Preservation Planning Survey – Fire Protection and Security
Fire Protection
1. Have the collections undergone significant damage from fire within the last five years? If yes, please describe.
2. What types of fire detection devices are installed (e.g., smoke sensors, heat sensors)?
2a. Is the detection system connected to a 24-hour monitor?
2b. What and where is that station or agency? What would the speed of response to an alarm be?
2c. Is the detection system regularly maintained and tested? By whom?
3. Is there an automatic fire suppression system? What is the equip-ment (e.g., Halon, sprinklers, other)? Is the suppression system
regularly inspected and tested? By whom?
4. If there are sprinklers, are they wet pipe, dry pipe, or pre-action?
4a. What is the activation temperature for the sprinkler heads?
4b. Do the heads discharge individually?
4c. Do the heads discharge individually?
4d. Do the heads discharge individually?
5. Are portable fire extinguishers available? Where? What type? Are they inspected yearly? Has staff been trained to use them?
6. Is there an evacuation plan for the building? Are fire drills held? How frequently?
7. Has there been a fire safety inspection of the building by the Fire Department or Fire Marshal within the past year?
8. If there is a book drop that opens into the building, how is it secured against vandalism or arson? Is there a smoke/heat detector
directly above the opening? Could the book drop be eliminated?
Security
1. Does the building have an automated intrusion alarm system? What types of alarms are provided (e.g., motion detectors)? Is the
system monitored 24-hours a day? By whom?
2. Does the building have window locks, alarmed doors, or security guards?
3. How are use and distribution of keys controlled? Who has keys to the building? Is there a mechanism for distributing and
collecting keys for new or terminating employees?
4. Where are the historical collections located within the building? Who has a key to this area? Who can access this area during
working hours (e.g., all staff, some staff, the general public)?
5. Describe the current procedures for access to and use of the historical collections:
5a. Are researchers asked for positive identification? Are they required to fill out a registration form? Are researchers required to
fill out call slips to document which collections they use? Are all forms retained by the institution?
5b. Are materials of special value counted out for researchers, returned, and checked by staff before additional materials are
issued?
5c. Are all researchers in view of a staff member at all times? Are tables and desks positioned to provide optimum supervision by
staff? Are researchers ever left unsupervised when they are using valuable materials?
6. Has a staff member been assigned responsibility for security management?
7. Are there written rules for use of the historical collections, and are these distributed to researchers?
8. Is there a written closing procedure for the building? Who is responsible for checking the building each evening?
Priorities
1. What are your 3-5 highest priorities for improving fire protection and security for your collections?
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