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.
Attachments.
oct9la
UC PRESERVATION PROGRAM BUDGET REQUEST
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
Staffing
0.025 Director 1,634
___________
TOTAL REQUEST $200,000
27sep91a
UNIVERSITY OF CALIFORNIA PRESERVATION PROGRAM
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
improved.
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 $
_____________________________________________________________________________
commercial
reprint 45 133 40,846 5,963 4
commercial
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
institutions.
* 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.
Personnel
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.
Production
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
27sep91a
Last reviewed: March 4, 2004