Preservation Standards by Fe Angela M. Verzosa DLSU Archivist

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. encompasses three aspects: planning. implementation, prevention

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.

encompasses three aspects:

planning. implementation, prevention

PRESERVATION: who is responsible? library manager archivist conservator personnel users Librarians: keep them under best conditions determine which require special facilities or handling decide which merit conservation Conservator: advises the best treatment undertakes the repair

library manager

archivist

conservator

personnel

users

Librarians:

keep them under best conditions

determine which require special facilities or handling

decide which merit conservation

Conservator:

advises the best treatment

undertakes the repair

preservation surveys comprehensive - a recognized tool in collection management; it evaluates the condition of a collection as a whole and proposes solutions to improve conditions. environmental - assesses the suitablity of the building and its facilities for storage. condition - assesses the physical condition and state of repair of the library’s holdings.

comprehensive - a recognized tool in collection management; it evaluates the condition of a collection as a whole and proposes solutions to improve conditions.

environmental - assesses the suitablity of the building and its facilities for storage.

condition - assesses the physical condition and state of repair of the library’s holdings.

Comprehensive surveys pre-survey planning - reviews a full range of documentation, mission statement, policies & procedures, construction records, floor plans, existing preservation program, insurance, etc. on-site visit- a walk-through examination of the building and its facilities. the report- a technical report summarizing all the findings and recommendations. institutional actions- implementing follow-up

pre-survey planning - reviews a full range of documentation, mission statement, policies & procedures, construction records, floor plans, existing preservation program, insurance, etc.

on-site visit- a walk-through examination of the building and its facilities.

the report- a technical report summarizing all the findings and recommendations.

institutional actions- implementing

follow-up

Environmental Survey the building itself : roof and walls - leaks? insulation? dampness? environment in the building : temperature and humidity controls? lighting conditions? building security : locks? alarms? extinguishers? sprinkler system? storage areas and workrooms : pest control? ventilation? types of shelves?

the building itself : roof and walls - leaks? insulation? dampness?

environment in the building : temperature and humidity controls? lighting conditions?

building security : locks? alarms? extinguishers? sprinkler system?

storage areas and workrooms : pest control? ventilation? types of shelves?

Condition Survey best means of gathering data needed to evaluate treatment priorities survey instrument should be as extensive as possible survey form should be simple to fill out survey data may include the following:

best means of gathering data needed to evaluate treatment priorities

survey instrument should be as extensive as possible

survey form should be simple to fill out

survey data may include the following:

Collection Location Date of survey Conducted by Box and folder no. Type of material Inclusive dates Format Media Type/Quality of storage containers Condition of collection: general appearance insect damage tears/abrasions harmful means of surface dirt/dust attachment (clips, pins) water/other stains enclosures (flowers, clip- discoloration pings, photos, etc) embrittlement other observations: evidence of mold/mildew __________________ Use of collection: Priority ranking of collection for treatment: _________ Recommended treatment: _____________________

preservation priorities high-quality informational content significant current/projected use physical condition of original format cost-effectiveness of treatment

high-quality informational content

significant current/projected use

physical condition of original format

cost-effectiveness of treatment

Principles in Conservation 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 principles ... 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

retarding 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)

Conservation Guidelines light control pest control temperature and humidity control handling of materials by staff handling of materials by users acidity control

light control

pest control

temperature and humidity control

handling of materials by staff

handling of materials by users

acidity control

Conservation Guidelines store materials away from light keep lights off or low install ultraviolet filters avoid using original items in displays and exhibits monitor light levels regularly (50 to 150 lux) Light control :

store materials away from light

keep lights off or low

install ultraviolet filters

avoid using original items in displays and exhibits

monitor light levels regularly (50 to 150 lux)

Conservation guidelines check incoming materials for signs of infestation separate infested materials for treatment never eat/drink in storage/research areas keep archives/library clean and uncluttered set traps/poison baits to catch rodents contact services of an exterminator insects and rodents:

check incoming materials for signs of infestation

separate infested materials for treatment

never eat/drink in storage/research areas

keep archives/library clean and uncluttered

set traps/poison baits to catch rodents

contact services of an exterminator

Conservation guidelines temperature of 20 to 25 0 C or 60-65 0 F wide fluctuations should be avoided low RH (below 20%) leads to dessication and embrittlement of paper high RH (over 60%) accelerates chemical and biological deterioration recommended level is 50 % temperature & humidity:

temperature of 20 to 25 0 C or 60-65 0 F

wide fluctuations should be avoided

low RH (below 20%) leads to dessication and embrittlement of paper

high RH (over 60%) accelerates chemical and biological deterioration

recommended level is 50 %

Conservation Guidelines store materials in acid-free containers remove paper clips, staple wires, pins, string, tape, etc. while processing (use plastic clips, fasteners, etc instead) use metal shelving at least 4- 5 inches above floor level Acid:

store materials in acid-free containers

remove paper clips, staple wires, pins, string, tape, etc. while processing (use plastic clips, fasteners, etc instead)

use metal shelving at least 4- 5 inches above floor level

Conservation Guidelines handle materials as little as possible never use ink or adhesive tape do not write on any part of the material except to make notations using soft pencil substitute copies for originals do not overpack in boxes or in shelves handling of materials:

handle materials as little as possible

never use ink or adhesive tape

do not write on any part of the material except to make notations using soft pencil

substitute copies for originals

do not overpack in boxes or in shelves

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

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

air conditioning

dehumidifier

fumigation chamber or vacuum fumigators

vacuum / freeze-drying chamber

conservation laboratory

Conservation Supplies Japanese tissue paper, matboard acid-free storage folders/boxes Mylar polyester sheets blotter paper / un-coated wax paper soft brushes and cleaning pads hygrometer (RH instrument tool) polyethylene-lined kraft paper

Japanese tissue paper, matboard

acid-free storage folders/boxes

Mylar polyester sheets

blotter paper / un-coated wax paper

soft brushes and 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

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

Salvage Techniques air-drying interleaving pages with absorbent paper and books placed upright pressing when dry hair-drying on cool setting dehumidification freezing (at minus 20 o F ) Vacuum drying

air-drying

interleaving pages with absorbent paper and books placed upright

pressing when dry

hair-drying on cool setting

dehumidification

freezing (at minus 20 o F )

Vacuum drying

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

Summarizing 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