Running head: PRESERVATION ASSESSMENT Casey Anthony 1

Preservation Assessment for the PAL Special Colleciton

Casey Anthony

LIS 60654
PRESERVATION ASSESSMENT Casey Anthony 2

Introduction

This preservation assessment is for the special collection located in the Performing Arts Library

(PAL) at the Kent State University. The collection contains approximately 396 individual and boxed

items, including scores, books, papers and film related to the performing arts. These items all relate to

some aspect of the preforming arts, from instrumental scores, to videos on dance, to books on

methodology and history; they are considered rare and although are housed with the general collection,

the special collection is not accessible to the public. The special collection sees occasional use, but it is

not in high demand. The special collection is stored with the book portion of the general collection and

the library itself is located in the lower level of the Performing Arts Center. Classrooms, restrooms, and

maintenance rooms are located in the same hallway, while restrooms, classrooms, and dance rooms are

located directly above the wing in which the library is located. The collection was previously stored in an

office located in the PAL which was secured with an electronic lock, only accessible to those with a swipe

key.

The library currently has three full time staff members and 14 student assistants; all employees

have access to the special collection and are responsible for maintaining the security of the collection.

The head librarian oversees the collection, and it is at the discretion of the librarians, not the student

assistants, if a piece from the collection may be handled by a non-staff member. Currently there is no

projected growth to the collection and there are no projects involving digitizing, photocopying, or

reformatting materials. In this assessment the 50 media items were excluded and 346 books, scores,

and paper documents were surveyed.

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Tools and methodology

An assessment of the collection was made by physically examining the collection. Access was

granted to the collection and the assessment began with a walk through the storage space and

observation of the collection. A general assessment of entire collection was made and a random sample,

generated using the California State Library (2007) CALIPR software, received closer evaluation. The

contents and condition of the boxes were also observed. To collect data on the condition of the

collection, handwritten notes were taken during in-person observation. Patkus’ (2003) preservation

assessment self-survey was used as a guide to the observation and assessment. The information

gathered on the random sample was then compiled using CALIPR. This assessment was then created

based on observation along with the recommendations generated with CALIPR.

Evaluation of preservation environment and storage conditions

Building evaluation:

The PAL is located in the basement level of the Center for the Performing Arts at Kent State

University, and is partially below ground. Built in 1960, the building has gone through a number of

renovations; the most recent for the PAL began in 2010. While the interior space of the library may have

undergone a renovation, including new windows, carpeting, and moveable shelving, some important

aspects of the building are out of control of the library, including the HVAC system, piping, and what is

located above and next to the library.

A concern for the library is the presence of a restroom located above the PAL, although it is not

located directly above the special collection. In the past a number of leaks have occurred through the

ceiling of the PAL, originating in the restroom. Another concern to be noted is the location of piping

alongside and above the special collection; besides the possibilities of damage from the contents of the
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pipes, the paint on their exterior is beginning to flake off. While the PAL staff has little to no control

over these aspects of the facilities, they can control, to an extent, the temperature and humidity within

the library.

The HVAC system is building wide, but rooms can have individually set temperatures. The PAL

staff can submit a request for specific temperature settings and the facilities maintenance crew will set

the correct temperature for the heat or cooling. But while the PAL staff can request certain temperature

settings, they cannot control when they are changed, and they do not control any filtration or

humidification which may be a part of the HVAC system. To further regulate temperature and humidity,

windows are kept closed at all times and relative humidity (RH) is monitored manually with an electronic

temperature/RH gauge, and when needed a dehumidifier is employed. Although this controls high

humidity, it does not address very low humidity which can occur, especially in the winter months.

Being housed with the general collection in the library means that the condition of the library

can affect the special collection as well; students often eat in the library and can track in dirt and leave

behind garbage. If the cleanliness of the library is not maintained dirt could find its way back to the

collection and pests could be attracted. Although the library is regularly vacuumed, the special collection

area and the aisles near it are not opened and vacuumed on a consistent basis.

Storage conditions:

The PAL special collection is located with the library’s general collection, enclosed in locked

shelving. The shelving is a part of the moveable stacks which houses the library’s collection of circulating

books, plays, and scores. The shelving is produced by SpaceSaver, is metal and of library quality

materials; the shelving moves along metal tracks by use of hand cranks. The special collection is located
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at the very end of one of these rows of shelving. One of the shelves is immobile and is attached to an

interior wall, the other is mobile and its opposite side is a part of the general collection. The wall creates

a risk of damage to any items which may be touching it, the back portion of the shelving is partially open

which means some items could directly contact the wall. The collection also sits next to an exterior wall

with a window, none of the collection comes to contact with this wall.

The moveable shelf locks to the floor with a key mechanism which only staff can access. For

safety purposes, all of the movable shelving has a manual locking mechanism located on the crank. The

moveable shelving poses a minor risk to the collection, as when moving the shelving items can (and

have) fallen. This could also potentially occur if someone were to move the shelving units too quickly,

causing a hard impact. The mobile shelving row of the special collection also contains the general

collection, located on the other side. As the divider is only partial, there is some risk that patrons could

come into contact with the collection, on purpose or inadvertently.

Although there is a window located next to the collection and lighting above, there is little

exposure to light. The collection is not accessed on a daily basis and it is usually only open for a short

period of time when being utilized; when closed the collection area is dark. A dehumidifier in the room

helps control the RH, and there is no vent located directly above or next to the collection.

The collection:

The PAL special collection contains both print and media items totaling approximately 396

items. 346 of these are print items:

 212 scores
 26 miniature scores
 89 books
 4 oversized scores
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 15 boxes of documents and scores

These items vary in age, material, and size, but overall the items are in decent condition and the books

appear to be stored appropriately. The collection does not get rebound, fragile objects and loose pages

are stored in archival boxes. A concern with boxed documents is how their contents are arranged; many

of the folders and papers are slumping and are not adequately supported within their box. Some of the

boxes are stacked and are fairly heavy; some of these stacks may put too much weight on the bottom

most boxes. The size of the shelving is 8 inches wide; some of the items are wider than this. Some of the

boxes measure 13 inches wide and some books are wider than the shelves as well; at least one book

appeared to have formed a dent in the binding from touching the opposite shelving while the row is in

its closed position.

The collection is occasionally dusted and the shelves cleaned. There is not a regular cleaning

schedule for the student assistants, and regular dusting would have to be regulated to reduce handling

of fragile items. The last cleaning occurred when the collection was moved to its current residence.

Security:

The collection is housed in locked shelving which is part of the moveable shelving containing the

PAL’s general collection. Access to the rows containing the collection requires a key to which only staff

has access. The library itself is closed and locked during non-operational hours, and the Performing Arts

Center has security which patrols the building.

Training for student assistants covers how to grant access and properly secure the collection,

and student assistants receive basic training on emergency situations, although there is no hands-on

practice in using the materials in the disaster kit. There are no specialized instructions for how to handle
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an emergency situation regarding the collection, and students would assume to follow the general

guidelines given to them unless instructed otherwise.

Data Analysis

The data compiled in CALIPR (see appendix) from the random sample shows the number one

preservation action and priority to be environmental control. Humidity control is the greatest concern.

Conservation treatment was next on the list of priorities, estimating 3% of the collection potentially

needing conservation treatment. The data shows that the collection is not in high use, is mostly made up

of books and scores, and is in good condition. Based on this analysis and observation, the

recommendations will be focused on environmental controls and storage conditions.

Recommendations

Environmental control and building conditions:

There is not much control over temperature in the library and RH control relies on the use of a

dehumidifier and employees manually checking and setting the dehumidifier. A dehumidifier with an

automatic sensor may better regulate the RH as it would not rely upon student assistants remembering

to check the humidity levels and taking the proper actions. It would also allow better control while the

library is closed. (NEDCC, 2012a).

 Books and paper items should be kept at a maximum temperature of 70 degrees Fahrenheit.

 The recommended RH is between 30-60% for combined use and storage area (Harvey and

Mahard, 2014).
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Maintaining cleanliness is very important. It should be ensured that the area around the

collection is thoroughly vacuumed on a regular basis; training for employees on how to properly dust

(NEDCC, 2012b) the collection should be provided, and a schedule for each semester. Although the level

of dust on the collection is not of high concern, if dust were to become a concern, dust covers could be

used on the shelving (NPS, 1993).

Because the library is located in a larger building and below another floor with bathrooms, it is a

risk for leaks. The collection also has windows and piping near it which could potentially add to this risk.

Because of this employees should have more training in what to do in an emergency, such as a water

leak. They should know not only where the disaster kit is, but how to use it. And if there are any special

instructions regarding the collection, they should be made aware. Creating basic preservation and

emergency training flyers or pdfs could aid student assistants in understanding how they should handle

library materials, emergency or not. (UW University Libraries, 2017b).

Storage and collection:

While the shelves are of appropriate material, the width of some of the shelving isn’t ideal for all

of the items. It should be seen if wider shelving could be fitted into the units. This would help prevent

items from touching the wall. To minimize items falling, more items may be place on the stationary shelf

unit and those on the mobile unit should be better secured, checking to make sure that they are not too

loose on the shelf, allowing them to fall easier. The use of anti-slip tape on the shelves may reduce

movement and falling (DEMCO, 2017).

Boxes which are stacked high should be moved to separate shelves to remove stress from the

bottom most boxes. Harvey and Mahard (2014) suggest no more than 3 flat boxes should be stacked to

prevent crushing and to allow for easier access. Boxes with slumping folders and documents should be

addressed and dividers used to keep materials as straight and flat as possible (NEDCC, 2017c). Both
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wider shelving and less stacking will help prevent items from touching the walls. This would help prevent

damage if moisture were to accumulate on the wall.

Some items which may be labeled as needing preservation treatment are already contained

within archival boxes, but a routine assessment of the collection, and individual assessment of items

which are handled by visitors is recommended.

Conclusion

Overall, the greatest concerns relate to controlling the RH of the environment and addressing

storage issues. The new location of the collection has improvements over its old home, but comes with

new risks. The collection would benefit being housed in an area farther away from the general visitor

population or in a separate room with its own temperature and humidity control. Stationary shelving

may be better for this collection, but safeguards to prevent items from falling should be used if

stationary shelving cannot be installed. Wider shelving for some items is recommended and it should be

made sure all items fit properly on the shelving to prevent damage. More in-depth training for student

assistants (UW University Libraries, 2017b) will help keep the collection more secure and more likely to

survive an emergency situation.

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Appendix

Information is provided on the number of responses to each question on the sample survey
compiled by CALIPR.

Whole Collection (Perspective 1)

Preservation action and priority % of coll. est. number of items

1 Environmental control 100 346

2 Conservation treatment 3 10

Number of yes/no responses to all survey questions by format (Sample size: 100 items)

Book Document Photo Other Total

Survey
# yes # no # yes # no # yes # no # yes # no # yes # no
question

High use? 0 98 0 2 0 0 0 0 0 100

Automatic fire
protection 98 0 2 0 0 0 0 0 100 0
system?

Environmental
conditions
0 98 0 2 0 0 0 0 0 100
meet
standards?

Missing parts
0 98 0 2 0 0 0 0 0 100
or pages?

Broken into
3 95 0 2 0 0 0 0 3 97
pieces?

Deteriorated
0 98 0 2 0 0 0 0 0 100
text/image?

Only copy in
98 0 2 0 0 0 0 0 100 0
service area?

Significant
historical 98 0 2 0 0 0 0 0 100 0
value?

Part of a
comprehensive 98 0 2 0 0 0 0 0 100 0
collection?

If lost or
rendered
unusable, 0 98 0 2 0 0 0 0 0 100
replace if
possible?
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Resources

1. California State Library. (2007). CALIPR. Retrieved from:

http://www.lib.berkeley.edu/preservation/CALIPR/index.html

-A preservation needs assessment tool created by the California State Library. This free tool can be used

by institutions for self-assessment during a preservation survey.

2. DEMCO. (2017). 3M™ Anti-slip Shelf Tape. Retrieved from:

https://www.demco.com/products/Library-Supplies/Shelf-Organization/Non-Skid-

Material/3M-trade-Anti-slip-Shelf-Tape/_/A-

B00278923&ALL0000&es=20171112091331059610

-An example of anti-slip tape which can be used to better secure items on shelving. Available to

purchase from a variety of retailers.

3. Harvey, R., & Mahard, M. (2014). The preservation management handbook. Plymouth, UK: Rowman

and Littlefield.

-A handbooks on preservation management, covering topics from preservation principles to preserving

specific types of materials. This provides information on the preservation needs of paper based items

such as books and documents.

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4. NEDCC. (2012a). The environment. 2.2 Monitoring temperature and relative humidity. Retrieved

from: https://www.nedcc.org/free-resources/preservation-leaflets/2.-the-environment/2.2-

monitoring-temperature-and-relative-humidity

- This resource provided by the Northeast Document Conservation Center provides instructions on

managing temperature and RH. It also gives tips on selecting and using equipment.

5. NEDCC. (2012b). Storage and handling. 4.3 Cleaning books and shelves. Retrieved from:

https://www.nedcc.org/free-resources/preservation-leaflets/4.-storage-and-handling/4.3-

cleaning-books-and-shelves

-This resource provided by the Northeast Document Conservation Center provides instructions on

cleaning books and shelves. It also gives tips on the preparation for cleaning and preventative measures.

6. NEDCC. (2012c). Storage and handling. 4.1 Storage methods and handling practices: unbound

documents. Retrieved from: https://www.nedcc.org/free-resources/preservation-leaflets/4.-

storage-and-handling/4.1-storage-methods-and-handling-practices

-This resource provided by the Northeast Document Conservation Center provides instructions on

storage and handling methods. It gives information on storing both bound and unbound materials.

7. NPS. (1993). Conserve O Gram 4/2. Dust covers for open steel shelving. Retrieved from:

https://www.nps.gov/museum/publications/conserveogram/04-02.pdf
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-This Conserve O Gram provides information on the use of dust covers for collections stored on open

steel shelving. It also provides sources.

8. Patkus, B. (2003). Assessing Preservation Needs: A Self-Survey Guide. Northeast Document

Conservation Center. Retrieved from

https://www.nedcc.org/assets/media/documents/apnssg.pdf

-A self-survey guide to help small information institutions survey their collections for preservation

needs. This is meant to aid in the longevity of collections, in the best usable condition.

9. UW University Libraries. (2017a). Disaster Response for Libraries. Retrieved from:

http://www.lib.washington.edu/preservation/disaster/disaster

-The University of Washington University Libraries provides a number of examples regarding disaster

plans and collection preservation. This includes a detailed plan as well as a poster:

http://www.lib.washington.edu/preservation/disaster/library-collections-disaster-procedures-poster

10. UW University Libraries. (2017b). Preservation training for student assistants. Retrieved from:

https://staffweb.lib.washington.edu/units/preservation-services/preventive/staff-

training/student-training/images/pdf

-An illustrated guide to help student assistants to better handle library collections. It also teaches them

to recognize damage or potentially damaging situations.

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