managing
digital archives and ensuring their sustainability over
2. Accessibility to Researchers:
time.
- One of the primary goals of archives is to make
their holdings accessible to researchers, historians,
scholars, and the general public. Digitization allows
remote access to the documents, reducing the need
for physical visits.
In summary, archives use digitization, often with
OCR technology, to make their textual records
searchable and accessible to a wider audience. This
practice significantly enhances the efficiency and
effectiveness of research while preserving the
historical and cultural heritage preserved in their
collections.
Threat Planning by Ryan Nel M. Tomaquin
Threat Planning - involves developing a disaster
preparedness or emergency response plan or diaster
plan in an institutions like museums and archives in
order to safeguard its collections and protect the staff
and visitors from potential threats.
Threats - are risks or diasters that may affect the
institution such as fire (deliberate or accidental), theft
( intruder breaking the premises or an authorized
visitors or a dishinest member of staff), pest, natural
disasters (flood and earthquake).
Discussion 1: Disaster Plan
Disaster Plan
- it is a written policy accompanied by procedures
that prevent harm and minimize damage from
disasters or threats (man-made/natural).
- The plan should be tailored to the institution's
circumstances, needs, facilities and should cover all
relevant threats or disasters.
Discussion 2: Parts of Disaster Plan
1. Introduction - This section includes the overview
and objectives of the plan.
2. Human Resources - This section contains
information about the Emergency Response Team.
Institutions like museum and archives should have a
ERT which is composed of:
a. Response Leader - he declares emergency
and implements the Disaster Plan and evacuation
procedures.
b. Collections Leader and his Assistant -
They are the one ensuring the safety of the
collections and vital records.
c. Facilities Leader and his Assistant - They
are the one ensuring the safety of the people and the
security and integrity of the building.
d. Communications Leader and his Assistant
- They are the one who contact the emergency
services like fire and police departments and
ambulance.
3. Emergency Contact Information - This section
includes information about the staff list and their
contact information as well as the mobile or
telephone number of fire and police departments and
ambulance.
4. Emergency Preparation Procedures - ain
preparing this section, institutions are encourage to
assess what potential threats may affect them.
5. Emergency Response Procedure - When an
emergency occurs, the staff need a clear direction on
how to respond.
6. Clean-up and Salvage Procedures - After a
disaster occurs the institutions like museums and
archives will need to take steps to return to normal
operations.
7. Evacuation Plan - This section should provide
instructions for exitinf the building and ensuring that
the staff and visitors exit safely.
8. Supplies - This section contains information about
the list of emergency supplies need during an
emergency.
Discussion #3: Museum Security
Museum Security - refers to the measures and
strategies put in place to safeguard a museum's
physical assets, including valuable artworks,
historical artifacts, and cultural treasures, as well as
the safety of visitors, staff, and the facility itsel
A. Perimeter Protection - focuses on safeguarding
the external boundaries of the museum.
(a) Protection by wall, fencing or electronics. Ambrose, Timothy and Paine, Crispin. Museum
Basics. New York: Routledge, 2006.
(b) Security lighting at night.
Liston, David. Museum Security and Protection. New
(c) Patrolled at night by guards, dogs or police.
York:Routledge, 2005.
(d) Adjacent to other buildings.

(e) Cars parked close to the main building.

B. Shell Protection - concerned with securing the

physical structure of the museum itself.

(a)Windows, particularly on the ground floor, to be

protected by bars, grilles, shutters or similar physical
means.

(b)Doors to be of substantial material and fitted with

good quality security locks (BS3621).

(c) Building provided with a modern efficient

intruder alarm system terminating at a police station
or centralcontrol station, monitored twenty-four
hours.

Conclusion:

The field of museum and archival management

plays a critical role in preserving and protecting our
cultural heritage for future generations. The
interconnected themes of preservation, digitization,
and threat planning underscore the importance of
maintaining and making accessible the valuable
artifacts, records, and historical materials that are
central to our collective identity and understanding.
By addressing these aspects, professionals in the field
are not only safeguarding our cultural heritage but
also ensuring that it remains accessible and relevant
in the modern age.

References

American Alliance of Museums. "Developing a

Disaster Preparedness/Emergency Response
Plan." Accessed on October 15, 2023.
https://www.aam-us.org/disaster-
preparedness-and-emergency-response-
plan/.