Welcome to Behind the Lens, where we offer an inside look at DHPSNY Planning & Assessment Services. Through this series, you’ll gain a deeper understanding of our assessment process and outcomes, with first-hand accounts from participating sites sharing their personal experiences. If you’re interested in learning more about previous Behind the Lens posts, see how we kicked things off with a spotlight on Preservation Surveys.
In this edition, we turn our focus to Condition Surveys. This process pairs your organization with a conservator to assess individual items within a distinct collection for preservation and conservation needs.
What is a Condition Survey?
A Condition Survey is a valuable tool for taking a closer look at the preservation needs of a particular set of materials within your collections. Once a discrete set of materials has been identified, a conservator will come on site for two days to review individual items and take notes on preservation and conservation needs for each item. The final report that comes after that visit highlights steps that your organization can take internally to improve preservation (such as housing or storage measures) as well as identifies priority materials that would benefit from further conservation treatment.
How would my institution find a Condition Survey useful?
The Condition Survey is an instrumental tool in assessing the needs of a particular collection. The detailed information that comes from the final report can be used in planning for projects that can be done with organization staff and resources. A spreadsheet of information detailing the conservator’s observations is also shared as a part of the final report, which can be an excellent tool when applying for grant funding for needed conservation/preservation projects.
"After completing our [assessment] and implementing a number of recommended changes, I applied for a Condition Survey for the large amount of rolled materials we have in our collection. The survey gave us an idea of how much internal work I can do in preserving their longevity and gave me steps in planning for future preservation work for the most fragile of those items. Additionally, this has helped us advocate to our board for adding additional money to our budget for the preservation work."
- Becky Chapin, Archivist, Historic Geneva
What documentation would I need to have in place prior to applying for a Condition Survey?
A Preservation Survey (through DHPSNY or another program) is required before applying for a Condition Survey. If you haven’t yet undertaken a preservation survey, it can be a valuable tool in identifying broader needs in areas such as building conditions, collections care, and emergency preparedness, while also laying a strong foundation for more detailed assessments like a Condition Survey. Learn more about DHPSNY’s Preservation Surveys here. Because the Condition Survey looks at a small portion of the collection, having any larger environmental and policy needs addressed beforehand will help make the Condition Survey most successful.
To best address materials at the item level, detailed documentation and/or the ability to apply an identification number to individual items will need to be developed before the conservator arrives on site if not already in place.
How does the Condition Survey process work?
Once accepted to this service, you will have an initial call with a member of the DHPSNY team to assess what collection or subset of materials are a priority for review. After this conversation, you will be paired with a conservator who has material-specific expertise to address the collections you have identified. The conservator, often alongside a member of the DHPSNY team, will come on site for two consecutive days to assess materials and take detailed notes. The conservator will then write a final report that shares detailed data and makes recommendations on both the collection and individual item level.
What is included in the final report?
The final report discusses the structure and process for the survey, and summarizes the overall findings of the conservator, before diving deep into details about priority recommendations. The report provides a list of conservation priorities as well as recommendations for preservation measures that can be accomplished by staff and volunteers. Recommendations and resources, as they apply to this specific collection, are discussed. Topic areas include building and environment measures as well as storage and housing recommendations. The item-level survey created by the conservator at the time of their visit is also included with the final report.
How much does a Condition Survey cost?
There is no cost to your institution for DHPSNY services. DHPSNY is a program of the New York State Archives and the New York State Library, with services provided by the Conservation Center for Art & Historic Artifacts. Your selection to receive this service covers funding for staff time and travel to complete the assessment as well as prepare the final report.
Is my institution eligible for a DHPSNY Condition Survey?
Eligible institutions are nonprofit cultural institutions in New York State that hold historical records and/or library research materials and operate programs to preserve and make them accessible to the public. Local governments in New York are eligible for Condition Surveys.
Application materials for Condition Surveys are accepted year-round and reviewed three times a year in March, July, and November. Apply by Friday, March 14, 2025, to be considered for the spring 2025 application review period.
Visit our Condition Surveys page to learn more about the process and to apply.
If you're unsure which service to apply for or whether your institution is ready, we encourage you to reach out to us! DHPSNY staff is available to answer your questions at info@dhpsny.org or 215-545-0613 ext. 337.
Image: CCAHA Paper Conservator Chloe Houseman (left) joined forces with DHPSNY and Becky Chapin, archivist at Historic Geneva (right), for a Condition Survey at Historic Geneva in Ontario County, NY. This thorough survey focused on oversize maps, paper, and photographs. Aiming to secure the long-term preservation of these historical artifacts, the team assessed the appropriateness of current housing and storage solutions while also identifying potential conservation treatment needs.