1992/93 Annual Report University of California Preservation Program
Accomplishments
- 555,869 pages (2,088 volumes) of deteriorated library materials were preserved and made serviceable through a combination of original microfilming, photocopying, purchase of commercial reprints and microforms, and conservation treatment.
- New directions for the UCPP’s foreseeable future, including emphases on maximizing benefit from binding funds, on addressing current and future bibliographic control issues about materials reformatted for preservation, and on participating in digital preservation projects.
Program Components
1. Environmental Monitoring and Disaster Response.
UC San Diego is conducting a pilot project using electronic environmental monitoring and data gathering devices, and computer software to interpret the data. This equipment, if successful, would replace much less accurate equipment currently in use as well as replace manual compilation of environmental data.
A multi-year project to gather information on the environmental conditions in book stacks throughout UC has been 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
The successful NEH-supported national conference on conservation technician training led to far more work than originally anticipated, including project planning trips to several geographic regions that want to offer collection conservation training, the preparation of a 450-page publication entitled Collection Conservation Treatment: A Resource Manual for Program Development and Conservation Technician Training, and organization and leadership of an ALA task force to coordinate training throughout the country. These efforts, though extensive, have provided an opportunity for the UCPP to contribute to the nation’s preservation effort.
No further formal education and training projects are planned for the UCPP’s immediate future.
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.
The UC binderies anticipated delivery of new automated binding equipment in FY 92-93 to improve binding and reduce costs, but the equipment was not received. The UCPP decided to proceed with a previously postponed review of UC binding services and prices rather than delay any further. The review, to be completed by 31 October 93, will include 1) evaluating low-cost in-house binding systems, 2) increasing bindery efficiency and lowering costs with the Ultrabind system (when received), and 3) reviewing commercial alternatives to the UC binderies for binding services.
Current library binding technology relies heavily on adhesives to ensure long-term performance of bindings; the imminent introduction of the Ultrabinder machines will lead to an even heavier dependence on adhesives. Improper adhesives can dramatically shorten the use life of bindings, resulting in loss of parts of the text as well as high rebinding costs.
To help ensure that the proper adhesives are used by UC binderies, the UCPP Director participated in a study to review binding adhesives currently in use in library binderies to determine how long they can be expected to last. The outcome of the study was that too little is known to successfully predict long-term performance of adhesives and that aging tests for adhesives are needed. This research need has been presented to a task force (on which the Director serves) of the Commission on Preservation and Access whose goal is to identify and establish priorities for preservation research.
4. Preservation Technologies Review.
The UCPP investigated in detail possible participation in current deacidification trial runs being conducted by Akzo Chemicals Inc. using the DEZ process developed by LC. Several institutions, including Harvard, Connecticut, Northwestern, UT Austin, and Johns Hopkins routinely are sending materials for treatment, but are not sending artifactually significant materials due to damage and alteration of a small percentage of the materials. The Operations Committee will continue to monitor the progress of these tests, but proposes not to duplicate them.
The UCPP has identified participation in digital preservation projects as a high priority for the Program. The Director will work with DLA, the campuses, and other institutions to identify projects in which it can participate with the preservation goal of using digitization as a successor to microf ilming and light lens photocopying. The Director is monitoring progress of several organizations exploring applications of digital technology to preservation, including the Commission on Preservation and Access, Cornell University, and Yale University.
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 not in serviceable condition. More than a half million pages of materials were replaced with preservation copies at a total cost of $l33,642.
The UCPP identified as a high Program priority the bibliographic issues for master negatives. Cataloging master negatives of serials continues to be a problem for all campuses (as well as other research libraries) due to problems with recording holdings information and transferring it between bibliographic utilities.
Problems with records required for “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 progress has been made to resolve them.
The quality of early bibliographic records for master microfilms has been called into question. A review of UC master negative records — beginning with Berkeley, the oldest and largest database — was started with an expectation to take whatever measures are necessary to clean up the records.
A decision was taken to discontinue UCPP funding for preservation microfilming on campuses which are not cataloging master negatives and contributing their records to the national databases; this action will be implemented beginning in FY 93.
Production- (all campuses):
| Type | # titles | # vols | #pages | $ cost |
|---|---|---|---|---|
| commercial reprint | 21 | 1751 | 88,433 | 5,655 |
| commerical microform | 10 | 380 | 75,075 | 29,477 |
| photocopy | 375 | 484 | 154,293 | 58,159 |
| microfilming | 702 | 1,049 | 238,068 | 36,673 |
| conservation | 315 pcs. | 1,370 | ||
| other | 21 | 116 | 2,308 | |
| Total | 1,129 | 2,519 | 55,869 | 133,642 |
6. Preservation Steering and Operations Committees.
The Operations Committee met once, in March. The membership of the Operations Committee in FY 93: Stella Bentley (UCSB), Christopher Coleman (UCLA), Sheryl Davis (UCR), Clinton Howard (UCD), Lynn Jones (UCB), Eric MacDonald (UCI), Karen Mokrzycki (UCSC), Barclay Ogden (UCB – Chair), Cameron Folsom Olen (UCB -as Admin. Asst., UCPP), Julie Page (UCSD), Ann Swartzell (UCB -as LAUC observer), and Paul Wakeford (UCSF).
The membership of the Steering Committee in FY 93: Dorothy Gregor (UCB – Chair), Marilyn Sharrow (UCD), Dennis Smith (UCOP), Jim Thompson (UCR), and Barclay Ogden (UCB – as Director, UCPP).
Respectfully submitted,
Barclay w. Ogden
Director, UC Preservation Program
28 September 93
Attachment: UC Preservation Program Financial Statement, FY 1992-93
| Component | Budget Request | Allocation | Exp./Liens | Balance |
|---|---|---|---|---|
| 1. Envi/Disaster | ||||
| S & E | 3,200 | 2,976 | 3,699 | (723) |
| Staffing | 1,634 | 1,634 | 1,634 | 0 |
| 2. Ed. & Train | ||||
| Travel | 1,600 | 778 | 80 | 698 |
| Staffing | 3,267 | 3,267 | 3,267 | 0 |
| 3. Lib Binding | ||||
| Travel | 600 | 0 | 0 | 0 |
| Staffing | 3,267 | 3,267 | 3,267 | 0 |
| 4. Tech. Review | ||||
| Staffing | 3,267 | 3,267 | 3,267 | 0 |
| 5. Op. Ctte. Mtgs. | ||||
| Meetings | 250 | 0 | 0 | 0 |
| Phone/copy/post. | 1,000 | 750 | 725 | 25 |
| Staffing | 9,581 | 9,581 | 9,581 | 0 |
| 6. Pres. Replacement and Conservation Treatment | ||||
| Production | ||||
| Berkeley | 52,029 | 48,219 | 48,219 | 0 |
| Davis | 10,000 | 9,268 | 9,268 | 0 |
| Irvine | 10,000 | 9,268 | 9,268 | 0 |
| Los Angeles | 47,601 | 41,115 | 44,115 | 0 |
| Riverside | 11,070 | 10,259 | 10,259 | 0 |
| San Diego | 10,000 | 9,268 | 9,268 | 0 |
| San Francisco | 10,000 | 9,268 | 9,268 | 0 |
| Santa Barbara | 10,000 | 9,268 | 9,268 | 0 |
| Santa Cruz | 10,000 | 9,268 | 9,268 | 0 |
| staffing | 1,634 | 1,634 | 1,634 | 0 |
| Total | 200,000 | 185,355 | 185,355 | 0 |
27sep93b
UC PRESERVATION PROGRAM BUDGET REQUEST
FISCAL YEAR 1993-94
| 1. Library Binding Services | |
| Travel (2 mtgs. w/ binderies) | 600 |
| Staffing | |
| 0.10 FTE Director | 6,534 |
| 2. Preservation Technologies | |
| Travel (2 conf/mtgs) | 1,600 |
| Staffing | |
| 0.10 FTE Director | 6,534 |
| 3. Bibliographic Control Issues | |
| Staffing | |
| 0.05 FTE Director | 3,267 |
| 4. Preservation Program Management | |
| Phone/postage/copying | 1,000 |
| Staffing | |
| 0.05 FTE Director | 3,267 |
| 0.10 FTE Adminstrative Assistant | 3,047 |
| 5. Pres. Repl. and Cons. Trtmt. | 174,151 |
| Berkeley | 53,651 |
| Davis | 10,000 |
| Irvine | 10,000 |
| Los Angeles | 49,085 |
| Riverside | 11,415 |
| San Diego | 10,000 |
| San Francisco | 10,000 |
| Santa Barbara | 10,000 |
| Santa Cruz | 10,000 |
| TOTAL REQUEST | 200,000 |
Last reviewed: March 4, 2004