Week IX:

Preservation
March 23, 2011
An interesting question before we
begin from Charlie…
 Has the history department ever considered
a lab component to this class? It has really
became apparent the last few weeks that this
course should become an EXL class...the
Gore center, Center for Pop Music, etc
should donate materials they are discarding
so the students can practice or experience
topics such as this weeks. Granted some of
that will be achieved during our hours at
RCA, but it won‘t be as organized or timely
as a lab section...maybe 2 hours of lecture
and 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  Manifold
 Carbon Paper  Manila
 Carbonless Paper  Newsprint
 Coated  Onionskin
 Copying Paper  Parchment
 Cover  Text or Book
 Decorated  Transparant or
 Kraft Tracing
 Ledger  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 protective
salts in…
◦ Late 17th to 19th century – Strong demand meant
shortcutting 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 mass
production 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
Discussion Questions???
 Should archives have, for example, an
―archival violation inspector‖ to ensure that
proper preservation/conservation technique
is being used?
 It is possible to achieve an ideal archival
environment, factoring in the
temperature/relative humidity/air
quality/light/biological agents/maintenance
control described by Hunter and
Ritzenthaler?
 Is preservation still possible within a ―less
process, more product‖ system of archival
management?
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 from
Fire, Water & Similar Hazards
 Good Housekeeping Practices by Staff
Temperature & Relative Humidity
 The colder the temperature at which
paper, 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 remove
solid particles
 Archives need both!!!
Monitoring & Detection Equipment
 Hygrothermograph – Graphs/records time,
temperature and relative humidity
 Sling and Aspirating Psychrometers –
Temperature and Humidity (just do it
differently)
 Price too high…at least a thermometer and
hygrometer
◦ 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 from
ultraviolet light
 Stack areas should have no windows
 Windows in reading/research rooms
should have UV filtering
 All light bulbs in some form or fashion
pose a threat so levels should be
monitored and adjusted (light meters)
Housekeeping
 Atmosphere of Orderliness & Cleanliness
 Smoking, eating & drinking prohibited
 Garbage should be removed daily
 Stacks kept free of debris
 Floors cleaned at least once a week
 Treated dust cloths recommended for
shelves…
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)
Discussion Questions???
 In chapter five, Ritzenthaler discusses various
threats to the records in the archive. What
about radon? What does an archive do if
their building resided on land that emitted
radon? What would their concerns be with
regards to the detraction of their records? I
have to imagine despite what Ann Coulter
says, that mild exposure to radiation is not
good for them.
 Has LED lighting been approved for use in
archival work? What are the long range
advantages or disadvantages?
Chapter 6: Handling Archival
Materials (Ritzenthaler)
 When records are handled, they are in
jeopardy according to the author…
 Policies & Practices are Crucial
 Copies, Microfilming, Digitization are also
options to limit handling of records
 Factors to Consider: Format, Size &
Condition
 No Smoking, Eating, Drinking or Maybe
Even Pens???
Paper Records & Bound Volumes
 Why use two hands when handling paper
records?
 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
Discussion Questions???
 Ritzenthaler claims that ―Some archivists and
archives administrators have argued that it is a
waste of money to use ‗acid-free‘ folders and
boxes to store paper materials that have not been
de-acified.‖ Should paper materials first be de-
acified before being placed in acid-free folders and
boxes? Why or why not?
 Is deacidification a specific process or does
placing the item in acid free containment
constitute deacidification?
 Considering the small staffs, hefty backlogs and
commitments to users many archives face, did any
of Mary Lynn Ritzenthaler's suggestions about
housing and storage strike you as excessive or
unrealistic? Which ones and why?
Chapter 7: Preservation (Hunter)
 The Preservation Problem (or the problem
with paper)
 Most paper today has a life span of only 10
to 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
Storage Environment
 Temperature
 Relative Humidity
 Air Quality
 Light
 Biological Agents
 Holdings Maintenance Practices
 Yes these should all sound familiar…you
have read them somewhere else as well…
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 Paper
Strengthening
Discussion Questions???
 Hunter notes that the maximum life expectancy
of modern paper is fifty years. Should archivists
even try to preserve modern paper records?
Does the benefit of preserving modern paper
records outweigh the amount of time and
resources expended on a document that might
not even exist in ten years?
 Imagine that a small county archive has
discovered mold in an important piece of the
their collection. Also imagine that a privately-
owned archive has the same problem. What are
the differences in acquiring the help of a
conservator 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 usual
locations
 Same person reporting items missing or
being the one to find missing items
 Staff member unconcerned about missing
items
 Regular inconsistencies in documentation &
records
 Staff member‘s disregard for rules and
procedures
 Staff members lifestyle does not match
salary???
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 in
Conversation
 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‖ follow
and get license plate number and model of car
Discussion Questions???
 What level of expertise regarding the biological
and chemical processes involved in deterioration
do you think is necessary for an archivist to
possess in order to do competent preservation
work? Do you think Hunter and Ritzenthaler
reach a consensus about that level? Why or why
not?
 Is it really a good idea to use vague box labeling
systems and call it theft deterrent—especially
when only employees who are familiar with the
collection can find the materials and according to
Hunter, most thefts are internal?