Implementation of a condition survey for archival collections at an academic library, presented at Society of American Archivists 2012 Annual Meeting, Session 201
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This document discusses More Product, Less Process (MPLP), a methodology for processing archival collections that aims to expedite access and provide sufficient description while performing only minimal physical preservation steps. MPLP assumes repositories have large backlogs and access resembles researchers receiving one box at a time. While MPLP can help reduce processing time, the document emphasizes that preservation and preventive care, like environmental control and integrated pest management, are still important and can coexist with MPLP through good policies, collection assessments, baseline standards, and periodic reviews that balance access and preservation.
Practical tips for kickstarting your collection care program; "Preserving VA" conference, Virginia Africana 2014 at Colonial Williamsburg Foundation; November 7, 2014
Preservation assessment by Tamara Lavrencic. Presented at the 2016 Community Heritage Grants (CHG) Preservation and Collection Management Training Workshops.
Preservation needs assessment by Tamara Lavrencic. Presented at the 2017 Community Heritage Grants (CHG) Preservation and Collection Management Training Workshops
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Journaling can deepen student learning by helping them see subjects as arenas for inquiry rather than just information dumps. It allows students to take control of their learning and individualize it while also helping them remember what they write down. Journaling in science can include transforming notes into thinking maps, creating graphic organizers, conducting research, recording reflections and conclusions, drawing models, and collecting qualitative and quantitative data. Tips for effective journaling include setting consistent procedures, using both sides of the page, implementing checkouts and warm-ups, and providing supplies at work stations. Expectations are that journals include self, teacher, and peer commentary; are used daily; and show evidence of critical thinking.
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An analysis of a water supply may be required to find out either:
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Climb Every Mountain, Open Every Box SAA12
1. CLIMB EVERY MOUNTAIN,
OPEN EVERY BOX: CONDITION
SURVEYS AND STRATEGIC
PRESERVATION PLANNING
JENNIFER WAXMAN
SENIOR MANAGER FOR PRESERVATION AND ACCESS
CENTER FOR JEWISH HISTORY
SAA 2012 Annual Meeting
Session 201
2. CONTEXT
• Strategic plan mandated streamlining access
to unique and specialized material
• Creation of Archives Preservation Program
in Preservation Department
• Creation of Preservation Archivist position
(taking place of Preservation Librarian)
• Change in focus of conservation lab: 80/20,
archives to circulating collection split
SO, WWMLR DO?
3. CONTEXT
• Perform risk assessment of repositories
• Perform condition survey (or, needs
assessment) of collections
• Design and implement policy and
procedures based on findings
4. PRECEDENT
• Columbia University Mellon survey (2004),
PACSCL survey initiative, and CALIPR came
before me
• Determined approach: processed collections, box-
level, condition focused, mostly quantitative, some
qualitative
• Literature survey easy; very little about
condition surveys
• Gunselman’s 2007 AA article “Assessing Preservation
Needs of Manuscript Collections with a Comprehensive
Survey”
• NEDCC Preservation 101 condition worksheets
• British Library National Preservation Office survey
(2006)
• Evaluation of tools
• Worksheets, spreadsheets, databases
5. • Box-level, on site processed collections (for
this phase)
• Gather quantitative data on:
• condition of housing at collection, unit and
material level
• condition of all formats
• Gather qualitative data on:
• overall condition of housing at collection level
• condition of formats per unit
• intellectual access
METHODOLOGY
6. Survey tool redesign
METHODOLOGY
• kept collection, unit
and material level
data
• kept physical
condition, housing
and intellectual
access quality
ratings
• expanded format
tabs and sub-
format dropdowns
• added lots of
checkboxes to
identify condition at
unit, material level
8. NYU Survey Tool and Survey Manual available here:
http://library.nyu.edu/preservation/archivespreservation
METHODOLOGY
9. • Staffing
• Part time students, teams of 2
• Solid training: Gunselman article,
Ritzenthaler excerpts, NEDCC
leaflets, NFPF Film preservation
guide, A/V format introduction and
inspection techniques, handling
and care training, mold isolation
procedures.
• Supplies
• Laptop, wifi
• Pencil/paper, pH pen, tape
measure
• First step: shelf check
IMPLEMENTATION
10. • 971 collections, 5501 containers, 7 minutes a
box
• Must review staff work periodically to ensure
consistency and effectiveness of tool.
• Half way through survey, noticed rating system
was fallible:
• Overall Housing Condition Rating 3 overused
• Had to further refine ratings and require surveyors to
record reason for designating a collection Rating 2
or below
• Had to backtrack and change all collections from 3
to 2 with new definition in place
IMPLEMENTATION
11. • 42% Rating 3
• housing made of
currently accepted
standard mats, no
failure to support
• 58% Rating 2 or
below
• indicates that
enclosures no
longer support the
items, +/- threaten
safety, +/- not
made of standard
mats
26
3%
535
55%
410
42%
Rating 1
Rating 2
Rating 3
Rating 4
n=971
Housing Condition Rating
FINDINGS: COLLECTION LEVEL
12. FINDINGS: UNIT LEVEL
1739 under-stuffed
boxes (33%)
1196 folders
slumping (22%)
1049 under-stuffed
boxes with slumping
folders
14. Remediation projects
• Fix under-stuffing and slumping issues with internal
board supports and cylinders (discarded, rolled archival
folders)
• Train students, educate about long term effects of
decisions made during processing
OUTCOMES
15. OUTCOMES
Strategic planning
• Remediation projects and
conservation treatments
based on condition ratings
and curatorial priority
• Training and integration of
preservation actions into all
phases of archival
management (accessioning
and processing workflows)
• Write preservation-focused
grants armed with data
16. Electronic Media Survey
• Inconsistent descriptive practices made it very difficult to
locate electronic media in already processed collections
• Simplified survey tool: Excel worksheets
• Training guides used to identifying media with Wikipedia
articles about magnetic, optical and flash media
OUTCOMES