What are archives
Security & security system
Disaster & emergency
Disaster & emergency planning
Fire & water prevention
Off-site storage
Disaster response & Recovery
Electronic record disaster
utline: Preservation & conservation of records
conclusion
What Are Archives:A collection of historical documents or records providing information about a place, institution, or group of people.
Security:
“The state of being free from danger or threat”.
“Security deals with potential human problems”.
Regarding security issues Archivist consider Two aspects
Physical Security
Collection Security
Physical/ Building Security:
Physical security refers to the protection of building sites and equipment from theft, natural disaster, man made catastrophes and accidental damage.
Physical security deals with the repository and building
3. • What are archives
• Security & security system
• Disaster & emergency
• Disaster & emergency planning
• Fire & water prevention
• Off-site storage
• Disaster response & Recovery
• Electronic record disaster
• Preservation & conservation of records
• conclusion
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4. A collection of historical
documents or records
providing information about a
place, institution, or group of
people.
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5. “The state of being free from danger or
threat”.
“Security deals with potential human problems”.
Regarding security issues Archivist consider Two aspects
1. Physical Security
2. Collection Security
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6. Physical security refers to the protection of building
sites and equipment from theft, natural disaster,
man made catastrophes and accidental damage.
Physical security deals with the
repository and building
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7. According to “Hunter’s” in a small archival program
these six hints must be considered:
Doors
Locks
windows
Alarms
Keys
Box labels
Doors: Doors should be strong, well made including frame.
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9. Following locks should be used regarding security:
Dead Bolts
Knob Lock Cam Lock
Lever Handle Lock
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10. windows on the lower floor should be locked.
• Fire and burglar alarms should be monitored on a regular
schedule.
• Burglar alarms should be set when the archive’s repository closes
and should include both door and motion alarms.
•In areas that may be unsafe from flooding, rain, tank
water there water alarms are important.
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11. keys should be carefully issued.
when cleaning or maintenance, staff need to be in the
archives, they must do so during normal hours or in the
presence of a security guard.
Archivist must mention minimum information on the box
label. 11
12. • Requiring patrons and staff to enter and exit the building by one
door, which is monitored at all times.
• Door buzzers and alarms are recommended. Employing one or more
security guards to patrol the repository after closing.
• Prevent accidental false alarms.
• Taking steps to prevent removal or duplication of keys, ensuring that
keys are returned when employees leave, and changing all locks
periodically.
• It is prudent to examine the building’s after-hours. 12
16. •“Collection security involves making sure that
records do not disappear either during use or at
other time”.
Archivist must be aware of the alerts regarding staff:
• The same person reporting items missing or being informing to find
missing item.
• A staff member disregards for established rules and procedures.
• A staff member’s lifestyle that does not match salary .
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26. • Each patron should complete a Registration Form that asks for
identifying information and information about research interests
and each patron should sign a logbook.
• All patrons should be required to present photographic
identification when they register.
•Supervise researcher’s use of materials.
• Check each archival box before and after it is used by patrons.
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27. • Examine your collection on a regular basis.
• It might involve a researcher or even a staff member who
is behaving suspiciously.
• Call him in office & don’t take it personal.
• Don’t shout on the person.
• Notify security or the police.
• If the patron denies there is a problem and leaves the
building one person should follow the patron.
• In all cases, the goal should be to recover the missing
materials
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28. • Prepare a written security policy.
• Appoint a security manager to develop and implement your
security plan.
• Perform a security survey to assess your needs.
• Install appropriate security systems.
• Ensure that collection storage is secure and that records are
kept.
• Make an agreement with insurance company.
• Maintain and update your security plan.
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29. •“A sudden accident or a natural catastrophe
that causes great damage or loss of life”.
•“ An emergency is a situation or occurrence of
a serious nature, developing suddenly and
unexpectedly and demanding immediate
action. This is generally of short duration like a
power failure or minor flooding cause by broken
pipes.
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30. • An emergency plan must consist of;
• A simple one page written guide.
• Whom to call in case of emergency.
• Methods to use in case of fire.
• Names of first aid qualified persons.
• Occasionally inspect emergency equipment
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31. Hurricane Andrew's assault on southern Florida and Louisiana, make all
of us acutely aware of our vulnerabilities to disaster.
A broken water main inundated the Chicago Historical Society.
Fire severely damaged the Cabildo in New Orleans.
Loma Prieta earthquake damaged several San Francisco area
museums and libraries.
Smoke from an electrical fire covered collections throughout
Huntington Gallery
1992
1986
1998
1989
1985
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32. Minor Disasters: Minor disasters can be handled either by staff.
Moderate Disasters: Usually larger in scope. Usually involves more
than 100 damaged items but fewer than 4000.
• Major/Catastrophic disaster: Damage is typically more severe.
• Probably requires assistance from outside the institution.
Two disaster for which archivist need to plan are:
•Fire
•Water
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33. •Prohibit smoking in record storage areas.
•Keep all chemicals closed.
•Ensure that air circulation is adequate through the
building.
•Check security alarms regularly.
•Halon 1301 gas.
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34. • Avoid basement storage as much as possible.
• Do not store records near window, heating / cooling units.
• Avoid storage records below pipes.
• Locate all drains and check them regularly.
• Store records at least 12inc from outside walls to prevent
condensation.
• Keep plastic sheets to cover records.
• Keep material 4inches high from the bottom.
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35. Ensure that:
•Is storage building safe and secure?
•Do they keep logs of visitors?
•Are security devices working well?
•Is temperature controlled?
•How easy is to find records there?
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37. • Assess the disaster situation
• Contact to insurer
Recovering water damaged records
•Don’t try to press water out of item.
•Possible to dry items in air & sun.
•Separate soaked items from wet.
•Use plastic sheet for packing records.
•Mark valuable items with a property stamp.
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41. •Use virus detection software.
•Implement a system of password-protected access to E-
files.
•Store copies of documentation off-site.
•Develop and implement a regular off-site backup schedule.
•Assess recoverability of information from other
sources(such as paper & microfilm).
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