Managing Preservation without a Preservation Librarian

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Six step scalable program for managing preservation in your library. Case study: The Library Company of Burlington. By Michele Stricker, Consultant, Library Development Bureau, New Jersey State Library. Presented at the American Library Association Conference, Chicago, July 2009.

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Managing Preservation without a Preservation Librarian

  1. 3. <ul><li>Take Responsibility </li></ul><ul><li>Gather Support </li></ul><ul><li>Evaluate Collections and Environment </li></ul><ul><li>Create Policies and Planning </li></ul><ul><li>Train and Assign Tasks </li></ul><ul><li>Stick to the Plan </li></ul>
  2. 4. Setting the Stage: The Library Company of Burlington
  3. 5. Patrons appreciate the library’s historic legacy
  4. 6. Burlington’s own Civil War General E. Burd Grubb
  5. 7. Librarians Hannah Severns and Lydia Weston
  6. 8. King George II
  7. 9. 1758 Charter
  8. 10. Original Seals
  9. 11. First to print a Catalog of Books - 1758
  10. 12. First Library Building Constructed - 1789
  11. 13. Wm. Franklin, NJ’s Last Royal Governor
  12. 15. 1864: We got a new building… and it’s old now, too.
  13. 16. Historical Collections <ul><li>The Library’s Archives </li></ul><ul><li>Books printed before 1801 </li></ul><ul><li>The 19th Century book collection </li></ul><ul><li>The John James Audubon volumes </li></ul>
  14. 17. Library’s Archives <ul><li>Complete back to inception, 1758 </li></ul>
  15. 18. <ul><li>Board of Director’s Minutes </li></ul>
  16. 19. <ul><li>NJ’s first printed Catalog of Books </li></ul>
  17. 20. <ul><li>Borrower’s Records </li></ul>
  18. 21. Historical Collections <ul><li>1,000 Books printed before 1801 </li></ul><ul><li>250 Books printed before 1758 </li></ul><ul><li>2,000 19th Century printed books </li></ul><ul><li>Art Collection: paintings, original prints, photographs, sculpture </li></ul>
  19. 22. Historical Collections <ul><li>Oldest book in Library, ca 1546 </li></ul>
  20. 23. Art Collection <ul><li>Prints </li></ul>
  21. 24. Art Collection <ul><li>Paintings </li></ul><ul><li>Prints </li></ul>
  22. 25. Art Collection <ul><li>Prints </li></ul><ul><li>Sculpture </li></ul><ul><li>Paintings </li></ul><ul><li>Prints </li></ul><ul><li>Sculpture </li></ul>
  23. 26. Art Collection <ul><li>Paintings </li></ul><ul><li>Prints </li></ul><ul><li>Sculpture </li></ul><ul><li>Photographs </li></ul>
  24. 27. The John James Audubon volumes
  25. 28. The John James Audubon volumes
  26. 29. Case Study: Designing a Preservation Program Case Study: Designing a Preservation Program
  27. 30. Collection Breakdown Case Study: Designing a Preservation Program
  28. 31. 35,000 volumes Adult Fiction & Non-Fiction
  29. 32. Children’s Room: Fiction and Non-Fiction
  30. 33. Computer Lab: High Speed Internet Access
  31. 34. Teen Lounge: Relax, Read, Hang, Chill Out
  32. 35. Public Meeting Room & Videoconferencing
  33. 36. Internet Café: Wi-Fi, Web, Coffee & Snacks
  34. 37. Case Study: Garnering Support for Preservation Case Study: Designing a Preservation Program
  35. 38. Case Study: Policies Case Study: Designing a Preservation Program
  36. 39. Case Study: Designing a Preservation Program: Policies
  37. 40. Missing Policies: Collections Development
  38. 41. Missing Policies: Collections Development
  39. 42. Missing Policies: Collections Development
  40. 43. Missing Policies: Collections Development
  41. 44. Missing Policies: Collections Development
  42. 45. Missing Policies: Collections Development
  43. 46. Case Study: Designing a Preservation Program Case Study: Designing a Preservation Program
  44. 47. Charter: Conservation framed and covered
  45. 48. Rare Books: Gathered and shelved by date
  46. 49. Clamshell box: Good Protection - at a price
  47. 50. Case Study: Designing a Preservation Program Case Study: Time to Assess the Collection
  48. 51. Case Study: Whoa. Case Study: Designing a Preservation Program
  49. 52. Assess the Collection Case Study: Designing a Preservation Program <ul><li>Grant from New Jersey State Library </li></ul><ul><li>Hired foremost authority to evaluate </li></ul><ul><li>Most books, not very valuable </li></ul><ul><li>Archives: priceless </li></ul><ul><li>Collections in good condition ( whew! ) </li></ul>
  50. 53. Train & Assign Tasks Case Study: Designing a Preservation Program <ul><li>Specified weekly hours to catalog </li></ul><ul><li>Halted excessive research assistance </li></ul><ul><li>Expend 20 hours/month on inventory </li></ul><ul><li>8 years to complete the cataloging </li></ul><ul><li>Not bad for a 250-year-old! </li></ul>
  51. 54. Planning to Save Case Study: Designing a Preservation Program <ul><li>Resumed book boxing </li></ul><ul><li>Now, made inexpensive phase boxes </li></ul><ul><li>KA-CHING! Saved 98% </li></ul><ul><li>Do it yourself </li></ul><ul><li>Boxing program accelerated </li></ul>
  52. 55. Planning to Save <ul><li>Inexpensive phase boxes </li></ul>
  53. 56. Research by Proxy Case Study: Designing a Preservation Program <ul><li>Scholarly interest in Archives </li></ul><ul><li>How to enable access & limit handling </li></ul><ul><li>Microfilming grant from NJ State Lib. </li></ul><ul><li>Use copies, Rutgers and Princeton </li></ul><ul><li>Master copy resides at State Archives </li></ul>
  54. 57. Research by Proxy Case Study: Designing a Preservation Program <ul><li>Digitization for virtual access 24/7/365 </li></ul><ul><li>Best Practice: continue to preserve the originals </li></ul>
  55. 58. Assess the Environment Case Study: Designing a Preservation Program <ul><li>Concerned with building condition </li></ul><ul><li>HVAC system </li></ul><ul><li>Roof integrity </li></ul><ul><li>Fire suppression system </li></ul><ul><li>Alarm system </li></ul>
  56. 59. Regular Maintenance Case Study: Designing a Preservation Program <ul><li>Roof inspection </li></ul><ul><li>Board to start saving </li></ul><ul><li>HVAC system cleaned 2X yearly </li></ul><ul><li>Replace decrepit boilers </li></ul><ul><li>Installed new fire suppression system </li></ul>
  57. 60. Regular Maintenance Case Study: Designing a Preservation Program <ul><li>New alarm system </li></ul><ul><li>Trees trimmed back </li></ul><ul><li>Gutters cleaned biannually </li></ul><ul><li>Replaced missing storm windows </li></ul><ul><li>Replaced fire extinguishers </li></ul>
  58. 61. Extraordinary Maintenance Case Study: Designing a Preservation Program <ul><li>Basement dampness & crumbling </li></ul><ul><li>One-time appeal to City Council </li></ul><ul><li>$25,000 funding secured </li></ul>
  59. 62. Opportunistic Maintenance Case Study: Designing a Preservation Program <ul><li>$35,000 Grant from Rohm & Haas </li></ul><ul><li>New computer lab / teen center </li></ul><ul><li>Upgrade electrical system to handle </li></ul><ul><li>Networking, T1, Routers, etc. </li></ul><ul><li>Lighting fixtures and go for green </li></ul>
  60. 63. Pest management Case Study: Designing a Preservation Program <ul><li>Daily cleaning and trash removal </li></ul><ul><li>Extermination services once monthly </li></ul><ul><li>Integrated Pest Management (IPM)? </li></ul><ul><li>Eliminate dangerous substances </li></ul><ul><li>Reduce resulting damage </li></ul>
  61. 64. Rare Book Room Case Study: Designing a Preservation Program <ul><li>Logical gathering of like materials </li></ul><ul><li>Secure location under lock and key </li></ul><ul><li>Improved environmental control </li></ul>
  62. 65. Rare Book Room
  63. 66. <ul><li>Environmental Control System </li></ul>Control the Environment <ul><li>Measure and Regulate: </li></ul><ul><ul><li>Heat (temperature and fluctuations) </li></ul></ul><ul><ul><li>Humidity (RH and dewpoint) </li></ul></ul><ul><ul><li>Light levels (visible and UV) </li></ul></ul><ul><ul><li>Ph (Acid / Alkali) </li></ul></ul>Case Study: Designing a Preservation Program
  64. 67. Micro-Environment Case Study: Designing a Preservation Program <ul><li>Rare Book Room Conditions </li></ul><ul><li>Consulted Preservation Librarian, Library Company of Philadelphia </li></ul><ul><li>Conditions not great, not bad </li></ul><ul><li>Beware shelving materials </li></ul>
  65. 68. Case Study: Preserving Works of Art on Paper <ul><li>Re-housing </li></ul><ul><li>Acid-free mattes </li></ul><ul><li>UV filter glass </li></ul><ul><li>Matte machine </li></ul><ul><li>Conservation Framing </li></ul>
  66. 69. Case Study: Designing a Preservation Program <ul><li>2nd-flr Gallery: gather art for display </li></ul><ul><li>Secure, supervised, lockable </li></ul><ul><li>Improve environmental control </li></ul>
  67. 70. Case Study: Designing a Preservation Program: Gallery
  68. 71. Case Study: Light can reveal
  69. 72. Case Study: Light can reveal, light can destroy
  70. 73. Case Study: Prepare for Disaster: Write a Plan <ul><li>Workshop, New Jersey State Library </li></ul><ul><li>Wrote the Disaster Plan </li></ul><ul><li>Map, locations of premier materials </li></ul>Disaster Planning
  71. 74. Disaster Planning Case Study: Preparation: Writing Disaster Plan <ul><li>“ Crash Cart” of disaster supplies: </li></ul><ul><ul><li>Shop vac </li></ul></ul><ul><ul><li>Plastic sheeting, Duct Tape </li></ul></ul><ul><ul><li>Gloves, Masks </li></ul></ul><ul><ul><li>Tools </li></ul></ul><ul><li>Rescubes </li></ul><ul><li>Contacts, all emergency responders </li></ul><ul><li>Rescubes </li></ul>
  72. 75. <ul><li>Rescubes </li></ul>Case Study: Preparation: Writing Disaster Plan
  73. 76. Case Study: Disaster: forewarned is forearmed <ul><li>Locate Water Shut-off Valve </li></ul><ul><li>Point out items to local fire official </li></ul><ul><li>Templated custom Disaster Plan: D-Plan Lite by NEDCC </li></ul>
  74. 77. A Scalable and Effective Preservation Program
  75. 78. <ul><li>Take Responsibility </li></ul><ul><li>Gather Support </li></ul><ul><li>Evaluate Collections and Environment </li></ul><ul><li>Create Policies and Planning </li></ul><ul><li>Train and Assign Tasks </li></ul><ul><li>Stick to the Plan </li></ul>
  76. 80. Thank you for listening! Michele Stricker The New Jersey State Library

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