Setting up a Setting up a Conservation ProgramConservation Program

by by

Fe Angela M. VerzosaFe Angela M. Verzosa

CONSERVATIONCONSERVATION

• program that deals with the physical or chemical treatment of documents

• encompasses three functions:

examination

preservation

restoration

conservation functionsconservation functions

• examination - procedure taken to determine the original makeup of an item and extent of its deterioration, alteration, and loss.

• preservation - action taken to retard/prevent deterioration or damage by control of their environment and/or treatment to maintain their original state, as far as possible.

• restoration - action taken to return a deterio-rated or damaged item to its original form.

Implementing a conservation programImplementing a conservation program

• Management Supportdirective

conservation committeeconservation policy

organizational structurebudget

• Conservation Facilities

• Conservation Staff

administrative orderadministrative order

• outlines priorities and goalsshort-termintermediatelong-term

• provides a conservation policy statement

• designates responsibility for the conservation effort

Conservation CommitteeConservation Committee

• knowledge of nature of collections• knowledge of conservation, or• enthusiasm, interest, willingness to

learn conservation skills• formal appointment• authority to gather information, plan

the program, review facilities andenvironment, execute the program

Conservation Policy StatementConservation Policy Statement

• must be written

• approved by the Conservation Committee

• adheres to basic principles in conservation

• contains manual of procedures that should serve as helpful guide and training aid

• lists specific “do’s and dont’s”

principles in conservationprinciples in conservation• rule of reversibility - no procedure or

treatment should be undertaken that cannot later be undone.

• compatibility of problem and solution - the chosen treatment to be applied should not be greater or weaker than the problem. It may be best to do nothing at all if no acceptable treatment solution is compatible to the problem.

more principles ...more principles ...• rule on restoration - how far reconstruc-

tion may be undertaken without losing or diminishing the integrity of the item or document.

• documentation - maintaining a complete and accurate record of all treatments.

narrative descriptionchecklist of work done

photographic record (before, during, and after)

Do not use any measure, Do not use any measure, treatment, or program that:treatment, or program that:

• cannot be reversed if necessary

• cannot be used properly

• will not last a long time

• is harmful to people

• changes the physical property of material

• dissolves or damages any part of thematerial

Organizational StructureOrganizational Structure

Conservation Consultant (s) Conservation Scientist (s)

conservation technician (s)

Preservation Officer Library Director/Curator

Conservation Com m ittee

BudgetBudget• must be a line item in the institutional budget

• at least 15-20 % of total budget

• expenses should includearchival storage materialsextermination servicessubscription to literature on conservationexpanded projects such as establishment of conservation laboratory, microfilming,

etc.

Conservation FacilitiesConservation Facilities

• air conditioning

• dehumidifier

• fumigation chamber or vacuum fumigators

• conservation laboratory

• steel shelves (or if wooden, should be painted with acrylic latex)

Conservation SuppliesConservation Supplies

• Japanese papers

• hygrometers

• acid-free storage boxes

• Mylar polyester sheets

• blotter paper

• soft brushes and cleaning pads

Conservation StaffConservation Staff

• restoration work must be done only by trained personnel

• staff training is an ongoing responsibility

• training and orientation must be directed toward staff at all levels

• the number of staff involved will depend on the size and type of the institution, and on the extent of conservation program

Conservation GuidelinesConservation Guidelines

• light control

• pest control

• temperature and humidity control

• handling of materials by staff

• handling of materials by users

• acidity control

Conservation GuidelinesConservation GuidelinesLight control:Light control:

• store materials away from light

• keep lights off or low

• install ultraviolet filters

• avoid using original items in displays and exhibits

• monitor light levels regularly (50 to 150 lux)

Conservation guidelinesConservation guidelinesinsects and rodents:insects and rodents:• check incoming materials for signs of

infestation

• separate infested materials for treatment

• never eat/drink in storage/research areas

• keep archives/library clean and uncluttered

• set traps/poison baits to catch rodents

• contact services of an exterminator

Conservation GuidelinesConservation GuidelinesAcid:Acid:

• store materials in acid-free containers

• remove paper clips, staple wires, pins, string, tape, etc. while processing (use plastic clips, fasteners, etc instead)

• use metal shelving at least 4- 5 inches above floor level

Conservation GuidelinesConservation Guidelineshandling of materials:handling of materials:

• handle materials as little as possible

• never use ink

• never use any kind of adhesive tape

• do not write on any part of the materialexcept to make notations using soft pencil

• substitute copies for originals

• examine materials after use

handling of materials when in use:handling of materials when in use:• do not leave users unattended

• only issue a limited number of docu-ments or folders, or one box at a time

• do not allow material to be taken out from reading room

• do not allow materials to be rearranged

• only staff should take charge of photocopying

• examine materials after use

Condition SurveyCondition Survey

• best means of gathering data needed to evaluate treatment priorities

• survey instrument should be as extensive as possible

• survey form should be simple to fill out

• survey data may include the following:

Collection LocationDate of survey Conducted byBox and folder no. Type of material Inclusive datesFormat Media Type/Quality of storage containersCondition of collection:

general appearance insect damagetears/abrasions harmful means of surface dirt/dust attachment (clips, pins) water/other stains enclosures (flowers, clip-discoloration pings, photos, etc)embrittlement other observations:evidence or mold/mildew __________________

Use of collection:Priority ranking of collection for treatment: _________Recommended treatment: _____________________

Conservation TreatmentsConservation Treatments

• Fumigation

• Dry cleaning, washing and bleaching

• Deacidification

• Mending, reinforcement, and supportusing Japanese paperlaminationencapsulation

Basic Conservation ProceduresBasic Conservation Procedures

• relaxing and flattening documents

• removal of paper fasteners (pins, clips)

• appropriate means of attachment

• surface cleaning of paper records

• testing for ink solubility

• ph-testing for acidity

• mending with Japanese paper

Evaluating conservation Evaluating conservation servicesservices

• use of sympathetic materials in restoration

• use of high quality supplies

• high degree of craft skill

• reasonable time to complete work

• provision of written report of treatment

• provision of security of material

• reasonable estimates of cost

Contact verzosaf@dlsu.edu.ph

Questions?Questions?