Preservation Strategies for Libraries and Archival Resources by Fe Angela M. Verzosa

PRESERVATION deals with the acquisition, organization, and distribution of resources ( human, physical, monetary ) to ensure adequate protection and access to historical and cultural information of enduring value for present and future generations of users.

deals with the acquisition, organization, and distribution of resources ( human, physical, monetary ) to ensure adequate protection and access to historical and cultural information of enduring value for present and future generations of users.

PRESERVATION: who is responsible? library manager archivist conservator personnel users Librarians/archivists: keep them under best conditions determine which require special facilities or handling decide which merit conservation Conservator: advises the best treatment undertakes the repair/conservation Personnel: Handle library materials gently. Set a good example for users . Users: Handle materials gently. Safeguard materials for future users .

library manager

archivist

conservator

personnel

users

Librarians/archivists:

keep them under best conditions

determine which require special facilities or handling

decide which merit conservation

General Guidelines … rule of reversibility - no procedure or treatment should be undertaken that cannot later be undone. compatibility of problem and solution - the chosen treatment to be applied should not be greater or weaker than the problem. It may be best to do nothing at all if no acceptable treatment solution is compatible to the problem.

rule of reversibility - no procedure or treatment should be undertaken that cannot later be undone.

compatibility of problem and solution - the chosen treatment to be applied should not be greater or weaker than the problem. It may be best to do nothing at all if no acceptable treatment solution is compatible to the problem.

more guidelines... rule on restoration - how far reconstruc-tion may be undertaken without losing or diminishing the integrity of the item or document. documentation - maintaining a complete and accurate record of all treatments. narrative description checklist of work done photographic record (before, during, and after)

rule on restoration - how far reconstruc-tion may be undertaken without losing or diminishing the integrity of the item or document.

documentation - maintaining a complete and accurate record of all treatments. narrative description checklist of work done photographic record (before, during, and after)

DO NOT use any measure, treatment, or program that: cannot be reversed if necessary cannot be used properly will not last a long time is harmful to people changes the physical property of material dissolves or damages any part of the material

cannot be reversed if necessary

cannot be used properly

will not last a long time

is harmful to people

changes the physical property of material

dissolves or damages any part of the material

What retards deterioration? temperature and humidity control filtration screens against dirt and air pollutants filters against ultraviolet and infrared rays deacidification acid-free/rust-free storage facilities careful handling good housekeeping (and pest control)

temperature and humidity control

filtration screens against dirt and air pollutants

filters against ultraviolet and infrared rays

deacidification

acid-free/rust-free storage facilities

careful handling

good housekeeping (and pest control)

How to handle library materials ?

Handle library materials with clean, dry hands .

Keep work stations and patron areas clean, orderly and uncluttered .

STRICTLY NO FOOD/DRINK in work and user areas. This will attract vermin and insects .

Avoid tall piles of books that can topple over.

Use flat cotton tape or ribbon to secure damaged books.

Do not use post-it notes, paper clips,…

pressure sensitive tape, or rubber bands in conjunction with library materials .

Do not use double-sided security strips, as they will cause pages to stick together.

If necessary, place a single-sided security strip deep into the gutter of the text block.

Support book spines and covers when holding books to open...

or to stamp.

Use bookmarks that are thin, clean, non-acidic, and will not damage or distort bindings.

Avoid exposing library materials to harmful environments. High light levels can cause book covers to fade.

High light levels can cause book covers to fade.

Avoid exposing library materials to harmful environments. Water can cause deformation and staining.

Water can cause deformation and staining.

How to handle archival materials ?

Guidelines for archival materials : handling of materials when in use: do not leave users unattended only issue a limited number of docu-ments or folders, or one box at a time do not allow material to be taken out from reading room do not allow materials to be rearranged only staff should take charge of photocopying examine materials after use

do not leave users unattended

only issue a limited number of docu-ments or folders, or one box at a time

do not allow material to be taken out from reading room

do not allow materials to be rearranged

only staff should take charge of photocopying

examine materials after use

Wear gloves when handling photographs .

Always use a pencil, never a pen or marker.

Do not rest your hand, arm, or place any object on a book or manuscript.

Keep volumes flat on table, do not hold in hands.

Use a book cradle and special weights, if they are provided .

Keep manuscripts/records in acid-free folders and boxes. Remove only one folder at a time.

Use only the acid-free strips provided by the repository as place markers.

Keep folders and pages flat on table, do not hold in hands.

Maintain the order or arrangement of documents in each folder.

Never remove manuscript pages from folders.

Do not tap pages to realign them within a folder. Consult Archive staff.

Use a folder to turn over fragile or large items.

When leaving for a short time, close the volume, folder or box.

Notify staff if any materials are damaged or out of sequence. Do not attempt to re-arrange them yourself.

Food and drink are not permitted because they can damage collections and attract vermin and insects.

Conservation Facilities air conditioning dehumidifier fumigation chamber or vacuum fumigators vacuum / freeze-drying chamber

air conditioning

dehumidifier

fumigation chamber or vacuum fumigators

vacuum / freeze-drying chamber

Conservation Supplies Japanese tissue paper, matboard Mylar polyester sheets blotter paper soft brushes cleaning pads hygrometer (RH instrument tool) polyethylene-lined kraft paper

Japanese tissue paper, matboard

Mylar polyester sheets

blotter paper

soft brushes

cleaning pads

hygrometer (RH instrument tool)

polyethylene-lined kraft paper

Conservation Treatments Fumigation Dry cleaning, washing and bleaching Deacidification Mending, reinforcement, and support using Japanese paper lamination encapsulation Freeze-drying

Fumigation

Dry cleaning, washing and bleaching

Deacidification

Mending, reinforcement, and support using Japanese paper lamination encapsulation

Freeze-drying

Deacidification process…

Pressing mended documents using flat iron…

Book-binding process

Reinforcing / binding process

Lamination process…

Mending with Japanese tissue

Basic Repair Procedures relaxing and flattening documents removal of paper fasteners (pins, clips) / adhesives appropriate means of attachment surface cleaning of paper records testing for ink solubility ph-testing for acidity mending with Japanese paper

relaxing and flattening documents

removal of paper fasteners (pins, clips) / adhesives

appropriate means of attachment

surface cleaning of paper records

testing for ink solubility

ph-testing for acidity

mending with Japanese paper

preservation options conditions actions damaged fragile and endangered frequently used pest-infested in-house treatment deacidification lab conservation encapsulation lamination microfilming digitization photocopying fumigation

actions

in-house treatment

deacidification

lab conservation

encapsulation

lamination

microfilming

digitization

photocopying

fumigation

Guide to a preservation program... examine the environment improve the environment examine the materials / establish priorities for treatment separate materials for in-house treatment from those requiring professional care establish a work room for remedial treatment supervise in-house repairs and restoration work with a professional conservator keep informed

examine the environment

improve the environment

examine the materials / establish priorities for treatment

separate materials for in-house treatment from those requiring professional care

establish a work room for remedial treatment

supervise in-house repairs and restoration

work with a professional conservator

keep informed

Acknowledgement/Credits and references : Library Preservation at Harvard http://preserve.harvard.edu/care/index.html Library of Congress Preservation http://www.loc.gov/preserv/ New York University Libraries http://library.nyu.edu/preservation/

Library Preservation at Harvard http://preserve.harvard.edu/care/index.html

Library of Congress Preservation

http://www.loc.gov/preserv/

New York University Libraries

http://library.nyu.edu/preservation/

Contact fe.verzosa@dlsu.edu.ph Questions?