PRESERVATION

PLANNING
What Is Preservation Planning
• Preservation planning is a process by which the general
and specific needs for the care of collections are
determined, priorities are established, and resources for
implementation are identified.
• Its main purpose is to define a course of action that will
allow an institution to set its present and future
preservation agendas.
• In addition, it identifies the actions an institution will take
and those it probably will never take so that resources can
be allocated appropriately.
THE LONG-RANGE PRESERVATION
PLAN
• The result of the planning process is the formulation of a
written, long-range preservation plan. This is an important
document for an institution to have.
• A long-range preservation plan describes an institution's
preservation needs and charts a course of action to meet
these needs for its collections.
THE LONG-RANGE PRESERVATION
PLAN
• It provides the framework for carrying out established
goals and priorities in a logical, efficient, and effective
manner; it is a working tool for achieving agreed-upon
priorities over a set period of time. It helps maintain
continuity and consistency in a preservation program over
time.
THE LONG-RANGE PRESERVATION
PLAN
• It is an important aid in securing necessary resources to
assist with implementation of recommendations.
• It records the past and current preservation activities and
shapes the future efforts of an institution.
THE LONG-RANGE PRESERVATION
PLAN
• A preservation plan needs to be comprehensive and include all
of an institution's collections. The integration of all collections
into a plan is vital for developing a complete understanding of
long-term preservation priorities.
• Also, such integration will allow for the linkage of preservation
activities with other strategic planning agendas.
• A good preservation plan is realistic and practical.
• A document that is outside the ability of an institution to
implement and support is not useful.
• While the plan must recognize all preservation needs, it should
focus on those steps that can be accomplished with existing or
obtainable resources such as budget and equipments
ASSESSMENT SURVEY

Every institutional plan is different. Some are long,

complex, and detailed while others are short and simple.
They all, however, flow from and are based on the needs
assessment survey(s) the institution has done.
ASSESSMENT SURVEY
• Needs assessment surveys are essential to preservation
planning and must be carried out before a plan is drafted.
• A preservation plan is based on the needs of an institution
and the actions required to meet these needs.
• This information is provided in the reports of the surveys
ASSESSMENT SURVEY
• A survey must evaluate the policies, practices, and
conditions in an institution that affect the preservation of
all the collections.
• It must address the general state of all the collections,
what is needed to improve that state, and how to preserve
the collections long-term.
• It must identify specific preservation needs, recommend
actions to meet those needs, and prioritize the
recommended actions.
ASSESSMENT SURVEY
• A survey covers the entire building in which collections
are housed.
• Hazards to collections are identified, considering such
factors as environment, storage, security and access,
housekeeping, conservation treatment, and policies and
practices.
• It is important to note that the building in which collections
are housed is often itself a part of the collections. This is
the case with a historic or architecturally significant
structure.
• In this instance, the actions required to preserve the
building as well as the collections it houses must be
considered.
PRESERVATION ASSESSMENT AND
PLANNING
Things to be consider :-
CALCULATING RISK
DETERMINING VALUE
AVAILABLE RESOURCES
POLITICAL ISSUES
PREVENTIVE PRESERVATION
CONTENT PRESERVATION AND RESTORATIVE
CONSERVATION
PRESERVATION ASSESSMENT AND
PLANNING
• CALCULATING RISK – Information should be collected
on the extent and kinds of deterioration present, on the
environmental conditions in which materials are stored
and used, and on systems and policies, such as fire
detection and suppression and security measures, that
protect the collections from damage or loss
CALCULATING RISK

• Condition Surveys – state of deterioration

• Environmental Surveys – temperature and humidity
• Surveys of Protective Systems and Practices – fire
detection and suppression, security.
DETERMINING VALUE
1. What is the importance of the topic documented by this collection or this
publication? Is its primary significance local, statewide, regional, national, or
international?

2. How does this collection relate to other holdings at your repository that
document the same topic?

3. How does it relate to materials on the same topic held by other repositories?

4. Is the information it contains unique or does it duplicate information contained

in records, publications, or other sources held by other repositories?

5. Is the repository committed to continuing to document this topic?

6. Why would it be better to spend funds on the preservation of this material than
to acquire new material?

7. What impact would the destruction of this material have on the documentation
and understanding of the topic?
AVAILABLE RESOURCES
• The information gathered on the condition of the
collections, environmental conditions, other factors related
to their housing, and estimates of their value all eventually
have to be weighed against the resources that can be
mobilized by the institution and the technical abilities of
the staff available to address the needs identified.
POLITICAL ISSUES

• Any planning process must take into account the political

environment within which the program it hopes to
implement will be carried out. It is therefore necessary to
be as alert to possible political obstacles as to technical
deficiencies or lack of resources.
• Much of the success of a preservation program will
depend on the willingness of the repository's
administration to support the changes recommended.
PREVENTIVE PRESERVATION
• standard archive building / store
• standard storage material and maintenance
• standard temperature and humidity
CONTENT PRESERVATION AND
RESTORATIVE CONSERVATION
• reformat a document or book to capture as much as
possible of the information that it contains – microfilming,
photocopying, digitizing.
• Deacidification of paper
• Conservation treatment