Collections Security, Care and Storage

It is the intention of the AAL to update repository facilities and quality of collections care.  The collections are stored in large cabinets in polyethylene bags, and identified with tags sleeved by polyethylene.  Records, prints and negatives, slides, and any associated databases or software are placed in archival quality storage folders and jackets stored in a separate cabinet system.  Oversized maps are placed in archival quality jackets and stored in metal map cabinets.  The following items are prohibited from the collections storage area:  tobacco, food, drink, and personal items.  No objects or records may be removed from facility without a formal loan.

Collections Care
For state-associated held-in-trust collections we provide:  regulated and monitored temperature, relative humidity and atmospheric pollutants; low and/or filtered light levels; integrated pest management; archival housing units that provide a buffer between collections and the environment; archival packaging materials that provide a buffer between collections and environment; utilization of preventive conservation strategies; utilization of routine preventive maintenance; and safe handling and moving of objects/collections.

Collections Conservation
Conservation policy for state-associated held-in-trust collections requires that:  the THC approves conservation treatments prior to their commencement, unless the THC has delegated this authority in writing to curatorial facility through the Agreement for Approved Categories of Objects; conservation treatments are performed only by trained conservators; conservation treatments are reversible in nature and are carried out with compatible materials; conservation treatments are documented prior to, during, and after completion; annual reports are made to the THC on conservation treatments regarding state-associated held-in-trust collections.

Integrated Pest Management
Integrated pest management policy for state-associated held-in-trust collections is required to be practiced to prevent infestations from occurring and to allow them to effectively be ended with least toxic and/or non-toxic solutions.  These solutions are:  exclusion of pests from curatorial facility; monitoring and detection; habitat modification; identification and isolation; treatment/suppression; evaluation of success of integrated pest management program; continued education of staff regarding integrated pest management.

Security and Disaster Management
Only the Department of Sociology Chair, AAL Director, and Cultural Heritage Resource Coordinator have direct access to any keyed location within repository.  Beyond the lab, all visitors must be accompanied by the Director or Cultural Heritage Resource Director if entering repository.  A log of entry by non-AAL personnel to federal collections storage area is maintained.  Volunteers and interns are provided with identification to be displayed at all times.  Part-time personnel and all volunteers and interns are restricted to working when oversight may be provided. 

Exterior doors to the AAL have been fitted with an alarm system.  Individuals must go through University Police Department to obtain a code to this system, and the Department of Sociology has full discretion over approval.  The Department of Sociology will supply approved individuals with a key to the AAL only after clearance has been confirmed through the University Police Department. 

Disaster Management and Recovery
It is the aim of SFASU to prevent disasters to extent possible by using routine preventive maintenance.  Emergency preparedness is practiced by all AAL staff, and especially curatorial staff by their knowledge of potential hazards and analysis of risks involved. 

SFASU Emergency Management Plan, D-11

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