UCPP 1990/91 Annual Report

To: Joe Rosenthal, Chair 
    Steering Ctte., UCPP
    xc: Operations Ctte.

Fr: Barclay Ogden
    Director, UCPP

Re:Annual Report, Action Requested, and Updates on the UCPP

Please ask the Library Council to review for approval the UC 
Preservation Program Budget Request Fiscal Year 1991-92 
(attached); I will forward it to the Office of the President 
for review, any necessary reduction to meet cost savings targets, 
and to initiate transfer of funds to the campuses. 

The University of California Preservation Program Annual Report, 
FY 1990-91 (also attached) documents considerable accomplishment 
in production and training. Thus far in the current fiscal year, 
the Program has taken the following additional actions: 

* Planning for a national conference on collections conservation 
	to meet UC's promise to NEH to promote the training model 
	developed for the successful UC Conservation Technician 
	Training Project. An application for support has been 
	submitted to NEH; if awarded, the conference will be held 
	at Berkeley in Spring 1992. 

* Participation by most UC campuses in the "California Statewide 
	Preservation Plan," an initiative of the California Library 
	Networking Task Force to include preservation within its scope 
	of activities. With LSCA funding, a statewide preservation 
	needs assessment is underway to provide statistical support 
	for a California Preservation Plan. In turn, the Plan will 
	serve as justification for a request for ongoing state funding 
	for preservation (perhaps similar to the New York State model). 

* Attendance by the Chair of the UCPP Steering Committee and the 
	Program Director at a national conference (in Boston in September) 
	to evaluate developments in mass deacidification and prospects for 
	its application to UC collections. The results of that conference 
	will be shared with the UCPP Operations Committee at its Fall 
	meeting and a plan for further action will be drafted. 


			FISCAL YEAR 1991-92 

1.  Environmental Monitoring/Disaster Response
   	Equipment (monitoring and salvage)	     $  1,500
        Staffing (0.025 FTE Director)                   1,634
2.  Education and Training
  	Travel (2 conf/mtgs)				1,600
        Staffing (0.025 FTE Director)                   1,634
        (0.20 FTE Librarian)                            8,232
3.  Library Binding Services
        Travel (2mtgs. w/ binderies)                      600
        Staffing (0.1 FTE Director)                     6,534
4.  Preservation Technologies Review
  	Staffing (0.025 FTE Director)                   1,634
5.  Preservation Operations Committee
	Meeting Arrangements                              500
        Phone/Postage/Copying				1,500
	Staffing (0.1 FTE Director)			1,634
		 (0.1 FTE Administrative Assistant)	3,047

6.  Preservation Replacement
     Reprints, Photocopies, Microfilming	      163,417
	Berkeley		48,606
	Davis			10,000
	Irvine			10,000
	Los Angeles		44,469
	Riverside		10,000
	San Diego		10,342
	San Francisco		10,000
	Santa Barbara		10,000
	Santa Cruz		10,000
	0.025 Director				    	1,634

TOTAL REQUEST					     $200,000


		ANNUAL REPORT, FY 1990-91 

Major Accomplishments

* 1,066,328 pages (2,991 volumes) of deteriorated library materials 
	were preserved and made serviceable through a combination of 
	original microfilming, photocopying, and purchase of commercial 
	reprints and microforms. 
* The University of California Conservation Technician Training Project 
	was completed. With $105,085 from NEH, plus support from the UC 
	Preservation Program, the project trained 15 UC conservation 
	technicians from eight campuses to evaluate and specify 
	appropriate conservation treatments, to establish efficient 
	procedures for workflow with a consistent rationale for 
	treatment, and to execute these effectively for the long 
	term preservation of research materials.

Program Components

1. Environmental Monitoring and Disaster Response.

A project is underway to gather information on the environmental 
conditions in bookstacks throughout UC in order to provide information 
on improvements needed as major renovation and new construction allow. 
Completion of the project, including compilation and evaluation, is 
awaiting responses from a few campuses.

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-sponsored conservation technician 
training project was in part due to our "cooperative" character. 

The major accomplishment for the year under Education and 
Training was the successful completion of a project to train 
conservation technicians, the first such project ever awarded by 
NEH. Training began in the Fall of 90 and was completed in the 
Spring of 91. A follow-up proposal was submitted to NEH in June 91, 
to hold a national conference of trainers of conservation technicians 
to review and refine documentation and training methods. This 
conference, if funded (news will be forthcoming in November) 
will provide an opportunity for UC to contribute to the nation 
our findings and to help satisfy the requirement of NEH that 
our training project be of "national" significance. 

While low profile, the value of the semi-annual UCPP Operations 
Committee meetings to update UC preservation librarians cannot 
be overlooked. The entire Operations Committee met in Berkeley 
for the Fall meeting; the Spring meeting was divided into two 
regional meetings, north and south. This strategy for the 
Spring meeting reduced travel costs, but sacrificed some 
Program momentum and lost an important forum to discuss 
needs and make progress as a university-wide program. 

3. Library Binding Services.

The major work of this program component continues to be the 
(now ongoing) review 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 

With the retirement of the Director of UC Binderies, Hans 
Wiesendanger, and elimination of the position (at least 
temporarily), systemwide responsibility and overview of UC 
binding activities has been assumed by the Director of the 
UC Printing Department. The UCPP Director has met with the 
Director of the UC Printing Department several times in 
recent years to discuss binding concerns and has offered 
the assistance of the UCPP to the Printing Department as 
needed. The UCPP will monitor bindery developments 
closely to ensure that binding services continue to 
meet the needs of 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. Further, new 
equipment on order for the binderies will automate 
and reduce the costs of binding, but also will rely 
even m ore heavily on the quality of adhesives. 
Consequently, the UCPP Director participated in the 
development and successful funding (by the Andrew 
Mellon Foundation) of a proposal to undertake a review 
of binding adhesives currently in use in library binderies 
to determine how long they can be expected to last. The 
results of the study either will confirm that UC is using 
the best known adhesives for library binding or will guide 
us to the development of better adhesives 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. 
Some have devel oped their own processes; others are 
planning to franchise existing technologies. UC needs 
a mechanism to compare the alternatives and to that 
end the Director has followed closely the progress of 
the technology. 

The Library of Congress currently is proceeding with a 
testing program of the products of the vendors of mass 
deacidification services; from these tests UC may be 
able to make decisions without conducting extensive 
testing itself. The Director has continu ed to monitor 
several of the vendors to remain current with their 
progress and claims, and to determine if and when UC 
should begin actively to address the selection of a 
process and evaluation of applications of mass 
deacidification to UC collections. 

The UCPP also is interested in potential preservation 
applications of optical disk technology, possibly to 
succeed microf ilming. 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 (which 
recently completed a proposal for a study of the applicability 
of the technology to libraries). 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 one 
million pages of materials were replaced with preservation 
copies at a total cost of $143,761 (approximately $.13/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.

A proposal for a cooperative manuscripts and archives 
microfilming project was submitted to and rejected by 
NEH for several reasons, one of which led to a decision 
not to reapply: the NEH panel of reviewers felt the 
collections were not all of value sufficient to win a 
grant. For future applications, collections selected 
for a proposal should have either "name recognition" 
or, alternatively, important, but little known, 
collections could be proposed if they are accompanied 
by letters of strong support from known scholars in 
the subject or discipline. 

Production (all campuses): 

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

reprint		   45		  133		40,846	  5,963	     4

microform          16             705	       432,690   12,704      8

photocopy	  304		  556          199,564   51,913	    33

microfilming	  263		  969	       393,228   73,181	    47

other/liens                                              12,163	     8

Total		  628		 2,991	     1,066,328  155,924	    100

6. Preservation Steering and Operations Committees.

The Steering Committee conducted its business primarily 
by phone, with occasional discussion of UCPP actions in 
Library Council meetings. The Operations Committee met 
twice during the year. 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. The UCB facility recently 
has been renovated (to meet safety regulations) and has 
gained some not-yet-realized additional production 
capacity. Overall, the demand for microf ilming 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; demand 
continues to exceed supply, though production capability 
has very much increased. 

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

Status: Equipment purchased, survey instrument 
designed and distributed, data currently being 
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 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 

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

Status: Documentation prepared in 1988; no 
further action anticipated until the Library 
Council puts forward to the Office of the 
President a request for additional funding. 

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

Status: A task force has been established 
with the charge to identify needs of General 
Collections materials, establish criteria 
for evaluating options, and make recommendations. 
Work is in progress. 


The membership of the Steering Committee in 1990-91: 
Calvin Boyer (UCI), Joseph Rosenthal (UCB - Chair), 
Marilyn Sharrow (UCD), Dennis Smith (UCOP), 
Gloria Werner (UCLA), 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 
				8 October 1991 

Attachment: UC Preservation Program Financial 
	Statement FY 1990-91

UC Preservation Program Financial Statement FY 1990-91

Component	Orig. Alloc.	Final Alloc.	Exp./Liens	Balance

1. Envi/Disaster
    S & E	    1,500	 1,439		     0		1,439		
    Staffing        1,559        1,495           1,495              0

2. Ed. and Train
    Travel	    1,600        1,534           1,704           (170)
    S & E           8,145        7,811           9,535         (1,724)
    Staffing        1,559        1,495           1,495               0

3. Lib. Binding
    Travel            600          575               0             575
    Staffing        6,236        5,981	         5,981               0

4. Tech. Review
    Staffing        1,559        1,495           1,495               0

5. Op. Ctte. Mtgs.
    Meetings          500	   480		   600		  (120)
    Phone/copy/post 1,500	 1,439           1,439		     0
    Staffing        9,148	 8,773		 8,773  	     0 

6. Pres. Repl.
      Berkeley     52,960	50,791		50,891		     0
      Davis        10,000	 9,591		 9,591		     0
      Irvine        8,227	 7,938		 7,938               0
      Los Angeles  48,452	46,468		46,468               0
      Riverside    10,011	 9,601		 9,601		     0
      San Diego     9,034	 8,664		 8,664	             0
      San Francisco 9,052	 8,681		 8,681	             0
      Santa Barbara 8,068	 7,738		 7,738		     0
      Santa Cruz    8,681	 8,326		 8,326		     0

    Staffing	    1,559	 1,495		 1,495		     0
Total		  200,000      191,810 	       191,810               0


Last reviewed: March 4, 2004