Preservation Policy
Background
One of the major crises facing libraries throughout the world is that the rate of deterioration of their collections far exceeds the possible rate of preservation. The materials that make up library collections are composed primarily of organic materials which are subject to natural deterioration. In addition, much paper made since the middle of last century has been made by processes which leave harmful components in the paper, giving it a much reduced useful life.
Most of the Library's collections are based on paper - either in book or sheet form - bound volumes, newspapers, serials, manuscripts, maps, watercolours, prints and drawings. The Library also has an important collection of oil paintings, a small collection of objects, and a large collection of photographic materials including negatives, prints, glass negatives and photographic albums. Its collections of modern materials such as sound tapes and electronically stored information such as CD ROMs and computer discs is growing rapidly. Almost all of its collections are essentially impermanent.
Unlike museum items that are rarely handled, library materials are meant to be used. They are vital sources of information which cannot be conserved and stored away in an ideal and secure environment to arrest their decay. This is the dilemma of library preservation - to make information accessible, while still ensuring its ultimate survival. A preservation policy for library materials has, of necessity to take account of this fact.
The past decade has seen a great change in approaches to the preservation of library collections. This change is based, in part, on the realisation that not all material within the collections can or even should be maintained forever, and that the preservation of information may be more important than the preservation of the artefact.
Preservation does not exist in isolation. It needs to take account of:
- the aims and objectives of the library,
- its collection development policy,
- its strategic and operational plans,
- the needs of the users,
- the significance of the individual items.
- the place of the library within the local national, and international framework
- Before a preservation policy can be developed and implemented, it is first necessary to have a realistic collection development policy. The publishing of the Library's Collection Development Policy has enabled the production of a written preservation policy where decisions on the preservation and retention of any material can be directly related to its importance to the Library's collections and, through the distributed national collection, to library collections Australia-wide.
Preservation decisions have an impact on most areas of the Library. Cross program administration of the preservation policy is necessary. The mechanism to monitor the effectiveness of this policy is through the Library's Collection Development and Management Committee.
The ultimate direct preservation responsibilities for the care fo the collections resides in the Collection Management and Retrieval Branch of the Library's Collections and Reader Services Division. To assist in this role contact conservators from that Branch are assigned to each of the collection areas of the Library. However, staff library-wide have an important role in ensuring the longevity of the collections. This policy should be read in conjunction with the Library's Collection Development Policy and the Strategic Plan for 1993-98 Service to the Nation: Access to the Globe.
Library Preservation
The main aim of any preservation program is to maintain and preserve items consistent with their use and significance to the collection. This may require the preservation of the physical format of the item, the preservation of the intellectual content in another format, or the preservation of both the information and the physical format. Generally, the on-going cost of maintaining an item over its lifetime will far exceed its initial purchase price. Resources are such that not all material can be treated equally. Decisions for preservation have to recognize that not all items need to be given the same level of care, security and attention.
Preservation is a library wide activity, involving all staff. Preservation activities include selection of the most appropriate format for acquisition, conserving and repairing the collections, creating preservation surrogates, controlling the environment, and establishing conditions of use.
Broadly, preservation includes the following four functions:
- planning and policy making
- the development and application library wide of preservation procedures, including selection, housing, storage, disaster response and staff and user education, to prolong the useful life of library materials by minimising harmful effects
- the treatment of library materials by:
- minor repair - of material which is slightly damaged or deteriorated, in order to preserve and/or further extend its use;
- conservation - those activities which involve physical treatment of individual items by professional conservators:
- restoration - conservation treatments designed to return an item to a condition as close to possible to original:
- substitution - the production of a copy or surrogate
- recording of information about preserved items, including location of 'last copy' and details of master microforms, as well as preservation intentions in the bibliographic record.
Over a period of years, Preservation Services and other areas have developed guidelines and procedures for the care of the Library's collections. With the completion of the Library's collection development policy and the establishment of a suggested list of material identified as being of high national significance, a rational basis for determining preservation priorities has been established. The policy document that follows outlines a preservation philosophy for the Library.
Preservation Policy
Purpose
The purpose of the Preservation Policy of the National Library of Australia is to provide a comprehensive statement on the preservation of the Library's collections, dealing with all aspects of preservation and applying to all collections held by the Library.
It provides direction to Library staff in carrying out their collection management responsibilities relating to preservation. It forms the basis of communication with those outside the Library concerning both internal preservation policies and activities, and the Library's national and international responsibilities.
It identifies related Library policies, and those documents which contain the detailed interpretations and procedures derived from it. Implementation of the policy is achieved through the normal channels of the Library planning process, in particular through the operation of the Library's strategic and operational plans, under the guidance of the Collections Development and Management Committee, the Contact Conservator Scheme and the Disaster Action and Prevention Team. This policy defines organisational roles and responsibilities associated with the preservation of the collections.
Authorities
The functions and powers of the Library are defined by sections 6 and 7 of the National Library of Australia Act, 1960 . Library materials are defined in section 4. These relevant sections are printed in the Library's Annual Report.
This policy has been accepted by the Library's Corporate Management Group for implementation throughout the Library.
Related Documents
The Library's Collection Development Policy is a key document in interpreting the preservation policy. The summary preservation and retention policy of the Library is recorded in this document
Detailed procedures are available in the Preservation Services manual. Related policy documents are:
- Draft policy on preservation microfilming
activities
- Policy on Participation in Cooperative
Microfilming Projects with other Libraries.
- National Library of Australia counter emergency plan (under revision).
Policy Statements
General
According to the principles of the Universal Availability of Publications (UAP) programme of the International Federation of Library Associations and Institutions (IFLA), each nation has the responsibility of collecting, preserving and providing access to the publications published within that country ie the 'national imprint'. The Library accepts this principle as it applies to the distributed national collection (DNC) of Australia's documentary heritage. It will endeavour to preserve in original or surrogate format all materials for which it accepts responsibility under the DNC, and will encourage formal agreements with other libraries throughout the country to preserve and provide access to totality of the national imprint. The Library accepts that as the National Library of Australia it will often bear the ultimate responsibility for making preservation decisions concerning significanct materials held in other libraries which are unable to take appropriate preservation action.
The Library adheres to the Principles for the preservation and conservation of library materials (1986) of IFLA. It attempts to retain and preserve in its collections at least one copy of all Australian material of high national significance collected in accordance with its collection development policy and with collecting agreements negotiated as part of the DNC. Material in original format will be preserved for as long as possible and access will be provided to original and surrogate format as appropriate. Material with intrinsic value will be preserved in orginal format in perpetuity.
Preservation of the Collections
The Library has identified two major categories of collections - the Australian and the overseas. It accepts that all Australian materials have significance as part of the distributed national collection of Australia's documentary heritage. However, it also recognises that it is neither practical nor desirable to attempt to preserve in perpetuity all Australian materials either in original or surrogate format, although it takes steps to ensure that the most significant is preserved to enable current and future access. Different preservation strategies are required for material with different levels of significance.
The Australian Collections
Consist of deposit and other printed materials, as well as materials of particular formats, including pictorial, map, manuscript and recorded sound.
- The National Library of Australia maintains published output of Australian monographs and serials which it collects in accordance with its Collection Development Policy in a separate deposit collection, housed on several levels within the main Library building. This collection has a high priority for long term preservation.
- Australian newspapers are stored separately from Australian monographs and serials. Except for identified newspapers (eg national, rare, unique), the Library does not actively preserve such materials in original format. However, in promoting the distributed national collection, it seeks to ensure that, Australia-wide, newspapers or their surrogates are preserved through the actions of the national newspaper preservation plan administered by the Council of Australian State Libraries. The Library encourages each Australian state or territory to assume responsibility for the preservation of its own newspapers, and to retain at least one set of each title in original format.
- Australian microforms for use are housed with the newspaper collections. Master microforms are housed separately in cold storage.
- Australian materials of particular formats are separately housed in various locations, mostly in the main Library building. They include Pictorial, Map, Music and Manuscript and Oral History collections. These collections, in general, have specialised storage needs, and have a high priority for long term preservation.
- The library maintains a lending collection of Australian film and video materials. The responsibility for the long term preservation of this format of material has been accepted by the National Film and Sound Archive.
- Special provisions are made for identified national treasures.
Overseas Collections
The overseas collections include general printed materials, rare books, newspapers and microforms, and some other special format material such as films and videos, maps and music.
- The Library preserves its overseas collections to ensure that items are available for use for as long as possible. However, overseas collections have a lower preservation priority than Australian collections.
- It is recognised that some overseas materials may be rare, unique or of particular significance and may therefore have special preservation needs. The Library accepts the responsibility to preserve this material, and significant items believed to be held uniquely by the Library will, where possible, be preserved in perpetuity.
- The Library recognises the difficulties faced by developing nations in collecting and preserving their own publications. Due to the importance given to South East Asian and Pacific materials in itsCollection Development Policy, and its role as an IFLA Regional Centre for Preservation and Conservation, the Library accepts the responsibility to preserve, in original format where possible, these materials in its own collections. The Library if requested, will consider the repatriation of either the materials themselves or surrogate copies to the country of origin.
Specific Policy Statements
Accommodation
The Services section of the Corporate Services Division is responsible for preserving its collections through the use of appropriate accommodation. This is achieved by:
- ensuring that architectural and building specifications for new buildings and upgrades or renovations to existing buildings address preservation needs as defined in this policy and associated documents
- ensuring that all Library buildings are maintained where possible to continue to meet those specifications
The Services Section attempts to provide a stable and secure environment for its collections. This is achieved through the establishment and maintenance of specified levels of temperature, relative humidity, lighting, air quality and vibration, recognising that until there is a major upgrade of mechanical services, the existing main building is not always able to perform at acceptable levels of temperature and humidity control. Special controlled environmental conditions are provided for particularly vulnerable materials.
Security
The Security Section of Corporate Services Division is primarily responsible for providing security measures that ensure the protection of its collections during use within the building and while in storage. This may be done in consultation with other areas of the Library (such as Preservation Services or Exhibitions) as appropriate.
All staff who handle material need to be aware of basic security provisions. The primary purpose of these measures is to prevent or reduce the risk of damage to the collections from fire, water, natural or man-made disasters, biological or animal agents, war, theft and vandalism.
Disaster Preparedness
The Disaster Action and Prevention Team is responsible for ensuring that contingency plans and procedures are in place to prevent, react to and recover from emergency situations that may have an adverse effect on its collections. Details of the disaster preparedness and prevention procedures can be found in the Library's Counter Emergency Plan.
Use of the Collections
The Library recognises that use of its collections is a prime purpose of its existence. However, the nature of the collections and their national significance will determine type of use:
- The deposit collection of printed Australiana is a restricted use collection available on site and is only available through interlibrary loan in original format in exceptional circumstances.
- The Library, in principle, obtains one or more service copies or creates surrogates for service where supply of original material is not appropriate. For printed Australian material lending copies may be acquired and made available for interlibrary loan.
- The Library encourages the use of surrogates rather than originals for service in cases where the original material is not suitable for regular use - such as rare or fragile items, or material in special formats - such as sound tapes. Subject to copyright, surrogates may be created using microforms, photocopies, photographs, transcripts, video and optical discs or other technologies.
- The creation of a bibliographic record on the National Bibliographic Database for master microforms,surrogate copies and/or preservation intentions is an essential strategy for both preservation of and access to the distributed national collection. The Services to Libraries Division is responsible for ensuring that this is achieved.
- The general printed materials monograph collections, including lending copies of Australian materials are available in original format for on site use and for off site use through interlibrary loan.
- Printed serial collections are available for on site use and by the provision of photocopies for off site use by interlibrary loan.
- Special conditions apply to the use of Australian special format materials. In general, they are not available for off site use, although surrogates or lending copies if available may be provided.
- Special provisions apply to the supply of all Library materials to the Commonwealth Parliamentary Library.
- Collection items are available for exhibition subject to appropriate conditions being met.
Handling & Transportation
The Library encourages proper handling of collections by staff and users.
Preservation Services provides preservation training and advice on handling collection materials to all relevant staff and provides handling guidelines to users.
Recognising that photocopying is a major source of damage to printed materials, restrictions apply to the copying of at risk materials and guidelines have been developed for the safe copying of other materials.
Procedures have been developed to ensure that collection material in transit within or between its buildings, on loan to external users, or on loan for exhibition is well protected and carefully handled.
Training
The Library encourages its preservation staff to maintain a high level of awareness of developments in conservation practices, materials and procedures. Preservation training is provided by Preservation Services staff to staff and users as appropriate; to the Australian community; and to overseas institutions through the Library's role as an IFLA Preservation and Conservation Regional Centre.
Exhibitions & Loan for Exhibitions
The Library includes preservation considerations in determining the selection of items and the frequency and duration of their use for exhibition purposes, or for loan for exhibition to other institutions. Material will be prepared for exhibition and displayed in accordance with accepted national and international standards.
Borrowing institutions are required to comply with the Library's guidelines for exhibitions through the signing of a condition of loan agreement with the Library.
Acquisition
The Library considers physical condition as one criterion in the acquisition of single items or collections.
- The Library's ability to preserve single items or collections is a factor in determining whether or not to proceed with an acquisition.
- The costs of preserving an acquisition are considered as part of the total cost.
- For material required for long term preservation, the Library acquires the best possible copy, and encourages the use of appropriate stable materials, where these exist, for example permanent paper for print publications, microforms which conform to national and international standards, high quality audio tapes.
Collections Preservation
The Library believes that ongoing and routine collections maintenance will reduce the likelihood of serious damage to its collections. Collections maintenance includes:
- Monitoring the condition of its collections on an on going basis and taking action to replace or to treat, replace, or reformat, as appropriate, individual items identified as being damaged.
- Using appropriate containers - boxes, sleeves, wrappers and similar materials to protect collections.
- Maintaining cleanliness in the storage areas and endeavouring to clean collections on a systematic basis using appropriate methods.
- Providing appropriate storage conditions for the collections.
Preservation Treatments
Preservation treatments are undertaken to prolong the useful life of material or the information it contains by repair, conservation or the creation of surrogates when collection material is at risk, damaged or deteriorated. All treatments are undertaken to a high standard and use appropriate materials. In accordance with conservation ethics, all treatments are judiciously minimal, and wherever possible involve minimal sacrifice of bibliographic, historic or aesthetic integrity. Appropriate measures carried out at the Library include:
- Minor repairs on individual items when required. Such repairs are undertaken by conservators or by persons who have been given appropriate training.
- Conservation treatments on individual items requiring special attention
- Commercial binding of Australian deposit collections will be carried out if necessary for security considerations.
- Surrogates of appropriate national and international standards are created for preservation purposes and for access when inherent fragility or heavy use threatens the survival of the original material.
Preservation Research
The Library applies preservation standards for materials and procedures where they already exist and is actively involved in the development of new Australian and international standards. The Library supports scientific research to address problems encountered in the preservation of Australia's documentary heritage.
Relationships
The Library establishes productive working relationship with other institutions and organisations in order to address library preservation needs. Cooperative preservation projects, and the recording of preservation information on the National Bibliographic Database are two means of achieving this. The development and subsequent endorsement of an ABN Standard for preservation masters has been critical in providing an efficient and effective mechanism for locating their existence and the Library will continue to encourage and facilitate adding this important information on the National Bibliographic Database (NBD). The Library works with related institutions and organisations, including the Australian Council for Libraries and Information Services (ACLIS) and the Council of Australian State Libraries (CASL) to promote the cause of preservation to the Australian library community. The National Preservation Office serves as a focus for collaborative action to preserve Australia's documentary heritage. In addition, the NPO serves as the Preservation and Conservation Regional Centre of the International Federation of Library Associations and Institutions (IFLA).
Distribution of Policy
As one component of the Library's collection management policy, this document will be communicated to all managers and staff as appropriate
Monitoring & Review of Policy
This policy will be monitored and reviewed by Preservation Services and the Library's Collections Development and Management Committee on a regular basis to ensure it addresses current developments in the Library; in the library preservation community; and to reflect overall National Library policy and strategic planning changes.
Roles & Responsibilities
All staff are have a responsibility to implement preservation policies and directives approved by the Library's Corporate Management Group. Preservation Services staff will take an active role in assisting and encouraging the implementation of the preservation policy Library wide.
