You should keep abreast of changes in the weather as well as other factors which affect sites from which you plan to collect. These include decisions to restore a site’s primary purpose (for example, an entrance or thoroughfare). The weather is likely to be a key factor in removing physical items from outdoor locations, and you may need to respond quickly. Depending on the event, investigatory proceedings may affect the site.
Featured case study: University of Leeds
Where possible you should consult with the people affected by the event or at least inform them about when items will be removed.
You may or may not be directly involved in removing items from sites. Regardless, you should plan for removing material sensitively but safely and work with others if necessary to carry this out. Issues include:
- How items will be lifted and moved from the ground or taken down from surfaces. You should consider the removal of items from spontaneous memorials as a stage in the memorialisation process. You should therefore ensure that this is respectful. For example, move items by hand and use crates (not rubbish bags).
- How people working to remove items will be protected and their welfare provided for. You will need to carry out a risk assessment.
- They may need Personal Protective Equipment (PPE), including stout gloves to avoid thorns on roses.
- Temporary facilities for washing, toilets, and breaks or refreshments may be needed.
- Shelter from rain, and first aiders may be needed.
- When items will be removed and how long this might take.
- Where items will be taken. Will items be moved to a temporary location for processing away from the site? Will initial processing of items be done at the site? This is likely to depend on the number of items as well as practical considerations including weather and space.
- How you will keep track of what has been removed and where it has been taken.
You can read more about processing in ‘The first few weeks‘, including advice on preservation and conservation.
During the removal of items you should use signs giving information about what is happening, and ensure that people are clearly identified. For example, Brussels Archives staff wore t-shirts and posted signs (PDF, 28MB) which informed people that they were removing items to preserve them. It can be helpful to have people on site dedicated to communications so that enquiries can be handled well whilst others are removing items. For example, employees of Manchester City Council spoke with bystanders about memorial items being removed to save them from the upcoming bad weather. ‘Developing a plan‘ has more advice about communications.
You should coordinate closely with other stakeholders and provide guidance on the safe handling of material and other matters (see ‘The first few weeks‘) if you are not directly involved in the removal or if others will be undertaking some of the processing of items. For example, volunteers alone provided 1,000+ hours to one organisation assisting in the removal and sorting of items left at a very large memorial site, working in morning and afternoon shifts of up to 40 people over one week.
If you are able to input into how sites are managed, archives have found that gentle but proactive management of sites which are in place for a period can be helpful when it is time for items to be removed – see ‘Keeping up with events‘.