As WebERA research partners you have two primary responsibilities—test the design and function of the MyClimateData system, and coordinate environmental management activities within your institution. We hope that you have had the opportunity to review the use of MyClimateData within your institution as well as professional colleagues, and that you have shared the data and associated information with other “stakeholders” in the process. The topics featured in this blog are related to these activities.
Feature Topic #1: Working within the Institution
One of the primary reasons for designing MyClimateData as a web-based system was to allow broader access to data within an institution. Based on IPI’s experience while working with institutions over the past decade, we know that information sharing among various institutional stakeholders—conservation, collections, facilities, and administration—is essential in order to achieve and maintain a preservation environment. When you reach the point of instituting mechanical system changes, which will result in improvements in the storage environment for preservation, you will have to work as a team with informed, active participation from both collection care and facility management staff, as well as administrative support. We feel it is very important to create a process and a forum through which information can be shared and decisions can be taken collectively.
Our questions for you are:
- Which departments in your institution are involved in monitoring, reviewing, and analyzing environmental data?
- How is the collected data used in your institution? Is the data shared, and if so, how?
- How does information based on the collected data inform decisions about collection storage, use of space, or other long-term preservation issues?
- Do you routinely work as part of a team with representatives from both facilities and collection care on issues related to the storage environment? If so, how does this work? If not, do you think this is something that could be done effectively in your institution?
- Have you shared the MyClimateData site with others in your institution? Who and why? What were the results?
Feature Topic #2: Security Issues
The server that stores and backs up your MyClimateData site is secure. Your individual sites are password protected. As a local administrator, you can assign access and permissions to users to add, delete, or change information within your institution (more about this in Feature Topic #3).
When MyClimateData was initially designed, we felt one of the primary reasons for using the web to access data was the ability to share information within an institution. Web access made the information and analysis more accessible to preservation, collections, facilities, and administrative staff. We have been surprised to learn that a few institutions were uncomfortable sharing environmental data internally—particularly between curatorial or collections departments. In addition, we have been asked by some users to limit access by department or by location (if done, this will be a major programming change). What are your thoughts about this? Are there legitimate reasons to limit access to environmental data or to the location information included in the database? What has the experience been at your institution?
We know that some institutions regulate the posting of maps or floor plans. How important do you think the inclusion of floor plans in MyClimateData is?
Do you have any other concerns related to the security of the site or the information stored within it?
Feature Topic #3: Assigning User Permissions
As mentioned in Feature Topic #2, MyClimateData was designed to share access to data and associated information broadly within an institution. At the same time, we knew it was important to control or limit the ability to add, delete, or alter the information in the site. This control is managed by the local administrator through the assignment of user permissions (from the Utilities page, select Edit Logins, and then click Add New Account to create a new account or Edit to edit an existing account).
For any user account, you can assign a range—or no—permissions to each user. Each assigned permission allows the user to perform a different task within MyClimateData. This gives you the flexibility of assigning a designated user or multiple users permission to perform various functions.
For ease of use, permissions are grouped into several sections. These sections are Location Information, which includes tasks related to the information database associated with each location; Data Management, which includes tasks connected to managing temperature and RH data; Notes, which includes tracking activities associated with storage locations; Utilities, discussed in Feature Topic #4; and Administration.
Do you think that the sections are well defined and organized? Do the corresponding permissions fit the section and are the descriptions understandable? Are there additional permissions that you feel are important, or are any of the existing permissions unnecessary? Does the function of assigning permissions work well? We welcome any input that you have about this feature.
Feature Topic #4: Utilities – Additional Functions Available in MyClimateData
The Utilities section contains a slew of options that help you create, manage, and customize most elements of your MyClimateData site. These options have been grouped together and briefly described in a way that we hope makes it easy to find the function that you are looking for and understand what it does. For example, actions within the Manage Locations group allow you to create a new location, rename a location, or permanently remove a location. The Manage Information Fields options are related to the associated information database and associated notes. Custom Text & Graphics should be self-explanatory.
The options within the System Administration section, on the other hand, are not as commonly used. These options are geared more toward the local system administrator. The Local Backup option allows you to download content such as database files (location data, summary data, etc.), notes, photos, maps, files that have been uploaded, files that have been imported, and site specific logos and icons. The MyClimateData site is backed up remotely every night, so this feature exists in case you want to make your own backup to store it locally. Although the remote backup is reliable, we recommend that you backup your original data files (PEM2 files, Climate Notebook DBF files, photos, maps, site specific images) since it is easier to restore data from original files should that ever be necessary.
As the local administrator, you can use the System Notes option to send a message that relates to the function of the database itself to users in your institution. A message displays at the top of the homepage stating when the last system note was entered:
System Notes Message Example
To view the note, click on this message. The System Notes page displays, which contains a list of the system notes that were sent, with the most recent note at the top. These notes can be sent to anyone with a particular security level within your institution (from the Utilities page, click System Notes, and then click Add New Note).
The Information Lists option allows you to create various lists and tables of information. This list reflects all the information fields available and all the data that was entered into these fields. You can determine which fields to include, and can choose what level of entry you want for that field.
For example, you would like to send a technician to a particular building to gather data. When you create the list, select “Table” from the Style section and then select the building name, the floor, the room, and the logger location. Clicking View generates a table that includes the selected information. This list can be printed using the Print option located in your browser’s File menu.
The location name always displays within the list. Information Lists can be formatted as tables, lists, CSV files, or PDF files. You may have to work with this feature to get the desired list, but it can be very useful.
We are looking for your input regarding the organization and description of the options located on the Utilities page. Do the groups and text help you find the option you want easily? Are there any utility functions you would like to add or remove? Do you think that the functionality of these options works well? If not, how would you improve it?
Please respond with your comments by March 9, 2009.
February 19, 2009 at 11:18 am |
I will attempt to respond to 1 or 2 topics at a time.
Topic 1: Conservation, Facilities, Administration and, to some extent, curatorial are involved in monitoring, reviewing, and analyzing data. Data is collected by the preventive conservation manager and building engineers. Data is shared routinely between Conservation and Facilities (usually by e-mailing charts). Information sharing is improving because there were complaints about timely dissemination of information from conservation, but it is difficult for the engineers to give everyone advance notice of shutdowns when they are frequent or unexpected. Formalizing a process using the web site might work. When there is specific issue or when planning exhibitions, data is shared with curatorial and exhibition design departments. We consider the data when moving objects into new storage spaces and frequently in evaluating gallery conditions and planning for microclimates in new exhibit cases. Facilities uses it to help troublshoot problems with HVAC systems. When advocating for improvements, it always helps to demonstrate need with data.I shared myclimatedata with the Chair of Conservation, Scientific Research Division, Asian Conservation Studio, Collections Management for off-site storage, Facilities, and Art of Asia, Oceania, and Africa Curatorial Division because they are the ’stakeholders’ of the areas being monitored. Overall, people responded enthusiastically when they saw the system and its capability, though few have actually explored it.
February 20, 2009 at 9:27 am |
Topic #2
Limiting access by location and, if possible, by timeframe, would give us greater ability to share the data. I would prefer to give access to specific locations than by department. We could, for instance, consider giving access to lenders of temporary exhibits for the duration of an exhibit.Another reason for limiting access is to avoid internal competition for the spaces with the best climate.At a large institution with wide-ranging conditions comparing spaces could be more of an issue than at a smaller institution.I have not uploaded the floorplans yet; however, I think they will enhance our use of data. I would like to add icons for insect monitors, placement of emergency supply carts,etc.
February 20, 2009 at 10:48 am |
Topic #3
In general, people have been reluctant to take time to enter information although they have been given permissions. In fact, some specifically asked not to be given permissions. They perceive it as an increased workload.The function and organization of assigning permissions seems straightforward.
February 20, 2009 at 1:07 pm |
Topic #4
I think system notes has the potential to bring people to using the database. Some steps are unclear. From the Note manager page, the lines appear from old to recent notes whereas from specific locations they appear from recent to old. Only 2 system notes display from the utilities page, but I have entered more.Entering new notes is confusing. If you enter them from a specific location, it seems like you’re continuing the thread of a line item rather than entering a new incident. The “add new” should be clearly separated from previous notes as it is on the Notes Tab.
We’ve had problems producing PDFs and would still like to see a chart with T/RH as a comparison. One of the conservation scientists suggested we add a feature that relates climate to light levels since they have a factor in predicting chemical change. I’m struggling with the Information Lists/formatting etc. and don’t see a way to bring the notes into a list.
February 25, 2009 at 8:26 am |
We noticed that when we open a new window, it opens with all of the menu tabs from the main screen. It might be better if a new window appears without all of the tabs to distinguish it.
March 2, 2009 at 3:00 pm |
Topic #1
· Which departments in your institution are involved in monitoring, reviewing, and analyzing environmental data?
· How is the collected data used in your institution? Is the data shared, and if so, how?
At Shelburne Museum, only the Conservation Department, myself and fellows or interns, works with the environmental data on myclimatedata.org. The fellows download the data monthly and upload it to myclimatedata and pemdata. I download selected data from the Johnson Control Metasys program, run it through Climate Notebook to generate a dbx file, and upload it to both sites. The fellows and I both view, analyze, and discuss the data on the sites. I actually find pemdata.org more useful because I can compare the temperature and humidity on the same graph and compare several different buildings to each other. In fact, I find the separate T and RH plots in myclimatedata difficult to interpret standing alone. I do like the additional metrics available in myclimatedata, especially the mold and dimensional change graphs, but find that I can quite readily predict all the rest from the T/RH data. These web sites are not shared with collections management, curatorial, or buildings systems personnel not because they are not welcome to view them but because everyone is pleased with conservation collecting and interpreting the data and making recommendations for exhibit and storage conditions and specific building environmental improvements. Because we have a relatively small staff, it is important that we all use our time efficiently and not duplicate efforts.
· How does information based on the collected data inform decisions about collection storage, use of space, or other long-term preservation issues?
The data is crucial in informing these issues. One-year data reports are the critical baseline for designing environmental mitigation programs for our collection buildings and are always submitted with environmental improvement grant requests. Continuing monitoring informs us on how successful the equipment is in mitigating climate extremes and where problems still exist. Daily monitoring of the Metasys building management system T/RH data identifies equipment problems so they can be quickly addressed. T/RH data also informs what type of temporary exhibits can be mounted in which buildings, if artifacts need to be removed from a space during the winter, or if there is a threat of mold growth from extended high RH or dimensional change due to low RH.
· Do you routinely work as part of a team with representatives from both facilities and collection care on issues related to the storage environment? If so, how does this work? If not, do you think this is something that could be done effectively in your institution?
I work very closely with facilities personnel (both of them) as well as the collections manager, collections care assistants, and exhibits, curatorial and security personnel. Conservation is responsible for all T/RH monitoring, although the systems maintenance specialist also has full access to the buildings management system (Metasys). This set-up works very well at Shelburne with conservators reporting abnormal conditions or problems directly to the system maintenance specialists and also informing the director of buildings.
· Have you shared the MyClimateData site with others in your institution? Who and why? What were the results?
Because our system works well and efficiently, I have not considered sharing MyClimateData with others at the institution. System maintenance has access to real-time data through Metasys and that is what is most important to them. They are too busy to be interested in of involved with long-term climate analysis. I will offer to share the information with our new Collections Manager who will probably be quite interested in it and should be able to offer some good insight into long-term analysis. However, I believe he will find pemdada.com more accessible and useful that myclimatedata.org for reasons stated above.
March 2, 2009 at 3:13 pm |
Topic #2 Security Issues
Shelburne Museum does not have security issues with posting our T/RH data on the web or sharing any data between departments in-house. I doubt that we will use the deeper database capabilities of myclimatedata that will require uploading floor plans in the immediate future, but I like that this function is available and would love to find the time to upload floor plans and mark sensor locations, IPM sites, etc. First we need to get floor plans for all 27 collection buildings digitized. I can understand why some institutions would hesitate to make floor plans available even on a secure website because of the even remote possibility of hackers gaining access to them.
March 2, 2009 at 4:49 pm |
Topic #3 Assigning User Permissions
Since I had not found it necessary to use this feature yet, I added our collections manager to the access list. It appears to be well designed. I was able to limit access as desired.
Feature #4 Utilities
I have investigated all of these and they all work fine except for Information Lists. This is the message I get when I open that field:
Microsoft JET Database Engine error ‘80004005′
Could not find file ‘C:\webs\myclimatedata.com\datafiles\Shelburnez20Museum.mdb’.
/utilities-lists.asp, line 21
March 6, 2009 at 3:09 pm |
This is going to be a really lengthy reply, since each of our sites have differing responses. I’ll include them all here, sorry if it’s a bit hard to read.
ITARP (Archeaological Collection)
I have some comments on the PEM unit and the web site. Most of my comments refer to problems more basic than the topics for which feedback is requested.
My one PEM unit failed, and wouldn’t work even after I replaced the batteries. I got a new unit (very quickly in the mail!) and placed the new unit back in the ITARP warehouse in late November 2008.
Then we were told of the glitch in the software that allows the PEM unit to switch from 2008 to 2009. I retrieved the unit from the warehouse in late December. It took my computer technician two weeks to fix the unit, and it is now back in the warehouse.
I had trouble (the “Add” button didn’t show up) uploading data in March 2009 using the web browser “Firefox.” My computer technician tried to update the Java applet software to no avail. He told me to use the web browser “Safari.” This worked for the data upload, but not for adding notes. I switched back to Firefox to add notes.
My main comment is that the web interface is hard to use on a MacIntosh computer. These problems should be addressed. Perhaps a particular browser should be specified for use with the web interface?
Regarding the viewing and sharing of data, the web site seems just fine. Such a system is, in theory, very useful for preservation climate monitoring when more than a few locations within one institution are involved. I particularly like the fact that the data is backed up.
Spurlock Museum
(in response to topic #1)
The Spurlock Museum is an institution within an institution (the
broader University of Illinois campus). We are in a similar position
as the Shelburne Museum: the collections section (which handles
conservation, as well) is the sole collector and interpreter of data;
the remainder of the Museum and the U of I campus is content with the
situation. The collections section will provide reports and data by
request, but there is normally no demand for these. Facilities
management is handled (primarily) not by the Museum, but by U of I
Facilities and Services. The administrative section within the Museum
has the power to request any necessary changes, work, etc., but we do
not have full control over these decisions (fortunately, the requests
are normally approved and dealt with in a timely fashion). The
collections section makes strong recommendations to the administrative
section regarding necessary action.
The Spurlock Museum is able to adjust its temperature within a small
range, but relies on U of I Facilities and Services operation of the
campus-wide heating and cooling systems. Environmental data will be
shared with campus administration and facilities personnel in the
future to help build an argument for the installation of
building-specific humidity controls in the Museum, one of our key
long-term preservation goals.
The Spurlock Museum is part of the larger University of Illinois
MyClimateData account, which includes other institutions (on the same
level as the Spurlock Museum). As such, it is easiest for us to
minimize the direct Museum-specific interaction with the MyClimateData
website beyond the uploading of data, generation of reports, and
sharing information (if there was any) that may affect the other
institutions around campus.
Krannert Museum of Fine Art
If I gave an honest assessment of the program, I would have to say that I don’t utilize MyClimatedata as much as I should. Our climate control is so out of whack that there is no surprise in looking at the data and the preservation information that it generates.
I have noticed recently that the dataloggers are generally giving different readings when they are together on my desk. Sometimes by several degrees of temp or % Rh. You also are aware that I have had problems with my loggers not functioning. When we have had a technician in the building using a wet bulb sling, the readings have been off somewhat significantly. So I don’t know what to make of these loggers. There was a moment when I was ready to give them all back but I’m trying to be more optimistic about using them in the future.
I have not focused on questions 3 and 4 because I have done so little with the program. I know that I did have some issues with the downloads. There were a couple of points that I remember thinking were not very obvious. But that was so long ago, I will have to retrace the process. I doubt I will have anything to say about this by your deadline though. So I apologize for not fully participating.
* Which departments in your institution are involved in monitoring, reviewing, and analyzing environmental data?
Registrars and installation staff, occasionally director reviews problematic readings with the registrar.
* How is the collected data used in your institution? Is the data shared, and if so, how?
We use the data to share with other institutions when loans are being requested. We also share data with administration, environmental engineers and Facility and Services staff. We send electronic files or print graphs for their use. Electronic access to the my climate data records was given to one university advisor on our environmental issues.
* How does information based on the collected data inform decisions about collection storage, use of space, or other long-term preservation issues?
We are entering a phase in which environmental issues will be addressed. The climate readings were presented to the committee working on the feasibility survey of the building but they generated their own data as well. Beyond that, the data does not greatly affect how we use the facility. We currently feel “stuck” in a faulty environment. We do use the data to initiate service calls from Facilities and Services when necessary. The collected data has affected our ability to borrow from other institutions, but institutionally it has not changed any decisions about space usage.
* Do you routinely work as part of a team with representatives from both facilities and collection care on issues related to the storage environment? If so, how does this work? If not, do you think this is something that could be done effectively in your institution?
Yes, in the sense that we respond together to environmental problems. Collections care staff identify problems based on the data, which are reported to facilities liaison to facilities and services.
* Have you shared the MyClimateData site with others in your institution? Who and why? What were the results?
Access was given to curatorial and installation staff. I don’t believe that they used it. Access was also given to a University faculty advisor for our environmental issues study prior to current feasibility study. I am not sure that he actually used the data, but he seemed to welcome this additional information at the time.
University Library:
University Library
Question One
Conservation, Preservation, University Archives and Rare Book and Manuscript Library
Collected Monthly, shared only in the event of problems (which there was last month) with the facilities office
(preservation planning from data) Not significantly, but for two reasons: we only have one logger in the university archives, so comparison is moot. The RBML is having new HVAC installed next year, so plans to move collections are reflective of that plan currently.
There is coordination, though it is not always a seamless function in the library (communication b/t facilities and collection care) I believe that this could be done much more effectively, but a protocol needs to be laid out, and that has not been done yet.
(sharing) Yes, with curators in the two spaces the PEMS reside. They have liked the software a lot.
Question 2
Sharing data – the library would not be opposed to having this information more accessible – actually open access would in some ways be easier.
Floorplans – we are one of the regulated institutions. It’s a nifty idea, but probably not critical to the central focus of this program
Question 3
Permissions, i have found this fairly confusing and not intuitive.
Question 4:
I haven’t had time to fiddle with the utilities section of the program yet – sorry.
March 9, 2009 at 4:09 pm |
Topic #1
Here at the DIA, conservation, curatorial, collections management, registrar and building maintenance all review and analyze the data. Conservation is responsible of collecting and creating weekly reports and graphs for the institution.
Volunteers collect the data on Sunday and Inventory collects the storage locations on Monday – then I collect the download the data. It is shared in a weekly report throughout the museum.
I have shared the site with conservation department; the site seems to be well received
Topic #2: Security Issues
As long as permissions are determined by the administrator – I think it’s great that the information can be access by the whole institution. This allows for curators/collection management staff to access the information they need for specific time periods as they need.
As far as floor plans – this again is useful. To be able to see the exact location of the monitor in a gallery is beneficial.
Topic #3
The list of sections is very clear. I have yet to assign anyone any privileges, so I will work on this in the next couple of weeks.
Topic #4
So far – I like the options, but again I need a little more time exploring the utility page.
March 9, 2009 at 6:11 pm |
As the Collections Manager, I am the primary person responsible for monitoring, reviewing and analyzing the environmental data. I have given summaries of the information to our facilities manager, librarian, director, and the HV/AC contractors that work on our systems. This information is shared in the form of printed reports as well as summaries that I put together in a spreadsheet. I have offered to give the Facilities Manager access to the program but he declines my offer. The librarian is also content with printed reports and the library rarely has problems with their conditions.
I also send electronic reports of the travelling exhibition gallery to lending organizations using Climate Notebook. These are sent on a weekly or bi-weekly basis and are highly valued by the lenders. Our HV/AC technician is willing to work with me on adjusting the gallery conditions but he (like a previous commenter) is skeptical about the accuracy of the PEMS as compared to his sling psychrometer. Uploading floor plans would primarily serve to remind me where I have placed the PEMs but that is not a problem as much as finding the time to refine and complete the digital diagrams of the floor plans. I have yet to gain the same level of comfort with the MyClimateData program as I have with the old Climate Notebook program, and with little need to share access to the site, I doubt I would make the switch if there were any cost involved. However, once we have internet access at all three storage sites, I can see greater benefits to this set-up.
In terms of long term planning, the data has enabled me to argue for better storage conditions for certain types of materials – particularly photo collections. However, I don’t find the TWPI index or additional graphs of %DC or EMC to be that useful in making my point. People seem to grasp the concept of T and RH more easily, but perhaps that is also a reflection of my inability to adequately explain the other metrics. I also like the additional materials reference information that comes with Climate Notebook. That would be my one suggested addition for the Utilities: Materials page.
Our storage conditions are far from perfect but everyone seems to think they are good enough, particularly for a history collection. However, we are currently in negotiations with the state for mitigation funds to reimburse us for the planned loss of our building due an impending transportation project. I’m sure the data from our on-site storage areas will be very valuable to the negotiators. Additionally, it has inspired requests for monitoring the conditions of a building we are in the process of acquiring for exhibits, although at this point the information will be targeted to broad based architectural renovations as opposed to collections care. But ultimately it should benefit the collections.
April 10, 2009 at 10:36 am |
After reading over others entries, a few problems come to mind that I would like to share.
One is the “accuracy” of PEM2’s. I know different manufacturer’s instruments respond differently. Over the years, I have found Vaisala RH sensors to be the best for our use, especially since we track RH in collection buildings that can be quite warm or cold.Vaisala also matched best with our powered “sling” psychrometers. I have found that the PEM’s generally read RH about 5% to 7% higher that either the Vaisala wall mounted RH sensors or the handheld sensor. They are also higher than our Johnson Control wall-mounted or duct sensors. I too have found that if I place all the sensors together, they vary by about 4%.
I believe it is important to have data loggers that do match relatively closely with sling psychrometers because facilities personnel usually default to them when there is any disagreement about sensor readings. If the readings of the data loggers are consistently different than the sling psychrometers, it just widens the credibility gap between conservators and facilities that we are all working to bridge.
The PEM 1’s seemed to sense RH at a level that closer matched the Vaisala and Johnson sensors.
I too like Climate Notebook because of the reports I can print out and the fact that I can compare notebooks. However, once I upgraded Climate Notebook software on my computer to receive PEM2 Data, I lost the “materials” aspect of Climate Notebook, and thus, the Conservator’s report completely. Since that aspect of Climate Notebook was never developed to its full potential, I do not miss it that much, but it was frustrating to have it disappear, even though I loaded the PEM2 update several times from different sources provided by IPI in attempts to make it work.
Finally, I really like to compare readouts from several sensors in the same building. Since I cannot do this on MyClimateData, I end up using PEMdata.com in parallel with MyClimateData. It means uploading data to both site each month, but that is relatively easy to do.
I do like that I can upload data from my Johnson Control Metasys to both sites once I get it into comma delineated format. Unfortunately, I have to go from Metasys to comma delineated, then through a special program to get it into Climate Notebook, then upload the Climate Notebook files to the web sites. It would be great if I could go straight from the comma delineated to the web sites without going through Climate Notebook.
Finally, I thought it would be great to have 20 data loggers to get a good handle on conditions in all our buildings. It is, as long as I have interns to help collect and upload the data to the web sites. I do find that there is a point of data overload, and I find myself concentrating on just the most important sites. If my interns disappear, I will probably service fewer data loggers (perhaps 10) to reduce the work load, especially once I have characterized the different buildings for a year and the climates or artifacts in the buildings are not anticipated to change.