Policies

The Paul Mellon Centre for Studies in British Art (PMC) recognises that ensuring the longevity and usability of the Archives & Library collections in its care is a fundamental responsibility. It is committed to observing relevant standards and best practice in the field with regard to managing, storing and conserving the material and recognises the importance of these activities in supporting the founding aims of PMC.

The aim of this Archives & Library Collections Care Policy is to outline the principles that guide collections care at PMC. It sets out a framework for a focused approach to the long-term preservation of Archives & Library material and aims to assist in developing a process of prioritisation of collections care and good use of resources. It also acts as a tool for advocacy, communicating the importance of collections care work to internal and external stakeholders.

This policy is focused on preventative measures. PMC does not undertake conservation work in-house but has National Conservation Service membership and employs external conservators to carry out relevant work.

This policy is concerned with hard copy/physical Archives & Library material. PMC’s digital archive collections are covered by a separate Digital Preservation Policy.

This policy should be read in conjunction with PMC’s wider Emergency Recovery Plan.

PMC is an educational charity, established in 1970, administered by a Director who reports to a Board of Trustees consisting of officers and faculty of Yale University and independent members.

PMC promotes and supports the study of, and research into, British art and is a member of the Association of Research Institutes in Art History. It has two complementary purposes: to contribute to the study and understanding of British art; and to act as a research centre for scholars working in this field.

PMC has managed library material since its foundation in 1970 and archive material since 1977.

The Archives & Library comprise PMC’s Archive (collected and institutional), Photographic Archive and Library collections.

Collections Care comprises a set of conservation procedures, plans and measures, both preventative and remedial, which prevent or delay the deterioration of collection materials.

Conservation is a set of activities which can restrict the rate of loss and prolong the life of the Archives & Library collections. It involves the protection of the materials by minimal physical and chemical treatments.

Preservation is a set of activities which will keep the Archives & Library materials safe and ensure their continued availability.

• The Archives & Library collections provide resources for research into British art and architecture, so it is important to preserve and conserve these materials for future generations. In addition, under the terms of the UK Government’s Acceptance in Lieu scheme, PMC has a specific duty to preserve and conserve those collections placed here under this scheme.
• All conservation should be appropriate, i.e. consideration should be given to the requirements, significance, value and use of any item from the Archives & Library collections requiring treatment.
• All conservation treatments should be carried out following current best practice in the field.

PMC is committed to caring for its Archives & Library collections within the frameworks outlined in the following standards:

• BS 4971:2017 Conservation & Care of Archive & Library Collections
• BS EN16893:2018, Conservation of Cultural Heritage. Specifications for location, construction and modification of buildings or rooms intended for the storage or use of heritage collections
• BS EN 17820:2023 Conservation of Cultural Heritage. Specifications for the management of moveable cultural heritage collections

The effective conservation and preservation of Archives & Library material is a shared responsibility.

Archives & Library staff are responsible for:

• identifying any potential conservation and preservation issues
• helping to uphold, demonstrate and maintain any relevant procedures

The Assistant Librarian is responsible for:

• monitoring the environmental conditions of areas in which the Archives & Library are stored
• identifying potential problems and carrying out remedial conservation tasks, and liaising with outside bodies who offer relevant services
• giving advice on preservation and conservation matters
• arranging and delivering relevant training

The Head of Research Resources and Publications is responsible for:

• supporting and championing Archives & Library collections care activities to internal and external stakeholders as appropriate

Access

Access to the Archives & Library for those external to PMC is subject to the completion of a Reader Agreement Form, and all readers (including PMC staff) are required to undergo an induction. External readers are required to show proof of identification.

In addition, Archives & Library staff are required to:

• make all readers aware of the Rules Governing Access to Research Collections which includes information about safe handling, monitoring the use of material and giving guidance if necessary
• provide appropriate aids (i.e. book supports, weights, non-latex gloves) for users of the collections to minimise the risk of damage
• supervise the safe return of collection materials to their designated storage areas once readers have finished with them

Archive materials and Library Special Collections materials can only be consulted by external and internal readers in the Public Study Room.

Library open shelf materials can be consulted by external readers in the Public Study Room and the Library Annex. Staff and Yale-in-London students are permitted to borrow Library material and therefore it can additionally be consulted in offices and at home.

Security

Access to all Archives & Library storage areas is restricted and entry is via an electronic security pass.

The building is protected by an intruder alarm system connected to a private security firm. CCTV covers the outside of the building, the reception area and the Public Study Room.

Access to the Public Study Room is via an electronic security pass. Readers are issued a pass after signing in at Reception, which they are required to return at the end of their visit.

Readers consulting Archive & Library Special collections are invigilated at all times and only allowed to view one item/file at a time.

Storage and Environment

At PMC

PMC seeks to ensure that all Archives & Library materials are placed in appropriate storage.

All Archives & Library stores have purpose-built shelves or roller racking.

These locations have suitable environmental conditions and temperature and relative humidity levels are monitored at regular intervals. Monitoring is carried out both in the rooms and inside storage boxes. In addition, the areas are monitored for pest activity as part of a rolling IPM programme

These locations are cleaned on a regular basis.

The following systems (mechanical and electrical) help ensure the safety of Archives & Library materials:

• fire alarms are installed throughout the building and an aspirating smoke detection system is located in the archive stores and the Library Annex
• light levels within the storage areas are kept to a minimum, i.e. there is no natural light and electric lights are activated by motion sensors
• the temperature and relative humidity of the archive stores are controlled by an air-conditioning system set within strict parameters
• consideration is given to the environmental impact of the air conditioning system when setting the parameters

Routine service checks of all the mechanical and electrical systems are carried out according to manufacturers’ specifications.

Offsite storage

PMC uses offsite document storage facilities to house its least requested and fully digitised collections:

• Restore Records Management is used for Archive and Photographic Archive collections
• The National Conservation Service (NCS) is used to store the Photographic Archive negatives in their freezer facilities in adherence with best practice. This material is never removed from cold storage.

Environmental conditions are monitored by both companies according to relevant standards.

Handling and transport of the materials held in offsite storage is minimal. Retrievals and deliveries are provided by the same company to reduce the risk of damage and loss.

Acquisitions

PMC actively acquires new collection materials for the Archives & Library. Standard acquisition procedure involves conducting a site visit and undertaking a comprehensive assessment of the material – which includes consideration of condition and format – before any decision is made, or it is brought to the Centre.

Quarantine

All collections acquired by donation, or as “second-hand”, will be quarantined in the designated area in the Centre for thirty days. If any collection is too large or the condition is such that it cannot be treated in-house, it will be sent to Harwell Document Restoration Services for their advice and/or treatment before arriving at PMC.

Packaging

The process of quarantining newly acquired collections involves identifying where items are stored in packaging that is immediately deleterious to their condition. In these instances, items will be repackaged into materials that better support long-term preservation.

The process of cataloguing archive collections involves reviewing and rehousing the entire collection into appropriate packaging, which includes as standard files, tapes and boxes produced to archive storage standards.

Library Special Collections material is kept in purpose-made clamshell or phase boxes when items are in a fragile condition.

Emergency Response

PMC is committed to ensuring the safety of staff, visitors and its collections and has both a general and an Archives & Library-specific Emergency Recovery Plan. These are updated yearly.

Emergency Recovery Kits are located throughout the Centre and Archives & Library staff are trained in how to use the equipment they contain.

PMC maintains a subscription to employ Harwell Document Restoration Services to manage any large-scale emergency scenarios.

Loans

The loan of any Archives & Library material for the purpose of a display/exhibition to external institutions will only be permitted on receipt of a satisfactory Standard Facilities Report and if the proposed borrower can demonstrate to PMC that they can ensure there will be:

• suitable environmental conditions within the area the item(s) is/are to be displayed
• a secure location for display
• suitable display stands and mounts for use

PMC encourages the use of facsimiles, where appropriate.

In-house Diplays

Any items from the Archives & Library collections, together with items loaned to PMC, will be displayed in a way that will not be detrimental to the material. All items will be kept secure; environmental conditions will be monitored; and appropriate materials will be used for mounts and stands. Light levels will also be monitored.

Reproducing Archives & Library materials

PMC does not routinely digitise archives and library materials, although some items may be digitised for inclusion in catalogues, in-house publications and on the website. It also provides a copying service, creating a limited number of digital images for readers on request, following completion of a Request for Copies Form. In most cases digitisation undertaken for these purposes is carried out in-house using an ARCScan system. In some instances, where items are too large or too fragile to be photographed in-house, an external photographer is employed. Photography carried out by external photographers is supervised by PMC staff.

PMC permits self-copying of items by in-person visitors to the Public Study Room following completion of a Reader Agreement Form and in accordance with the Rules Governing Access to the Archives & Library Collections and the Rules for Copying Archives & Library Material.

PMC’s Photographic Archive has been digitised and access is provided to this online.

This policy is reviewed every five years.

Next review: June 2030.