Preserving history: UTSA’s commitment to the ITC Collections

MAY 1, 2024 — As the Institute of Texan Cultures (ITC) begins the process of moving to a new location, a dedicated team at The University of Texas at San Antonio (UTSA) is following a comprehensive process to secure and preserve the treasured museum collections to ensure visitors can enjoy them for generations to come.

The process entails multiple phases, each one critical to preserving the collections’ long-term integrity and accessibility.

The initial phase of the project focuses on re-inventorying all items displayed on the exhibit floor. This process involves locating each object, cross-referencing physical paperwork, and ensuring accuracy in the database records. Simultaneously, the team will audit items stored in the collection rooms, emphasizing the importance of comprehensive documentation and accountability.

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“It is tremendously important to maintain these objects and be proactive in the care of our collections.”

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Upon joining UTSA in January, Collections Manager Allison Valdivia immediately began tackling the pressing issue of auditing artifact loans and loan renewals. With approximately 3,000 objects in the ITC collections, ranging from short-term loans to permanent collected items, careful attention is essential. Items are often loaned to museums by individuals or institutions for the purpose of research or exhibition. At present, Valdivia has identified 265 loans and has communicated with 101 lenders, roughly 55%. Her outreach continues.

Monica Perales, Associate Vice Provost for the ITC, emphasizes the significance of this project. "We are committed to ensuring that every item entrusted to our care is meticulously documented and accounted for," she stated. “Allison’s expertise in best practices and attention to detail will continue to be instrumental in driving this project forward.”

The transition to a new facility promises improved preservation conditions, addressing challenges such as maintaining optimal light, temperature and humidity levels. This move will extend the lifespan of delicate artifacts, safeguarding their stories and historical significance.

“It is tremendously important to maintain these objects and be proactive in the care of our collections,” Valdivia said. “These artifacts tell personal stories that connect us and speak for past generations. It’s a meticulous and ongoing process, and it’s imperative to ensure that every object receives the care and attention it deserves."

Part of the multi-phased process involves distinguishing between accessioned collection items and those used for the ITC’s education program. The demonstration collection includes items intended to be used and handled by staff and volunteers as part of the education program and are not part of the museum’s permanent collection.

Recognizing the importance of this undertaking, UTSA has allocated additional resources and staff to ensure thoroughness and accuracy. The goal is to establish a robust collections management process that aligns with the ITC’s vision to be a museum of the future.

"We want to be a museum of the future in terms of engagement, programming, exhibits and technology,” Perales said. “This includes all processes and systems behind the scenes that benefit our visitors every time they engage with our museum and our collections.”

Through dedication, expertise and a forward-thinking mindset, the UTSA team is not only securing artifacts, but also safeguarding stories that define Texas's rich cultural tapestry. The university’s process ensures that the ITC museum will remain a beacon of history, education and inspiration for visitors for years to come.

— Debra Del Toro

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