Records Preservation/Conservation (Prof.) Salvacion Manuel-Arlante UP/SLIS

SCOPE OF RECORDS MANAGEMENT  The records management program controls records throughout the organization and at all stages, including: 1. Creation 2. Distribution 3. Use 4. Retention 5. Storage 6. Retrieval 7. Protection 8. Preservation 9. Final Disposition

Records are maintained and used throughout two life cycles  Active records are used to conduct current business of the Agency or Organization and are maintained in office space and equipment (required and referred to constantly for current use, need to be readily accessible to users)  Inactive records (no longer required to carry out functions for which are not needed for current business and are generally maintained in less expensive off-site storage they were created)

Records Trustworthiness  Agencies/Offices/Organizations create and maintain trustworthy records in order to preserve the rights of government and its citizens and promote quality decision- making and efficient business practices. A record is trustworthy when it is: - reliable – a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities.

Records Trustworthiness  authentic - there evidence that the record is what it purports to be  with integrity – complete, unaltered and protected against unauthorized addition, deletion, alteration, use and concealment  Usable – able to be located, retrieved, presented and interpreted.

Records Trustworthiness  An office must ensure a record’s trustworthiness by maintaining its: - content – the information contained within itself that was produced by the creator of the record - context – cross-references to related records that show the organizational, functional and operational circumstances about the record, which will vary depending upon the business, legal, and regulatory requirements of the business activity, and - structure – the physical and logical format of the record and the relationships between the data elements

Medium or Form  Paper  Book  Photograph  Motion picture film  Microfilm  Sound recording  Drawing  map

Records are not all the same  It is important for anyone connected with record keeping to understand that not all information is created equal. Although some records are vital and need to be protected, most people intuitively understand that not all information needs to be retained long term.  In fact, a great deal of the information in your offices, is retained unnecessarily, and is of no value.

Records are not all the same  Ephemera – information to have little or no value to the office/unit. Such information might include spam, letters of transmittal (fax cover page, cover letters), routine correspondence and telephone messages (“while you were away” slips and other non- policy informational messages). Employees should recognize that such material holds no evidential value and can be destroyed.

Records are not all the same  General Records – the vast majority of records in an office are important in the short term but become less over time, eventually resulting in them either being destroyed or preserve in the Archives. These records should not be destroyed without consulting a records schedule. ( , correspondence, ex.) Records may vary from relatively unimportant to very important and must be destroyed according to records schedules.

Records are not all the same  Archival and Vital Records- Vital records need to have a great deal of consideration given to their care, with security a priority. Many of these records are essential in the event of a disaster and instrumental in the resumption of activities of the office.  Archival records are never destroyed and are preserved permanently.

Preservation vs Conservation – ANY DIFFERENCE?

What’s the difference? Preservation is a branch of library and information science concerned with maintaining or restoring access to artifacts, documents and records through the study, diagnosis, treatment and prevention of decay and damage. Conservation refers to the treatment and repair of individual items to slow decay or restore them to a usable state. Conservation refers to the treatment and repair of individual items to slow decay or restore them to a usable state. (Source:

PRESERVATION  deals with the acquisition, organization, and distribution of resources (human, physical, monetary) to ensure adequate protection and access to historical and cultural information of enduring value for present and future generations of users.  encompasses three aspects: planning, implementation, prevention

PRESERVATION deals with the acquisition, organization, and distribution of resources (human, physical, monetary) to ensure adequate protection and access to historical and cultural information of enduring value for present and future generations of users. deals with the acquisition, organization, and distribution of resources (human, physical, monetary) to ensure adequate protection and access to historical and cultural information of enduring value for present and future generations of users. encompasses three aspects: encompasses three aspects:planning implementation implementation prevention prevention

Conservation is the concentrated active care of damaged or fragile documents in any format. It involves invasive procedures, which alter the state of documents in order to stabilize or repair them.

CONSERVATION program that deals with the physical or chemical treatment of documents program that deals with the physical or chemical treatment of documents encompasses three functions: encompasses three functions:examinationpreservationrestoration

Conservation priorities  high-quality informational content  significant current/projected use  physical condition of original format  cost-effectiveness of treatment

OBJECT OF CONSERVATION PAPER DOCUMENTS Records, archives and library materials are mostly paper – based PAPER Sheet formed by collecting cellulose fibers soaked in water, draining the excess water and letting dry COMPOSITION Cellulose fibers – 99% (most impt. constituent) - Source of fibers: cotton, grass, bast, groundwood Sizing (smoothness) - Starch, gelatin, alum, methyl cellulose Fillers (opacity) - Clay, gypsum, calcium carbonate Pigments (coloring effect) - aniline dyes PROPERTIES The shorter the fibers, the more absorbent the paper The more sizing, the less tendency for ink to blot The more filters, the more opaque the paper

Causes of Damage/Deterioration acid – internal factors affecting quality of paper acid – internal factors affecting quality of paper light - ultraviolet rays in sunlight and fluorescent light cause chemical changes in the paper and accelerate the process of fading light - ultraviolet rays in sunlight and fluorescent light cause chemical changes in the paper and accelerate the process of fading temperature and humidity - accelerates the growth of mold and the internal decomposition of paper temperature and humidity - accelerates the growth of mold and the internal decomposition of paper air pollution - causing discoloration, embrittlement and disintegration of the paper fibers air pollution - causing discoloration, embrittlement and disintegration of the paper fibers Insects and rodents Insects and rodents

Causes of Damage/Deterioration Water damage is a fairly common cause and one that should be anticipated in most disaster prevention/ planning programs Water damage is a fairly common cause and one that should be anticipated in most disaster prevention/ planning programs Photocopying frequently damages bound volumes Photocopying frequently damages bound volumes Shelving - Leaning books cause undue strain on the spine, and tightly packed books are harmed with shelving and removal. Shelving - Leaning books cause undue strain on the spine, and tightly packed books are harmed with shelving and removal. Book drops Book drops Wear and tear from use Wear and tear from use

retarding deterioration retarding deterioration temperature and humidity control temperature and humidity control filtration screens against dirt and air pollutants filtration screens against dirt and air pollutants filters against ultraviolet and infrared rays filters against ultraviolet and infrared rays deacidification deacidification acid-free/rust-free storage facilities acid-free/rust-free storage facilities careful handling careful handling good housekeeping (and pest control) good housekeeping (and pest control)

Conservation Measures Acidity control Acidity control light control light control pest control pest control temperature and humidity control temperature and humidity control basic repair basic repair handling of materials handling of materials by staff by staff handling of materials handling of materials by users by users

Do not use any measure, treatment, or program that: cannot be reversed if necessary cannot be reversed if necessary cannot be used properly cannot be used properly will not last a long time will not last a long time is harmful to people is harmful to people changes the physical property of material changes the physical property of material dissolves or damages any part of the material dissolves or damages any part of the material Conservation Tips

Deacidification Treatment – along with microfilm and lamination - was developed during the early- and mid-20th century to retard deterioration of paper due to acidity. Mass deacidification – along with microfilm and lamination - was developed during the early- and mid-20th century to retard deterioration of paper due to acidity. Barrows Method William J. Barrow invented an aqueous process to neutralize acid in paper while depositing an alkaline buffer that would retard the rate of decay. William J. Barrow invented an aqueous process to neutralize acid in paper while depositing an alkaline buffer that would retard the rate of decay.

Conservation Measures Conservation Measures store materials away from light store materials away from light keep lights off or low keep lights off or low install ultraviolet filters install ultraviolet filters avoid using original items in displays and exhibits avoid using original items in displays and exhibits monitor light levels regularly (50 to 150 lux) monitor light levels regularly (50 to 150 lux) Light control:

Conservation Measures check incoming materials for signs of infestation check incoming materials for signs of infestation separate infested materials for treatment separate infested materials for treatment never eat/drink in storage/research areas never eat/drink in storage/research areas keep archives/library clean and uncluttered keep archives/library clean and uncluttered set traps/poison baits to catch rodents set traps/poison baits to catch rodents contact services of an exterminator contact services of an exterminator insects and rodents:

Conservation Measures Conservation Measures temperature of 20 to 25 0 C or F temperature of 20 to 25 0 C or F wide fluctuations should be avoided wide fluctuations should be avoided low RH (below 20%) leads to dessication and embrittlement of paper low RH (below 20%) leads to dessication and embrittlement of paper high RH (over 60%) accelerates chemical and biological deterioration high RH (over 60%) accelerates chemical and biological deterioration recommended level is 50 % recommended level is 50 % temperature & humidity:

Conservation Measures: the basics Fumigation Fumigation Dry cleaning, washing and bleaching Dry cleaning, washing and bleaching Mending, reinforcement/binding, and support using Japanese paper Mending, reinforcement/binding, and support using Japanese paper lamination lamination encapsulation encapsulation

Wei T‘o freeze drying machine, a process that kills a variety of pests, including mold.Freeze-drying Materials await treatment inside a chest freezer

Reinforcing / binding process

Book-binding process…

Lamination process… Lamination was popular from the 1930s through the 1970s, but has since fallen Lamination was popular from the 1930s through the 1970s, but has since fallen out of favor. out of favor. Lamination changes the appearance of the document, causing damage and irreparable distortions. Lamination changes the appearance of the document, causing damage and irreparable distortions. The current equivalent of (or alternative to) lamination is encapsulation, which protects deacidified papers within a sealed plastic sleeve. The current equivalent of (or alternative to) lamination is encapsulation, which protects deacidified papers within a sealed plastic sleeve.

Encapsulation Unlike lamination, encapsulation is completely and easily reversible. Encapsulated pages can be bound without significant damage to individual pages and can be a viable alternative for valuable and delicate materials.

Basic Repair Procedures relaxing and flattening documents relaxing and flattening documents removal of paper fasteners (pins, clips) / adhesives removal of paper fasteners (pins, clips) / adhesives appropriate means of attachment appropriate means of attachment surface cleaning of paper records surface cleaning of paper records testing for ink solubility testing for ink solubility ph-testing for acidity ph-testing for acidity mending with Japanese paper mending with Japanese paper

Mending with Japanese tissue

Use appropriate means of attachment like ribbons to secure damaged books.

Do not use post-it notes, paper clips, pressure sensitive tape, rubber bands….

Conservation Measures handle materials as little as possible handle materials as little as possible never use ink or adhesive tape never use ink or adhesive tape do not write on any part of the material except to make notations using soft pencil do not write on any part of the material except to make notations using soft pencil substitute copies for originals substitute copies for originals do not overpack in boxes or in shelves do not overpack in boxes or in shelves handling of materials:

Handling of archival materials Handling of archival materials do not leave users unattended do not leave users unattended only issue a limited number of documents or folders, or one box at a time only issue a limited number of documents or folders, or one box at a time do not allow material to be taken out from reading room do not allow material to be taken out from reading room do not allow materials to be rearranged do not allow materials to be rearranged only staff should take charge of photocopying only staff should take charge of photocopying examine materials after use examine materials after use

Surrogating/Reformatting Surrogating is the creation of copies of original documents in various forms, to be used in place of damaged or fragile originals, or originals which may become damaged or fragile through frequent use, and which continue to be preserved under the appropriate storage conditions. Ex: facsimile, photocopy, scanned images Reformatting is the creation of new formats of the original documents to assure their continued access and preservation. Ex: microfilming and digitization

Preservation Strategy: Surrogating/Reformatting Provision of surrogates - microfilm, microfiche, photocopy, digital copy Provision of surrogates - microfilm, microfiche, photocopy, digital copy Where surrogating is required, both the original document and the surrogate copy Where surrogating is required, both the original document and the surrogate copy must be preserved must be preserved Where surrogates are available, original documents will only be produced in cases Where surrogates are available, original documents will only be produced in cases where researchers can prove a genuine need to consult the originals where researchers can prove a genuine need to consult the originals

Microfilming as preservation strategy Durable format, polyester film expected to last 500 years Meets archival standards Film can be converted to electronic format

Preservation Strategy: reprographics where the copying process is deemed to pose a risk of harm to the originals, no photocopying will be allowed. where the copying process is deemed to pose a risk of harm to the originals, no photocopying will be allowed. Reprographics will also be restricted to the staff only – users are not allowed to perform this function. Reprographics will also be restricted to the staff only – users are not allowed to perform this function. Flash photography will not be allowed. Flash photography will not be allowed. Only surrogate copies will be allowed for loan/exhibition. Only surrogate copies will be allowed for loan/exhibition.

usually refers to the conversion of printed text or images into binary signals using some kind of scanning device that enables the result to be displayed on a computer screen. usually refers to the conversion of printed text or images into binary signals using some kind of scanning device that enables the result to be displayed on a computer screen. has been endorsed as an accepted preservation reformatting option for a range of materials. has been endorsed as an accepted preservation reformatting option for a range of materials. Digitization

Conservation Facilities air conditioning air conditioning dehumidifier dehumidifier fumigation chamber or vacuum fumigators fumigation chamber or vacuum fumigators vacuum / freeze-drying chamber vacuum / freeze-drying chamber

Preservation Policy A policy for preservation cannot be prepared in isolation; it must form an integral part of the overall policy for collection or repository management. A policy for preservation cannot be prepared in isolation; it must form an integral part of the overall policy for collection or repository management. It must take full account of the aims and objectives of the organization, the needs of users and the place of the collection or repository within a local, regional, national or even international framework It must take full account of the aims and objectives of the organization, the needs of users and the place of the collection or repository within a local, regional, national or even international framework The Policy must be written, and adheres to basic principles in conservation The Policy contains a manual of procedures to serve as helpful guide and training aid, and lists specific “do’s and don’ts”

Preservation Policy Statement A document embracing a range of programmes to be applied to materials as appropriate. Includes: preventive measures to minimize the rate of deterioration preventive measures to minimize the rate of deterioration housekeeping - best practices to extend the life of the materials housekeeping - best practices to extend the life of the materials training programmes for staff and users on correct handling of materials training programmes for staff and users on correct handling of materials

Preservation Policy Statement security measures and contingency plans for disaster control and recovery security measures and contingency plans for disaster control and recovery protective measures, such as boxing, binding, and wrapping, to reduce wear and tear on materials protective measures, such as boxing, binding, and wrapping, to reduce wear and tear on materials a substitution programme for replacing valuable or very brittle originals with surrogates a substitution programme for replacing valuable or very brittle originals with surrogates conservation treatments to repair damaged originals conservation treatments to repair damaged originals

Who is responsible in preservation? Librarian/registrar Librarian/registrar Records officer Records officer archivist archivist conservator conservator personnel personnel users users Librarians/archivists/registrars/records officers keep them under best conditions determine which require special facilities or handling decide which merit conservation Conservator: advises the best treatment undertakes the repair/conservation Personnel: Handle library materials gently. Set a good example for users. Users: Handle materials gently. Safeguard materials for future users.

VITAL RECORDS FINANCIAL RECORDS EMPLOYEE RECORDS MANUFACTURING RECORDS NEGOTIABLE INSTRUMENTS INSURANCE POLICY INFORMATION OWNERSHIP RECORDS MAJOR CONTRACTS and AGREEMENTS with AMENDMENTS

Methods of Storage  On–site and Vaulting  Off–site and Vaulting  Periodic Method  One Period  Rotation or Two Period  Maximum – Minimum

Protection Program  Duplicate and Dispersal  On-Site and Vaulting  Off-site and Vaulting  MCF  E

Summary of preservation strategies conditions actions damaged fragile and endangered frequently used pest-infested in-house treatment deacidification lab conservation encapsulation lamination digitization microfilming photocopying fumigation