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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
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?
CONTEXT
• Perform risk assessment of repositories
• Perform condition survey (or, needs
assessment) of collections
• Design and implement policy and
procedures based on findings
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
• 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
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
METHODOLOGY
NYU Survey Tool and Survey Manual available here:
http://library.nyu.edu/preservation/archivespreservation
METHODOLOGY
• 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
• 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
• 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
FINDINGS: UNIT LEVEL
1739 under-stuffed
boxes (33%)
1196 folders
slumping (22%)
1049 under-stuffed
boxes with slumping
folders
FINDINGS: UNIT LEVEL
Mechanical damage: under/overstuffed, Plasti-clips
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
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
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
THANK YOU
jwaxman@cjh.org
@jwax55

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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
  • 13. FINDINGS: UNIT LEVEL Mechanical damage: under/overstuffed, Plasti-clips
  • 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