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PRESERVATION OF DOCUMENTS

PRESERVATION OF DOCUMENTS. BY Shri. RAJENDRA KUMAR PANDA Librarian, K.V. Gopalpur Military Station. What is Preservation of documents. Maintenance of resources To prevent (organic bodies) from decaying or spoiling . To keep in perfect or unaltered condition; maintain unchanged

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PRESERVATION OF DOCUMENTS

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  1. PRESERVATIONOF DOCUMENTS BY Shri. RAJENDRA KUMAR PANDA Librarian, K.V. Gopalpur Military Station

  2. What is Preservation of documents • Maintenance of resources • To prevent (organic bodies) from decaying or spoiling. • To keep in perfect or unaltered condition; maintain unchanged • This is not about restricted use, having all ―perfect‖ books, or keeping them forever…but making them useable and accessible for as long as they are needed- and taking good care of them ensures this will happen!

  3. What are the main threats to library material? • The nature of the material itself • Natural and man-made disasters • The environment in which it is kept • The way material is handled

  4. Why Preservation (objective) • Gain basic care and handling of materials in your institution in order to minimize damage • Identify issues that may be damaging to the library materials so you can correct those issues. • Learn how to begin training staff and users effectively! The more people know how to take care of library materials, the better.

  5. Preservation who is responsible?Everyone is responsible! • A proactive approach to preservation is the most cost effective and practical means of extending the life of a collection. • All staff can help contribute to the care and preservation of books and library materials.

  6. Preservation Methods conventional methods Non conventional methods Microforms include microfilm, microfiche and micro opaque. Digitisation of resources or creation of electronic form of documents • binding, lamination, fumigation, pest control, cleaning etc. • old books can not be made available to the users freely • photocopying prohibition • De acidification • User Education

  7. Understanding the Anatomy of book

  8. Structure of Book

  9. Factors of deterioration • Wrong handling or usage & storage • Heat • Light • Dust & dirt • Humidity & moisture • Water & Air • Pest, insects, rodents • Disaster (fire)

  10. Preventive Measures of Environment factors • Temperature should between 22°- 25° C and relative humidity between 45% - 55% constitute the most suitable for storing of library materials. • Long exposure to strong light, especially sun light containing ultraviolet radiations Causes deterioration of paper, binding, film material, and fading of the image,

  11. Contin…… Common air pollutants: (Chemical factors) • such as Sulfur Dioxide (SO2), Hydrogen Sulfide (H2S) • Nitrogen Oxides, (NO, NO2) • Sodium Chloride (NaCl) • Ozone • Dust Particles

  12. Contin….. • Silverfish, cockroaches, termites, larder beetle larvae (book worm) and book lice eat the entire papers of the book. • Good housekeeping helps – regular inspection by professional pest control experts, use of sticky traps to detect presence and movement of insects

  13. How to handle documents-Physical factors • Avoid soiled hand, Clean hand & dry hand ok • Keep workshop area clean & orderly • No food & eatables inside user area • In consequence it invites vermin & insects • Do not use paper clips or sticky as a book mark • Supporting book spine & cover essential while opening books and stamping • Patrons avoid dog earing of pages as bookmark • Licking hands to turn pages.

  14. Continue……. • Never use marker or pen. Use pencil • Don’t rest your hand or arm while taking notes from book • Keep manuscript & records in eco-friendly folder or box

  15. What is conservation • Specific practices taken to slow deterioration and prolong the life of an object by directly intervening in its physical or chemical make-up. Examples would be repairing damaged bindings or de-acidifying paper. IFLA • Treatment of the physical items to extend their life by repairing the documents • Preservation or restoration from loss, damage, or neglect

  16. Methods of conservation • Pressing or mild hot ironing of documents with curved postures • Reinforcing or binding of books • Lamination • Fumigation • Mending with japanese tissue paper • Ph testing for acidity

  17. Conservation activities • Book Repair • Fumigation

  18. Conservation also involves prudent collection management. For example, sound techniques for binding materials such as periodicals and unbound monographs are important, because the way these materials are bound determines how long they will last and how easily the contents can be accessed. While in the past, highly-decorated bindings were produced as a part of the rebinding process, the primary object of conservation is not cosmetic; indeed, the cosmetic approach can often compromise good conservation practice.

  19. Design standard of Library Building • Architectural • Lighting • Smoke detection • Fire detection (Disaster Preparedness) • Fire suppression (Disaster Response) • Housing • Security-Camera & Biometric access

  20. Other Environmental Factors • Relative humidity / Dew point • Temperature • Ultra-violet Rays • Particulate Filtration • Microbial Filtration • Air Quality & Conditioning

  21. Types of Materials to be Preserved • Reference books, Annual reports, census documents, statistical handbooks & old documents • ephemeral value documents should not be preserved

  22. Preserving our Past for the Future

  23. THANK YOU ONE & ALL FOR YOUR PATIENT WATCHINGAny Queries is Welcome?

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