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Responses about University Archives security.



Thank you so much for the responses.  At the time I posted yesterday I had
not received ANY messages via the listserv and I was beginning to wonder if
maybe people weren't posting out of shock or respect or another reason.
(Then about 5 p.m. my mailbox began to receive the morning messages and they
were all waiting for me this morning, including my own post!)

I have received 10 messages so far and I continue to welcome any others.
Here is a summary of what is being said, anon since if they wanted their
views to be known they would have posted to the entire list.

============================
I faced pretty much the same problem when I started at my university
archives.  I am the first full-time archivist and prior to my arrival,
everyone who works in the building + custodians had keys to the archives.

The first thing I did was make a case with my Dean to have the locks
changed and that was pretty easy to do after I explained that such lax
security was uncommon in archives.  Rekeying locks is probably the least
expensive thing you can do to heighten your security.

If your institution has the funds, perhaps they could install a security
door on your archives that requires you to enter a passcode to unlock the
door.  Then you could simply limit the number of people who have codes,
perhaps to you and your library director.  Another option would be to
install a motion activated alarm in the stacks area, and have a keypad
outside the door that would require you to enter a code to disengage the
alarm.
=============================

Is there any way you could get a new, separate lock for which only you
hold the key, and perhaps the library director or Public Safety hold one
other, which they cannot give out unless it is an emergency, and which
also has to be documented.  It sounds like it wouldn't help to change
the keys because everyone would just expect to change theirs.

A written policy instituting security procedures approved by upper
management will also help.

==============================

 I've been
there, too.  I did have a vault in the beginning, but I was not the only
one with the combination, and everyone in the building plus some had a key
to the work room and my office.  When I moved over to the library, I first
got a security system by pointing out the monetary value of the rarebooks,
which were housed in the same room as my office.  I suppose no one had
every considered them to have in actual value before.  The library director
was a fairly easy sell, and the fact that Alpha Alarm Systems was having a
sale that week ($99 installation and just $16 a month for service) helped,
so we took it out of the library budget.  Since then, I've made it a point
to get on very friendly terms with the Chief of Campus Police.  He has been
a champ in taking security for Archives and Special Collections
seriously.  My advice to you would be to look around first at who you might
ingratiate yourself with that has pull or power.  Second, start with the
door locks.  If you can convince the campus police there's a greater need
for security, they may be able to help you convince your boss (if
necessary), and they will probably be willing to change the locks on the
doors so they aren't on the building master. Then, if you can get that done
keep harping at every choice opportunity about the need for security.  When
it comes time for budget planning, suggest that money be budgeted for an
alarm system (you can get one for as small an area as one room if you
want).  I wouldn't have gotten any security for the archives without
support from campus police.  Getting the alarm system for the rarebooks
wasn't too much of a problem after our insurer found out what they were
worth.  Your situation may be a little harder sell.  I will tell you that I
had to keep repeating my argument over and over and over before I finally
get anyone to listen.  I found out that I couldn't be insistent; I had to
be persistent.  And be thankful you at least have a fire
extinguisher.  It's a start.  You'll have to work up to a real suppression
system the same way, and that's even harder because it's so expensive.  It
helps, though, to clip all the reports of disasters in libraries.
==========================================

We've 24 hour security guards.  We have cameras in the archives and, thanks
to all the stuff that's disappeared from my desk, I've been instructed to
keep the overhead lights on 24 hours a day so that the cameras can pick out
images of intruders.
        Has that stopped the archival collection from "midnight" users?  No!
Has
it stopped people from getting into my locked desk drawers?  No!  Has the
locked mobile storage units prevented whoever is getting in from getting in?
No!
        So...my best advice is do whatever you can to keep the collections
safe and
don't let it get to you.
=============================================

See if you can get the locks changed for your area.  There should only be a
few designated individuals who have access to the collections:  you, the
director (or other appointed individual), and security for emergency
puposes only.  The custodial staff should not be allowed access to the
collections area without you there.

It may not be easy to explain this to folks who are used to letting
themselves in but if you let them know that this is standard proceedure for
all respectable archives, large and small, hopefully that will help.
Stress professionalism, standardization, and whatever cliches will make
sense to them.

Files could be "borrowed," stolen or misfiled (which is as good as lost),
information that is confidential could be accessed, potential damage to
materials improperly moved by custodial or buildings staff are all good
reasons not to have access to to many folks.
=====================================

My university archives
is also small and operates at a pretty minimal level even though I've been
here for three years now.  I am also struggling with the key issue here,
though not to the extent you are.  My suggestions are two:  One, document in
writing for yourself your attempts to address the situation which you should
do in part by informing people about the need for better security on a
one-to-one basis as opportunities to do so arise.  Two, don't "campaign"
about this issue yet, but keep bringing up the issue with your direct
supervisor with statements like, "I know we're not ready to do it yet, but
we need to think about when we can change the locks and limit access."  Keep
stressing "professional standards."  If you do a planning document, add
improving security as one of the archives' goals for a year from now.
If/when you get your supervisor on your side, the change may come about
smoothly and quickly, but until that person supports you, you won't get
anywhere.
==============================================

I would suggest that you contact your State Archive and Records Agency and
ask them for assistance in locating or developing new policies or revising
current policies on access.  Alabama Department of Archives and History has
been an invaluable asset to me in developing policy for acquisition, access,
and de-accessioning.

If it is possible, I would suggest that next June (2002) you try to attend
GAI (Georgia Archive Institute) in Atlanta, Georgia.  This workshop is for
persons that are just beginning to work in archives.  I found it very
informative.
==============================================

(from a friend, hence the casual chiding...)
I can't believe that your security is so lax. We are relatively strict here
in that only our staff can get into stack areas, etc. If someone from
another part of the library or the campus need to get into the stacks (for
a valid reason) they are accompanied. All of our doors have key locks or
punch code combinations and we lock our elevators over night. I will be
interested to see what responses you get to this.
==============================================

This is a common problem for archival collections at a university.  Not
knowing the size or all the details, I can only give a few basic
observations.  First I would not be so concern about sensitive
(classified) information since you mentioned that these files are in the
public domain.  You might want to inquire if other institution has
duplicate information.

One level of security you might consider is the filling order.  For
example if you have 200 boxes you could file the boxes numerically and
have only a number on each box.  This would require someone to have a
location index to find the information.

Another solution is to have a secured area such as a fenced off location
within the storage area that would have limited key access.
==============================================

I suggest that the first thing you is convince the powers to be to re-key
all the doors into and in your archives area so that master keys held by
others do not open those doors.  Second, make every effort to limit the
number of keys to those doors is very small, probably to only you and your
assistant.  There will undoubtedly be some strong resistance to this due to
the past history of free access to all.  It would also mean that the
custodial folks would have to clean while you are in the area.  Next you
will need to do something about those windows.  The ideal solution (and the
only one that would really give security) would be to remove the windows and
put in  regular wall materials.

I'm not sure what all types of materials you have, so what I am about to say
may not be relevant to the situation, but I'll say it anyway.  Some of the
projected prices I have seen in auction catalogs for NASA related materials
such as photographs and autographs of astronauts would make such items hot
targets for thieves.  Possibly lots of NASA material fits into that
category.  To safeguard those material, your administration needs to make
the area in which they are housed as secure as possible immediately.  That
means that the number of people who have free access to it should be limited
to your any your assistant and that the physical arrangements should be as
secure from unauthorized entry as possible.
=========================================

Me again: Since compiling this list, our Library Director came in for a
chat.  I asked him about the keys and we believe that only the director,
assoc. director and office manager have keys to the collection area.   We
know that a "MASTER" key (to the entire building/university) is out there
and at least five people have access to check it out (remove it) from it's
secure location.  I'm to confirm with UPD exactly how many keys open that
door, etc. and then check into the possibility of putting an additional
punch code access on the door.

For those who asked, we have about 1500 lin feet of processed and
unprocessed material (some in the collections area, most unprocessed in a
store room off my office) and the NASA collection (Apollo, Soyuz Test
Project, Skylab, Oral History) will compose another 1500 lin feet to arrive
by the end of this month.

Off to design/write some sign-in forms, collection development policies,
etc.

Shelly Henley Kelly
University Archivist

Neumann Library
University of Houston Clear Lake
2700 Bay Area Blvd
Houston TX 77058
281-283-3936
Kellysh@cl.uh.edu

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