Attachment 8 - NARAs At-Risk Matrix.doc

DRAFT MCMD-iO PWS 4-7-2011

Confidential Source Selection Information (FAR 3.104)

6-02-11 DRAFT

NARA’s Artifact Risk Assessment Matrix Background: the risk assessment matrix used for Library artifacts provides standardized terms and term combinations to track preservation needs and prioritize preservation work. At-Risk data fields include:

1. Artifact Condition uses the terms Excellent, Good, Fair, Poor, and Unstable to document the current condition of the artifact. Entries are made or reconsidered when: the object is inventoried, the object’s condition changes or the object has been damaged, when a conservator (specialist) examines that object, when the object is condition-reported for loan/exhibit, if there is a change to the item post-loan/exhibit, when an item is treated.

2. Condition Summary allows a free-text description of the current condition, damage or an apparent vulnerability. Preferred field length is minimum 2000 characters.

3. Preservation Action lists one or more needed preservation actions (e.g., an object may require storage re-housing as well as conservation treatment) according to their urgency, using the terms Urgent, Major Treatment, Minor Treatment, Storage/Exhibit Improvements, Specialized Examination, No Preservation Action (needed at this time) (currently entered by number codes 5-1). Updates are made if the object’s condition or needs change, and after actions are completed.

4. Preservation Action Note (free text field of 500 characters) allows the user to specify the preservation action in more detail.

5. Curatorial Priority: takes into account the current or anticipated level of use for an artifact as well as its historical, cultural and/or monetary value, and uses the terms Highest Priority, High Priority, Medium Priority, Low Priority, De-accession Candidate, Unknown (more research needed).

6. Risk Level is determined based on the Preservation Action and the Curatorial Priority according to the following matrix:

NL Artifact Risk Ranking Matrix

Additional Data Fields/Displays are sought:

3 fields to support the Risk Matrix: Assessed by, Date Assessed, Reason Assessed (expandable pick list (Inventory, Loan/Exhibit, Appraisal, Specialist Exam, etc., with default entry ‘Inventory’) 3 fields to support the management of Curatorial Priorities: Assessed by, Date Assessed, Note (500 characters).

It would be optimal for the Curatorial Priority rating to also display in the main object record.

It would be optimal for the Risk Level ranking to be auto-generated by the system any time a new Preservation Action or Curatorial Prioritization is entered