1. 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 19 - 21 October 2005 Rizal Library, Ateneo de Manila University

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

3. 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

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

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

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

7. VENDOR AT WORK… NATIONAL ARCHIVES OF SINGAPORE

8. 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

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

10. 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.

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

12. PICTURES OF RARE BOOKS CONSERVED… BEFOREAFTER

13. 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

14. Logistics & Operations : Tracking

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

17. 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

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

19. 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

20. RARE BOOKS IN ARCHIVAL BOXES

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

22. THANK YOU THANK YOU …