Creating a chart often helps clarify how duties are dis- tributed among the staff and serves as an organizing tool.
Since the preservation process involves different groups of people, we have made a sample chart showing steps carried out by library or curatorial staff, followed by one that outlines the procedures carried out by preservation department staff. The charts are models and should be modified to suit the needs of each institution.
Decisions Made by Administrative Staff
The first chart (fig. 1-25) shows steps in the preservation process that are carried out under the direction of administrative staff, i.e., a librarian or curator.
Survey and Sort.A librarian, curator, or subject spe- cialist is able to gauge the importance of particular items to the collection and can therefore decide the best way to handle materials that are not in good physical condition.
Withdraw.It may be that a book or document is no longer relevant and can simply be withdrawn from the collection.
If the item is to remain part of the collection, it is necessary to determine whether it is important mainly for the information it contains. If that is the case, practi- cal decisions have to be made regarding whether to replace it, reformat it, or keep it in its original form and repair it by various treatment options.
Replace. Replacing a book is sometimes the best solution. There are at least two situations where replace- ment is a better choice than repair: one is when it is pos- sible to purchase a new copy of a current book for less than it would cost to repair it, taking staff time and mate- rials into account. Another is when a publication, such as a directory, is out of date and will shortly be replaced by a new edition.
Reformat. “Reformatting” is a term that includes microfilming, making paper facsimiles by photocopying or other means (and then binding, in the case of books), making photographic reproductions, and reproducing by digital means. At present, photographic reproduc- tions, microfilming, and paper facsimiles made on acid- free paper are considered long-term preservation options.
Digitization is an exciting and promising develop- ment which extends access to knowledge in wonderful ways. It helps remove fragile items from use while mak- ing the information easily available. However, until we are assured that the data will be readable indefi- nitely, caution indicates that digitization cannot be considered a substitute for more traditional methods of preservation.
With all types of reformatting, the institution needs to decide whether to retain the original.
There are arguments for and against retaining copied or microfilmed originals. However, when materials are digitized, every effort should be made to retain the originals.
Designate for Treatment. If the librarian or archivist determines that a damaged work should be kept in its original form, there are several treat- ment options. These are determined by the nature of the materials, the severity of the dam- age, and the capabilities of the preservation staff.
Catalog, Accession, or Inventory. Once it has been decided that a work should be preserved, it should be cataloged or inventoried if not already done. This makes it possible to keep track of materials while they are undergoing preservation steps, and needs to be done eventually in any case.
Fig. 1-25
THE BASICS OF PRESERVATION SURVEY AND SORT
CATALOG, ACCESSION, OR
INVENTORY
EVALUATE MATERIALS FOR PRESERVATION
WITHDRAW REPLACE REFORMAT DESIGNATE FOR TREATMENT
Procedures Carried Out by Preservation Staff
The second chart (fig. 1-26) shows steps in the preserva- tion process that are carried out by or under the direc- tion of the preservation staff.
Evaluate Materials for Preservation.The preservation staff, preferably in conjunction with the person who made the earlier choices, should evaluate all the materi- als that were designated for treatment to determine whether each item can be treated in-house or not.
THE BASICS OF PRESERVATION Fig. 1-26
EVALUATE MATERIALS FOR PRESERVATION
IN-HOUSE PROCESSING
IN-HOUSE TREATMENT
PAMPHLETS BOOKS PAPER LARGE FORMAT
OUTSIDE TREATMENT
LIBRARY BINDER
MYLAR DUST JACKETS
PROTECTIVE CONTAINERS REHOUSE:
REPLACE CONTAINERS, FOLDERS, ENVELOPES
CUSTOM BOXES AND/OR PROFESSIONAL CONSERVATION LOOSE
PHOTOGRAPHIC MATERIALS
BOOKS THAT NEED HARD COVERS
FRAGILE
OVER- SIZE OR LARGE
FORMAT
LEATHER, PARCHMENT,
ETC.
RARE:
HISTORICAL OR MONETARY
VALUE DAMAGED
AND/OR ACIDIC CONTAINERS
BOOKS WITH DUST
JACKETS
DAMAGED BINDINGS
Outside Treatment (right side of chart).Certain oper- ations are usually better left to outside contractors. These include:
Library Binder.Books that need new hardcover bind- ings should be sent to a library binder. Most libraries have guidelines indicating publication date cutoffs and other factors that help deter- mine whether a book should be sent to such a bindery. Books that fall outsidethese guidelines must be evaluated to decide whether they should be reformatted, replaced, or treated by a hand bookbinder or conservator.
Custom Boxes. Outside vendors are a good choice when clamshell boxes and other custom-made containers are needed, as in the case of special collections materials that must be presented in a sturdy yet elegant way. Such boxes require a great deal of skill as well as access to good quality, well-maintained bookbinding equip- ment. Many library binders and certain suppli- ers make clamshell and other special boxes.
Some hand bookbinders also provide this service. (See appendix B for the names of a few commercial box makers.)
Professional Conservation. This category will vary according to the capabilities of the staff and equipment and space available in the lab of the library or archive.
Books or flat paper items that are very fragile or larger than can be handled in the work area, items made of parchment or leather, and works that have artistic, his- torical, or monetary value should not be repaired in-house.
Photographs should likewise not be treated in-house because they have very different characteristics from other works on paper and there are many types of pho- tographs, each needing a distinct type of treatment. If a
photograph needs treatment, consult a conservator who specializes in photographic materials.
When materials that need outside treatment are iden- tified in the collection, they should be placed in appropri- ate preservation containers to prevent further damage.
Administrative staff or subject specialists can establish priorities for treatment, since the costs are typically much higher than for other forms of preservation. As funds become available, these materials should be sent to con- servators who specialize in treating works of their type.
In-House Processing (top left side of chart). This is a broad category, encompassing both old and new materi- als, bound and unbound, print and nonprint. The group includes items waiting for treatment as well as other materials that will be kept in their present form but need rehousing or other protection, such as archival materials.
(Rehousing is addressed in section 3.)
Unbound materials, such as photographs or docu- ments, may be put into sleeves or folders and then into storage boxes or other containers.
Nonprint media such as magnetic tapes and film should be stored in adequate enclosures.
Materials in damaged or acidic storage containers should be placed in new, conservation-quality enclosures.
Polyester dust jackets should be placed over publish- ers’ paper dust jackets. This simple process preserves the paper jacket and provides added protection for the binding.
Books with damaged bindings which are not candi- dates for the library binder can be covered with polyester dust jackets, placed in preservation enclosures, or sent on for in-house treatment. Occasionally a combination of these is best.
In-House Treatment (bottom left side of chart).Mate- rials designated for in-house treatment can consist of books, flat paper items, pamphlets, and some large- format materials. This is the subject of sections 3, 4, and 5 of this book.
THE BASICS OF PRESERVATION
ONCE THE LIBRARIAN OR ARCHIVIST HAS DETER- mined what materials should be treated in-house, some preparations will be necessary. These will depend on the types of work to be carried out and the space available.
In libraries and archives where rehousing is the primary preservation activity, the main requirements are adequate work surfaces and one or more good cutters. In institutions where mending and other forms of conser- vation work are carried out, more equipment, access to water, and individual workstations are needed.
Storage space for supplies and for work in progress is needed in both cases.
In this section, we will look at various elements to consider when setting up a room or area for preservation activities. There is no one perfect solution. A large insti- tution that carries out extensive conservation activities needs one or more rooms where several people can work and where repair and rehousing materials can be stored.
Workstations and equipment should be arranged to facil- itate efficient production. A small library or archive may have just a portion of one room, and that room may be used for a variety of other activities not related to preser- vation. In these situations, it is essential to have a dedi- cated storage area where work in progress and supplies can be stored between work sessions.
This section is divided into three parts.
1. “Setting Up a Work Area for Preservation Activi- ties” has information about the essential features of a work space, as well as other desirable factors.
2. “Equipment” contains descriptions of several types of equipment, with details on their uses.
3. “Working Tips” explains how to carry out key steps that are used in procedures throughout the book.
32
Getting Started
Section 2
Work Space, Equipment, Tools, and Techniques
Setting Up a Work Area for Preservation Activities 33 Dedicated Space 33
Lighting and Environment 35 Storage 35 Office Area 36
Equipment 36 Cutters 36 Presses 40 Boards, Pressing Boards 43
Hand Tools 45
Working Tips 45 Measuring 45 Grain Direction 46 Cutting and Trimming 49
Scoring and Folding 50 Using Adhesives 52 General Working Tips 53
Before setting up your work area, try to visit the preser- vation departments or conservation labs of institutions similar to yours and talk with the staff. Find out what type of work they do and what features and equipment are useful to them. Don’t be discouraged if their facilities are dazzling and state of the art. Even the fanciest labs have aspects that didn’t work out as expected, especially if the staff was not able to make the final design deci- sions. And many, many institutions produce excellent work in labs that are not ideal.
The following are some factors to consider when setting up your work area.