DEVELOPING A
LIBRARY PRESERVATION PROGRAM

Jody Beenk, University of Hong Kong Libraries

5th Rizal Library International Conference
Libraries, Archives and Museums: Common Challenges, Unique Approaches
Session 2: Preservation and Conservation

What is Preservation?

*photo by Beth Doyle, Duke University Preservation Librarian“Preservation is . . . the term that encompasses all
aspects of a program whose goals are the long-term
survival of the physical form and/or informational
content of library materials and archival records.”–Ward, in Preservation Planning
J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

TERMINOLOGY

Preservation

Conservation
Restoration

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation
aims to prevent
damage fromhappening . . .
and to address it when it does.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation as Profession
Problem of brittle paper
Major library disasters+
Professional organizations
Availability of information
Standards established
Funding sources

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation as Profession
Professional organizations••••••••The Council on Library Resources (CLR), founded in 1956 and later funded a
research center to study the permanencece of the book

Association of Research Libraries (ARL) played a prominent part in early

efforts to study and combat the brittle paper problem.

Canadian Conservation Institute, founded in 1972

Image Permanence Institute, founded in 1985 to pursue scientific research on
the preservation of visual materials and related collections.

1970s - two regional conservation centers were established to provide

conservation treatment and preservation education services. NEDCC & CCAHA

Research Libraries Group (RLG) was founded in 1974 and played an importantrole in conducting cooperative microfilming projects

American Library Association established its first subcommittees on librarypreservation in 1970

The Book and Paper Group (BPG) of the American Institute for Conservation ofHistoric and Artistic Works (AIC) was established in 1980.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

PRESERVATION – Why?
Preservation is core to the central mission of every academic
library. Regardless of format, libraries collect and make accessible
recorded knowledge.

Can this book be saved?

From the Rizal Library webpage:
MissionTo select, acquire, develop, organize,
maintain, preserve and make readily
available up-to-date information sources
needed to support the teaching,scholarship, research and community
service programs of the Loyola Schools.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

EFFECTIVE PRESERVATION:• awareness of need

• commitment at institutional level(funding, infrastructure, organizational support, etc.)• value and understanding at all levels• communication

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

CORE ELEMENTS of preservation programs:• environmental control• disaster planning• collection care• binding (library binding standard ANSI/NISO Z39.78)• conservation treatment/repair• reformatting &/ digital projects

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation Program Design: no one model fits all

David Kupas, Oklahoma Panhandle State University, “More than Tape…Library Preservation on a Tight Budget” 6/22/2010

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Weissman Preservation Center, The Harvard Library
State-of-the-art
equipmentand furnishings
90 Mt.
Auburn St. is a Gold
LEED certified
building, that
supportpainstaking
conservation
work.andutilizes
a geothermal
heatingand cooling system
environmentally friendly building maintenance practices.

Preservation Pyramid
SINGLE-ITEMSBATCH TREATMENTS
COLLECTION CAREENVIRONMENTAL control & FACILITIES maintenance
STAFF & USER EDUCATION*Thank you to Brenda Bernier and the Mellon survey of photographs at Harvard for the Preservation Pyramid concept.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

What damages library materials?
Internal factors (inherent vice)materials, structures✚

External factors

climate, light, pollutants, storage & handling
J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Book Detectives

CAUSES OF DAMAGE CAN BE GROUPED INTO THREE MAIN TYPES

Mechanical

Biological

ChemicalJ. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

MechanicalJ. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

BiologicalJ. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Chemical

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Mechanical

Chemical

BiologicalJ. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation Pyramid
SINGLE-ITEMSBATCH TREATMENTS
COLLECTION CAREENVIRONMENTAL CONTROLSTAFF & USER EDUCATION*Thank you to Brenda Bernier and the Mellon survey of photographs at Harvard for the Preservation Pyramid concept.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

CARE & HANDLING OF
LIBRARY MATERIALSFor Library Staff

Preservation & Conservation Division, HKUL 2011

STAFF & USER EDUCATION

Responsibility
Library Staff:• are stewards of the library collections• need to be aware of best practices• must set a good example for library patrons• are actively helping to preserve the collections
by handling materials carefully and thoughtfully
STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Before handling library materials, make sure
your hands are CLEAN and DRY.

Remember to use soap!
STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Keep work space tidy and uncluttered

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Help enforce the Food & Drink Policy for library users

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

DO NOT eat or drink while working withlibrary materials. Liquids might spill andfood will attract pests.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

DO NOT use tape,

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012or paper clips,

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

or repositionable notes.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Use flat undyed cotton ties rather thanrubber bands when appropriate.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

When copying or scanning, never force abook open. Handle gently.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Assist readers with fragile books anduse proper supports.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Retrieving Books
DO NOT pull on
the head cap!

Push books on eitherside slightly in andgrasp the book alongthe spine.

If the book is wide anddifficult to grasp, pullfrom the top or front of
the textblock.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SHELVING BOOKS
Make sure books are properly supported.
Don’t force books into small spaces.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SHELVING BOOKSUse bookends or bricks toproperly support books.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SHELVING BOOKS

If a book is too tall for the shelf, place it spineside DOWN rather than spine up.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

DON’T let stacks of books get too high.
DO check book return area often.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

TRANSPORTING library materials
When library materials need to be moved within
departments or library locations, make sure they arecarefully packed in appropriate containers.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

TRANSPORTING library materials

Images: Harvard College Library

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Send damaged materials to Conservation forrepair, do not attempt to repair them yourself.

STAFF & USER EDUCATION

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Be aware of environmental conditions and report
if not appropriate.

Mold outbreakcaused by HVAC
malfunction

Fading caused byexposure to harmful
light
STAFF & USER EDUCATION

Staining fromexposure topollutants

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation Pyramid

ENVIRONMENTAL CONTROLSTAFF & USER EDUCATION*Thank you to Brenda Bernier and the Mellon survey of photographs at Harvard for the Preservation Pyramid concept.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Environmental Monitoring• Blue wool standard• Arten thermohygrometer• PEM

ENVIRONMENTAL control & FACILITIES maintenanceEmergency Preparedness*

ENVIRONMENTAL control & FACILITIES maintenanceJ. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Emergency Preparedness Workshop

ENVIRONMENTAL control & FACILITIES maintenancePreservation Pyramid

COLLECTION CAREENVIRONMENTAL CONTROLSTAFF & USER EDUCATION*Thank you to Brenda Bernier and the Mellon survey of photographs at Harvard for the Preservation Pyramid concept.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012Collection Care
Library Binding + End Processing• Sampled Surveys• Cleaning, Moving & Housing Collections• Reformatting• Deacidificationuse driven
COLLECTION CARE

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Stacks Cleaning using a HEPA vacuum

COLLECTION CARE

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Reformatting

COLLECTION CARE

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Spray Deacidificationlouisianabindingservices.com

Mass Deacidification

COLLECTION CARE

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012HKUL Bindery in Main Library – earlier days

COLLECTION CARE

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

COLLECTION CARE

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

COLLECTION CARE

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation Pyramid

BATCH TREATMENTS
COLLECTION CAREENVIRONMENTAL CONTROLSTAFF & USER EDUCATION*Thank you to Brenda Bernier and the Mellon survey of photographs at Harvard for the Preservation Pyramid concept.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Prioritizing & Selection for Treatment
Source of items for repair?

Concentrate efforts on which items?

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Quick Repair Sessions
Harvard Library

Photo credit: Priscilla Anderson and Alan Puglia, Harvard Library

BATCH TREATMENTS

Some standard tools & supplies

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Applying adhesive
Photo credit: Priscilla Anderson and Alan Puglia, Harvard Library

Toning tissue

BATCH TREATMENTS

Repair Papers

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Dry CleaningBATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Paper Repair and Hinge-In

Photo credit: Priscilla Anderson and Alan Puglia, Harvard Library

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Corner Repair

Photo credit: Priscilla Anderson and Alan Puglia, Harvard Library

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Leather Consolidation

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Inner Hinge Repair

Photo credit: Priscilla Anderson and Alan Puglia, Harvard Library

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Joint Repair / Board Attachment

Photo credit: Priscilla Anderson and Alan Puglia, Harvard Library

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Finishing a Repair

Photo credit: Priscilla Anderson and Alan Puglia, Harvard Library

BATCH TREATMENTS

Conservation Standards
Reversibility
Stability
Durability
Aesthetics

BATCH TREATMENTS

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Preservation Pyramid
SINGLE-ITEMSBATCH TREATMENTS
COLLECTION CAREENVIRONMENTAL CONTROLSTAFF & USER EDUCATION*Thank you to Brenda Bernier and the Mellon survey of photographs at Harvard for the Preservation Pyramid concept.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

76%of HKUL
current
acquisitions
budget targetedfor e-resources

PRESERVATION ofprint collections?
• less time and money spentbinding books and journals•

more focus on aging
special collections• In 2010 HKU establishedfirst formal preservationand conservation divisionin an academic library inHong KongSINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Digitization = access! (but ≠ preservation!)• doesn’t guarantee CONTINUED access• permanence and authenticity questions• high rate of obsolescence hardware/software• instability of storage medium

Digitization projects have resulted in the development of batching methods andquick stabilizing repairs in lieu of full conservation treatments.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

CONSERVATION TREATMENT ofSpecial Collections Materials

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

SINGLE-ITEM conservation treatments

Before Treatment

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

During Treatment

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

After Treatment

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

SINGLE-ITEM conservation treatments

SINGLE-ITEM conservation treatments

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

SINGLE-ITEM conservation treatments

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Future directions and questions:• sustainability• environmental impacts• preservation and conservation standards• adaptation of international standards?
do we need regional standards?

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012

Thank You!

Thank you Priscilla Anderson, Alan Puglia,
Evelyn Frangakis, Brenda Bernier, Melissa
Banta, The Harvard Library, The NortheastDocument Conservation Center, The Universityof Hong Kong Libraries Preservation Centrestaff & The Rizal Library.

J. Beenk – University of Hong Kong Libraries, 5th Rizal Library International Conference, 25 October 2012