Art Disaster Plan
Have a plan for when disaster strikes. Planning for how and who will handle your collection in an extreme event is essential to managing your collection. Take the time now to put together your priority removal list. Compile the names and numbers of art handlers, fine art storage facilities and conservators who will help execute on your plan. I work with clients to prioritize objects and build relationships with the best fine art professionals in their area.
Prevent
Install one monitored smoke detector for every 1,000 square feet and in any room where valuables are concentrated.
Place fire extinguishers in easy-to-access locations, and train staff on their use.
Store flammables such as gas, paint or solvents in fire-resistant cabinets or containers.
Install moisture alarm sensors near water sources and cooling mechanicals.
Elevate all non-installed artwork at least six inches above the ground.
Ensure the street address is visible and record alternate access routes in case the primary road is impassible. If the property is gated, have the fire department install a Knox box, and be sure electric gates have manual opening options.
Develop a home layout plan that records locations of water, gas and electrical-shut-offs, and train family and staff on usage.
In hurricane regions, designate a safe storage area such as a fire-and-water-resistant vault or a room above the first floor with no exterior exposure. Prepare plans to protect immovable outdoor artwork during severe weather. Ensure that the back-up generator can run critical systems for at least two weeks. Consider relocating the collection to a storage facility if the home will be vacant during hurricane season or if the generator is inadequate.
Prepare
Decide who’s responsible for implementing the plan, and create an emergency contact list with the team lead’s information at the top. The coordinator should live in close proximity to the collection.
Inventory the collection. The format can range from a simple spreadsheet to a sophisticated digital database, but should minimally include descriptions, dimensions, images, provenance and physical locations. If the inventory isn’t stored in the cloud, keep a hard copy in a water-and-fire-resistant file cabinet or safe, with a duplicate stored off-site.
Create a priority removal list of items for first responders that includes images, locations and handling instructions. Factors impacting priority might include value, sentimentality or fragility.
Maintain current insurance values by scheduling regular updates.
Establish relationships with local art handling firms, and familiarize them with the home and collection. Resources may be scarce during a catastrophe, so consider preparing a letter of understanding or service contract to ensure they’ll be available as needed.
The contact list, home plan and priority removal list will be the basis of the emergency plan. Place copies and updates in easily accessible locations, and distribute them to family, staff and others tasked with execution.
Priority Removal List
Prepare a document for first responders that include images, locations and handling instructions. Factors impacting priority might include value, sentimentality and fragility.
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