1. Archives and Manuscripts... Or... Preservation challenges in archives, special collections, and libraries LIS2214 L

2. What is an archives?

3. What’s an Archives? Source: http://digitalgallery.nypl.org/nypldigital/id?66406

4. What’s an Archives? also archive), n. ~ 1. Materials created or received by a person, family, or organization, public or private, in the conduct of their affairs and preserved because of the enduring value contained in the information they contain or as evidence of the functions and responsibilities of their creator, especially those materials maintained using the principles of provenance, original order, and collective control; permanent records A Glossary of Archival and Records Terminology -Richard Pearce-Moses

5. What is so different about archives? Items cannot be checked out and loaned May have books, media such as films, CDs and DVDS Focus is on long-term preservation of collections while providing access. Contains unique items not found elsewhere. May contain published materials, including books, sound and video recordings, and other formats

6. So, how does an archive differ from a library? Source: http://digitalgallery.nypl.org/nypldigital/id?1252830

7. So, how does an archive differ from a library? A collection of published materials, including books, magazines, sound and video recordings, and other formats. Items can be checked out and loaned. Materials tend to have a shorter shelf life, so to speak. May have a special collections and/or archives department where more unique materials exist where the focus is on long-term preservation as well as access.

8. Archival Preservation Archival preservation is the acquisition, organization, and distribution of resources (human, physical, monetary) to ensure adequate protection of historical information ofenduring value for access by present and future generations Paul Conway, 1990

9. Terms to Know Manuscript http://digitalgallery.nypl.org/nypldigital/id?psnypl_spn_675

10. Terms to Know Manuscript Principally text or musical notation on paper, but may be supplemented by drawings. Typewritten documents are generally classified as manuscripts but are more accurately described as typescripts. Examples of manuscripts are letters, diaries, ledgers, minutes, speeches, marked or corrected galley or page proofs, manuscript books, and legal papers.

11. Terms to Know Provenance Origins of the items in the collections

12. Terms to Know Original Order The organization and sequence of records established by the creator of the records.

13. Terms to Know Permanent Record Materials created or received by a person, family, or organization, public or private, in the conduct of their affairs intended to be preserved because of the enduring value contained in the information they contain or as evidence of the functions and responsibilities of their creator.

14. Terms to Know Access Copy 1. A reproduction of a document created for use by patrons, protecting the original from wear or theft; a use copy. – 2. A digital object (typically a graphic) that has been scaled down from a high-quality original to a lower-quality, smaller version, to facilitate delivery over low-bandwidth networks.

15. Terms to Know Artifactual Value The usefulness or significance of an object based on its physical or aesthetic characteristics, rather than its intellectual content

16. Terms to Know Intrinsic Value The usefulness or significance of an item derived from its physical or associational qualities, inherent in its original form and generally independent of its content, that are integral to its material nature and would be lost in reproduction. Examples might include: Printing Layout Materials

17. Terms to Know Evidential Value The quality of records that provides information about the origins, functions, and activities of their creator. – 2. Law · The importance or usefulness of something to prove or disprove a fact.

18. Terms to Know Authenticity The quality of being genuine, not a counterfeit, and free from tampering, and is typically inferred from internal and external evidence, including its physical characteristics, structure, content, and context.

19. Terms to Know Appraisal n. ~ 1. The process of identifying materials offered to an archives that have sufficient value to be accessioned. –

20. Preserving Archives and Manuscripts Holdings Maintenance Procedures What to hold What to fold(er) What to roll What to toss

21. Preserving Archives and Manuscripts The Role of the Librarian/Archivist/Curator: Housekeeping Maintenance Emergency Planning Create Collections Management Plan Environmental Monitoring Materials Storage Preservation http://www.nps.gov/museum/publications/MHI/Chap3.pdf

22. Preserving Archives and Manuscripts Boxes Good boxes vs. bad boxes Full vs. loose boxes Position of box on the shelf Proper size

23. Preserving Archives and Manuscripts Folders Size matters Cleanliness matters No stuffing

24. Preserving Archives and Manuscripts Oversize Records Size matters Examples include: Maps Charts Blueprints Posters

25. Preserving Archives and Manuscripts Notations Make no mark Pencils only Use [brackets] Use a tag

26. Preserving Archives and Manuscripts Decorated items which contain: Seals Ribbon lacings Other adornments

27. Preserving Archives and Manuscripts Holdings Maintenance Policy Holdings maintenance is another way of saying preventative maintenance

28. Preserving Archives and Manuscripts Collections Policy Determines what an archives or library will collect

29. Preserving Archives and Manuscripts Determining Potential Collection Threats What would you consider a threat to preserving: book content? manuscript content? media content? digital content?

30. Preserving Archives and Manuscripts The Preservation of Archival Materials: A Report of the Task Forces on Archival Selection to the Commission on Preservation and Access, April 1993 Highlights Thinking about preservation can begin at creation Preservation isn’t just about repair and reformatting Preservation is a cooperative activity Preservation should be a planning priority

31. Break Time