Preservation Strategies For Library And Archival Resources


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Presented by Fe Angela M. Verzosa at the Seminar on Disaster Management, sponsored by Aquinas University (held at Daragang Magayon Hall, Aquinas University, Legaspi, Albay, Philippines) on 8 October 2009

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Preservation Strategies For Library And Archival Resources

  1. 1. Preservation Strategies for Libraries and Archival Resources by Fe Angela M. Verzosa
  2. 2. PRESERVATION <ul><li>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. </li></ul>
  3. 3. PRESERVATION: who is responsible? <ul><li>library manager </li></ul><ul><li>archivist </li></ul><ul><li>conservator </li></ul><ul><li>personnel </li></ul><ul><li>users </li></ul><ul><li>Librarians/archivists: </li></ul><ul><li>keep them under best conditions </li></ul><ul><li>determine which require special facilities or handling </li></ul><ul><li>decide which merit conservation </li></ul>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 .
  4. 4. General Guidelines … <ul><li>rule of reversibility - no procedure or treatment should be undertaken that cannot later be undone. </li></ul><ul><li>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. </li></ul>
  5. 5. more guidelines... <ul><li>rule on restoration - how far reconstruc-tion may be undertaken without losing or diminishing the integrity of the item or document. </li></ul><ul><li>documentation - maintaining a complete and accurate record of all treatments. narrative description checklist of work done photographic record (before, during, and after) </li></ul>
  6. 6. DO NOT use any measure, treatment, or program that: <ul><li>cannot be reversed if necessary </li></ul><ul><li>cannot be used properly </li></ul><ul><li>will not last a long time </li></ul><ul><li>is harmful to people </li></ul><ul><li>changes the physical property of material </li></ul><ul><li>dissolves or damages any part of the material </li></ul>
  7. 7. What retards deterioration? <ul><li>temperature and humidity control </li></ul><ul><li>filtration screens against dirt and air pollutants </li></ul><ul><li>filters against ultraviolet and infrared rays </li></ul><ul><li>deacidification </li></ul><ul><li>acid-free/rust-free storage facilities </li></ul><ul><li>careful handling </li></ul><ul><li>good housekeeping (and pest control) </li></ul>
  8. 8. How to handle library materials ?
  9. 9. Handle library materials with clean, dry hands .
  10. 10. Keep work stations and patron areas clean, orderly and uncluttered .
  11. 11. STRICTLY NO FOOD/DRINK in work and user areas. This will attract vermin and insects .
  12. 12. Avoid tall piles of books that can topple over.
  13. 13. Use flat cotton tape or ribbon to secure damaged books.
  14. 14. Do not use post-it notes, paper clips,…
  15. 15. pressure sensitive tape, or rubber bands in conjunction with library materials .
  16. 16. Do not use double-sided security strips, as they will cause pages to stick together.
  17. 17. If necessary, place a single-sided security strip deep into the gutter of the text block.
  18. 18. Support book spines and covers when holding books to open...
  19. 19. or to stamp.
  20. 20. Use bookmarks that are thin, clean, non-acidic, and will not damage or distort bindings.
  21. 21. Avoid exposing library materials to harmful environments. <ul><li>High light levels can cause book covers to fade. </li></ul>
  22. 22. Avoid exposing library materials to harmful environments. <ul><li>Water can cause deformation and staining. </li></ul>
  23. 23. How to handle archival materials ?
  24. 24. Guidelines for archival materials : handling of materials when in use: <ul><li>do not leave users unattended </li></ul><ul><li>only issue a limited number of docu-ments or folders, or one box at a time </li></ul><ul><li>do not allow material to be taken out from reading room </li></ul><ul><li>do not allow materials to be rearranged </li></ul><ul><li>only staff should take charge of photocopying </li></ul><ul><li>examine materials after use </li></ul>
  25. 25. Wear gloves when handling photographs .
  26. 26. Always use a pencil, never a pen or marker.
  27. 27. Do not rest your hand, arm, or place any object on a book or manuscript.
  28. 28. Keep volumes flat on table, do not hold in hands.
  29. 29. Use a book cradle and special weights, if they are provided .
  30. 30. Keep manuscripts/records in acid-free folders and boxes. Remove only one folder at a time.
  31. 31. Use only the acid-free strips provided by the repository as place markers.
  32. 32. Keep folders and pages flat on table, do not hold in hands.
  33. 33. Maintain the order or arrangement of documents in each folder.
  34. 34. Never remove manuscript pages from folders.
  35. 35. Do not tap pages to realign them within a folder. Consult Archive staff.
  36. 36. Use a folder to turn over fragile or large items.
  37. 37. When leaving for a short time, close the volume, folder or box.
  38. 38. Notify staff if any materials are damaged or out of sequence. Do not attempt to re-arrange them yourself.
  39. 39. Food and drink are not permitted because they can damage collections and attract vermin and insects.
  40. 40. Conservation Facilities <ul><li>air conditioning </li></ul><ul><li>dehumidifier </li></ul><ul><li>fumigation chamber or vacuum fumigators </li></ul><ul><li>vacuum / freeze-drying chamber </li></ul>
  41. 41. Conservation Supplies <ul><li>Japanese tissue paper, matboard </li></ul><ul><li>Mylar polyester sheets </li></ul><ul><li>blotter paper </li></ul><ul><li>soft brushes </li></ul><ul><li>cleaning pads </li></ul><ul><li>hygrometer (RH instrument tool) </li></ul><ul><li>polyethylene-lined kraft paper </li></ul>
  42. 42. Conservation Treatments <ul><li>Fumigation </li></ul><ul><li>Dry cleaning, washing and bleaching </li></ul><ul><li>Deacidification </li></ul><ul><li>Mending, reinforcement, and support using Japanese paper lamination encapsulation </li></ul><ul><li>Freeze-drying </li></ul>
  43. 43. Deacidification process…
  44. 44. Pressing mended documents using flat iron…
  45. 45. Book-binding process
  46. 46. Reinforcing / binding process
  47. 47. Lamination process…
  48. 48. Mending with Japanese tissue
  49. 49. Basic Repair Procedures <ul><li>relaxing and flattening documents </li></ul><ul><li>removal of paper fasteners (pins, clips) / adhesives </li></ul><ul><li>appropriate means of attachment </li></ul><ul><li>surface cleaning of paper records </li></ul><ul><li>testing for ink solubility </li></ul><ul><li>ph-testing for acidity </li></ul><ul><li>mending with Japanese paper </li></ul>
  50. 50. preservation options conditions <ul><ul><ul><li>actions </li></ul></ul></ul>damaged fragile and endangered frequently used pest-infested <ul><li>in-house treatment </li></ul><ul><li>deacidification </li></ul><ul><li>lab conservation </li></ul><ul><li>encapsulation </li></ul><ul><li>lamination </li></ul><ul><li>microfilming </li></ul><ul><li>digitization </li></ul><ul><li>photocopying </li></ul><ul><li>fumigation </li></ul>
  51. 51. Guide to a preservation program... <ul><li>examine the environment </li></ul><ul><li>improve the environment </li></ul><ul><li>examine the materials / establish priorities for treatment </li></ul><ul><li>separate materials for in-house treatment from those requiring professional care </li></ul><ul><li>establish a work room for remedial treatment </li></ul><ul><li>supervise in-house repairs and restoration </li></ul><ul><li>work with a professional conservator </li></ul><ul><li>keep informed </li></ul>
  52. 52. Acknowledgement/Credits and references : <ul><li>Library Preservation at Harvard </li></ul><ul><li>Library of Congress Preservation </li></ul><ul><li> </li></ul><ul><li>New York University Libraries </li></ul><ul><li> </li></ul>
  53. 53. Contact Questions?