GIS environmental conditions review

Areas for further exploration

The desk research identified three areas for further exploration:

1. Internationally, more organisations are managing the temperature, relative humidity and light risks to collections on a case-by-case basis depending on the context of the exhibitions and objects.
2. The greatest energy use (with associated carbon emissions) in GIS display and storage is caused by mechanical control of relative humidity and temperature.
3. The flexibility for appropriate RH, temperature, lux levels for different objects is not widely understood.

Additionally, it has become clear that there is a tendency to use the Guidelines in place of collections care standards for all collections, rather than just the specific circumstances of GIS. This has led to some misperceptions about the requirements of the Scheme.

We are committed to ensuring that the widest range of organisations across the UK are confident in using the Scheme, to enable them to put on ambitious and exciting exhibitions for their communities.

Immediate next steps

There are some changes that we are making immediately to improve the experience of the Scheme. Clarifying the existing flexibility for relative humidity, temperature and light conditions within the Scheme will help organisations make choices about reducing their carbon emissions.

We will:

• Consult with the sector on the practicalities, benefits or unintended consequences of replacing the current RH, temperature bands and lux levels.
• Simplify and clarify the Guidelines.
• Ensure the application form is consistent with these and doesn’t ask for additional information.
• Separate out developmental collections care advice and support from the requirements of the GIS scheme.

Additionally, we will:

• Support a step change in climate action by targeting other aspects of the loan cycle with higher carbon emissions or resource use. For example, packing, transport and couriers. We will work with partners already active in this area, to amplify their work, providing GIS applicants with links to information and case studies.

Easy Read and Large print versions of the report are below. If you need this information in a different format, get in touch > 

Environmental bands for temperature, relative humidity and lux are currently specified for non-National organisations.

A proposed move to a context-based approach for setting appropriate conditions, in line with international practice, caused much debate among the reference group. Therefore, we want to understand the practicalities, benefits and unintended consequences of this in the context of government indemnity.

We are now seeking views from across the sector on:

• Replacing bands for temperature and RH
• Adopting a target ‘budget’ for lux
• Proposing that temperature and relative humidity conditions reflect those in the lending organisation (or match the historical conditions for long-term loans) and that these are set out in loan agreements.

Complete the survey before 19 November 2023 > 

Please email access@artscouncil.org.uk if you would like the survey in an alternative accessible format.

There is currently limited information on and understanding of reducing the sector’s carbon footprint. There is also opportunity for the GIS Guidelines to play a role in communicating practice around exhibitions and loans. For example, clarifying that stable conditions for GIS can often be achieved without recourse to mechanical plant.

In order to improve clarity between good practice in general collections care (as distinct from GIS requirements), we will work with appropriate support bodies to ensure good practices is signposted.

Additionally, we have reviewed the temporary measures introduced as a result of Covid-19 travel restrictions. These reduce the need for couriers in specific circumstances. As these have worked well, we will continue them. We will also continue to support single consignments in excess of £130 million, on a case-by-case basis.

Find out more on our additional information and updates page >

A single place for collections care advice and guidance

At present a number of bodies support the sector with collections care advice and expertise. For example:

• Arts Council England provides support through its investment in the Museum Development Programme
• The Institute of Conservation provides guidance and access to networks
• the Collections Trust hosts online resources in support of Accreditation
• Museums Galleries Scotland, the Culture Division Museums, Archives and Libraries Division of the Welsh Government and Northern Ireland Museums Council support organisations in their respective nations

We will collaborate with interested bodies to share existing understanding of user need and identify options for a more joined-up approach, in discussion with the sector.

Funding

The report recommended the provision of or signposting to funding for adaptations, retrofitting and maintenance of buildings.

In England, by 2025 the Museums, Estates and Development fund (MEND) will have invested over £80 million to refurbish and retrofit museum buildings. However, the demand for this programme was many times what could be funded. We will work with DCMS, National Lottery Heritage Fund and Historic England to advocate for further funding.

The current Guidelines require borrowing organisations to:

• Maintain relative humidity, temperature and light conditions 24-hours a day, 7-days a week throughout the loan period from the time the indemnified object arrives until it departs from the loan venue.
• Monitor relative humidity, temperature and light levels throughout the loan period in the space within which the indemnified object is contained.

These requirements remain.

The GIS Guidelines are intended to balance the need for clarity of expectations, with flexibility to accommodate different circumstances and items with different requirements. This has not always been understood or applied as such. Additionally, the Guidelines (which are about managing risk to Government) are being conflated with, or used as, general collections care standards.    

We will work with organisations and representative bodies to simplify the current GIS Guidelines, clarifying the flexibility for risk-based conditions and providing examples of this in practice. This includes ensuring consistent language and explaining terminology. January 2024

We will review and simplify the application form for Non-National organisations. This will be a step towards a consistent approach across all borrowing organisations. October 2023

As part of this simplification, we will no longer request the submission of environmental charts with applications. October 2023