CCAHA
Track III: Risk Assessment and Emergency Planning
It has come to the forefront in recent years that there is great potential for cultural collections to incur damage from large scale disasters such as fires, hurricanes, and earthquakes. Roof leaks, pest infestations, mold blooms, thefts, aging mechanical systems, and other localized emergencies can also greatly affect collections materials.
Being prepared and identifying the potential threats to one’s institution are the best ways of mitigating risks to cultural collections. According to Building an Emergency Plan: A Guide for Museums and Other Cultural Institutions, published by the Getty Conservation Institute, the first step in creating an emergency preparedness and response plan is “to prepare a report identifying what natural or human-caused emergencies may threaten the institution.” This report is usually referred to as a risk assessment. Organizations cannot move ahead to the development of an emergency plan without a clear-eyed understanding of the areas where their institution is most vulnerable to loss and damage.
CCAHA is seeking applicants to participate in Track III of the Philadelphia Stewardship Program, which is focused on emergency planning needs. Organizations selected to participate in Track III will work with a CCAHA consultant to prepare a risk assessment. The risk assessment will identify natural or man-made emergencies that may threaten the collections and outline strategies for mitigation. During the on-site consultation, CCAHA staff will review and examine the institution’s environment, history, location, structural needs and concerns, pest control, fire protection, security procedures, local resources, and training requirements. Insurance considerations, collections documentation, and collections salvage priorities are also addressed. The written report provides observations, recommendations, and resources to serve as a guide in the development of a comprehensive disaster plan for the institution.
Upon receiving the assessment, institutions will be required to complete an emergency preparedness and response plan. CCAHA staff will be available as a resource and to review the completed plan. Once the emergency plan has been completed and board approved, the institution will have the opportunity to apply for a $1,000 grant to purchase emergency supplies or train staff in emergency preparedness.
By participating in Track III of the Stewardship Program institutions will:
- Gain insight on institutional risks that could be affected at the time of an emergency.
- Have assistance in identifying methods of mitigating risks where possible.
- Have access to CCAHA staff during the process of developing an emergency preparedness and response plan.
- Opportunity to apply for a $1,000 grant for emergency supplies or staff emergency training.
Criteria for Participation
To be considered for participation in Track III of the Philadelphia Stewardship Program, an organization must be located within the counties of Bucks, Camden, Chester, Delaware, Montgomery, or Philadelphia, and have historic collections that are available to the public. Preference will be given to organizations that:
- have collections that are unique or of significant historical or artifactual value;
- demonstrate a willingness to develop and maintain a preservation program; and
- commit to attending educational programs.
Track III requires an 18-month commitment. Because the elements of the program will involve some staff time, organizations are expected to allocate adequate resources to the program. A staff member who will coordinate the planning initiative must be identified.
Once they have completed a board approved emergency plan, all organizations participating in the program will be eligible to apply for up to $1,000 in restricted funding to purchase emergency supplies or for staff emergency training.
In addition to receiving the free risk assessment, staff at participating organizations must attend one educational program offered by CCAHA on such subjects as housekeeping, pest management, environmental monitoring, and basic archival management, as well as fundraising for preservation and conservation. These programs, which are part of the Collections Care Training Series, will be offered at a discount for participants in the Stewardship Program.
Track III of the Philadelphia Stewardship Program is recommended for any institution that does not have an emergency plan or for institutions with out of date plans. Organizations that are unsure about their eligibility for this program should contact CCAHA to discuss participation in Track III of the program.
Application Process
We urge you to consider applying for participation in Track III of the Stewardship Program. To apply, please download an application or request an application package from CCAHA’s Preservation Services Office at:
Preservation Services Office
Conservation Center for Art and Historic Artifacts
264 South 23rd Street
Philadelphia, PA 19103
Tel: 215.545.0613 Fax: 215.735.9313
Email: pso@ccaha.org
Website: www.ccaha.org
The most recent application deadline has passed.
The Philadelphia Stewardship Program is funded by the William Penn Foundation, which strives to improve the quality of life in the Greater Philadelphia region through efforts that foster rich cultural expression, strengthen children’s futures, and deepen connections to nature and community. In partnership with others, the William Penn Foundation works to advance a vital, just, and caring community.