As Strong as Its Weakest Link: Developing Strategies for a Security Program
Developing a Plan for Collections Security: The Library of Congress Model
Steven J. Herman
Chief, Collections Management Division, Library of Congress

The Library of Congress has long been concerned with, and has taken active measures to improve, protecting its collections from theft and mutilation. The agency has a zero tolerance policy in this area. However, the measures developed and implemented until recently, although considered effective and well researched, were individual initiatives, and were taken absent a comprehensive security plan. In a very rewarding collaborative effort, Library managers and the Library's Office of Security developed a comprehensive collections security plan in 1997. The plan serves as a blueprint for ensuring that our heritage assets are safe and available for current and future generations.

Traditionally, when addressing collections security issues, we focused on physical security, e.g., locks, cages, surveillance cameras, intrusion detection systems. However, in a comprehensive collections security plan, we felt it was imperative to take a much broader approach. We identified four areas that must be satisfactorily addressed:

1. What do we have (bibliographic control)?
2. How many do we have, and where is each item at any given point in time (inventory control/tracking)?
3. How do we ensure each item's availability not only for the current generation, but also for future generations (preservation)?
4. How do we ensure that each item is stored, served, and transported safely (physical)?

We then developed five life cycles (statuses) for each item: in process, in storage, in use, in transit, or on exhibit. Finally, in recognizing that not every item could (or should) be afforded the same level of protection, we developed a five-tiered risk continuum that categorized collections from the most valuable (primarily the Library's treasures) to those that we will not retain for our permanent collection. We then assessed where we are at present and developed a multi-year program to move forward to meet the requirements as described in the approved Security Plan.

Through our work on developing and implementing the Security Plan, we were able to achieve a number of goals: a collaborative effort among Library and security professionals, thus increasing trust and buy-in; a shared vocabulary, thus making concepts, goals, and discussions far more meaningful and understandable; an approved plan that has broad buy-in and can thus serve as an agreed-upon blueprint for action; and an effective way to make the best use of limited resources through looking at the synergies in the plan -- if there is a weakness in one control, do other controls exist that can satisfy the basic security requirements?