6615 week ix preservation

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Week IX:

Preservation

March 23, 2011



An interesting question before we

begin from Charlie…

Has the history department ever considereda lab component to this class? It has reallybecame apparent the last few weeks that thiscourse should become an EXL class...the

Gore center, Center for Pop Music, etcshould donate materials they are discardingso the students can practice or experiencetopics such as this weeks. Granted some of

that will be achieved during our hours atRCA, but it won‘t be as organized or timelyas a lab section...maybe 2 hours of lectureand 1.5 hours of lab.



Homework Questions…

What is preservation?

What activities does a preservation

program include?

What is the single most important

deterrent to theft?

What steps can a repository take to

prepare for a disaster?



Chapter 3: Nature of Archival

Materials (Ritzenthaler ) Paper

◦ Fibers reduced to pulp, suspended in water,

matted into sheets

◦ Made from plant fibers◦ Cellulose

◦ Invention of paper is normally associated with

the Chinese (200 B.C.) 1850 to Now – Era of Bad Paper…Why??



Types of Paper

Bond

Carbon Paper

Carbonless Paper

Coated

Copying Paper

Cover

Decorated Kraft

Ledger

Manifold

Manila

Newsprint

Onionskin

Parchment

Text or Book

Transparant orTracing

Colored Paper



Unstable Copy Paper

Gelatin Dye Transfer Thermographic

Mimeograph

Hectograph Xerographic Copies

Facsimile Copies◦

Thermal Printing with Heat Sensitive Coating◦ Thermal Transfer using a Pigmented Medium

◦ Electrostatic



Ink & Other Media

Carbon Inks Iron Gallotannate Inks

Copying Inks

Modern Manuscript Inks Porous Pens

Printing Inks

Typewriter Ribbon Inks Non-Impact Printing Inks

Ballpoint Pen Inks

Graphite



Animal Skins

Vegetable Tanned Leather◦ Most common covering for books until 19th

century

◦ Most stable produced in 16th century mainly due

to the slow tanning process that left protectivesalts in…

◦ Late 17th to 19th century – Strong demand meantshortcutting process and quick deterioration

from residual sulphuric acid◦ ―Red Rot‖ – acid causes leather to be hard and

brittle

◦ Leathers most commonly used are: Calf, Goat,

Pigskin, Sheepskin and Suede



Other Materials

Textiles Photographic Materials

Adhesives◦

Acrylic◦ Animal Glues

◦ Cellulose Acetate

◦ Cellulose Nitrate

◦ Methyl Cellulose◦ Starch Paste

◦ Polyvinyl Acetate (PVA)

◦ Rubber-Based



Discussion Questions???

Could the high upfront cost of the massproduction of low acid paper, made from

cotton or other high quality materials,

lessen the costs of the preservation of paper records later on?



Chapter 4: Causes of Deterioration

(Ritzenthaler ) Temperature & Relative Humidity

Atmospheric Pollutants

Light

Biological Agents

Abuse & Mismanagement

Disasters




Should archives have, for example, an―archival violation inspector‖ to ensure thatproper preservation/conservation techniqueis being used?

It is possible to achieve an ideal archivalenvironment, factoring in thetemperature/relative humidity/airquality/light/biological agents/maintenance

control described by Hunter andRitzenthaler? Is preservation still possible within a ―less

process, more product‖ system of archivalmanagement?



Chapter 5: Creating a Sympathetic

Environment (Ritzenthaler ) Controlled Temperature Relative Humidity

Clean Air & Good Circulation

Controlled Light Sources Freedom From Biological Infestation

Security Controls

Measures to Protect Collections fromFire, Water & Similar Hazards

Good Housekeeping Practices by Staff



Temperature & Relative Humidity

The colder the temperature at whichpaper, books or photographs are

kept…the longer they last…

The reality is… ◦ Cold is hard to maintain and expensive

◦ Relative humidity rises as the temperature

drops which can lead to mold◦ Cold makes it difficult for people (both staff

and patrons) to use facilities…



Air Quality

Dedicated Ventilation Systems

Even Circulation of Constant Volume Air

In and Around the Stacks

Filters to Eliminate Pollutants

Absorption Systems remove gaseous

pollutants

Mechanical Filtration Systems removesolid particles

Archives need both!!!



Monitoring & Detection Equipment

Hygrothermograph – Graphs/records time,temperature and relative humidity

Sling and Aspirating Psychrometers – Temperature and Humidity (just do itdifferently)

Price too high…at least a thermometer andhygrometer◦

Hygrothermograph – From $400 to $2000◦ Sling Psychromter – From $50 to $250

◦ Aspirating Psychrometer – From $100 to $400

◦ Hygrometer - $10 to $80



Light

Records must be protected fromultraviolet light

Stack areas should have no windows

Windows in reading/research roomsshould have UV filtering

All light bulbs in some form or fashion

pose a threat so levels should bemonitored and adjusted (light meters)



Security/Fire & Water Protection

Windows, Doors & Skylights

Emergency Exits Fitted with Alarms

Need for Motion Detectors???

Stacks Closed to Patrons

Keys to Non-Archival Staff Avoided

Fire/Smoke Detectors

Fire Suppression Systems (does not have

to be water)




In chapter five, Ritzenthaler discusses variousthreats to the records in the archive. Whatabout radon? What does an archive do if their building resided on land that emitted

radon? What would their concerns be withregards to the detraction of their records? Ihave to imagine despite what Ann Coultersays, that mild exposure to radiation is notgood for them.

Has LED lighting been approved for use inarchival work? What are the long rangeadvantages or disadvantages?



Paper Records & Bound Volumes

Why use two hands when handling paperrecords?

Why remove folders completely instead

of skimming through the top edges? Why must you lay maps out flat on a desk

or table that is bigger than the map itself?

Why wear gloves? How should bound volumes be handled

differently than single pieces of paper?



Photographic Materials & Machine-

Dependent Records How should photographs be handled?

How about microfilm?

Motion picture film?

What is there to consider with…

◦ Audio Cylinders & Discs

◦ Audio & Video Magnetic Tapes

◦ Electronic Records (Computer Magnetic Tape,Floppy Discs, etc.)



Chapter 7: Storing & Housing

Archival Materials (Ritzenthaler ) Shelving & Storage Equipment

◦ Good Ventilation & Air Circulation

◦ Space Available (Height)

◦ Local Codes for Clearance Space◦ Light Fixtures

◦ Any Pipes, Electrical Outlets, etc.

◦Wood Shelving to be Avoided…Why???

◦ Unfortunately Most Boils Down to What Can

We Afford…



Housing Materials

Paper and Paperboard Enclosures

Plastic Enclosures

What and Where to Purchase?

Storing Different Record Formats

◦ Loose Paper Records

◦ Loose Oversize Materials

◦ Bound Volumes

◦ Photographic Materials

◦ Machine Dependent Records




Ritzenthaler claims that ―Some archivists andarchives administrators have argued that it is awaste of money to use ‗acid-free‘ folders andboxes to store paper materials that have not beende-acified.‖ Should paper materials first be de-

acified before being placed in acid-free folders andboxes? Why or why not?

Is deacidification a specific process or doesplacing the item in acid free containmentconstitute deacidification?

Considering the small staffs, hefty backlogs andcommitments to users many archives face, did anyof Mary Lynn Ritzenthaler's suggestions abouthousing and storage strike you as excessive or

unrealistic? Which ones and why?



Chapter 7: Preservation (Hunter)

The Preservation Problem (or the problemwith paper)

Most paper today has a life span of only 10to 50 years (due to alum-resin sizing)◦ Sulfuric Acid

Types of Deterioration◦ Inherent Chemical

◦Pollutant-Induced

◦ Light-Induced

◦ Biological

◦ Physical



Preservation Surveys

Planning a Preservation Program Repository Level

Collection Level◦

Primary Housing◦ Secondary Housing

◦ Types of Records

◦ Condition of Records

◦ Special Concerns◦ Preservation Priority

◦ Recommendations



Treatment of Materials

Handled by the Archives itself… ◦ Surface Cleaning

◦ Humidification & Flattening

◦

Polyester Film Encapsulation◦ Repairing Simple Tears

Best Referred to Outside Conservator◦ Fumigation

◦ Deacidification

◦ Repairing Extensive Tears & Other PaperStrengthening




Hunter notes that the maximum life expectancyof modern paper is fifty years. Should archivistseven try to preserve modern paper records?Does the benefit of preserving modern paper

records outweigh the amount of time andresources expended on a document that mightnot even exist in ten years?

Imagine that a small county archive has

discovered mold in an important piece of thetheir collection. Also imagine that a privately-owned archive has the same problem. What arethe differences in acquiring the help of aconservator for each archive?



Chapter 8: Security & Disaster

Planning (Hunter ) Security

◦ Physical Security Doors

Locks (Deadbolt)

Windows

Alarms (or Guards for Larger Institutions)

Keys (Carefully Issued & Monitored)

Box Labels

◦ Collection Security Staff

Patrons



Warning Signs of Theft (Staff)

Materials constantly out of their usuallocations

Same person reporting items missing orbeing the one to find missing items

Staff member unconcerned about missingitems

Regular inconsistencies in documentation &records

Staff member‘s disregard for rules andprocedures

Staff members lifestyle does not matchsalary???



Preventing Theft By Patrons…

Require Identification

Establish & Enforce Research Room Rules

Close Stacks to Researchers

Control Access to Research Room (One

Exit Past the Reference Desk)

Always Have Staff Member in Research

Room

Know what is in your collection…Duh!!!



Before Accusing Someone of

Theft… Have ―Probable Cause‖ Notify Security or Police

Make Sure There is a Credible Witness

Interrupt Researcher‘s Activity…Engage inConversation

Take a Quiet BUT Firm Approach

Try to Avoid a Scene

Never Touch the Patron (Except in Self-Defense)

Offer for Patron to go into Office (They MUST do it

Voluntarily) Wait for Security or Police

If Patron Leaves, Someone should ―carefully‖ followand get license plate number and model of car

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