Annual Report, FY 1987-88 and Budget Request, FY 1988-89

To: Joe Rosenthal,
Chair Preservation Steering Committee

Fr: Barclay Ogden
Director, UC Preservation Program

I am pleased to submit the Annual Report, FY 1987-88 for the UC Preservation Program. Considerable progress has been made on several important needs of UC collections, including improvements in binding, reformatting of brittle materials, and training of preservation staff. Perhaps most notable is the large number of brittle materials (nearly two million pages) that could be reformatted through filming, photocopying, and purchase, by selecting the most cost/effective option for each brittle original.

Also attached is a draft budget request for FY 88-89. Please have the Steering Committee review the document for adoption. The major emphases of the budget are reformatting, training, and program coordination. I presume that the proposed budget will again be subject to cost savings targets established by the Office of the President.

The preservation needs of UC library collections cannot be met adequately at the current low level of Program funding, but two independently developing events have conjoined to give UC an unprecedented opportunity to increase the level of care afforded to its collections. First, national attention is on library preservation as never before; major increases in funding almost certainly will be appropriated for the Office of Preservation at the National Endowment for the Humanities (an additional $8 million/year to the current budget of $4 million/year). Second, after two years of operation, the UC Preservation Program is extremely well prepared to plan, implement, and manage a much expanded program to more adequately meet UC's preservation needs.

UC will win funds from NEH in proportion to UC's commitment and profile among major preservation programs in the nation. To proceed with expansion of the Program would demonstrate commitment and give UC a very high profile nationally. The opportunity is upon us, making our expansion of the UC Preservation Program as articulated in Conservation of the Collections (revised 1988) a very high priority. Please review this opportunity with the Steering Committee and Library Council as soon as possible to determine our course of action.

Attachments

cc: Operations Committee

7sep88a

 


UNIVERSITY OF CALIFORNIA PRESERVATION PROGRAM

 


ANNUAL REPORT, FY 1987-88

 

The UC Preservation Program completed its second year of operation with several major advances in the quality of preservation care UC is able to provide to its library collections. With the relatively small amount of funding available to the Program, the major emphasis was replacement of deteriorated original materials with usable, loanable copies, in reprint, photocopy, and microform editions.

Specific accomplishments of each Program component were:

Environmental Monitoring and Disaster Preparedness

Collections salvage supplies (additional boxes and freezer wrap) were purchased to increase to 100,000 the number of water-damaged volumes that could be salvaged with University-owned supplies. In the event of a major disaster, additional supplies can be had commercially within a few days while UC supplies make possible an immediate start on the salvage effort. Cost of additional supplies: $2,740.

One hygrothermograph was purchased for Santa Barbara to complete the equipment purchases for all campuses to undertake environmental monitoring programs. Cost of hygrothermograph:

Preliminary inquiries were made into the utility of a UC project to design, build, and maintain portable equipment to dry water-damaged books, to exterminate infestations of insects, and to halt growths of mold. Funds to hire a consultant were budgeted, but have not been spent to date, because initial information has not encouraged the Operations Committee to proceed. Further investigation will be undertaken to come to a decision. The unencumbered funds, $4,097., were advanced to Berkeley against its FY 89 allocation for reformatting and will be restored to the UCPP when the '89 UCPP budget is received. If these funds are not spent within the next fiscal year, they will be reallocated to another component of the Program.

In response to a request for information on the insurance coverage UC libraries have in the event of a disaster or malfunction of equipment, an inquiry has been made to the risk management staff on two campuses, the results of which have been inconclusive. The investigation will continue with Risk Management in the Office of the President, and a final report will be issued in FY 88-89.

Education and Training

The NEH- and UC-funded Preservation Implementation Project was completed in December. The Project was highly successful and has been proposed by the National Endowment as a model for other institutions in need of training for staff members in preservation administration. (As noted below under Personnel, two of the staff trained by the Project are no longer serving as preservation administrators in UC; Roberta Stevenson, Davis, retired, and David Kiley, Santa Barbara, accepted a library post elsewhere. Plans will have to be made for training their successors unless they come to UC already trained in preservation administration.)

The regional storage facilities have requested and received considerable assistance with preservation-related problems of handling, storage, and environmental control. NRLF has received assistance with the preservation elements of the design and specifications for Phase 2.

A draft of a conservation technician training project for all UC campuses has been completed and submitted to the Operations Committee. The purpose of the proposed project would be to train existing UC staff responsible for rebinding and book repair to make the most cost-effective decisions to meet the preservation needs of the collections, and to improve the performance of repair operations by introducing efficient repair techniques and appropriate repair materials. The conservation technician training project proposal will be completed in FY 88-89 and submitted to the Steering Committee for review and authorization to proceed. Sources of funding outside of UC will be investigated. Implementation of the project, if approved, is targeted for FY 89-90.

Library Binding Services

Considerable progress was made on the UC Library Binding Review; a progress report was issued 2 November 87 to the Steering and Operations Committees, and to the binderies. Discussions were held on all UC campuses to collect data on library binding problems and needs. Meetings were held with the northern and southern binderies to identify their areas of concern and to begin to address the needs of the campuses. Some of the problems connected with errors, lost materials, scheduling, turn-around time, shipping, billing, and insufficient communication between the campuses and the binderies have already been resolved. The remaining problems will continue to be worked on until they are resolved. The final stage of the Review, determination of prices of commercial binderies for comparable products, will be undertaken, and a final report prepared, in FY.

The Operations Committee has followed the development of binding modules for automated acquisitions systems, paying particular attention to the binding program written by Innovative Interfaces, Inc., because seven campuses use that system. If the need and opportunity arise, the Committee will charge a task force to work with the binderies and Innovative Interfaces (plus ORION and NOTIS developers?) to develop an automated binding preparation program to meet the needs of UC libraries.

Preservation Technologies Review

The Director represented UC library binding interests at a meeting called by Holliston Mills, the only major manufacturer of library buckram in the U.S., to discuss the performance characteristics and to establish specifications for the manufacture of library buckram and bookcloth. Improvements in the durability and flexibility of future buckrams (experiments are already underway to try to achieve the desired characteristics) could reduce the rate at which library bindings wear out and, to some degree, the time required to make the book covers at the bindery, thus reducing costs and frequency of rebinding.

Representatives from Union Carbide Corporation met with members of the Operations Committee and several faculty scientists at the Forest Products Laboratory, Richmond Field Station, to discuss the potential applications of Parylene, a synthetic polymer, to strengthen brittle paper. On behalf of the UC Preservation Program, conservators in the Conservation Department at Berkeley have submitted samples of brittle originals for coating with the plastic-like Parylene. They will evaluate the results and provide a report to the Operations Committee. If Parylene proves to be promising for one or more of the needs of the UC collections, a more extensive project will be proposed.

The Director attended the annual meeting of the American Institute for Conservation to gather information on technical advances in conservation treatments and visited Library Binding Service, Des Moines, Iowa (in conjunction with attendance at a conference). Library Binding Service manufactures pamphlet binders designed by and for UC and offers a preservation photocopying service currently used by some UC campuses. The purpose of the visit was to discuss developments in both the binders and the preservation photocopying service to meet better the preservation needs of UC libraries.

Preservation Reformatting

The preservation reformatting program was extended to include preservation photocopy and reprint options, as well as the microfilm option, for replacement of brittle original volumes. By having several options, the best format decision could be made for each title, and nearly two million pages were preserved, approaching twice the level of activity that would have been possible with microfilming alone.

Arrangements were made to store all preservation master negatives in the environmentally controlled regional library facilities. Master negatives will not be available to the library users, but only to the campus preservation units and microfilm units to make duplicate printing masters and reader service copies.

Production (all campuses):

 

Type #titles #vol #pages $cost* %ttl$
commercial
reprint
83 282 83,262 9,134 5
commerical
microform
25 2,155 1,197,009 38,896 23
preservation
photocopy
181 232 82,867 16,339 10
microfilming 355 1,582 546,064 98,770 58
other
(films,slides,maps,posters)
      7,150 4
TOTAL 644 4,251 1,909,202 170,289 100

* Cost figures for production do not match the total allocation for preservation reformatting for the fiscal year because production is reported in the fiscal year that the funds are expended (or Program against specific titles . Consequently, some of last year's allocation has shown up in this year's production and, in like fashion, some of this year's funds will show up in next year's production figures.

UC Preservation Program Planning

A revised version of Conservation of the Collections was prepared for Library Council. The updated planning document for the development of the UC Preservation Program builds upon the successes already achieved by the Program and expands to more fully meet the needs of UC collections by 1) refe rring to developments in technologies that could enhance the ability of 2) more fully articulating the large scale of the preservation needs of the collections; and 3) proposing an increase in the annual budget to $1,000,000, primarily to expand the preservation reformatting component and start the collection repair component of the Program.

Personnel

Several changes in the composition of the Steering and Operations Committees took place. Dorothy Gregor was succeeded by David Bishop as a Library Council representative on the Steering Committee. Also on the Steering Committee, Dennis Smith succeeded Michael Buckland as the representative from the Office of the President. Of the Operations Committee members the representative from Davis, Roberta Stevenson, retired and was succeeded by Kazuko Dailey as interim representative, and David Kiley, representative from Santa Barbara, resigned to take another professional position. Christian Brun has been designated as the interim representative from Santa Barbara.

Staff employed by the Program in FY 1987-88 were Maralyn Jones (0.2 FTE Assoc. Librarian), for education and training; Cameron Folsom-Olen (0.05 FTE Cons. Assistant), for administrative assistance; and Barclay Ogden (0.3 FTE Librarian), for Program direction.

Respectfully submitted,

Barclay Ogden
Director

Attachments:

UC Preservation Program Financial Statement FY 1987-88
Membership Rosters FY 87-88

UC Preservation Program Financial Statement, FY 1987-88

 

Component Original
Allocation
Final
Allocation
Expenditures/
Liens
Balance
End of Yr.
 
1. Envi/Disaster
  S & E 2,000 1,916 3,505 (1,589)
  Staffing 2,737 2,622 2,554 68
  Consultant 5,000 4,790 4,097 693
 
2. Ed. & Train
  Phone/copies 1,118 1,071 1,071 0
  Travel 1,600 1,533 738 795
  Staffing 9,511 9,113 9,033 80
 
3. Lib Binding
  Phone/copies 1,000 958 958 0
  Travel 600 575 612 (37)
  Staffing 5,475 5,246 5,108 138
 
4. Pres. Tech.
  Staffing 1,369 1,312 1,277 35
 
5. Operations Ctte.
  Staffing 3,981 3,814 3,789 25
  S & E 0 0 243 (243)
 
6. Reformatting
  S & E (filming)
    Berkeley 29,270 28,042 28,042 0
    Davis 22,643 21,695 21,695 0
    Irvine 17,341 16,615 16,615 0
    Los Angeles 31,800 30,468 30,468 0
    Riverside 12,692 12,160 12,160 0
    San Diego 18,487 17,713 17,713 0
    San Francisco 5,000 4,792 4,792 0
    Santa Barbara 16,481 15,791 15,791 0
    Santa Cruz 10,526 10,085 10,085 0
 
  Staffing   1,369 1,312 1,277 35
 
Total 200,000 191,623 191,623 0


Membership Rosters, FY 87-88

Preservation Steering Committee
David Bishop, Library Council
Joseph Boisse, Library Council, Chair
Barclay Ogden, UC Preservation Program
Joseph Rosenthal, Library Council

Preservation Operations Committee
Terry Allison, San Diego
Christopher Coleman, UCLA
Sheryl Davis, Riverside
David Kiley, Santa Barbara
Eric MacDonald, Irvine
Karen Mokryzcki, Santa Cruz
Barclay Ogden, Berkeley/UCPP, Chair
Roberta Stevenson, Davis
Paul Wakeford, San Francisco
Stanley Stevens, LAUC (non-voting)
Maralyn Jones, UCPP (non-voting)
Cameron Folsom Olen, UCPP (non-voting)

3Oaug88a

6 September 88 DRAFT

 


UC PRESERVATION PROGRAM BUDGET


FY 1988-89

1. Envi. Monitoring / Disaster Preparedness

Provides: Emergency assistance
Investigation/development of salvage equipment

Costs: Equipment (moisture, UV, and light meters) 1,500
Staffing
0.05 FTE Director 2,625

2. Education and Training

Provides: UC documentation and training manuals
Technical support for UC preservation staff
Preparation of grant proposals

Costs: Phone/office copying/supplies
Travel
2 conf/mtgs 1,600
Staffing
0.2 FTE Librarian 6,814
0.05 FTE Director 2,625

3. Library Binding Services

Provides: Coordination of binding services w/campuses
Development of bindery products
Input to bindery contract negotiations and prices

Costs: Travel
2 mtgs., southern bindery
Staffing
0.1 FTE Director

4. Preservation Technologies Review

Provides: Tracking of mass preservation technologies
Review and recommendations for implementation

Costs: Staffing
0.025 FTE Director 1,313

5. Preservation Operations Committee

Provides: Two meetings per year for nine campus preservation administrators to:
Coordinate implementation of current year programs, especially preservation microfilming
Plan programs and annual budgets
Continue/update education in preservation developments

Costs: Telecommunications/office copying 1,000
Staffing
0.05 FTE Director 2,625
0.1 FTE Administrative Assistant 2,570

6. Preservation Replacement

Provides: Commercial replacement of deteriorated titles available in reprint.
Coordinated multi-campus filming program for titles not available in reprint.
Photocopies of deteriorated original materials not satisfactorily replaced with microfilm.

Costs: Reprints, photocopies, and microfilming (including identification, preparation, filming, and bibliographic control)
1.7 million pages (approx.) @ $0.10/page 169,165
Staffing
0.025 FTE Director\tab 1,313

Summary

 

1. Envi. Monitoring / Disaster Prep. 4,125
2. Education and Training 12,039
3. Library Binding Services 5,850
4. Preservation Technologies Review 1,313
5. Preservation Operations Committee 6,195
6. Preservation Replacement 170,478
  TOTAL $200,000

6sep88d


Last reviewed: March 4, 2004

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