1. PRESERVATION WORKSHOP Susan Hamburger, Ph.D. Penn State University January 15-16, 1999 Florida Historical Society Cocoa, Florida

2. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop2 AGENDA: January 15, 1999 w Welcome w Introductions w Archival Collections Collections Policy Arrangement and Description Textual Records Visual Materials Archival Supplies and Sources

3. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop3 AGENDA: January 16, 1999 w Preservation Preservation Planning Environmental Conditions Archival Storage Reformatting w Conservation Deacidification Encapsulation Basic Repairs When to consult a conservator w Disaster Preparedness w Disaster Recovery

4. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop4 ARCHIVAL COLLECTIONS w Mission Statement Collections Policy Deed of Gift Accessioning and deaccessioning w Arrangement and Description Arrangement Foldering and Boxing Description w Visual Materials w Reformatting

5. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop5 MISSION STATEMENT w Defines the vision for the archival program and its place within the larger institution Why was the archival program initiated? What groups, activities, or experiences does the archives document? What does the archives collect? What groups or interests does the archives serve?

6. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop6 COLLECTIONS POLICY w Statement of purpose w Indication of user community Topics of research Exhibits Outreach Publications w Clientele served by the collection

7. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop7 COLLECTIONS POLICY (cont.) w Priorities and limitation of the collection Present identified strengths Present collecting level Present identified weaknesses Desired level of collecting to meet all program goals Geographical, chronological, topical areas collected

8. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop8 COLLECTIONS POLICY (cont.) w Cooperative agreements with other archival repositories regarding collecting or documentation strategies w Statements concerning resource sharing w Summary of the deaccessioning policy w Procedures or policies affecting the collecting policy w Procedures for monitoring the progress and reviewing the collection development policy guidelines

9. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop9 DEED OF GIFT w Identifies the donor w Transfers legal ownership of the materials to the repository w Establishes provisions for their use w Specifies ownership of intellectual property rights in the materials w Indicates what the repository should do with unwanted materials w Consult an attorney to be sure language is binding

10. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop10 ACCESSIONING and DEACCESSIONING w Accessioning Recording, for legal purposes, what you have received and from whom Name of collection, brief description, size, date received Donor information: name, address, phone Accessions systems Sequential numbering (1001, 1002, 1003) Year-based numbering (1998-0001, 1998-0002) Alpha-numeric (M-0001, P-0001, A-0001)

11. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop11 ACCESSIONING and DEACCESSIONING (cont.) w Deaccessioning Out-of-scope materials Not historically significant materials (bank statements, checkbook registers, greeting cards, newspaper clippings not about or by creator) Multiple copies (theater programs, memos) Artifacts (toys, clothes, paintings) w Disposal (return to donor, discard, donate)

12. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop12 ARRANGEMENT: Definitions w Provenance Materials from one records creator/compiler should not be intermixed with those of another records creator/compiler despite similarities in subject matter w Record Group Body of organizationally related materials established on the basis of provenance

13. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop13 ARRANGEMENT: Definitions (cont.) w Record Series Group of materials which are organized or maintained by a records creator/compiler as a unit because of similar subject content, origin, or ease of use w Arrangement Intellectual and physical organization of records with regard to archival principles such as provenance and original order

14. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop14 ARRANGEMENT w Five levels of arrangement Repository Record Group / Collection Series (Subseries) File Unit (Folder, Volume, Reel of Magnetic Tape or Film, etc.) Item

15. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop15 ARRANGEMENT (cont.) w Look over whole collection Is there an apparent arrangement? Examine documents to get a sense of content Initially keep collection in original order Take notes w Write organization plan Follow original order Impose logical order on unorganized collection

16. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop16 ARRANGEMENT (cont.) w Sort the collection by type or series Series: For a family collection, each person would be a series, and each sub-series would be the individual’s personal papers (sub-sub- series: diaries, correspondence, photographs), business records, professional papers, etc. Type: Correspondence, scrapbooks, photographs, literary manuscripts, awards, etc.

17. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop17 BASIC CONSERVATION w Remove all staples, pins, paperclips, twine, brads, and rubber bands Replace them with plastiklips or place loose pages together in separate folder w Unfold and uncrease papers w Put fragile documents in mylar sleeve w Separate photographs and negatives

18. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop18 FOLDERING w Use the size of folder most appropriate for all of the unfolded materials; don’t mix legal and letter size folders in a box w Discard old manila folder after noting any relevant information on them w Archival folders are scored to create a flat bottom w Do not overfill folders

19. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop19 FOLDERING (cont.) w Photocopy acidic newspaper clippings onto acid-free paper; copy several clippings onto one sheet; include date and title of newspaper; discard clippings w Put books (ledgers, diaries) in separate folder from loose papers w Put oversized materials in a folder and box designed for oversized material

20. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop20 FOLDERING AND BOXING w Label each folder uniformly in pencil Collection or subject title Description of contents Date span of the material in the folder w Put folders in acid-free, lignin-free boxes according to arrangement plan Do not overfill or underfill boxes Use archival spacers for an underfilled box

21. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop21 FOLDERING AND BOXING (cont.) w Once the folders are in their final order, taken an inventory of the collection List each folder in each box Pull each folder, number it sequentially w Put a label on each box Collection name Contents Box number

22. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop22 DESCRIPTION: Definition w Development of written information concerning archival materials, such as the context in which records were created and the content of the records

23. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop23 DESCRIPTIVE PRODUCTS w Level Repository Record Group / Collection Series Contents File Unit Item w Product Guide; Brochure Inventory Accession Record Organizational History; Functional Analysis of Office; Biography Description; Notes Folder or Container List Calendar

24. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop24 FINDING AID w Components of a good finding aid Identification of the creator/compiler Title of collection, inclusive dates Amount of materials (size of collection in linear feet, cubic feet, or number of items) Organization and/or arrangement Restrictions on access or use Biographical or administrative history note

25. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop25 FINDING AID (cont.) w Scope and contents note Summary of contents of collection Highlights of important subjects, correspondents Name of person who processed the collection and the date w Catalog record contents Everything above plus subject headings derived from Library of Congress Subject Headings

26. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop26 VISUAL MATERIALS w Photographs Black-and-white Color C-41 process Polaroid w Slides w Glass-plate negatives w Daguerreotypes, tintypes

27. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop27 PHOTOGRAPHS w Structure of photographs w Identification w Photographic processes w Collection management Inventory Appraisal Cataloging Proper housing and storage

28. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop28 PHOTOGRAPHS (cont.) w Deterioration Poor environmental storage conditions Residual photo processing chemicals Poor storage enclosures and shelving conditions Rough or inappropriate handling resulting in unnecessary wear and tear

29. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop29 PHOTOGRAPHS (cont.) w Environmental Factors Relative humidity and temperature Air pollution Light Housekeeping Food, drink Dust Location off the floor

30. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop30 PHOTOGRAPHS (cont.) w Chemical processing and image stability w Storage systems and enclosures Materials (additives, colorants) Design (adhesive seal on seam) Paper or plastic

31. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop31 PHOTOGRAPHS (cont.) w Storage methods Prints Oversized prints Framed photos Glass plate negatives Broken glass plates Nitrate negatives Cellulose acetate negatives Color transparencies Albums, scrapbooks, mounted photographs w Handling

32. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop32 REFORMATTING: Access or Preservation? w Preservation Fragile or brittle Damage from heavy use w Access Available outside repository when closed Multiple users at same time

33. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop33 REFORMATTING: Microfilm w Pros: Only preservation medium Can be duplicated easily and inexpensively Can be loaned Can be read without expensive equipment w Cons: Readability dependent upon condition of original and quality of filming/processing

34. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop34 REFORMATTING: Digitizing w Pros: Wide dissemination over the Internet Highlight segments of collections w Cons: Not archival preservation Unstable medium prone to obsolescence Need expensive hardware and software to see Lose control of future use of images by others

35. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop35 PRESERVATION: Definitions w Preservation On-going maintenance of archival materials through proper storage and handling to ensure their survival for use w Conservation Physically treating materials

36. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop36 PRESERVATION: Definitions (cont.) w Acid-free Paper having a pH of 7.0 or higher; an alkaline buffer raises the pH to at least 8.5 w Lignin An element in wood that is a major cause of deterioration in paper

37. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop37 PRESERVATION: Definitions (cont.) w Lignin-free Archival files folders and boxes that are lignin- free and acid-free will take longer to acidify than plain acid-free supplies w Archival: adjective, not a standard Buy only products identified as acid-free, acid- buffered, and lignin-free

38. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop38 PRESERVATION PLANNING w Environmental conditions Temperature Humidity Light Cleanliness Location of stored objects By size By format

39. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop39 PRESERVATION PLANNING w Archival storage Shelving Folders Boxes

40. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop40 PRESERVATION PLANNING w Reformatting Photocopying Microfilming Optical scanning Digitizing

41. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop41 CONSERVATION w Deacidification w Encapsulation w Basic Repairs w When to consult a conservator

42. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop42 Disaster Planning Process w Assign responsibility w Educate the committee and others as appropriate w Work with local emergency agencies w Define the scope of the planning project w Establish goals and timetable w Develop reporting schedule and lines w Assess the collections and set salvage priorities

43. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop43 Disaster Planning Process (cont.) w Determine and rank potential hazards w Assess prevention and protection needs w Consider financial implications w Write the plan w Distribute the plan and train staff w Test the plan and revise as needed w Document and assess the process

44. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop44 Essential Elements of a Disaster Plan w Business and home phone numbers of key contacts Director Preservation staff Disaster recovery team leader All library/archives staff Library/archives facilities manager Library/archives security officer Fire department

45. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop45 Essential Elements of a Disaster Plan (cont.) w Emergency information List of Disaster Recovery Team members and their responsibilities Location of disaster supply closet and list of its supplies and equipment A checklist for first response Local and national vendors of supplies and services Instructions for tracking damaged materials Recovery priorities for collections (with maps) Building floor plans Location of stacks, utility controls, fire alarms, and fire extinguishers

46. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop46 Contents of a Disaster Plan w Body of the disaster plan Emergency information sheet Introduction to the plan Communication plan (“telephone tree”) Institution-wide collection priorities Prevention/protection strategy Checklist of pre-disaster actions Instructions for response and recovery

47. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop47 Contents of a Disaster Plan (cont.) w Appendices Recovery team members Collection priorities with departments, locations, and/or subject areas Checklists for prevention/protection inspections Response and recovery instructions Instructions for long-term rehabilitation

48. January 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop48 Contents of a Disaster Plan (cont.) w Appendices (cont.) Record-keeping forms Detailed building plans Resource lists Accounting information Insurance information Location of keys Reading list

49. Jan. 15-16, 1999Susan Hamburger, Ph.D.--FHS Preservation Workshop49 DISASTER RECOVERY w Salvage operations w Guidelines for packing w Recovery methods for materials requiring immediate attention or unusual treatments w Emergency drying procedures w Peter Waters’ Procedures for Salvage of Water Damaged Library Materials