Introduction

Why put irreplaceable material at risk? The main answer to this is that exhibitions are a major way of promoting access to archival material and involving the public and staff in a topic of mutual interest. All the activities connected with exhibitions, such as the publication of catalogues, production of facsimiles for sale, group visits and publicity, are major concerns of those involved with outreach. For those involved with preservation the essential requirement is to match these needs with adequate security and preservation standards, while not inhibiting or dampening the enthusiasm and talent of colleagues. The crucial factors are collaboration and understanding; exhibitions involve planning and co-operating, compromise and change. Once others understand the concerns of all, the process becomes easier but communication in the first instance is vital. If the parameters relating to standards of exhibition are laid out at the very beginning much less can go wrong. This chapter covers:

How can the overall risk be minimized?

The easiest way of minimizing the risk is to set out an exhibition policy and procedure with which everyone agrees. This may involve not only a simple statement of aims for internal use but also a more detailed policy and set of procedures for external loans. The organization will benefit from being very clear about what it will and will not display, outside borrowers will understand the limits of what can be borrowed and why, and staff will appreciate the concerns of other colleagues. Drawing up such a document may take some time, but plenty of examples are available to suggest the main headings. It is very unwise to wait until an exhibition is suggested; policies developed in a hurry under the pressure of a particular project are never satisfactory. Consider: