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).
- 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 _________________
- 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 ____________________
- 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
- 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 ________________________
- 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 _________________________
- 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 _____________________
- 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 ____________________
- 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 _______________________
- 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 ______________________________
- General Storage
___ Relocate collections/objects
___ Replace plywood or particle board shelves
___ Add shelving
- regular ___
- oversized ___
___ 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
- 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 ___________________________
- Pamphlets
___ Make enclosures
___ Replace acidic enclosures and binders
___ Arrange for evaluation by a conservator
___ Other ____________________________
- 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
___ Remove or isolate newsclippings and other very poor paper
___ Estimate time and costs of
- microfilming ___
- photocopying ___
___ Arrange for evaluation by a conservator
___ Other _________________
- Oversized Objects
___ Provide map case or other oversized storage furniture
___ Make folders
___ 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 ______________________________
- Framed Objects
___ Reframe using museum-quality mats
___ Unframe and store in
___ Store in
___ Build framed storage bin
___ Replace hanging hardware (e.g. eye bolts with "D"-rings)
___ Rotate exhibits
___ Arrange for evaluation by a conservator
- ___ Other_________________________
- 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 ___
- Mylar ___
- paper ___
___ Photocopy
___ Microfilm
___ Other _______________________
- Scrapbooks/Albums
___ Restrict access by researchers
___ Photocopy
___ Microfilm
___ Box
___ Arrange for evaluation by a conservator
___ Other _________________________
- ___ 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
___ 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 __________________________
- 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 __________________________
- 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 ____________________
- 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 Library Binding 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 ___________________
- 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 videos 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
___ Build a humidity chamber
___ Flatten materials for storage
- Collections Policies
___ Write or refine mission statement
___ Design and implement policies
- gift ___
- access ___
- cataloging ___
- loan ___
- security ___
- collections use ___
- exhibit ___
- collections care ___
- 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 ___
- 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
NEDCC DRAFT: KM 12/91; KEB 5/99
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