lecture presented at the Records Management Seminar sponsored by InfoManagement Specialists Inc. on 24-26 April 2014 at Tagbilaran, Bohol

1. Preservation/
Conservation Program
by
Fe Angela M. Verzosa

2. INTRODUCTION Conservation
Surveys
Conservation
Program
Summary
Conservation
Guidelines
Causes of
Damage
Conservation
Treatments
Preservation
Strategies 1
Preservation
Strategies 2

3. Preservation vs Conservation –
ANY DIFFERENCE?

4. What’s the difference?
Preservation is a
branch of library and
information science
concerned with
maintaining or restoring
access to artifacts,
documents and records
through the study,
diagnosis, treatment
and prevention of decay
and damage.
Conservation
refers to the
treatment and repair
of individual items to
slow decay or
restore them to a
usable state.
(Source:
http://en.wikipedia.org/wiki/P
reservation_(library_and_arc
hival_science)

5. 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

6. 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.

7. CONSERVATION
program that deals with the physical
or chemical treatment of documents
encompasses three functions:
examination
preservation
restoration

8. conservation functions
examination - procedure taken to determine
the original makeup of an item and extent of its
deterioration, alteration, and loss.
preservation - action taken to retard/prevent
deterioration or damage by control of their
environment and/or treatment to maintain their
original state, as far as possible.
restoration - action taken to return a deterio-
rated or damaged item to its original form.

9. Implementing a
conservation program
Surveys
Management Support
directive
conservation committee
conservation policy
organizational structure
budget
Conservation Facilities
Conservation Staff

10. 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.

11. 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

12. 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?

13. 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:

14. 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: _____________________

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

16. administrative order
outlines priorities and goals
short-term
intermediate
long-term
provides a conservation policy
statement
designates responsibility for the
conservation effort

17. Conservation Committee
knowledge of nature of collections
knowledge of conservation, or
enthusiasm, interest, willingness to
learn conservation skills
formal appointment
authority to gather information, plan
the program, review facilities and
environment, execute the program

18. Conservation Policy
Statement
must be written
approved by the Conservation Committee
adheres to basic principles in conservation
contains manual of procedures that should
serve as helpful guide and training aid
lists specific “do’s and dont’s”

19. Organizational Structure
C o n s e r v a t i o n C o n s u l t a n t ( s ) C o n s e r v a t i o n S c i e n t i s t ( s )
c o n s e r v a t i o n t e c h n i c i a n ( s )
P r e s e r v a t i o n O f f i c e r L i b r a r y D i r e c t o r / C u r a t o r
C o n s e r v a t i o n C o m m i t t e e

20. Budget
must be a line item in the institutional budget
at least 15-20 % of total budget
expenses should include
archival storage materials
extermination services
subscription to literature on conservation
expanded projects such as
establishment of conservation laboratory,
microfilming, etc.

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

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

23. Conservation Staff
restoration work must be done only by
trained personnel
staff training is an ongoing responsibility
training and orientation must be
directed toward staff at all levels
the number of staff involved will depend
on the size and type of the institution,
and on the extent of conservation
program

24. Causes of
Damage/Deterioration
acid – internal factors affecting quality of paper
light - ultraviolet rays in sunlight and fluorescent light
cause chemical changes in the paper and accelerate the
process of fading
temperature and humidity - accelerates the
growth of mold and the internal decomposition of paper
air pollution - causing discoloration, embrittlement
and disintegration of the paper fibers
Insects and rodents

25. Causes of
Damage/Deterioration
Water damage is a fairly common cause and one
that should be anticipated in most disaster prevention/
planning programs
Photocopying frequently damages bound volumes
Shelving - Leaning books cause undue strain on the
spine, and tightly packed books are harmed with
shelving and removal.
Book drops
Wear and tear from use

26. 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)

27. 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.

28. 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)

29. 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

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

31. 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:

32. 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:

33. 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:

34. 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:

35. 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:

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

37. Deacidification process…

38. Pressing mended documents using
flat iron…

39. Book-binding process

40. Reinforcing / binding process

41. Lamination process…

42. Mending with Japanese
tissue

43. 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

44. 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

45. Preservation
Strategies
for Libraries and Archival
Resources

46. How to handle
library materials ?

47. Handle library materials with
clean, dry hands.

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

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

50. Avoid tall piles of books
that can topple over.

51. Use flat cotton tape or ribbon
to secure damaged books.

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

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

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

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

56. …or to stamp.

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

58. Avoid exposing library materials
to harmful environments.
High light levels can cause book
covers to fade, and water to stain.

59. How to handle
archival materials ?

60. Handling of archival materials
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

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

62. Maintain the order or arrangement
of documents in each folder.

63. Never remove manuscript
pages from folders.

64. Wear gloves when handling
photographs.

65. Always use a pencil,
never a pen or marker.

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

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

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

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

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

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

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

73. 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

74. preservation options
conditions actions
damagedfragile and endangered
fragile and endangeredfrequently used
pest-infested
• in-house treatment
• deacidification
• lab conservation
• encapsulation
• lamination
• digitization
• microfilming
• photocopying
• fumigation

75. Legal and ethical Issues
•Intellectual Property Rights
•Reproduction rights of Libraries
and Archives in Copyright laws
•Legal constraints in use of
reprographic and digital copies
• Access and security issues
•Privacy and Confidentiality issues
•Keeping the integrity of originals

76. 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/

77. Contact famverzosa@yahoo.com
Questions?