5. SECURITY 

Considerations and Rationale: 

While the threat of  natural disasters has been on the forefront of archival protection, lack of security also poses as much as a threat to the loss of archival collections.  Security measures must be taken in order to protect these collections from unauthorized access, change, destruction, or other threats (SAA, 2009, p.57).  Archival collections must be protected against theft, burglary, vandalism, and other unauthorized alteration or criminal acts (SAA, 2009, p. 57) that could cause damage or disturbance to the collection. As a result, the SAA deemed it appropriate to add Security as their fifth guideline. 

 

GUIDELINES: 

The guidelines for security of archival collections are as follows: 

  • Considerations must be taken to implementing a security program to minimize the possibility of damage to the facility and damage or loss to the collections (SAA, 2009, p.57).  For newer archival facilities undergoing the beginning stages of planning, or for archival facilities that will be undergoing new renovations, efforts should be made to include layers of security from exterior to interior addressing(SAA, 2009, p. 58): 
    • the site and its perimeter (SAA, 2009, p. 58)
    • the building envelope (SAA, 2009, p. 58)
    • the building interior and the collections (SAA, 2009, p. 58). 
  • A security risk assessment is a way to ensure security.  A security risk assessment examines the outside and inside of the facility and the archival operations (SAA, 2009, p. 58). The risk assessment must also include the archival stacks, processing, exhibit, loading dock offices, reading rooms and public areas of security (SAA, 2009, p. 58).  The result from the assessment should then incorporated into the site development and facility design (new or renovated).  (SAA, 2009, p. 58). 
  • To ensure the perimeter and all parts of the security are secure against unauthorized entry and vandalism, the archival facility should have: a secure buffer zone around the repository, fences, security-gates, clear illumination in the hours of darkness and one visitor entrance (SAA, 2009, pp. 58-59).  Doors, elevators, stairways, windows and ventilation should be designed to protect against unauthorized entry into the building (SAA, 2009, p.59)
  • Archival material should not be permanently or temporarily stored in areas used as corridors or emergency exits, the loading dock, or the mail room (SAA, 2009, p.59). 
  • All heating, ventilating, and air condition (HVAC), water and drainage pipes and electrical controls must be located outside the stacks and must not provide direct access to the stacks (SAA, 2009, p.59). Gas, oil and sewage must be located outside archival stacks(SAA, 2009, p. 59).  Security mitigation measures must be taken if these conditions are not achievable (SAA, 2009, p.59).
  • Archival facilities should have as few windows as practically possible and must not be installed over archival stacks or in areas where collections are used or exhibited (SAA, 2009, p.59). 
  • Windows should be small, not openable and glazed with strengthened glass (SAA, 2009, p. 60). 
  • All windows in areas where records are exposed should be double-glazed, with an ultraviolet filter incorporated into the glass or provided as a screen or film in order to guard against condensation in the repository and reduce the risks of exposing archival documents to light (SAA, 2009, p.60).
  • Shutters, louvers, blinds or roof overhangs should be used to shade the windows(SAA, 2009, p. 60). 
  • Exterior doors must be strongly constructed, close fitting and equipped with thief-resistant locks ((SAA, 2009, p.60). 
  • Archive facilities should have an intruder alarm system which must be connected to a central control unit at the police or security station, and include procedures for servicing alarm calls(SAA, 2009, p. 60). 
  • Emergency exist doors should be designed to open only from the inside, should open onto an escape route and comply with fire regulations(SAA, 2009, p. 61). Unsupervised emergency exit doors must be equipped with delayed egress locking devices with local alarms (SAA, 2009, p. 61). 
  • Doors leading out of the closed access areas must be fitted with locks that may be opened from inside without a key but can be opened from the outside only with a key or electronic access system (SAA, 2009, p.61). 
  • Exterior doors left open for public access, deliveries or staff use must be monitored at all times and should not be located near stack entrances (SAA, 2009, p. 61). 
  • Doors providing access to archival stacks must be locked and continually monitored (SAA, 2009, p. 61). Wood doors and framing should not be used for archival stacks(SAA, 2009, p. 61). Hollow metal doors and frames are recommended (SAA, 2009, p. 61). 
  • The loading dock must provide a secure environment for receiving archival materials into the building (SAA, 2009, p. 64).  Collection must be protected from theft and vandalism, as well as fire, weather and pests(SAA, 2009, p. 64). 
  • The public should not be permitted to walk through or by archival stacks and other records holding areas (SAA, 2009, p. 65). 
  • Exhibition spaces should be located near other public areas but must provide security from theft or vandalism for any archival materials on display(SAA, 2009, p. 66).
Exhibition spaces should be located near other public areas but must provide security from theft or vandalism for any archival materials on display.
Exhibition area of the Michigan History Museum. An exhibit area that consists of one-of-a-kind records should be properly secured when being displayed for the public.