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Conservation and Collections Care Policy

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1. Introduction

1.1 Purpose of the policy

Wellcome Collection is a free museum and library that brings social, cultural, historical, personal and artistic perspectives to Wellcome’s work. Our vision is ‘a world where everyone’s experience of health matters’. This is the future we want to help shape and be part of as Wellcome Collection. It puts health at the heart of everything we do. The emphasis on people’s experiences makes sure we work to appreciate different meanings of health in its many social, cultural, historical and personal contexts. 

Our mission sets out how we will work to achieve our vision over the next ten years: 

  • Seek out opportunities for everyone to contribute different forms of knowledge and understanding towards a healthier and more equitable future. 
  • Give voice to a radical imagination of what health is and what it could be. 
  • Make meaningful connections between different perspectives and stories of health past, present and future, with the collections at the heart. 

It positions the collections as an unparalleled resource for exploring the place of science and health in global histories and potential futures, alongside addressing its exclusionary, racist and ableist history. 

Wellcome Collection’s priorities are the areas we want to focus on when delivering our mission: 

  • Create new knowledge and understanding towards our mission. 
  • Ensure that our collections contribute to a more equitable future. 
  • Develop our teams and their practice in pursuit of our mission. 

The conservation and care of our collections is central to helping Wellcome Collection achieve its mission and priorities.

The purpose of this policy is to articulate our approach to stewardship: ensuring the long-term preservation of collections while enabling access and engagement. It provides a framework for decision-making, supports accountability, and balances preservation with the active use of collections for research, display, and learning for all.

1.2 Scope

This policy applies to all collections owned, managed, or held in trust by Wellcome Collection. It covers both Core Collections and Support Collections, which include:

Core Collections

  • Visual and material culture (historic objects, artworks, prints, photographs)
  • Printed and published rare materials (books, ephemera, pamphlets)
  • Archives and manuscripts (analogue and digital, moving image, sound, personal papers, organisational records)

Support Collections

  • Auxiliary material acquired for exhibition
  • Reserve collection (selected items of greater significance)
  • Printed and published reference collection (journals, books, moving image, sound recordings)
  • Digital reference collection (digitised content from external organisations)

We will apply the same levels of care to loans in as we do to any other item in our collections, with items subject to the standards outlined in the loan agreement.

Collections are housed on-site across the buildings Euston Road 183 and 215 and at external storage facilities (Deepstore, Cheshire; Constantine, Buckinghamshire).

1.3 Policy statement

This policy defines the standards and principles guiding conservation and collections care. It should be read in conjunction with the Conservation and Collections Care Plan and related policies (Collections Development Policy, Collections Information Policy, Access Policy, and Collection Emergency Plan).

Through this policy we commit to:

  • Preserving our collections in line with professional standards and ethical codes.
  • Active contribution to conservation treatment development and research.
  • Reviewing our practices regularly to reflect changes in standards, legislation, and institutional strategy.
  • Supporting safe and inclusive access and use of collections for research, learning, and engagement for everyone.
  • Collaborating with colleagues, source communities, and external specialists.
  • Addressing preservation, conservation and exhibition practices which are still based on our collections’ exclusionary, racist and ableist history. 
  • Embedding sustainability across conservation and collections care practices.

2. Guiding principles

2.1 Ethical framework

Conservation activity is guided by established professional codes, including:

  • ICOM Code of Ethics for Museums
  • Institute of Conservation (Icon) Code of Conduct and Professional Standards (2015)
  • ECCO Code of Ethics (2003)
  • Museums Association Code of Ethics
  • FAIC STiCH, Sustainable Tools in Cultural Heritage (2025)

We comply with all relevant health, safety, and environmental legislation, and align with British Standards and Publicly Available Specifications (PAS) for the conservation of cultural heritage.

2.2 Commitment to preservation

We are committed to the minimum necessary intervention in conservation work, favouring preventive measures wherever possible. Treatments are carried out with respect for historical and cultural integrity, material authenticity, long-term stability and with a commitment to sustainability.

2.3 Access and preservation balance

We recognise the tension between making collections accessible and ensuring their preservation. Our approach is to:

  • Facilitate access through safe handling, appropriate exhibition, and digitisation.
  • Use surrogates, facsimiles, or digital resources when direct access would pose risks.
  • Apply risk-based decision-making to balance user needs with long-term conservation.
  • Engage with researchers and stakeholders to ensure access strategies are transparent and justifiable.
  • Find innovative approaches to break down barriers.

2.4 Inclusive practice

We consider access, diversity and inclusion when assessing loan requests, throughout the lending process as well as for our conservation practice. Our collections have complex histories and contexts; we aim to take a respectful and inclusive approach to their care, display and interpretation and encourage our borrowers to do the same.

3. Governance and responsibilities

3.1 Roles of Trustees and the Board

Ultimate responsibility for the care of collections rests with the Wellcome Trust’s Board of Governors, who delegate approval of policies to the Executive Leadership Team through the Wellcome Collection Leadership Team.

3.2 Management responsibilities

The Head of Conservation and Collections Care sets strategic direction and oversees the work of the Conservation and Collections Care team, reporting to senior leadership in line with Wellcome’s governance framework.

3.3 Conservation and collections staff responsibilities

Professional conservators and collections care staff are trained to the required standards with many attaining their Icon Accreditation qualification, becoming IIC Fellows or gain an equivalent approval by a recognised professional heritage body. They are responsible for assessing, documenting, and implementing conservation measures. Continuing Professional Development (CPD) is an integral part of performance review processes ensuring the skills base is appropriate. Their work is collaborative, evidence-based, and integrated with wider institutional priorities.

3.4 External contractors and consultants

Where external expertise is required (e.g., for paintings, textiles, photographs), only suitably qualified professionals with recognised conservation degrees or equivalent work experience are engaged.

3.5 Security and risk management

Risk mitigation (against theft, fire, flood, and other hazards) is embedded within Wellcome’s Business Continuity and Collection Emergency Plans.

The Conservation and Collections Care team works closely with the Registrar team and ensures:

  • Disaster cabinets, trolleys, and spill bins are maintained and accessible.
  • Regular training is provided for all Wellcome collection staff adequate to their role in salvage and recovery procedures.
  • Security protocols, cascade call-out lists and salvage contracts are up to date.

4. Preservation

Preventive conservation minimises deterioration by addressing risks in storage, handling, and display. The whole Conservation and Collection Care team supports the preservation mission. The Collection Storage Manager and their team of collections assistants provide suitable and stable environmental conditions for the collections in galleries, in the stores and transit. The team monitor and control the environment (temperature, light, relative humidity, pests, pollutants, vibration, chemical and biological agents) appropriate to the materials and use collated data to recommend improvements.

4.1 Handling

The whole team is involved in induction processes for new starters and provide tailor made training in object handling, hazard and condition surveys, object awareness and triage to appropriate teams who work with the collection regularly and those involved in one-off events.

All staff and volunteers who work with collections receive training in object handling, hazard awareness, and preventive conservation to ensure safe and informed practices across the organisation. This not only protects the collections but also builds confidence and competence among those responsible for their care.

4.2 Environmental control

We store and display the collection in managed environments that minimise their rates of deterioration. Inert materials, air handling, dedicated quarantine area, sealed rooms and window films are just some of the controls in place. Conditions (temperature, humidity, light, pollutants) are monitored and adjusted to meet international standards (PAS 198:2012, BS EN 16893:2018). Gallery and storage environments are monitored through an environment monitoring system, which logs readings every 30 minutes. These are checked digitally by the Conservation and Registration teams on a regular basis. We adhere to BSI EN 16893:2018 standards for environment setpoints and take a pragmatic approach based on materiality, following Bizot advice. We collaborate with our Facilities team who control and manage the general building environment.

4.3 Integrated pest management

Regular monitoring, cleaning, and risk zoning are carried out. Patterns of infestation are documented and addressed. Pest management is carried out on a quarterly basis via trap monitoring and any increase over baseline pest numbers are dealt with the most appropriate treatment.

4.4 Housekeeping and cleaning

Regular and deep-cleaning programmes support IPM, with staff trained in preventive measures. Housekeeping, building maintenance and security are conducted by contracted external teams, so the links with Conservation and Collections Care is strengthened through regular contact, standard operating procedures, access to the Building Management System (BMS) training and updates on risks, access to collection stores and galleries and discussion of planned maintenance programmes.

5. Collection storage management

There are currently 23,499 linear metres of onsite storage at Wellcome Collection within ten rooms, which are monitored and controlled by our Collection Storage Manager. These stores contain a range of furniture suitable for the variety of materials within our collection. The Collection Storage Manager works with security contractors to ensure that storage security controls are in place via restricted access and audits.

We have off-site storage for paper-based materials at Deepstore, Cheshire and for paintings at Constantine London West, Buckinghamshire. These stores are managed externally through Deepstore and Constantine respectively. The Collection Storage Manager works with these external stakeholders to ensure collection care standards are being met.

Our strategic approach to managing Wellcome Collection’s physical storage is to ensure long-term sustainability, accessibility, and compliance. It applies to all teams involved in the care, management, movement, and storage of collection material, both on-site and off-site.

5.1 Strategic framework for storage management

Wellcome Collection strategically addresses collection storage with a unified, equitable approach based on consistent assessment criteria including materiality, condition, and size. All collection material is being treated as part of a single, integrated collection, with previously under-resourced items brought under central management. A cyclical review process supports ongoing evaluation and refinement of storage decisions. These efforts are led by our dedicated Collection Storage Manager and supported by cross-functional collaboration.

5.2 Data and environmental monitoring standards

Strategic planning for storage is informed by Collection Care, Collection Information, Collection Development and Registration. Usage statistics, accession rates, and cataloguing progress are monitored. Environmental controls are upgraded to ensure safe, compliant storage conditions, with outdated systems identified as risks and prioritised for replacement. Storage furniture and Conservation and infrastructure meet modern health, safety, and fire regulations. Passive climate solutions are evaluated to support Wellcome’s sustainability goals. Emergency response planning, including hazard management and salvage training, are embedded into organisation wide business continuity procedures.

5.3 Off-site storage and long-term planning

For storage locations, a new improved digital tracking system, a location management system, is being scoped and implemented. Off-site storage provision will be optimised. Based on a collection wide space evaluation, locations are identified to meet current and future needs, providing temporary and long-term solutions for complex items. Core collections will be prioritised for on-site storage, while support materials will be moved off-site using updated criteria. The Collection Storage Manager informs de-accessioning decision making. Two designated off-site facilities house paper-based and visual collections, respectively, each offering secure, environmentally controlled conditions. Clear workflows and retrieval expectations are communicated to all stakeholders.

6. Conservation treatment

6.1 Conservation treatment expertise

Conservation treatments are carried out to stabilise the physical and chemical changes in our collection items to ensure their longevity. Our conservation practice is guided by the core principles of minimal intervention, reversibility, long-term stability, and thorough documentation. All objects undergo systematic condition assessments to inform conservation priorities and ensure that resources are allocated effectively. Significant and interventive treatments are based on in-depth research, collaboration with professional specialists. Where specialist expertise is required, external conservators are contracted to provide targeted support, ensuring that all treatments meet the highest professional standards.

6.2 Conservation treatment for access

Conservation treatments are required for public and research access, or where condition requires action to prevent loss or risk to other items. These will be prioritised. Making items stable for storage, exhibition, digitisation and access makes up most conservation treatments. Reader driven conservation activity is mainly managed through the Conservation Master List app in QuickBase. This allows stakeholders to request conservation work to be done on any item. Conservation and Conservators periodically assess collection material and prioritise conservation treatments on a case-by-case basis.

6.3 Conservation treatment for exhibition

Conservation plays a vital role in loans and exhibitions, with packing, transport, and couriering carried out in line with UK Registrars Group (UKRG) guidelines. We apply the same levels of care to loans in as we do to any other item in our collections, with items subject to the standards outlined in the loan agreement. Exhibition design is approached collaboratively, with display and mounting solutions developed to minimise physical risk and support the long-term preservation of objects. The condition of all loan in items is monitored, and exhibition loans have condition reports completed. Our Quarantine Procedure are followed for all loans in before they arrive to assess and mitigate the risk of biological hazards and infestation.

7. Conservation documentation and management systems

Wellcome Collection holds museum collections alongside library and archive materials. This requires an interconnected Collection Management System (CMS), Library Management System (LMS), and integrated location management system to ensure holistic, efficient, and sustainable stewardship of its holdings. Each type of collection—museum objects, books, and archival records—has distinct cataloguing standards, workflows, and user needs. These collections often intersect. Exhibitions and researchers frequently require access to materials across domains. An interconnected CMS and LMS enables unified discovery, cross-referencing, and contextualisation of related items, enhancing both public engagement and research.

We aim it implement integrated systems to better support preservation and risk management. Environmental monitoring, conservation records, and movement tracking can be centralised, reducing duplication and ensuring that all departments are aware of an object’s condition, location, and handling requirements. This is critical for shared storage spaces or when items are loaned, digitised, or exhibited.

A location management system that spans all collections ensures accurate tracking of physical items, streamlines logistics, and supports emergency planning. It allows staff to locate items quickly, manage space efficiently, and respond to threats such as fire or flood with coordinated salvage strategies.

Integration fosters collaboration across curatorial, conservation, library, and archive teams. It reduces silos, improves data quality, and supports strategic planning, whether for digitisation, access, or capital projects. In an increasingly digital and interdisciplinary landscape, such systems are essential for responsible and forward-looking collections care.

8. Conservation and heritage science research

Conservation and heritage science research are essential for the care and preservation of our collections. Through scientific methods such as imaging, materials analysis, and environmental monitoring, we can better understand the condition and composition of objects, identify risks, and make informed decisions to prevent deterioration.

Our evidence-based approach ensures collections are preserved for future generations, while also supporting sustainable and ethical conservation practices. Research into how materials age and respond to their environment helps shape our preventive care strategies, reducing the need for invasive treatment.

Conservation and Heritage science research enhances public engagement. Sharing our research findings through exhibitions, talks, and digital media helps demystify conservation work and brings audiences closer to the hidden stories of collections. Our research outcomes enrich interpretation, making objects more accessible and meaningful to diverse audiences, and highlighting the value of preserving cultural heritage through both care and knowledge.

9. Training and professional development

9.1 Conservation team

Wellcome Collection is committed to develop the talent, skills and expertise of its staff to improve standards, efficiency and effectiveness in the care of its collections. Training and professional development are central to delivering high standards of conservation and collection care. Only trained staff carry out conservation work following agreed and published procedures.

The Head, Conservation and Collections Care, leads the department and has overall authority and responsibility for setting the policy, procedures, plans and ensuring standards. Their team collaborates with other departments, but the head will prioritise the direction and ensure sustainable delivery plans.

The conservators are responsible for planning and carrying out the work on the collections, sitting within and advising project teams and for training staff in collections care and disaster recovery as appropriate. They maintain and enhance the stewardship functions including enabling meaningful access to material. They have responsibility to lead, advise, co-ordinate and monitor health and safety procedures and practices in their work area. They provide training in collections care, hazards and handling as well as provide training in disaster preparedness.

The Collection Storage Manager is responsible for the physical of collections in storage and facilitating access to them; they lead on preservation programmes including environmental monitoring, IPM programmes, security and housekeeping regimes with our external teams. They manage a team of collection assistants, who support the physical movement and rehousing of our collections.

9.2 Continuous professional development

Conservation staff are supported in their continuous professional development (CPD), with opportunities to update their knowledge, attend sector events, and maintain professional accreditation. This commitment ensures that conservation practices remain current, ethical, and aligned with best practice.

Awareness of conservation responsibilities is also extended to non-collections staff. Induction and refresher training are provided to help all employees understand their role in supporting the long-term preservation of collections—whether through safe working.

The Conservation and Collections Care team provide specialist advice and training to support an array of activities. Their work sits alongside the Collections Development and Collections Policies and Plans collaborating within Wellcome Collection to:

  • Loan items to other institutions for inclusion in exhibition
  • Loans of objects from other institutions, companies and individuals into Wellcome Collection
  • Design, construction, clearance and installation of exhibition and displays
  • Design, construction and preparation of storage areas for collections
  • Coordinating and requesting items from offsite storage
  • Public events using the collection held within Wellcome Trust spaces
  • Digitisation or replication of items for handling or exhibition reasons
  • Support research activity using collection items by providing a safe viewing environment of our rare collections through the Rare Materials Room and advising on appropriate analysis.

9.3 Research practitioners and knowledge sharing

Conservators are vital researcher-practitioners in heritage research, bridging scientific inquiry with hands-on preservation. Their deep understanding of materials, deterioration processes, and historical contexts enables them to generate new knowledge while safeguarding cultural assets. Through interdisciplinary collaboration, they contribute to conservation science, inform curatorial decisions, and shape sustainable preservation strategies. Their work often involves analytical techniques, archival research, and experimental treatments, making them key contributors to both academic and practical heritage discourse. By documenting and sharing findings, conservators advance the field and ensure that heritage remains accessible and meaningful for future generations. Their dual role enriches both research and practice.

Wellcome Collection aims to involve and consult with the Conservation and Collections Care team at the earliest opportunity for all collections-based activity as the added value can enrich the decision and selection process. This enables active collaboration, sharing of experiences, support and the appropriate allocation of budget and staff resources.

10. Access, use and ethical considerations

Public access to collections is a core part of our mission, and we are committed to enabling research, learning, and engagement opportunities within safe, inclusive and appropriate parameters. Access is carefully managed to balance the preservation needs of collections with the benefits of public use, ensuring long-term sustainability.

We recognise the importance of treating sensitive and sacred materials with care and respect. Such items are handled in accordance with established sector guidance, and wherever possible, in consultation with originating or source communities. This respectful approach acknowledges the cultural and spiritual significance these materials may hold.

We are also committed to engaging with communities, stakeholders, and partners to ensure that cultural values, lived experiences, and ethical considerations are reflected in our decision-making. Through dialogue and collaboration, we aim to build trust, promote inclusivity, and ensure that our conservation and access practices are not only responsible, but culturally sensitive and socially accountable.

11. Sustainability and environmental responsibility

We are committed to embedding sustainability into all aspects of conservation and collections care. Recognising the environmental impact of our practices, we actively seek to reduce energy use in storage and display through low-energy environmental management strategies. This includes monitoring and adjusting environmental controls to maintain safe conditions for collections while minimising carbon emissions.

In our choice of materials and methods, we prioritise those with low environmental impact— selecting sustainable, non-toxic, and responsibly sourced products wherever possible. We also explore opportunities to re-use and recycle conservation materials, reducing waste and promoting a more circular approach to collections care.

Our efforts align with and support Wellcome’s broader sustainability and climate action goals. By integrating environmental responsibility into daily practice, we aim to care not only for the collections in our stewardship, but also for the wider world they exist within—ensuring our work contributes to a more sustainable and resilient future.

12. References and related documents

13. Policy history and review

  • Version 1.0 (2018) Approved by Wellcome Collection Leadership Team – Original Policy.
  • Version 2.0 (9 October 2025) Approved by Strategy & Impact Committee – Updated in line with strategy.

Written By: Head, Conservation and Collections Care

Functional Lead: Associate Director, Collections & Digital

Policy sponsor: Director, Wellcome Collection

Distribution: Workday internal policies and wellcomecollection.org policy documents page.

Requirement: Museum Accreditation, Archive Service Accreditation, Internal Audit 

Responsibility for preparation: Head, Conservation and Collections Care

Responsibility for review: Head, Conservation and Collections Care

Review schedule: 3 years

Next review date: October 2028