Setting up a Conservation Program

1. Setting up a Conservation Program by Fe Angela M. Verzosa

2. CONSERVATION • program that deals with the physical or chemical treatment of documents • encompasses three functions: examination preservation restoration

3. conservation 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.

4. Implementing a conservation program • Management Support directive conservation committee conservation policy organizational structure budget • Conservation Facilities • Conservation Staff

5. administrative order • outlines priorities and goals short-term intermediate long-term • provides a conservation policy statement • designates responsibility for the conservation effort

6. Conservation 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 and environment, execute the program

7. Conservation 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”

8. principles 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.

9. 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 description checklist of work donephotographic record (before, during, and after)

10. Do not use any measure, 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 the material

11. Organizational Structure

12. Budget • must be a line item in the institutional budget • at least 15-20 % of total budget • expenses should include archival storage materials extermination services subscription to literature on conservation expanded projects such as establishment of conservation laboratory, microfilming, etc.

13. Conservation Facilities • air conditioning • dehumidifier • fumigation chamber or vacuum fumigators • conservation laboratory • steel shelves (or if wooden, should be painted with acrylic latex)

14. Conservation Supplies • Japanese papers • hygrometers • acid-free storage boxes • Mylar polyester sheets • blotter paper • soft brushes and cleaning pads

15. Conservation 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

16. light control pest control temperature and humidity control handling of materials by staff handling of materials by users acidity control Conservation Guidelines

17. Conservation GuidelinesLight 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)

18. Conservation guidelinesinsects 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

19. Conservation GuidelinesAcid: • 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

20. Conservation Guidelineshandling 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 material except to make notations using soft pencil • substitute copies for originals • examine materials after use

21. 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

22. Condition 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:

23. Collection Location Date of survey Conducted by Box and folder no. Type of material Inclusive dates Format Media Type/Quality of storage containers Condition of collection: general appearance insect damage tears/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: _____________________

24. Conservation Treatments • Fumigation • Dry cleaning, washing and bleaching • Deacidification • Mending, reinforcement, and support using Japanese paper lamination encapsulation

25. Basic 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

26. Evaluating conservation services • 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

27. Questions? Contact verzosaf@dlsu.edu.ph