Needs Assessment in HMS for Presidential Libraries Allison Olson Research Services
Why is Needs Assessment Important? • List of needed preservation actions • Helps prioritize needed preservation actions • Provides Holdings that Received all Needed Preservation Actions (cubic feet) • Holdings Needing Preservation Action based on survey • Metric less than 50% of the Holding Requiring Action by 2016.
When Do You Fill Out a Needs Assessment? During processing, except if the records are offsite. Anytime a preservation need is discovered A preservation action is completed and a needs assessment does not exist
Data Quality Very Important Capture all needed and completed work Preservation Programs reviews forms for inconsistencies Call if you have any questions or if staff need more training
Dynamic Media Need Level • Based on the type of preservation problem and the use level. • See full chart on page 5 of the instructions.
Standard housings (ex. boxes, sleeves): poor condition/not present/damaging the Records
Holdings Maintenance Actions • Holdings Maintenance-Box • Holdings Maintenance-Folder • Holdings Maintenance-Sleeve, Replace Fasteners, Unfold • Holdings Maintenance-Humidify, Flatten, Surface Clean • Holdings Maintenance-Other
Adequate boxes that don’t meet current specifications. DO NOT REPLACE. Preservation Problems: None Found.
Brittle/fragile/unsafe to use/ • Holdings Maintenance- Sleeve, Replace Fasteners, Unfold • Preservation Photocopy • Textual/Cartographic/ Still Images preservation copy
Custom Housing Required Due to Non-Standard Sizes or Formats Custom Housing
DAMAGED/TORN/obscured by tapes/heavily soiled • Holdings maintenance- sleeve, replace fasteners, unfold • Conservation • Textual/Cartographic/Still Images Preservation Copy
Damaged/torn/OBSCURED BY TAPES/heavily soiled Conservation
Damaged/Torn/obscured by tapes/ HEAVILY SOILED • Conservation • Holdings Maintenance-Humidify, Flatten, SURFACE CLEAN
BUNDLED, FOLDED, rolled records that cannot be safely served • Holdings maintenance-sleeve, replace fasteners, UNFOLD • Holdings Maintenance-HUMIDIFY, FLATTEN, Surface Clean • Conservation • Preservation Copy
Bundled, folded, ROLLED records that cannot be served • Holdings maintenance-SLEEVE, unfold, remove fasteners • Custom housing • Holdings Maintenance-HUMIDIFY, FLATTEN, Surface Clean • Conservation • Textual/cartographic/still images preservation copy
Detached, loose or endangered by their mount, scrapbook or album. • Custom Housing • Holdings maintenance-SLEEVE, replace fasteners, unfold • Conservation • Textual/Cartographic/Still Images preservation copy
Bindings are damaged/failing to support the text/loose pages • Holdings Maintenance-other • Custom Housing • Conservation • Textual/cartographic/still images preservation copy
Mold or Pests Insect Damage Mold Major Mold Remediation Minor Mold Remediation Treatment for Pests
Unstable Copy (i.e. Thermofax, Mimeograph, etc.) or Unstable Ink • Preservation Photocopy • Textual/Cartographic/ Still Images Preservation copy • Mimeograph, only sleeve if necessary
Accessioned microfilm or microfiche is damaged, deteriorating or lack preservation master. • Improve storage cold/below freezing storage • Microfilm or microfiche repair • Textual/Cartographic/Still Images Preservation Copy
Plastic film support: acidic odor • Plastic film support: shrinkage/ cockling/ bubbling/ emulsion wrinkling/discoloration / Disintegration • Improve storage-cold/below freezing Storage • Textual/Cartographic/ Still Images preservation copy
Photographic materials are blocked or adhered together. • Conservation
Image emulsion on photographic materials are flaking or rubbing off. • HM-sleeve • Conservation • Custom housing
Requires cool, COLD or below-freezing storage and is not in that storage • Acetate negatives or film • Diazo and vesicular microfilm (not including reference copies) Blue Tone • Color negatives/ film, slides, and print, • Modern digitally produced prints (ink jet, dye sublimation, electrophotographic, and thermal) Improve storage-cold/below freezing storage
Requires COOL, cold or below-freezing storage and is not in that storage • Magnetic/electronic media including computer tapes and disks, video tapes, audio tapes, optical disks Improve storage-cool storage
Electronic Media (floppies, discs, CDs, tapes cartridges) are present • Electronic Records Preservation
Audio, Video, Motion Picture film: obsolete format/obsolete playback equipment/Unstable media • Improve storage-cool • Improve storage-cold • Audio preservation copy • Audio repair • Video preservation copy • Video repair • Motion picture preservation copy • Motion picture repair
Artifacts have preservation problems • Conservation • Custom housing
Aerial film: bad or failing splices/ damaging or detached leaders/torn film • Aerial film: Spindle/reel is damaged • Aerial film: Acidic odor • Aerial film: shrinkage/ cockling/ bubbling/ emulsion wrinkling/ discoloring/ disintegration • Aerial film: blocked
High Value and Needs of Theft or Vandalism • Mark high value records • Vault or locked storage for high value records
Preservation Problem: Other Write a description of the problem in the Comment
Other Preservation Actions • Conservation review • Archival prep for reformatting • Aerial film repair
Dynamic Assessment Template Type Preservation Problems Audio/Video: digital original Magnetic media are blocked together Magnetic media have binder hydrolysis, sticky shed. Magnetic media shrunken acetate tape carriers. Spoking: Loose/poor wind. Audio/Video: obsolete format/ obsolete playback equipment/unstable media Brittle/ fragile Damaged/ torn/obscured by tapes /heavily soiled Audio is more than 8 years old? Video is more than 5 years Old?
Dynamic Assessment Template Type Preservation Problems None Found Mold or pests Require cool, cold storage or below-freezing storage Standard housings (ex. boxes, sleeves): poor condition/ not present/ damaging the records. Custom housings (ex. boxes, sleeves) required due to non-standard sizes/formats. Textual, Still Pictures and Cartographic records have preservation problems. Artifacts have preservation problems. Other
Needs Assessment for Record Entry Click Apply Status Changes to Active
When all actions completed enter Completed Date, Total CF Completed, and Justification.Click Apply-Completed.