Why start here

Anyone who works with heritage – in libraries, archives, museums or other cultural institutions – knows that resources are always limited. But what often goes unnoticed is that most conservation problems don’t happen suddenly. They develop slowly, silently, until it’s too late.

Starting with preventive conservation is about reversing that logic. It's about stopping before running, observing before intervening, planning before acting. This is where the conservation plan comes in: an essential tool to understand what’s at risk, what needs to be done, and where to start.

What preventive conservation is (and what it is not)

Preventive conservation is the field of conservation dedicated to protecting cultural heritage without directly touching the objects. It is not about restoration or physical intervention, but about creating conditions that slow down or prevent deterioration.

It involves controlling the environment (temperature, humidity, light), ensuring proper housing, encouraging good handling practices, and planning the organisation of spaces. Above all, it’s about preventing damage – even when no obvious threats are visible.

Preventive conservation works through a layered system: the building protects the room, the room protects the cabinet, the cabinet protects the box, and the box protects the object.

Conservation plans: what they are and why they matter

A conservation plan is a technical document that identifies the risks and needs of a collection, defines priorities, and proposes concrete measures to ensure its preservation. It can be more or less complex, but it is always a practical tool tailored to the institution's context.

Unlike an isolated diagnosis, a plan doesn’t stop at describing problems. It points the way forward: which risks are most serious? Which are the most urgent? What actions are realistic given the available resources? Where will external support be needed? And how can all this be integrated into the institution’s broader goals?

The 4 core areas of assessement are:

Building,

Collections,

Environment,

Emergencies

So… is this just “common sense”?

Many aspects of preventive conservation may seem obvious: don’t stack heavy books on fragile notebooks, avoid humidity, dust regularly, don’t leave windows open. But without a technical and systematic view, mistakes pile up:

– The shelf looks fine… but it’s leaning against a damp wall.

– The digitization project went ahead… but the original photographs weren't stabilized or safe to scan.

– Gloves are being used… but they’re cotton, which trap dirt, release fibers, and can tear a fragile paper.

– A funding opportunity – came up... But it was lost due to lack of justification and planning.

Applying good practices isn’t difficult – but it takes time, attention, and specific knowledge. And time is often what institutions have the least. Without specialised support, decisions get postponed, efforts are misplaced, and problems escalate.

A conservation plan helps see the big picture, set realistic priorities, and avoid false or costly solutions.

First steps any institution can take

Even before having a full conservation plan, there are simple steps that any team can implement:

Even before having a full conservation plan, there are simple actions every team can start with:

Checklist – 5 steps to start preventive conservation:

• Observe – Identify critical areas, fragile documents, or signs of deterioration.

• Record – Keep a log of incidents: temperature changes, water ingress, pests, etc.

• Measure – Install thermo-hygrometers and monitor relative humidity and temperature.

• Organize – Separate sensitive materials, optimise space, improve ventilation.

• Raise awareness – Reinforce good handling and cleaning practices with the whole team.

Still, to ensure long-term effectiveness and prioritisation, a technical conservation plan remains the most reliable and sustainable path forward.

To conclude: conservation is making informed decisions, in time

Preventive conservation is not a luxury. It’s a smarter, more cost-effective, and longer-lasting way to care for collections.

A conservation plan helps institutions stop reacting and start anticipating.

It provides technical evidence for decision-making.

It sets priorities.

It avoids waste.

And it builds more autonomous and informed collections management.

Conservation is not just about preserving what exists.

– it’s about creating the conditions for heritage to remain meaningful into the future.

Conservation doesn’t have to be improvised – or carried alone. Access to qualified technical assistance means reducing fixed staff costs, gaining tailored guidance, and avoiding irreversible damage that often leads to expensive restoration… or no solution at all.

At Catarina Cortes Conservação & atelier CCC, we help institutions take the first step – realistically, gradually, and according to their specific context.

Want to learn more and start creating the right conditions for your collection?

Get in touch and find out how we can help.