The following list, constructed for small- to mid-sized historical or non-circulating collections, outlines a range of necessary actions commonly identified by a preservation planning survey. The list is broad, but not exhaustive — it is meant to increase your awareness of common preservation strategies. The list intentionally omits very large-scale solutions like "construct new building" or "install HVAC system" because there are many simpler and less expensive strategies that will make a major difference in the survival of collections. The grand-scale solutions should be a court of last resort.
Activities listed under several different headings may be important for the same problem; some problems require a number of activities. Duplication between sections has been avoided so the list can be used as an action agenda. Activities are not prioritized. Once you have checked off necessary actions, it may be helpful to rank their priority to organize your long-range plan (e.g. 1 = high priority through 5 = low priority).
1. Building maintenance
___Get professional inspection
____building
____electric
____roof
____furnace or heating/cooling machinery
____masonry
____basement/drainage
____plumbing
____other_________________________
___Assign formal responsibility for building maintenance and supervision
___Set up an inspection schedule
____building
____electric
____roof
____plumbing
____grounds
____drains and gutters
____furnace or heating/cooling machinery
____other_________________________
___Set up a building maintenance schedule
___Keep a building maintenance log
___Repair windows
___Repair roof
___Replace roof
___Paint
___Repoint bricks
___Repair masonry
___Replace elements (e.g., steps, sills, drainpipes, etc.)
___Repair elements (e.g., reattach downspouts, flashings, etc.)
___Seal cracks or other openings
___Clean gutters
___Clear exterior drains
___Other ______________________________
2. Climate/Energy Efficiency
___Seal windows (e.g., caulk around panes, add weather-stripping, etc.)
___Weatherstrip doors
___Add insulation
___Lower winter thermostat setting
___Seal and insulate windows in storage area
___Monitor for temperature and RH changes
___Purchase monitoring equipment
____hygrothermograph
____hygrometer
____thermometer
____aspirating psychrometer
____sling psychrometer
____humidity cards
____other_________________________
___Relocate collections out of damp basement
____from hot attic
____away from exterior walls
___Add humidifier
___Add dehumidifier
___Check location and function of vents
____open louvers
____relocate collections
____unblock vents
___Change filters
___Set up a schedule for filter replacement
___Install fans
____ceiling
____floor
____window
___Install storm windows
___Other______________________________
3. Light Control
___Block windows permanently
___Install
____drapes
____shades
____blinds
___Assign responsibility for closing shades, etc. at closing and in periods of direct light
___Sleeve fluorescent bulbs with UV filtering tubes
___Add UV film or Plexiglas
____to windows
____to exhibit cases
____to framed objects
___Relocate exhibits or collections away from direct light
___Measure and keep records of light levels
___Rotate valuable objects from long-term exhibits
___Install drapes on exhibit cases
___Rotate exhibits that are light sensitive
___Replace bulbs with lower wattage lamps
___Remove bulbs from unnecessary fixtures
___Redirect spotlights to provide indirect lighting for exhibits
___Skylight
____add UV protection
____paint panes to reduce light
____black out panes
___Turn off in-case lights (or remove bulbs)
___Purchase blue wool fading standards
___Set up a light exposure test with blue wool standards
4. Pest Control
___Trim shrubs or greenery to provide an 18" clearance from building (include ivy)
___Remove potted plants from building interior
___Buy tight-sealing trash container for food remains
___Prohibit food in storage and research areas
___Check kitchen and have staff check desks for food not stored in tightly sealed containers
___Provide tight-sealed glass or plastic containers for kitchen and desks
___Clean up, including vacuum, immediately after parties
___Remove trash from building each night
___Purchase insect test traps
___Set up a pest monitoring program
___Set up a pest inspection schedule
___Assign responsibility for pest management
___Lower the RH
___Clean storage areas
___Have problems evaluated by exterminator
___Other ________________________
5. Housekeeping
___Assign responsibility for
____routine cleaning
____supervision of housekeeping
___Set up a cleaning schedule
____public spaces
____storage
___Set up an inspection schedule (2x/yr.)
___Purchase HEPA vacuum
___Purchase dustcloths
___Purchase a book cart or other mobile "holding" unit
___Create/adopt a housekeeping manual
___Train staff
___Other _________________________
6. Water Protection
___Find source of leaks (list them)
______________________________,
______________________________,
______________________________
___Relocate collections away from known leaks
___Relocate collections from below/adjacent to sinks, restrooms, or other
water source hazards
___Move all collections items and boxes off of floor in (space name)
______________________________,
______________________________,
______________________________
___Have a professional evaluate damp problem areas
___Install water alarms
___Other water protections _____________________
7. Fire Protection
___Ban or restrict smoking
___Inspect fire detectors
___Clean fire detectors (see manufacturer's instructions)
___Test fire detectors
___Set up a cleaning, testing, and inspection schedule for fire detectors
___Obtain recommendations and quotation for installing automatic fire detection
___Order NFPA guide to protecting collections from fire (NFPA 909,
"Protection of Cultural Resources")
___Conduct fire safety inspection
___Inspect fire extinguishers
____purchase
____recharge
____replace
___Mount fire extinguishers in accessible places
___Ask fire department to provide an inspection
___Ask fire department to instruct staff in fire safety
___Remove or correct fire hazards
___Design emergency evacuation plan
___Schedule and conduct fire drills
___Discuss collections and priorities with local fire marshal
___Other fire protections ____________________
8. Security
___Assign responsibility for security
___Install locks on storage areas
___Restrict access to collections
____storage areas
____collections areas
____specific objects
___Upgrade exterior locks
___Replace locks
___Set up a key control system (limit and record keyholders)
___Inventory collections
___Install/improve window locks
___Remove plants obscuring windows
___Obtain recommendation and quotation for automatic intrusion detection
___Set up testing schedule for security system
___Install exterior lights
___Replace bulbs in exterior lights
___Ask police department for recommendations
___Ask police to include your building in patrols
___Design and implement security procedures
____call slips
____counting out materials for use
____inspection of materials after use
____personal belongings restricted from library
___Educate staff about security concerns and need for supervising researchers
___Make hours by appointment for researchers so staff can provide supervision
___Rearrange tables to facilitate researcher supervision
___Assign responsibility for security management
___Seal bookdrop opening to building
___Document ownership of valuable materials
____photograph
____photocopy distinguishing features
____add ownership marks
___Other security precautions _______________________
9. General Risk Reduction (Emergency Preparedness)
___Create a checklist for once-a-day walk-through of storage and exhibit areas ___Create a checklist for closing
___Assign responsibility for daily walk-through/closing
___Create telephone notification tree
___Write emergency preparedness plan
___Assign responsibility for emergency response
___Train staff to use emergency plan
___Locate freezer for emergency storage of wet material
___Store emergency supplies (sponges, etc.)
___Post NEDCC phone number by phones at work and home
___Assign responsibility for 2x/yearly review/update of emergency plan
___Update existing emergency plan
___Identify salvage priorities
___Complete a hazards inventory
___Set up a backup schedule for collections records
___Back up catalog, computer disks, shelf-list, or other collections records
___Provide for a copy of backup records to be kept off-site
___Review insurance coverage with insurer
___Other ______________________________
10. General Storage
___Relocate collections/objects
___Replace plywood or particle board shelves
___Add shelving
____regular
____oversize
___Add map case(s)
___Add/replace file cabinets
___Add racks and hanging folders for file cabinets
___Box collections to protect them from wood furniture
___Line shelves to protect collections
___Line drawers to protect collections
11. Books
___Replace rubber bands with fabric tape
___Replace knifing bookends with non-knifing book supports
___Add bookends
___Measure for and order custom book boxes
___Make polyester book jackets (for red rot)
___Train staff and users in correct handling techniques
___Straighten shelves
___Turn spine-up volumes spine down
___Make sure books are fully supported by shelves (add oversize shelves if needed)
___Dust
___Restrict photocopying
___Label restricted books
___Estimate costs, time for
____microfilming
____photocopying
____brittle books
___Weed collection
___Systematically remove inserts (dried flowers, bookmarks, etc.)
___Stop oiling or other treatment of leather
___Change to archival-quality labels (flags),
____archival-quality bookplates
___Relocate books of very high value to restricted use and storage
___Inventory or read shelf list
___Arrange evaluation by a conservator
___Other ___________________________
12. Pamphlets
___Make enclosures
___Replace acidic enclosures and binders
___Arrange for evaluation by a conservator
___Other ____________________________
13. Manuscripts and Documents
___Inventory collection
___Catalog collection
___Create finding aids
___Remove or replace fasteners
___Estimate quantities and sizes of
____folders
____hanging folders
____boxes needed for rehousing
___Rehouse in
____folders
____boxes
___Remove or isolate newsclippings and other very poor paper
___Estimate time and costs of
____microfilming
____photocopying
___Arrange for evaluation by a conservator
___Other _________________
14. Oversize Objects
___Provide map case or other oversize storage furniture
___Make folders
____Melinex
____paper
___Replace tubes for rolled storage
____buy "archival" tubes
____wrap tubes with neutral or buffered paper
____roll objects on outside of tubes
___Rearrange furniture to provide enough space for safe handling
___Provide a large work surface
___Arrange for evaluation by a conservator
___Other ______________________________
15. Framed Objects
___Reframe using museum-quality mats
___Unframe and store in
____folders
____mats
___Store in
____boxes
____flat file
___Build framed storage bin
___Replace hanging hardware (e.g. eye bolts with "D"-rings)
___Rotate exhibits
___Arrange for evaluation by a conservator
___Other ______________________________
16. Newsprint/Newsclippings
___Contact U.S. Newspaper Project for microfilm information
___Estimate costs, time for
____microfilm
____photocopying
____rehousing
___Isolate clippings from good-quality paper using
____interleaves
____or folders
____Melinex
____paper
___Photocopy
___Microfilm
___Other _______________________
17. Scrapbooks/Albums
___Restrict access by researchers
___Photocopy
___Microfilm
___Box
___Arrange for evaluation by a conservator
___Other _________________________
18. Photographs
___Inventory
___Catalog
___Create finding aids
___Train staff in proper handling techniques
___Purchase and use lint-free gloves
___Separate photographs from document files
___Estimate sizes and quantities of
____enclosures
____boxes
___House or rehouse collections
___Provide proper support for photos on brittle mounts
___House prints and negatives separately
___Isolate
____nitrate
____early safety film
___House nitrate/early safety film negatives in individual buffered enclosures
___Duplicate (list category or collections ______________________)
___Photocopy original prints for researcher use
___Set up a procedure for reproducing photographs for researcher use
___Rotate exhibited photographs
___Frame or reframe photographs using museum-quality mats
___Unframe photographs and store in
____boxes
____flat files
____hanging files
___Sleeve and box glass plate negatives
___Make enclosures for broken glass plate negatives
___Investigate cold storage for color photos
___Make enclosures for cased photographs
___Arrange for evaluation by a conservator
___Other __________________________
19. Photocopying
___Arrange for facsimile reproduction of books by photocopying and
commercially binding (list what or which collections)
___Train staff to photocopy books without damaging them
___Purchase and use permanent durable paper
(according to ANSI standard Z39.48-1992 R1997) for photocopying
___Obtain electrostatic photocopier (xerographic process)
___See additional photocopying activities (above) _________________
___Other __________________________
20. Microfilm
(This assumes your institution uses or would use an outside vendor for microfilming.)
___Obtain microfilm reader
___Check national and local bibliographic records for existing microfilm of collections you think should be filmed
___Arrange for microfilming (what or which collections ___________________)
___Obtain and read published standards for microfilm
___Review/revise microfilm contract
___Establish and implement quality control/ inspection procedures
___Record original microfilm made for your collections in the national bibliographic database
___Set up a maintenance program for microfilm readers
___Train researchers and staff to use microfilm readers
___Have original microfilm being used by researchers duplicated on silver- based film
___Store a master copy of each original, unique microfilm in secure, climate- controlled storage
___Design and implement a repair (splicing) program for damaged microfilm according to published standards
___See above for additional microfilm activities _______________________
___Seek referral or advice from a preservation professional about preservation microfilm
___Other ____________________
21. Commercial Binding
This section assumes that you are currently using commercial or "library" binding for some categories of your collection. If you are uncertain whether this is an appropriate tool for your preservation effort, please contact NEDCC's Field Service Office for discussion.
___Obtain and read published standards and guide produced by the LibraryBinding Institute
___Design and implement a quality-control inspection process for rebound volumes
___Discuss binding options with your commercial binder
___Create or adopt guidelines for binding choices for your collection
___Review/revise commercial binding contract
___Seek advice from a preservation professional about preservation binding choices
___Other ___________________
22. Repair Program
This section assumes that your staff does not include a professional conservator or formally trained repair technician.
___Assign responsibility for deciding what can be done in-house
___Decide what procedures are feasible
___Review goals and plans with a conservator
___Assign responsibility for
____repairs
____supervision
___Train assigned staff to carry out responsibilities
___Obtain manuals and AV resources to provide backup for training
___Identify an experienced technician or conservator for advice and assistance
___Identify and obtain necessary equipment and supplies
___Set up a space reserved for repairs
___Create or adopt guidelines for identifying objects in need of repair
___Create guidelines for matching repairs to damage
___Document repair procedures and materials in use
___Have a conservator or experienced technician review treated objects and make recommendations (provide quality control)
___Coordinate other preservation strategies (microfilm, binding) with repair program
___Flatten materials for storage
23. Collections Policies
___Write or refine mission statement
___Design and implement policies
____gift
____access
____cataloging
____loan
____security
____collections use
____exhibit
____collections care
24. Staff/User Education
___Staff/volunteer education
____consciousness raising
____handling materials
____security
____emergency preparedness
____other ___________________________
___Board/administration/management education
____consciousness raising
____handling materials
____security
____emergency preparedness
____other ___________________________
___Community education
____consciousness raising
____handling materials
____security
____emergency preparedness
____other _______________
___Obtain educational materials
___Distribute printed information
___Organize an educational program
___Design an exhibit
___Meet with
____staff/volunteers
____management/board
____community
25. Fundraising
___Identify a specific project for funding
___Develop a budget
___Learn about available funding sources
___Obtain grant guidelines
___Form a cooperative for fundraising
___Organize a workshop on fundraising
___Write a proposal for funding
___Discuss funding needs with board or management
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