Storage is a critical but underfunded aspect of collections care. Unfortunately, museums frequently find themselves in a reactive cycle — only addressing storage issues when they become urgent. This approach makes securing funding more challenging. Proactive planning, however, improves collection care and strengthens grant applications and funding proposals.
Many museums rely on donations and memberships to cover operational expenses, leaving little room for necessary storage upgrades. When storage is neglected, the risk of damage, loss, or disorganization increases. By integrating storage improvements into broader funding initiatives, museums can ensure the long-term protection of their collections.
This blog explores five key stages of collection storage planning that can help museums align storage upgrades with funding opportunities.
5 Key Stages of Collection Care Planning
1. Assessment & Survey — Understanding What You Have
Many museums lack a complete inventory of their collections, making it difficult to assess space and justify funding needs. Funders want data-driven applications — they need to see collection size, condition, and risks before approving grants.
A thorough storage assessment provides the hard numbers needed to strengthen funding requests. It demonstrates urgency, highlights areas for improvement, and ensures museums make the best case for securing financial support.
Best Practice: Conduct a storage capacity survey before applying for funding. A well-documented assessment strengthens proposals and establishes a clear need for support.
2. Future Planning — Anticipating Growth & Change
Storage solutions must be future-proofed to accommodate:
- Expanding collections
- Evolving preservation standards
- Unplanned acquisitions
Many museums receive unexpected donations, often requiring flexible storage solutions that adapt to different object types and sizes. A structured preservation plan — one that defines short-term, medium-term, and long-term storage goals — demonstrates foresight. Funders prefer projects with sustainable, scalable strategies that align with the museum’s future growth.
Best Practice: Create long-term, sustainable plans to make future-ready storage solutions more appealing in funding applications.
3. Planning for "Negative Spaces" — Non-Collection Storage Considerations
Storage planning isn't just about artifacts. It also includes:
- Workspaces for conservation, research, and restoration
- Packing and staging areas for new acquisitions
- Climate-controlled zones to maintain preservation standards
Often overlooked, these “negative spaces” play a crucial role in a museum’s overall accessibility and efficiency. Adjustable shelving and modular storage help maximize space while improving workflow.
Funders may not always cover storage upgrades alone, but they will fund facility improvements that include supporting infrastructure, such as workspaces and conservation labs.
Best Practice: Museums can increase funding chances by bundling storage upgrades into larger facility improvement projects. If funders won’t pay for storage alone, they may support facility upgrades that include storage.
4. Schedule Coordination & Pre-Planning — Working Within Timelines & Funding Cycles
Budget constraints and tight operational schedules mean storage improvements often happen in phases. Instead of requesting a massive budget upfront, museums can break projects into smaller steps.
For example:
- Start by securing funding for a single cabinet, shelving unit, or compact storage system
- Apply for grants that align with broader renovation or exhibition projects
- Integrate storage needs into capital campaigns and multi-year plans
Best Practice: Develop a multi-year funding strategy that aligns storage improvements with grant cycles, capital campaigns, and facility upgrades.
5. Security & Emergency Preparedness — Addressing Risks & Disaster Planning
Storage planning isn't just about space — it's about protection. Museums must account for:
- Fire hazards & suppression systems
- Flooding, humidity, and climate control
- Theft prevention & secure access control
For example, high-density shelving with fire-park technology automatically separates cabinets during a fire, allowing sprinkler systems to function effectively. Bundling security upgrades with infrastructure improvements makes them more attractive to funders.
Best Practice: Funders are more willing to support comprehensive upgrades. Integrate security and climate control improvements into larger infrastructure projects to increase funding potential.
Storage as a Strategic Investment
Storage isn't just about saving space — it's a critical investment in the museum's long-term success. Museums that proactively plan and align storage improvements with funding opportunities are far more likely to secure financial support.
Key Takeaways:
- Start with a storage assessment: Funders respond best to data-driven funding requests.
- Plan for the future: Long-term strategies make funding requests more attractive.
- Think beyond artifacts: Storage includes workspaces, security, and emergency preparedness, all of which can be fundable.
- Work with others: Aligning storage plans with museum goals and funding partners leads to better results.
Need help with your museum's storage strategy? Contact a Patterson Pope representative today to learn more about how our experts can support your museum's collection care strategy.
