UCPP 1991/92 Annual Report


UNIVERSITY OF CALIFORNIA PRESERVATION PROGRAM ANNUAL REPORT, FY 1991-92

Major Accomplishments

  • 531,301 pages (1,261 volumes) of deteriorated library materials were preserved and made serviceable through a combination of original microfilming, photocopying, and purchase of commercial reprints and microforms.
  • Building on the success of the UCPP conservation technician training project (an NEH-funded training project for 15 UC conservation technicians), a national conference was held (at UCB with NEH funding) to promote the development of training programs for conservation technicians in all regions throughout the country.

Program Components

  1. Environmental Monitoring and Disaster Response.

    A multi-year project to gather information on the environmental conditions in bookstacks throughout UC nearly was completed. Compilation and evaluation will be completed in the next fiscal year. The information will assist planners to make improvements in conditions as major renovation and new construction allow.

  2. Education and Training.

    On behalf of the Preservation Program, the Director attended the annual meeting of Cooperative Preservation Programs in Washington. The UC Preservation Program enjoys an advantage in being seen by funding agencies as a cooperative program and consequently is a candidate for funds earmarked for the development of cooperative solutions to the nation's preservation problems. Our successful bid for funding for the NEH-supported national conference on conservation technician training was in part due to our "cooperative" character. Further, follow up from the conference, including regional planning and development of teaching materials, will provide an opportunity for UC to contribute to the nation's preservation effort.

  3. Library Binding Services.

    The major work of this program component is the ongoing monitoring of and communication with the UC Library Binderies. Problems in production, scheduling, billing, and communication have been identified, solutions devised and adopted, and communication among campuses and binderies much improved.

    UC is anticipating delivery of new automated binding equipment in the next fiscal year that could very much influence binding types and costs offered by UC Binderies. Systemwide responsibility and overview of UC binding activities is assumed by the Director of the UC Printing Department, with whom the UCPP Director meets as needed to address technical and financial issues of concern to UC libraries.

    Current library binding technology relies heavily on adhesives to ensure long-term performance of bindings. Improper adhesives can dramatically shorten the use life of bindings, resulting in loss of parts of the text as well as high rebinding costs. On behalf of UC libraries, the UCPP Director participated in a project (with funding from the Andrew Mellon Foundation) to review binding adhesives currently in use in library binderies to determine how long they can be expected to last. The results of the study, disseminated in the library binding and preservation communities, confirmed the need for adhesives specially formulated for longevity. UC currently is using adhesives with a formulation to maximize the life of library bindings.

  4. Preservation Technologies Review.

    The UCPP maintains currency with developments in mass deacidification technology. Several commercial organizations have expressed an interest in offering mass deacidification services to libraries, but perhaps only one, Akzo Chemicals Inc., offers a process (DEZ) with sufficient merit to continue development. UC is following the work of the Library of Congress, the Canadian Conservation Institute, and the University of Texas-Austin to evaluate the applicability of DEZ to circulating and artifactual materials in UC collections.

    The UCPP also is interested in potential preservation applications of optical disk technology, possibly to succeed microfilming. The Director is monitoring progress of several organizations exploring the technology, including the Commission on Preservation and Access, Cornell University (currently working with Xerox Corp. on an optical disk/photocopying project), and Yale University (microfilm to digital transfer). UCPP is not actively involved in a related project, but is prepared to recommend participation in projects that potentially offer benefits sufficient to warrant UC involvement.

  5. Preservation Replacement.

    The majority of UCPP funds was allocated to the campuses to microfilm, photocopy, or purchase commercial reprints or microforms to replace materials in the collections that were no longer in serviceable condition. More than a half million pages of materials were replaced with preservation copies at a total cost of $140,863 (approximately $.27/page).

    Cataloging master negatives for serials continues to be a problem for all campuses (as well as other research libraries) due to problems with tape exchanges between the national bibliographic utilities (particularly relating to serials holding formats and exchange of information on materials in process for filming) as well as lack of consensus on how to record multiple version information. Problems with "exchanging" master negatives for storage in the Regional Library Facilities (to enable camera masters and printing masters to be stored separately) have been identified and a task force has been established to resolve them. Ann Swartzell (Berkeley) is representing the UCPP and is chairing the task force.

Production (all campuses):

Type          # titles   # vols.     #pages    $ cost   % ttl $

commercial
reprint            36       190      49,545     8,182      6

commercial
microform          12       136      48,074     3,199      2

photocopy         314       519     220,038    58,620     42

microfilming      134       416     213,644    59,062     42

other/liens                                    11,800      8

Total             496     1,261     531,301   140,863    100

6. Preservation Steering and Operations Committees.

The Steering Committee conducted its business primarily by phone. The Operations Committee met once (the fall meeting was interrupted by the Oakland fire). The status of charges to and initiatives of the UC Preservation Program is as follows:

* two regional centers for reformatting be established for UC, one north and one south;

Status: UCLA and UCB are acting as regional filming centers for all UC campuses. Overall, the demand for microfilming has greatly exceeded the combined current capacity of both facilities and much filming is being contracted to microfilm service bureaus. The binderies are serving as centers for preservation photocopying.

* a comprehensive environmental survey of UC libraries be undertaken to assess the overall situation;

Status: Equipment purchased, survey instrument designed and distributed, data gathered. Completion anticipated in the next fiscal year.

* two regional centers for major conservation treatment be established, with minor treatment undertaken by all campuses;

Status: Proposal discussed by Operations Ctte; total expenditures systemwide currently for major conservation treatment, approximately $200,000/year. No action taken because funds are inadequate to support regional treatment centers.

* education and training be organized both centrally and regionally, as appropriate;

Status: UC conservation technician training project completed. UCPP to assist with ongoing information needs of campus preservation programs. The need for training of additional preservation administrators (three of the original eight trained in the UC Preservation Implementation Project either have retired or have accepted other positions) has been discussed, but no plans have been made.

* a decision on the establishment of mass deacidification treatment facilities be deferred until a technology has been selected for UC;

Status: UC monitoring current developments and informally participating in review efforts of other institutions.

* preparation of documentation to support an increase in state funding for the UCPP;

Status: Several Operations Committee members and the former Chair of the Steering Committee, Joe Rosenthal, participated in drafting a California statewide preservation plan; no further action anticipated until the plan has been reviewed the California Networking Task Force and by the advisory board for the LSCA, California program.

* investigate issues of security of collections and make recommendations for action.

Status: A task force worked to identify problems and needs of General Collections materials, but the theft problem as perceived by libraries could not be substantiated by survey data for collections as a whole. The task force was dissolved with the understanding that evidence of problems would be cause to reconstitute it.

Personnel

The membership of the Steering Committee in 1991-92: Joseph Rosenthal succeeded by Dorothy Gregor (UCB - Chair), Marilyn Sharrow (UCD), Dennis Smith (UCOP), Jim Thompson (UCR), and Barclay Ogden (UCB - as Director, UCPP).

The membership of the Operations Committee in 1990-91: Lynda Claassen (UCSD - as LAUC observer), Christopher Coleman (UCLA), Sheryl Davis (UCR), Clinton Howard (UCD), Lynn Jones (UCB - as Librarian, UCPP), Eric MacDonald (UCI), Karen Mokrzycki (UCSC), Barclay Ogden (UCB - Chair), Cameron Folsom Olen (UCB - as Admin. Asst., UCPP), Julie Page (UCSD), Andrew Shroyer (UCSB), and Paul Wakeford (UCSF).

Respectfully submitted

Barclay W. Ogden
Director, UC Preservation Program
24 November 92

 

Attachment:	UC Preservation Program Financial Statement, FY 1991-92 

UC Preservation Program Financial Statement, FY 1991-92


Component        Budget Request     Alloc.  Exp./Liens    Balance

1. Envi/Disaster
   S & E              1,500         1,067       1,239        (172)
   Staffing           1,634         1,634       1,634           0 

2. Ed. and Train
   Travel             1,600         1,200       1,075         125  
   Staffing           9,866         9,866       9,866           0

3. Lib. Binding
   Travel               600             0           0           0
   Staffing           6,534         6,534       6,534           0

4. Tech. Review
   Staffing           1,634         1,634       1,634           0
    
5. Op. Ctte. Mtgs.
   Meetings             500           100          53          47
   Phone/copy/post.   1,500         1,500       1,500           0
   Staffing           9,581         9,581       9,581           0

6. Pres. Repl.
   Production
Berkeley             48,606        46,175      46,175           0
Davis                10,000         9,500       9,500           0
Irvine               10,000         9,500       9,500           0
Los Angeles          44,469        42,240      42,240           0
Riverside            10,342         9,825       9,825           0
San Diego            10,000         9,500       9,500           0
San Francisco        10,000         9,500       9,500           0
Santa Barbara        10,000         9,500       9,500           0
Santa Cruz           10,000         9,500       9,500           0

  Staffing            1,634         1,634       1,634           0
_______________________________________________________________________

Total               200,000       189,990     189,990           0


24nov92a

 

UC PRESERVATION PROGRAM BUDGET REQUEST
FISCAL YEAR 1992-93

1.  Environmental Monitoring / Disaster Response
	Equipment (monitoring and salvage)					  3,200
	Staffing									
		0.025 FTE Director					  1,634
		
2.  Education and Training
	Travel (2 conf/mtgs)						  1,600
	Staffing									
		0.05 FTE Director						  3,267

3.	Library Binding Services
	Travel (2 mtgs.w/binderies)					   600
	Staffing
		0.05 FTE Director						  3,267

4.	Preservation Technologies Review
	Staffing
	     0.05 FTE Director						  3,267

5.	Preservation Program Management
	Meeting Expenses						    	    250
	Phone/Postage/Copying						  1,000
	Staffing
		0.1 FTE Director						  6,534
		0.1 FTE Administrative Assistant				  3,047

6.  Preservation Replacement							
	Reprints, Photocopies, Microfilming					170,700
		Berkeley							 52,029
		Davis							 10,000
		Irvine							 10,000
		Los Angeles						 47,601
		Riverside						 11,070
		San Diego						 10,000
		San Francisco						 10,000
		Santa Barbara		 				 10,000
		Santa Cruz						 10,000
	Staffing									
		0.025 Director						  1,634
											
TOTAL REQUEST							        $200,000


24nov92a

Last reviewed: March 4, 2004

Document owner: Catherine Nelson
Last updated: April 10, 2013