THE BIG PICTURE
Preservation Strategies in Context
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8. Taking Care • An Informed Approach to Library Preservation
Jan Merrill-Oldham
The burgeoning of information resources in electronic
form, created and distributed worldwide, has had a profound
methodological, organizational, and financial impact on the research
enterprise. Today, the users of any large academic library expect
organized access to vast numbers of electronic journals, books, works of
art, and databases, as well as the equipment required for viewing,
printing, downloading, and manipulating them. The cost of licensing and
purchasing electronic publications of enduring value, and of the
hardware, software, and technical expertise required to deliver them, is
steep. And even as communications technologies are transformed by leaps
and bounds, the flow of paper, film, magnetic tape, and discs into
traditional library collections continues unceasingly
The dawn of a new and volatile information
environmentan environment that will surely change in ways
that cannot yet be predictedraises questions about the ability of
institutions to embrace and manage an ever-broadening range of services
and stewardship responsibilities As a growing body of information is
distributed over networks, concerns are inevitably raised regarding the bibliographic,
reference, and instructional attention being deflected from collections
of books, papers, and other materials amassed over the course of
centuries. It is not clear how we will fund the costly systems that will
be required to provide sustained access to electronic resources and
simultaneously find the means to do the same for traditional
collections. There is nothing new about complexity and competition for
dollars in libraries, but the stakes are being raised.
In order to be effective advocates for the care and
long-term preservation of library collections, we must cultivate a
stronger and more focused message regarding the role of preservation
programs in a modern information environment. We are well equipped to do
so. Over the course of the past thirty years, we have learned and
confirmed much about the physical nature and aging characteristics of
library materials, what strategies are most effective for extending
their useful lives, and how to apply these in cost-effective ways.
Following is a review of the preservation tools with which we must
continue to work effectively: environmental control, emergency
preparedness and response, collections care and handling, conservation,
commercial binding, and reformatting. What strategies have been
successful and are well worth championing in a new information age that
also carries with it most of the technologies of the past?
We have been hearing for decades that controlling
environmental conditions is the single most important action that a
library can take to ensure a long life for collections of all types The
aging of books, papers, photographs, film, magnetic tape, and discs is
inextricably linked to the conditions under which they are stored. In
general, an environment that promotes the longevity of organic
materials is characterized by cold, dry air that is free from gaseous
and particulate pollutants. Light is filtered to screen out ultraviolet
radiation and is controlled for intensity and duration. Furnishings
and surface finishes are composed of materials that are free from
harmful gas emissions.
In recent years, many of the world's oldest and
largest libraries have upgraded environmental systems in existing
buildings and have constructed new libraries and storage facilities
designed to promote the preservation of their collections. The
development and maintenance of hospitable environmental conditions is a
truly strategic act, affecting materials collectively rather than
selectively. Also strategic are such building routines as rigorous
testing, maintenance, and replacement of pumps, motors, and fans;
changing of air filters; integrated pest management; regular cleaning of
floors and other surfaces; and skilled vacuuming of collections.
Alongside requests for expanded technical
capabilities and increased collections purchasing power, funds for
environmental management must appear predictably and persistently in
every annual budget proposal. We cannot allow the need for ongoing
maintenance and physical improvements to slip off the radar screen as
pressure to offer distance learning and other important new services
mounts. Paper- and plastics-based collections will not disappear as
electronic sources become more prominent, nor will our responsibility to
provide safe housing for them.
If a high-quality off-site storage facility
is part of the library's strategy for managing ever-expanding holdings,
take full advantage of the options that cool, orderly, secure storage
presents for establishing truly rational preservation priorities. Never
before have we had so good an opportunity to invest typically lean
preservation resources in those holdings that are at greatest risk of
being lost if they are not conserved or copied promptly. Storage at
fifty degrees Fahrenheit and 35 percent relative humidity slows down the
aging process enough to truly legitimize long-range preservation
planning. The power of integrated library systems can also be
brought to bear on the highly systematic development and
implementation of preservation priorities. If the incidence of damage
and embrittlement can be recorded, for example, either as materials are
transferred to storage or are circulated from it, it will be possible to
address preservation problems in a meaningful sequence, however
slowly.
Like environmental control, emergency preparedness
and response support and legitimize all other preservation activity.
Although many institutions have put disaster preparedness plans into
place, few go far enough in their efforts to prepare for incidents that
could result in major loss. We must be more organized in our efforts to
train an adequate number of staff to respond to collections emergencies
large and small in a deliberate and informed way. Responsibilities
should be built into job descriptions rather than left to personal
preference and chance. Staff with diverse skills and experience must be
involved in emergency readiness to ensure that a range of talents can
be mobilized when they are needed. Too much homogeneity strips the
library of its ability to manage an emergency skillfully when a
conference calls away too many members of the disaster team.
Well-stocked emergency supply closets that include
such tools as water vacuums, dehumidifiers, fans, and extension cords
are a high priority. Experience has shown that access to the tools
needed in a library emergency must be restricted. Flashlights, plastic
sheeting, and other supplies are mysteriously attractive and can
dwindle if they are not kept under lock and key, hampering the first
hours of a cleanup effort. Emergency power-generating capacity should be
reviewed throughout the library system and improved where necessary,
even if it takes time and a concerted effort to analyze systemwide
needs, set priorities, and move adequate funding into place.
Be certain that the emergency support systems needed
at 2:00 A.M, on a Saturday morning can really be mobilized and
that every important vendor is called periodically to
ensure that companies are still in business and telephone numbers are
still working. Be sure that there are multiple options available for
securing freezer space for wet library materials, and plan to use a
disaster recovery vendor for freezing rather than a firm whose main job
it is to store and distribute the public food supply.
Finally, staff must have time to read the library
emergency preparedness and response literature, to assign roles and
responsibilities, to create documentation specific to the local situation,
and to organize and participate in emergency training programs and
exercises. While no degree of preparation suffices in certain
situations, many collections emergencies involving water can result in
minimal loss if they are managed by a trained response team.
Cultivating an environment for library collections
care and handling that promotes longevity requires observation, analysis,
planning, and a commitment of resources. Guidelines for storing and
using library collections have appeared repeatedly in the literature,
and although such prescriptions may be shopworn, they remain important
blueprints for action. The job of communicating good care and handling
practices to library staff and users is difficult to manage
convincingly. Signs, exhibits, news articles, and Web sites can
trivialize the issues or be effective consciousness-raising tools,
depending on how ideas are expressed. Seek tough criticism when creating
educational products for staff and users. Remember that messages
gradually become invisible in a familiar landscape and must be
refreshed. Goals for an education program are various because of the
many material types that a research library collects and preserves, but
the overarching one is to get as many users as possible to buy into the
principle of the public good. Library resources must be cared for and
protected by the entire user community on behalf of the community.
The way that collections are treated in public areas
suggests their ultimate fate. We can choose to let books and journals
pile up on floors around copy machines, or we can provide book trucks
for materials awaiting return to the stacks. We can opt for the
convenience of book drops, or take the extra care required for human
intervention. The politics of closing book drops is dicey, but the
argument against them can be made in compelling ways.
Over-the-counter returns coupled with good staff training can have
significant long-term benefits.
We must communicate regularly with vendors and
manufacturers to ensure that fast-disappearing right-angle book copiers are
carried forward into the digital age, and we must continue to encourage
people to copy pages one at a time, at least when to do otherwise would
be to ruin a volume. Microfilm readers, videocassette recorders, and
other readers and playback equipment should be kept as clean as possible
to avoid the transfer of dirt from machine to medium. Budgets may not
support an optimal level of care, but it is important to allocate
reasonable resources to machine maintenance to help minimize the damage
that media can sustain during reading and playback. We must reconsider
once again the ways in which the stacks are managed, and whether they
might be kept cleaner. Cyclical vacuuming is an effective way to reduce
abrasive dirt and grit and the damaging moisture that can be trapped
around books and papers by blankets of dust. While a full collections
vacuuming cycle may not be completed for years, it ensures that there is
continual improvement in the condition of the stacks and that there is
a mechanism in place for dealing with trouble spots.
Regarding processing, it is important to foster an
environment in which all materials are handled consistently, according
to an established protocol, from the time they enter the acquisitions
workflow. Materials check-in, temporary storage,
cataloging, and end-processing are among the
junctures at which handling decisions can affect permanently the condition
of a library collection. Procedures that promote longevity are
often as straightforward as ensuring that books do not lean on shelves
and that compact discs are rehoused in jewel cases. Regarding processing
supplies, care must be exercised in making selections. Acidic pamphlet
binders, for example, can still be purchased through standard library
supply catalogs and obviously should be avoided.
End-processing is a point at which the library's
security program can get a big boost. Although bookplates are an
elegant vehicle for acknowledging ownership, edge stamping is a more
aggressive way to mark an object as library property and therein to make
it a less desirable object of theft. Edge stamps are easily seen signs
of ownership and are hard to eradicate. They lower the value of an
object, often significantly, thus providing some protection against
resale.
Regarding the decades-long debate over whether to
mark items in special collections, the guidelines that have been
developed by the Rare Book and Manuscript Section of the American
Library Association's Association of College and Research Libraries
provide a structure within which a variety of approaches can be
considered. In general, libraries must navigate conflicting needs and
goals, caught between the desire to preserve value and aesthetic
characteristics and the need to prevent accidental and intentional loss.
For general collections, electronic library security systems, while not
foolproof, are effective deterrents to theft, particularly when security
devices are inserted in all circulating materials.
Despite our best efforts, damage to library materials
is unavoidable and likely to be widespread, and thus conservation must
be a priority. A great deal of attention was devoted during the 1980s
and 1990s to the development of methods and
work flows for carrying out high-quality book repair
for circulating collections. Likewise, the conservation of materials in
special collections has evolved considerably in recent decades, with
conservation treatments tending to be less invasive and more likely to
retain evidence of original intention whenever possible. Methods and
mending materials are chosen for their chemical, mechanical, and
structural advantages; and in the case of general collections, work is
done in batches to increase productivity. Custom-fitted boxes are
constructed to protect library materials from light, dust, and handling
and to substitute for treatment when the workload is overwhelming.
Significant space is required to manage an effective
collections conservation program for research library materials. The
larger the collection, the more tendingand therefore the more
square footageits care will require. Ideally, every item that
circulates and is returned to the library in damaged condition will be
repaired before it is sent back to the shelf. Programs must be balanced
so that the more important bindings are saved through conservation and
other materials are commercially rebound. There is an inevitable gap,
however, between the amount of repair and rebinding required for a
circulating collection and the work to which a library can afford to
commit. Setting priorities is no easy task, even if a library chooses to
concentrate almost exclusively on the treatment of materials that are
heavily used.
Certain classes of damaged materials must be
earmarked for rapid turnaround, and in such cases, the repair team must
deliver services that demand skill and speed. When a damaged reference
book leaves the shelf one day and is repaired and put back in use the
next, the conservation program can be judged a success. For all but the
most pressing needs, however, repair problems in most institutions often
go unaddressed, and the condition of collections tends to worsen
significantly as the collections age.We have not yet made the case
successfully to funders that library holdings require significant
upkeep. As a result, resources for collections maintenance are lean. If
salaries for skilled conservation staff and a suitable work space are
beyond reach, commercial binding is an option. Although instructions for
carrying out basic treatment procedures are documented in several
important publications, it nonetheless makes little sense to proceed
with an in-house treatment program if the program cannot be staffed
adequately. It is easy for the preservation unit to become a black hole
into which damaged materials pour and from which little emerges.
This is not to paint a gloomy picture of the state
and practice of conservation in libraries. Today we understand the nature
and behavior of the kinds of materials that we collect even better
than we did only a decade ago, and research in conservation science is
ongoing. More staff members in research libraries are dedicated to
collections treatment than ever before, and more practitioners recognize
the need to expand and strengthen these efforts. More conservation positions
are migrating to the permanent ranks, and more are recognized as
part the professional workforce.
For general collections, goals are generally similar
across institutions. In special collections, however, to treat the
letters and poems of Emily Dickinson, the page proofs of James Joyce's
Ulysses, or the globes of Gerardus Mercator requires consummate
skill. We know that objects ultimately deteriorate, but uninformed
conservation treatment can do far more damage to library materials than
time and wear. We must ensure that the conservators of rare books,
manuscripts, photographs, and other unique and important objects have
at their command years of training, ample technology, established
channels of communication with knowledgeable curators, the time to
research unknown objects, and generous opportunities for continuing
education.
In the absence of access to trained conservators,
in-house treatment of special collections begins and ends with
proper housing. If resources allow, conservation treatments are
contracted out. Neither a sizable professional staff, however, nor a
generous budget for contract work eases the difficulty of setting
conservation priorities. The gap between need and capacity is simply
overwhelming.
One viable approach to setting conservation
priorities for special collections is to focus on minor treatment, with
the goal of maximizing the number of items restored to good condition.
Another is to treat damaged materials that scholars are slated to use in
the coming year. Planned classroom use can be an important criterion
upon which to base treatment priorities, as can exhibition requirements.
Although the conservation of materials for the purpose of display is
sometimes viewed as a deterrent to accomplishing more systematic goals,
scholarly exhibits naturally highlight significant works and can be as
good a strategy as any for establishing goals. Yet another approach is
to focus on major treatment of a few great treasures each
yearobjects of indisputable and enduring importance.
Institutions can sometimes pursue multiple treatment
strategies, but every choice requires careful consideration, and every
treatment will be undertaken at the expense of another. Special
collections conservation is a compelling enterprise, however, and its
potential for attracting new funds should not be overlooked.
Few institutions can keep up with the need to repair
books in circulating collections in particular, and the importance of
commercial binding services for modern general collections is widely
recognized. Managing a binding program is not as straightforward as it
may appear to those who have never been involved in the decision making
and preparation process. The way a volume is bound dictates to a
great extent whether it will open well, will be able to withstand
repeated photocopying, and will retain most of its original features
after binding. Bindery preparation staff must also be able to assess
book structure, the condition of paper, and the way that these features
influence the development of a binding specification. Staff members
should have the opportunity not only to develop basic skills but also to
master the more sophisticated aspects of binding that result in a
better outcome.
Often discussed are methods for dealing with
paperback volumes when the budget is not adequate to fund comprehensive
binding. It may be better to commercially bind paperbacks selectively
based on patterns of use than to employ in-house binding techniques that
work in the short term but cause damage and failure in the long term. If
budgets will not stretch to accommodate needs, journals must take first
priority and monographs that have truly become unusable, second. The
efficacy of early intervention, and the difficulty and cost of delayed
binding, argue for a prompt response to binding needs.
Among the most daunting of challenges for research libraries
is the mandate to retain a large part of their collections
"permanently," a challenge that can be met through reformatting.
Although the job of managing materials while they are being processed is
a logistical puzzle, it pales beside the difficulty of monitoring and
managing ongoing preservation needs once materials are absorbed into the
collections. Looking across rows of deteriorating nineteenth-century
books, or boxes of important nineteenth-century papers that have become
brittle, it is hard to imagine how we will grapple with physical
problems that are too massive to solve exhaustively. Certain modern
materials decay so rapidly that we have not yet formulated a response to
their physical problems, let alone resolved them.
By way of example, many of the papers that record the
work of great thinkers can no longer be manipulated without damaging
them each time they are handled. Some collections are huge, and most are
made up of items that have considerably more value in the aggregate
than as discrete objects. Preservation surrogates allow us to depend
less on failing paper. They ensure that intellectual access persists
and, in the case of microfilm, serve as a platform for making new
microform, paper, or electronic copies on demand. Microfilm can be exploited
as a source for new versions, and at the same time it promises hundreds
of years of reliable access to the master copy There have never been
large budgets for copying deteriorated materials, and with every passing
year preservation resources must stretch further. Nonetheless,
libraries continue to identify and copy aging collections of
significance, and a segment of our holdings could potentially survive
for a very long time.
Fundamental to the microfilming process are both
strict adherence to national standards and unrelenting quality control.
These goals apply whether film has been created in-house or by a
commercial service. Image capture must be of consistently high quality
if it is to serve as a permanent record of the original work or as a
platform for making digital copies. Unless paper is so brittle that it
fractures with gentle handling, we can retain original copies of
reformatted materials for consultation until they are no longer able to
serve a useful purpose.
When making film, the printing negative is
all-important. In addition to protecting the master negative from
damage, it is the source from which the use copy is produced. That copy
can be created on film, paper, or as an electronic resource. Regarding
bibliographic control, there is no point in expending resources to
reproduce a text if readers cannot discover it easily There are untold
numbers of aging pamphlets in the stacks of some of our oldest libraries, for example,
that will become known to scholars for the first time as we clean up or
create cataloging records during reformatting projects. Our
international system for preserving and distributing fragile and rarely
held titles depends upon identifying and describing materials accurately
and noting missing issues and other anomalies.
Modern materials such as videotapes, many types of
sound recordings, nitrate negatives, and CD-ROMs (compact discs with
read-only memory) have begun to present us with an overwhelming array of
physical and management challenges. Sound and video recordings, for
example, have an unpredictable shelf life, are costly to copy and,
unlike a microfilmed book, will need to be copied repeatedly over the
years if they are to survive. Currently the average cost to remaster one
hour of video play time is approximately two hundred dollars plus
materials.
Copyright permissions present vexing issues in
preservation, for we must be able to migrate short-lived forms of
information long before they are in the public domain. To preserve some
materials will require that we secure preservation privileges that we
currently do not have. Furthermore, preservation reformatting promises
to be expensive, and we are unlikely to be able to do very much of it.
It is hard to imagine that we will find the means to support conversion
and maintenance of any significant percentage of our nonprint
resources if current costs and the legal environment remain unchanged.
And it will be many decades before we begin to realize the impact of
the resulting losses on our intellectual life.
The electronic environment promises to provide new
and sometimes better ways to preserve information, provided that we are
able to devise strategies that guarantee the persistence of electronic
files into the indefinite future. Digital copying, if executed expertly
eliminates the gradual degradation of text, images, and sound that characterizes analog
reproductions. New frontiers are opening before us that only a short
time ago seemed remote and improbable. Consider, by way of example, the
revisiting of history through early photographs. The daguerreotypes held
in fourteen repositories at Harvard are a useful case in point. These
images are among the earliest ever captured by photographic means and
are of great value to scholars and researchers in many fields. Until
recently they could be accessed only by the Harvard community and visitors
to the collections in Harvard's libraries and museums. Because of
their delicacy fragility, and uniqueness, the daguerreotypes could be
consulted only a few at a time and could not be borrowed for research
purposes, however compelling. Repeated handling threatened glass and
seals and generally increased the exposure of the unique,
silver-coated copper plates to risk.
Comprehensive photographing and subsequent digitizing
of every known daguerreotype in Harvard's libraries and museums have
addressed the problem of access and created unprecedented opportunities
for study and research. Copying and online display are creating new
audiences for Harvard's early photographs, making images widely
available for examination, comparison, and use in new ways.
Electronic reproductions are no substitute for the
real thing when it comes to experiencing history firsthand, but they
fulfill most purposes admirably and open up brand new avenues for
exploration. The conversion of traditional library resources to more
convenient, and sometimes more functional, electronic files is an
attractive option for everything from movies and news broadcasts to
newspapers and science treatises. It is practical, however, only in
cases where materials merit the cost of creating, maintaining, and
migrating digital files to ever newer forms, and where adequate funds
are available to do so.
The delivery of searchable texts over networks is
rapidly becoming a mainstream approach to publishing, much to the
satisfaction of those readers who are fortunate enough to have access to
fast networks and unlimited printing. The convenience and power of
electronic texts and images prompt us to wonder what place paper, film,
discs, and other physical instances of information resources will have
in tomorrow's publishing world, what will replace them, and to what
extent we will backtrack to capture existing resources in new forms. In
the preservation arena, to make, store, and deliver microfilm costs a
small fraction of what it costs to scan and process an electronic text.
It seems likely that we will proceed on multiple tracks, taking
advantage of existing copying techniques for some classes of material
and pursuing more expensive, more flexible forms of access for others.
The beauty of film is that it addresses preservation problems relatively
inexpensively and can serve as source material for creating digital
access should that prove desirable at any time.
Over the coming decades, digital table of contents
projects will rescue unindexed serial runs from neglect. Existing finding
aids will be converted from paper to machine-readable form, and new
and important indexes and finding aids will be created. Large numbers of
visual resources will be made available electronically and used as
never before. Historic scores, essays, and logbooks will blend with
modern demographic and economic data to create altogether new
relationships. And as texts and indexes are recycled for new uses, some
will at the same time also be preserved.
We have difficult choices before us regarding what
information to gather and what to save for the long term, as has been
the case since we first began to collect, organize, and store
information, and these choices will be greatly complicated by the fact
that modern documents need never be finishedno version need be
finalized. Despite logistical, financial, and legal issues, however, we will build
digital collections that are critical for teaching and research, and we
will use them in harmony with information resources in many other forms.
We will preserve materials at great risk of being lost forever and imbue
them with new power. We will rescue films and databases, ephemera, and
great works.
In contemplating these possibilities, libraries,
library users, and society at large must come to grips with major
financial needs and how they might better be met. We must do more to
raise awareness regarding the fragile nature of library resources,
ancient and modern, and to stimulate public interest in their survival.
We must build on our successes to make a stronger case to federal and
state governments, to major funding sources, and to the community at
large for ongoing support. The forging of connections between the past
and the present, and between our accomplishments and our aspirations,
is, after all, a large part of what it means to be human.
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