Preservation and archiving

1. Wel Comes You
in
VBT’s Institute of Library
& Information Science
C.U.Shah University
Wadhwan
MLISc II Sem
Preservation and Archiving-Unit-1
Subject Code : 5AHO2PRA2
2017

2. Preservation and Archiving
• Prepare By.
• D.D.Dholakiya
• Visiting Faculty
• C.U.Shah University Wadhwan.

3. What is Preservation?
• Since the 1980s, the library and archival communities have
used "preservation" as an umbrella term for activities that
reduce or prevent damage to extend the life expectancy of
collections, while "conservation" refers more specifically to
the physical treatment of individual damaged items.
"Preventive conservation" is another term that is used to
describe broad collections care activities that support the
longevity of artifacts and records, such as environmental
monitoring. The term "restoration" is used mostly in the
context of museum objects or motion picture films. It
generally refers to the process of returning an object to its
original state, or what is thought to have been its original
state.

4. Preservation Management
• The emerging digital frontier must be considered in three contexts:
• Can digitization be used to preserve the content of existing collections, and if so, does that
mean that the original item -- or even traditional preservation activities -- are not needed?
• How should collections that are "born-digital" (emails, word processing documents, websites,
online journals and more) be preserved? What does it mean to preserve a digital object that
can be easily changed without leaving any trace that the change was made?
• Do the major themes of traditional preservation -- thoughtful handling practices, stable
environments, reversible treatment approaches, and long-term planning -- translate to
emerging digital preservation practices?
• Collection managers face difficult questions about technology's role in preserving collections.
When is it sufficient to preserve just the information in an object, and when is it necessary to
preserve the object itself? Is digitization of collections solely an access tool and a means of
protecting collections from handling, or can it be considered a preservation strategy? Is
digitization actually an effective means of protecting collections from handling, keeping in
mind that the process to digitize those often fragile materials may require intensive handling?
How does digital preservation fit into a traditional preservation program?

5. Preservation Management
• The basic elements of a preservation program are as follows:
• Environmental Control—providing a moderate and stable temperature and humidity level as well as
controlling exposure to light and pollutants. This should be a priority for all institutions, although control
will usually be less tight for general circulating collections than for rare books, special collections, or
archival materials.
• Disaster Planning—preventing and responding to damage from water, fire, or other emergency situations.
Again, this should be a high priority in all institutions. The reasons are obvious for collections of enduring
value, but even collections that are not meant to be retained over the long term represent a capital
investment for an institution and as such must be protected from loss.
• Security—protecting collections from theft and/or vandalism. This type of protection is needed for both
special and general collections, since loss and vandalism of general collections results in unnecessary
replacement and expense.
• Reformatting—reproducing deteriorating collections onto stable media to preserve the informational
content or in cases where the originals are fragile or valuable and handling is restricted. This category
includes microfilming, production of preservation facsimiles, and duplication of audiovisual collections.
These strategies are most appropriate for collections whose intellectual content needs to be preserved
over the long term and/or where security copies are needed for unique items. Preservation microfilming is
still an effective strategy for unique paper-based collections, but a low priority for institutions with general
collections that are duplicated elsewhere.
• Library Binding—rebinding of damaged volumes to provide sturdy use copies. This strategy is used by
libraries with general collections in heavy use. It should not be used on any items that have artifactual
value.
•

6. Preservation Management
• Libraries, archives, and museums have the tremendous
responsibility of preserving cultural materials —
including the new challenge of preserving borndigital
artifacts. This new authoritative resource offers cutting-
edge guidance for the sustainability of collections,
including collection management; policy planning; access
versus preservation; relevance and use of materials;
funding and sustainability of programs; specialist
training; digitization; community involvement and
promotion; standards; and more. Leading experts from
all three types of institutions share the latest information
in this important guide to managing preservation.

7. Definition, of Preservation
• preserve
• (prɪˈzɜːv) vb (mainly tr) 1. to keep safe from danger or harm; protect
• 2. to protect from decay or dissolution; maintain: to preserve old
buildings.
• 3. to maintain possession of; keep up: to preserve a façade of
indifference.
• 4. to prevent from decomposition or chemical change
• 5. (Cookery) to prepare (food), as by freezing, drying, or salting, so
that it will resist decomposition
• 6. (Cookery) to make preserves of (fruit, etc)
• 7. (Agriculture) to rear and protect (game) in restricted places for
hunting or fishing
• 8. (Agriculture) (intr) to maintain protection and favourable
conditions for game in preserves

8. Need of Preservation
Information has been recorded throughout time in a
wide variety of formats as human knowledge, ability, and
skills developed. Cave paintings, papyrus scrolls,
handwritten manuscripts, and visual or sound recordings
in various languages and formats provide information to
people and allow knowledge acquired by one generation
to be passed to the following generation. Along with the
oral tradition, images, sound, and text have assisted in
the transfer of personal, educational, political, social, or
cultural information. These materials comprise our
collective memory and are valuable and necessary to a
society or group of people.

9. Need of Preservation
• It has been impossible to save all information created throughout
the history of humankind. The beginning of the twenty-first century
represents an era of unprecedented growth in the creation of
recorded materials. Consequently, institutions that serve as
custodians of cultural and historical information must make
decisions regarding its collection, preservation, and conservation.
Candidates for preservation encompass a variety of formats, such
as paper, books, photographs, and sound recordings. The decision
to save information is based on criteria that considers the
uniqueness of the information, its intellectual content, its historical
or cultural significance, and its value to future research and
education. In addition, valuable items that are in danger of being
destroyed are also candidates for preservation and conservation.

10. Need of Preservation
• Home Media Encyclopedias almanacs transcripts and maps Preservation and Conservation of
Information
• Preservation and Conservation of Information
• Encyclopedia of Communication and Information
COPYRIGHT 2002 The Gale Group Inc.
• PRESERVATION AND CONSERVATION OF INFORMATION
• Information has been recorded throughout time in a wide variety of formats as human
knowledge, ability, and skills developed. Cave paintings, papyrus scrolls, handwritten
manuscripts, and visual or sound recordings in various languages and formats provide
information to people and allow knowledge acquired by one generation to be passed to the
following generation. Along with the oral tradition, images, sound, and text have assisted in
the transfer of personal, educational, political, social, or cultural information. These materials
comprise our collective memory and are valuable and necessary to a society or group of
people.
• It has been impossible to save all information created throughout the history of humankind.
The beginning of the twenty-first century represents an era of unprecedented growth in the
creation of recorded materials. Consequently, institutions that serve as custodians of cultural
and historical information must make decisions regarding its collection, preservation, and
conservation. Candidates for preservation encompass a variety of formats, such as paper,
books, photographs, and sound recordings. The decision to save information is based on
criteria that considers the uniqueness of the information, its intellectual content, its historical
or cultural significance, and its value to future research and education. In addition, valuable
items that are in danger of being destroyed are also candidates for preservation and
conservation.

11. Objectives of Preservation
• 1. Identification, evaluation, and triage of library
material needing preservation measures.
This program element is carried out on an
ongoing basis and is largely dependent on library
staff outside the Department of Preservation
Services – the Access Services Department
and other departments as well – who assist in
the identification of items that need preservation
evaluation, triage, and treatment.
•

12. Objectives of Preservation
• 2. Repair and stabilization actions using effective,
nondestructive preservation and conservation
treatments.
• Current treatment options utilized in the Department
are: commercial rebinding and re-casing, house repairs
for basic re-mediation, construction and application of
protective enclosures, preservation photo-duplication
and microfilming for quality item replacement, and
vendor out sourcing when advanced and specialized
conservation work is indicated. In all decisions and
actions, nationally and professionally accepted
preservation standards and techniques are adhered
too.

13. Objectives of Preservation
• 3. Maintenance of materials and collections.
• This element includes a number of ongoing concerns and actions that are basic to
the preservation program's success. They are:
• Achieving acceptable temperature and relative humidity environments for all
materials and formats held in the collection, to the extent that these factors can be
controlled and remediated.
• Promoting and supporting collection cleaning programs for all library storage
areas.
• Working with library staff, campus personnel, and vendors to provide adequate
security for materials.
• Maintaining an up-to-date Emergency Planning and Response Manual, improving
response team members’ emergency recovery skills and knowledge, and
coordinating the emergency response and preparedness program.
• Building and maintaining communication channels with staff to report conditions
that in their judgment are threatening the well-being of materials and collections.

14. Objectives of Preservation
• 5. Collaborating closely with the Department of
Special Collections and University Archives,
the Music Library and Maps Section.
• These three areas hold some of the library’s most
special, rare and valuable resources, so the
Department aims for regular evaluating,
determining, and addressing of those preservation
and conservation needs.

15. Basic Preservation Management
• Preservation can be defined as ‘all managerial,
technical and financial considerations applied to retard
deterioration and extend the useful life of (collection)
materials to ensure their continued availability’1 .
Preventive measures can considerably extend the
useful life of collections, and are usually much more
cost-effective than interceptive measures taken to
remedy damage after deterioration has taken place.
The external causes of deterioration of collections
include: • poor handling or storage • theft or andalism
• fire and flood • pests • pollution • light • incorrect
temperature and relative humidity(RH).

16. Basic Preservation Mangement
• Basic information and simple steps to take for the good care,
handling, and storage of collections:
• Books
• Paper
• Photographs
• Scrapbooks and Albums
• Newspapers
• Comic Books
• Audio-Visual: Grooved Media, Magnetic Tape, and Optical Discs
• Audio-Visual: Motion Picture Film
• Asian Bindings
• Other objects: Video on making a custom storage box for objects

17. Basic Preservation Management
• Additional information on preserving collections, beyond good storage
and careful handling:
• Matting and Framing
• Limiting Light Damage from Display/Exhibition
• Reducing Risk from Pollutants
• Marking Library Collection Materials
• Digitizing Collections
• Making Preservation Facsimiles (Preservation Photocopying)
• Dealing with Water Damage
• Library Binding using Advanced Bindery Library Exchange (ABLE™ 7.0)
• Contracting for Library Binding [PDF: 242 KB / 25 pp.]
• Contracting for Purchasing Pressure-Sensitive Labels [Word: 132 KB / 7
pp.]
• Conservation Treatment Manual for General Collections

18. Preservation Principal
• The following principles guide the evaluation of
options for reformatting materials in library and
archives collections to meet preservation
requirements. Critical decisions must be made
regarding staffing, technical specifications, equipment,
procedures, and implementation strategies. In practice,
each reformatting project demands its own
specifications and procedures based on the desired
outcome for original source materials, the desired
functionality of the reproduction, and short- and long-
term budget considerations. In all cases, however,
these overarching principles apply.

19. Preservation Principal
• Preservation of library and archives resources
shall not come at the expense of usability. The
goal of preservation reformatting is to permit
ongoing access to that portion of the
information embodied in source materials
that has been identified as essential to their
continued usefulness for articulated purposes.
This goal may be facilitated by:

20. Preservation Principal
• collaborating with primary user communities to define the
goals of preservation reformatting projects and programs;
• open standards: selection of formats that lend themselves
to ready distribution and widespread use;
• intellectual control and other publicity: creation of quality
catalog records in order to render materials easy to find;
participation in union listings; distribution of reports and
announcements that introduce target audiences to
preserved collections;
• specifications for handling source materials, which can
range from "no change tolerated" to "alter as needed"
(e.g., clean, repair, disbind) based on the level of access
mandated for the original material following reformatting.

21. Materials to be preserved
• The library houses the document by considering the long-term
preservation of the items while still allowing the end user to access
the material easily. But all library collections experience damage
from use and decay from aging. So there is a need of preservation
and conservation of library materials. Books and other
materials suffer damage or deterioration because of several groups
of factors, some inherent in the materials and others beyond the
control of the library. Library holdings may begin to deteriorate
because of the organic materials from which they are made. Each
type of material - paper, glue, plastic, etc. - that goes into the
manufacture of a book, recording or optical media has its own
combination of physical and chemical properties, and a life span.
The other factors include all of the conditions surrounding the
processing, storage and use of the materials.

22. Materials to be preserved
• Preservation is the task of minimizing or reducing the
physical and chemical deterioration of documents.
Conservation is the maintenance of documents in a usable
condition through treatment and repairs of individual items
to slow the process of decay or to restore them to a usable
state. Conservation includes study, diagnosis, preventive
care, examination, treatment, documentation using any
methods that may prove effective in keeping that property
in as close to its original condition as possible and for as
long as possible. The conservation actions are carried out
for a variety of reasons including aesthetic choices,
stabilization, needs for structural integrity or for cultural
requirements for intangible continuity.

23. Materials to be preserved
• a) Need of Preservation and Conservation: When an important, often used book
is found in a poor physical condition that restricts its future use and denies the
borrower the pleasure of its reading, then the need arises for its preservation and
conservation. The need of preservation and conservation are- i) Compendium of
Information: Books, journals, newspapers are the sources of information. They
reflect social, economic, political and cultural life. They also depict the latest trend
on all subjects or topics and, as such, they are a valuable asset of our society.
• ii) Raw Materials of History: The old reading material constitutes the raw materials
of our history and provides background information about an event in history.
Nostalgia for such works is another point of consideration.
• iii) Wide Range of Users: Everyone from a child to an old man, from layman to
researchers, turns to information even after hundred years of the publication of
the material.
• iv) Future and Heavy Use: Hard copies of the old as well as new materials are
prone to decay. So, to provide continuous and wider access to the collection
preservation is a must.

24. Materials to be preserved
• Rare Materials: Manuscripts and other materials are of immense
value from the cultural and historical point of view and therefore
they need to be preserved. Priority should be given to high-value,
at-risk materials of national interest. The purpose shall be to serve
preventive preservation, as well as security, goals by reducing the
handling of the originals.
• b) Strategies in Preservation and Conservation: The strategies in
preservation and conservation of library material can be viewed in
the form of following points-
• i) Document Selection: If preservation and conservation practices
will be followed then the goal should be to bring as many worthy
collections as possible for the document at risk to improve access.
• ii) Options: Choosing the options that will be followed to meet the
requirements of the custodial function of the library as well as its
current use.

25. Materials to be preserved
• Types of Preservation and Conservation
Techniques: The preservation and conservation
techniques can be of the following types:-
• i) Preventive Conservation: Many cultural works
are sensitive to environmental conditions such as
temperature, humidity and exposure to light and
ultraviolet light. Taking sufficient measures to
protect materials in a controlled environment
where such variables are maintained within a
range of damage-limiting levels is called
preventive conservation.

26. Materials to be preserved
• Interceptive Conservation: Interceptive
Conservation refers to any act by a
conservator that involves a direct interaction
between the conservator and the cultural
material. These interceptive treatments could
involve cleaning, stabilizing, repair, or even
replacement of parts of the original object or
consolidation such as securing flaking paint.

27. Selection of materials
• Library materials are selected on the basis of informational,
educational, cultural, and recreational value. These
materials are selected in compliance with the mission and
goals of the library. The following ge neral criteria are also
used in selecting materials for addition to the collection:
• 1) Importance and value to t he collection and library users
• 2) Significance of the subject matter
• 3) Current appeal and popular demand
• 4) Local interest
• 5) Cost and budgetary constraints
• 6) Authority,
• accuracy, and artistic quality

28. Selection of materials
• Reviews from professional and popular media are a major source of
information about new materials. Standard bibliographies, indexes,
book and media lists by recognized authorities, including best seller
lists, a nd the advice of competent people in specific subject areas
also may be used. Both public and commercial, free and paid online
resources are selected using the criteria outlined in this policy are
an integral part of the collection. Special considerati ons for
electronic information sources are:
• 1) Ease of use of the product
• 2) Availability of the information to multiple, concurrent users
• 3) Technical requirements to provide access to the information
• 4) Technical support and training

29. Selection of materials
• Gifts and Donations
• The Library accepts gifts, donations, and will purchase
memorials. The library does not guarantee that
donated materials will be added to Library collections
and the determination of what materials will be added
to the Library collection is left to the sole and exclusive
discretion of the Library., The Library reserves the right
to give donations to the Friends book sale , including
donations consisting of
• materials which were gifted and/or donated to the
Library

30. Selection of materials
• Withdrawal of Materials
• The collection is reviewed and revised on an ongoing
basis to meet contemporary needs. Collections are
current and popular, not archival, nor are materials
needlessly duplicated. Materials that are worn,
damaged, outdated, duplicated, no longer accurate,
and no longer used may be removed ed from the
collection. The professional staff of the library, under
the general direction and supervision of the Library
Director, will be solely responsible for the withdrawal
of materials.

31. Conservation Treatments
• CONSERVATION TREATMENT
• The Conservation Treatment Division provides conservation and
consultation services for the collections of the Library. Conservators and
curators work together to establish priorities and treatments, which vary
depending on the character and needs of the materials; preventive and
collection conservation approaches are used.
• TREATMENTS
• paper repair
• flattening and dry cleaning of paper and photographs
• reattaching spines, boards, and loose leaves
• aqueous treatments (washing, de-acidifying, and lining paper)
• re-sewing text blocks
• cloth and leather re-backing
• new bindings (paper, cloth, leather, vellum)
• encapsulation of sheets and post binding

32. Conservation Treatments
• CONSULTING
• collection care
• environmental management
• handling practices
• exhibits
• repair/conservation of damaged materials
• COLLECTION SALVAGE
• library materials damaged by water, fire, mold, or
vermin

33. Protective enclosures
• Overview
• Protective enclosures keep the parts of an item together,
provide some physical and chemical environmental buffer,
provide physical support to an object for storage, and
provide an auxiliary surface for labeling. Many standard-
size enclosures are available from commercial vendors, but
we also provide custom enclosures when standard
enclosures are not available or appropriate. Enclosure
materials and structures vary widely and may include
envelopes, sleeves, folders, dust jackets, boxes, and
portfolios. Protective enclosures are available for a wide
variety of formats found in library and archival collections.
See below for more information.

34. Protective enclosures
• Books and Bound Items
• Bound items may become candidates for
receiving protective enclosures in several ways.
Bound items which are damaged and have paper
too fragile to repair are often best served by
being housed in a custom-sized box or portfolio.
Library items with multiple parts can be kept
together safely in an enclosure. Some binding
structures (for instance, spiral bindings) do not
survive well in the stacks unless given a
protective enclosure.

35. Protective enclosures
• Protective Storage Guidelines for Paper-Based
Materials
• Paper-based materials are placed in enclosures to
provide protection, support handling, and isolate
one item from another. The enclosed items are
then placed into archival storage boxes or flat file
drawers to further protect them from exposure
to light, airborne pollutants and dust, and to
minimize the effect of rapid fluctuations in
temperature and humidity.

36. Protective enclosures
• Polyester film enclosures
• Polyester film enclosures are transparent and have the
advantage of allowing one to view the item without
opening the folder. A common enclosure design has a weld
or seal along two adjacent sides, in the shape of an L. The
paper item is slipped into the folder, positioning one seal
along the bottom. One disadvantage of polyester is that it
generates static electricity, making it unsuitable for friable
media such as graphite, charcoal, and pastel. Polyester is
also expensive and heavy compared to paper products.
Polyester enclosures, however, are often ideal for
fragmented or severely torn items where the static charge
is an aid in keeping loose pieces together until the item can
be repaired.

37. Protective enclosures
• Enclosures for Photographic Materials
• Paper enclosures for photographs can be sleeves, meaning sealed
on three sides, or folders. See section above (Protective Storage
Guidelines for Paper-Based Materials) for more information. The
enclosure should be made of ligin-free, acid-free, buffered (alkaline)
paper stock and have passed the Photographic Activity Test, or P.A.T.
The Photographic Activity Test confirms that the paper will not
cause fading or staining of photographic materials over time.
Suppliers of archival materials will usually indicate when enclosures,
boxes and mat board are lignin-free and have passed the P.A.T.
When using a paper sleeve, make sure that the image side of the
print or negative is placed against the smooth side, and not the
seam side, of the enclosure

38. Selection and review of materials for
conservation or replacement
Within the context of the Collections Development Goals
as set out in this document, selection of titles to be
ordered and the format of these titles is done by
faculty and Librarians. The funds to be spent are
managed by the University Librarian. For this reason
and with the exception of some restricted
endowments, the final decisions regarding title
selection rests with the University Librarian who is
guided by this Collections Policy. Faculty/Librarian
discussions, Senate decisions, the work of the
Academic Matters Committee, and Academic re-
structuring are the important factors in the decision
making process.

39. Selection and review of materials for
conservation or replacement
• In addition to input from faculty, the following criteria are used as guides when selecting titles for
the collection, developing the reference collection, developing new areas in the collection, filling in
identified gaps in the collections, and doing retrospective collection building:
• The relevance of the titles to the scholarly needs of students in the context of the present
curriculum.
• The author's reputation and significance as a writer.
• The title has received favourable critical reviews from reputable sources.
• The reputation of the publisher or producer of the titles is one of high quality subject content and
good quality physical product.
• The title is included in lists of works important in the field.
• The title is recommended in standard library evaluation material.
• The subject matter is presented at a level which is appropriate to undergraduate students.
• Timeliness of material.
• Permanence of material.
• Will material serve the interests of students in more than one discipline or programme.
• The price of the title is within the range to be expected for materials of its type.
•