This document discusses preservation concerns during construction and renovation projects at cultural institutions. It addresses interruptions in service, the importance of communication with staff and patrons, security issues, and preventing accidents. Interruptions in services are inevitable but communicating about planned interruptions and having contingency plans for unplanned ones is key. Construction projects also require increased communication with staff and patrons about potential disruptions and changes. Security measures like identification badges for workers and more frequent patrols may be needed where access has increased. Ensuring worker safety training and clean worksites can help prevent accidents that may damage collections.

1. Under Construction:
Preservation Concerns During
Construction and Renovation
LYRASIS Preservation Services
Funded in part by a grant from the National Endowment for the
Endowment for the Humanities, Division of Preservation and
Preservation and Access.
Unit 4

2. Unit 4
– Interruptions in service
– Communication
– Security
– Accidents

3. Interruptions in Service:
Consider what may be dropped
• Interruptions in services during construction
projects are inevitable. One solution is to limit
the hours when this activity might be done; try to
arrange to have interruptions during off hours to
minimize disruption to staff and patrons,
especially during exam periods for academic
institutions or during planned public events.
Sometimes, however, interruptions are
unplanned, such as when an electrical line is
accidentally cut.

4. Interruptions in Service:
Consider what may be dropped
• Electricity
• Telephones
• Drinking Water
• Restroom Facilities
• Sprinklers
• Internet
• HVAC
What would you do?

5. Interruptions in Service:
Consider what may be dropped
• Staff should be prepared for these unplanned
interruptions and have a plan in place to
compensate. Whether the interruption was
planned or unplanned, it is important to
communicate with staff and patrons about the
temporary loss of service and inform them about
when they can expect the service to return.

6. Communicate
with Staff and Patrons
• Communication is an essential
component of any construction project.
Let staff and patrons know as soon as
possible about potential interruptions or
closures, reduced public services or
access to materials. As well as any
HVAC issues.

7. Communicate
with Staff and Patrons
• Staff should be updated regularly on
the progress of the projects. Provide
them with at least a few day’s notice
when construction activity is going to
effect their work.

8. Communicate
with Staff and Patrons
• If you need to bring in large
construction machines or quantities of
materials, try to find routes that will not
interrupt other activities and minimize
potential hazards for people entering or
exiting the building. People are used to
following established routes, and do not
always pay attention to changes.

9. Communicate
with Staff and Patrons
• Construction barriers and signs should
therefore be clearly marked and easy
to see. For example, utility trenches
need proper barriers and flashing lights.

10. Communicate
with Staff and Patrons
• People may travel long distances to use
special collections and archival
materials; begin publicizing about
potential interruptions as early as
possible. Ask users to call and check
on status before traveling to your
institution.
How can we get the word out??

11. Communicate
with Staff and Patrons
• Publicize on your institution’s website,
with physical signs in and around the
building, through email, list-servs,
exhibits and local media.

12. Communicate
with Staff and Patrons
• Publicizing the project – even
its potential inconveniences –
can provide you with a
positive public relation
opportunity. Emphasize
how the improvements to
the institution will enhance
the user’s experience.

13. Communicate
with Staff and Patrons
• Finally, be aware that every
construction project takes longer than
anticipated – be prepared for this when
you publicize a “reopening” date.

14. Security

15. Security
• Cultural institutions are especially vulnerable to theft,
vandalism, and mutilation during renovation and new
construction projects. Temporary holes in walls, and the
distribution of extra keys can result in losses of bulding
supplies, furniture, or even collection materials.
• Construction personnel, architects, building planners,
inspectors, and sub contractors all move around your
building, in area where they normally wouldn’t have
access. It is hard to keep straight who should and
should not be in areas normally closed to the public.

16. Security
How can you protect your building and collections during
the construction project?

17. Security
• Know who should and should not be in construction
areas. Ensure that all construction related personnel
wear identification badges. Have workers sign in and
out and request a one-day advance listing of who will be
working at your construction site. This will provide some
consistency in workers and help you track personnel
should a security issue arise.
• Create specific lock-up procedures at the end of the
day to minimize risk of theft. Staff should do a walk-
through at the end of each day to help identify losses
and potential security issues.

18. Security
• You may need to hire extra security for portions of the
building that become more vulnerable to break-in. Have
security personnel or police do additional walk-throughs
on nights and weekends.
• Finally, areas containing special collections or sensitive
archival materials should be locked unless a staff
member is present to accompany construction-related
personnel.

19. Accidents
• These are all causes of
accidents on the job
site.
• Equipment
• Cutting Corners
• Carelessness
• Fatigue

20. Accidents
• Make sure that the contractor you use have mechanisms
in place to ensure that construction workers have been
appropriately trained. Failure to do so can not only risk
injury to people, but to your collections as well.
• State clearly in contracts and in conversations that your
institution houses valuable and unique collections that
are irreplaceable. Preventing accidents from occurring is
less expensive that paying for costly repairs to valuable
collections.

21. Accidents
• Make sure that construction personnel clean up lumber,
broken glass, loose nail, and flammable materials and
dispose of them properly.
• Fatigue is often a cause of accidents. It is far better to
have a delay in opening your new space than to have a
disaster occur because the construction company is
rushing to finish.
• Clearly articulated and enforced safety procedures will
not only prevent damage to personnel, but protect your
institution’s collections as well.

22. Unit 4 Quiz
What Have You Learned?

23. Unit 4
• Question 1: When an interruption in service
occurs, the first thing you should do is …
– A: get whatever if damaged back online.
– B: communicate.
– C: blame the service provider.
– D: panic internally, remaining calm externally.

24. Unit 4
• Question 1: When an interruption in service
occurs, the first thing you should do is …
– Answer: B: communicate.
• You should let staff and patrons know about
interruptions and when the service will be restored.

25. Unit 4
• Question 2: Proper identification badges can
help discern what construction personnel have
permission to be in specific areas of the building.
– True or False?

26. Unit 4
• Question 2: Proper identification badges can
help discern what construction personnel have
permission to be in specific areas of the building.
– Answer: True
• Identification badges can help, but appointed staff
and the worksite supervisor need to have presence
on the job site to oversee the construction staff and
their restriction within the building.

27. Unit 4
• Question 3: What is not a primary cause of
accidents on the job site?
– A: Cutting Corners
– B: Equipment Malfunction
– C: Fatigue
– D: Carefulness

28. Unit 4
• Question 3: What is not a primary cause of
accidents on the job site?
– Answer: D: Carefulness
• We wish that all will be careful and not careless!

29. Thank You!
To continue Under Construction,
View Unit 5
Contact us if you have any questions.
LYRASIS Preservation Services
preservation@lyrasis.org