Preservation, Conservation and Access Project at the National Library, Singapore by Ms Mages Periasamy Senior Reference Librarian National Library, Singapore International Conference on Challenges in Preserving and Managing Cultural Heritage Resources October 2005 Rizal Library, Ateneo de Manila University

PCA PROJECT Objective To preserve, restore, archive & make accessible 85,000 rare & heritage materials Deliverables Fumigation, Conservation, Microfilming, Digitization, Archival Boxing & Encapsulation

LONG-TERM GOALS  Premium reference centre for Singapore rare/heritage materials  Facilitate access to Rare/Heritage materials  Prolong shelf-life of Rare/Heritage materials  Preserve historical & social memory, and the literary heritage of Singapore

BACKGROUND  Concurrent Collections Projects  Existing Preservation Activities (Adhoc) Microfilming,Fumigation & Conservation repair  Engaging a Preservation Consultant  Comprehensive Disaster Management Plan  Digitisation

CHALLENGES & ISSUES  Convincing Management  Outsource OR Do In-house  Logistics  Extent of Conservation Repair  Timeline  Scope  Costs

IDENTIFYING & SELECTING A VENDOR  All-in-one / Hybrid method  Minimize handling  Quantity of items  Outsource  Track record

VENDOR AT WORK… NATIONAL ARCHIVES OF SINGAPORE

COLLECTIONS PREPARATION : IDENTIFYING the COLLECTIONS  Selection Criteria unique & irreplaceable  Various Collections Rare, Legal Deposit, Closed Stacks, Donor, etc.  Access  Other collections Maps, posters & literary manuscripts

COLLECTIONS PREPARATION : SORTING the COLLECTIONS  For Fumigation, Conservation, Microfilming & Digitisation  Condition Study by Conservator  Three categories of Conservation Treatment  Copyright Clearance  Sorting Grid

Sorting Grid To reflect the various categories of treatment To facilitate packing into boxes and for easy identification & tracking TreatmentMicrofilmed Already To Microfilm OrangeSA Green or Orange/Green BC PinkDE Box No. : A1, A2, B1, E3, etc.

Extent of Preservation & Conservation Preserve the content? Preserve the original look? Artifact? Minima l repair? Full restoration ?

PICTURES OF RARE BOOKS CONSERVED… BEFOREAFTER

Logistics & Operations Transportation Fixed day Fixed no. of boxes Clean boxes Space Large work area Quarantined area Warehouse storage Proper climate control Tracking Account for each item Workflows Within National Library Within Archives No bottleneck

Logistics & Operations : Tracking

OTHER ISSUES Effective Communication Channel Balance between our Requirements & the vendor’s Expertise & Constraints Manpower – use of casual staff

COSTS & TIME MANAGEMENT COSTS VARIATION  Quotation – General costs for each of the 3 treatment types  Changes in Conservation repair costs – Extra costs  Variations in charging  Each book had its own merit TIME MANAGEMENT  Additional Requests  Changes in the type of treatment for each book

LEARNING POINTS  Dedicated staff  To Ensure Continuity in Manpower  Problem-solving skill  Good Tracking Mechanism  Phasing of Large-scale Projects  Strategic Partnerships

LEARNING POINTS  Preservation - Point of Acquisition  Preservation Strategy incorporated into standard workflows  All labels pasted externally onto archival box  Identifying Rare / Heritage title  Handling a Rare/Heritage item  Temperature / Humidity Control  Archival Boxes / Mylar Encapsulation

RARE BOOKS IN ARCHIVAL BOXES

CONCLUSION & THE NEXT PHASE  Preservation - Continuous Process  Prevention is better than cure  Preservation Strategy for Staff & Customers  Phase 2 ….

THANK YOU THANK YOU …