CONCLUSION
Winston Tabb and Mark Roosa
"To Preserve and Protect" brought together a wide
range of participants from a variety of backgrounds. Our speakers
engaged us in a number of topics, and all our participants had the
opportunity to discuss areas of common concern.
As we consider where we go from here, let us review
some of the themes that emerged. One of our greatest anxieties at the
Library of Congress, entering into the symposium, was that the nexus
between security and preservation, which seemed so natural to us at the
Library might seem like a shotgun marriage to others. But it was
reassuring to see, as the symposium progressed, that more and more
speakers referred to the link between protecting and preserving as if
it were obvious.
From the first day of the symposium, the welcoming
remarks by Librarian James Billington reminded us of the responsibility
that we all share in preserving and protecting our heritage assets,
pointing to the importance of collaboration and the urgent need for
coordinated action both nationally and internationally to achieve this
goal. Shirley Baker, vice chancellor for information technology and dean
of university libraries at Washington University in St. Louis, reminded
us on that day that this challenge extends to information stored
in new formats and will require that we rethink the
notion of artifactual value in the preservation equation. In response to
a request from the General Accounting Office that the Library of
Congress place a precise monetary value on its collections, the Library
has taken integrated steps to provide physical security, preservation,
bibliographic control, and inventory control for its collections, as we
outline in chapter 4.
"Cultural Heritage at Risk: Today's Stewardship
Challenge" explored some of the relationships that cultural institutions
and their funders maintain and the shared and divergent expectations
that each have. Werner Gundersheimer reminded us of what happens when
things technological "bite back," citing 100,000 feet of microfilm in
the Folger's collections that have become infected with the vinegar
syndrome, advising us to maintain a "healthy skepticism" for
technological innovation aimed at preserving our cultural assets. With
regard to Nicholson Baker's critique of newspaper preservation, he noted
thatlike it or notlibrarians are not alone in the business
of caring for the long-term preservation of the cultural patrimony.
Describing the "Janus Factor,'" Nancy Cline pointed to how security and
preservation are fundamentally and inextricably linked to one another,
as different sides of the same coin, and added that to create an
environment where access and protection are in equilibrium, all parts of
an organization must be on board.
With an eye toward identifying actions that cultural
institutions might take to address preservation and security concerns
on an institutional basis, we organized four sessions around the theme
"Mobilizing for the Future: Strategies, Priorities, and Expectations
for Preservation and Security."
"As Strong as Its Weakest Link: Developing Strategies
for a Security Program" explored the components of institutional
security programs and addressed minimum requirements for these efforts.
Laurie Sowd reminded us that no matter the type of institution we work in, or what our areas of
responsibility, the essential ingredients for a successful security
program are people, technical systems, and policies and procedures,
tied together with effective training. Steven Herman described
the Library of Congress's integrated collections security plan, which
aims to identify the risk status of items as they are processed, stored,
used, transported, and exhibited. Charles Lowry reviewed actions the
University of Maryland libraries have taken to assess their security and
safety policies and procedures in partnership with the Association of
Research Libraries to reinforce a philosophy of shared responsibility
among all staff.
"The Big Picture: Preservation Strategies in
Context" proposed models for determining preservation priorities while
questioning current preservation views. Jan Merrill-Oldham posed the
questions of whether digitizing is an effective replacement for
microfilming as the method of choice for preserving information printed
on decaying paper and whether we can realistically preserve the digital
resources that we create, however carefully crafted. Doris Hamburg
described the architecture of the Library of Congress's preservation
security plan, integrated within its overall collections security plan.
Jeffrey Field reported on the support provided by the National
Endowment for the Humanities since 1979 to develop a national
preservation infrastructure by strengthening the capacity of
institutions to care for their collections, with the intent of
preserving significant humanities collections.
"The Silver Lining: Coping with Theft, Vandalism,
Deterioration, and Bad Press" examined the way bad experiences can
sometimes lead to good things, including the improvement of
preservation and security measures. Jean Ashton described the theft of
$1.3 million worth of codices, early printed books, presidential
letters, medieval documents, business papers, and maps from Columbia
University in 1994 and how this affected the staff and served as a siren call
for action. Lynne Chaffinch described investigations she has been
involved in as manager of the Federal Bureau of Investigation's Art Theft
Program, with resulting legal action taken to capture and prosecute
thieves of cultural property. She discussed the dramatic theft by two
men disguised as police officers who broke into the Isabella Stewart
Gardner Museum in Boston, Massachusetts, on Saint Patrick's Day 1990 and
stole pieces of artincluding works by Rembrandt, Degas, Manet, and
Vermeervalued at approximately $300 million, which have never been
recovered. Her tale reminded us of the danger of placing trust solely
in our traditional modes of security. Camila Alire described one of our
worst nightmaresawaking to a call that millions of gallons of
water had submerged the library's collectionsand walked us through
the stages of recovering from such a catastrophic event.
"Building the Budget: To Successfully Promote Your
Program and to Meet Major Funding Demands for Preservation and
Security" looked at how institutions set funding levels for
preservation and security and sustain support in the face of budget
uncertainty. Noting the dichotomy inherent in protecting and sharing,
Nancy Gwinn encouraged us to "use the power of the original" and to
build on "the strength of our past" as recipes to garner support for
preservation funding. James Neal reviewed core preservation program
designs and described how their elements might be target marketed to
funders. He enlightened us as to some of the traditional and
entrepreneurial strategies for fund-raising, reminding us to leverage
our assets to generate new income streams for conservation and
preservation. Deanna Marcum described the role of the Council on Library
and Information Resources on the national front and asked what role
preservation programs should play in the digital age. She noted that in
the face of imperiled funding for preservation, the need increases for
individual institutions to contribute to the national
collection of scholarly resources and accept responsibility for
preserving their share of materials that have lasting scholarly
value.
"Understanding Success: Measuring Effectiveness of
Preservation and Security Programs" supplied us with a few examples
of how we might measure the impact of our preservation and security
efforts. For example, James Reilly offered a new way of quantifying the
impact of the storage environment on collections longevity as a basis on
which to estimate the return on investment for expensive heating,
ventilating, and air-conditioning costs. Francis Ponti introduced us to
statistical sampling methods and identified sampling projects undertaken
at the Library of Congress. In wrapping up the symposium session,
Nancy Davenport, the Library of Congress's director for acquisitions,
suggested that seas of statistical data could be mined to provide useful
snapshots of what is going on in our collections and reminded us to ask
in so doing only those questions that have quantifiable answers.
"Electronic Information and Digitization:
Preservation and Security Challenges" shifted our concerns to the
rapidly proliferating world of digital information and the challenges
of preserving both born-digital information and format-based digital
resources. Carl Fleischhauer pointed to the changing shape of
preservation in the digital future and noted that although preservation
of content in digital form often begins with security issues, such
reasons alone are not sufficient to justify preservation of digital
content. Musing on how digitization might be accomplished within an
institutional context, he added that simple copying is not
enoughwe must also consider the migration of content, emulation of
the technical environment, and digital paleography. Maxwell Anderson
pointed to our instinctive devotion to preserving all artworks and
intellectual property at any cost, the instability and impermanence of
digital platforms, and the fluid and seemingly infinite permutations of any digital experience as the
three most vexing obstacles that cultural institutions face in the
digital age. Clifford Lynch brought to our attention rough spots on the
digital highway especially with regard to digital copyright issues. He
noted that whereas the scholarly and publishing communities have made
considerable progress preserving information in digital
formbecause of the commitment to permanent access shared
throughout the entire community of authors, publishers, libraries, and
readers involved with financing, producing, distributing, managing, and
using this literaturethe consumer marketplace lacks a similar
shared vision, so that we face a looming copyright crisis as consumer
goods move into digital form.
"People, Buildings, and Collections: Innovations in
Security and Preservation" posed such questions as, "How much security
or preservation is too little or too much?" "How do cultural
organizations that are typically open to the public maintain appropriate
security and preservation measures?" and "What are some of the
innovative and effective ways that organizations have maintained this
balance?" With regard to the second question, Kenneth Lopez described
efforts by the Library of Congress to work across administrative
divisions to protect people, buildings, and collections. On the question
of how much security is enough, James Williams pointed out that our best
practices must provide for a reasonable level of stewardship and
protection, while also offering the most reasonable level of access to
our nation's cultural resources, an effort that must be formalized in
policy, founded on considerations of risk, and implemented to produce
the desired level of protection for an institution and its cultural
assets. Abby Smith illustrated some of the difficult choices that
institutions and individuals must make when taking action to preserve
cultural assets even though confronted with overwhelming amounts of
information and limited preservation solutions.
She encouraged us not to be diverted from the
business of preservation by the allure of new access technologies, and
she challenged us to view the value of collections in relation to
institutional goals and constituent needs and to examine how that value
changes over time. New technologies, she points out, for creating,
disseminating, and preserving information are changing our sense of the
intrinsic value of library collections.
Discussion on the theme "Envisioning New
Directions: Cooperation in Preserving and Securing Collections
Nationally and Internationally" gave us an opportunity to respond to
some of the ideas put forward with an eye toward articulating the most
pressing issues we face and ways in which we might collaborate to
address these concerns.
Several strong themes emerged from our discussions,
as a first step toward understanding where we need to go from here to
create partnerships to advance integrated preservation and security
efforts in our institutions. It was intentional that we focused
discussion from the final session on the notion of cooperation, with the
understanding that partnerships between preservation and security
programs within institutions are just taking shape and that building
opportunities for future cooperation is an essential ingredient for
constructing a strong infrastructure to protect cultural assets in all
types of institutions.
We asked the facilitators of our breakout sessions to
gather participants' ideas regarding two questions: (1) What are the top
three challenges that we face in building stronger preservation and
security programs? and (2) What are the top three suggestions that will
help us better collaborate to strengthen our collective preservation and
security capabilities? We identified some of the top challenges as the
following.
Institutions must find funding for both preservation and
security.
The impact of evolving technologies on preservation must be
understood.
It is important for us to cooperate on several levelsboth
within and among institutionsin our national and regional programs
for preservation and security.
Prioritization is crucial in selecting levels of importance and
understanding current and potential use. It is especially important in
the more complex digital world.
We need to market preservation and securityto give them
greater visibility, both internally among stakeholders, and externally
within our communities.
Because we lack economic models for collaboration among
institutions, we should seek the help of experts in structuring models
and determining how best to use them.
We need to act as advocates within our institutions for
preservation and security measures.
We need consensus on standards for preservation of digital copies
and standards for access to them.
Our buildings must become good repositories for valuable
collections through new construction or through retrofitting them to
upgrade them. Facilities must meet minimum standards for preservation,
security, theft suppression, and detection.
As we shape integrated security and preservation programs and
integrate them into our institutions, we should ask who the
professionals are who will make this happen. What about their training,
education, expertise?
This list is not exhaustive, but it does provide a start toward mapping
the areas we need to focus on in the future.
After considering common challenges, we turned to developing
collaborative initiatives. In the area of collections security, we shared many interesting points and
examples. In particular, we seem to agree that there is a need for rigor
and business-like approachesrealizing that library directors,
library staff members, and scholars are all quite capable of being
threats to the security of our collections and that we need to build
safeguards and controls that assume the worst in human nature. As for
collaborative action in this arena, the most important is rapid and
open sharing of informationboth about particular threats and
losses as well as about techniques that we have found effective in our
local settings.
In the area of preservation, three themes emerged.
First, preservation must take many forms. Second, we need to pay more
attention as a community to retention of the artifact. And, third,
whatever we do, we must do it together, preferably as part of a coherent
national strategy.
At the Library of Congress, we have made a special
effort in the last decade to develop a well-rounded preservation
programto look at environmental controls, rehousing,
reformatting, deacidification, digitization, and conservation as
indispensable arrows in our preservation quiver, to be selected for the
appropriate targets. It was encouraging to see each of these aspects of
preservation assume importance at one point or another in our
discussionsand no one of them ever put forward as a panacea in and
of itself. We obviously have come to recognize the complexity of our
task.
In regard to concern about retention of the artifact,
we elicited various ideas about how important this is, how many copies
of any item are needed, what kinds of formats are needed, and who should
retain them. The importance of retaining the artifact surfaced among us
as an issue in a sustained way that would not have typified such a
conference five or six years ago.
And, finally symposium participants developed a host
of ideas about ways to promote collaboration.
It was agreed that institutions should work
collaboratively to develop a greater range of tools to assess a wide
variety of security and preservation needs. More conferences like "To
Preserve and Protect" might identify common interests and help the
preservation and security communities organize to develop a structure
that makes collaboration possible. Security should be an issue added to
consortia agendas. Pooling technology research and development would
help us find preservation solutions. Beyond that, lobbying to clarify
or modify the copyright law would help ensure our ability to preserve
content. Licensed rather than owned content provisions could facilitate
preservation of born-digital products. Other suggestions for
collaboration included developing a shared database of potential
preservation collections, building facilities that could be used by more
than one institution, and developing a compelling story that could be
told to convey these concerns. It is important to undertake standards
development in all areas of security and preservation and to establish
mechanisms for sharing information regarding security issues and
infractions. We need to collaborate to preserve material by discipline
or topic, identifying which institutions can tackle specific problems,
selectively distributing assignments, and meeting regularly to share
ideas and resources.
The Library of Congress is aware that the kind of
national strategy we need must be developed thoughtfully with our major
stakeholders. Many of those stakeholders were well represented in
discussions at the symposium; but others, such as intellectual property
owners, were not.
In any case, at the same time that the Library of
Congress is committed to leadershipdoing what a national library
should among its community of librariesit is also committed to
leadership through collaboration. And so we would propose to advance the
ideas brought forward here as a partner with the Association of
Research Libraries (ARL) and the Council on Library and Information Resources (CLIR)
in the recently proposed "Joint Study on the State of Preservation
Programs in American Libraries."
Some of the components such a study needs to consider
if it is to lead to a coherent, compelling national preservation
strategy include deacidification, last-copy responsibilities, digitization,
databases with easily accessible preservation information,
and environmentally safe repositories. In addition, the Library of
Congress will address other issues in the near term. One such issue is
copyright legalities that have hampered our progress in coping with
digital materials. In addition to accelerating development of a
full-production electronic copyright deposit systemwhich we are
now working on in response to the National Academy of Sciences study
LC 21: A Digital Strategy for the Library of Congress (July
2000)the Library has plans to ask Congress to amend the copyright
law to make clear the Library's authority to copy open-access Web
material, much as the current copyright law gives the Library the
authority to tape news broadcasts without in fringing the network's
copyrights. But more important, the Library is interested in obtaining
authority to have authorized agents do this work on our behalf, under
clearly delineated conditions, both for access and for preservation.
Although the initial focus would be on clarifying our relationship with
the Internet Archive, our current partner, this concept of "agents"
could, if judiciously applied, provide an opening for forms of
collaboration in collections-building and preservation beyond what we
have ever dreamed of as a community.
The Library of Congress also plans to participate in
a potential national collaborative initiative concerning the development
of scholarly portals, described in the work that Jerry Campbell
and others have done for ARL. This concept became a theme of the
Library's symposium "National Libraries of the World," held on October 23-26, 2000, as
well, when our new colleague from the British Library, Lynne Brindley,
described an initiative in Great Britain whereby the national library
and various university libraries have agreed to take on responsibility
for portals in specific subject areas.
Because we often have more success with
funderscertainly at the national levelwhen we can
demonstrate that we are solving multiple national problems
simultaneously it has occurred to us that we might think for the longer
term about a similar but more expansive model in the United States.
Could we choose a few subjects or disciplines, divide them among several
libraries, and assign each library responsibility for permanent
retention of the appropriate artifactsproperly deacidified and
permanently stored at fifty degrees Fahrenheit and 35 percent relative
humidity; documented in an internationally accessible database; and, to
the extent copyright or licenses permit, made accessible through the
Internet for wide use? In this model, no library would have to give up
anything, but through it we might have information and predictable
behaviors on which to base acquisitions, retention, and preservation
decisions that we do not now have. Such a scheme is not without
problems, of course, but it is also a wonderful opportunity to realize
such a concerted national preservation and access program. Let us try to
make something as challenging as this happen in our lifetimes.
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