Preventive Conservation and Conservation Plans: The First Step in Caring for Your Collection
- ccconservacao
- Jun 30
- 3 min read
Updated: Jul 17
Why start here?
Anyone working with heritage – whether 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 means flipping this logic. It means stopping before rushing, observing before intervening, planning before acting. That’s where the conservation plan comes in: an essential tool to understand what is at risk, what needs to be done, and where to begin.
What is preventive conservation (and what it is not)
Preventive conservation is the branch of conservation focused on protecting cultural objects without directly touching them. It is not restoration or material intervention, but rather the creation of conditions that delay or prevent deterioration.
It involves controlling the environment (temperature, humidity, light), ensuring proper housing and storage, promoting safe handling practices, and organizing the space effectively. Most importantly, it aims to prevent damage before it becomes visible – even when potential agents of deterioration are not yet apparent.
Preventive conservation works as a layered system: the building protects the room, the room protects the furniture, the furniture protects the box, and the box protects the object.
What is a conservation plan and what is it for?
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 long-term preservation. It can be simple or complex, but it is always a practical tool tailored to the institution's context.
Unlike a one-off condition report, a plan goes beyond describing problems. It outlines possible paths: which risks are most serious? Which are most urgent? What actions are feasible with the available resources? When is external support needed? And how do these decisions align with the institution’s strategic 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 top of fragile ones, avoid moisture, clean dust, don’t leave windows open. But without technical and systematic thinking, mistakes accumulate:
– 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 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.
In conclusion: to conserve is to make informed decisions, in time
Preventive conservation is not a luxury. It’s a smarter, more economical, and more sustainable way to care for collections.
A conservation plan helps institutions move from reaction to anticipation.
It provides technical evidence for decision-making.
It sets priorities.
It avoids waste.
And it builds more autonomous, 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.
Just as we turn to lawyers, accountants or IT professionals when needed, heritage preservation can also benefit from external, specialised support.
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?