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Facility Assessment - Regional District of North Okanagan · The risks to the GVMA collection were...
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Facility Assessment for
Greater Vernon Museum and Archives
Regional District of North Okanagan
Vernon, BC
RevisedReport
January 2015
Irene F. Karsten
Preservation Development Advisor
Preservation Services
Report No. 126672b
Table of Contents
1. Executive Summary ......................................................................................................... 1
2. Introduction ...................................................................................................................... 2 2.1 Methodology ............................................................................................................................... 2 2.2 Scope ........................................................................................................................................... 2 2.3 Report .......................................................................................................................................... 2
3. Risks to GVMA Collections in a Crowded Facility ......................................................... 3 3.1 Greater likelihood of accidental damage ..................................................................................... 4 3.2 Unacceptable fire risk .................................................................................................................. 5 3.3 More damage in the event of water leaks or flooding ................................................................. 7 3.4 Increased risk of damage due to pest infestation ......................................................................... 8 3.5 Higher risk of loss due to misplacement or theft ....................................................................... 10 3.6 More or faster colour fading ...................................................................................................... 11 3.7 Greater damage from the deterioration of unstable materials due to inappropriate
environmental control ............................................................................................................... 14
4. Strategies for improving collections preservation ...................................................... 16 4.1 Maintain existing building ........................................................................................................ 16 4.2 Prepare a collections development and use plan ....................................................................... 16 4.3 Provide more space ................................................................................................................... 18 4.4 Provide space that enhances collections preservation capacity ................................................. 20
5. References ..................................................................................................................... 28
CCI Mission Statement
Through conservation science, treatment, and preventive conservation,
the Canadian Conservation Institute supports heritage institutions and
professionals in conserving Canada's heritage collections so they can
be accessed by current and future generations.
This mission is accomplished through conservation research and
development, expert services, and knowledge dissemination – through
CCI’s publications, library, and professional development.
© Government of Canada, Canadian Conservation Institute
This report belongs to the Canadian Conservation Institute (CCI) as per the terms and conditions of your
Agreement(s) with CCI. No reproduction in any format or distribution in print or online of this report, in whole or
in part, is authorized without prior written approval from CCI. Requests can be submitted by e-mail to
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 1
1. Executive Summary
The Greater Vernon Museum and Archives has outgrown its building, resulting in an overcrowded
facility that puts collections at risk of damage in addition to compromising the visitor experience.
Insufficient space for all museum and archives functions results in:
greater likelihood of accidental damage to collection objects or records,
unacceptable fire risk,
more potential damage in the event of water leaks or flooding,
increased risk of damage due to pest infestation,
higher risk of loss due to misplacement or theft,
more or faster colour fading, and
greater damage from the deterioration of unstable materials due to inappropriate environments.
Strategies recommended for improving collections preservation include:
Maintain existing building: Continued good maintenance will preserve the building fabric and keep
building systems functioning properly and, in doing so, protect collections held within. Substantial
renovation would better reduce risks if integrated into projects that address the need for more space.
Prepare a collections development and use plan: A clear vision of how the collection is expected to
grow and be used in the next 10 to 20 years will make strategies for providing additional space for
collections more effective. Steps towards such a plan include:
Define ideal museum and archival collections for the Greater Vernon community.
Prepare collection profiles.
Identify collection needs.
Provide more space: The GVMA needs additional space to better manage the risks to collections.
This cannot be achieved within the existing building without a loss of programming and thus of service
to the community. Possible strategies to add space for collections comparable to that currently
provided are listed below, with the most effective listed first:
Expand the existing facility.
Create off-site collections storage.
Develop satellite facilities for components of the collection.
Add non-collection storage space.
These options would not necessarily enable the GVMA to meet the requirements for MCP Category A
designation but could serve as interim measures during planning and construction of larger projects.
Provide space that enhances collections preservation capacity: New construction – an addition or a
completely new facility – could provide enhanced preservation protection for collections and meet the
requirements for MCP Category A designation. Such a facility would be designed and maintained to:
provide adequate space for use of collections,
protect against fire in a fire-resistive structure,
minimize water risks,
resist pest infestation,
provide excellent security though security systems and appropriate building structure,
permit flexible, controlled light exposure with protection from UV,
slow deterioration of objects and records in appropriate, controlled environments, and
protect collections from dust and pollutants.
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2. Introduction
At the request of the Tannis Nelson, Community Development Coordinator, Parks, Recreation and
Culture for the Regional District of North Okanagan, Irene Karsten, Preservation Development
Advisor with the Canadian Conservation Institute (CCI), conducted a facility assessment of the Greater
Vernon Museum and Archives (GVMA) on 27 August 2014. The purpose of the assessment was:
to assess the capacity of the current GVMA facility to meet the preventive conservation needs of
collections,
to recommend short-term improvements for collections care in the existing facilities, and
to provide specifications for facility designed for collections preservation that would meet the
requirements for Category A designation with the Movable Cultural Property (MCP) program in
the Department of Canadian Heritage (Canadian Heritage 2013).
The assessment was done in conjunction with the development of an arts and culture master plan for
the Regional District of North Okanagan which is intended to include a 10 to 20 year cultural facilities
strategic plan.
2.1 Methodology
This facility assessment is based on tours of the current collection facilities and discussions with
museum and archives staff. Tours were arranged by Tannis Nelson and led by Ron Candy, Museum
Curator, and Barbara Bell, Archivist. Following the site visit, staff at the CCI were also consulted.
The risks to the GVMA collection were assessed using the CCI Framework for Preservation and its ten
agents that cause deterioration to collections (CCI 2013).
2.2 Scope
This assessment focuses on risks to artifacts and records stored and displayed in the GVMA facility
and the ways in which facility improvement could reduce those risks. Facility modifications can also
enhance other institutional functions such as its capacity to provide programming and attract tourists to
the region. This report does not address such potential benefits unless there is a link to preventive
conservation of the collection.
2.3 Report
The report that follows summarizes preservation issues identified during the site visit, reviews their
impact on collection objects and records, and discusses options for managing risks. The report is
organized around two sections. Section 3 describes the key risks to the GVMA collections in the
existing facility. Strategies to improve collections preservation are presented in Section 4. Many of
these recommendations were discussed with staff while on site.
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3. Risks to GVMA Collections in a Crowded Facility
The historical and archival
collections of the GVMA are
housed in a brick block and
concrete building located within
the downtown Vernon civic
complex (Figure 1). Solidly built
and well-maintained, the building
provides good basic protection
against damage to the collection
caused by what we in the field of
cultural property conservation call
the agents of deterioration: direct
physical forces, theft and
vandalism, fire, water, pests,
pollutants, light and UV, incorrect
temperature and incorrect relative
humidity (CCI 2013).
The Greater Vernon Museum and Archives has outgrown its building.
When constructed as a centennial legacy project in 1966, the building housed a library and art gallery
in addition to the museum and archives. An elegant, spacious structure at that time, the building now
barely contains the museum and archives that remain. Its 1100 square metres of space – half devoted
to exhibitions – house approximately 30,000 artifacts, 150 metres of archival records, 28,000
photographs and 4,000 books in addition to staff offices, work areas and non-collection storage.
Despite creative use of high density display and storage techniques, the result is insufficient space for
all museum and archives functions:
cluttered exhibits (Figure 2 left) with high artifact density and use of pull out drawers;
overfull artifact and record storage areas (Figure 2 centre);
insufficient room for non-artifact storage, which is spread throughout facility;
workshop space unusable for exhibit preparation due to lack of non-artifact storage space
(Figure 2 right);
no dedicated space for temporary exhibits or programming; and
inadequate space to receive larger groups of visitors.
Not only does this crowding compromise the visitor experience, the lack of adequate space is the
source of the greatest risks to collection objects and records even where building systems are adequate.
Selective collection growth is hampered and can only exacerbate space issues. The risks to the
collections related to overcrowding in this facility are described below, in order of potential (greatest
first) for damage or loss.
Figure 1. The GVMA building in downtown Vernon .
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3.1 Greater likelihood of accidental damage
Objects and records in museum and archives require careful handling to prevent physical damage,
especially since aged materials are often not as robust as new ones. Overcrowded conditions, like
those observed at GVMA, make proper handling of collection items difficult, even for trained staff.
Crowding also tends to increase the amount of handling required for collection use and the frequency
of surface contact from activity around collections, all of which increases risk of damage or wear.
Safe handling of collections and work around them is more difficult in crowded spaces.
In the overcrowded collection storage:
stacked objects may crush others;
stacked objects (Figure 3 left) may be unstable and more likely to topple if brushed accidentally;
surfaces in contact may be scratched or abraded during movement, such as that of mobile
shelves;
retrieval of tightly packed objects (Figure 3 right) or records is more likely to result in surface
abrasion or even tearing if excess force is used;
handling is increased since many objects or records may be moved during retrieval from the
back of shelves or the bottom of stacks or boxes;
objects are left in aisles and become tripping hazards: a danger to the objects in the aisles and
other objects nearby, as well as to staff;
objects are less likely to be given appropriate support since good storage support often takes
more space.
When collection objects are difficult to retrieve due to crowding, objects or records may be used less
frequently, lowering their value to the community.
When non-artifact materials are stored around collections:
movement of materials through collections storage is higher than in dedicated storage;
navigation is more difficult due to objects in aisles and on stairs (see Figure 4 right);
the risk of accidental damage is thus higher.
Figure 2. Overcrowded exhibits (left), artifact storage (centre) and workshop (right).
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 5
Crowding in the exhibits at GVMA makes it more difficult for visitors to follow and appreciate the
interpretive messages that staff have worked hard to prepare. But it also increases the physical risk to
objects:
aisles become narrow or complex, impeding visitor movement;
people – particularly in larger groups – are more likely to bump into large objects or cases;
contact with objects may result in abrasion, scratching, even toppling.
Cases or storefront display prevent direct contact with most objects on display at GVMA, thus
mitigating this risk somewhat in exhibition galleries.
3.2 Unacceptable fire risk
The GVMA building has the basic fire protection systems needed for life safety and property
protection, including:
smoke detectors in rooms and ducts,
alarms and fire extinguishers, and
a dry pipe fire suppression system throughout (except for archives vault).
The use of cement block and concrete makes the building structure fire resistive and should help slow
fire spread.
Congestion reduces the efficacy of fire protection systems.
Overcrowding reduces the degree of protection these systems provide should a fire occur. First,
evacuation routes are compromised:
objects are stacked in front of what should be an emergency exit off the north west corner of
exhibits (Figure 4 left);
Figure 3. Stacked ceramics in storage (left); tightly packed uniforms hung on hangers (right).
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 6
because of proximity to exhibits, this door is kept bolted for security purposes, lengthening the
evacuation route for people in the west side of the building;
object congestion and winding paths complicate visitor evacuation through exhibits;
storage along staircase to second floor storage narrows this exit route (Figure 4 right); and
materials and objects partially block aisles of artifact storage rooms.
The lack of ample evacuation routes is not only a life safety concern but increases the likelihood of
accidental physical damage during evacuation when speed or panic may lower the level of care around
collections.
Strategies to maximize collection
storage density may also limit the
degree to which fire suppression
can control fire growth and spread,
should it start in artifact storage:
densely stored collections
creates high fire load; and
deep shelving units block
sprinklers from wetting
materials and thus from
reducing flammability
(Figure 5).
Such deep shelves are not required
for the moderate size of most of the
objects stored in these units.
Figure 4. Blocked exit door at northwest corner of exhibit galleries (left); cluttered staircase leading to upper
level storage (right).
Figure 5. Deep shelving units in artifact storage limit sprinkler
efficacy .
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3.3 More damage in the event of water leaks or flooding
No building is completely safe from occasional water leaks or floods even when adequately
maintained. Currently, the risk of water leaks in the building, and thus of water damage to the
collections, is exacerbated by:
a roof that needs to be replaced soon and that is difficult to monitor due to its design;
rerouting of steam pipes over exhibits (Figure 6, left); and
sloping of walkways towards exterior doors at back of the archives vault (Figure 6, right).
Exhibit cases and shelving provide some protection from water leaks but only to part of the collection.
The GVMA is fortunately not located in a designated flood plain (BC Ministry of the Environment
2007) and is therefore not at high risk from natural overland flooding. Moreover, the entire facility is
above grade. The Okanagan climate is moderate; therefore, the likelihood of extreme daily rainfall is
lower than in places like Vancouver or Toronto. Catastrophic flood damage is therefore not expected.
Water leaks in overcrowded collection spaces are likely to damage more objects.
Lack of appropriate storage and high collection density may result in greater collection damage even in
localized water leaks:
more objects are likely to be affected;
objects are stored on the floor where water tends to pool:
wooden furniture or framed pictures will swell, stain, possibly crack or delaminate if
wetted (Figure 7),
metal objects can corrode; and
transfer of unstable dyes or other water-soluble materials to adjacent objects is more likely when
materials are in close contact.
Figure 6. Steam pipes passing over exhibit gallery (left); walkway sloping down towards archives vault
emergency exit door (right).
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 8
An overcrowded building also complicates emergency response:
staff have little space within the building to move things to, especially if the temporary
exhibition space is in use;
moving things during collection salvage is more likely to cause accidental damage;
salvage may be slower due to the amount of material which increases the likelihood of mould;
storage of collection and non-collection materials in the same space may complicate salvage
prioritization; and thus
time may be wasted on moving or salvaging replaceable exhibit or programming materials.
3.4 Increased risk of damage due to pest infestation
The collections at the GVMA contain many materials that may attract pests and are thus at higher risk
of pest infestation and damage:
insect specimens (see larval casing on white butterfly in Figure 8, right),
skins, fur and leather (figure 8, left),
grasses and plant materials in dioramas,
wool (see Figure 3) and silk garments and textiles, and
wooden objects.
Certain factors mitigate the risk of pest infestation:
a well-maintained building that will block many pests;
basic HVAC system that filters outdoor air and prevents high temperature and relative humidity;
the somewhat dry, moderate Okanagan climate which will inhibit to some extent infestation by
insects that prefer warm, damp environments, and makes mould outbreaks unlikely except in
relation to water leaks; and
regular inspection of objects at highest risk.
Figure 7. Collection objects stored on the floor are at risk of water damage in the event of water leaks.
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 9
Other factors increase the risk, particularly of infestation by insects like carpet beetles and clothes
moths:
tiny gaps in building envelop (e.g. under exterior doors) and cases,
small plant feature in building foyer,
foliage and flower gardens along building perimeter, and
water fountain in front of building.
Staff reported no infestation in the collection to date which suggests that the risk is not overly high and
that the lack of an elaborate integrated pest management program with building-wide insect trapping
may not be necessary.
Integrated pest management is more
difficult in overcrowded facilities.
Lack of adequate space in the building
may, nevertheless, increase the chance of
an infestation occurring:
spaces are more difficult to keep
clean and dust-free, thus providing
an environment amenable to pests;
no space is available to quarantine
or even systematically inspect all
new objects or records prior to
integration with the collection;
non-collection materials may
introduce pests if infested when
stored in or near collection spaces.
Figure 8. Examples of materials in the collection that are attractants for insect pests: fur and feathers (left);
entomological specimens (right; note larva casings on lower left wing of white and beige moth, middle row
centre, and lower right wing of white moth, bottom row centre).
Figure 9. Leather objects exhibited in visible storage
drawers where inspection for pests is difficult.
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Congested collection storage and displays may delay identification of an infestation and thus increase
the amount of damage from an infestation:
collections are more difficult to inspect thoroughly;
clutter, dense storage and materials on floors make it difficult to see signs of pests during quick
walk through; and
use of visible storage drawers in exhibitions (Figure 9) puts some sensitive objects in the dark,
out of sight and difficult to inspect closely, particularly on the underside where larvae are more
likely to feed.
3.5 Higher risk of loss due to misplacement or theft
Collection items that cannot be located – whether because they have been mislaid or unlawfully taken
from the building – have no value to the museum and archives unless they are later found. The risk of
such loss at GVMA is not high as it is managed through collections management processes, building
features, and security protocol. Objects and records are tracked through a Microsoft Access database.
Theft risk is mitigated through security systems appropriate for a museum and archives of this size:
intrusion alarm system (motion detectors and contact alarms on doors, code to arm/disarm) for
after hours;
keypads to control access to storage vaults at all times;
camera surveillance in exhibition areas monitored at reception desk during open hours and
recorded 24 hours a day with records kept for 30 days;
uninterruptible power supply (UPS) for security system;
security tags on higher value art combined with antenna at gallery entrance;
deadbolts to secure exterior entry doors; and
use of exhibit cases for most items on display.
Access to the building and to collections is controlled:
The facility exhibits some security weak points but other measures combined with the location of
RCMP station only a block away probably compensate for these weaknesses:
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 11
Crowded collection spaces make loss due to misplacement or theft harder to prevent and identify.
Given the security measures, loss of collection items is more likely to occur during open hours.
Overcrowding may contribute to such loss:
artifacts are less likely to be missed from crowded shelves or displays;
artifacts are more easily
returned to the wrong place
if storage spots are not
dedicated to single items;
loose storage in one place
of many small, portable,
valuable objects like
timepieces (Figure 10)
creates opportunity for
successful pilfering;
performing a thorough,
regular artifact inventory
on a crowded collection of
this size is difficult and
therefore less likely to be
completed; and
even location spot checks
are harder to do in crowded
storage.
3.6 More or faster colour fading
We need light to see and appreciate collection items but too much can lead to colour fading of objects
or records with sensitive colourants.
Collection lighting is appropriate if not
always aesthetically optimal.
Lighting of collection spaces at the GVMA
is adequately managed for museum and
archival collections:
permanent galleries and storage areas
have no windows other than the glass
doors at the northwest corner;
exhibits are lit with a mixture of
external fluorescent and track
halogen light fixtures (Figure 11) and
internal lighting in many exhibit
cases;
Figure 10. Storage of many small timepieces loosely in drawer
makes it difficult to quickly assess if any are missing.
Figure 11. Fluorescent and track lighting in exhibits.
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 12
exhibit light levels are generally not high - in the 20-300 lux range – and usually appropriate
for the apparent light sensitivity of the objects;
UV levels are generally low, although in a few places they slightly exceed the recommended
upper limit of 75 microwatts per lumen;
art is rotated every few months and “static” exhibits are often changed every 3-4 years;
fluorescent fixtures in storage provide higher light levels (300-800 lux) but are not on all the
time and do not illuminated items shaded by shelving units or stored in boxes;
Given the lack of directional control over fluorescent and case fixtures, exhibition lighting does not
always enhance collection objects on display as much as it could.
The high number of items in permanent exhibits may increase the number that fade.
The exhibition galleries at GVMA are filled with objects, perhaps in part because there is little space to
put them elsewhere. Most of these objects are in “static” or “permanent” exhibits. Many of these
exhibits remain up for 3 to 4 years; some for as many as 10 years.
Long-term or frequent display can fade some colours even when light levels are low. What determines
the amount of fading is the light dose (level x time) and the sensitivity of the colourant to light. At risk
are many textile dyes, some pigments and printing inks, and some colour photographs (Michalski,
“Light, Ultraviolet and Infrared” 2013). The most sensitive (ISO 1), if pristine when put on display,
could fade noticeably within the span of a static exhibit even at the low lights levels measured (Table
1, Figure 12). Fading occurs more quickly where the lux level is higher (Table 1).
Table 1. Estimated years to just noticeable fading of objects on permanent display (35 hours per
week) in current GVMA lighting and at commonly suggested levels for types of objects if some of the
colourants are highly sensitive to light. (Based on Michalski, “Light, Ultraviolet and Infrared” 2013)
Years to Just Noticeable Fade
ISO 1 ISO 2 ISO 3
Objects Lux
Level
(e.g. most plant extracts (dyes), lake pigments,
carmine, cheap synthetic colourants, felt tip pens, red
and blue ball point ink, many colour photographs)
packaging display (Figure 12 left) 21 7 23 69
Vernon Post Office watercolour 29 5 17 50
military medal ribbons (Figure 12 right) 40 4 12 36
art on paper, textiles 50 3 10 29
paintings 150 1 3 10
less sensitive objects 300 0.5 2 5
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 13
Objects may fade faster due to unnecessary light exposure.
Lack of space also means that some staff offices are located within exhibit and storage areas (Figure
13). Light from these offices illuminates objects and contributes to fading of sensitive colourants even
when the museum is closed and no one is looking. Light from the office of the public education
coordinator spills over onto adjacent displays, which include potentially sensitive embroidered leather
objects. The lights for a few exhibits
need to be turned on so that staff can
safely get to their offices. Light fixtures
for the registrar’s office in the artifact
storage vault operate off the same switch
that lights the entire vault. Coloured
objects on open shelves are exposed to
light for the three days per week the
registrar works.
Fading from such light exposure, even if
small compared to that from exhibition,
could be called “wasted” since no value
is generated from the exposure for
visitors, researchers or staff. In a more
ample facility, staff offices and access to
them could be kept separate from storage
vaults and exhibitions to prevent this
unnecessary exposure.
Figure 13. Light from the office of the public education
coordinator can extend into displays even when the museum
is closed.
Figure 12. Objects on long-term display with colours that may fade relatively quickly on exposure to light:
packaging (left) and silk military medal ribbons (right).
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 14
3.7 Greater damage from the deterioration of unstable materials due to inappropriate environmental control
The GVMA building provides some environmental control for collections although not tight relative
humidity control, nor a high degree of pollutant filtration:
relatively good temperature control through steam heating (piped from civic centre boilers)
augmented by a small boiler on site for variable weather in late spring and early fall;
zoned temperature control with individual damper actuators;
summer air conditioning with a separate air conditioner for the second floor;
some winter humidification but only to maintain relative humidity above 20%; and
a system equipped with medium efficiency filters that have a Minimum Efficiency Reporting
Value (MERV) of 8.
The irregular design of the spaces, however, interferes with air circulation, creating hot and cold spots
even within single zones.
Storage at room temperature accelerates deterioration of unstable materials.
Many objects and records in the GVMA collections are at low risk of environmental damage in this
facility. Extremes of damp and dryness are avoided and most organic materials will be able to respond
to the degree of relative humidity fluctuations without damage due to past exposure (Michalski,
“Incorrect Relative Humidity” 2013). Storage in boxes and display in cases provides a certain amount
of buffering, so for a good part of the collection the near environment is more stable than that provided
by building systems. Such packaging also provides additional protection from dust and pollutants.
The items that remain at risk are those made of materials that degrade relatively rapidly at room
temperature (Michalski 2000; Michalski, “Incorrect Temperature” 2013):
acidic paper (e.g. newsprint),
cellulose nitrate and cellulose acetate plastics,
ebonite,
vinyl (poly(vinyl) chloride or PVC),
polyurethane foam,
rubber,
audio and video tapes, and
colour photographs or slides.
Most of these materials will exhibit clear signs of deterioration after 60-100 years at 20°C (Michalski
2000); some, like magnetic tape, may be unusable in 40 years.
Since these materials were common, especially since the late 19th and early 20th century, they will be
present in the GVMA collections, although the total number of objects may be small relative to the size
of the collection as a whole. In many cases – particularly with plastics – unstable materials may not
have been identified. Archival records in unstable media are at lower risk due to digital copies or
transcripts which can preserve the information found in the original.
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 15
Storage of unstable materials within crowded storage could damage adjacent objects.
When collection storage is crowded, the risk is not just to the unstable object itself but possibly to
surrounding objects:
deteriorating cellulose nitrate and acetate and release acidic vapours that can corrode adjacent
metals and damage organic materials like paper and textiles;
superficial deterioration of ebonite creates sulphuric acid which will corrode and damage
materials in direct contact;
flexible PVC exudes plasticizer as it deteriorates which can soil other materials in contact; and
degrading polyurethane foam crumbles into powder.
The extent of damage may also be exacerbated by crowded storage:
contact between objects is more likely;
acidic off-gassing may accumulate in smaller air pockets between objects;
monitoring for objects deterioration is more difficult when shelves are congested; and
if unidentified and unsegregated, highly deteriorated cellulose nitrate can cause fire at relatively
low temperatures (Williams 1994).
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 16
4. Strategies for improving collections preservation
Housed in a well-maintained building of fairly good design for museum and archives purposes, the
GVMA collection is at greatest risk due to the lack of adequate space for its collection and current
functions as described in detail in Section 3. Collections preservation will be improved by providing
more space in a manner that reflects the needs of the collection today and in the future while
maintaining the existing building.
4.1 Maintain existing building
The GVMA facility was good museum design for its time and with continued good maintenance can
still function in some form as a heritage institution. Preservation of a centennial legacy building on a
prime downtown location for historical collections as the 150th anniversary of the nation approaches is
a worthy goal.
Almost 50 years old, the building will require ongoing maintenance – as it has received in the past – to
preserve the building fabric and, in doing so, protect collections held within. Timely investment in
maintenance can extend the life of building another 50 years and more.
Based on observations made during the site visit, certain upgrades will be essential in the next few
decades in order simply to maintain the status quo; others changes could enhance functionality while
reducing collection risks somewhat:
□ repair the roof before water leaks become a serious threat to collections;
□ maintain HVAC and fire protection systems;
□ consider increasing the MERV value of second stage particulate filters;
□ complete planned installation of shelving in the archives research room to free up space for
archival records in the vault; and
□ provide lighting for registrar’s office separate from the remainder of the artifact storage vault.
Substantial renovations or restoration would provide better outcomes if considered in relation to
broader planning that addresses the need for more space for the GVMA.
4.2 Prepare a collections development and use plan
A clear vision of how the collection is expected to grow and be used in the next 10 to 20 years will
make strategies for providing additional space for collections more effective. Steps towards such a
plan are outlined below.
Information and forms provided through RE-ORG, a museum storage reorganization on-line tool
developed by ICCROM (RE-ORG 2013), can guide this process. Specific tasks from this methodology
are referenced below where relevant.
Define ideal museum and archival collections for the Greater Vernon community.
The GVMA mandate outlines the scope of its collecting: material evidence of the cultural and natural
history of the North Okanagan. A more precise picture of the aspects of that history that ideal
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 17
community collections should reflect could provide the basis for assessing the strengths and
weaknesses of the existing collections. This picture could be developed in collaboration with the
community by:
□ listing events, stories and personalities of importance to the community; and
□ describing natural ecosystems and places that define the North Okanagan.
Prepare collection profiles.
Analysis of the composition of the collections can indicate which aspects of regional cultural and
natural history are already represented. A summary description of subject areas can be derived from
sources like:
□ staff knowledge of the collections,
□ list of the topics of current and past exhibits, and
□ keywords that characterize artifacts and records.
Planning for new storage requires an accurate snapshot of the nature and size of the collections. The
GVMA has a summary list describing the collections, but few numbers were provided for artifacts. A
short report documenting numbers for the following categories can be useful (RE-ORG 2.12):
□ object type (furniture, textiles, photographs, documents, etc.),
□ chemical nature (organic, inorganic, mixed),
□ location (in storage / on display).
New space needs to accommodate future as well as existing collections. Estimates for space needed
for collection growth are often based on statistics of past collecting trends (RE-ORG 2.3):
□ total number of objects and records accessioned per year for the past 5 to 10 years, and
□ number of objects and records accessioned per year by object type.
The GVMA’s collection database should be able to provide the suggested collection statistics through
search or filter functions.
Identify collection needs.
Comparison of ideal collections with current collection profiles would show whether there are
significant gaps in the types of artifacts or records needed to tell key stories about North Okanagan
history and natural environment. Topics that are well represented in existing collections would also
become apparent. This information can be used to:
□ guide priorities for future collecting;
□ inform the community about what objects and records the GVMA would like to and does not
need to acquire;
□ suggest areas where collection rationalization and deaccessioning might be appropriate;
□ determine the amount of space for collection growth for different types of objects;
□ determine topics for future exhibition programming;
□ identify potential preservation issues for materials not yet well represented in the collections;
□ identify facility specifications needed to support preservation and use of such future collections
in addition to current ones; and thus
□ better characterize space needs for storage, exhibition and use of collections.
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 18
An expansion project provides the opportunity for review of institutional activities to ensure that the
new facilities are designed to support all core needs.
4.3 Provide more space
Collections at the GVMA need additional space if the risks to collections described in Section 3 are to
be better managed. This cannot be achieved within the existing building without a loss of programming
(e.g. fewer exhibits, repurposing of travelling exhibition space) and thus of service to the community.
Strategies to increase space for collections comparable to that currently provided are outlined below.
The most effective measures are described first. Possible interim measures are also provided. These
less costly measures could be used to reduce risks to collections somewhat during planning and
construction of larger projects.
Expand the existing facility.
Constructing an addition to the building is the most effective strategy for reducing risks to collection
and resolving all space issues at GVMA. A well-designed addition combined with renovation (perhaps
restoration) of the original building could provide:
□ enlarged, consolidated artifact storage,
□ expanded archives storage,
□ more exhibition space, including a dedicated space for temporary exhibitions,
□ programming space,
□ reception area for large groups,
□ exhibition preparation space,
□ consolidated non-collection storage,
□ loading dock/receiving room,
□ distinct public (exhibitions, library/reading room, programming space) and non-public (offices,
storage) zones, and
□ beautiful, comfortable, clean and safe spaces that encourage repeat visits and attract rental
income, if desirable.
New construction and renovation provides the opportunity to reduce square footage operating costs and
better collections preservation through:
□ HVAC upgrade to provide better control in collection spaces; and
□ new low-energy, flexible lighting systems for collection spaces (e.g. solid state LED track
lighting for exhibition galleries).
Adding new space to the existing facility can best improve the functions of the museum and archives:
□ collections remain housed in the same building,
□ collections are more easily monitored and cared for by a small number of staff, and
□ objects and records are easily accessible for all kinds of programming.
Although additional space equivalent to current construction would ease the pressure on collections
and staff, new construction, whether an addition or a completely new facility, can also increase the
preservation and functional capacity of the GVMA if designed to meet the requirements for Category
A designation by the Movable Cultural Property Program (MCP) in the Department of Canadian
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 19
Heritage (Canadian Heritage 2013). Specifications for a facility that would do so are discussed in
greater detail in Section 4.4.
Create off-site collections storage.
Transfer of collections that do not require frequent access to off-site storage can free up room in the
building to:
□ spread out remaining collections, easing congestion;
□ repurpose some or all storage vaults for other purposes (exhibition, programming, non-collection
storage, workshops); and
□ provide an opportunity to fully renovate the existing facility to better serve other purposes.
Off-site storage can be a short-term or long-term strategy for collections preservation:
□ immediate short-term to provide needed storage space during planning for a long-term solution:
o a facility that provides HVAC, fire protection, security, and lighting that is at least
equivalent to the current facility;
o collections need to be accessible for programming needs;
o staff need to monitor the facility on a daily basis; and
o safe transport for collection items needs to be provided between facilities.
□ short-term during construction if needed to protect collections:
o a facility that provides HVAC, fire protection, security, and lighting that is at least
equivalent to the current facility;
o staff need to monitor the facility on a daily basis;
o collections may not need to be highly accessible if the storage period is short enough;
o collections would need to be moved twice, once off-site and then back to the facility once
construction is complete; and therefore
o constructing an addition that includes new collection storage while collections remain on-
site, moving collections into the addition, and then renovating the current building would
reduce the risks and costs of collection moves and thus may be the preferred option.
□ permanent off-site storage as an alternative to on-site expansion:
o new construction or renovations may be less costly off-site;
o all non-public collection functions (e.g. storage, collections management, exhibition
preparation) could be housed in the facility;
o a facility that provides HVAC, fire protection, security, and lighting that is at least
equivalent to the current facility or designed to meet the requirements for MCP Category
A designation;
o staff need to monitor or work in the facility on a daily basis; and
o safe transport for collection items needs to be provided between facilities.
Develop satellite facilities for components of the collection.
The GVMA already works with community groups to provide off-site exhibits for specific types of
objects: the Okanagan Sports Hall of Fame, Okanagan Landing, and Vernon Army Cadet Camp. A
similar approach might be used to create more substantial off-site satellite museums for distinct parts
of the collection such as art, natural history, first nations or military history.
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 20
Such satellite museums would need to be more substantial than the current ones if they are to free up
enough space in the existing building for other collections and functions:
□ include both exhibit and storage space for the subcollection;
□ provide HVAC, fire protection, security, and lighting that is at least equivalent to the current
facility or designed to meet the requirements for MCP Category A designation; and
□ could include programming or temporary exhibition space instead of or in addition to new space
in the renovated existing building.
This strategy would permit the GVMA to integrate its work throughout the community but may be less
feasible financially due to:
□ the need for more staff to monitor and program the spaces; and
□ multiple facility utility and maintenance costs.
Add non-collection storage space.
Storage space for non-collection materials (exhibit materials, programming supplies, tools and
equipment, furniture) is a key problem at the GVMA. Lacking adequate space, such materials are
spread throughout the building, often within collection storage and exhibit spaces. Staff expressed the
need to consolidate such material since finding specific things can be a challenge. Because these
materials do not require preservation environments, off-site storage for at least those materials that are
infrequently used could free up some space for collections or exhibits preparation.
Options to consider, which are best seen as interim measures, include:
□ space in other buildings managed by the Regional District,
□ rental storage unit, or
□ outdoor storage shed(s) at rear of building.
All options will decrease program delivery efficiency since use of materials stored elsewhere is more
complicated. They might serve as an interim measure during planning for a long-term solution.
4.4 Provide space that enhances collections preservation capacity
Facility construction provides the opportunity not just to add more space but to create space that is
even better suited for collections preservation. Careful design of a new facility or of an addition or off-
site facilities combined with appropriate renovation of the existing building could enable the GVMA to
meet the facility requirements for MCP Category A designation (Canadian Heritage 2013). Such a
facility would support the mandate of the GVMA through:
improved long-term preservation for all objects and records in the collections;
donation of more valuable artifacts and records from donors who know that the GVMA can
better provide for long-term preservation;
access to MCP Program donation incentives and funds (Canadian Heritage 2014); and
loan of objects, records and exhibitions from institutions and collectors who require that lenders
maintain a high level of care.
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 21
Criteria for a facility that would provide this enhanced level of collections preservation are listed
below. Many of these criteria are already met in the current building. Measures that would provide
improved protection are highlighted in italics.
4.4.1 Provide adequate space for use of collections
Provide adequate space for the collection of tomorrow.
□ provide sufficient vault space and appropriate storage furnishings to accommodate existing
collections without crowding
□ accommodate collections growth in terms of number and object types over the next 20-30 years
□ provide adequate floor loading capacity for compact storage methods to maximize use of space
It should be noted that collecting often increases when new facilities are built. More donors hear about
the institution and staff tend to be less selective once storage space is available.
Design for safe movement of collection objects around building.
□ size doors, corridors, ceiling height to accommodate the size of objects and furniture
□ provide corridors with few if any turns between galleries, storage vaults and loading dock
□ locate entrance to storage vaults and exhibition galleries directly off corridors that are kept
clear of clutter
□ provide separate, dedicated storage vaults to minimize activity where collections are stored
□ provide adequate separate space for storage of non-collection items (display cases, light
fixtures, tables, programming materials, publications, business records, etc.)
Design storage for safe collections management.
□ all objects are clearly visible or boxes/drawers labelled with accession numbers of contents
□ objects can be retrieved with limited handling of others (rule of thumb: no more than three are
moved to retrieve one)
□ stacking is minimized or items are interleaved to prevent abrasion
□ small items in drawers are separated by slotted interlocking dividers or equivalent
□ fragile items are stored in boxes or on mounts
□ robust garments are hung on hangers that provide good shoulder support
Separate collections from activities that could cause damage.
Activities or programmes that involve materials or processes that could accidentally damage collection
objects or records need dedicated space:
□ separate workshop space for exhibit preparation and construction of display cases, etc.
□ clean research and workshop space for object and record use and preparation
□ separate areas for food preparation / consumption by staff or for receptions, if desired
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 22
4.4.2 Protect against fire in a fire-resistive structure (Stewart, 2013;Tétreault 2008)
Design to limit fire risk and spread.
□ locate the building in an area at low risk from wildfire or industrial accidents
□ use non-combustible or fire-resistant building construction
□ install fire-rated walls and doors (60 minutes or more) in collection spaces, mechanical rooms
and workshops
□ separate collection spaces from functions with higher fire risk (workshops, kitchens, etc.)
Provide systems that detect and suppress fires.
□ fire alarms and automatic fire detection systems (smoke detection in collection spaces)
□ separate zone for collection storage
□ fire extinguishers
□ fire suppression throughout including collection storage and galleries
CCI recommends wet-pipe sprinklers despite the slight risk of locating water-holding pipes in
collection spaces. These systems are more reliable and less costly to install and maintain. Water
damage, although undesirable, is more likely to respond to conservation treatment than fire or soot
damage. Systems that limit the water risk – pre-action, water mist, clean agent – are also acceptable.
Support systems with fire prevention procedures.
□ regular fire system inspections by certified personnel
□ regular fire safety inspections
□ regular fire drills
□ staff training on use of fire extinguishers
□ open flame and hot work not permitted or controlled
□ fire response procedures in the emergency response plan
4.4.3 Minimize water risks (Tremain 2013)
Design to route water away from collections.
□ drain water away from building in all areas through sloped ground surface, pitched roof and
appropriate roof gutters or drainage pipes
□ locate plumbing, steam and roof drainage pipes – pressurized pipes in particular – outside of
storage vaults and exhibition galleries
□ design HVAC system to place condensate drip pans outside of collection spaces
□ insulate cold water pipes to prevent condensation
Locate collections away from the impact of eventual building leaks.
□ locate storage vaults and galleries above grade
□ provide adequate storage furniture to ensure that the entire collection is off the floor at all times
□ avoid placing collection rooms under roof penetrations or joints
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 23
□ avoid placement of mechanical rooms, washrooms or kitchens above or next to collection spaces
□ avoid skylights or windows in collection spaces
□ provide floor drains in rooms with sinks
Design to facilitate maintenance.
□ keep plumbing accessible; avoid suspended ceilings
□ provide easy internal access to roof to facilitate inspections
□ install water sensors where water leaks are likely
Prepare for emergencies.
□ develop an emergency response plan specific to the expanded facility that includes appropriate
collections salvage procedures (see, for example, Ball & Yardley Jones 2001; Söderlund 2000)
□ train an emergency response team that includes facility managers as well as collection staff
4.4.4 Design to resist pest infestation (Strang & Kigawa, 2009)
Design building and site to inhibit pest entry.
□ stone or brick exterior
□ double sets of doors to exterior; tight door seals
□ exterior light fixtures mounted away from building, particularly entrances and air intake grills
□ high-pressure sodium vapour exterior lighting rather mercury vapour
□ no ledges and nooks that could serve as roosting sites for birds
□ vegetation-free border around building (e.g. about 1 metre of pea gravel over landscape fabric)
□ only non-flowering vegetation and no water features
□ rodent-proof garbage receptacles on concrete pads for away from doors and windows
Design for gradual integration of new acquisitions.
□ space for quarantine or inspection of new acquisitions separate from storage vaults
□ chest freezer for freezing of infested materials
□ separate space for receiving and storing non-collection materials
Design to reduce the need for and facilitate good housekeeping around collections.
□ provide staff workspaces outside collection areas so that staff can eat at or close to their desks
without increasing pest risks
□ provide suitable space for catered events, if desired, outside of collection spaces
□ choose easy to clean tile, sheet vinyl, sealed concrete or hardwood flooring, not carpeting
□ choose light-coloured finishes to aid pest detection
□ ensure that all floors and corners are accessible for cleaning
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 24
4.4.5 Provide excellent security though security systems and appropriate building structure (ASIS/AAM 2008, 2011; Kelly 1998)
Provide a secure perimeter to prevent unauthorized entry.
□ site designed for good visibility with security lighting and landscaping that provides no cover
for intruders
□ ground level access points limited to as few necessary for access and emergency evacuation
□ solid steel doors with non-removable hinge pins and mortised 6-pin deadbolt locks
□ high security keyways and key control
□ no external door hardware on doors that are emergency exits only
□ ground level glazing restricted to lower security zones
Equip building with adequate security systems.
□ an intrusion alarm system that is continuously monitored and fully tested using qualified
personnel regularly:
o contact alarms on all exterior, collection storage and loading dock doors
o motion detection in all collection spaces (exhibition, storage) and any perimeter spaces
that might be access from outside (e.g. lobby, loading dock)
o glass break detectors on ground floor windows
o alarms on any accessible air ducts and vents larger than 25 x 25 cm
o dedicated emergency exits alarmed at all times
o collection storage alarmed separately if possible so that it can remain alarmed during
open hours when staff are not present
□ recorded camera surveillance for high security areas (exhibit galleries, collection storage,
loading dock)
□ uninterrupted power supply (UPS) for the alarm system
Secure collections on display.
□ display cases with impact resistant glazing and tamper-proof closures for smaller, more fragile
objects
□ proximity alarms for very high value objects or objects not protected by cases
□ barriers to control visitor distance from exhibits
Control access to non-public functions.
□ distinct public and non-public areas
□ few points of entry from public to non-public zones
□ dedicated collection storage vault that does not serve as office space or access route to other
spaces
□ all utility panels and mechanical rooms in a non-public zone separate from collections zone
□ controlled key or card access to each non-public area for only those who need access
□ monitored after-hours entry
□ temporary exhibition gallery entrance that can be locked or easily blocked for exhibition
installation without impeding access to other galleries
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 25
4.4.6 Permit flexible, controlled light exposure with protection from UV (Michalski, “Light, Ultraviolet and Infrared” 2013)
Design facility to limit light exposure in storage vaults.
□ use low UV fluorescent room lighting at levels just high enough for safe access to collections
(500 lux or less is usually adequate)
□ use boxes or cabinets that block light, where appropriate
□ provide individual switches for banks of fluorescent lights so that only those needed can be
turned on
□ install motion detectors that control banks of light in larger rooms or that automatically turn
lights on and off in spaces that are accessed intermittently
Provide flexible, economical track lighting throughout exhibition galleries.
□ lamps dimmable to at least 50 lux
□ lamps with good colour rendering index (CRI) of at least 85, but preferably above 90
□ flexible, adjustable lamp placement (i.e. track lighting) so that objects can be illuminated only as
much as needed
□ no UV (preferable) or low UV (less than 75 microwatts per lumen)
□ low operating costs (combination of energy usage, lamp lifetime and relamping cost)
Since incandescent lamps are gradually being phased out due to their energy inefficiency, selection of
museum-quality solid state (LED) systems is recommended. The use of these lamps also eliminates
problems with UV.
4.4.7 Slow deterioration of objects and records in appropriate, controlled environments (Michalski, “Incorrect Relative Humidity” 2013; Michalski, “Incorrect Temperature” 2013)
Provide ASHRAE Class A environmental control with seasonal set point adjustments for all
collection spaces (ASHRAE 2011; Grattan & Michalski 2014).
Ideally, all spaces where collections are displayed, stored or transported (exhibition galleries, storage
vaults, preparation rooms, quarantine rooms, and connecting corridors) are controlled.
In the Canadian climate, we recommend seasonal set point adjustments combined with tighter control
over short-term fluctuations:
□ temperature set point between 15°C and 25°C
□ ± 2°C short term temperature fluctuations
□ maximum seasonal set point adjustments of 5°C up in summer and 10°C down in winter
(although constant year round temperature is often feasible)
□ relative humidity set point near 50%
□ ± 5% short term relative humidity fluctuations
□ maximum seasonal set point adjustments of 10% up in summer (as high as 60%) and 10% down
in winter (as low as 40%)
□ incremental set point adjustment (e.g. steps of 0.1%) over two months in spring and fall (can be
programmed into HVAC systems with direct digital control)
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 26
Building design features that help ensure reliable, sustainable environmental control include:
□ separate zones for collection and non-collection functions so that only collection spaces need to
be tightly controlled
□ location of collection spaces away from exterior walls
□ double or triple glazed windows; minimal use of windows and skylights in collection spaces
□ well-insulated building envelope
□ vapour barriers in walls and roof
□ multiple units for humidification/dehumidification so that control is not lost when units fail
□ sensors located in rooms where collection is housed, not in ductwork
□ sensors location prevents interference from windows, open doors, ventilation ducts, exterior
walls, etc.
Provide cool or cold or dry storage if collecting priorities require it.
□ cool or cold storage for unstable materials (audio or video tape, colour photographs, cellulose
nitrate and acetate, PVC, polyurethane, etc.)
□ dry storage (relative humidity below 30%) for valuable metal objects, particularly steel or iron
Provide a well-sealed or enclosed loading dock.
□ separate HVAC zone
□ seals, shelters or truck curtains on exterior doors or fully enclosed
Monitor and keep records of the environment where collections are stored and displayed.
One year of environmental data for each collection space and evidence of ongoing monitoring is
required for MCP Category A designation. Access to loans for exhibitions in the new facility may also
be contingent on being able to provide lenders with recent graphs that demonstrate good environmental
control. Hygrothermographs or data logger data are acceptable. If data loggers or the building
management system are used, the resulting data is most useful when graphs:
□ reflect data gathered within the rooms close to where objects are objects are located (not in
ductwork)
□ are based on data points every 15-30 minutes
□ show data by month
□ have consistent temperature axes, 0-30°C
□ have consistent relative humidity axes, 0-100%
□ use colours consistently to represent temperature and relative humidity
□ are archived for future reference if requested
Building sensors and stand-alone data loggers or monitoring equipment need periodic calibration to
ensure that readings are accurate. HVAC problems can be identified and addressed most quickly if
both facility managers and collections staff are involved in monitoring.
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 27
4.4.8 Protect collections from dust and pollutants (Tétreault 2003)
Provide enhanced particulate filtration.
Better than average air filtration is required for MCP Category A designation. Pollutants are well
managed when the HVAC system meets the requirements of at least the Level D specification class
described by Tétreault (2003, p. 44):
□ MERV 8 first-stage particle filter (equivalent to dust spot efficiency of 30-35%)
□ MERV 12 final-stage particle filter (equivalent to dust spot efficiency of 70-75%)
□ positive pressure to minimise the infiltration of pollutants and to optimise climate control
□ filters on return air and gaseous filtration recommended but not required
Design rooms, finishes and furnishings to facilitate good housekeeping.
□ separate collection storage from other activities (research, teaching, collections management,
offices) to minimize dust deposition from human activity in vaults
□ provide separate workshop space for “dirty” activities that use paints, chemicals, adhesives, etc.
or that generate dust
□ choose easy to clean tile, sheet vinyl, sealed concrete or hardwood flooring, not carpeting
□ ensure that all floors and corners are accessible for cleaning
Use display and storage fittings made of stable materials (Tétreault 1994, 2011).
□ choose powder-coated metal furniture if possible, but wood sealed with appropriate coatings is
acceptable
□ use boxes, containers and enclosures made of archival grade cardboard or paper, polyethylene,
polypropylene, polyester, polystyrene, acrylic, or polycarbonate; avoid ordinary cardboard and
polyvinyl chloride whenever possible
□ use enclosures that pass the Photographic Activity Test (PAT) to reduce risks to photographs
□ allow for adequate drying of coatings: 4 days for walls finishes; 4 weeks for airtight case
interiors
Greater Vernon Museum and Archives Facilities Assessment – Revised Report, January 2015 28
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