INTRODUCTION
Winston Tabb
At the Library of Congress, we celebrated our
bicentennial throughout the year 2000 with parties, gifts, and projects
that will enrich our national research collections. But no part of the
bicentennial celebration was more important than our trio of symposia
focusing on various aspects of our past and future contributions in
working with the library community to advance the core challenges of
librarianship.
In October 2000, we were fortunate to have with us
national librarians from thirty-one national libraries, along with an
international array of library historians, who joined in our symposium
"National Libraries of the World: Interpreting the Past, Shaping the
Future." That symposium was immediately followed by "To Preserve and
Protect: The Strategic Stewardship of Cultural Resource," which in turn
was followed by a final bicentennial symposium devoted to the role of
bibliographic control for the new millennium. It is not an accident that
we chose to make this cluster of three symposia the culmination of our
birthday party. For once the parties and gift-giving and celebrating
were over, we knew that we must turn our full attention to maintaining
this national library's vibrance and leadership in the twenty-first
century. This is our true calling. And there seemed no better way to do
that than by inviting our professional colleagues from various realms of
librarianship to join us at the close of our birthday year to chart our
collective course for the beginning of the new century.
In developing the symposium "To Preserve and
Protect," we sought to engage directors, administrators, and key
individuals responsible for safeguarding cultural collections in
libraries, museums, and archives in a dialogue on critical issues of
preserving and securing collections. Our goal was to explore concerns
that lend themselves to solutions in multiple, complementary settings.
Our time together provided us with a wonderful opportunity to share
expertise, to discuss common issues, and to network. But most important,
our chief purpose was to precipitate action, to build from our shared
concerns a commitment to developing concerted programs for preserving
and securing our collections.
"To Preserve and Protect" drew more than two hundred
participants and included library, archive, and museum directors,
preservation officers, security professionals, curators, archivists,
conservators, and other decision makers from a wide variety of cultural
institutions, including not just libraries, museums, and archives but
also historical societies and other repositories of cultural materials.
Participants came from large and small cultural institutions that are
parts of universities, governments, or the private sector. Some came
from professional organizations, including funding agencies. Some work
independently, providing expertise and services to institutions on a
project basis. Participants came from across the United States and
around the globe, including Brazil, Canada, Jamaica, Malaysia, Portugal,
Russia, and South Africa.
The idea and the development of the theme for this
symposium came out of the Library of Congress's own recent experience.
One of James H. Billington's first bold acts as Librarian of Congress
was to request a thorough audit of the Library of Congress by the
General Accounting Office. This audit has had many favorable outcomes
for the Library, but one of the troubling recommendations from the
auditors was that we should put a precise monetary value on our
collections. We successfully argued that this task was both
impossiblegiven the size of our collections and the increasing
volatility of the auction marketand unnecessary, because we do not
deaccession or plan to sell off our collections! But being forced to
think about the collections as "assets" in this rather coarse
dollars-and-cents way turned out to be useful preparation for a
requirement placed on us by subsequent auditors, that we prepare an
annual "stewardship report." For several years now, the Library has made
a formal certification to our auditors annually about our success in
safeguarding our "heritage assets," preparing just such a "stewardship
report."
Determining what this lofty phrasesafeguarding
our heritage assetsmeant in practice turned out to be a
fascinating intellectual exercise, as it led us to see, and
conceptualize, some of the things that librarians do in a very different
way. We determined that safeguarding our heritage assets comprised four
key tasks: physical security (protecting the physical object from theft,
mutilation, damage by water, fire, and so on); preservation (protecting
the artifact from deterioration through conservation or reformatting);
bibliographic control (knowing what collections the Library has); and
inventory control (knowing where these collections are). Without any one
of these legs of our four-legged stool, we could not assert that we had
reasonable control over our collections.
Year by year, as thinking about protecting our assets
in this holistic context has evolved, buy-in and cooperation across the
institution have grown substantially. We have seen broadening ties among
security, preservation, acquisitions, facilities, cataloging, and
curatorial staffs as each group has needed to articulate for the others
its issues, risks, concerns, and goals for safeguarding the collections.
This dialogue has led us to see preservation and security as so
intertwined that it would have been impossible to think of addressing
one topic in this symposium without the other.
Over the last few years at the Library of Congress,
we have had to face some serious issues concerning the security of the
Library's collections. We experienced thefts and mutilation of the
collections, subsequent inquiries from Congress, and related bad
publicity. These problems were not unique to the Library of Congress, of
course; but in this arena, there is little comfort in knowing you are
not alone. In addressing our security problems, we had to look hard at
what we were doing. We sought ways to make speedy and effective changes.
We needed to invent methods for documenting successthe huge
challenge of proving a negative. It was critical to convince funders
that they should appropriate funds to make sure nothing
happenedwhen what funders normally want to see is something
happeningand to plot a coherent course for the future. We are
confident that we are on the right track, but by no means at the end of
it. In fact, we believe that there really is no end"eternal
vigilance" being not just the price of liberty, but the unending mandate
for guardians of our cultural heritage.
At the Library of Congress, securing the collections
has been and continues to be a process in which we learn with each step.
We relied heavily on external consultants at first, while moving as
rapidly as possible to create a professionally staffed Office of
Security. We have worked hard to educate staff about the importance of
securing our irreplaceable collections, even when it sometimes makes our
work life inconvenient. We have tried to make every Library employee
understand that he or she has a role to play and that this effort
requires much more than just a competent police force.
I know I am not alone in regretting that security has
come to play such a major role in our daily lives. We all regret that
the resources that must be devoted to security continue to grow. When
young librarians at the Library of Congress ask me which changes I most
love and which I most regret during my twenty-eight years here, I have
no hesitation in pointingas a cause of deep regretto the
elaborate and off-putting entrance and exit security measures our
visitors now face. But I also support these measures, as documented
incidents of danger to staff, collections, and facilities leave no room
for sentimental yearning for the "good old days."
From the early 1990s, when collections security moved
front and center as a major institutional priority for us, it has been
our intention to share what we have learned, and to learn from others,
by focusing a brighter light in this dark corner of library and archives
management. This is why protecting collections played a major role in
this symposium.
Still, protecting and preserving the collections are
not separate activities but an integrated process. One or even a number
of actions do not solve all the collections security issues. If we are
really going to be effective, we must have key preventive elements in
place. We constantly need to identify and reassess priorities,
particularly in these times of shrinking or level funding.
Unfortunately, it is generally easier to secure funding to cope with a
disasterwhether it is to conserve a rare manuscript that is in
tatters or to purchase locks and cameras for the storage room that has
suffered a theftthan it is to obtain funding to maintain an
ongoing program that prevents damage or loss. Although preventive
programs are not generally considered to be dramatic, they are the most
cost-effective, efficient, and smart. By putting into place controls and
programs that prevent loss, we are doing our best to fulfill our
responsibility of maintaining the collections for future generations.
Prevention is thus another key theme of the symposium.
For the most part, theft and collections
deterioration are both silent dangers. How can we draw attention to
these problems? It is usually the spectacular theft or defacement, or
the devastation that comes with flooding or fire, that captures the
public's attention. It is obviously important to be as prepared as
possible to react to emergencies effectively when they do happen. Most
security problems, however, such as the theft of a rare book from its
storage location, remain undetected for a long time. In the case of
chemical and physical deterioration, such as embrittlement or damage
resulting from poor handling and storage, the change is very slow
indeed; and when discovered, such loss is often costly or even
impossible to mitigate. Which brings us back to the importance of having
ongoing programs in place to safeguard our collections through
prevention and to minimize our reliance on bad news and dramatic
incidents to capture the attention of our funders.
It is important that cultural institutions share
understandings up front so that their funders and benefactors share
expectations with them with regard to preserving and securing the
cultural assets that are entrusted to them. How do funders and cultural
institutions come together to move forward on a common agenda? What is
the impact of publicized failures on the development of preservation and
security programs?
Traditionally, when institutions suffered security or
preservation problems, the approach was to try to keep the information
quiet, for fear of public embarrassment. The tendency was to whisper and
hope the problem would go awayor at least never again happen in
our own backyards. In recent years, though, the cultural community has
significantly matured in its thinking, dealing with these threats in a
more forthright and collaborative manner, from which we all benefit. By
making losses public, institutions have helped each other become more
aware of potential risks we all share. We can take advantage of new
technologies to spread such alerts more rapidly and broadly than ever
before.
Throughout the planning process for the symposium, we
looked for innovative approaches to the challenges facing
uschallenges not only in developing programs to address
preservation and security concerns, but also in them to our
administrations and funders. How can we show that preservation and
security programs are effective or necessary? Should we try to measure
in a practical way how many items have not been stolen? Can we prove how
we have slowed collection deterioration? How do we document success and
make it as clear and compelling as the sensational stories of our
occasional failures? These questions were the focus of the session
"Understanding Success: Measuring Effectiveness of Preservation and
Security Programs."
The subsequent session, "Electronic Information and
Digitization: Preservation and Security Challenges," addressed the new
and highly complex concerns that arise in regard to the preservation and
security of electronic and digital collections. How will the integrity
of these collections be maintained over time? Our final session,
"People, Buildings, and Collections: Innovations in Security and
Preservation," looked at the tension between the need to make
collections accessible and the mandate to safeguard them for the future.
How do we assess risks and achieve the right balance in deciding how
much security or preservation is too much or too little? How do we
prioritize to meet our goals?
How do we decide which artifacts to conserve and
retain in their original form? How do we determine what artifacts future
scholars will need in order to undertake their research, and when is
saving the content in surrogate form sufficientwhen is it the only
realistic option? If we agree that we need to be more thoughtful about
retention of certain artifacts than we have been in the past, how do we
allocate responsibilities for this costly commitment in an orderly and
transparent manner?
As a community, we can respond to the issues of
safeguarding cultural and intellectual collections. We know from past
successes with the Brittle Books Project (begun in the 1960s as a joint
effort of the Library of Congress, Association of Research Libraries,
and Council on Library Resources) and with the U. S. Newspaper Program
(begun in 1982 by the National Endowment for the Humanities and joined
two years later by the Library of Congress as a joint program) how much
we can accomplish when we agree on a few national priorities and then
clearly divide the labor so that each player focuses on what it does
best. As we consider the future, we must share ideas on national needs,
priorities, options, and the potential for cooperation among us, with a
view toward developing a few action plans that could make a difference
in the safeguarding of our intellectual heritage. We must both learn
from each other and establish means of working with each other to
"preserve and protect" our cultural resources in ways that surpass even
the most effective cooperative programs of the past. Let us make that
happen.
WINSTON TABB
Associate Librarian for Library Services
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