Exploring

What is Preservation?

Elements of a Preservation Program

Although there is general consensus within the preservation community on the basic elements of a systematic preservation program, where the emphasis falls will depend on the type of institution, since institutional and user needs will vary. For example, the primary interest of a public library may be to keep materials in good repair so that they can be used until they become obsolete and are withdrawn, while a research library or an archives would emphasize preservation of intellectual content over the long term and/or preservation of original items with artifactual value.

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 replacements and expense.


• Storage and Handling—using nondamaging storage enclosures and proper storage furniture; cleaning storage areas; using care when handling, exhibiting, or reformatting collections; educating staff and users in proper handling techniques. Again, this should be a priority for all types of collections.


• 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 an excellent 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.


• Conservation Treatment—treating individual objects using the services of a trained conservator. This may be appropriate for a wide range of institutions, provided they hold unique materials that are of sufficient value to justify treatment.


• In-House Repair—repairing objects that do not have artifactual value using a trained collections conservator or trained in-house staff. In-house book repair is used by public and academic libraries to keep non-unique books in good condition for use, and some institutions use basic paper repair techniques (e.g., mending, encapsulation) for historical materials. But for special collections libraries, archives, and historical societies, general preventive activities such as rehousing should be given a higher priority than in-house repair.


• Digital Projects—using digital imaging to provide access copies of deteriorated original collections; creating digital objects that will act as preservation copies of original items; and/or preserving objects that are "born-digital." Digital projects may be appropriate across a wide range of institutions; the key in undertaking such a project is for the institution to have a good understanding of the requirements and limitations of digital imaging.

Each of these activities will be discussed in more detail in later sessions of this course. It is helpful to keep in mind that the primary goal of preservation is to ensure that collections survive in good condition for as long as they are needed. Preservation should never be limited to the treatment of a few select items. The most cost-effective way to establish longevity is to prevent or retard deterioration.