Sidney, Ohio Historic home IMLS grant doc, Shelby County, Ross History center

2006 IMLS Sidney CAP with word photos
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GENERAL INFORMATION For the
SHELBY COUNTY HISTORIC SOCIETY/ ROSS HISTORICAL CENTER
Supported through IMLS- CAP 2006 Grant funding,
Preventive Conservator, Jennifer Hein
Preservation Architect, Mary Ellen Rudisel-Jordan
Director, Matilda Phlipot
201 N. Main Ave, SIDNEY, OH 45365
937-498-1653 History @mail2.wesnet.com
A conservation assessment survey was conducted for the SCHS Ross Center in July 2006 under a Conservation
Assessment Program (CAP) grant administered by Heritage Preservation under the Institute of Museum and
Library Services (IMLS). Jennifer Hein, Preventive Conservator and Collections specialist for Organic Materials,
reviewed the collections, its collection policies and procedures in preparation to construct this Long term
Preservation Plan.
The assessor was assisted on the CAP visits by the Director and a few volunteers who I mention later in the staff
section. The lone staff member performs a variety of education, registration or tour guide duties and she also
works on exhibit installation.
As an assessor I am indebted to the supportive board & Director for their generosity in giving their time for this
project. The information and observations they shared about the history of the Ross Center, its mission, and the
care and administration of its collections were helpful to give me a direction for this text.
During my assessment, I measured the light levels & recorded exhibit techniques. On one day, I participated in
discussions about the building issues with the architect, Mary Ellen Rudisel-Jordan. The Director discussed
questions with us and gave us general information about issues they were concerned about. We discussed the
community’s plans to expand and continue their operations, at this site. It is unusual as one of the few Historic
Societies in the region, in a historic building.

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The week included a walkthrough of the SCHS and the storage and work areas in the lower level section.
Several times we met in the Collection’s office or in the introduction area. During the week, we viewed the lower
level basement utilities and examined the collections storage in various rooms & the lower level locations. Over
the course of the week the exhibitions and collections storage were examined in greater detail. A number of
discussions took place throughout the assessment with the Director and the board patiently listened to the
introduction of my appendix supplied to them at that time for educational information. I included packets of
information and preservation supplies to get them started with their preservation efforts.
The Director is also head curator and the accountant. The Director demonstrates an earnest interest in and
concern for the well being of the group and is involved with history groups in the region. She arranged a group
meeting for various directors from historic complexes in the area to attend our general Conservation discussion.
During the week, we also met with volunteers and board members of the Shelby County community.
*The group has volunteers and one staff member but no museum specialist. This was explained as one of the
reasons they had applied for a CAP assessment.
I would like to remind the reader that the recommendations in this report are intended as suggestions for
stabilization of the site’s collections. These improvements at the Ross Center are listed so that you may easily
work toward ideal standards that could be achieved. Any comprehensive review includes suggestions that should
be implemented when funding is available. Please do not view this report as critical.

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GENERAL INFORMATION For the
SHELBY COUNTY HISTORIC SOCIETY/ ROSS HISTORICAL CENTER
PURPOSE OF THE C.A.P. PROJECT
The purpose of a collection’s Conservation Assessment Project is to provide a museum with a unified overview of the
conservation needs of its collection’s. The C.A.P. consists of a thorough review of the environmental and physical
conditions under which it stores and exhibits collections, and an examination of its collection’s management policies and
procedures. The CAP report lays out guidelines the Museum can follow in improving the care and preservation of its
collections, and provides recommendations to assist in prioritizing conservation needs. The Museum can then use this
information to develop their own comprehensive short, mid-term and long-range Collections Preservation Plans.
This report documents what could be planned to improve exhibit lighting and storage humidity issues. With the report,
there is photographic documentation of the site at the time of my visit. This photo-documentation is to refer to as a guide for
any future changes that you make after my visit. The photo binders purpose is as a visual reference or for insurance
purposes. The CAP report gives specific steps so that the museum can begin preparation for their mid-term goals, such
as making changes to the storage. After the mid-term goals that are listed in the final report are prioritized into the
Museum’s plans then they will be directed to a stable well-maintained collection.
The Museum's Director discussed the accessible history information that is within their library. They have arranged
housing for a regional history collection while continuing to improve education services. For a collection of this size, the
staff size is minimal but it is tentatively supported by a few volunteers. I am happy to report that since my visit they have
acquired some county aid programs for some volunteer funding and they have a new dedicated records volunteer. They
need the help badly so I hope these efforts continue.
The few volunteers you have are dependable guides and they help with public access and minor administrative services.
There is a need for someone to continue to improve catalog records that a past volunteer had begun. I hope the new
volunteer is interested in helping here.
We discussed some room use changes to augment the existing exhibit to increase their standards in historical
interpretation. It was nice to review a Community site when they have a basic financial plan. But the long term finances
and a specific paid maintenance staff are still needed to continue the upkeep for this county site.
I will admit early on, your site presents two views of what this structure should mean, a community arts center or a historical
museum. I have delayed the writing of this report because these 2 group types have a conflict of interest. Both types of
groups are needed but one is public programming and the other is an education through viewing historic objects. It is
difficult for both to appreciate the others attributes and even more difficult to fit within one building and then to share one
staff member. I would like to see expanded staffing and to see a clear mission statement devised so that both can function
more successfully in this shared space.
I realize I lose a few readers in this text, so this report has three sections. The building summary and insurance issues are
pages 1-10. This “Summary of Findings for the Ross Historical Center Building is covered first then the detailed object care
is in the second portion, labeled the executive review for the SCHS Collection objects, .pp.11-20. Then the third section is
specific museum standards with comments that show how your group is progressing. (pp. 21- 46) Please read the closing
on the last page, p. 47.
 The author would like to give you written permission to copy sections of this document to apply for outside funding. Your
museum’s collection staff may be able to pursue external funds for specific preservation projects. Organizations are given
funding for conservation projects through CPS/ Conservation Project Support that can be $15,000 biannually for staged projects
for smaller groups. We discussed the CPS standards and the new education grants on my visit. (See appendix C)

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IMLS written by Jennifer Hein, M.S.,M.A, conservatour@msn.com, Indpls., IN
GENERAL INFORMATION For the SHELBY COUNTY HISTORIC SOCIETY/ ROSS HISTORICAL CENTER
Director, Matilda Phlipot, 201 N. Main Ave, SIDNEY, OH 45365
937-498-1653 History @mail2.wesnet.com
This IMLS Conservation Assessment Project grant / CAP survey was conducted over the week of July 17-21,
2006 by Jennifer Hein. In that short time, I began to acquaint myself with the collection and the Director by
viewing and photographing the SCHS- Ross Center from a Conservation consultant’s view.
I began the current conservation survey by meeting with the Director. During the week we discussed the
Collection’s management policies and collections care procedures which included a review of inventory records,
the storage and the exhibition of the collection. As the conservation assessor for the collection’s survey, I will try
to summarize my observations for the collections by making specific comments about steps to improve their
preservation.
The Ross Center is both a regional history collection and a county Arts Center. This is basically two institution
types with varying missions. I believe that is why there seems to be such a struggle to make decisions there.
This is the cause of what I consider a major basic issue that is the object care. The majority of the historic objects
and archives seem to relegated to storage in the lower level basement.
The major issue evident from my visit is the extended use of space for temporary education or art exhibits. I
hope mid term your group would consider converting more rooms to long term exhibit space or open storage, so
the objects do not spend their life in the lower level. Or as we discussed, do stop collecting until there is a clear
direction chosen with enough funding to be assured of its continuance.
The HVAC is typically an issue with any older building. This is the second issue at the SCHS. It affects the
lower level storage and the exhibits. A remedy to help the small units for the large rooms are to leave all the
doors open to improve the passive internal ventilation. Then there is an issue of some partial storage of a
collection in attic storage. Maybe the furniture can be seen as educational and used in the corridor area for
seating. Even that is less detrimental than the attic temperatures. The attic is hot & dry & the lower level storage
is damp. Humidity and extreme heat are both problems that are magnified in attics and basements.
I would like to begin the survey with some introductory lists so that the reader may have a visual image of what
needs to be undertaken at the SCHS- ROSS CENTER museum complex. Included with the original are some
prints and a CD of the images photographed on location in July.

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INSTITUTIONAL MISSION STATEMENT
I believe the mission statement for the SCHS Ross Center is a bit broader than is standard. It says to operate as a
research, administrative & museum facility for Shelby County and the “local county life.” I believe that may be
where the contemporary regional art exhibits fit into the mission.
The mission statement in the Strategic plan states,
“The SCHS is an educational organization whose main purposes are to preserve historical resources, provide
educational opportunities and promote awareness of Shelby County history.” Now in this statement I am not sure
where the art exhibit would fit.

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SUMMARY OF FINDINGS For the SCHS Collection & Ross Historical Center Building
Whichever, mission statement is used it can always be expanded to include the philosophy and history of the
institution and the direction it intends to take while conducting business. An extended mission statement in the
records, could add information such as a short description of:
the founding organizations and the timeline,
previous exhibition history and exhibit locations
other buildings and their past exhibits or storage use
education programs for visitors & opportunities for SCHS volunteers.
PUBLICITY
Any document or publication can be compiled to produce a volunteer Training manual that can also be a publicity
and education manual. I did receive a few small publicity flyers and there are several printed postcards from past
exhibits that I have include in this binder in archival sleeves that can be added to this effort.
I would like to see the Gift Shop expanded to include more available books about the Historic Homes in the area,
SCHS & the downtown urban area. A web page introduction and a general fact sheet would serve as a nice
overview of the Site. A Fact sheet would be nice for visitors to pick up while on the first floor when they wait for
their introduction.
- Try to compile the past publicity information into a general site binder that can be viewed as a publicity
information guide.
- Consider adding a small information binder on a rack for visitors on the first floor for education purposes.
A mid-term goal that is beneficial, is to have children’s information available in a binder that is site specific. This
can be photocopied by any teacher and helps gain long term support with more use from the schools even when
the groups do not visit the site.
-Keep past history - publicity flyers in binders along with the other subjects on care in the Collections office for
new volunteer or researchers. I have supplied you with those which I received plus the photos taken at that time
for this education use also.
COLLECTIONS SUMMARY
At present, I believe less than 5% of the collection is on view. A large percentage of the local history objects are
on view in the one exhibit room but a majority of the objects are located in storage on the lower level in SCHS
building. (See photos) We had discussed it on my visit, but I would NOT accept donations until the mission of the
Historical Center is more clearly defined. The registration and record keeping is badly neglected and the historic
provenance of the objects are more important than the object. Their quilt booklet shows they understand that
concept well. It was a nice documentation of the family history not so much the quilts, but the family ties and
history of the area, which clearly defines the importance of provenance.
The estimate of the count for this collection is about 10,000 objects if you count individual objects. The books
located here are a small reference library on the second floor. The historic books in the library should be included
in the inventory to determine whether there are any unusual early titles.
It is difficult to estimate the number without reviewing object type inventories. The Object group categories
suggested for this inventory are noted in the Collections management section.
After my visit, I reviewed the collection’s policy. I believe the curator’s comments in the margins address most of
the collection issues I would also continue to work on.

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General List for Appraisal for an Insurance Listing of objects that should be insured and are deemed valuable
EXHIBITION COLLECTIONS known for special valuation by staff
BOOKS/ PAINTINGS & PRINTS
Framed Art - history paintings
Portrait of founders of SCHS
Stained Glass window on second floor landing
OBJECTS
Any Shelby County Household or office furnishings ( Is there a list of these? )
Shelby County documents
Shelby County memorabilia
Ceramics
Decorative Glass collection
Other SCHS reading materials, maps, documents….
3D objects
EXHIBITION COLLECTIONS noted for special valuation by Jennifer Hein
OBJECTS
Paintings of Shelby County family, or any regional Family Portraits
There are family letters / journals or volumes of bills of lading from the County.
BUILDING AS AN OBJECT
photographs of the SCHS building at different times.
Local or SCHS history ca 1890
Any older existing shutters, lights or railings in lower level that can later be used as a style for reproductions.
Aerial photographs over time of the site or schematic drawings at different phases.
Architectural drawings of the Restoration efforts.
NOTEWORTHY COLLECTIONS / PEOPLE OF THE AREA
Continue developing contacts with this list for the endowment.
Other functions that took place at SCHS,
SCHS program histories that took place in the building,
Any 1905-1915 photo history.
Travel information from Sidney or Shelby County History that mentions your building.

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BUILDING SUMMARY
Please refer to the architects comments about the exterior which was assessed in detail. The floor plans of the
building are included here to discuss the exhibits and storage only.
The Ross Center has:
1) footprint is said to be 10 ,000 sq. ft.
2) object storage & lower level exhibit prep storage 2,500 sq. ft
3) exhibition space 2,000 sq. ft.
4) staff offices, 1st & 2nd fl. 300 sq. ft.
2 seating areas for meetings & Education 200 sq. ft
5) building services in lower level & 2 restrooms 200 sq. ft
6) corridors, stairs 300 sq. ft
7) Food Prep upstairs kitchen (10 X 10) 100 sq. ft
5,600 sq. ft. is accounted for ….
These numbers total 5,600 sq. ft. Is the empty space reserved for the traveling exhibits. (See photos)
PARKING & ENTRANCE
To get near the building, you park on either of two sides of the street corner. For meetings, the parking does
become congested, so consider making an official no parking drop off zone in front. They are considering
officially using the parking lot across the street.
The guests are directed to the front steps but there are two doors on the porch that are within a few feet of
each other. There is only one door open to enter the SCHS Ross Center as a visitor. The front door was not as
obvious to newcomers as I would like but it did have several plaques beside the correct front entrance. There is a
historic front and side porch that extends the front entrance weather protection which was very nice in the rain.
The second entrance is a side entrance to the building, which has a wood ramp or a small set of wood steps.
The front entrance is solely for guests, the other for the volunteers and staff. The volunteers arrive in the side
because of the off street parking.
The side & the front entrance is one level up from the sidewalk so they have a long handicap accessible
ramp to enter the building from the side. The side landing near the door is wide but be sure to add the gate the
architect mentioned to close the area off in front of the cement steps to the Lower level. This would add a needed
safety measure for wheelchair and winter safety for volunteers who regularly use this side entrance.
ENTRANCE
As a visitor, on entering the front you stand in a beautiful atrium. On entering the main door there is a small
Visitors gift shop cabinet off to the right side. It is taken care of by the volunteer or Director, whoever is available.
Refer to the photos to view the entrances.
About 25% of the Ross Center is restricted to office and storage functions. All areas in the building have
somewhat regulated temperature but little humidity controls. The lower level storage has mixed use functions
with exhibit prep, object storage and building & facilities all included.
One half of the lower level space serves as historic object storage on the front side of the building. In the
back of the Lower Level there is the building equipment, store and exhibit mount space for manikins and partial
walls. On the main floor of the Ross Center, there are work spaces and partial exhibition areas on the two floors.
The majority of the objects are in the lower level basement in storage. This object storage location is less than
ideal. Any objects if moved to the third floor would be safer from damp issues & this upper floor is not used
much except for special events. The specifics are discussed later.

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THE BUILDING CHRONOLOGY
The 10,000 sq. ft. four story was built
1902- 1920’s House was used as a residence for William Haslup
1935- 1980’s Huffman Dearth set up the home for Funeral services. It was continually used a s a funeral home
by Warren Souder then Mark Adams. One of them modernized the kitchen for funeral services.
1999 The SCHS/ Sidney Community adopted the building after a general architectural survey was completed by
The house went through extensive renovations.
The entire electrical system was updated . They added track lighting, computer & telephone lines.
Flashing, chimneys & the roof were repaired.
Original Wood floors were uncovered & repaired.
New HVAC system is now a gas fired boiler with several window air conditioning units.
Emergency & Fire alerts were updated to code on all two floors. ( LL, 1 & 2)
2000 It became a 501c3 non-profit corporation. It also opened to the public.
2003 Front wood pillars were replaced & front balcony repaired
2004, Strategic Plan was written as a third draft.
June 2006 The architectural assessment took place. It discusses the mechanical, electrical, roof, gutters, and
masonry issues.
July 2006 The General Preservation Conservation Assessment took place.

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SUMMARY OF FINDINGS For The SCHS Collection & Ross Historical Center Building
REQUESTED DURING THE SURVEY
1) Historic object storage suggestions, conservation specific storage directions.
2) Discussed how Stained glass interior windows are not good for the leading. The extra moisture buildup
usually deteriorates the glass more quickly.
3) Special event use was discussed. Try to restrain the guest to specific areas around the SCHS then remind
the guests of the rules with signs.
4) I agree with their decision to discontinue large function or wedding rehearsal dinners until the legal
qualifications of the building are in place.
PRESERVATION IMPLEMENTED THROUGH THE SURVEY
Climate Control or IPM /Integrated Pest Management
5) Demonstrated pest debris damage on paper & discussed probability in storage. Installed insect glue traps
and mouse glue traps with tail design in lower level only in the storage areas.
6) Discussed use of mylar barriers and cedar chip bags with objects, especially those made of wool to deter
pests. Bag samples were given to them.
7) Discussed use of silica/ moisture buffers in bookcases or boxes. Left drawstring bags and oval plastic
containers to separate a gallon of silica when purchased for use in boxes or file drawers.
8) Constructed basic hygrothermograph readings for the Lower Level of SCHS. 70% RH ( humid in July).
9) To diminish light damage, I demonstrated how it is important to move hot spots caused by canister lights
and used a broomstick to adjust the light center.
10) Other object rotations were mentioned with sun directions for heat discussed. Move S to N & E to W.
COLLECTIONS MANAGEMENT POLICIES, SHORT-TERM COMPLETED ON SITE VISIT
11) Discussed the safety of a water filter & the expense of HEPA filter replacements. Suggested they purchase a
Rainbow Water Vacuum for repeated use with the wood floors.
12) Demonstrated use of poly sleeve for files. Gave them a sleeve example to separate photos in storage.
CONTENT NOTE:
At this point , this report changes from a SUMMARY OF FINDINGS for the Ross Historical Center Building
to an Executive Review For SCHS Collection objects. I realize I lose a few readers in this text , therefore the
building summary and insurance issues are covered first then the detailed object care is in the second portion,
called the executive review. (pp.11-20)
The third section is specific museum standards with comments that apply to your group.
(pp. 21- 46) Please read the closing on the last page, p. 47.

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Executive Review For The SCHS Collection & the Ross Historical Center
Supported through IMLS- CAP 2006 Grant funding
General Findings For the Shelby County Historic Society & Ross Historical Center, Sidney, OH
________________________________________________________________________
SCHS ROSS CENTER GENERAL RECOMMENDATIONS
Begin to develop assignments from the information contained in this document. There are short, mid and long-
range plans for the preservation of the collections outlined in later sections.
1. The current mission statement promotes an interest in preservation of the “artifacts, documents, books,
manuscripts & photos . They don’t really mention the exterior & interior architecture. The mission statement
should be expanded and included in your PR & web page.
2. It would be beneficial to continue to add to the Public Relations and education efforts with more information.
These could be inexpensive Xerox copy of the information that is compiled in different formats. These would
benefit the casual tourist who likes to read more about the Site after their visit. Consider adding a few small
binders on a reading rack for visitors on the first floor for education purposes.
3. A Mid-term goal would be to construct school education flyers.
4. A short term goal would be to compile any past history - publicity flyers in a binder along with the other
subjects on care in the Collections office for new staff, volunteers or researchers.
5. In the short-term plans, continue to have the volunteer tag accessions, improve catalog entries or complete
box inventories, as we had discussed. This will give your museum an accurate object count and it will produce
specific lists of objects and what storage area they are in.
6. The side entrance for handicapped guests needs an additional gate above the Lower level access steps,
that is near the staff entrance because of winter safety issues.
7. As a midterm plan, I would suggest an open storage exhibit of the more hygroscopic materials in storage to
a room on the 2nd floor for a year round museum exhibit Open storage exhibits are well liked by the public and
many museums have examples that you can see of cabinets to use. This would add to the case exhibits
downstairs so that it became more of a history site.
8. A lower level is prone to plumbing & waste water issues and always has humidity issues. The objects will
be prone to mold issues from damp. The bagged newspapers are already quite toxic to breathe, they need the
plastic bags removed and left to dry to see if there is anything that can be saved. At this point you may want to
dispose of them
9. The damp issues have added to the film decay. I would immediately dispose of the reel to reel industry
tapes that are piled high and quite caustic to breathe at the lower point of the steps. The film canister off-gassing
could be causing some of the breathing issues when volunteers work downstairs.
10. Continue to find funding for the short and mid-term plans through private or state channels
11. Apply for the federal Education or CPS grant as a mid-term goal and continue to apply for regional or state
funds for preservation upgrades to objects.
12. Continue to seek funding from any state, private, or federal source for care and conservation of the
collections, as prioritized in the long-range plan. The collection objects are why we are all interested in this public
institution. Historic collections have strong merit and deserve our respect and care.

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Executive Review For the SCHS Collection & Ross Historical Center Building
GENERAL ENVIRONMENTAL PRESERVATION SUGGESTIONS to begin:
1) Place mylar as a barrier for all wood shelves.
2) Improve storage in lower level by covering the objects with sheets or cover with blue vinyl barriers or
plastic.
3) Improve the ventilation with box fans and dehumidifiers.
4) Cover the heat exhaust vents with cheesecloth or the new furnace filter covers to filter the debris that is in
any older ductwork, unless all new.
GENERAL MUSEUM OBJECT STABILIZATION GUIDELINES to follow:
5) Fill shapes such as leather shoes, boots, small boxes, cloth hats or bags with buffer materials. The
easiest to use is absorbent un-sized cotton batting. This material also works as a humidity buffer and it
helps the 3D objects keep their shape. Without help the collapsed shape will harden over time.
6) Add muslin dropcloth walls to the metal shelf units as a dust control measure. Use Velcro double stick
tape to secure these to the metal shelves.
7) Develop small individual handling trays for precious objects. Choose a size that fits the largest object
type. And use these in the exhibit and in storage.
8) Continue to encapsulate reading visuals with a UV / mylar cover on a buffered back to display. See buffer
board explanation .
9) Enclose photos in a transparent poly sleeve with a tagboard backing even in storage files, if possible.
10) The photos on view should be reproduced and saved for duplication purposes. Photos are the least
stable material as emulsions continue to process with heat. The LL is acceptable storage for these.
11) Box end labels should be continued to be used as an inventory on each box.
12) Stabilize fragile cloth items in storage boxes with mount supports.
13) Have someone stabilize historic book covers with book repair methods so these are not lost or misplaced.
14) Erasure clean interior endleaves of books to begin mold control in the reference library.
15) Straighten & separate any framed collections in storage with more cardboard.
16) Add a backing to each framed artwork when possible so it is not punctured.
17) Prints need conserved when they have brown acid stains. They need washed out to deacidify before the
stains deteriorate the material.

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The highest conservation priorities are stabilization of the collections as they are exhibited or housed in storage
and object storage improvements such as buffers, barriers and improved air circulation and moisture control.
These changes would improve the preservation of a majority of the collection.
The interrelationship between the Museum's buildings and the environment they provide with the collection’s
storage and the collection’s management policies should be recognized. If there is one weakness it affects the
general preservation on the whole.
The collection and care of the objects in storage and those on exhibit have been upgraded over the last 5 years.
They understand that the objects in storage if cared for in as responsible a way as possible then they can replace
the objects on view when it is necessary. This Historic collection should be seen as our grandchildren’s legacy
and deserves to be preserved well.
The weakness in this collection policy is the storage of a majority of the collection in the lower level. There is only
a scattered use of many rooms for temporary exhibits. A few more exhibit rooms could easily be added within
this complex. My suggestions follow.
COLLECTION STORAGE STABILIZATION
A stable collection is essential to good conservation. The first step is to develop improvements in storage . A
storage plan needs to be implemented with the changes that are mentioned in this report to begin to mitigate the
mold issues already apparent. These mid-term modifications would help preserve the objects for another quarter
of a century.
Unstable or inappropriate overcrowded cabinets or racks lead to chemical, physical and biological deterioration in
the collections. The framed artwork installed in flip files, is probably the most stable part of the collection. Any
boxed object within 6” of the exterior wall for 10 years will develop mold issues.
This is part of the reasoning in which I suggest that storage be improved and more long term exhibits be added to
the second floor. If the SCHS is committed to educating the future public with their collection, then they need to
consider long-term preservation techniques.
1) A short-term request is to protect objects in storage with muslin or sheet covers, or create muslin walls
around the steel shelving to limit dust accumulation. The packing blue blankets or the vinyl blue blankets
can protect an entire shelf of the collection from long-term light and dust buildup then the debris does not
develop into mold. All objects in storage should be covered.
Objects on exhibit are subject to many of the same forms of deterioration of those in storage, and for the same
reasons. A stable environment, protection from light and dust, and use of inert materials is just as important for
the preservation of collections whether in storage or on exhibit for metal, wood, books, documents and clothing
alike. Care should be taken in both exhibition and storage that all objects are accorded the same standards of
care. Each should be viewed as a valuable segment of history to the SCHS collection no matter what its
appraised value.

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HUMIDITY AND TEMPERATURE
Humidity testing would show that you should leave all the doors open even the basement door when possible to
improve air circulation . When a door is closed the air circulation is decreased. The solution for the long term
stabilization of the building and the objects is “Never close any internal door.”
Temperature spikes in any area would disturb the limited air circulation throughout the entire space. I am always
impressed with the heat efficiency of the early original staircase designs in the turn of the century homes, because
when the supplemental heat of the central lounge fireplaces were used the heat would automatically draft up.
The other opposite extreme issue is the humid lower level environment. The lower level has fairly stable
temperatures because it is below ground but the humidity ranges typically high which is 60-70% minimum in
basements most of the time. The temperature limits are acceptable but the humidity is over the limit usually 6
months of the year. These maximum moisture limits cause problems when dust begins to accumulate in storage.
Once mold begins to grow on the surface it actually weakens the surface of all the hygroscopic or moisture
retaining objects in the collection.
2) Continue the new use of the dehumidifiers on the lower level, as long as they will run into the winter.
3) Continue to use box fans throughout the object storage areas even in the winter. Hygrothermograph readings
would demonstrate this.
THE COLLECTIONS ON EXHIBIT
The collection’s exhibit objects on view are seen as educational and historical. This mission statement with
numerous objects would allow an exhibition policy, which could easily include a rotation of objects on view.
Rotations would allow objects to be preserved for centuries with less exhibit time for each object. And at your site
it might dry out any mold problems that begin in the storage area.
At your site , I would make two exhibition comments about current procedures. Continue to upgrade existing
exhibited flat materials with buffers and continue to encase objects in the historic glass cases. There are many
references to reinforce your positive use of enclosed cases. The case protects objects from dust and handling
when they are on view. Even silver requires less polishing when the oxygen is limited inside a glass case.
Continue this policy as much as possible.
4) When I visited we had discussed my preference for the continued use of the enclosed exhibit cases because
they continue to keep the objects clean & safe. See the following report for exhibit specific suggestions.
5) Midterm plans should include that all hygroscopic paintings or prints be backed with buffers. Photographs ,
paintings and prints need a buffer board backing secured behind them to help stabilize the humidity changes. An
archival gray board or even a cardboard back on the frame gives an air space behind the object and the wall or
the next painting when they are in a flip file. These will protect framed objects from punching.

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HUMIDITY ISSUES
The humidity issues in the Ross Center includes the entire collection of objects. I gladly support any improvements made
to the drainage problems around the Ross Center that are now being studied. Generally external moisture problems affect
the entire building and the collection housed within.
The collection is fairly stable with a few specific problem areas that need treatment. Most of these are concerns over
issues caused from dampness or mold. Short term make internal choices as to the fate of the industry videos. They are
amassed on a pile at the base of the steps and are off-gassing quite badly. The toxicity of reel to reel and the potential fire
hazard would persuade me to dispose of this as quickly as possible. This effort alone would help stabilization the collection
storage from the fumes noted as you travel down the steps. Then the introduction of buffer materials and the continued
use of the dehumidifiers would have a chance at stabilizing the lower level.
The lower level storage areas that now house the collection in storage can be reasonable if the humidifiers are emptied
regularly or put on a drain. If the exterior drainage issues are improved the basement area should also improve. The
exhibit prep materials are fine here but the object storage is not yet positive.
Continue to monitor the humidity to assure this improvement continues. The Community is now trying to develop better
drainage and this will give the Ross Center staff a chance to maintain a positive collection's strategy for the entire building.
The placement of storage was not well planned because of the mold issues. Because of the basement damp problem that
is inherent with this building structure . I recommend a midterm move of some objects to exhibits on the 2nd floor. You
might consider the movement of all the exhibits to the 2nd floor. This would reopen the Ross Center first floor to temporary
exhibits & events for better visitor accessibility, until the load requirements are legally worked out. This change would allow
you to advertise the large temporary exhibits for handicap attendance to maintain and expand the original education
mission of both the arts center & the history museum.
New planned support areas for the Ross Historical Center are being considered with the addition of another wing. They
would like to include more art and activity services and handicap accessibility to the first floor. It was suggested that this
area could also include a gift shop . These were quite extensive plans with such a small staff.
HISTORIC OBJECTS
While the historic objects suffer from damp storage in the lower level because they need the space for Cultural Community
events upstairs. Any object 100 years old deserves our respect and care. They are quite valuable in their own right
because they were produced around the turn of the century. They are at risk in a more unstable humid Lower level or
basement storage area. The space the Historic objects are in has an outside stairs which is blocked off. This stairs if
used or opened for occasional use could increase the ventilation and would alleviate a percentage of the moisture buildup.
The improvement of air circulation on this floor needs to be strongly considered if storage remains here.
This summer the white dust surface showed mold growing into the wood and all throughout the newspaper. The long term
existence of a newspaper archive is dependent on what is done within the next few years. There are many valuable
objects in the basement to let them decay this way. Please note if they are left in the current lower level without moisture
control and improved air circulation they will become contaminated with mold beyond use. See the specifics. Until then I
suggest:
1. Any object needs covered with old sheets, ASAP.
2. Anyone who works in the lower level should wear disposable gloves to sort through objects.
3. When they move them for the fair or over the summer, up the side steps be sure to vacuum the hardwood floor
and rugs where they were temporarily placed.
4. Any object from the L.L. should be kept out of direct sun or by the windows until they naturally dry at a slow
rate. When the fair objects are returned they should be vacuumed as a mold & pest prevention treatment. The

16
volunteers should wear gloves for their safety.

17
STAFF REVIEW
The Museum's collection staff is inadequate but it is coordinated and supplemented with volunteer and
student labor. The Ross Center seems to manage well to accommodate general accessibility. The improvement
of collection’s cataloging suffers a bit. Several volunteers have added information to the computer files before my
visit but they no longer work there.
I would like to see that a few weekly collection staff hours are spent on the computer inventory so they may
begin to photograph the objects with a digital camera.
The volunteers should have a Training Manual to orient new staff or volunteers. Public relations and
administration is the responsibility of the sole Director. They are also responsible for the design and exhibit
installation decisions and plans, so I understand why inventory is not on the agenda.
REGISTRATION
The data entry/ cataloging responsibility is understood to be important. I support the fact that a computer
database is being constructed for this collection. The computer input is planned to be used with the web site.
The staff understands the importance of Collection’s management. I tried to view the computer files and am told
there are some older registration lists.
6) Continue to upgrade the registration files for the life of the collection.
7) Staff time should be made available for numbering and inventory.
8) A volunteer or student labor force could complete some of the detail cataloguing. They should also continue
to work on object research along with basic data collection.
9) I support the past volunteers efforts to improve the storage. The volunteer help is also used to guide the
visitors. Cataloging should be seen as a very important history lesson for student volunteers.
10) The long-term goal of any collection is to have images on the Internet that are accessible so historians can
help improve statewide education. We all hope that history collection records will soon be in a computer format,
to be used in any school as a history education program nationwide. The reason I am so supportive of digital
images is that the purpose of photos in a Collections Museum record is the first step in this direction. These
images should also be used for insurance purposes or as an education guide. Your group could try to develop the
images into a binder for education and survey purposes.
CONDITION ASSESSMENT SURVEYS
11) This report can be seen as a partial general object preservation survey but a few specific inventories should
be made. Most collections are not to the point where they have had object-specific inventories completed or
condition surveys. An effort to complete this is suggested in the Long Range Plan.
12) Short term, begin to develop a synopsis of the primary features of the collection. Records and summaries
are necessary to be able to set conservation priorities along with their use in public relations efforts.
13) Midterm, the second survey process is to produce a catalog description for most 3-D objects in the collection.
14) Midterm, try to create a complete inventory generated room by room. Over the next decade, these lists will
help produce condition surveys. These lists & reviews are needed to determine exactly how to preserve the
special collections in paintings, ceramics and furniture or Historic objects. A catalog entry for each object should
be readily available. These reviews & lists of object types with locations would be necessary during a general
preservation survey.

18
CONDITION ASSESSMENT SURVEYS cont.
The short-term preservation steps that need implemented are suggested in this document. These efforts are to
stabilize most of the objects with the least amount of effort and money. Then a mid-range plan is to have several
object type surveys done to closely examine specific collections, as you had started with the glass negatives.
15) Mid-term examinations could produce a priority list of treatments for each material or object type. I had
noticed several painting issues that need looked after at the present time.
16) I recommend that yearly funds be planned for care and preservation because when this is postponed the
materials obtain a memory and become more difficult and more expensive to treat.
17) Certain types of objects should have a list and binders compiled such as ceramics , metal and glassware.
These can contain cleaning notes. They should have a shelf or drawer inventory of the files downstairs and the
cases upstairs. I did not see any of these lists. The use of this information would be to place a copy of the
inventory on each shelf or drawer. The storage and maintenance requirements can be noted on these records.
18) A registration cataloger, could be intermittent volunteer labor of those private collectors that attended the
general lectures. They are useful for improved terminology in the records. They enjoy examining certain object
types they collect in order to compare & this helps you catalog those objects where your staff has less expertise.
By inviting a collector to your site you could gain a valid description for a minimal cost. It does require some effort
to record notes for the specific collection areas examined.
19) A volunteer could tag objects to directly record object information as the owner describes it when they drop it
off. Large individual tags are suggested
20) In more complex storage areas, computer generated printouts or shelf lists are suggested. A list should be
on each box end or in the top of each drawer in any file storage unit.
21) A preservation step that can be accomplished at the same time when you look around in storage, is to cover
each drawer or shelf with muslin and insert buffer cardboard where possible. This type of preservation uses
archival supplies to buffer any humidity changes or chemical degradation within a small microenvironment: shelf,
drawer or box. The addition of buffers also improves the handling & personal safety by handlers.
22) Muslin drop walls can be added with Velcro to the sides of metal shelves. Dust covers also act as humidity
buffers.
23) Try to isolate degrading materials such as Red rot leather, decomposing plastics, or pest-ridden, heavily
soiled books on separate shelves or in individual boxes.

19
THE COST OF CONSERVATION AND COLLECTIONS CARE
24) The preservation budget should be recognizable in the Museum's budget. This would allow a good Long Range
Conservation Plan to be followed in a staged manner, and would allow flexibility for grant matching. These monies are
usually needed for preservation buffers then later on for object treatments.
25) In the storage area, after the construction repair is completed for drainage, it is suggested that a dehumidifier be used
in the lower level basement. A commercial dehumidifier is best for the central area, then several home dehumidifiers would
be adequate for the side spaces. The basement is a bit difficult because there are partitioned areas but the space is small
enough that one unit in each storage area would be helpful in spring & fall even if they are not plumbed directly to a drain.
26) On the upper floors I would install small rotating fans or large box fans in a corner of each available room. This means
planning for wiring, but it helps with the humidity and improves staff & visitor comfort. Fans work best when located near a
air source such as a door, stair or window.
27) The most extreme light and heat levels near the exterior windows should be dealt with first. There are a variety of light
readings in the SCHS exhibit so see the charts I constructed for hot spots. The heat from sunlight is typically a problem for
fading then the heat buildup is another factor for aging. The use of box fans near windows in the winter & summer would
equalize temperature variance by moving the air in the rooms more efficiently.
28) In storage, a mid-term plan would be to add buffers & barriers to the flat file drawers in storage of all hygroscopic/
(moisture absorbing) materials. Acid free boxes should be purchased for several types of objects. In storage your
volunteers should continue to store objects on metal shelves.
29) You have started to use buffers by using the cardboard between framed art objects. Adding more buffer materials gives
the storage area a more controlled Relative humidity (RH). Consider adding more cardboard dividers and boxes into storage
even if they are just regular boxes lined with acid free tissue. By adding buffer boxes near organic objects you buffer the
chemical and the environmental changes and slow decay and rust.
30) Sort objects so any plastics and red rot leather are segregated as these have toxic off gassing. Any containers with
these need extra buffers of loose cotton batting as a fume absorbent and buffer. These materials are toxic so please wear
gloves. (See Safety or Toxic hazards)
31) Objects that are stored in a basement may have mildew problems after prolonged storage. Be sure to have any
collection handlers read the “Humidity control, Sunning-Airing” and vacuuming directions that follow. It is also necessary to
use basic safety masks and gloves or goggles whenever objects are processed.
32) Continue the storage box project downstairs. This technique tends to reduce breakage if someone needs to move
these. I suggest a digital photo taped to the exterior of those boxes completed.
33) There are specific ways to box “Breakables” with letter size boxes & dividers.(See U.P catalog.)
THE USE OF SPACE
34) The storage is fairly compact. You may want to spend some funds on industrial shelving or State surplus cabinets
could possibly be located for free. Wide sturdy shelves are always useful for the central area in any open storage area.
35) Long-term plans should include a concentrated effort of the use of the 2nd floor.
36) The new accessions into the collection need to be well thought out. As the collection becomes more organized, the
importance of secondary objects that are not on view will become more apparent. The objects in storage will provide the
facility with a direction to rebuild rotations in current displays. (See Rotations).

20
SHORT and MID - TERM OBJECTIVES
That Can Be Achieved With Current Resources
THE COLLECTIONS STORAGE
These modifications will preserve the objects long term. See the Preservation Policy explanations in the appendix.
37) It is advised as a mid-term plan to develop rotation suggestions for hygroscopic materials that are not
reproductions that are on view even if the objects are not as directed linked to the storyline at the SCHS Museum.
38) A short-term plan would be to develop an explanatory self-guided tour for viewers who like to read, with specific
object catalog information on a room by room list. I was pleased to see several of these. We discussed an exhibit
addition of an inventory or catalog list of the room inventory’s that could be added to a floor by floor binder in the central
atrium. This list could be researched and gradually expanded.
39) A short-term request is to cover objects in storage with muslin or cotton drop cloths or the blue space
blankets. These protect the collection from long-term light damage and dust buildup.
40) A short-term plan is to install bubble wrap or the packing P.E. foam as shelf liners and dividers between
objects in storage. This plan could also include the additional use of more brown cardboard as buffer materials in
the metal storage units to help buffer the environmental changes. Near the glass and ceramic objects the acidity is
not an issue. Gray archival board is best but it is better to save this material for the inside of containers.
41) A short-term plan is to continue to use the 2 new dehumidifiers in the Ross Center basement.
42) Mid-term I would purchase 2 more units for the spring and fall rains unless a commercial dehumidifier is
purchased.
43) There is a need to install small rotating fans in some rooms, near a window. A platform ¾ of the way up the
wall in the exhibit & the office areas would help neutralize the humidity & temperature extremes near windows.
44) The SCHS should add buffers and barriers to their collection in storage. A mid –term plan is to add silica in small
containers within enclosed covers and to add buffer board backings to prints & paintings. A mid-term plan should
include the addition of buffers to the flat file drawers and to each shelf unit in storage. Begin near the organic materials in
the lower level. These buffer backings can be constructed from materials available at many archival companies. Begin by
measuring the storage units to plan for buffer board sizes. A buffer board is a grayboard with cotton batting and a cloth
cover, preferably silk, cotton or silvercloth.
( I showed you some buffer boards and silica containers as prototypes through “Treatments. ”)
45) A mid-term suggestion is to fill the vertical space downstairs in the lower level with heavy-duty metal storage shelves.
Enclosed storage cabinets are also desirable to create small microenvironments in large open rooms.

21
REGISTRATION
46) The data entry/ cataloging responsibility is given to volunteers and is understood to be important. A computer
database is being constructed. They should be supported to continue to upgrade the research card file for the
collection. The importance of Collection’s management seems acknowledged here.
47) More student staff could be used for cataloging. Each individual could choose an object research area of their
preference of the specific collection types available. They would add information and improve storage for one
collection type with the Director’s guidance. This would give them a better sense of accomplishment.
48) Photo archives storage could be improved. The empty office files in the basement are plentiful & additional
files should be moved up to the offices upstairs.
49) Any photos taken of the building, even as late as 1991 should be preserved as an object to document the
Historic Site structure development. We discussed this timeline of work & the documentation when I was there.
Any files with photographs, or newspaper clippings or brochures, postcards… about each construction process
could be put in a building file. I had given you a sample of a True-cor support board and poly sleeve.
Photographs should be inserted and separated in these for handling.
50) Object records should be printed out for the collection then sorted into location or object type. One drawer can
be for the Ross Center storage, another the exhibit. Binders are a good start on this documentation process.
51) The long-term goal of a collection is to have digital images on the Internet that are easily accessible so
historians can also help improve the education system. I had a discussion with the student about the eventual
possibility of the collection records getting onto the web site with the computer format. These records would then
be accessible in any school as a history education program. Photos in the museum record are the first step in this
direction. These object type survey binders & the web site can be used for insurance purposes or as an
education or handicap guide.

22
Supported through IMLS- CAP Grant funding, July 2006
CONDITION ASSESSMENT SURVEYS
52) The first step is to add research to catalog descriptions that should be available for each 3-D object in the
collection. Then have this printout in each box, drawer or object file/ binder.
53) A mid-term goal is to support the idea of object-specific condition surveys after the Collections management
lists are available. It is necessary to work with a completed object type inventory & location list to perform these
condition surveys. These reviews determine exactly how to preserve special collections in books, ceramics,
metal, clothing and furniture or sculpture. A catalog entry for each object is necessary first. This document
would serve as a general preservation treatment survey. Several object type preservation surveys should be done
to closely examine the collections. This examination would produce a priority list of treatment tasks that need to
be accomplished to stabilize the most objects with the least amount of effort and money. It is very specific for
each type of object in storage.
(Example – Books in cases; sort according to problems, buffer with silica, be sure to check inventory and
complete numbering, Isolate the degrading red rot leather to one end & add extra barriers)
54) Mid-term: Private collectors could examine certain object types to help identify and catalog unusual
collections. This could be accomplished during research sessions with the student registration help.
55) Short-term, we discussed a team with the student registration cataloger and another student where catalog
info is added to a tag attached to the objects in storage.
THE COST OF CONSERVATION AND COLLECTIONS CARE
56) The cost of conservation and collections care should be added to the budget as a mid-term priority. This
specific funding would allow for a good mid term Conservation Plan that would allow for archival box purchases
and long term for grant matching.
COLLECTIONS POLICY / USE OF SPACE
57) Wide utility shelves are always useful for the central area in open rooms.
58) Long-term plans should include the use of the 2nd floor as exhibits and storage so the basement does not
need to be used. Or choose any portion of the home under the 3rd floor attic.
59) The object research & cataloguing will provide the facility with a direction to rebuild rotations in current
displays. (See Rotations)
60) Objects that are stored in the Ross Center basement will have mildew problems. Be sure to have the
collection handlers read the “Humidity control, “ Sunning- Airing” & the vacuuming directions that follow this report.

23
I know that I lose a few readers in this text, so this report has three sections.
Section 1: The building summary and insurance issues are pages 1-10.
“Summary of Findings for the Ross Historical Center Building
Section 2: The detailed object care, labeled the executive review for the SCHS Collection objects, .pp.11-20.
Section 3 Specific museum standards with comments that show how your group is progressing. (pp. 21- 46)
Closing , the last page, p. 47.
At this point , this report changes from an Executive Review For SCHS Collection objects to the general
museum standards.
The third section is specific museum standards with comments that apply to your group. It includes general
preservation standards in humidity, lighting and pest control. Then we discuss Collections Management and
registration issues and staffing, then finally the reason for the CAP, the collection objects, their storage and
exhibition techniques.
Please, be sure to read the closing on the last page.

24
Closing for the SCHS Collection & the Ross Historical Center
The conversion of this historic building to a museum in the 1990s and the collection of the Shelby
County history archives is a notable effort, worth continuing. Any organization has a few bumps on
the road to success, so continue with your efforts. I appreciate any group’s effort to continue to
preserve our historical past.
I hope you tried to remember that this assessment is less about the education efforts which are quite
notable. Storytelling through educating the next generation is the initial step to preserving our rich
history and culture. Caring for the objects is the next step. This CAP report was written to address
the care of the historic objects within the structure, while the building is considered the primary object
to care for. I would like to be sure that you recognize and appreciate the notable volunteer curatorial
efforts in boxing, sorting & categorizing the history objects. It was my one pleasure in viewing your
site, that is evident in the collection storage photos.
This assessment is intended to draw attention to areas where these efforts should be concentrated,
and to help the Museum to develop a staged, long-range preservation plan that will integrate and
prioritize the needs of all of the history collections. The Museum holds large archives and many
varied collections.
Ideally, care of the collections should take the form of preventive conservation rather than treatment.
If the correct conditions were available for storage, handling, and exhibition, most of the deterioration
that takes place in the history collection objects now could be slowed down. For this reason, passive
conservation through good care, good environmental controls, and provision of good physical storage
arrangements should be implemented in the long-range plan before conservation treatment of
individual objects.
I have included a second copy of the Humidity and Mold guidelines I had previously supplied in the
appendix when I visited. Your site has strong issues with this detrimental method of decay. These
follow this closing statement. They should be reviewed and considered by anyone dealing directly
with objects in the basement storage.
This collections report is an explanation of many recommendations that appear in other written
museum text. Some of the projects discussed are already underway; others will require reallocation
of existing resources; others must be funded by outside grants or gifts.
Current financial support and staff size is inadequate. The direction these funds are dispersed and the
staff assignments could be redirected to achieve the aims outlined. The Museum should re-evaluate
its own priorities and try to draw support from corporate and community sponsors for preservation and
education programs.
“Through the study of our history, we will learn to make progress in our future. “
It was an interesting challenge to write your report.
I wish your group the best of luck in your future.
Your site is near to my birth site, Mercer County.
Jennifer Hein

25

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