What are the real needs of cultural institutions in terms of collection storage and conservation?

As part of the project "Regional Conservation and Storage Centres: Research into the Needs of Cultural Institutions", co-financed from the National Recovery Plan – Investment A2.5.1, comprehensive qualitative and quantitative research was conducted with the aim of providing a reliable assessment of the demand for external storage spaces for museum collections.

The project focused on cultural institutions in the Silesian and Małopolska regions, analysing both the scale of storage needs and the expected technical and conservation standards necessary for the safe storage and protection of cultural heritage.

The research was conducted by SW Research in two complementary forms:

an online survey addressed to a broad group of institutions, enabling a quantitative assessment of needs and trends.

The outcome of the project is a research report containing a diagnosis of current and future needs and specific recommendations, forming the basis for developing an effective and appropriate service model for Regional Conservation and Storage Centres. This model will respond to the actual market needs in the area of safe storage, professional conservation and long-term protection of museum collections.

This is a step towards modern, systemic solutions for cultural institutions – based on data, dialogue and the real needs of the sector.

Key findings from the qualitative research

The FGI results clearly indicate that the most serious problem facing cultural institutions is the chronic shortage of storage space. Collections are often stored in basements, attics or temporary spaces that do not meet conservation requirements, and the commercial market does not offer storage facilities adapted for the long-term, safe storage of museum objects. The costs of renting industrial warehouses are high, and their technical parameters are not suited to the specific characteristics of museum collections.

Respondents view the conservation and storage centre as an optimal and systemic solution, enabling:

creation of adaptation and quarantine rooms, allowing objects to be safely prepared for new storage conditions.

Expected standards and functions of the centre

The research highlights the high importance of security and access control. Modern, intelligent monitoring systems and remote control of storage conditions are preferred, while limiting the number of people with physical contact with the collections. Minimising the risk of the "human factor" through procedures, monitoring and transparent access rules is considered key.

A significant expectation is also the possibility of conducting conservation and digitisation on site, which reduces the need for object transport, lowers the risk of damage and streamlines logistics.

Legal, organisational and financial challenges

The report highlights the need for clear legal regulations and procedures for the transfer of collections, including the definition of responsibility for transport, storage and any damage. The lack of unambiguous regulations causes caution in decision-making by cultural institution directors and constitutes one of the main barriers to inter-institutional cooperation.

At the same time, respondents indicate that centres of this type should be established on the initiative of and with the support of the public sector, maintaining a rational, effective model of financing and management based on dialogue, transparency and shared responsibility among the institutions using the centre's services.