The Virginia City/Nevada City collection is one of the most complete artifact records of the Old West. Its incredible breadth and depth is not matched anywhere else. About 60 percent of the artifacts are from Virginia City – an unusually high amount of material for a site that depicts the lives and work of ordinary people in the 19th century. The state of Montana should be commended for recognizing this treasure and taking decisive measures to preserve it for future generations.

This assessment was the first in-depth analysis that the site has completed of the conditions and care given to its artifact collection. Similar surveys have been completed for the site’s historic structures, and, in one case, a cursory look was given to the building contents.

Despite the size and diversity of the site, a number of deterioration factors occur in nearly every building. Throughout the site the assessor saw the following problems:

• Minimal Security

• High light levels and other radiation

• Pests

• Water, high relative humidity, and mold

• Dust, dirt and debris

• Acidic storage and display materials

• Lack of adequate support

Research at other large sites, similar to Virginia City/Nevada City, found that the majority of damage to the collection was due to two factors: the openness or tightness of each structure and staff attitudes and responsiveness towards the collection. The five major causes of damage, in order of severity were: wear and tear, pests, environmental fluctuations and high relative humidity, poor collection management techniques, and particulates entering through open doors and windows.

In addition to risks to the collection, there are a number of potentially serious risks to human health. Visitors and staff are at risk from:

• Mold

• Rodent, bat and bird feces

• Rotting and uneven floors

• Broken glass

• Head height objects

• Exploding food cans

Disciplined training, awareness building and staff consensus building are absolutely necessary to institute a site-wide collections preservation program. Without staff training and commitment, Virginia City/Nevada City cannot improve the collection and will not be able to implement preservation recommendations. Training is a primary need. At the present moment, there is a strong commitment to the structures and their preservation, but few of the staff expressed a commitment to the collection. Problems will continue to occur, with a deleterious effect on the artifacts, if this attitude continues. The entire staff would benefit from regular training in how to differentiate between rare and more common items. Cleaning and handling training, as well as a clear explanation of how items deteriorate, should be provided as required annual training. All staff should read and sign off on a collection management policy – which should dictate how everyone behaves around the collection.

Staff and board members recognize that a collection inventory must be completed as soon as possible. The inventory process is difficult since earlier inventories are incomplete, collections are not stored in an organized fashion, non-artifact material and privately owned material is intermingled with state artifacts, and collections staff have an enormous amount of ongoing work including annual exhibit cleaning and responding to maintenance and preservation crews work schedules in structures containing collections materials.

Based on the numbers from buildings in which an inventory has been completed, there are 6.5 times more objects in each structure than was listed in the initial appraisal provided to the state. In order to facilitate a rapid inventory, the site must:

1. Increase collections staffing significantly to complete the inventory.

2. Remove non-museum material from structures.

3. Reconstruct loan and donation records.

4. Reduce non-collection related tasks currently performed by collection staff, such as mowing the lawn and cleaning toilets.

It should be noted that an appraisal, an inventory, and collections assessment are not the same thing. A listing of contents is an inventory of the entire artifact holdings. An appraisal lists items that are considered important because they have high monetary value. Many items were skipped in the pre-sale appraisal because they did not have significant monetary value. The monetary value of an item does not necessarily correlate to its importance and usefulness to the site. A collection assessment provides data needed to make a determination about the collection. The current “inventory” is really a collections assessment designed to provide the bare minimum of information needed to determine if an item is worth keeping for the site. In particular, does the item have direct ties to Virginia City, can it be used for exhibits or research, and is it a rare or outstanding example. The current “inventory” also provides, for the first time, a location record and a unique description of each item. Thus, rather than “16 chairs,” each chair is described in enough detail, although succinctly, that each should be identifiable if it is stolen or missing. The curator of collections should be commended for the excellent work she has done in developing a concise collection assessment form and completing an assessment on a significant portion of the collection. If the assessment is contracted out, the curator of collections should oversee the writing of the RFP, choose the contractor and oversee the work of the contractor. The information collected should be complimentary to the information already obtained by staff in buildings with completed inventories.

As non-exhibit areas are inventoried, the collections material should be removed to the curatorial center, cleaned and properly stored. Within the next five years, staff should remove everything from outbuildings, attics and back rooms. The priority for inventory and removing collections to the curatorial center, based on the protection provided by the current space, and quality and quantity of the materials in each of these locations, is:

1) Second floor Applebound & Crabb

2) C.A. Bovey building

3) Back rooms of the Toy Store

4) Switzer House (Upside Down House)

5) Dupuis House (few items in attic)

6) Back rooms of Strasburger Jewelry Store

The overall collection is in poor condition, showing significantly more damage than that seen in a traditional museum. Deterioration of collections at living history museums occurs at a rate about eight times more rapid than a comparative traditional museum. Staff should consider what this means in terms of the collection’s longevity and usefulness for future generations. Even items on static display are at daily risk of damage. Many are faded and fragmentary from decades of light exposure. Most buildings are small and densely populated with artifacts. It is difficult for staff to work without touching, moving or bumping items. It may help to remove some of the artifact burden from overcrowded structures. Also, staff must consider what will happen to the museum when the collection is used up. Will interpretation always be in the same time period, or will it advance as it becomes more difficult to acquire the older items? How much duplication is necessary in the collection to continue the current interpretation?

The two most significant causes of damage in living history sites (the closest parallels to VC/NC) are pests and handling. As much as three-quarters of the collection are affected by each. Handling problems will be reduced with increased staff training, awareness and commitment to the collection’s preservation and removal of large portions of the collection from higher risk areas. The pest problem is more difficult to control. The site must begin an integrated pest management plan immediately. The amount of rat, mouse, rabbit and other animal excrement found in and on collections was disgusting and unhealthy. Many items have been chewed or urinated on. Insects seem to be a less prevalent problem. Mold, however, is prevalent and equally unhealthy. Because the pest management needs are enormous, they will take much more time than any of the current staff can allocate to the problem. If possible, the site should hire a trained pest control operator as a full-time or part-time staff person, working with collections, operations, building preservation and administration to reduce or eliminate the pest problems. This person should be an advocate of bio-integral pest management. Since this site draws a large number of young families, it is important that the use of poisons be kept to a minimum. Trapping, blocking access, reducing food sources, and eliminating habitat should reduce the problem to manageable levels.

Security is always difficult on a large site. At VC/NC it is extremely problematic. Staffing is so limited that there is generally no one watching visitors. Many of the buildings have minimal physical barriers. All structures are locked at night. However, there is no dedicated security staff. Summer workers are responsible for opening and closing buildings. Three keys open most of the site buildings. Members of the public hold keys to some buildings, and thus can open any of the exhibit buildings in both cities. There are no alarms in any building except the curatorial center. The commission must consider how to significantly improve security. Adding more staff on site, who can provide interpretation, security and more cleaning, may improve security. Similarly, improving physical barriers in open exhibits, installing alarms and key access pads, and changing all of the locks throughout the site every three or five years, will help control potential security lapses.

Water and mold are major factors in structural and collections deterioration in both cities. But Nevada City has a significant problem with water. Apparently the city was located on a natural drainage channel. In addition, many of the buildings were improperly sited, without foundations and sub-floor vents. Although staff have attempted to alleviate the problem by digging ditches around and through Nevada City, the site still floods every spring or during a heavy rain. The staff needs to contract with a hydrologist or hydrogeologist to analyze the region’s water flow and develop a workable solution for Nevada City’s drainage. With a professional analysis of the problem, and implementation of the consultant’s suggestions, there should be a decrease in water, resulting in a decrease in the mold currently prevalent throughout the site. The hydrogeologist should also analyze Virginia City and make suggestions for reducing moisture problems in the wettest structures.

Another significant cause of damage to displayed collections is light. Some of the textiles are shredded and faded past recognition because they have been on display in front of windows for decades. The site needs to establish a light management policy and procedures. This may include reducing the display time for any one item, replacing light sensitive materials with replicas (such as color photocopies of documents), placing clean sheets over beds and other textiles at the end of each day, and/or allocating a percentage of the collection to the category of exhibit prop for use until it disintegrates. The light policy should also provide light level and lamp heat guidelines for filming, professional photographs and video cameras.

There are many vehicles stored outside or in the poorest storage conditions of the site. Some of these are rare and unique examples of specific types of vehicles. Wheels are breaking, wood is disintegrating and many of these vehicles are sinking into the ground. In order to preserve them for future generations, any vehicle with historical importance must be removed from outdoor display immediately. Even those vehicles left to be displayed outdoors should be moved inside during the winter to prolong their life. Ideally, they should be displayed under a cover outdoors, such as the overhang on the side of the Gallows Barn. The site needs a clean, secure storage facility for vehicles and outdoor display items in the winter. The most logical location is the old garage facility, Village Pump, currently used by the Opera House for props.

As collections are cleared out of attics, back rooms and over crowded exhibits, the curatorial center will quickly fill to capacity. The site should begin planning storage expansion for the curatorial center and improvement of two other dedicated storage spaces: the Gallows Barn and the Methodist Church. Expanding storage and improving current facilities may require the addition of staff who concentrates on the collection. Eventually, the site would greatly benefit from the addition of a conservator to staff the conservation laboratory. Storage up-grades are time-consuming. Staff must be provided time or new staff must be added to allow the necessary up-grades to occur. The collection needs significant storage up-grades.

The major challenges for Virginia City/Nevada City in the next few years are:

• Improve staff commitment to the collection with training in preservation principles.

• Complete the initial inventory

• Complete written procedures, policies and ethics statements

• Improve security

• Lessen daylight and eliminate ultraviolet radiation within the buildings.

• Write and implement regular drills for an emergency preparedness plan.

• Remove food and begin implementing a comprehensive IPM plan.

• Creating a stable fiscal base for the institution.

• Up-grade storage facilities to meet accepted standards for preservation.

Virginia City/Nevada City is an institution of which its community can be very proud. As the museum's mission and strategic goals are fulfilled and the museum grows and expands, preservation activities must also expand to continue to protect the collections from degradation. The findings in this report should serve as the impetus for further development.

The following are summaries of the key recommendations listed in the report, which are categorized into short-term, medium-range and long-term solutions. Not all the recommendations listed in the report are included below. The summaries are intended mainly as a guide to the museum staff to indicate which recommendations can be achieved in the near future and which ones should be included in long-range planning.

Many of the short-term recommendations can be implemented with minimum effort and cost. As short-term goals are realized, the museum will show an institutional commitment to improving collection care when seeking funding from outside sources for long term projects.

I. SUMMARY OF RECOMMENDATIONS

A. Short-Term Recommendations

1. Eliminate staff smoking in historic structures (including offices).

2. Remove all privately owned material from historic structures.

3. Remove empty acidic cardboard boxes from all storage areas.

4. Remove old carpet rolls from all storage areas.

5. Provide training to staff in Hanta virus concerns and mitigation procedures.

6. Implement an Integrated Pest Management program. Remove mold and animal feces in public spaces.

7. Write new guidelines for volunteers detailing cleaning and collection care tasks.

8. Create a multi-day volunteer training program that incorporates preservation principles and procedures. Incorporate a special training module and manual for board members.

9. Purchase battery-operated water alarms and place them near drains, pipes and leaks.

10. Compile Material Safety Data Sheets on hazardous materials and keep in two locations. The fire department should have a copy on file.

11. Dispose of unnecessary paints and chemicals.

12. Begin to plan for storage improvements and staff endowment capitol campaign.

13. Improve security by changing locks, controlling keys, starting a visitor log and locking exhibit cases.

14. Replace light sensitive documents and drawings on exhibit with color photocopies or reproductions.

15. Install humidistats with thermostat back-ups to control the RH in a 10-degree temperature range within the curatorial center.

16. Send staff to the Campbell Center’s textile care, mount making, exhibit design, environmental issues and emergency response courses.

B. Medium-Range Recommendations

1. Complete a long-range collection preservation plan, based on the recommendations in this report. Use as a fundraising vehicle.

2. Develop written procedures for care and handling and create a care and handling manual for staff, researchers and volunteers.

3. Place dark roller blinds or thick curtains on every window.

4. Inventory and accession all of the collection. Make sure items correlate with the database.

5. Install 24-hour intrusion and fire alarms.

6. Create duplicate records of important collection documents and place a copy off-site.

7. Establish a regular maintenance schedule for collections on exhibit in which condition of the items can be monitored.

8. Install humidification and dehumidification to the HVAC in the curatorial center.

9. Consider moving sensitive materials away from exterior walls until adequate insulation and vapor barriers can be installed. (Which may not be possible in an historic structure.)

10. Place pads or barriers under all artifacts.

11. Raise all artifacts, on exhibit or in storage, off the floor.

12. Reduce, eliminate or absorb pollutants created by the wood in cabinets and display cases. Test to ensure they are not at damaging levels. Remove metals, shells and organic materials that might be damaged by the pollutants.

13. Establish a complete written emergency preparedness plan. Include annual emergency response training for all staff.

14. Purchase acid-free boxes, folders, and sleeves for archival and artifact storage. Place textiles and other artifacts in acid-free storage boxes. Place objects in storage on shelves covered with Microfoam sheeting and build support mounts for insecure objects. Build more shelving as needed. Place archival materials in acid-free folders and sleeves.

15. Begin photo documenting the collection.

16. Move vehicles on outdoors display into a secure storage facility.

17. Plan and fundraise for expanded, improved storage areas.

18. Install more public bathrooms in both cities.

19. Develop a method to mitigate dust in both cities by changing road surfaces or applying surface treatments to dirt roads.

20. Remove to the curatorial center all of the collections in the C.A. Bovey building, Switzer House, the second floors of Appelbound & Crabb and the Dupuis House, and the back rooms of the Toy Store and Strasburger Jewelry Store.

C. Long-Term Recommendations

1. Maintain funds for continued training of staff members in preservation matters.

2. Upgrade security systems including door alarms and cameras with tape back up.

3. Develop funds for continued conservation consultations and conservation treatment of individual objects.

4. Install compactor storage units in the lower level of the curatorial center.

5. Install fire suppression in both cities.

6. Remove all of the fiberboard walls and replace with historically appropriate walls.

7. Complete storage improvements to the Gallows Barn and Methodist Church.

8. Remove all collections from every attic, basement, and back room on site.

9. Install video camera surveillance in key areas of the site.

10. Install a walk-in freezer at the curatorial center.

11. Complete a condition assessment of the accessioned collections.

12. Hire an objects conservator to run the conservation lab and oversee all collections treatments.

13. Increase staff levels to meet the needs of the collection. More staff will be needed to improve the storage conditions of the collections.

14. Redesign exhibit areas to incorporate artifact rotation, lower light levels, increased use of handling barriers and decreased potential for dust on the displayed collection.