Key Strategies for Protecting Your Collection
What you should share with the insurance company to help save on cost without compromising coverage.
- Paint a picture – it’s more than just what’s on the application. Tell us about your mission, origins, building, collection’s basis, exhibitions, staff, and what makes your institution unique.
- Inventory Management: how often is your inventory updated, how is it monitored, is it spread over multiple locations, how much of it is owned by the institution vs. in or out on loan
- Additional Protections: share security and emergency response planning that’s in place; e.g., if items are stored off the ground, sandbags are available, staff are nearby in the event of an emergency, off-site storage is available, additional features of your alarm system (like cameras, water alarms, or similar), any additional protections for the collection or building
- Do you have a backup power supply, reusable shipping, or anything supporting sustainability efforts (solar panels), and are you LEEDS certified?
How to Mitigate Risks Proactively
- Protect people first, property second.
- Contact your location authorities (police, fire department) if appropriate.
- Notify your insurer and broker as soon as possible, detailing how, when, and where the loss occurred and what property may be damaged. Insurance companies often have resources that can be dispatched immediately to help mitigate the damages and prevent additional losses.
- Take all reasonable steps to protect yourself from further damage.
Strategies for keeping people safe?
- Collaborate with Local Emergency Services – Ensure your police and fire departments know your museum’s layout. Their knowledge is crucial in emergencies, and they can offer valuable advice on enhancing your security measures.
- Review Your Insurance Coverage – Take the time to examine your liability insurance policy to confirm that it includes volunteer coverage. Consult your insurance broker for clarity on the specifics and potential additional coverage options.
- Conduct Regular Safety Drills – Organize periodic safety drills involving staff and volunteers. This will prepare everyone for emergencies and help identify any areas for improvement in your safety protocols.
Emergency Planning Resources
HUB Hurricane Resource Center
HUB Winter Weather Resource Center
HUB Violence and Active Shooter Resource Center
Emergency Plans | Ready.gov
International Foundation for Cultural Property Protection
NEMA 911
Smithsonian National Collections Program – Collections Emergency Management
Property Care White Papers – Environmental Conditions: Monitoring
Property Care White Papers – Environmental Conditions: Data Collection
AAM: Emergency Preparedness and Planning
The Getty Museum : Building an Emergency Plan
Oklahoma Museums Association in collaboration with the DC Alliance for Response
Museum Safety: A Practical Guideline to Protecting Visitors, Staff, and Collections by Austin Sharpe
National Parks Service: Emergency Planning
About Distinguished Programs
Distinguished Programs is a leading national insurance Program Manager providing specialized insurance programs to brokers and agents with specific expertise in Fine Art and Collectibles, Environmental and Construction Professional, Executive Lines, Inland Marine, Real Estate & Builder’s Risk, Community Associations, Surety, Hotels, and Restaurants. Property and Liability products are distributed through a national network of agents and brokers. Serving the same core markets and partnering with the most stable and reputable carriers, Distinguished’s high-limit Umbrella programs remain the clear choice in its specialty area for superior coverage, competitive pricing, and attentive service. Through thoughtful innovation, from 1995, Distinguished Programs fosters growth and opportunities for its brokers, carriers, and employees.
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