“connecting to collections: improving collections care through statewide collaboration” society...
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Herding Cats: Collaborating with Multiple Organizations in Preservation and Disaster Planning
“Connecting to Collections: Improving Collections Care Through Statewide Collaboration”Society of American Archivists Annual MeetingSan Diego, CAAugust 9, 2012
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Introduction
Set the groundwork for collaboration over time Include everyone: ▪ Organizations, groups of people, and
agencies▪ Cultural community ▪ Emergency managers ▪ Government agencies (municipal, county,
state)▪ Non-governmental organizations
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Collaborative Activities
Alliance for Response, COSTEP MA, C2C, IPER, COSTEP NE All served as “umbrellas” for diverse
groups Similar goals, different approaches▪ The ability of a group of institutions and/or a
community to prepare for, respond to, and survive a disaster
▪ Continuity of government and operations▪ Survival and functionality of cultural resources
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Collaborative Activities
Awareness Work with each other and not at cross-
purposes▪ Include a variety of organizational types▪ Libraries,▪ Archives,▪ Municipal Offices,▪ Museums,▪ State Agencies,▪ Historical Societies,▪ Other cultural resources, ▪ Emergency Management Directors (EMDs)
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Collaborative Activities
The scene of a disaster is NOT the place to exchange business cards. Identify and work with the key players
early on Crucial to being able to access your
institution and collections following a disaster
In Massachusetts, the key players have been: MBLC, MA, NEDCC, MEMA, FEMA
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Meta-Leadership
Basic concept: we all tend to work in our own vertical silos We need to break out of our silos and
work with others from different silos Collaboration across boundaries and
differences▪ Geographic, political, administrative, and
cultural▪ Each state is different, so everyone needs to
focus on what will work in his or her state
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Meta-Leadership
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Meta-Leadership
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Where does C2C fit into all this activity?
Massachusetts preservation survey (2010) built on the knowledge, questions, and audiences of previous surveys Built on the knowledge, questions, and
audiences of previous surveys Targeted libraries (academic, public, and
special), archives, museums, historical societies, historic sites, and municipal offices
Survey was developed with input from multiple types of institutions 9
Where does C2C fit into all this activity?
Survey categories included: Institutional information, staffing,
funding for preservation, collection profile, the building, the environment, fire protection, light, emergency preparedness, security, exhibitions, preservation planning, preservation activities, and training
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Where does C2C fit into all this activity?
The results: Helped determine the approach of our
C2C Implementation grant proposal Showed that many areas need attention in
spite of two decades of statewide preservation activity
Served as an education tool for those who participated
Moved disaster preparedness to the fore for immediate attention
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Where does C2C fit into all this activity?
Follow-up activities Three-year FEMA Hazard Mitigation
Grant Program grant awarded in October 2011 ($165,209)
Working with the legislature to establish a special legislative commission to examine the preservation and storage needs of municipal records in the Commonwealth
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Where does C2C fit into all this activity?
Follow-up activities (cont’d) Currently examining ways to provide
basic archival administration and records management training to municipal clerks in the near future
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Lessons Learned
Meta-leadership and other activities involve collaboration within and outside of our groups Examples▪ IPER -> the MBLC, Massachusetts Archives, and
Municipal Clerks▪ COSTEP MA –> libraries, archives, municipal clerks,
preservation administrators, academics, museums, FEMA, MEMA, NPS, DOI, etc.
Involves nurturing relationships with all types of organizations and institutions (Never easy!)
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Lessons Learned
Spread awareness of the group and our mission Recruit additional organizations to work
with usKeeping the momentum going
Initially there is lot of enthusiasm, then it fades
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Lessons Learned
EMDs can be a challenge Their primary focus is on 1) saving lives,
2) health and safety, and 3) returning things back to normal▪ Cultural resources are not necessarily on their
radar screen Work closely with them and the cultural
resources in their communities ▪ Without adding to their already hectic
schedules and work load
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Lessons Learned
Provide them with our requirements in the event of a disaster…▪ Cultural Resources Inventory Form
… as well as what we can provide the community (e.g. meeting rooms, internet access, etc.)▪ Develop a Command and Control Structure
within the cultural community to assist in the event of an emergency or disaster
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Command and Control Structure
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Cementing Relationships
Working with multiple organizations eases the way in the event of a disaster Ensures that multiple perspectives are
consideredProvides assistance in risk
assessment and mitigation planning for cultural resources Municipal mitigation plans focus on the
macro Cultural institutions’ risk assessment and
mitigation plans MUST focus on the micro
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Monson Tornado, June 1, 2011
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Monson Tornado, June 1, 2011
Previous collaboration allowed for quick response MBLC was on scene 36 hours after the
tornado to check on the status of the library▪ Identified problem with town hall and records▪ Contacted the MA who had staff on site 72 hours
later to work with the town re its municipal records▪ Worked with Preservation Massachusetts and the
Massachusetts Historical Commission as well as MEMA when addressing historical structures
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Hurricane/Tropical Storm Irene, August 28, 2011
Massachusetts went into Preparation H (Hurricane) mode
MBLC sent out weather alerts from NWS and MEMA daily to cultural institutions in MA as the hurricane approached
Hurricane/Tropical Storm Irene, August 28, 2011
Much of the communication was on steps to be taken ahead of the storm Weather updates and storm track
information Clearing gutters and drain pipes, moving
materials off the floor, out of basements, and away from windows
Making connections with the EMD and cultural entities in town
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Hurricane/Tropical Storm Irene, August 28, 2011
Sustained minimal damage in MA Two libraries with water infiltration and
no wet materials▪ Preparation H or just dumb luck?▪ We’ll never know, but early and
continual contacts and information never hurts
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Hurricane/Tropical Storm Irene, August 28, 2011
In New York, the State Archives staff advised records custodians to move their records when possible Resulted in averting damage or
destruction to many local records Provided information on preparing for
and responding to disasters on their website
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Hurricane/Tropical Storm Irene, August 28, 2011
New York State Archives (cont’d) Had two staff in the state’s Emergency
Operations Center (EOC) for weeks Had a dozen people in the field at
various times▪ Could meet people at their facility▪ Provided online advice▪ Assessed the extent of damage that records
suffered Staff in at the Archives directed field
staff to most affected areas 26
Conclusions
Building a base for either collaborative preservation or disaster planning is NEVER easy For cultural resources, collaboration is
CRUCIAL▪ Help each other▪ Work with emergency managers▪ Work across institutional lines
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Conclusions
Cultural Resources might not see the value in preparing▪ “It will not happen to us.”▪ “I do not have the time or the staff to do
preservation or disaster planning.”▪ “I do not know where to begin.”▪ “My collections are not those that need
preservation.” (e.g. public library collections)
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Conclusions
Achieving sustainability involves continual nurturing and drive to reinforce the message Preservation Survey got a lot of
attention Presentations at conferences
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Conclusions
Collaboration is the “Name of the Game.” Without it, little can be accomplished! With it, much can be achieved!
Remember “Perseverance and
commitment go hand-in-hand!”
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Gregor Trinkaus-Randall, MALS, CA, FSAA, FSA ScotPreservation Specialist
President of the Society of American Archivists, 2011-2012Massachusetts Board of Library Commissioners
(617) 725-1860 x 236 [email protected]
www.mass.gov/mblc
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