Preservation: An Overview Nancy E Kraft University of Iowa, Iowa City, Iowa

What is Preservation? The protection of cultural property through activities that minimize chemical and physical deterioration and damage and that prevent loss of informational content. The primary goal of preservation is to prolong the existence of cultural property. (AIC Directory, 1999) Activities associated with maintaining library, archival, or museum materials for use, either in original physical form or in some other format. [“Glossary of Selected Preservation Terms,” ALCTS Newsletter 1.2 (1990):15.]

Preventive Conservation The mitigation of deterioration and damage to cultural property through the formulation and implementation of policies and procedures for the following: appropriate environmental conditions; handling and maintenance procedures for storage, exhibition, packing, transport, and use; integrated pest management; emergency preparedness and response; and reformatting/duplication. (AIC Directory, 1999)

Conservation The profession devoted to the preservation of cultural property for the future. Conservation activities include examination, documentation, treatment, and preventive care, supported by research and education. (AIC Directory 1999) The treatment of library or archive materials, works of art, or museum objects to stabilize them physically, sustaining their survival as long as possible in their original form. (ALCTS Newsletter, p. 14)

Restoration Treatment procedures intended to return cultural property to a known or assumed state, often through the addition of non-original material.

Elements of Preservation Planning Environment Storage and handling Treatments Protection

Environment

Storage Environment Considerations  Temperature and humidity  Light  Air circulation  Insects, mold, and other worries  Cleanliness

 Avoid extremes in temperature and humidity  70°F/21°C - 45% RH  Avoid or minimize light  Maintain good air circulation  Keep away from food  Keep items dust free  Monitor for mold, insects, etc. Create a Good Environment

Davenport City Directory, 1874/75 Both books are the same title, one was stored in a good environment, using best practices of the time; one was not.

70°F/21°C or lower – with minimal fluctuations is ideal Higher temperatures accelerate the chemical reactions that cause deterioration in paper-based collections The rate of most chemical reactions doubles with an increase of 18 °F/7.8°C Temperature

Relative Humidity Refers to the amount of water vapor contained in the air (e.g. 30%, 40%) at a given temperature (e.g. 18°, 27°C), relative to the total amount of water vapor the air is capable of holding at that temperature at 100%.

Humidity (moisture in the air) provides water to fuel the chemical reactions that cause deterioration. The more moisture there is in the air, the more quickly chemical deterioration proceeds. High humidity accelerates the deterioration of paper, books, and photographs. Too low humidity can causes adhesives and book leathers to crack, photographs to shrink, crack, and curl. Fluctuating humidity levels can cause materials to expand and contract, weakening physical bonds. Humidity

People and collections in the same room 21° C max and 30-50% RH Collections only 18 °C max and 30-50% RH Ideal storage 1.6°-18°C and 30-50% RH Maximum daily fluctuation +/- 2°C; +/- 3%Rh Most places can’t afford to reach the ideal. Temperature – Relative Humidity Storage Recommendations

Collections Housing, Handling & Housekeeping

Containers Watch for misuse of words PVC free Acid free Never assume “equivalence” Acid-free does not mean lignin-free PVC-free does not mean photo-safe Archival does not mean fade-proof Tune out the word “archival” and look for specifics: pH levels Lignin content Fade-resistance Passes PAT (Photo Activity Test) Should be the right size, provide support

Terminology The term "pH" is used to express the acidity or alkalinity of paper-based materials. It does not apply to plastics. The pH scale runs from zero to 14, with 7 being neutral, below 7 being acidic, and above 7 being alkaline. Acid-free or acid-neutral enclosures have a pH of 7 to 7.5 and will absorb a limited amount of acid before they themselves become acidic and begin to decay. Lignin-free or low-lignin paper is produced from cotton or linen or other materials from which the lignin, a natural component of wood that darkens when exposed to light, has been chemically removed.

Buffered or alkaline-buffered enclosures contain an alkaline substance (the buffer) to raise the pH of the paper so it can absorb and/or neutralize a certain amount of acid. Lignin-free, buffered enclosures (pH 8.5 or above) actively reduce the sources of acid damage and are preferred for most paper-based materials. The Photographic Activity Test (PAT) was developed by the Image Permanence Institute (IPI) to evaluate the suitability of enclosures for photographic materials. The PAT can be performed on paper or plastic enclosures.

Plastics  Mylar Polyester – Gives support while allowing users to see the image  Polypropylene – Uncoated polypropylene is acceptable low cost alternative to polyester  Polyethylene – Lower cost alternative where clarity and rigidity is not needed  Avoid PVC and cellulose  Never use plastic enclosures if the media is flaking or friable, as with charcoal or soft pencil.

Note that the larger box has a drop front, making it easy to retrieve the catalogs; the smaller box has a “sling” so that catalogs can be lifted out.

Photo album that was marketed to professionals but is acidic

Good Housekeeping Dust from top to bottom Use good vacuum cleaner, Keep edge of books to edge of shelf Monitor for mold and insects Clean each individual book and the shelf Handle with care Establish a schedule Check your air ducts and furnace filters Do not use chemically treated cloth Object with chalk, charcoal, flaking, active/wet mold, should not be cleaned (conservator should do this)

Handling Think about how the item is constructed and where it’s weak /strong point is before handling Pull book from shelf by its spine, not by the top spine edge Handle photographs/CDs/DVDs by the edge Provide map with support before moving, if large, ask for help Slide delicate letter, manuscript, map onto a support before moving Use two hands If planning to move something a distance, make sure there is a clear pathway Ask yourself – does it need to be handled?

Exhibits Low, dim light Type of light should not exude heat UV shields if possible Facsimile if very rare, important (or rotate real with facsimile) Fragile, light sensitive items no more than 12 weeks Ideally nothing over 1-2 years Exhibit case should have low humidity and not exceed 70°F or 21°C Exhibit case should not be of wood or should be lined Acceptable barrier materials include polyester film, 4-ply 100% rag board, polyethylene foam sheeting, and Marvelseal (an adhesive-free laminate that is flexible and impermeable to gases and moisture). Dust/pollutant free

Fabric should have no additives and should be washed before using Undyed cotton, linen, polyester, or cotton-polyester blends can be used. Silk is acidic, and wood off-gases sulphur compounds Use acrylic or Teflon gaskets, not rubber, to seal cases Can use silicon gel to help keep microclimate dry Don’t leave book open to same page for several months Use appropriate supports Books should not be forced open, but opened to “their comfort level” Documents and photographs can be mounted using photo corners Don’t use adhesives directly on an item

Before copying an item Examine the item How sturdy is the item? Is the spine in tact? Are there loose pages? Will the item withstand being turned over? Consider copying face up Does the book lay flat easily? Should the book be supported so it can open at an angle?

Preservation Planning & Prioritizing

Planning Consider the following: Why are you saving? How does it fit with your collection policy? How will it be used? What will it cost in time/money? What is the value of the item? What works best for you?

Preservation Survey Identify potential hazards to the collection Prioritize areas of the collections for preservation action Distinguish between artifacts and informational or limited- lifespan materials Identify preservation actions required to keep collections in the best condition possible for the longest time possible (examples include extending security, improving housekeeping, installing climate-control equipment, replacing poor enclosures, conservation treatment) Prioritize the needs of the collections and identify steps necessary to achieve the required preservation actions.

Decisions on what one keeps or not and how items are treated need to be based, in part, on your Collection Policy.

Collection Policy Should answer: What areas/topics are you trying to cover? What are you documenting with your collection? Who are you serving? What types of material will you collect? What do people expect to find in your collection?

Selection for Preservation Considerations Condition and Use Condition and Library Processing Condition at the Shelf Collection and Condition Scholarly Review Vulnerability to Loss or Deterioration Value or Uniqueness

For Historical Collections Uniqueness Form Importance Intrinsic Value Historical Value

Set priorities

COLLECTION SPECIFIC Use—materials that are used frequently may be at higher risk than others. They include materials used by researchers or exhibited routinely. Storage—collections that are stored under adverse environmental conditions or in damaging enclosures may require prompt preservation action. Condition—items or collections in fragile condition may be at risk unless they receive attention quickly. Value—absolute value (rarity, monetary worth, intrinsic or associational value, etc.) and/or relative value of collections to the institution may influence preservation priorities. Whether collections have long- or short- term value to the institution will also affect decision-making. Format—whether or not materials need to be preserved in their original format will also influence priorities.

OVERALL Impact—those actions that will result in dramatic improvement or a slowing of deterioration, and those that will affect the greatest number of items, may be the highest priority. Feasibility—this factor is essential; it includes staffing levels and expertise, policy and procedural changes, political considerations, and financial considerations (outside funding, capital outlay, operating costs, expenses for materials and services). Even if the impact of a preservation action is high, it may be given a low priority if implementation is not feasible. Urgency—there will always be some activities that require immediate action; collections may be damaged or lost, or an opportunity to act on a particular project may be lost, if action is not taken.

To begin planning get the big picture

Collection Name:Date: Contact Name:Phone Number: Total Volumes/Items/Linear Ft: Environment/Structure:Concerns? Yes/No Temperature:R/H:Air circulation: Ceiling show signs of leaks:Air ducts: Walls showing cracks:Lights UV filtered Windows History of water damage: Comments: Pest history:

Disaster Response/Safety:Need? Yes/No Warning system:Fire suppressant system: Smoke alarms: Appropriate fire extinguishers: Location correct:Disaster response supplies: Sufficient exits:Exit path posted:Training: Meeting place in case of fire:... tornado: Comments:

Collection Types:Check all that apply Acetate Film:BW Photos:Nitrate Film: Prints and drawings: Textile:Paper Documents: Leather-Bnd Books:Vellum-bnd Books:Oil paintings on canvas: Artifacts:Archives:Manuscripts: Scrapbooks:Newspapers:Serials: Slides:Audio recordings:Video recordings: Maps:Posters:Art on paper: Preservation training needs:

Begin to identify needs

CASE STUDY Large collection donated to local museum

Items in file cabinet well protected, show little wear. Incorporate other loose file items into cabinet as items surface. Since items are well protected, concentrate on other areas of collection.

Majority of collection is stored in highly acidic boxes. Rebox into archival containers as time and money allows. Monitor collection for signs of damage from acidic boxes.

A few items appear to have mold on them Take out of frame and lightly clean (in well ventilated area or outside.)

CASE STUDY Archives collection

Large unprocessed or partially processed collections. As time and money allows, transfer collections into archival boxes.

Preservation of Books and Other Media House unprotected items in archival boxes.

CASE STUDY Manuscript collection

Slide collection most important Clean slides, digitize to archival specifications, store slides in archival plastic sleeves. Image printed out, matted for study or display.

Store matted prints in archival boxes for easy transport and study.

Preservation of Books and Other Media All other material Box like items together in appropriate size archival boxes. Audio and video tapes next priority. All other items low priority.

Emergency assistance available 24/7 Keep these numbers handy! Iowa Museums, Archives, and Libraries Emergency Team (IMALERT) , starting July 1, 2016 National Heritage Responders (NHR)

Resources for funding: Historical Resource Development Program (HRDP), State Historical Society of Iowa grant National Endowment for the Humanities (NEH), Preservation Assistance Grants for Smaller Institutions, no cost share, up to $6,000 Sometimes an option: Institute of Museum and Library Services (IMLS) National Historical Publications & Records Commission (NHPRC)