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TITLE Commission on Preservation and Access Newsletter, Numbers 1-40, June 1988-November-December 1991. INSTITUTION Commission on Preservation and Access, Washington, DC. PUB DATE 91 NOTE 187p. AVAILABLE FROMCommission on Preservation and Access, 1785 Massachusetts Avenue, N.W., Suite 313, Washington, DC 20036-2117. PUB TYPE Collected Works Serials (022) JOURNAL CIT Commission on Preservation and Access Newsletter; n1-40 Jun 1988-Nov-Dec 1991

EDRS PRICE MF01/PC08 Plus Postage. DESCRIPTORS *Academic Libraries; Access to Information; Administrators; *Archives; Consortia; *Financial Support; Higher Education; *Library Cooperation; Organizational Communication; *Preservation; Private Agencies; Public Agencies; Public Policy IDENTIFIERS Brittle Books

ABSTRACT This document is a compilation of 40 newsletter issues published by the Commission on Preservation and Access from 1988 through 1991. The Commission was established in 1986 to foster and support collaboration among libraries and allied organizationsin order to ensure the preservation of the published recordin all formats and to provide enhanced access to scholarly information. The newsletter reports on cooperative national and international preservation activities and is written primarily for university administrators and faculty, library and archives administrators, preservation specialists and administrators, and representatives of consortia, governmental bodies, and other groups sharing in the Commission's goals. The newsletter is not copyrighted, and its duplication and distribution are encouraged. The newsletters in this collection contain the following kinds of information: (1) organizational activities and sponsored projects;(2) funding announcements; (3) reviews of other published informationpertaining to preservation;(4) activities of allied organizations; and (5) public policy developments. (KRN)

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June 1988-November-December 1991.

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cc) 0 o BEST COPY OMR -LE cc 2 CommissiononPreservationandAccess 1785 Massachusetts Avenue, N.W. / Washington,D.C. 20036 / (202) 483-7474

No. 1 NEWSLETTER June 1988

(Note to Readers: This is the first issue of an occasional newsletter intended to inform members of theuniversity community about activities of the Commission andinformation related to the national brittle books program. It is being sent to library directors and provosts ofAssociation of Research Libraries member institutions.)

SIGNIFICANT INCREASE IN N.E.H. FUNDING FOR OFFICE OF PRESERVATION? The House Appropriations Subcommittee that deals with annualfunding for the National Endowment for the Humanities is considering significantincreases in the budget for a national preservation microfilming program. In hearings on March 17 and April 21, the Subcommittee on Interior andRelated Agencies heard testimony from a score of library,foundation and NEH leaders on the need for Federal participation in a national program. NEH Chair Lynne Cheney, at the request of Subcommittee Chairman.Sidney Yates (0-IL), produced alternative, "capability" budgets showing NEH'sOffice of Preserva- tion budget increasing from $4.5 million to$12.5 million for the coming fiscal year (FY89), with continuing increases for thefollowing four years to a level of $20.3 million. Testimony showed NEH and the AndrewW. Mellon Foundation to be the two largest funders of microfilmingefforts in the nation. Decisions on the proposed increases are expectedto be made in House and Senate committees by mid-summer.

STRUCTURE OF A NATIONAL COOPERATIVE MICROFILMING PROGRAM In testimony at the March 17 hearing, Commission President Pat Battinproposed a model for a national cooperative microfilming program. A goal of filming 150,000 volumes a year would require 20 institutions to committo filming 7,500 volumes each. At the 150,000 annual rate, it wouldtake about 20 years to film 3 million volumes -- the estimated number ofvolumes it would be important to save in order to preserve a representativeportion of the 10 million or more volumes that will turn to dust by that time. Congressman Yates and Lynne Cheney, NEH Chair, have mentionedalternative strategies -- neither of which has been acted upon -- that would also meet orexceed the 3-million-volume goal. One objective of Battin's model is toshow that the brittle book preservation problem has quantifiable objectives,and is not just an "insur-Juntable problem."

MELLON PRESIDENT ENDORSES INCREASED FUNDING FOR PRESERVATION William G. Bowen, former President of Princeton and now President ofthe Andrew W. Mellon Foundation, has also urged support for federal participationin a national (continued on reverse)

Patricia Battin Peter Winterble President 3 Program Officer In a letter to Rep.Sidney cooperative preservation microfilmingprogram. wrote: 1) The generalobjective Yates following the April21 hearing, Bowen heritage of the past150 years; 2) The proxi- is to preserve the published (of archival quality) of mate goal is to createmicrofilmed master copies million books that constitute aminimum "common at least the estimated 3.3 achieving this at risk; 3) The national stake in core" of the collections mechanisms are in place to goal deserves emphasis; 4) The institutional 5) There is no inherent"capacity limitation" that get on with the job; 6) Support from other stands in the way of movingahead much more rapidly; of such support should sources must be encouraged,but the likely magnitude 7) A substantial federalinvestment in this area is not be exaggerated, and long-term benefits to the not only badly needed butwill also clearly yield Bowen's earlier testimony,in country as a whole. The letter followed National Endowment for theHumanities was "by far" which he said that the in the nation. the single biggest funding sourcefor humanities activities

WITH PRESERVATIONPROGRAMS The number of INCREASE IN NUMBER OF LIBRARIES departments has risen university and research librarieswith preservation authoritative from five in 1978 to 54 in 1988,according to informal but Program Office at the discussions with staff of theNational Preservation Commis- The information wassought as part of the Library of Congress. office during the sion's response to inquiriesfrom Congressman Yates' hearings. Carolyn National Endowment for theHumanities appropriations surveyed a list ofuniversity and re- Morrow of the Library of Congress there are either search libraries and discovered54 institutions where staff persons, and where anotice- designated preservation departments or The five institutions able level of preservationactivity is occurring. components ten years ago were: Columbia Univer- with active preservation Public Library, sity, the Library of Congress,Newberry Library, New York and Yale University.

grant FOUNDATIONThe Commission has received a $1.5 MILLION GRANT FROM MELLON bringing the total of of $1,500,000 from the AndrewW. Mellon Foundation, 1986 to $2.8 million. grants and pledges since theCommission's founding in and other activities The Mellon grant, to be usedfor research projects microfilming related to the establishment of anational collaborative large preservation-relatedgrants announced by program, was one of several University of Other awards went toYale University and the the foundation. awarded to the California at Berkeley($500,000 each); $370,000 was universities and Chicago) Committee on InstitutionalCooperation (Big Ten All three cooperative in support of cooperativepreservation programs. funds. microfilming project grants weretied to NEH matching

A project to explore the SURVEY OF FOREIGN LIBRARIES' PRESERVATIONRECORDS bibliographic records feasibility of creating aninternational database of in June. Under the direction of Hans for preserved items will begin Association, a Rutimann, former deputy directorof the Modem Language in Great Britaip, France,West and East survey of national libraries (continued next page)

2 4 June 1988 Commission on Preservation andAccess Newsletter

to Germany, and Venezuela will be undertakento: 1) Determine the extent 2) Identify the diffi- which preservation records existin each country, entering those culties in converting records tomachine-readable format and bibliographic detail records in a common database,3) Agree on the level of to proceed needed to exchange records easily,and 4) Determine the best way include the database capacity. The project will also to create a shared partici- development of an agenda for a meetingof representatives from the documenting findings and pating countries and t'-%preparation of a report step in determin- outlining possible nex teps. The project will be a key the developing United ing how to avoid overlap infilming of materials in States cooperative microfilmingproject.

As many pre- MID-ATLANTIC PRESERVATION SERVICETO STUDY ARCHIVAL MICROFICHE for 105mm micro- servation microfilming expertsknow, archival standards with the Mid- fiche film do not yet exist. The Commission has contracted necessary Atlantic Preservation Service inBethlehem, PA, to conduct the of experiments with its new microfiche camerato allow the development exist for archival standards for microfichesimilar to standards that now addressed in the study are: 35mm film. Among the particular issues to be uniform exposure Operation of the 105mm step-and-repeatcamera to assure including methylene blue and spacing; proper processingof 105mm roll film, station, and other testing; proper operation of afull-fiche quality review recommendations for archival technical processes. The report, including processing of 105mm film, is dueby late 1988.

The National NATIONAL ADVISORY COUNCIL ON PRESERVATIONTO MEET IN FALL link between Advisory Council on Preservationis intended to provide a Preservation organizations committed to preservationand the Commission on library, academ- Its members includeindividuals designated by and Access. Two new ic and scholarly organizations with aninterest in preservation. Hoekema, Executive members of the Advisory Councilhave been named: David Interim Director of the American PhilosophicalAssociation, and John Howe, the American Librarian of the University ofMinnesota, both representing meeting are Council of Learned Societies. Preliminary plans for a fall underway.

VARIETY OF SETTINGS The film "Slow Fires: On the "SLOW FIRES" FILM SHOWN IN national public Preservation of the Human Record,"has been shown widely on including the television stations and at severalmeetings and conferences, Association of American Modern Language Associationannual meeting, the Libraries Publishers meeting, and the Associationof College and Research that more than 200 meeting in Florence, Italy. The distributor reported including the copies of the film were sold in thelast quarter of 1987, Agency regional sale of 20 copies for use byUnited States Information rental is libraries throughout the world. Information about purchase or Monica, CA available from the American FilmFoundation, Box 2000, Santa (continued on reverse) 90406.

3 Commission's goals isthe encourage- PAPER One of the LEARNING ABOUT ALKALINE Among papermanufacturers known ment of increasing useof acid-free paper. is the P. H. Glat- significant quantitiesof alkaline paper to be producing Pennsylvania (nearHarrisburg). In felter Paper Company,of Spring Grove, paper Grove mill, the companyalso produces alkaline addition to the Spring WI. Commission staff in Pisgah Forest,NC, and Neenah, at two other mills visited the plantin March to see and four others fromthe Washington area and to learnwhat is involved in an alkaline-processmill first-hand, Officials of the mill to alkalineproduction. changing an acid-process and other costs weremanageable, but company said thatcapital, equipment commit- important factor ineffecting a changeover was that the single most required on the partof engineers, The dedication ment to making itwork. needs to be "110%,"accord- workers and management chemists, plant foremen, payoff to convertingto of the company. The long-range ing to one officer cleaner mill operation,cleaner envi- alkaline process, headded, includes materials in the water), and use ofless expensive ronment (especially manufacturing process. newsletter, a good sourceof information about .Alkaline Paper Advocate by Abbey Publications(320 E. acid-free paper, ispublished periodically Editor Ellen McCradyconducts a continu- Center Street, Provo,UT 84601.) issue offer acid-freeproducts; the current ous searchfor papermakers who neutral paper. produce one or morelines of alkaline or lists 38 mills that produced each day the 45,500 tonsof printing paper Also reported: 30% of One chemical companypredicts that in the nation isalkaline or neutral. 50% in the nextfew years. the percentagewill climb to

Scholar- PRESERVATION OF ARTHISTORY MATERIALS GETTY TRUST FUNDSCONFERENCE ON create special history andarchitecture disciplines ly books in the art content of suchvolumes is for the intellectual problems for preservation, microfilm technologyis not in both text andimage. Normal black-and-white facile and of these documents,and at present, no suitable for reproduction The Getty Trust has pro- preserving them isknown. cost-effective means of consider the two-day conferencein late October to vided funds to hold a Haeger, Vice Presidentof chaired by PatBattin and John issue; it will be invited partici- Group for Programsand Planning. the Research Libraries variety of preservationneeds within the pants will be askedto explore the research is disciplines, and toidentify areas where art and architecture needed to developeventual solutions.

be on the mailinglist for this (If you would like to at the Newsletter, please writeto the Commission address shown on thefront page.)

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4 CommissiononPreservationandAccess 1785 Massachusetts Avenue, N.W./ Washington, D.C. 20036/ (202) 483-7474

July 1988 No. 2 NEWSLETTER

COMMISSION IS INCORPORATED AS INDEPENDENTNONPROFIT ORGANIZATION On July 1, the Commission was created as a separatenonprofit corporation in the District of Columbia. The move, foreseen in the BrittleBooks document that resulted in the creation of theCommission in 1986, followed approval by the Board of Directors of the Council onLibrary Resources, Inc. The Commission will remain in its presentoffices under a lease agreement with organization includes the present CLR. The Board of Directors of the new ten Commission members and PresidentPatricia Battin. The members are: Billy Frye, Chairman; Millicent Abell,Herbert Bailey, James Govan, Vartan Gregorian, Kenneth Gros Louis, Warren J.Haas, Carole Huxley, Sidney Verba, and William Welsh. The Commission is funded by grantsand pledges from several universities and foundations;under its charter, the Commission will continue to solicit funding for researchand development projects to support its general goal of preservationof the human record in allformats, and its current specific goalof fostering a nation-wide, collaborative preservation microfilming programto save a significant portion of deteriorating materials in research anduniversity libraries.

FUNDING INCREASE FOR M.E.H. OFFICE OFPRESERVATION? As of early July, Congressional action to increase fundingfor the National Endowment for the Humanities' Office of Preservation wasstill pending. The increase as passed by the full House ofRepresentatives in June would lift theOffice's budget by $8 million, to $12.5 millionfor the coming fiscal year. A House- Senate Conference Committee was to benamed by mid-July. If approved, the increase would launch a large-scalenation-wide preservation microfilming program administered by theEndowment.

RESEARCH LIBRARIES GROUP ENDORSES NATIONALPROGRAM The Board of Governors of the Research Libraries Group(RLG), at its June 17 meeting, formally en- preservation microfilming program as dorsed the national, collaborative The Board proposed to Congress in support ofincreased funding for N.E.H. should Con- also approved RLG participationin implementing such a program in cooper- gress approve the newfunds. RLG has had extensive experience the Endow- ative microfilming programs, manyof which have been funded by RLG also ment with matching fundsfrom the Andrew W. MellonFoundation. with reported that its RLIN network issharing master microfilm records OCLC, and that with the inclusionof 75,000 OCLC records, there are now databases, 150,000 master microform recordsin the both the RLIN and OCLC institu- thus providing complete capabilityin either database for filming tions to learn whether an itemhas been filmed. (continued on reverse)

Peter Winterble Patricia Battin Program Officer President CONTRACT TO EXPLORE COPYRIGHT IMPLICATIONS INMICROFILMING The Commission has commissioned Robert Oakley, Law Librarian ofGeorgetown University in Wash- ington, D.C., to explore the statutory and legalaspects of the rights to microfilm deteriorating library materials that maybe out of print, beyond the period of copyright, or within copyright butwith unclear or unknown copyright provenance. Oakley will also provide an analysis ofthe con- straints and opportunities for subsequent useof microfilm copies by scholars through sale, loan or transmission,and suggest mechanisms by which royalties might be paid to rightful owners ofcopyright without the necessity of negotiating a separate agreementfor each item filmed.

USE OF ACID-FREE PAPER IN TRADE PUBLICATIONS At its June 21 meeting, the Commission endorsed a letter from member HerbertBailey to Association of American Publishers President Nicholas Veliotesencouraging the use of acid-free paper in trade publications and suggestingthe establishment of an AAP working committee to considerappropriate responses. At a meeting with Bailey and Commission President Battin,Veliotes agreed to pursue the issue.

BRITTLE BOOKS: AN ASSET MANAGEMENT ISSUE "A key part of understanding what is at stake in the brittle book issue is torecognize the enormous contribution both public and private universities havemade over the decades to our nation's well-being by developing and supportingdistinctive research collections. That contribution has not bee_ to scholarshipalone, but to the American people at large. Brittle books and the papers and manuscripts decaying in our archives represent a majorsocial problem of concern to all of us. The brittle paper problem is indeed a problemof societal, and not just library-world, dimensions. Therefore, the brittle book problem represents a serious threat to a fundamentalnational asset -- an asset that undergirds our common knowledge, our symboliccode, perhaps as no other does. For within this national asset are the partsof our common knowledge that cannot be related to jS exceptthrough books and documents in our libraries and archives -- because the narratorsand speakers and players are long dead." -- FromCongressional testimony on behalf of increased funding for preservation microfilming byN.E.H. by Patricia Battin, March 17, 1988.

Note to readers: As stated in the first issue,the Newsletter is being sent to library directorsand provosts of Association of Research Library member institutions andallied organizations. Recipients are encouraged to copy anddistribute the contents to their staffs; the Commissionregrets it cannot, for economic reasons, respond to multiple requestsfor subscriptions from the same institution.

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2 CommissiononPreservationandAccess / (202) 483-7474 1785 Massachusetts Avenue.N.W. I Washington, D.C. 20036

August 1988 No. 3 NEWSLETTER

and Access became A MESSAGE FROM THE PRESIDENT The Commission on Preservation incorporated as an independent tax-exemptpublic charity on July 1, 1988. devel- The Commission's objectives asstated in its by-laws are "to foster, collaboration among all libraries, op and supportsystematic and purposeful preservation of archives and allied organizationsin order to insure the provide enhanced the published and dncumentaryrecord in all formats and to priority, access to scholarlyinformation." We have set as our initial The within that broad agenda, a majorattack on the brittle books problem. alkaline program has four major components: 1) Convince publishers to use of affordable paper; 2) Support and encouragethe continuing feasibility 3) Capture the intellectual contentsof a sub- deacidification format; and 4) stantial number of brittle booksin an archival master copy The Establish new and effective accessmechanisms to the preserved items. achievement of this ambitious program canonly occur and be sustained by routine research the permanent integration ofpreservation activities into depend not upon dollars library operations. In the end, our success will make it happen. nor technology, but uponthe human resources needed to in Ameri- During the past ten years, thenumber of preservation operations in 1978 to more than 50 can research librarieshas increased from about 5 activities nec- in 1988, as universities haveacted to institutionalize the printed on acid paper. essary for the preservationof scholarly collections that this And we haven't yet begun tofight! What are the implications growing emphasis on preservation,and a new collective resolve to save a substantial portion of our intellectualheritage, have for available staff training programs within the resources and the needfor new educational and next decade? reformatting pro- The prospect of a vastlyincreased long-term coordinated additional pressures on uni- gram sustained byfederal funding will place resources as versity budgets, libraryorganizational structures and staff It appears the new operations areintegrated into existingorganizations. will require more that the :cale and objectivesof the proposed program developed to support than a simple expansion ofconcepts and activities grant funds. modest microfilming effortsbased on intermittently-available fully inte- As with other operations in acomplex library environment, a of exist- grated preservation activitywill need to draw upon a wide range community, as ing expertise in both thelibrary and the larger university well as to develop new expertsand skills. universities show Given the fact that thefinancial exigencies of our identify a set little sign of mitigation during thenext decade, we need to (continued on reverse)

Peter Winterble Patricia Battin Program Officer President of reasonable expectations for a modelpreservation operation from the perSpective of both programmatic and financialreality. What represents an optimal preservation operation within a largeresearch library? What represents an affordable preservation operation? Can these two views be What talents reconciled? What new talents and skills will be required? and skills already exist in the library andthe university? How can the traditional organizational structure bemodified to link existing talent to productive participation in the preservation program? What educational and training programs will be required to supply thehuman resources necessary for success? Should these needs be met through formal educationand credentialing processes, through workshops,internships, and/or through on- the-job learning and development experiences?

As an initial step in identifying these newneeds, and to inform our planning for an orderly and cost-effectiveeducational process, the Commission has invited a representative groupof preservation librarians, library directors, senior library staff responsiblefor traditional operations, library educators, and foundationofficers to participate in a wide- ranging discussion of these questions. The gathering is scheduled for mid-October. I would appreciate thoughts and commentsfrom your particular perspective as you reflect on the implicationsfor human resources as we seek to transform cur preservation "cottageindustry" to an expanded mass- production effort necessary to achieve our goal. -- P.3.

PRESERVATION IN COLLEGE LIBRARIES The roles of major liberal arts colleges in the national preservation program will bethe subject of a late October meeting of the 60 liberal arts college librarydirectors comprising the "Oberlin Group." Commission President Pat Battin and George Farr,head of the Office of Preservation at the NationalEndowment for the Humanities, will attend the meeting, which will be held atAmherst, Mount Holyoke and Smith Colleges, at the invitation of WillisBridegam, Amherst Librarian.

BIBLIOGRAPHIC CONTROL ISSUES Among the technical issues involved in a nationwide preservation microfilming program isthat of the appropriate level of bibliographic control required in order to meet theneeds of both researchers and librarians. When a book is filmed, its record in abiblio- graphic utility must either be amended to showthe existence of the book in microfilm format, or, under strictestAnglo-American cataloging rules, a new record must be created for themicroform. Since creating a new record is very labor-intensive, cataloging costs canescalate from as little as $2 or $3 (for minimal-levelnotation) to $25 or more when a new, full record is created. In addressing this issue in the contextof a subsidized filming program, the Commission has intially proposedreimbursement for minimal-level cataloging, with additionalbibliographic needs being supported by participating institutions. Further discussion on the part of participating institutions, includinginformation from scholars and other users of bibliographic databases,will be necessary in order to reach a working agreement on the level ofcataloging required in the program.

2 16 CommissiononPreservationandAccess 1785 Massachusetts Avenue, N.W. IWashington, D.C. 20036 / (202)483-7474

September 1988 No. 4 NEWSLETTER

MORE ON PRESERVATION FUNDING FOR N.E.H. In what appears to be the last critical Congressional action on increasedfunding for the National August Endowment for the Humanities, aHouse-Senate Conference Committee on 9 voted a $153 million appropriationfor the federal fiscal year beginning October 1, a $12.5 million increase overthe current year's NEH budget. Senate members of the Conference Committee,who had previously passed a status-quo budget for the coming year,agreed with their House colleagues and voted to increase the budget to its newlevel.

Besides closing about a third of theso-called "parity gap" with NEH's companion organization, the NationalEndowment for the Arts, the $12.5 million increase represents funding forthe first year of a multi-year, nation-wide microfilming program as proposedin an Office of Preservation "capability budget" prepared by NEH at therequest of Rep. Sidney Yates(D- IL), chairman of the House AppropriationsSubcommittee on Interior and Related Agencies (which has appropriationsresponsibilities for the of preservation agency). Congressman Yates had championed the cause microfilming throughout hearings beforehis Subcommittee this past March, and had held a special hearing inApril to expand on the problem of brittle materials in the nation's libraries. His interest in brittle books was initiated in part by a fact-findinghearing conducted last year by Rep. Pat Williams (D-MT), chairman of the HousePostsecondary Education Subcommittee, who has also supported the currentproposed NEH increase. Congressman Williams and other membersof the informal House Arts Caucus had in turn been made aware of theacid paper problem during a visit tothe New York Public Library two years ago,where they viewed first-hand the deterioration of library materials causedby acid paper. Since that time Resources, the many library organizations,including the Council on Library Commission on Preservation and Access,and the Association of Research Libraries have provided technical andprogrammatic information at the request of both House subcommittees. Representatives also testified at hearings, along with leaders of theNational Humanities Alliance, the Andrew W. Mellon Foundation, the AmericanCouncil of Learned Societies, and other organizations.

Although Conference Committee agreementis normally tantamount to final passage, both houses ofCongress must pass the Conferenceagreement, after which the bill -- part of an Interiorand Related Agencies appropriations package -- is sent to the President. John Hammer, executive director of the National Humanities Alliance,who worked intensively to coordinate support for the NEH increase amongthe library, humanities andacademic communities, said recently that prospectsremained good for passage. Final Congressional and White House action onthe billis expected in September.

Peter Winterble Patricia 'lattin Program Officer President a. t The Office of Preservation's current budgetis $4.5 million; the $12.5 million budget approved by the ConferenceCommittee represents a significant increase in the Office's role bothwithin NEH and in the $7.5 preservation community. The capability budget identifies nearly million in the coming year as being set asidefor activities related to microfilming of library materials and newspapers. As stated in the capability budget, the contents of more than3 million brittle books would be preserved over the next 14 years ifCongress votes continued support of the program in succeeding years.

SCHOLARLY ADVISORY COMMITTEES ON SELECTIONCRITERIA Commission President Patricia Battin has announced that the Commissionhas contracted with Henry Riecken, a program officer of the Council onLibrary Resources, to initiate and provide support to a series ofScholarly Advisury Committees. The purpose of the Committees, tobe composed of scholars andlibrarians, will be: 1) to consider preservation selectioncriteria in light of the needs of the various academic disciplines;2) to advise on priorities and program directions within each discipline;3) to review and assess results as the project progresses, and 4) to act asliaison groups with the academic Riecken, disciplines. Plans call for a close working relationship among Stanley Katz, President of the American Councilof Learned Societies, and George Farr, head of NEH's Office ofPreservation, in order to develop a network of relationships with the scholarlycommunity and to achieve an increasing degree of clarity and agreement asto preservation directions. Before coming to the Council last year,Dr. Riecken was Associate Director for Planning and Evaluaticn of theNational Library of Medicine, and is the emeritus Francis Boyer Professor ofBehavioral Sciences of the University of Pennsylvania, where he taughtpsychology and sociology. He is also a former president of the Social ScienceResearch Council and a former Associate Director for Education of theNational Science Foundation.

COMMITTEE ON ROLE OF MID-SIZED LIBRARIES Paula Kaufman, newly appointed Dean of Libraries of the University ofTennessee, has agreed to chair a committee on the role of mid-sized librariesin the developing national preservation microfilming program. The charge to the committee will be to identify the activities, contributionsand productive linkages of iid-sized institutions to the proposed NEH-fundedmicrofilming program.

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2 CommissiononPreservationandAccess 20036 / (202) 483-7474 1785 Massachusetts Avenue,N.W. I Washington, D.C.

October 1988 No. 5 NEWSLETTER

President Reagan has $12.5 MILLION APPROVED FOR N.E.H.PRESERVATION PROGRAM the budget of the signed a Fiscal Year 1989appropriation bill increasing Preservation to $12.5 National Endowment for theHumanities' Office of The new federal fiscal million -- $8 million more thanthe current budget. October 1. The action effectivelycreates the nation-wide year begins in the preservation microfilming programthat has been endorsed by many the past two library and academic communities --and in Congress -- during of the Newsletter). The years (see June,July and September issues Jr., of NEH's Office of program, to beadministered by George F. Farr, decades. Preservation, will seek to film 3million volumes in the next two require As outlined in a multi-year NEH"capability budget," the plan would annual level of $20.3 increasing preservationmicrofilming funding to an million by fiscal year 1993 andcontinuing at that level for several years. $153 million. The total NEH appropriationfor the coming year was

IN PRESERVATION PROGRAM The role of mid-sized ROLE OF MID-SIZED LIBRARIES will be libraries in the nation-widebrittle book preservation program Kaufman, Dean of Libraries explored by a committee tobe chaired by Paula three million of the University ofTennessee. The NEH program to reformat of a sustained volumes over a 20-year periodis based on the concept that will funding commitment to a core groupof large research libraries of the program. Because of the diverse and form the basic framework other dispersed nature of Americanresearch collections, however, many variety of libraries with specialcollections and strengths in a nation-wide program disciplines will be called uponto participate in the throughout the nation willbenefit as it develops. In addition, libraries available through the access partof the from the increasing resources Commission President PatriciaBattin's charge to the preservation program. development Committee includes considerationof such topics as: Collection of the mid-size library,including new concepts and management objectives for arising from the nation-widepreservation program; mechanisms and models for integrating the unique resourcesof smaller institutions; preservation program as it the role of a mid-sizelibrary in a nation-wide operations in the 21st century. Other members of the will affect library Mid-Atlantic Committee are Sheila Creth,University of Iowa; C. Lee Jones, University; Marilyn Preservation Service; ThomasMichalak, Carnegie-Mellon Emory University; Sharrow, University of Californiaat Davis; Joan Gotwals, and David Stam, Jan Merrill-Oldham, Universityof Connecticut at Storrs; Syracuse University. (Continued)

Peter Winterble Patricia Battin Program Officer President 13 ARL PASSES RESOLUTION ENDORSING NATIONWIDEMICROFILMING PROJECTAt a recent meeting in York, England, the Board of Directorsof the Association of Research Libraries approved a resolution commending"the achievements of the Commission on Preservation and Access"and pledging continued support of its program objectives. The meeting was held jointly with SCONUL, a British university and research library associationsimilar to ARL, where preservation issues were widely discussed. The ARL Board will also communicate the Association's appreciation to Rep.Sidney Yates (D-IL), chairman of the House Appropriations Subcommittee onInterior and Related Agencies "for his longstanding concern forpreservation of research materials, and to thank him for his leadership insecuring a significant increase in federal support in this area." Finally, the Board also commended the National Endowment for the Humanitiesfor its leadership in "marshalling the resources needed to resolve thebrittle book problem in research libraries." It is anticipated that many ARL institutionswill be participants in the expanded NEH preservationmicrofilming program.

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November 1988 No. 6 NEWSLETTER SEMINAR ON PRESERVATION ISSUES FOR SCHOLARLYRESOURCES FOR ART HISTORY Scholarly books in the disciplines of art history andarchitecture create special problems for preservation because theintellectual content is contained in both text and image. A seminar, sponsored by the Getty Grant Program (see June, 1988, Newsletter), was held atSpring Hill, Minnesota, in late September to consider the preservation statusof art history collections, the specialized requirements of arthistorians because of their dependence on images, and strategiesFor productive participation in a massive, federally-supportedreformatting program. A background paper was commissioned for the meeting,which 43s attended by art historians, librarians, technical experts, anda Jniversity press editor.

The focus of the seminar was the preseiwationof the intellectual content of brittle books rather than theconservation of artifacts. The group recommended that a survey ofphoto archives be conducted to determine the extent of deterioration and to proposestrategies for a major conservation program. The discussions centered around three major concerns: 1) the intellectual requirements of art historyscholarship; 2) a selective review of existing technologies;and 3) the development of a series of recommendationsfor action. The participants agreed on three basic assumptions: 1) scholarship in art history is dependent upon images; 2) the current preservation process ofblack-and-white microfilm is not satisfactory for the.reproduction ofhalf-tone and continuous tone images; and 3) the preservation process mustresult in enhanced access to the scholarly resources.

The group recommended the establishment of ajoint task force to develop basic premises, priorities, and overallstrategies for a long-range preservation effort, including selection criteria andconsideration of use of different formats. The task force should include representatives from a Nide range of organizations,including ARLIS/NA, the American Association of Museums, the American Institute of Architects, theArcheological Institute of America, the College Art Association,the Society of Archi- tectural Historians, and the Art and ArchitectureProgram Committee of the Research Libraries Group. Proposed short-term strategies includefilming only those publications amenable to black-and-whitephotography for the next two or three years while otherpossibilities, such as color microfilm and digital technologies are explored in prototypedemonstration projects. An organized effort should be made toidentify the requirements for digitizing color film and to develop the specificationsfor the art historian's workstation for future scholars. The long-term research agenda includes investigation of environmentalissues for a variety of storage formats, research on the archivalpotential for color film, and the promotion of efforts to developindexing standards for the classification of visual images.

The seminar was chaired by Patricia Battinand John Haeger, Research Libraries Group Vice President for Programs andPlanning. A full report, including the background paper, will he issued bythe Commission in early 1989. (continued)

Peter 'Ai nterble Patricia 3a ttin Program Officer ?resident 1 :- BEST COPY AVAILABLE SLOW FIRES FILM TO BE RE-BROADCAST IN JANUARY "Slow Fires: On the Preservation of the Human Record" will be offered for broadcastagain on the national Public Broadcasting System on Monday, January 2, 1989. PBS will provide the hour-long film to its approximately 300television outlets via satellite that day and individual stations will be ableeither to broadcast it at the time of satellite transmission, or to tape itfor later broadcast. Local PBS station scheduling departments shouldbe consulted for actual time and date of broadcast. The film was first aired last spring, and more than 700 copies in a variety of formatshave been purchased in North America and worldwide.

SENATOR PELL TO INTRODUCE CONGRESSIONAL RESOLUTION ON USE OFACID-FREE PAPER Sen. Claiborne Pell (D-RI) will reintroduce a proposedjoint Senate-House resolution calling for the establishment of a national policy onpermanent papers when the 101st Congress is convenedin January. He introduced the resolution "for the record" in the waning days of the 100thCongress, although it was not acted upon. The resolution urges federal agencies, publishers, and paper manufacturers to make acid-free paper thestandard for all publications deemed to be of enduring value. The resolution would require directors of the three national libraries to monitorthe nation's progress in implementing a national policy,and report annually to Congress.

AUTHORS AND PUBLISHERS IN SUPPORT OF PRESERVATION OF THE PRINTED WORD, an orglnization started by New Ydrk writer Barbara Goldsmith andco-chaired by Ms. Goldsmith and Vartan Gregorian, President of the New YorkPublic Library, will solicit commitments from authors and publishers tohave first printings on acid-free paper. Writers and publishers "taking the pledge" to do so will be honored at a ceremony at NYPL nextMarch. At the same time, the library has established a Center for Paper Permanencywhich, according to Ms. Goldsmith, will serve as a clearinghousefor information about efforts to encourage the increased manufacture and use ofacid-free paper.

TAPPI INSTITUTE HOLDS CONFERENCE ON PERMANENT PAPERThe TAPPI (Technical Association of the Pulp and Paper Industry) Institute conducted athree-day symposium on paper permanency in Washington in late October. Attended by an international group of paper producers, paperchemists, and librarians, the conference focused on developments in the fields ofacid-free paper manufacture, paper chemistry, and mass deacidification processes. Paper producers predicted that within the next two to three years, the amountof uncoated and coated acid-free paper produced in theU.S. would double from 1987 levels. A major reason cited for the increase was achange in the ecor,omics of paper manufacture, including cheaperavailability of calcium carbonate, the filler used in producing alkaline paper. Commission President Patricia Battin presented a paper on practical choices on collection preservation, and Chairman Billy Frye provided concluding remarks at the conference, in which he congratulatedTAPPI on recognition of a serious social problem and the organization's willingness todevote an annual conference to the subject. Strong support for the ongoing nationwide Preservation program currently being funded through the National (continued) 16 Endowment for the Humanitieswas voiced by three congressional speakers at the conference, Sen. Mark Hatfield (R-OR),Rep. George Brown (0-CA), and Rep. Major Owens (0-NY).

SURVEY SHOWS CONTINUED USE OF ACID-FREEPAPER BY UNIVERSITY PRESSES A study conducted by the American Association ofUniversity Publishers and the Association of Research Libraries hasrevealed that nearly all university presses continue to affirm the use of acid-freepaper in their publications. In a virtually complete response, 96% of AAUPmembers indicated they used permanentor alkaline paper in publishing; nearly 60% use permanent paper in all books, while 14%use it in all books except paperbacks. Copies of the report are available from ARL for S15.(ARL/OMS, 1527 New Hampshire Avenue,N.W., Washington, DC 20036).

UPDATE ON N.E.H. PRESERVATION PROGRAMGeorge Farr, head of the "lational Endowment for the Humanities' Office of Preservation,reports that as of early November, about 15 individualinstitutions and consortia were discussing with NEH the submission ofproposals for filming of major collections under the expandedprogram. The deadline for completed preservation proposals is December 1. The Office's funding was increased by $8 million, to $12.5 million,for the current federal fiscalyear. (See October and prior issues of Newsletter.)

LIBRARY OF CONGRESS MICROFILMING FUNDINGINCREASEDAn important and distinct effort in the nation-wide filMing planis the commitment by the Library of Congress to film one million volumesat the same time filming of a proposed three million volumes is occurring in otherresearch and university libraries. LC requested and receivedan additional $765,000 for the current fiscal year to increase its level of filmingin proportion to the NEH-funded filming.

CONTRACTS APPROVED FOR MICROFILM TECHNOLOGY,RECORDS CONVERSION, CONSERVATION The Commission has approved severalcontracts related to the nation-wide preservation microfilmingprogram. Contracts were approved with the Mid- Atlantic Preservation Service (MAPS)in Bethlehem, Pa., to 1) Develop archival standards for the processing ofmicrofiche; 2) Develop a high- speed density checking capacity for roll filmprocessing; ani 3) Support development of specifications with theXerox Corporation for a special composing reducing camera capable of digitizing35mm film, producing film in difference reductions (rolland fiche), paper, and creating CD-ROM products. The Commission also approveda contract with the Research Libraries Group to study technicalcapabilities for scanning and converting existing bibliographic records of preserved materialsto machine-readable format, and approveda contract with Barclay Ogden, preservation administrator at the University of California-Berkeley,for a research paper on the intellectual rationale for conservation ofthe book as artifact. CPAI1108 CommissiononPreservationandAccess 20036 / (202) 483-7474 1785 Massachusetts Avenue,N.W. / Washington, D.C.

December 1988 No. 7 NEWSLETTER

Nearing the end of what has been a FUNDING FOR PRESERVATION: A YEAR-ENDVIEW productive year in pursuing the"preservation enterprise," it is both encouraging to note some successesand important to restate somedesired voting by Congress of a significant outcomes. On the national level, the increase in funding for the NationalEndowment for the Humanities' Office of Preservation ranks as animportant event in several ways. It reflected and the federal system's ability tolook at and respond to a difficult complex problem, as shown by theintensive involvement of key leadersin Congress, the Endowment, and the Libraryof Congress. It showed the effectiveness of collaborative effortsby a variety of institutions nonprofit organizations -- in stating universities, foundations, libraries, the problem of the case for preservation. Not least, it began to bring into the acid paper and brittle books fromthe "insurmountable" category have had realm of "difficult but possible." Many who read this Newsletter foundations their share in making it happen. Other institutions -- notably funding for cooperative -- haveprovided continuing and significant microfilming projects, for a regionalmicrofilming facility, and for other activities needed to establish the necessaryinfrastructure to help make a nation-wide preservation program areality. When comparing the financial accomplishments of the last year towhat had been only imagined in years past, preservation has come along way. keeping What remains to be done after agood launch is the necessity of long haul. the preservation ship steamingand fitting it out for the Congress Keeping the nation-wide programsteaming will require encouraging NEH capability to continue funding forpreservation along the lines of the budget, which in order to work needsto be reauthorized eachCongressional foundations to begin, to continue and session. It will require encouraging the filming of to expand their support ofthis national effort, both in facility for brittle materials and in theestablishing of a centralized It will require state and storage and retrieval of preservedmaterials. has done, local governments to assess,much as the federal government within appropriate responsibilities inworking to preserve the collections administrations to their jurisdictions. And, it will require university continue to realize that the costsof establishing effectivepreservation within traditional programs in librariescannot be accommodated only library operating budgets. As for "fitting out," there areseveral continuing roles theCommission preservation program. can play in the coming yearsto assist in the overall The Commission's mandate to beinvolved in research and demonstration addressed -- and for which projects continues. Among the items being continued funding is required -- arethe development of the concept of the centralized storage and retrievalfacility for preserved materials; analyzing the special needs ofdiffering academic disciplines in reformatting their deterioratingmaterials; fostering the increased (continued on reverse)

Peter Winterble Patricia Battin Program Officer President production and use of acid-free paperfor publications of enduring value; monitoring new technologies that maybe used in preservation activities; in assessing the potential forinternational cooperation and collaboration preservation; and exploring educationalrequirements to provide the necessary talent forinstitutions as they "fit out" for thelong haul. An important start has been madein getting preservation planning, filming and research launched in thepast year. The challenges cited above, applying to everyone involvedwith preservation, will continued to be addressed as we move into the nextstage of institutionalizing preservation as an ethic in Americanlibraries and culture.

As EXPANDED PRESERVATION ACTIVITY CREATESNEED TO ASSESS EDUCATION, STAFF preservation activities increase inresearch libraries and archives throughout the nation, a parallel needhas emerged for new educational programs and a reassessmentof existing staff functionsand alignments. These and other concerns were addressedduring a day-long meeting in October, sponsored by the Commissionand attended by a group oflibrary directors, senior library officers,preservation specialists, and greater foundation representatives. There was general agreement that a share of financial and staff resourceswould be required than in the past, and that expanded educational programswould be needed to provide the necessary talent to manage andintegrate increased preservationactivity obtained and allocated, into library systems. How those resources will be and the structure of the necessaryeducational programs, were seen as open questions with a variety of solutions. The preservation challenge was likenedto the automation and retrospective conversion activities of thepast two decades, in whichlibraries generally were required by financialand other circumstances tointegrate seek both major project activities intoexisting staff structures and to outside funding and outside vendorsto meet goals. It was further expanding preservation suggested that,in dealing with an emerging and challenge, libraries would need tolead with programs and prioritiesthat to focus on the inclusion of preservation asa shared staff agenda, so as staffing minimize overhead costs and toproduce solutions within existing structures. Educational requirements appear tohave both short- and long-term needs; brief courses and trainingopportunities for mid-level managers as their working responsibilities arerestructured, and formal degree programs for the to develop the specializedskills and knowledge base required teaching management how to future. Also seen as educational needs were plan and implement comprehensivepreservation plans, and providing A technical staff education in conservationand preservation techniques. training variety of educational experiences --from classwork to on-the-job -- could beoffered to begin to address learningneeds. Several specific strategies forresponding to educational requirements include an analysis of were outlined. The long-term, continuing needs and currently available education programs,and how they might be evaluated expanded; the need for more formaleducation programs such as theColumbia model for those wanting to develop apreservation specialty within the MLS library profession; development ofpreservation components in the stronger faculty curriculum for all students,regardless of specialization;

2 expertise in both teaching and researchin collection preservation; integration of archivists' concerns intoMLS programs; and development of institutes. programs for techniciansand two-year colleges and vocational Short-term needs were seen to includeshort courses for mid-career librarians in preservation administration,such as those offered by the University of California for six-to-ninemonth periods; formal year-long programs in library school°for mid-career librarians with management and strengths; short courses andworkshops for curators, bibliographers include others to make easier thereorganization of responsibilities to preservation concerns; and a seriesof technical training videotapes to substitute for or add to workshops. Finally, the group recommended thatthe Commission establish a committee of library educators andlibrarians to specify in detail the requirements of recommended programsand ways to establish them.

As noted in an ESTABLISHMENT OF SCHOLARLY ADVISORYCOMMITTEES ON PRESERVATION establishment of earlier Newsletter, the Commissionhas embarked on the help several Scholarly AdvisoryCommittees, which are being asked to selecting develop a strategy for preservationand a set of priorities for The first what is to be saved in each of themajor fields of scholarship. History. committee to be constituted is theScholarly Advisory Committee on Its members are Professor John Howe,Department of History and Interim Margaret Child, Director of Libraries, Universityof Minnesota (Chair); Dr. Assistant Director, Smithsonian InstitutionLibraries; Dr. Larry J. University of Hackman, Director, State Archivesand Records Administration, Tulane the State of New York; ProfessorAnna Nelson, Department of History, University University; Professor EmilianaNoether, Department of History, Cornell of Connecticut; Professor MaryBeth Norton, Department of History, University; and Dr. David H.Stam, University Librarian,Syracuse is scheduled for January University. The first meeting of the committee in philosophy, art 23-24 in Washington. Additional committees of scholars history, and modern languages andliterature are in the process of establishment and will be announcedin the next Newsletter.

12058 2j 3 CommissiononPreservationandAccess 20036 / (202) 483.7474 1785 Massachusetts Avenue,N.W. / Washington. D.C.

January 1989 No. 8 NEWSLETTER

The project to explore the SURVEY OF FOREIGN LIBRARIES' PkESERVATIONRECORDS feasibility of creating an internationaldatabase of bibliographic records (see June 1988 Newsletter) is making progress. Hans Rutimann, the project coordinator, has visited the nationallibraries in Great Britain, East and West Germany, and Austria; thelibraries in Venezuela and France are scheduled to be visited in January andFebruary. In addition, following leads from initial visits, Rutimann has metwith staff members of the Stadt- und Universitaetsbibliothek inFrankfurt-am-Main, the Bayerische Staatsbibliothek in Munich, dnd the swissNational Library in Berrie.

It is too early for a detailed analysisof possible overlap abroad in the filming of deteriorating library materials. However, it is clear that concern about these materialsis widely shared. Apart from differences of opinion concerning preservationproblems, the fact is that some large- scale microfilming projects abroad haveeither begun or are in the planning stages.

For example, the Stadt- undUniversitaetsbibliothek in Frankfurt is coordinating a project--funded in partby the Volkswagen Foundation (Stjftung Volkswagenwerke)--to film importantcollections systematically. Representatives from the participatinglibraries (Berlin, Freiburg, Marburg, Wuerttemberg, Wolfenbuettel,Munich, and Goettingen) will meet this month in Frankfurt to establishfinal guidelines for the project. Dr. B. Kossmann, Director of the Stadt-und Universitaetsbibliothek in Frankfurt, has agreed to report to conferenceparticipants on the Commission's work and to discuss waysof broadening Frankfurt's initial concept to include mechanisms forinternational dissemination of bibliographical data about filmed items.

Also important to our project is a studyin progress at the Bavarian tinder the direction State Library (Bayerische Staatsbibliothek,Munich). of Drs. E. Lapp and U. Montag, a surveyof German libraries will lead to guidelines for the acquisition, creation,and bibliographical control of microforms in research libraries. This study will have a significant impact on the German library community,and our ongoing dialogue with the Library could, in the opinion of itsdirector, influence the guidelines.

supply of "BRITTLE BOOKS" REPRINT IS AVAILABLE The Commission has a limited reprints of the Brittle Books documentdescribing the evolution of the Council on Library Resources' studiesleading to the establishment of the Commission in 1986. For more information, pleasewrite to Pamela Block. (continued)

Peter Winterble Patricia Battin Program Officer President RATIONAL ADVISORY COUNCIL ON PRESERVATIONTO MEET IN JANUARY The National Advisory Council on Preservation,established by the Commission to promote preservation goals in a varietyof academic, governmental, and professional organizations, will meetin Washington on January 26. The meeting will include presentations anddiscussion on matters of current interest in the preservation program, such as,The National Endowment for the Humanities' preservation program;preservation challenges and concerns in national and state archives;international preservation activities; and the establishment of scholarlyadvisory committees on preservation priorities in the academic disciplines. Members of the Commission will also be in attendance.

E1 e i McCrady pub 1 i snor and editor ELL `N McCRADY HONOPED RY ALA RPc(1111TTON of both the Abbey Newsletter and theAlkaline Paper Advocate, has been honored in a resolution sponsoredby the Preservation of LibraryMaterials Section of the Resources and TechnicalServices Division of the American for "her singular Library Association. The resolution commends McCrady work, on behalf of all libraries, topromote the preservation oflibrary materials and the production of alkalinepaper."

IMAGE PERMANENCE INSTITUTE COMMENDED The PLMS section of ALA also commended contributing the Image Permanence Instituteof Rochester, New York, for significantly to the clarification of imagestability issues as they relate to preservation microfilming; forproviding an objective evalu- ative service for photographic and otherimaging media, and for providing guidance on proper archival processing,storage, and handling of imaging media. Both resolutions were passed at theALA New Orleans meeting in July 1988.

INFORMATION PACKAGE ON ALKALINE PAPERPRODUCED BY ARL The Association of Research Libraries has published abriefing package on alkaline paper, Sponsored by ARL, "Preserving Knowledge: The Case for Alkaline Paper." the Commission, and the NationalHumanities Alliance, the packageis being made available to representativesof government, Congress, higher education, and industry as part of acampaign to promote the increasing production and use of alkaline paper.

Tokyo MEIJI IMPRINTS MICROFORM PROJXT The Waseda University Library in about 70,000 plans to film its collectionof Meiji imprints totalling monograph volumes and 60,000 boundperiodical volumes. The Library will in Japan then film the Meiji imprintsof other libraries and institutions and worldwide not found in its owncollection. The Library is currently creating a database of bibliographicrecords of its foreign publications. The Japan MARC records from thepreservation project will provide retrospective conversion of theLibrary's distinctive Japanese holdings. CommissiononPreservationandAccess / (202) 483-7474 1785 Massachusetts Avenue,N.W. / Washington, D.C. 20036

February 1989 No. 9 NEWSLETTER

PERSONNEL CHANGES Maxine Sitts has accepted appointment asProgram Officer, effective February 21, 1989. She will be responsible for thedevelopment of an in expanded communications program,including the Newsletter, and will assist the preparation of the broad rangeof reports, grant proposals, and other written communications essential tothe Commission's effectiveness. She will also participate in a variety of programactivities am serve as an active liaison with colleagues in the field. Ms. Sitts brings her considerable talents to the Commission from theAssociation of Research Libraries, where she was Program Officer forPublications and Information Services inthe Office of Management Services from 1982 to the present. Prior to that time, she served Studies from as Information ServicesSpecialist for the Office of Management 1977-1981. She also spent six years at StanfordUniversity as Publications Director for the ERIC InformationResources Clearinghouse.

Peter Winterble resigned as ProgramOfficer, effective December 31, 1988, to move to New York City.

COMMISSION ADDS NEW MEMBER Richard De Gennaro, Director of the NewYork Public Library, was elected as thetwelfth member of the Commission on Preservation and Access by the Commission asits quarterly meeting on January 25, 1989. The Commission also noted that themembership now includes the perspective of a universitypresident with the appointment of Vartan Gregorian to the leadership of BrownUniversity.

COMMITTEE ON COLLEGE LIBRARIES The Commission has established aCommittee on College Libraries toconsider the role of small collegesin the national and Marshall, preservation program. Kathleen Spencer, Librarian at Franklin has accepted the chairmanship ofthe group. The members include Willis Bridegam, Amherst College; CarolineCoughlin, Drew University; Barbara Brown, Washington and Lee University; JoelClemmer, Macalester College; David Cohen, Kearley, College of Charleston; JacquelynMorris, Occidental College; and David University of the South. The first meeting will be held onFebruary 21.

COLOR MICROFILM POTENTIAL EXPLORED Lee Jones, President of the Mid-Atlantic Preservation Service (MAPS), and JamesReilly, Director of the Image Permanence (H&K), Institute, made a recent visit tothe laboratories of Herrmann & Kraemer a small color slide andmicrofiche duplicating company inGarmisch- by the Partenkirchen, West Germany. The purpose of their travel, sponsored Herrmann and Commission, was to investiptethe camera technology developed by The Kraemer for high-quality colormicrofilming for preservation purposes. in filming firm has developed cameras andprocessing technology now being used projects at the Vatican and theBildarchiv Foto Marburg. in resolution, The H&K cameras can routinelyachieve 200 lines per millimeter lines per with a range to 240 or 250 notunusual, as compared to the 140 The camera height can be millimeter capacity of thestandard microfilm camera. (continued)

Patricia Battin - President 23 adjusted to 1/4000 of a millimeter forfocusing accuracy. A variety of appropriate parameters have been fed intomicrocomputers which then drive such functions as light exposure, film advance,and a combination of exposure time and lens opening. Transparencies made by H&K can be processed through a digitizing copier, such as the Canon product now onthe market, and produce extraordinary color reproductions on paper.

In addition to their color technology,the company has greatly improved the process for producing a high-qualitycontinuous tone black-and-white microfilm. Although their major business is duplication ofcolor slides and transparencies, the small, established, family-ownedbusiness is very much interested in participating in the preservationeffort. They have designed probably the most advanced book cradle in the world,according to Lee Jones, for use in filming older, tightly bound, rare books which canbe opened only 90 degrees without harming the binding.

Negotiations are underway with H&K to establish ademons'.rat'on project at MAPS to investigate the potential of thistechnology for art history materials, maps, and other visual resourcesrequiring accuracy, stability, and high resolution of the reproduction.

HISTORY SCHOLARLY ADVISORY COMMITTEE MEETS The Scholarly Advisory Committee on History met at the Commission onJanuary 23-24 to begin exploring the complex and ramified questions of strategyfor preserving those materials that are of special interest tohistorians. Because this was the first of a series of meetings, it would be premature to report anydefinitive conclusions about strategy, but certain points on which there wasfirm agreement can be mentioned.

The Committee agreed that there was nosuch thing as a "core" body of materials wide variety of for historical research. Scholars in the field range over a materials and formats in doing historicalresearch, and materials of interest future course of historical keep changing. It is very difficult to predict the inquiry, and it would be unwise to base apreservation strategy upon topics or themes.

There was considerable discussion of thedifferences between books and journals on the one hand and archivesand manuscripts 3n the other. It was pointed out that archives serve many users who are notscholars but who need documentation accountability and of some point of fact. Archives thus have a kind of public responsibility that goes beyond scholarly use,and different criteria may be required for selection for preservation. Books usually exist in multiple copies and are likely to have a broaderscholarly audience. Strategies for the preservation of books are more amenable tointerinstitutional sharing, and the idea of a national collection in microfilmformat for storage purposes is a makes books very natural one. Furthermore, the bibliographic control that accessible ordinarily does not obtain forarchives. The differences between the two types of materials are greatenough to suggest that they should be handled separately and the distinctionbetween them be preserved for the purposes of the Committee onHistory.

The Committee tentatively explored a rangeof approaches to selection criteria, and their deliberations, althoughinconclusive at the first meeting, established directions for continuingdiscussions at future meetings.

2 24 CommissiononPreservationandAccess 1785 Massachusetts Avenue, N.W. Washington,D.C. 20036 / (202) 483-7,:74

No. 10 NEWSLETTER March 1989

ROWLAND BROWN WILL CHAIR THE TECHNOLOGY ASSESSMENT ADVISORY COMMITTEE now being constituted by the Commission. Brown, former President of OCLC, will head up a small group of senior people from universities, industry, and thepublishing community who will be exploring technologies with potential for preservation activities. As now envisioned, the Committee will have several initial objectives:

* Active consideration of the potential of new technologies for storage and retrieval within the context of a national collection of preserved items, including technologies for capturing information and networking capacities;

* Recommendation and review of research and demonstration projects to be funded by the Commission;

* Consideration of issues involved in the preservation of electronic formats and the preservation of media including motion-picture film and sound recordings.

By establishing this Committee, the Commission expects toinfluence and shape the application of emerging technologies for preservation purposes, some of which will mature and become routinely availableduring the next 20 years. Decisions to use untested formats for archival storage will involve a range of issues beyond their technical capacities for storage, access,and image reproduction. These issues, to be explored by the Committee, include longevity of the format, technical standards, hardware and software standards, cost- effectiveness, convenient user access, and assurance of continuing market availability.

Constituencies to be represented on the Committee reflect the close interrelationships among available technologies, the capacity of the higher-education community to provide access to electronically stored materials, andthe primary publication formats of the future.

It is expected that the group will be fully constitutedand hold its first meeting in May 1989.

WITH 19 COSPONSORS, SJ RES. 57 ON PERMANENT PAPER was introduced by Senator Claiborne Pell on February 8, 1989. The resolution seeks to establish a national policy to promote the printing of books and other publicationsof enduring value on alkaline, permanent papers. The measure is almost identical to SJ Res. 394, introduced late in the last Congress. Action is needed, says ALA's Washington Office, to encourage additional cosponsors to movethe legislation through the process this year. Senators who are members of the Gover:mental Affairs Committee are especially important. BRITISH LIBRARY PRESERVATION RECORDS WERE LOADED successfully into the RLIN BOOKS and SERIALS files early last month, reports C. James Schmidt, RLIN vice president and director. This action is a first step toward the eventual development of an international data base of bibliographic records, and can serve as a viable model for future projects. RLIN expects to receive and load BL records monthly.

FOR THE FIRST TIME, RECORDS FROM SEVERAL ORGANIZATIONS are included in the RLIN Register of Microform Masters. The August 1988 Register includes records added to the RLIN data base as part of the OCLC-RLG exchange of master negative records, as well as records on tapes from the Library of Congress, University Microfilms International, and the American Theological Libraries Association. The new publication includes entries for more than 120,000 master microfilm negatives cataloged in RLIN, as well as about 5,000 entries for materials scheduled for filming at RLG-member institutions.

Service copies of microform masters listed in the Register can be obtained from the institutions represented. The list of scheduled filming can help other libraries avert costly duplicate filming. For more information, contact Publications Coordinator, Central Support Services, RLG, Inc., 1200 Villa Street, Mountain View, CA 94041-1100.

THE ARL BRIEFING PACKAGE ON ALKALINE PAPER mentioned in the January 1989 Newsletter is being made available to a wider constituency by the Association of Research Libraries, which developed the folder of fact sheets and articles with-the support of the Commission and the National Humanities Alliance. "ARL Briefing Package Number 3, Preserving Knowledge: The Case for Alkaline Paper" contains seven overview and background pieces, including a readable summary of frequently asked questions and answers; three articles on paper industry advances; three statements of author/publisher activities; and two statements on U.S. government response. The package has been sent to directors of 250 academic libraries. Additional copies are available for $7.00, prepaid, from: ARL, 1527 New Hampshire Ave., N.W., Washington, DC 20036.

SLOW FIRES HAS BEEN SELECTED to be shown at the Ninth Annual Film and Video Festival, to be held in conjunction with the Council on Foundations Fortieth Annual Conference, April 10-12, 1989, in Toronto. The Festival recognizes grantmakers' use of film and video to communicate messages important to their priorities and programs. Copies of "Slow Fires" remain available for sale in videotape and for rental and sale in 16mm format from the American Film Foundation, Santa Monica, CA. (Contact the Commission for a brochure and order form.)

OPTIONS FOR COLLEGE LIBRARY INVOLVEMENT in the national preservation program were explored by the eight members of CPA's Committee onCollege Libraries at its first meeting February 21, 1989. Library directors from institutions representative of the nation's liberal arts colleges developed three priorities for initial study and possible action:

2 26 The identification ofcommon preservation program elements and needs within the college library setting, and suggestions for localor regional training programs;

The encouragement of proposals by collegelibraries to seek funding for projects to identify, and reformator treat unique, endangered materials in their collections;

The development of a preservation communicationnetwork among college libraries and campus administrators.

Sub-groups will be studying theareas above, with the committee meeting again on June 21, 1989. For more information, contact Committee Chair Kathleen Moretto Spencer, Library Director, Franklin &Marshall College, Lancaster, PA.

THE NATIONAL ADVISORY COUNCIL ON PRESERVATION (NACP)discussed issues reflecting its broad scope at its annual meetingJanuary 26, 1989, at the Commission's offices. The NACP expressed support for the concept ofa centralized collection of preservation microforms, whichwould provide secure storage of masters along with rapid, diverseaccess. Members heard from George Farr, Director of NEH's Office of Preservation, whosummarized plans for the Endowment's new initiative topreserve the nation's research base. A presentation by Donn Neal, Executive Director of theSociety of American Archivists, stimulateda spirited discussion on the complex issues surrounding archives preservation. The group also reviewed objectives and plans for two evolving Commission projects--theinternational project and scholarly advisory committees. The NACP was established to providea link between organizations committed to preservation and the Commission;it plans to meet next in November 1989.

STATEWIDE ACTIONS

THE STATE OF MICHIGAN has announcedthe formation of the Michigan Alliance for the Conservation of Cultural Heritage. According to Michele Kristin, Public Affairs Officer of The Michigan Councilfor the Humanities, the new alliance marks the state's first alliance of conservationleaders to promote the continuing availability of the culturalresources of the humanities for the benefit of future generations. The Alliance includes representatives from archives, art agencies, historical societies,libraries, and museums. Further information is available from Kristin at (517) 355-0160.

THE COMMONWEALTH OF MASSACHUSETTS Board ofLibrary Commissioners is taking the initiative to develop a statewide preservation strategy forlibraries, archives, manuscript repositories, andhistorical societies. The strategy is expected to include a grantsprogram, needs-assessment surveys, and a series of training workshops, according to Gregor Trinkaus-Randall,Collection Management Consultant. An Advisory Committee held its first meeting last monthand will be convening two or three times annually. More information is available from Trinkaus-Randall at (617) 267-9400.

3 The Commission's Newsletter reports on national andinternational preservation activities and is written primarily for university administrators and faculty,library directors, preservation specialists and administrators, archives administrators, and representativesof consortia, governmental bodies, and other groups sharing in the Commission work's.The Newsletter is not copyrighted: its duplication and distribution within institutions in encouraged.

The Commission on Preservation and Access seeks tofoster and support collaboration among libraries and allied organizations to insure the preservation ofthe published and documentary record in all formats Patricia Battin - President; Maxine K. Sitts - and to provide enhanced access to scholarlyinformation. Program Officer; Pamela D. Block - AdministrativeAssistant. CPA is accessible via ALANET (ALA2624) and BITNET (CPAnIUM) electronic mail systems, and byFAX (202) 483-6410.

28 COMMISSIONON PRESERVATIONANDACCESS

APRIL 1989 NUMBER ] ] NEWSLETTER

the American party system from the end of the Civil War Washington Testimony: through the early part of the twentieth century.... The THE PROMISE AND CHALLENGE point is that the written record of this erathe party histories, OF NATIONWIDE PRESERVATION the campaign documents, the candidate biographies, the local party accountsare on acid paper. And much of the material is reaching the end of its shelf life.... We cannot The following comments are excerpts from the published statement lose our knowledge of that periodeven if it is on paper of Sidney Verba, University Librarian. Professor of Government, and laced with acid. The NEH program will prevent that from Cari H. Pforzheimer University Professor at Harvard University, speaking happening. on behalf of the Association of Research Libraries.Commission on Preservation and Access. and National Humanities Alliance on the Fiscal Year 1990 Appropriation (or the National Endowment for the ON HARVARD AND THE NATIONAL PROGRAMRarely Humanities before the Subcommittee on the Interior and Related has a program caught on as quickly as the NEH Agencies. Committee on Appropriations, U.S. House of Representatives. program . . ..It is a program for which we have been waiting. March 22, 1989. We had talked of our problems and we had bemoaned ON SCHOLARSHIP, LEARNING, AND NATIONAL our fate. And we had, in fact, done a gooddeal on PRESERVATION EFFORTS. . . . [Five years ago] the preservation. We had, with our resources, with federal problem of our disappearing record [brittle books] seemed resources, and with private resources, filmed over16 million beyond solution. It was of such a magnitude that one could pages of fragile materials. But we were ready to do more... . only imagine working around its edges. To deal with the The important thing is that we will be adding to a national matter comprehensively would require a level of resources endeavor. That fact energizes our efforts for we can see beyond that which the various research libraries could a real payoff in adding our work tothat of others. muster and a degree of coordination that seemed beyond the capacity of our diverse institutions... [Now] the I want to stress the secondary impact of the NEH program. increased funding that has gone into the preservation of It will do more than support a vast amount of filming in brittle books has made it possible for us to anticipate that those institutions that receive funding under the program. much of what is at risk of destruction will now be saved. ..If If the experience at other institutions is like that at Harvard, we are to solve this problem, wehave to work as a it will stimulate many other preservation activities. In our synchronized, coordinated wholedividing up the task in planning for the NEI-I program, we have redesigned our a meaningful way so as to maximizethe resources we organizational capacity for preservation, a redesign that will have.... We can move ahead at Harvard with major allow us to meet the challenge of the new level of work. preservation projects in the knowledge that our work will And we have directed our efforts at fundraising with our complement rather than duplicate that of other libraries. supporters and alumni toward the task of preservation. The prospect of NEH funding, rather than reducing our ON PRESERVATION AS SEEN FROM THE DISCIPLINE commitment to raise additional funds, has increased it. OF POLITICAL SCIENCE. . . .I would like to go beyond the abstract statistics or the illustration of a randomly IN CONCLUSION. If what differentiates humans from other selected book to show how an entire field of endeavor can species is the ability to use language, and if what be endangered by the crumbling of our library resources....ln differentiates civilization from pre-civilized forms of life is the late nineteenth century, voting turnout in presidential the ability to record that language by written words, then elections was in the 75-80 percent range; by the1920's it follows that our essence as humans is contained in the it fell to the 50 percent rangelower than today. Whydid written words we pass from generation to generation. These this happen? To answer the question, scholars have turned written words, entrusted to library collections, are turning to study the changing nature of Americanelections and to dustand with that part of our lives is going as well. 2,1 1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C.20036(202) 483-7474 PERMANENT PAPER MEASURE SCHOLARS SELECTED FOR ADVISORY INTRODUCED IN HOUSE COMMITTF_FS IN ART HISTORY, PHILOSOPHY Abn identical companion measure (HJ. Res. 226) to Acppointments to two more of the Commission's Sen. Claiborne Pell's SJ. Res. 57 was introduced Scholarly Advisory Committees are now complete: y Rep. Pat Williams on March 23. Both measures ommittees on Art History and Philosophy will be would establish a national policy to promote and encourage holding their initial meetings this month and next. We expect the printing of books and other publications of enduring that a Committee on Modem Language and Literature will value on alkaline, permanent papers. Rep. Williams was be constituted by June. Previously, in January 1989, the joined by five cosponsors including Rep. Sidney Yates, who Committee on History held itsfirst meeting (see the has championed the cause of preservation microfilming. December 1988 Newsletter for a list of members and the Four more senators have joined the original 19 cosponsors February 1989Newsletterfor a review of the meeting). of the Pell resolution, but more cosponsors are needed Members of these Committees are being asked to help for both measures. Please urge your Representatives and develop a strategy for preservation and a set of priorities Senators to sign on; especially important are members of for selecting what is to be saved in each of the major fields the House Government Operations Committee and the of scholarship. The initial meetings involve very preliminary Senate Governmental Affairs Committee and their discussions over a wide range of subjects related to respective government information subcommittees. scholarship and preservation. No formal minutes are kept and no conclusions are reached. Over the next several months, participants will be consulting with colleagues in their respective disciplines as they develop suggestions for selecting materials for preservation. As consensus is reached in particular disciplines, the Commission will publish the committees' reports.

SCHOLARLY ADVISORY COMMITTEE ON ART HISTORY Commission on Preservation and Access Professor Egbert Haverkamp- Mr. Alan Fern 1785 Massachusetts Avenue, NW Suite 313 Begemann Director Washington, DC 20036 Institute of Fine Arts National Portrait Gallery New York University (202) 483-7474 Professor Lamy Silver Professor Phyllis Bober Department of Art History The Commission on Preservation and Access was Department of Archaeology Northwestern University established in 1986 to foster and support collaboration Bryn Mawr College among libraries and allied organizations in orderto Professor Deirdre C. Stam Professor Richard Brilliant School of Information Studies ensure the preservation of the publishedand documen- Department of Art History and Syracuse University tary record in all formats and to provide enhanced Archaeology access to scholarly information. Columbia University

Professor Lorenz Either The reports on cooperative national and Newsletter Director international preservation activities and is written Stanford University Museum of Art primarily for university administrators and faculty, library and archives administrators, preservation specialists SCHOLARLY ADVISORY COMMITTEE and administrators, and representatives of consortia, ON PHILOSOPHY governmental bodies, and other groups sharing in the Professor JoAnne Boydston Professor John McDermott Commission's goals. TheNewsletteris not copyrighted; Center for Dewey Studies Department of Philosophy Southern Illinois University Texas A & M University its duplication and distribution is encouraged. Professor Richard Burian Professor Jerome Schneewind Patricia BattinPresident; Maxine K. Sitts - Program Department of Philosophy Department of Philosophy Officer; Pamela D. Block - Administrative Assistant. The Virginia Polytechnic Institute Johns Hopkins University Commission is accessible via ALANET (ALA2624)and and State University Professor Charles Young INTNET (CPA.GWUVM, SITTSGWO/M) electronic Professor Edwin Curley Department of Philosophy mail systems, and by FAX (202) 483- 6410. Department of Philosophy Claremont Graduate School University of Illinois, Chicago

Professor Norman Kretzmarm Department of Philosophy Cornell University

2 30 PRESERVATION AS A NATIONAL CONCERN REACHES NEW LEVEL OF VISIBILITY AND MATURITY The preservation issue. . . lies at the heart of Lears, Newsweek (3/20), and Publishers Weekly professional scholarly endeavor. "Access to our (3/17) all carried articles about brittle books during past is indispensable to our future," the American March. Mother refreshing note: Preservation humor Philosophical Association points out Only if the is making its way onto the scene. Wilson Library Bulletin words and artifacts of our predecessors can be ran a cartoon on brittle books in its February 1989 issue, preserved, will we have that access. and University of Connecticut Library Director Norman D. from the "Preservation Initiatives Among ACLS Societies: A Stevens applauds an increasing number of light-hearted Report", ACLS Newsletter, Autumn 1988, pp. 11.12. approaches to preservation in his article "Humor and creativity: Preservation" in the March 1989 CSRL News.

Preservation humor is not brand-new, however, nor is it avoided by some of the major institutions. Stevens cites a 1965 report by David Weber (Stanford University Libraries Director) which "described the successful conclusion of a project, funded by the Sopwith Graphics Foundation, to develop a new felt tip pen ink containing a soluble pigment, 993% of which is absorbed into the fibers of book paper within 48 to 72 hours, thus eliminating the damage caused ACID-FREE PAPER PLEDGED by users who underline and otherwise deface library books BY MAJOR PUBLISHERS through the use of the more common felt tip pen." Also Commitment Day," held March 7 at the New York noted: New York University Libraries, the Music Library at Public Library, has been hailed as a landmark in the University of California, Berkeley, and Ohio State book preservation, with many major publishers University Libraries. Watch for more presentation humor committing themselves to use acid-free paper for first promised for the June 1989 Wilson Library Bulletin. printings of quality hardcover trade books. The preservation campaign leading up to the day was spearheaded by author and library trustee Barbara Goldsmith, who started a group called Authors and Publishers in Support of Preservation of the Printed Word (see November 1988 Newsletter). I I le must proceed in a way that preserves Organizations endorsing the preservation effort included the V V flexibility to respond to new and unknown Association of American University Presses, the Association situations. We have to tolerate a certain amount of American Publishers, the Authors Guild, and PEN. Over of ambiguity and even ambivalence, not about 100 publishers and authors were present for the pledge- whether, but how to proceed....Every great human signing. On March 16, the NYPL reprinted the commitment endeavor has proceeded as much on promise as pledge with signatures of 40 publishers and 43 authors as a full-page ad in the New York Times. on certainty. [Avant to) underscore the overriding importance Advocating the use of alkaline paper for publications of enduring value has been a prime objective of the of the human or sociological factors to the development and success of a national preservation Commission since its founding. In June 1988, the program: Education and awareness, leading to Commission endorsed a letter from member Herbert Bailey public support and action; funding and requisite to AAP President Nicholas Veliotes encouraging the use political support, on the scale required; (and] of acid-free paper. In late 1988, the Commission, along organization, to achieve essential cooperation, with the Association of Research Libraries and the National sharing, logistical support, and agreement upon Humanities Alliance, sponsored a briefing package about alkaline paper, which was distributed to publishers, objectives. Concluding speech by Dr. Billy E Frye (Chair of Commission's Congress, and higher education officials. Board), October 1988 Symposium on Paper Permanency sponsored by the Technical Association of the Pulp and Paper Industry.

3 31 New Commission Publication: It offers several conclusions about the role of text-cumimage format (image and text conceptually as well as physically ART HISTORIANS CONFRONT united) in the discipline of art history and provides a number PRESERVATION NEEDS of questions that can help shape preservation planning. holarly Resources in Art History: Issues in eservationexplores the unique requirements of art Copies of the report are available from the Commission istorians for productive participation in the new for $5.00 prepaid by a check (no cash) made payable to federally supported preservation microfilming program. The "The Commission on Preservation and Access." 43-page booklet is divided into two major sections: A report of the Spring Hill (MN) Seminar on Scholarly Resources in Art History convened by the Commission September 29- October 1, 1988, and a paper by Deirdre C. Stam on "Art ABOUT THIS NEWSLETTER... We're eager to have the Historians and Their Use of Illustrated Texts." Newsletter reach the widest possible audience involved in national and international preservation programs. The A preliminary section summarizes the discussions and Newsletter is not copyrighted; we encourage its duplication recommendations of the seminar, covered in the November and distribution within institutions. A Subscription Request 1988 Newsletter. The Stam paper, which forms the major Form is available from the Commission for those wishing portion of the publication, reviews art historians' use of to receive the Newsletter on a regular basis. However, to illustrated texts and summarizes recentArt Bulletinarticles control mailing costs, we may limit the number of multiple on the state of research in various art-historical subfields. requests from a single institution.

Commission on Preservation and Access Nonprofit Organization 1785 Massachusetts Ave.. N.W. '313 U.S. Postage Washington. D.C. 20036 PAID USA Washington, DC Permit No. 524 COMMISSION ON PRESERVATION AND ACCESS

MAY 1989 NUMBER 12 NEWSLETTER

MID-SIZED RESEARCH LIBRARIES post-filming activitiesin addition to filming itselfto deal with the materials that are identified. For example, EXPLORE ROLE IN contractors might conduct detailed bibliographic searching, NATIONAL PRESERVATION PROGRAM locate duplicate copies, online queuing, bibliographic e nine-member Mid-Sized ResearchLibraries control, preparation of target information and physical Committee has met three times since its formation preparation for microfilming, the filming itself, and quality- in October 1988, with its most recent meeting held control checking. The committee is investigating alternative on April 17, 1989. At its initial November 21,1988, get- operational models, including issues of membership, together, this group of 7 library directors, a preservation funding, governance, and workflow. officer, and a representative of a preservation service looked at national program plans and then developed a series of When the committee meets in September 1989, it also options for possible mid-sized research library involvement. will be exploring mid-sized library preservation education and training needs, options for helping to institutionalize One of the options identified in November was coordination preservation programs in mid-sized libraries, and their role of the preservation of mid-sized research library collections, in providing archival materials, special collections, and which, when taken together, form an important intellectual manuscripts to the national preservation program. resource. To gather more background onalternatives, the committee arranged a meeting with George Farr, director Members of the Mid-Sized Research Libraries Committee are Dale Canelas, University of Florida; Sheila Getty, University of Iowa; Joan Gotwals, of the National Endowment for the Humanities Office of Emory University; C Lee Jones, Mid-Mantic Preservation Service; Paula Preservation, on February 14, 1989. At that meeting, Farr T. Kaufman (chair), University of Tennessee; Jan Merrill-Oldham, briefed the committee on NEH plans and directions, Preservation Department, University of Connecticut Thomas J. Michalak. stressing that the broadly based national program is open Carnegie-Mellon University Marilyn J. Sharrow, University of California- to all types and sizes of libraries. David; and David Stam, Syracuse University.

At its meeting last month, the committee began developing a theoretical model of a"Mid-Sized Research Library SOCIETY FOR SCHOLARLY PUBLISHING Preservation Service" which would enable mid-sized libraries EXHIBIT ON PRESERVATION to do their part to support national preservationefforts. A strength of mid-sized libraries, the committee agreed, is their e 11th Annual Meeting of the Society for Scholarly ability to select prime candidates for preservation filming Publishing (SSP) will include an exhibit on the national economically and quickly, because often their collections preservation program organized by the Commission are centralized and their records are inmachine-readable and the New York Public Library. Three hundred of SSP's form. In addition, their selection process is dynamic, 1300 members are expected to attend the May 31June involving scholars, faculty, and librarians. 2, 1989, meeting at the Washington (DC) Hilton Hotel. SSP was founded in 1978 to enhance the generallevel of However, most mid-sized libraries do not have the resources professionalism in scholarly publishing and to find solutions to prepare materials for filming or care for themafter filming. to common problems. 'as members include scholars, Thus, a preservation service is seen as a set of pre- and editors, publishers, librarians, printers, and booksellers.

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1785 Massachusetts Avenue, N.W., Suit 113, Washington, 0.C.20036(202) 483-7474 MORE ON "SLOW FIRES"... jp-eserving the millions of already embrittled books and preventing further loss of our s first reported in the March 1989 Newsletter, the accumulated heritage are not problems amenable film "Slow Fires," which tells the story of the toaquick fvc; years of research, effort, and special eterioration of our world's intellectual heritage due funding will be required. to acid-based paper, was one of 29 films selected from fromLibrary Issues: Briefings for Faculty and Administra- more than 150 nominations to be shown at the Council tors. V9 n4. March 1989. Ann Arbor, MI: Mountainside Publishing on Foundation's ninth annual Film and Video FestivalApril Co. 9-12 in Toronto. The half-hour version was aired twice on closed-circuit television and at a public screening area where more than 1,700 grantrnakers gathered during the 40th annual conference of the Council. The festival was designed to encourage and recognize grantmakers use of film and video to communicate messages important to their priorities and programs. Information on how to obtain the film and video is available from the Commission. THE ETHICS OF PRESERVATION TO BE ADDRESSED IN SPRING 1989 EDUCATIONAL RECORD American Council on Education's quarterly Thepublication,Educational Record,will feature a series Commission on Preservation and Access of discussions on ethics in higher education in its 1785 Massachusetts Avenue, NW Suite 313 Spring 1989 issue. One of the articles scheduled to appear, Washington, DC 20036 co-authored by Patricia Battin and Maxine Sitts, presents (202) 483-7474 a case for the preservation of library materials as a national ethical imperative. The Commission on Preservation and Access was established in 1986 to foster and support collaboration "As a key to preserving an atmosphere for learning, among libraries and allied organizations inorder to institutions of higher education have a moral responsibility ensure the preservation of the publishedand documen- to preserve the great book collections in their libraries," tary record in all formats and to provide enhanced the article contends. access to scholarly information. At first glance, the book preservation problem may TheNewsletterreports on cooperative national and seem similar to that of building maintenance. Book international preservation activities and is written collections at a university are no doubt its largest primarily for university administrators and faculty, library capital asset, so it makes good financial sense to and archives administrators, preservation specialists maintain them. The replacement costs of booksif and administrators, and representatives of consortia, indeed they can be replaced at allonly will become governmental bodies, and other groups sharing in the greater as time goes on. But even more important is Commission's goals. TheNewsletteris not copyrighted; the ethical imperative to act now.Auniversity can its duplication and distribution is encouraged. survive without a building; it cannot survive without books. Patricia Battin - President; Maxine K. Sitts - Program Officer; Pamela D. Block - Administrative Assistant.The The American Council on Education, founded in 1918, is Commission is accessible via ALANET (ALA2624) and the nation's major coordinating body for postsecondary BITNET (CPA.GWUVM, SITTS.GWUVM) electronic education. Through voluntary and cooperative actions, the mail systems, and by FAX (202) 483.6410. Council provides comprehensive leadership for improving education standards, policies, procedures, and services.

2 COMMISSION ON PRESERVATION TECHNOLOGY ASSESSMENT MEMBERSHIP CHANGES ADVISORY COMMITTEE FOLLY CONSTMITED: HOLDS FIRST MEETING HERBERT S. BAILEY, JR., RETIRES Asen initial meeting of the Technology Assessment Herbert S. Bailey, Jr., director emeritus of the Princeton Advisory Committee (TARP) was held May 11 to University Press and a founding member of the Commission, t an agenda for exploring technologies with will retire from the Commission effective July 27, 1989. potential for preservation activities. As constituted by Chair Rowland C. W. Brown, the committee includes the following As a member of the university press community, Bailey representatives of business and higher education: made an effective contribution to the work of the Commission and to the cause of preservation generally. Douglas van Houweling, Vice Provost for Information He has long understood the dose ties between libraries Technologies, University of Michigan; and publishing and has sewed as an effective spokesperson for articulating the concerns of librarians and publishers Michael Lesk, Division Manager, Computer Sciences to each other. Work on the ACLS Committee on Scholarly Research, Bellcore; Communication amplified his voice in both camps, and his subsequent work as Chairman of the Committee on M. Stuart Lynn, Vice President for Computing and Production Guidelines for Book Longevity did much to Information Systems, Cornell University; stimulate the current and flourishing preservation movement. Dr. Robert Spinrad, Director of Corporate Technology, Xerox Corporation; and At their May meeting, Commission members acknowledged Bailey's contributions for preservation efforts and his service Dr. Robert L Street, Vice President for Information to the Commission. Resources, Stanford University.

DONALD S. LAMM APPOINTED See the March 1989 Newsletter (No. 10) for more information on this committee. Donald S. Lamm, Chairman and President of W.W. Norton & Company, has accepted the Commission's invitation to serve as a member and representative of the publishing industry. Lamm joined W.W. Norton & Company in 1956 as a college representative. In 1960, he became(and remains) an editor, and from 1968 to 1976 he served as vice president. He was appointed president in 1976, and PERSONNEL Nora Rowland C. W. Brown, Chair of the Technology was named chairman in 1984. He aiso serves as director Assessment Advisory Committee, has been named Technical Person of of W.W. Norton & Company, Ltd., London, Liveright the Year by the Columbus Technical Council, an organization of 8,000 Publishing Corporation, and the National Book Company, engineers, scientists, and technicians. Brown served for nine years as Scranton, PA. president and CEO of OCLC Online Computer Library Center in Dublin, Ohio, before retiring in January 1989. The Technical Person of the Year award has been given since 1957 on the basis of character, competence, Lamm is president of the Board of Governors of the Yale service to the profession, and community service. University Press and is on the Board of Directors of Roper Center for Public Opinion Research. He was a guest fellow at Yale University, his alma mater, in 1980 and 1985, and was the Ida Beam distinguished visiting professor atthe University of Iowa in 1987.88. Lamm will join the Commission at its July 27, 1989, meeting

3 PHILOSOPHY SCHOLARS ENVIRONMENTAL CONDMONS FOR TAKE PRELIMINARY LOOK PRESERVATION: A NEW AT PRESERVATION NEEDS APPA-COMMISSION TASK FORCE Broad categories of materials considered prime The Association of Physical Plant Administrators candidates for preservation microfilming were (APPA) and the Commission are establishing a joint identified by the Scholarly Advisory Committee on Task Force on Environmental Conditions to develop Philosophy during its initial meeting April 25. All seven a training course for facilities managers covering the members representing various philosophy specialties were preservation-related needs of college and university libraries. in attendance (see below). The small number of philosophy The curriculum will become a part of an active training scholars, as compared to many other disciplines, may program operated by the APPA for its members. The somewhat simplify the process of developing selection curriculum is expected to cover administrative issues such criteria, the group noted. as asset management, as well as daily operational issues such as maintenance of temperature and humidity controls. In a first look at preservation needs, journals received top- In addition to conducting the training session itself, APPA priority status, with agreement that complete runs of U.S. also will be preparing an extensive resource notebook for journals published between 1850 and 1920 are of prime participants. importance. Outside the U.S., the group suggested high priority for Western Europe and acknowledged the need The three Commission representatives to the task force for future evaluation of non-U.S. materials. The committee are Patti McClung, Research Libraries Group, Inc.; Don also identified relatively low-priority categories such as Kelsey, University of Minnesota; and Joel Clemmer, newspapers, ephemera, and government documents. Macalester College.

The selection of monographs might well be carried out The APPA also plans to publish an article on the with the cooperation of the many specialized societies within management of library buildings and preservation of their the American Philosophical Association (APA), according collections in an upcoming issue of its quarterly magazine, to the committee. A number of individuals, universities, and Facilities Manager. The Commission has asked Carolyn philosophy centers were suggested for future consultation. Harris, School of Library Services, Columbia University, to The Commission was urged to sponsor an information write the article, which will be the first on this topic to appear booth at the APA conference scheduled for December 28- in the magazine. 30, 1989, in Atlanta. The APPA, based in Alexandria, Va., was founded in 1914. Initial meetings of the Scholarly Advisory Committees Its purpose is to develop professional standards in the involve very preliminary discussions over a wide range of administration, care, operation, planning, and development subjects. No formal minutes are kept and no conclusions of physical plants used in colleges and universities. are reached. Over the next several months, participantswill be consulting with colleagues as they develop suggestions for selecting materials for preservation.

Committee Members:Jo Ann Boydston, Southern Illinois University., Edwin Curley, University of Illinois, Chicago; John McDermott, Texas A&M University Charles Young, Claremont Graduate School; Richard Burian, Virginia Polytechnic Institute and State University, Norman Kretzrnann, Cornell University Jerome Schneewind, Johns Hopkins University (Chair),

4 ON THE HILL: PRESERVATION NEWS

LSCA SUPPORT FOR PUBLIC LIBRARY PRESERVA- PERMANENT PAPER PROGRESS.... Several Senators TION... During his National Library Week speech, House and Representatives agreed during National Library Week Postsecondary Education Subcommittee Chairman Pat Legislative Day visits on April 11 to cosponsor SJ.Res. 57 Williams (D-MT) referred to the April 11 LSCA reauthor- and HJ.Res. 226measures to establish a national policy ization hearing where, he said, "...we learned about some to promote and encourage the printing of books and other of the new challenges facing libraries that need to be publications of enduring value on alkaline, permanent paper. addressed in the upcoming reauthorization." He devoted In the past month, the number of cosponsors of Pat Williams the rest of his statement to the preservation problem caused HJ.Res. 226 has grown from six to 16. Senator Claiborne by acid-based paper, and noted he had introduced HJ.Res. Pell's SJ.Res. 57 now has 32 cosponsors. Many more 226 to establish a national policy on the use of permanent cosponsors are needed. The April 25, 1989, edition of the papers. Rep. Williams concluded: ALA Washington Newsletter carries a list of cosponsors as of April 26. If your Representatives and Senators are Public libraries are important to this preservation effort not included, please urge them to contact Williams and In addition to their holdings of books and publications, Pell. many public libraries maintain historic materials for their local communities. I believe that the Library PAPER AND PRINT PRESERVATION HEARING...On Services and Construction Act would be the appro- May 4, the House Subcommittee on Science, Research and priate vehicle to support our public libraries in this Technology chaired by Rep. Doug Walgren (D-PA), held effort. Witnesses testifying at the joint hearing a hearing on preservation of print.. The first witness was recommended that Title III of the LSCA be amended Senator Pell, speaking in support of SJ.Res. 57 and the to include funding for preservation activities. This House companion measure. The standards for paper, would allow State Library agencies to educate local especially for durability and strength, also were addressed. libraries on basic preservation techniques as well as The hearing also considered EPA regulations that mandate provide limited dollars for the preservation of certain federal agency use of recycled paper and the impact, if materials. This recommendation should be given any, on the use of permanent paper for publications. careful consideration by the Congress. (Asreported by the American Library Association Washington Newsletter April 25, 1989)

on several consulting assignments, are: Jennifer Banks, ARL TRAINING TO ASSIST LIBRARIES Massachusetts Institute of Technology; Wesley Boom- IN PRESERVATION PROGRAMDEVELOPMENT gaarden, Ohio State University; Connie Brooks, Stanford as part of an ongoing effort to help libraries plan for University; Sherry Byrne, University of Chicago; Margaret and initiate coordinated long-term preservation Child, Smithsonian Institution; Michele Cloonan, Brown rograms, the Association of Research Libraries University; Bonnie Rose Curtain, NAGARA Preservation A(ARL) has completed a Preservation Consultant Workshop Project; Robert DeCandido, New York Public Library; Richard for 16 preservation administrators, funded in part by the Frieder, Northwestern University; Deborah McKem, Emory National Endowment for the Humanities Office of University; Barclay Ogden, University of California-Berkeley; Preservation. The workshop was an opportunity for the Lorraine 011ey, Indiana University; Richard Peek, Columbia preservation specialists to develop skills in identifying and University; Vanessa Plala, Smithsonian Institution; Merrily diagnosing library problems; study concepts of library Smith, Library of Congress; and Karen Turko, University training and consultation; and gain a better understanding of Toronto. of the Preservation Planning Program operated by the Office of Management Services (OMS). This effort is one of a number of programs developed by ARL to help institutionalize preservation as a vital component The 16 participants, who will be working with the OMS of library and archive operations on a continuing basis.

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5 Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 313 BULK RATE Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611

33 COMMISSION ON PRESERVATION ANDACCESS

JUNE 1989 NUMBER 13 NEWSLETTER

Another distinctive need for art historians concerns the IMPORTANCE OF IMAGES, CATALOGS popular illustrated periodicals of the nineteenth century CITED BY SCHOLARLY ADVISORY (chiefly from Europe, with some from North America) that COMMITTEE ON ART HISTORY served as outlets for the works of well -known artists, but that are not considered "scholarly."

Some of the distinctive preservation needs ofart-historical The seven members of the Art History Committee are: Egbert Haverkamp- scholars were discussed during the first meetingof the Eiegemann, institute of Fine Ms, New York University Phyllis Pray Bober, Commission's newly formed Scholarly AdvisoryCommittee Department of Archaeology, Bryn Mawr College; Richard Brilliant, on Art History on May 12. Aswith most other disciplines, Department of Art History and Archaeology, Columbia University; Lorenz of North Either, Stanford University Museum of Art; Alan Fern, National Portrait art historians are concerned about complete runs Gallery; Larry Silver. Department of Art History, Northwestern University American and European scholarly periodicals intheir fields and Deirdre C. Slam, School of Information Studies, Syracuse University. of interest, as well as classic monographs. Arthistorians draw upon the materials of many disciplinesand subjects in the humanities, arts, sciences, andtechnology. On the other hand, the products of art-historicalscholarship are BREADTH OF ISSUES ADDRESSED IN considerably more limited in scope, which makes it more FIRST MEETING OF TECHNOLOGY possible to define pmervation needs. ASSESSMENT ADVISORY COMMITTEE Images are of prime importance to art historians,and image reproductions that are suitable for scholarly purposes are Much discussion at the first meeting of the Technology usually difficult and expensive to achieve. In some cases, Assessment Advisory Committee on May 11 centered on however, preservation microfilming may berelatively simple the breadth of the technologies and expertise involved in to accomplish. Pre-photographic imagessuch as woodcuts copying, preserving, storing, requesting, and disseminating or lithographs were usedprior to the 1880s, for example, preserved materials in the various formats and multiple and are easy to reproduce photographically. media that are anticipated in the long-range objectives of the Commission. Four of the initial six members of the A category of materials thi t is of prime importance toart Committee attended the meeting at the Commission's history is catalogs of various sortsexhibitioncatalogs offices, spending a full day reviewing its charge, planning prepared for gallery shows, sales and auction catalogs,and its agenda, and discussing the broadening activities of the These catalogs of permanent collections, for example. Commission. materials may present some additional bibliographiccontrol problems during preservation microfilming, becausethey There was general consensus and enthusiasm for organizing may not be included in mainlibrary collections. a conference next year drawing upon expertsfrom the various technologies involved and the major information sectors impacted by these technologies to help meet the Commission's long -term preservation and access goals.

Special Report Inside Committee members are: Rowland C. W. Brown, Chair, President, OCLC on (retired); Douglas van Houweling, Vice Provost for Information Technologies, University of Michigan; Michael Lesk, Division Manager, International Cooperative Preservation Computer Scienc s Research, Bellcore; M. Stuart Lynn, Vice President, Information Technologies, Cornell University Robert Spinrad, Director, Corporate Technology, Xerox Corporation; and Robert L Street, Vice President for Information Resources, Stanford University. 3cj

1785 Massachusetts Avenue, N.W., Suite 313,Washington, D.C. 20036(202) 483-7474 INTERNATIONAL COOPERATIVE PRESERVATION

A Ten-Month Report on the International Project of the Commission on Preservation and Access

by Hans RUtimann, Consultant

Based on a speech presented at "Managing the Preservation of Serial Germany, Austria, and Venezuela. The study is meant to Literature," an international symposium sponsored by the International determine the extent to which preservation records exist Federation of Library Associations and Institutions, May 22-24, 1989, at in each county; to identify the difficulties of converting these the Libra!), of Congress records to machine-readable form and of entering them From its inception, the Commission on Preservation and into a common database; to decide on the level of Access has operated on the principle that preservation bibliographic detail needed to exchange records easily; and efforts cannot be solely a national concern. As in all to determine the best way to proceed in creating a shared Commission projects, a primary goal is to improve access database capacity. to deteriorating and preserved materials that are often difficult to locate and use. Since "international cooperation 2) Developing an agenda and organizing a meeting "on in preservation" is a broad area, the Commission has the working level" of representatives from the participating focused first on exploring options for an international countriesthe meeting to be held in a convenient European mechanisma clearinghouse or databaseto answer the location. basic question, "Which countries have preserved what materials?" The initial pilot project, which began in 3) Preparing a report to document the findings, outline the September 1989, encompasses the following three phases: next steps, and provide the basis for grant proposals in support of identified projects. 1) Conducting an exploratory study with the national libraries of Great Britain, France, West Germany, East Survey of Foreign libraries' Preservation Records Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 313 I have now visited the national libraries in Austria, East and Washington, DC 20036 West Germany, England, France, and Venezuela, as well as several university and regional libraries and the relevant (202) 483-7474 agency of the Commission of the European Communities. The Commission on Preservation and Access was I have talked with directors of libraries and department heads in automation, conservation, reference and user services, established in 1986 to foster and support collaboration among libraries and allied organizations in order to and others, and I have heard many views and suggestions. ensure the preservation of the published and documentary record in all formats and to provide enhanced My findings support the assertion that "in the global society, our similarities are greater than our differences and our access to scholarly information. policies and practices should reflect that elemental truth." [Patricia Battin, "Information Collection, Preservation, and TheNewsletterreports on cooperative national and international preservation activities and is written Sharing in the Global Context," Speech at IFLA Conference primarily for university administrators and faculty, library cited above] and archives administrators, preservation specialists No one I met abroad disagrees with this assertion. Of course, and administrators, and representatives of consortia, opinions vary on how to solve the problems or to what governmental bodies, and other groups sharing in the extent a crisis really exists. At the Zentralbibliothek in Zurich, Commission's goals. The Newsletter is not copyrighted; for example, I was assured that the situation is really not its duplication and distribution is encouraged. that bad. On the other hand, at Beme's Swiss National Program Archives I was given the extremely pessimistic assessment Patricia Battin - President; Maxine K. Sitts that about 90% of Switzerland's 17 million books are in Officer and Newsletter Editor; Pamela D. Block jeopardy because of high acidity. In neighboring Germany, Administrative Assistant. The Commission is accessible the assessment falls somewhere between these two via ALANET (ALA2624) and BITNET (CPAGWUVM, extremes: the results of a study by the Deutsche Bibliotheks- SITTS.GWCIVM) electronic mail systems, and by FAX Institut are that, of the 152 million books in research libraries, (202) 483- 6410. about one third is in jeopardy.

40 2 But despite variations in the assessment of the situation and in local conditions, funding, and policies, the similarities nrzgoing plans need to be known by all involved vin preservation efforts if we are to avoid a still outweigh the differences. massive duplication of effort and wasted Ongoing plans need to be known by all involved in resources. . . preservation efforts if we are to avoid a massive duplication of effort and wasted resourcesor worse, the loss of books and periodicals due to uncoordinated expenditures for preservation on the national and international levels. a "Plan of Action for Libraries in the EuropeanCommunity' What follows is a random selection of the types of and commissioned a "Feasibility Study into a European developments that should be knownbut are notto Register of Microform Masters (EROMM)." everyone in a position to influence preservationactivities in any given country: The National Library of Australia has conducted a pilot study on the feasibility of developing a national register of At Japan's Wasp University, efforts have been underway microform masters. A national listing of microform masters of the Meiji period. The since July 1988, aim all imprints is planned. first step 1 Yming all imprints at Waseda University Library; the second step will involve securing either films or originals At the Bayerische Staatsbibliothek in Munich, an to be used for filming in collections abroad, primarily in important study is underway on the acquisition, control, Europe and the United -"es. Professor Yamamoto, the and use of microforms in German libraries. The 150-page project director, insists f. international collaboration is interim report includes the results of a survey of microform absolutely essential tt: r )ject. He adds that questions holdings and establishes coordinated production guidelines; concerning the format of a register have yet to be resolved. it is a valuable overview of one country's activities and plans in preservation filming. At the Bibb_ Nacional of Venezuela, filming of newspapers, magazines, and books is proceeding,with an emphasis ( Venezuelan items." The library's annual microfilm production is some 300,000 images; there are The Case for Participation ambitious plans for increased filming; and the register is maintained in admirable detail in machine-readable form. Why should a library in Europe or Asia or South America In my judgment, the register would be of immediate use take part in an international register for microform masters? in an international database. There are a number of reasons: In West Germany, the German microform project is To make the contents of the originals more accessible underway, partly funded by the Volkswagen Foundation. while preserving them. Coordinated at the Stadt- and Clniversitttsbibliothek in Frankfurt-am-Main, the project involves several important To increase access to information about microfilmed libraries, and the responsibility for systematically filming items (and to the microforms themselves) across important collections is shared among the participating institutional and national boundaries. Obviously, in most institutions. Some of these collections are probably unique: cases it is cheaper to buy a copy of the filmthan to film "Flugschriften" from the reformation in Marburg and an original item. unpublished German dissertations between World Wars I and II in Berlin. Others, such as the collection of German To avoid duplication of effort and therefore stretch the literature from 1850 to 1900 at Frankfurt's Rothschild funds for preservation. Library, are probably duplicated at least in part elsewhere. To restrict the use of valuable originals and prolong their The list of collections to be filmed in the German microform lives by making films available instead. project is, by itself, a strong argument for international collaboration and the sharing of such information. Whenever To build an informational infrastructure for filmed items I mention this project in the United States, I am asked for that would allow better coordination with the private sector. a list of the collections targeted forfilming, "just in case we plan to film in similar areas." There is another important reason to take the long-term and global view, and this has to do with improved forms The European Community of 1992 will significantly affect of access. In the future, locating and purchasing microform libraries. Directorate General XIII-B of the EC has issued masters will be even more important than today.It is

41 3 We cannot wait until agreement is reached on the ideal nereis another important reason to take the long- record structure for a register. We should go ahead with term and global view, and this has to do with whatever record structures individual countries and improved forms of access. institutions can afford. These structures should be fairly uniform (and usually they are) and differences can be settled later. I know that there is debate on this point, but if filming is to proceed at full speed (and in some countries it is), then the record has to keep pace with it. Also, it is worth considering that a standard for an intricate record, imposed by the larger institutions and expensive to maintain, will probable that new technology will allow us to convert discourage many smaller institutions from participating. microforms to a digitized form; this in turn will create an extraordinarily rich depository of texts in machine-readable We cannot wait until national registers are in place, ready form. With widely available technologycomputer-based to be linked to an international framework. During my travels phototypographythe texts could be committed to print I met many dedicated individuals who were grateful to learn again (on acid-free paper, one would hope). about the activities and plans elsewhere. Let us merge, combine, and share what we have today, using a building- Thus, our efforts will not only preserve and enhance access block approach. The structurean international register of to the text in a form familiar to us today. They also will microform masterswill always be a work in progress, but add an increasingly valuable feature to a vast body of one that will be increasingly valuable in coordinating our literature: photo images and machine-readability. In turn, this will permit manipulability and applications to efforts. disseminate texts in media such as CD-ROM, optical disk, and other formats as yet unknown. International Cooperation

Reflections After Ten Months We see some beginnings. Bibliographic information about items filmed by the British Library has been added to the It is too early to provide a detailed analysis of activities abroad records of the Research Libraries Information Network and potential overlap in the filming of collections (if such (RUN), and RUN records will be available through the British Library's BLAISE program. Also, the Bibliotheque Nationale an analysis is possible at all). I have, however, drawn some general conclusions, and the most important conclusion will begin, on an experimental basis, a register exchange with the British Library. is this:

We know what our ideal isnothing less than a worldwide, International cooperation requires the involvement of many totally integrated database system giving instant access to institutions, with inevitable political and economic our entire preserved cultural heritage, with texts recorded sensitivities. Any organization that can facilitate effective on a medium that lasts forever, mechanisms to facilitate international collaboration will be making a major the purchase of texts on alternate media, and ways to move contribution to preservation. What, specifically, can with ease from one technology to the next. concerned organizations do?

However, with today's pressing international preservation Continue to work toward standards for register needs, we do not have the luxury of the ideal. We must information. move rapidly on all fronts. If we spend too much time trying to reach ideal solutions in all areasdeacidification, forms Continue to apply pressureon all frontsfor the use of alternate media, level of bibliographic details for registers, of alkaline paper. and structure of international networksthe very material we are trying to save will turn to dust. Explore all technological developments relevant to preservation. Therefore: Facilitate cooperative ventures. For example, the Deutsche We cannot wait until ideal alternate media are developed Bilcherei in Leipzig does not have a comprehensive and agreed upon. Microform is today's large-scale alternate microfilming project for want of equipment and supplies. medium. It should be viewed as an archival as well as a A partner in the West could provide hardware and, in temporary measure, to be converted to other media at a exchange, receive copies of master negatives of items filmed later point, if desired. under the exchange agreement.

4 Disseminate information about funding prospects. In some countries, lack of funds is thebiggest obstacle to effective preservation efforts. Some libraries abroad are unaware of howin conjunction with a U.S.partnerthey can seek federal funds in the U.S.available for preservation.

In general, try to improve communication and exchange of information. so

Any organization that canfacilitate effective ntemational collaboration will be making a major contribution to preservation.

We are continuing to work with the pilot projectlibraries to collect additional information that willform the basis for several models of cooperation. At the March 1989Library John Moore, director of Columbia University Press, checks out varying degrees of brittle paper on display during the 1989 Society for Scholarly of Congress symposium on "Managing thePreservation Publishing meeting in Washington, D.C. of Serial Literature," a participant from Australia askedwhen additional countries will be included in the International Project. The answer is that although of necessity we must start with a small number of countries, we urge anyone who knows about plans relevant to this project,anywhere in the world, to let us know. As I toldthe Australian representative, "Please don't wait until we get to you;by all means, come to us." 4

FROM THE CONFERENCE PODIUM OF THE "7=7 SOCIETY FOR SCHOLARLY PUBLISHING May 31-June 2, 1989

Heard in a session on "What Libraries Really Wantfrom Publishers?" A (somewhat) humorous wish list of 13-or- so desires of librarians includedsuch items as "totally free information...absolutely no litigation ...and ... only GOOD published research." Speaker Katrina Strauch, head of collection development at Robert Scott Small Library, College of Charleston, also called for ... every(published) thing pristine, acid-free, and preserved . .. andavailable to users instantaneously. .."She went on (in a more realistic tone) to emphasize to publishers the importance of current preservation activities, including increased federal funding through the National Endowment for the Humanities;the March 7, 1989 publishers' pledge day at the New YorkPublic Three library directors test paper for acidity during the 1989 Society for Library; and the recent decision of Choice magazine to Scholarly Publishing meeting in Washington, D.C. From the left, Joan include information on alkaline-paper-status as a partof Chambers, Colorado State University Barbara Von Wahlde, SUM(, Buffalo; its book reviews. and Paula Kaufman, University of Tennessee

5 BEST COPY AVAILABLE THUMBS UP FOR PAPER AWARENESS TO D.0 PRINT- In the normal production of paper, manufacturers use ING COMPANY CATTERTON PRESS, which published acidic rosins and sulfides. To see how quickly the cheaper this Question-and-Answer in its May 1989 Newsletter: grades of acidic paper deteriorate, just dig out an old paperback novel. The pages will be yellowed and much more brittle than when you originally bought the book Q&A on Permanent Paper Imagine the extent of the problem for archivists trying to preserve books, government papers, and other "I've been hearing a lot about acid-free paper lately. important documents. What's so special about it? Can anyone purchase it? Is it really as 'permanent' as the news items I've seen claim At least a dozen paper manufacturers make acid-free it is?"FJR paper meeting government specs, and anyone can purchase it Such paper should last several hundred years Acid-free paper, also known as permanent paper or without significant deterioration under library conditions. alkaline paper, has been around for several years. In some cases, alkaline paper is even less costly to Recently, though, a group of otherwise very quiet people produce than acidic varieties, and it is also naturally [emphasis added] have been loudly promoting its use. brighter. Librarians are lobbying publishers in an effort to get more books, journals, and records printed on alkaline paper.

How TO CORRECT OR CHANGE YOUR ADDRESS LABEL Beginning this month, newsletters are being mailed non-profit bulk rate, using new mailing lists and labels maintainedby the Commission. Send your address corrections and changes directly to Pamela Block, Administrative Assistant, at the Commission.

Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611 COMMISSIONON PRESERVATIONANDACCESS

JULY 1989 NUMBER 14 NEWSLETTER

projects enabled MAPS to test the production of archival MAPS Final Report quality 105mm film and to investigate procedures for its FICHE SEEN AS ALTERNATIVE; inspection and handling. Clearly, there are challenges when 35mm "FORMAT OF CHOICE" working with a step & repeat camera, according to the report, its unforgiving characteristics with regard to retakes being FOR PRESERVATION FILMING a major one. But most archival quality standards can be met in the process of producing 105mm film. The exception Microfiche does offer some "interesting preservation is the manner in which the archive master needs to be alternatives," but in the long term, we should view 35mm maintained and the way retakes are integrated into the as the preservation format of choice and useother resulting end product. equipment to create end-user formats, according to a new project final report to the Commission and the Andrew W. "Practical solutions are possible, but they must be defined Mellon Foundation from the Mid-Atlantic Preservation in the context of a production environment. There is no Service (MAPS). suggestion that by so doing one has to compromise the archival filming mission: the preservation of information for "The Final Report on Step & Repeat Camera (105mm) long term storage, dissemination, and access," the report Operating Strategies and Application of Archival Standards concludes. Copies of the report are available from the to the Fiche Production Process" also contains a surprising Commission. finding, described by C. Lee Jones, MAPS President, in a letter to the Commission: ACID-FREE PAPER INFORMATION We are especially concerned that the Photographic Activity To BE INCLUDED IN CHOICE REVIEWS Test has received so little attention from either preservation people or vendors. This is a test that indicates whether or not a particular enclosure is likely to have a negative effect The CHOICE editorial board and editors have approved on the film enclosed As it turns out, very few of thefiche the request of the Commission that CHOICE add add-free envelope enclosures we had tested passed this test The manufacturer's response ranged from concern about how paper information to the bibliographic entry that accom- to make the required corrections to a cavalier, "Librarians modates the review. In a June letter to the Commission, don't pay attention to such standards." editor and publisher Patricia E. Sabosik states that CHOICE is now working with its computer vendor to add an additional The report describes tests conducted from October through field to its bibliographic record for the add-free paper December 1988 on various kinds of projects: those with indicator. "We plan to complete this process in the next flat materials, those with materials requiring use of the TDC few months and begin publishing reviews with the indicator book cradle, and some relatively fragile materials. The by the end of the year," she notes.

CHOICE will report whether the book that is sent out for review is printed on alkaline paper. They will take the information from the book itself or from the LC MARC record. They will not physically test the paper for a Ph value, Special Report Inside but rather will rely on the information provided by publishers. on "CHOICE is pleased to provide this information to our Local Initiatives subscribers and to assist the Commission and the broader library community in the mission of preserving library 6 collections," Sabosik comments.

1785 Massachusetts Avenue, N.W., Suite 313, Washington,D.C. 20036(202) 483-7474 PRESERVATION INITIATIVESOF UNIVERSITY LIBRARIES FURTHER NATIONWIDE PRESERVATION EFFORTS

A truly collaborative approach to preserving and providing copy center and bookstore are changing their signage, order access to our intellectual and cultural heritage demands forms, and information available from the clericsso that proactive involvement at all levelsfrom individual citizens individuals will make a conscious decision when choosing and institutions to international cooperative projects. The paper as to whether it will be acid-free or not June 1989 Newsletter focused on international initiatives; this issue features news from the local level. It all started when Leinbach sent a one-pagememo to Lawrence titled "Publications on Permanent Paper." His A major program direction for the Commission is to support succinct statement of the problem and suggestions for the development of preservation awareness and capabilities action tie in well with the national preservation program: at institutional, regional, and state levels, and to coordinate these initiatives with national and international preservation Research libraries are engaged in a massive effort topreserve efforts. Reported here are university-level initiatives dealing books that in the last hundred years have been printed using with use of alkaline paper and programs to strengthen library acidic paper and are now crumbling away. Using both private and public funds, programs to capture the contents preservation programs. If your university or library has of millions of volumes are well underway. recently accomplished a project or established a program related to national and international preservation concerns, At the same time we must forestall future problems by please contact Maxine Sitts at the Commission, so that we printing today's books on permanent paper (also called can pass on your ideas to others. "alkaline" or "non-acidic" paper). I am requestingyour support in several ways. Tulane UniversityCampus-Level Alkaline Paper Use Leinbach then goes on to ask that the faculty be informed of the importance of permanent paper and that they be Early this fall, Francis L Lawrence, Academic Vice-President encouraged to require publishers of their articles and books and Provost at Tulane University, will be sending out a memo to use such paper, that there be a policy decision that all to deans, directors, and department heads, informing them university publications of enduring value be printedon of the availability and the choice of acidfree paper, thanks permanent paper, and that persons responsible for sources to University Librarian Philip E. Leinbach. In addition, the of paper make permanent paper available at the university. A copy of Leinbach's memo is available from the Commission. Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 317 University of North CarolinaState-Level Washington, DC 20036 Alkaline Paper Use (202) 483-7474 On June 1 of this year, legislation to require acid free paper The Commission on Preservation and Access was established in 1986 to foster and support collaboration among libraries and allied for State publications designated by James F. Govan, organizations in order to ensure the preservation of the published University Librarian at the University of North Carolina, and documentary record in all formats and to provide enhanced Chapel Hill, and State Librarian Howard McGinn, became access to scholarly information. law in North Carolina. Govan and McGinn are now working through the "mass of publications" to determine which will The Newsletter reports on cooperative national and international preservation activities and is written primarily for university be required to come under this law, according to the UNC administrators and faculty, library and archives administrators, librarian. preservation specialists and administrators, and representatives of consortia, governmental bodies, and other groups sharing in the The two librarians also will be visiting the Gladfelter paper Commission's goals. The Newsletter is not copyrighted; its duplication plant along with a top state secretary, and will be working and distribution is encouraged. with state libraries and legislatures in other southeastern Patricia Battin - President; Maxine K SittsProgram Officer and states to pass similar legislation. Newsletter Editor; Pamela D. BlockAdministrative Assistant. The Commission is accessible via ALANET (ALA2624) and BlTNET Ten Research LibrariesInstitutional Planning (CPA.GWCIVM SITTSGWCIVM) electronic mail systems, and by FAX (202) 483- 6410. Ten U.S. Association of Research Libraries (ARL) members have been selected to undertake preservation planning 46 NUMBER 14 COMMISSION ON PRESERVATION AND ACCESS JULY 1989 2 projects as participants in ARL's Office of Management Library Directors Discuss Implications of Centralized Services Preservation Planning Program. The effortis Storage; Dissemination of Preservation Microfilm supported in part by a grant from the National Endowment for the Humanities Office of Preservation. The ten libraries During their May 1989 membership meeting in Providence, that will conduct the program are Arizona, Boston Public, RI, a group of Association of Research Libraries (ARL) library Colorado, Delaware, Duke, Georgia, Kentucky, Oklahoma directors discussed the concept and implications of a State, Purdue, and Syracuse. The Preservation Planning centralized collection of preservation masters from which Program involves a broad cross-section of staff at each copies could be distributed quickly and economically. The library who are charged with conducting an investigation following report on the "Current Topics" session (one of of the library's preservation situation and carrying out four held at that meeting) comes from William J. Studer, investigations of specific preservation needs. Each library director at Ohio State University and ARL's participating library prepares a comprehensive three- to five- representative to the Commission's National Advisory year plan for local preservation program development Council on Preservation: The NEH grant also supported the operation of a "Clearly, little more than broaching a complex issue such Preservation Consultant Workshop for 16 experienced as this can be accomplished in an hour's discussion, but preservation librarians. (Please see the May 1989 Newsletter there did appear to be a favorable, if tentative, consensus for more details, including names of the participants.) on the potential advantages of centralized access, given the realities of over one million preservation masters now in existence and three to four million additional to be New Statistical Report: produced over the next twenty yearsthe majority of which Library Preservation Programs Continue to Expand

A report detailing the critical organizational, functional, and fiscal components of preservation efforts in 109 of its riorities for a national preservation effort will members has been released by the Association of Research be different from any particular state's, but at Libraries (ARL). ARL Preservation Statistics 1987-88 both the federal and state level, agencies must play illustrates the concerted efforts of large university libraries the multiple roles of planners, funders, leaders, to address preservation needs, and verifies that the educators, and coordinators. We have to see our institutionalization of preservation programs and activities work at the institutional, state, and national levels is indeed continuing to take place. The statistical profile as part of one major effort Carole Huxley, Deputy Commissioner for Cultural includes information for six major categories: administra- Education, New York State; Welcoming Speech at the tion, personnel, conservation treatment, binding, preserva- National Conference on the Development of Statewide tion microfilming, and expenditures. An important element Preservation Programs, March 1.3, 1989 Library of in the report is the analysis of the data to provide statistical Congress. measures for distinguishing between stagesof preservation program development.

Overall the statistics reflect the expansion of preservation will be done with funds from the NEH Office of Preservation programs in U.S. and Canadian researchlibraries. Seventy- and must therefore be made openly available. The number six respondents report they employ a preservation of libraries serving as creatorsand therefore holders administrator, and of those, 48 are full-time. The data also of preservation microforms will grow significantly; and the highlight current preservation microfilming activity. In the piospect of scholars having to contact multiple sources aggregate, the 109 reporting libraries microfilmed54,112 for copies, as well as the redundancy, inefficiency, and titles, or approximately 70,000 volumes, in 1987-88. During costliness of many libraries acting as repositories and service the same period, total preservation expenditures exceeded centers for their individual stores, would not likely prove $50 million. cost effective.

Copies of ARL Preservation Statistics 1987-88 are available "Lively discussion ranged over a wide variety of elements, from ARL, 1527 New Hampshire Ave., N.W., Washington, including the need for a cost study of alternative models, D.C. 20036. The price is $10.00 per copy for members, as well as how best to finance such apublic good, $15.00 for nonmembers. Orders should be prepaid. determination of costing and pricing for storage and copy service, development of a governance model which Plans are currently underway for a 1988-1989 survey of facilitates broad participation, the equipment implications preservation activities, according to Jutta Reed-Scott of the of providing service copies in electronic format (vs. ARL office. microform), formulation of an open policy for defining the 47 JULY 1989 NUMBER 14 COMISSION ON PRESERVATION AND ACCESS 3 V potential collection scope of microforms held in a central Please mail your requests for these materials. to Pamela facility, the ramifications of copyright restrictions, and the Block at the Commission, specifyingif possible your coordination of development of any such service with intended use for them. Single and multiple copies are European efforts. available, at no cost

"A point of complete agreement was that ARL directors UPDATED RESOURCE ON DEACIDIFICATION should be closely involved in shaping the plans for a centralized service. The Commission is continuing to track on developments in mass deacidification as part of its overall charge to NEWLY AVAILABLE investigate technologies applicable to national preservation FROM THE COMMISSION and dissemination efforts. Unlike microfilming technologies, mass deacidification still is under developmentthe only working system existing today is the one developed by Wei Reprints of article. "Institutions Have Moral Responsibility To Associates in 1981, according to the useful report, "Mass to Preserve Great Book Collections," by Patricia Battin and Deacidification for Libraries: 1989 Update" by George Martin Maxine K. Sitts, inEducational Record,Spring 1989. pp. Cunha, in the January-February 1989Library Technology 54-55. Reports(Vol.25, No.1).

New printing ofCommission on Preservation and Access The report includes sections on mass deacidification in Background Paper,including sections on History, Basic 1987, status of 1987 systems in 1989, and new systems Operating Principles, Programs and Activities, International in the U.S. and Europe. From the Executive Summary: Project, Scholarly Advisory Committees, Library Commit- tees, Technology Assessment Advisory Committee, Meeting The perspective on mass deacidification is changing Sponsorship, Into the Future, Support and Funding rapidly.. .. There is nowincreased emphasis on the Principles, National Advisory Council on Preservation, and strengthening of acid-damaged paper because deacidification alone of embrittled paper is an exercise in futility.. ..This Strategies for a National Preservation Effort: The "Brittle could mean that all other processes that deacidify only will Books Program." This 15-page paper has been reprinted be obsolete soon. with blue ink in a booklet format suitable for distribution to university administrators, government officials, library Library Technology Reportsis published by the American users, and others interested in supporting preservation Library Association, 50 East Huron Street, Chicago, IL efforts. 60611. Single issues, when available, cost $45.00.

NEWSLETTER SUBSCRIPTION REMINDER

Directors of libraries that are members of the Association of Research Librariesand the Oberlin Group receive TWO copies of this newsletter, sent separately by non-profit bulkmail rate.The second copy can be distributed within your institution to staff members, college/university administrators, andothers who are interested in rational and international preservation efforts.

Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611

48 ISSN 10451919 COMMISSIONON PRESERVATIONANDACCESS

AuGus-r 1989 NUMBER 15 NEWSLETTER Summertime Good News Edition

COLLEGE LIBRARIES COMMITTEE IDENTIFIES AALL TO CONDUCT PRETEST OF TRAINING, COMMUNICATION NEEDS MICROPUBLISHER STANDARDS SURVEY Members of the College Libraries Committee moved forward The Commission has contracted with the Special Commit- on several fronts during their second meeting on June 21, tee on the Preservation Needs of Law Libraries of the as they explored options for participation in the evolving American Association of Law Libraries (AALL) to conduct national preservation program. A subgroup on endangered a pretest of a survey of micropublishers concerning their materials reported upon an informal questionnaire sent to filming standards. Under the contract's terms, two staff 80 college libraries, which identified a number of members from the Harvard Law Library Preservation endangered special collections that might be candidates Department will conduct site visits to micropublishers to for inclusion in the national program. The committee is test a comprehensive survey covering microform production interested in hearing from other college libraries that may and quality control, storage of first-generation master have collections of national significance in need of negative film, storage containers and enclosures, and preservation microfilming due to brittleness. inspection of stored first-generation negatives.

Following a report from a subgroup on training, the The pretest group includes several general publishers as committee agreed that there is a high priority need for a well as micropublishers that concentrate on legal materials. specialized workshop for college library administrators who The contract calls for mailing the surveys to publishers in are responsible on a part-time basis for a preservation the U.S. and England this fall, with in-depth site visits at program. The committee is identifying the necessary the beginning of 1990. A final project report due in late components for such a workshop, and has made a formal spring, 1990, will be disseminated broadly by the recommendation to the Commission to add this need to Commission, since this is an area of considerable concern its education and training agenda for the coming year. to preservation specialists.

A subgroup on communication recommended that the As explained in the project description: committee increase its contacts with college librarians, college administrators, and college library users. Articles Commercial filming may or may not have the same or columns in journals and direct letters to colleagueswill requirements. and may or may not meet the preseniation standards used by libraries. Yet, so many titles have already be developed over the next several months. been filmed by commercial publishers that unnecessary duplicate filming for preservation would waste valuable The committee also heard a report from George Farr, resources. In order to evaluate how commercial microforms Director of the National Endowment for the Humanities fit into a national preservation program, it is necessary to Office of Preservation, concerning NEH funding policies know how commercial microfilm is produced, used and stored. for preservation grants. Committee members are: After the Commissionsponsored pretest, the survey form, Barbara J. Brown, University Librarian, Washington & Lee University; David which is beiog developed jointly by AALL and the RLG Cohen, Director of Libraries, College of Charleston; David A. Kearley, Preservation Committee, will be sent to commercial University Librarian, University of the South; Kathleen Spencer (chair), Library Director, Franklin & Marshall College; Willis E Bridegam, Librarian publishers across the country and around the world. of the College, Amherst College:Joel Clemmer, Library Director, Macalester College; Caroline M. Coughlin, Library Director, Drew University, and Jacquelyn M. Morris, College Librarian, Occidental College.

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036 (202) 483-7474 NEDCC, SOLINET NEH ANNOUNCES $15 MILLION FOR EXPAND PRESERVATION SERVICES PRESERVATION PROJECTS In response to the national initiative to step up preservation An August 3 press release from the National Endowment microfilming activitiefi, the Northeast Document Conserva- for the Humanities announces more than $15 million in tion Center (NEDCC) is directing its resources to facilitate new grants for projects to preservebooks, newspapers, projects at research libraries and other repository monographs, photographs, videotapes, and other resources institutions. An H.W. Wilson Foundation grant has enabled for scholarly research. The announcement includes the NEDCC to initiate a week-long training program that largest grants that NEH has ever awarded for preservation includes classroom sessions and hands-on experience in projects. The Endowment estimates that, when completed, NEDCCs microfilming laboratory. The Center also will all the new projects will preserve the knowledge in some continue to function as a centralized microfilming facility 167,300 embrittled volumes that otherwise would be lost. for large-scale brittle books filming projects. Beginning October 1, 1989, Dr. Margaret Child, former Assistant "The grants.. . will help libraries and archives to ensure that Director for Research Services of the Smithsonian Institution the knowledge contained in their disintegrating collections Libraries, will join NEDCC's Field Service Office as a national will not disappear forever," said NEH Chairman Lynne V. consultant. Dr. Child, who also served as Assistant Director Cheney. "These projects will help preserve a significant part of the Division of Research Programs at the National of our cultural legacy so that it may be available to future Endowment for the Humanities, will be available to perform generations of scholars." surveys of institutional preservation needs, aswell as to advise on statewide preservation planning, consortium The new grants are administered by the NEH Office of projects, and preparation of grant proposals. Preservation. The universities and research institutions receiving support to preserve the contents of brittle books are: New York Public Library; Harvard University;Columbia Meanwhile, the Southeastern Library Network (SOUNET) University; Research Libraries Group, Inc. (Brown, Emory, is looking for an experienced library professional for the Florida, Iowa, New York, and Northwestern Universities, Director, reporting new position of Preservation Program Dartmouth College, the New York State Historical Society, created to the Chief Operating Officer. This position is being Columbia Teachers College); University of California, SOLINETS to provide focused management attention to Berkeley; Yale University; University of Chicago; Princeton Preservation Program, which is undergoing considerable University; and the University of Texas at Austin. growth. As a senior manager, the Preservation Program Director will be responsible for overall planning, budgeting, A news release, list of grant projects, and fact sheet are and management of the program components, as well as available from NEH, 1100 Pennsylvania Ave., NW, evaluation and implementation of new services. Washington, DC 20506.

ibrarians and publishers have recognized that Commission on Preservation and Access Lthey have mutual interests in the dissemination 1785 Massachusetts Avenue, NW Suite 313 and preservation of information. Librarians, Washington, DC 20036 publishers, authors, and editors will work together (202) 483.7474 to achieve a delivery system that satisfies reader The Commission on Preservation and Access was establishedin demand and provides a reasonable rate of return 1986 to foster and support collaboration among libraries andallied on investment.. . organizations in order to ensure the preservation of thepublished and documentary record in all formats and to provideenhanced While new roles emerge, the traditional responsi- access to scholarly information. bilities of preserving the records of humanity's achievements, failures, culture, history, and The Newsletter reports on cooperative national andinternational preservation activities and is written primarily foruniversity knowledge will become more important Librarians administrators and faculty, library and archivesadministrators, have unprecedented opportunities to make a preservation specialists and administrators, and representativesof difference in the lives of people. We cannot discard consortia, governmental bodies, and other groupssharing in the or disregard the past While we arehelping people Commission's goals. The Newsletter is not copyrighted; its duplication solve twenty-first century problems, we must be and distribution is encouraged. prepared to make it easy for people to study the

Patricia BattinPresident; Maxine K. Sitts Program Officer and past Newsletter Editor; Pamela D. BlockAdministrative Assistant The From "The Online Information System at Georgia Commission is accessible via ALANEF (ALA2624) andBITNET Institute of Technology," by Miriam A. Drake, in (CPAGWUVM. SITTS0GWUVM) electronic mail systems, andby FAX Information Technology and Libraries, Vol.8, n.2, June (202) 483- 6410. 1989. ti AUGUST 1989 NUMBER 15 COMMISSION ON PRESERVATION AND ACCESS 2 SPECIAL SECTION Progress On Paper

PUBLISHERS LIKE ALKALINE. ACCORDING TO PW PERMANENT PAPER BILL PASSES IN SENATE "Toward the Totally Acid-Free Book" is the title of an article On July 31, the Senate passed SJ.Res. 57, to establish alkaline in the July 21, 1989, Publishers Weekly. Featuring aprofile a national policy to promote the use of permanent, of the company, Ecological Fibers of Lunenberg, MA, the papers, by a voice vote. The resolution had been ordered article begins with these encouraging words: "The daywhen reported for floor action on June 13 by the Senate books can be made totally acid free is almost here. While Governmental Affairs Committee. Many thanks to those of acid-free text paper has been on the market for some time, you who worked to gather support for this resolution, which the publishing industry now is beginning to see the was introduced by Sen. Claibome Pell. A companion House emergence of such new acid-free products asend-leaf sheets measure, HJ.Res. 226 introduced by Rep. Pat Williams, and cover boards." Ecological Fibers makes all its coatings probably will be acted upon in the Fall. with water-based technologynew for the industry and ecologically sound, since it eliminates waste discharge into the environment and solvent odor in the plant. ARCHIVES AND HISTORY GENERAL "While I realize that today's push is to acid-free text paper, COMMISSION OF UNITED METHODIST CHURCH why sell a book with acid-free text that may stay pristine ACTS ON ALKALINE PAPER. for 500 years, but with an acid pH cover that librarians PRESERVATION MICROFILMING will have to replace in 25 years or less?" asks paper manufacturer Quill in the article. The General Commission on Archives & History of the United Methodist Church made progress on two preser- The same PW issue carries an extensive article,"Public vation fronts at its July 1989 annual meeting: the use of Drive for Alkaline Paper Inspires New Action in theMills." alkaline paper and microfilming. The group passed a From the opening paragraph: "...it may well be that in Resolution on Alkaline Paper to "begin to use alkaline paper a few short years alkaline paperwill become a non-issue; in all of its publications of enduring value and...encourage not that acid paper will make a reappearance,but by then other general, jurisdictional, and annual conference almost every paper mill of any size will have converted to agencies to do the same as soon as possible." The resolution alkaline technology, according to most mill operators also invites other church general agenciesincluding four interviewed for this article." One estimate from industry major publishing unitsto take similar action. Finally, the analysts predicts that by 1992, half of the uncoated,free- resolution announces the intention to submit legislation sheet paper produced in this country will be acid free."But requiring the use of alkaline paper for all works of enduring the shift is not entirely altruistic on the part of mills,"the value at the church's 1992 General Conference. Also article adds, "since the change to alkaline productionis adopted by the group was a recommendation from the cost-effective for paper manufacturers just now." Library Committee to appoint a special task force "to develop a comprehensive strategy for preservation microfilming of Methodist materials for the 1992-1996 REVIEWS IN LI DESIGNATE USE OF Quadrennium." The planning will be conducted in consultation with the Methodist Librarians' Fellowship, the PERMANENT PAPER Association of United Methodist Theological Schools, the Library Journal has been providing permanent paper General Board of Higher Education and Ministry, and the information in the bibliographic citation that accompanies Preservation Board of the American Theological Library each review in its Professional Reading column sinceSpring Association. 1988. Lis Book Review has included the designation "permanent paper" since the beginning of this calendar year, reports GraceAnn A. DeCandido,Senior Editor.

NUMBER 15 COMMISSION ON PRESERVATION AND ACCESS 3

BEST COPY AVAILABLE COOPERATIVE PRESERVATION PROGRAMS Representatives from a number of states gave presentations UNDERWAY IN MANY STATES on their preservation projects. Among them: New York: Document Conservation Training and [The following article is excerpted from a report by Carolyn Morrow on the National Conference on the Development of Statewide Preservation Planning Project, a three-year process of identifying Programs, held March 1-3, 1989, at the Library of Congress.] preservation needs and involving key players. The impetus for the conference came, in part, from the Illinois: A model for statewide preservation action realization that a significant number of states were already beginning with grass roots interest, the development of in the process of developing statewide programs. These a statewide information and outreach program, and the programs endeavor to preserve collections important to our formation of a statewide Preservation Task Force. cultural and intellectual heritage held by libraries, archives, and historical agencies. The conference was attended by South Carolina: Statewide preservation planning with the 148 individuals representing 47 states, 3 territories, and the assistance of a regional preservation program. District of Columbia. During 17 hours of meetings and discussion, participants focused on the legislative, funding, Florida: The development of a statewide plan for library and public awareness challenges and benefits of organizing disasters to minimize losses to collections and reduce a multi-institutional coordinated preservation programwithin replacement costs. the context of a single state. Other states represented on the program included Alabama, Opening remarks from Carole F. Huxley, Deputy Commis- California, Connecticut, Maine, Maryland, Minnesota, Missouri, Nevada, Oklahoma, Pennsylvania, and Virginia. sioner for Cultural Education, New York; James H. Billington, Librarian of Congress; Don W. Wilson, Archivist of the United States; and Lynne /. Cheney, Chairman of the National itprofessionals in the field of scholarship, we Endowment for the Humanities, emphasized the importance ave a responsibility to preserve the historical of coordination at all levels of government and described record that we have inherited and the contributions the gathering momentum of a nationwide preservation that contemporaries are making to it. The library, effort. which houses that record, pays homage to the past, acknowledges the present, and salutes the future. Carolyn Morrow, Assistant National Preservation Program As a repository of our intellectual heritage and a Officer at the Library of Congress, identified four common center of scholarship, it deserves reverence and elements that could be described as either obstacles to protection against all threats to its security. or prerequisites for statewide preservation program Withholding that protection will erase the history development These included a sufficient preservation of our civilization for future generations, wiping knowledge base in the state, a history of interinstitutional clean the slate of centuries of accumulated cooperation and collaboration, an institutional focal point knowledge. for preservation, and access to the legislature. In concluding, From -Our silent enemy: ashes in our libraries,- by Morrow noted that statewide preservation programs are"an Lois DeBakey. Ph.D., and Selma DeBakey. BA. in opportunity to celebrate the history of the states, their Bulletin of the Medical Library Association, Vol.77, n.3, individual textures and their differences," and that this activity July 1989. "isn't something that can be done from Washington, DC."

Commission on Preservation and Access NONPROFTT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611 ISSN 1045-1919 COMMISSION ON PRESERVATION AND ACCESS

EPTEMBER 1989 NUMBER 16 NEWSLETTER

NEW REPORTS AVAILABLE ON INTERNATIONAL PROGRESS REPORTED ON SCANNING PROJECT, SELECTION STRATEGIES TECHNOLOGY Two new reportsone on the International Project and one The Research Libraries Group, Inc. (RLG), which is on selection strategies for preservationhavebeen issued conducting research under a contract from the Commis- by the Commission on Preservation and Access. sion, has reported considerable progress in planning a test of Optiram's technology to convert bibliographic records The International Project Progress Report (August 1989, to machine-readable format The project is one of a number seven pages) is a report of a June1989 visit by Hans being sponsored by the Commission to increase the Riltimann to libraries and other organizations identified for efficiency of the preservation microfilming process. this pilot project. The report provides updates on Although focusing on issues of immediate benefit to the preservation microfilming activities in Deutsche Bibliothek, emerging national preservation program, the project also Frankfurt-am-Main; Deutsches Bibliotheksinstitut, Berlin; should result in tangible benefits for retrospective conversion Stadt-und Universitatsbibliothek, Frankfurt-am-Main; of other bibliographic records. Council of Europe, Strasbourg; and Bibliotheque Nationale, Paris, Provins, Sable. The research is being done in cooperation with the Library of Congress (LC). Based on decisions made in a June The International Project was begun in June 1988 to explore meeting, RLG and LC are proceeding with a pilot project the feasibility of creating an international databaseof to convert sample fiche from both the NYPL (New York bibliographic records for preserved materials. Its main goals Public Library) Register and the Bibliotheque Nationale (BN) are to determine the extent towhich preservation records Register. In addition, LC is selecting 250 sample cards, and exist in other countries; facilitate agreement on thelevel several RLG libraries have chosen another 250 sample of bibliographic detail needed to exchange records;and cards, intended to test Optiram's ability to scan and convert determine how to proceed to create a shared database into MARC format records reflecting a wide range of capacity. cataloging practices, card formats, and typical problems encountered. Selection for Preservation of Research Library Materials Report (August 1989, four pages) is being distributed to stimulate further thinking on the part of the community of scholars and librarians who must develop judicious selection strategies. As the national preservation microfilm- ibraries have been charged for centuries with ing program reaches higher levels of activity, librariansand ruing and presenting the elements of our scholars are facing the challenge of establishing priorities cultural heritage.If they allow their electronic for choosing which materials to preserve when not systems to embrace a diverse and physically remote everything can be saved. The report discusses disciplinary universe of materials and fill user interactions are differences in the needs and objectives of preservation, designed in a sensitive, educationally sound possible approaches to selection strategies, and factorsthat fashion, they can become the provider cf that affect the choice of an approach. common base. They are a natural for the role. From "Rethinking OPACS: The Design of Assertive Several hundred complimentary copies of both papers are Information Systems," by Patricia B. Culidn, in being distributed with the cooperation of a number of library Information Technology and Libraries, VolS, n2, June preservation organizations. Additional complimentary 1989. copies are available from Pamela Block at theCommission. 0o

1785 Massachusetts Avenue, N.W., Suite 313, Washington,D.C. 20036(202) 483-7474 SPECIAL REPORT DEVELOPMENT OF A TECHNOLOGY ASSESSMENT AGENDA By Rowland C. W. Brown Chair, Technology Assessment Advisory Committee

With the establishment of the Technology Assessment Obviously, the goal is not only to produce a copy of a Advisory Committee (TAAC), the Commission on Preser- deteriorating item with relatively permanent life and of vation and Access is pursuing a broad technological comparable or even enhanced quality and definition, but assessment agenda to undergird its program development to provide copies that can be electronically stored, searched, and help guide and support those who are undertaking disseminated, and reproduced in suitable print form from and financing long-term, collaborative preservation efforts. remote locations in a manner that is both convenient and cost-effective for the library and its users. This type of remote A current focus is large-scale preservation microfilming access must be provided in ways that are acceptable and projects, with other options rapidly developing. Elements comfortable to people who have been accustomed to finding are already in place from a technological standpoint: these materials on library shelves. Such an approach to Standardized equipment, supplies, and services (both non- enhanced access will require a collective effort and profit and commercial) are available for microfilming and centralized dissemination strategies on a significant scale. storing masters of relatively standard black-and-white print materials. Progress continues in the exploration of high- With these new patterns of use of print collections, there volume production methods of microfilming and alternative are a myriad of issues and concerns regarding appropriate methods of deacidifying vulnerable but still preservable collection and dissemination policies, the governance and materials. Looking further ahead, libraries and funding economics of any collective effort, and copyright and fair agencies are seeking out electronic alternatives to filming use implications. Many of the solutions will depend in large as well as investigating electronic access to filmed materials. part upon technological developments and the resulting Within this context, the Commission needs to explore electronic infrastructure that will be available to libraries in whether investment in current preservation methods will the United States and internationally. The TAAC is continue to be feasible as these technological developments addressing these technological issues to help provide occur. guidance to the Commission, its institutional sponsors and funding agencies, and all those involved in the preservation effort Over the next few years, the Committee expects to Commission on Preservation and Access concentrate on such areas as electronic image capture or 1785 Massachusetts Avenue, NW Suite 313 scanning, compression and enhancement, optical character Washington, DC 20036 recognition, storage devices, transmission networks, (202) 483-7474 workstations, user interfaces, searching algorithms and The Commission on Preservation and Access was established in printing devices. One of its charges is to alert the 1986 to foster and support collaboration among libraries and allied Commission to promising developments and possibilities organizations in order to ensure the preservation of the published for useful demonstration projects. To do so, it will collaborate and documentary record in all formats and to provide enhanced with institutions such as the Library of Congress, the National access to scholarly information. Archives, the National Library of Medicine, the Smithsonian Tne Newsletter reports on cooperative national and international Institution, the National Agricultural Library, various preservation activities and is written primarily for university university and commercial consortia, the National Science administrators and faculty, library and archives administrators, Foundation, EDUCOM, OCLC, end RLG, as well as the preservation specialists and administrators, and representatives of research departments of the commercial hardware, consortia, governmental bodies, and other groups sharing in the software, and communications sectors. Commission's goals. The Newsletter is not copyrighted; its duplication and distribution is encouraged. Attention will be given to current and proposed efforts to Paticia BattinPresident Maxine K. SittsProgram Officer and supportthrough more advanced, technologically struc- Newsletter Editor; Pamela D. BlockAdministrative Assistant The tured telecommunications networksthe linking of Commission is accessible via ALANET (ALA2624) and BITNET research efforts of academic institutions, government and (CPA.GWUVM, SITTSPGWCIVM) electronic mail systems, and by FAX industry. The Committee also will track on developments (202) 483- 6410. regarding supercomputers, scholarly communication, and library bibliographic resource sharing and document

NUMBER 16 COMMISSION ON PRESERVATION AND ACCESS SOMBER 1989 2 1 4 .1[ delivery efforts to determine how and when these efforts University of Michigan; Michael Lesk, Division Manager, might provide the infrastructure for access to preserved Computer Sciences Research, Bellcore; M. Stuart Lynn, Vice copies as well as to current materials. Likewise, the President, Information Technologies, Cornell University; Committee will be in touch with the publishing industry Robert Spinrad, Director, Corporate Technology, Xerox as it explores future strategies for electronic publishing of Corporation; and Robert L Street, Vice President for current material that will, in all likelihood, have significant Information Resources, Stanford University. import for access to preserved materials.

It appears to the Committee that the situation for electronic storage and access in the preservation program is highly propitious, not only because of rapid development of several congruent and int_Aependent technologies, but because of several other factors as well. These factors include the enormous effort, interest, and investment in electronic ARC. ADOPTS GUIDELINES FOR record retention and access by industry and government; BIBLIOGRAPHIC RECORDS FOR the above-mentioned networking activities that are being spurred in part by a growing national interest in our PRESERVATION MICROFORM MASTERS competitive stance in research; and a similar national As plans for large-scale microfilming move forward and competitive interestas well as enormous profit potential national funding for preservation microfilming increases, in the entertainment industry for the emerging high- an essential requirement is the establishment of a definition television and the necessary national fiber optic cooperative database that provides users with information infrastructure that it demands. It is quite likely that one or concerning the identity and location of existing microform more of these developments will ultimately play a role in masters. To help move toward that goal, the Association how libraries and library users will obtain access in the future of Research Libraries has adopted a set of Guidelines for to our priceless print and film heritage. The TAAC intends Bibliographic Records for Preservation Microform Masters to assist the Commission in sorting out these diverse (Books), which balances the cost of record creation with developments and in determining their importance to our the need for reasonable access. The Guidelines are intended collective efforts. The task is made all the more difficult, to provide mutually acceptable rules for record fullness and albeit exciting, by the fact that these developments are taking consistency. More information is available from: Association place in many parts of the world, so the focus cannot be of Research Libraries, 1527 New Hampshire Ave., NW, limited to developments within the United States. Washington, DC 20036.

The Technology Assessment Advisory Committee is a small group of senior people from universities, industry, and the HEWLETT FOUNDATION GRANT CONTINUES publishing community who will be exploring technologies SUPPORT OF COOPERATIVE PRESERVATION with potential for preservation activities. The Committee has PROGRAMS several initial objectives: The William and Flora Hewlett Foundation has announced Active consideration of the potential of new technologies the awarding of a $300,000 grant to the Commission on for storage and retrieval within the context of a national Preservation and Access to help support national and collection of preserved items, including technologies for international preservation and access programs. The two- capturing information and networking capacities; year grant provides a continuation of support from the Hewlett Foundation, which was one of the charter supporters Recommendation and review of research and demonstra- of the Commission three years ago. tion projects to be funded by the Commission; The grant will contribute to the support of a broad range Consideration of issues involved in the preservation of of preservation programs and projects, both currently electronic formats and the preservation of media including operating and to be developed over the next two years. motion picture film and sound recordings. Ongoing programs of the Commission include an intemationa initiative to explore cooperative microfilming, Committee members are: Rowland C. W. Brown, Chair, a communication program to maintain national visibility President, OCLC (retired); Adam Hodgkin, Director, and support for the preservation cause, scholarly advisory Electronic Publishing, Oxford University Press; Douglas van committees to assist in the identification of selection criteria Houweling, Vice Provost for Information Technologies, for filming, and a number of technological explorations.

NUMBER 16 COMMISSION ON PRESERVATION ANDAccEzs SEPTEMBER 1989 3 55 NEWSLETTER SUBSCRIPTION REMINDER

A primary purpose of the Commission on Preservation and to Serials Departments for processing. As noted previously, Access is to establish a two-way communication link with directors of libraries that are members of the Association university administrators, scholars, government officials, of Research Libraries and the Oberlin Group receive TWO library directors, and key library staff members about the copies of this newsletter, sent separately by non-profit bulk- national preservation program. With that goal in mind, this mail rate. The second copy can be distributed within your newsletter is produced and funded to provide a direct, institution to staff members, college/university administra- regular information flow among individuals involved in tors, and others who are interested in national and preservation issues. To keep our costs at a reasonable level, international preservation efforts. The newsletter is not the circulation is controlled to reflect the above primary copyrighted and may be freely reproduced. audiences. We are not able to provide complimentary copies

Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611 ISSN 1045-1919 COMMISSIONON PRESERVATIONANDACCESS

OCTOBER 1989 NUMBER 17 NEWSLETTER

TRANSLATION OF REPORT ON are available at no charge, by writing Pamela Block at the Commission. MASS DEACIDIFICATTON The translation of an article originally published in German This article first appeared in issue 36 (1989) 1of Zeitschrift for that summarizes a substantial study of deacidification Bibliothekswesen and Bibliographic The full report is expected to be made available in German in Fall 1989 in an offprint from the same techniques is being distributed by the Commission. journal, under the title "Massenkonservierung fUr Bibliotheken and Archive," from Verlag Vittoria Klostermann GmbH, Frauenlobstrasse 22, The study summarized in the report was conducted by the D-6000 Frankfurt a.M.90. Battelle Institute for the West German Library. The nine- part report first reviews the problem of acidic books, the development of paper production, aging processes of paper, HENRIETTE AVRAM ELECTED TO COMMISSION and approaches to solutions (including transfer onto microfilm and preservation in the original form), and then Henriette Avram, recently appointed Associate Librarian for describes three mass deacidification procedures: The Collection Services at the Library of Congress (LC), has American diethyl zinc (DEZ) process, the Wei To been elected to the Commission for a three-year term. In magnesium methyl carbonate process, and the French her new position at LC, Mrs. Avram has overall respon- magnesium methyl carbonate proces The article's author sibilities for preservation programs and activities. She also is Peter Schwerdt, a co-author of the full Battelle Report. oversees acquisitions, cataloging, and certainresearch activities. Among the report's findings: Mrs. Avram began at LC in 1965 as Assistant Coordinator It should be stressed that all mass deacidification of Information Systems. In a succession of advancements, processes developed so far result only in an she became Chief of the MARC Development Office (1970), extension of the remaining life expectancy of books Director of the Network Developing Office (1976), Director at the time of treatment, depending on their for Processing Systems, Networks and Automation Planning condition. A restoration of the original durability (1980), and Assistant Librarian for Processing Services of the paper is not achieved in this manner. ... (1983). The preservation of endangered library and archival collections can be successful only through the use During the past three decades, Mrs. Avram has been an of a comprehensive concept that combines all influential leader in the development of the comprehensive presently known measures of preservation and and cohesive computerized bibliographic structure that is accommodates the possibility of future expansion.. now well established nationally and internationally.As a forceful advocate of bibliographic causes and an intellectual The Commission funded the translation and distribution leader in librarianship, she has been honored by institutions of the report as a contribution to the knowledge base on and professional organizations throughout the world. Last this technical issue. Several hundred copies have been year, she was awarded the ALA Joseph W. LippincottAward distributed to universities and libraries. Additional copies for distinguished service to the profession.

Z7 1

1785 Massachusetts Avenue, N.W., Suite 313, Washington,D.C. 20036(202) 483-7474 CHANGE MAGAZINE SPOTLIGHTS CALL FOR UPDATE ON HOUSE NEW PRESERVATION STRATEGIES PERMANENT PAPER MEASURE The Forum section of Change, The Magazine of Higher House action on legislation to establish a national policy Learning, (September-October 1989) features an article by to promote and encourage the printing of books and other Patricia Battin on "Crumbling Books: A Call for Strategies publications of enduring value on alkaline, permanent to Preserve Our Cultural Memory." The article calls attention papers is expected later this month or in early November, to the national and global challenge of preserving resources according to the Washington office of the American Library for scholarship and asserts that "we cannot afford, Association. HJ.Res. 226 introduced by Rep. Pat Williams economically or intellectually, to solve the preservation (D-MT) has been referred to the Govemment Operations problem in isolation from the fundamental changes Committee and the Administrative Committee of the House. occurring in research and publishing." Change is published Both committees must act within the next month or two by the American Association for Higher Education, to secure final passage this year, and a small pro forma Washington, DC. The Commission is making reprints of healing may be called, according to the ALA office. The the article available at no cost (Contact Pamela Block at House measure had garnered 52 cosponsors as of last the Commission.) month. The companion Senate measure, SJ.Res. 57, introduced by Sen. Claiborne Pell, was passed by voice vote on July 31.

Commission on Preservation and Access AD Hoc GROUP TO EXPLORE TEST PROJECT 1785 Massachusetts Avenue, NW Suite 313 FOR PRESERVATION REPRINTS Washington, DC 20036 (202) 483-7474 Collection development and preservation librarians, a reprint publisher, and Commission staff will be meeting this month The Commission on Preservation and Access was established in to explore the feasibility of reprinting and making available 1986 to foster and support collaboration among libraries and allied at reasonable cost a small, specially selected set of materials organizations in order to ensure the preservation of the published and documentary record in all formats and to provide enhanced requiring preservation. The meeting is being sponsored by access to scholarly information. the Commission as one of a number of efforts to explore alternatives to access for preserved materials. The proposed The Newsletter reports on cooperative national and international project also ties into the Commission's interest in developing preservation activities and is written primarily for university collaborative arrangements among librarians, scholars, and administrators and faculty, library and archives administrators, preservation specialists and administrators, and representatives of publishers. consortia, governmental bodies, and other groups sharing in the Commission's goals. The Newsletter is not copyrighted; its duplication The project under consideration would test the feasibility and distribution is encouraged. of one or more libraries working with a publisher to identify, reprint, and market selected materials from those that have Patricia BattinPresident; Maxine K. Sitts Program Officer and been identified as requiring preservation. In addition to Newsletter Editor; Pamela D. BlockAdministrative Assistant The Commission is accessible via ALANET (ALA2624) and BITNET Commission staff, the meeting will include David Farrell, (CPA0GWUVM. SITTSGWUVM) electronic mail systems, and by FAX U.C. Berkeley; Tony Ferguson, Columbia University; Michael (202) 483 6410. Keller, Yale University; Jan Merrill-Oldham, University of Connecticut; and Leo Balk, Garland Publishing Inc.

NUMBER 17 COMMISSION ON PRESERVATION AND ACCESS OCTOBER 1989 2 Commission DISTRIBUTING 1988-89 ANNUAL REPORT TheCommission on Preservation and Access Annual Report 1988-89summarizes a year full of activities and accomplishments for all concerned with the national preservation program. As noted in the report's introduction, for the librarians, archivists, scholars, and university administrators who have long been striving to preserve scholarly resources, this period might well be remembered as a watershed twelve months a time when the passage of major federal funding enabled the preservation movement to advance into a new stage of multi-faceted awareness and action. The Commission's major initiatives for 1988-89 as analyzed in the report include institutional support, communication linkages, selection criteria, new technologies, and copyright implications. Other issues paper quality, deacidification techniques, and statewide planning for preservation seemed best served by supporting the efforts of existing ai organizations. The report also highlights a major Commis- Photo courtesyofPreservation Department, Milton S. Eisenhower sion program, the International Project. Library, The Johns Hopkins University. The report is being mailed to all persons on the Commission's mailing lists. Additional copies are available WHO RECEIVES from Pamela Block at the Commission. THIS NEWSLETTER

National Advisory Council on Preservation 22 Research Library Committee 28 Oberlin GroupLibrary Directors 62 Association of Research Libraries - Directors 120 University Chief Academic Officers 128 Scholarly Advisory Committee on History 7 Scholarly Advisory Committee on Philosophy 7 Scholarly Advisory Committee on Art History 7 COMMISSION FALL MEETING Mid-sized Research Libraries Committee 9 College Libraries Committee 8 TO BE HELD IN CHICAGO Technology Assessment Advisory Committee 7 In what is expected to be the first of a series of regional Editors and Publishers 134 meetings with sponsors, the Commission will be holding Preservation Officer/Administrators 62 its fall 1989 quarterly meeting with library directors and Archives Administrators 7 preservation librarians from Committee on Institutional Regional or State Agencies/Networks 9 Cooperation (CIC) institutions. The Chicago-based meeting Professional Organizations/Associations 19 on November 9 will provide an opportunity to discuss University Administrators/Faculty/Scholars 14 priorities and prospective agenda items directly with some U.S. Government 3 of the Commission's primary constituents to ensure that Business/Industry 13 its work is consonant with the needs of the higher education Individuals 7 community. Librarians/Library Directors (in addition to above) 61

59 NUMBER 17 COMMISSION ON PRESERVATION AND ACCESS OCTOBER 1989 3 How TO CORRECT OR CHANGE TASK FORCE ON ENVIRONMENTAL YOUR ADDRESS LABEL CONDITIONS: COURSE FOR PHYSICAL PLANT This newsletter is mailed nonprofit bulk rate using mailing MANAGERS lists maintained by the Commission. Send your address The Association of Physical Plant Administrators (APPA) corrections and changes directly to Pamela Block, has selected three persons to work with the Commission Administrative Assistant, at the Commission. on developing a course on environmental conditions for books and museums. The three APPA planners are: George Preston of the Art Institute of Chicago, Richard Slegle of MORE REVIEWS TO CITE the Smithsonian Institution, and John E. Deedrick of the ACIDFREE PAPER INFO Atlanta College of Art Along with the Commission's task Along with Choice and Library Journal, the American force members, they are working to develop a curriculum Archivist is now including information on the use of acid- for a two- to three-day seminar for physical plant managers. free paper in its bibliographic citations accompanying book Current plans are to develop the course in time to offer reviews. It also will begin using the infinity symbol in reviews itin the spring of 1990. The Commission task force beginning with the Winter 1990 issue, according to Anne members are: Patti McClung, RLG; Joel Clemmer, R. Kenney, editor. Macalester College; and Don Kelsey, University of Minnesota.

Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 313 NONPROFIT ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611 ISSN 1045-1919 COMMISSION ON PRESERVATION AND ACCESS

Nov.DEC. 1989 NUMBER18 NEWSLETTER

NEW PAPER: "On the Preservation of Books and Documents in Original Form" has been distributed on a complimentary basis to "ON THE PRESERVATION OF BOOKS AND the Commission's mailing lists. Additional copies are DOCUMENTS IN ORIGINAL FORM" available upon written request from Pamela Block at the "On the Preservation of Books and Documents in Original Commission. Form" by Barclay Ogden (5 pages, October 1989) explores issues involved in preserving materials that have scholarly REGIONAL COMMISSION MEETING value as objects. The publication was developed with the ADDRESSES PRESERVATION STRATEGIES recognition that the national preservation program can save the contents of millions of brittle books through mass Members of the Commission met on November 9 in microfilming, but that other library materials with value as Chicago with 22 sponsors and representatives of the artifacts also are in need of preservation. Committee on Interinstitutional Cooperation (C1C). The day- long event was structured to enable open discussions of "When the original form or format contributes to the coordinated strategies for preservation efforts. A continuing scholarly value of the record, the record becomes an theme throughout the discussions was interaction of artifact," Ogden suggests. "From the perspective of making national-level preservation activities with state, regional, a preservation decision, should not weconsider the original corporate, and local institutional activities. format to be 'information' of scholarly value comparable to the words and illustrations more typically thoughtof as The agenda developed by CIC included such issues as information?" The paper examines possible preservation bibliographic control for microform masters, mass selection strategies based on the scholarly value of the deacidification, film and video preservation, non-humanities materials and on urgency of need. However, the paper preservation, use-based selection, repair and conservation concludes, no matter which strategies are developed, they activities, centralized storage and retrieval service, formats must include "a justification for resources, methodologies other than microfilm for storage and retrieval, education for selection, and a range of preservation technologies able and training, and international cooperation. to match problems with needs." CIC has made a decision to take the lead in investigating The success of any effort, Ogden cautions, will depend upon deacidification as a mass preservation technique. A CIC the involvement of scholars and librarians, not only in Task Force is planning a project that will develop criteria identifying books and documents that must be preserved and then evaluate mass deacidification processes. The CIC in original format, "but in fully understanding the nature plan includes contracting with a testing laboratory and of the preservation problem to be solved and in developing raising the necessary funds for the project from multiple a strategy for its solution." sources.

1785 Massachusetts Avenue, N.W., Suite 313, Washington,D.C. 20036(202) 483-7474 PRESERVATION LIBRARIANS TECHNOLOGY ASSESSMENT ADVISORY LOOK AT RESEARCH NEEDS, PRIORITIES COMMITTEE TACKLES FAR-REACHING, Several preservation librarians met with Commission staff COMPLEX ISSUES on October 30 in response to a letter from Margaret Byrnes Technological developments as they relate to preservation on behalf of the Preservation of Library Materials Section planning were reviewed in some depth by the Commission's (PLMS), Association of Library Collections and Technical Technology Assessment Advisory Committee (TAAC) at Services, American Library Association. The agenda its October 2 meeting in Washington, DC. As the committee covered a series of information needs, priorities and possible looked at the current technological environment in which action plans for preservation research developed over a it will be working, chairman Rowland Brown asked members number of years by the PLMS Policy and Planning to do so from the perspective of the practical issues facing Committee and the Preservation Administrators Discussion librarians, preservationists, and conservators. The group Group. paid particular attention to the role of microfilming and its relationship to developing digital formats. A basic initial need, the group decided, is for a more complete shared knowledge of research both under way The members concluded that a simple and clear taxonomy and recently completed with implications for current of the rather complex field of digitization and electronic preservation needs and activities. Although a great deal of encoding should be developed, to be used by the relevant research has been and is being conducted, the Commission and its constituents in understanding options, dissemination of findings tends to be uncoordinated and trade-offs, economics, and suitability of current technologies inadequate. in particular, there appears to be little cross- for preservation purposes. Along with this taxonomy, the communication among three key communities: libraries, committee will prepare a report on the implications for archives, and science. access arising from developments in the telecommunications field. The Commission expects to make both reports To assist in exchanging research information among these available later in 1990. groups, the Commission will develop an initial listof relevant preservation research projects for dissemination to the Given the current status of electronic alternatives, quality library and archival fields. The group plans to meet again microfilming remains an appropriate method of preserving in early 1990. print images, committee members agreed. The archival quality of film has been well established, and the costs of storage of microfilm are attractive in comparison to other Commission on Preservation and Access alternatives. Electronic versions of preserved materials, 1785 Massachusetts Avenue, NW Suite 313 which would provide easier remote access and convenience, Washington, DC 20036 can be generated at a later time from film masters. (202) 483-7474 The committee reviewed a number of possible demonstra- The Commission on Preservation and Access was established in 1986 to foster and support collaboration among libraries and allied tion projects involving electronic digitization of and access organizations in order to ensure the preservation of the published to preserved materials, in preparation for assisting the and documentary record in all formats and to provide enhanced Commission in their identification and implementation. access to scholarly information. The committee also discussed the economics of current The Newsletter reports on cooperative national and international preservation activities and is written primarily for university large-scale preservation activities and the need to begin administrators and faculty, library and archives administrators, assembling reliable economic statistics that could be applied preservation specialists and administrators, and representatives of in analyzing the costs and benefits of alternative approaches consortia, governmental bodies, and other groups sharing in the to be explored by the Commission. Commission's goals. The Newsletter is not copyrighted: its duplication and distnbution is encouraged. f/ In addition to chair Rowland Brown, committee members are: Adam Hodgkin, Director, Electronic Publishing, Oxford, England: Douglas van Patricia BattinPresident; Maxine K. SittsProgram Officer and Houweling, ViceProvost for Information Technologies, University of Newsletter Editor: Pamela D. BlockAdministrative Assistant. The Commission is accessible via ALANET (ALA2624) and B1TNET Michigan; Michael Lesk, Division Manager, Computer Sciences Research, (CPAGWUVM, SITTS*GWUVM) electronic mail systems, and by FAX Bellcore: M. Stuart Lynn, Vice President, Information Technologies, Cornell University; Robert Spinrad, Director, Corporate Technology, Xerox (202) 483- 6410. Corporation: and Robert L Street, Vice President for Information Resources. Stanford University. C NOVEMBER-DECEMBER 1989 NUMBER 18 COMMISSION ON PRESERVATION AND ACCESS 2 PRESERVATION DEVELOPMENTS TEST PROJECT FOR PRESERVATION REPRINTS ON FALL AGENDA OF STATE LEGISLATORS MOVES TO NEXT STAGE The problems facing states and their libraries as they attempt Following an exploratory meeting held under the auspices to preserve existing historical documents and the steps they of the Commission on October 11, representatives of three can take to assure a longer life for documents printed in university libraries and a reprint publisher have decided to the future were discussed at the fall meeting or the National continue developing a demonstration preservation reprint Conference of State Legislatures' Assembly on the project. The Commission sponsored the meeting of the Legislature held October 19 in Sante Fe, NM. ad hoc group to encourage the further development of choices of access and format for preserved materials. The At the invitation of NCSL's Arts, Tourism and Cultural meeting serves as an example of the Commission's Resources Committee, Maxine Sifts provided approximately facilitative role in bringing together representatives of varying 30 state legislators and staff members with an overview constituencies to plan new joint programs. of national preservation efforts and suggestions for statewide action in the coming months and years. The presentation The preservation reprint project seeks to provide libraries included information from the National Conference on the with inexpensive reprints on acid-free paper in library Development of Statewide Programs held last March at the standard binding of materials identified during Library of Congress and from a report by Howard Lowell preservation screening as being prime candidates for quick on "Preservation Needs in State Archives,- available from return to the shelves for circulation in book form. the National Association of Government Archives and Records Administrators, Council of State Governments. The The libraries at the University of California at Berkeley, session also called attention to the increased efforts on the Columbia University, and Yale University will be building part of LSCA programs and the National Endowment for sample lists of potential titles for the project. Titles will be the Humanities' Office of Preservation to provide funding grouped around broad topics in the humanities and social to states for preservation planning. sciences. The publisher is contacting about 75 libraries to determine the level of interest in purchasing the reprints, either by individual title or by subscription. TASK FORCE ON There is an intent to make microform master copies of ENVIRONMENTAL CONDITIONS all materials as well. More information is available from DEVELOPING PHYSICAL PLANT Maxine Sits at the Commission or Leo Balk, Vice President. MANAGERS' COURSE Garland Publishing Inc., 136 Madison Avenue, New York, A joint task force of the Commission and the Association NY 10016. of Physical Plant Administrators (APPA) met December 5 at Commission headquarters to develop a workshop on environmental conditions for books and museums. APPA plans to offer the workshop to its members sometime during 1990, and will be publishing a complementary article on the subject in its quarterly magazine. The task force of librarians and plant managers will be developing the curriculum and deciding on instructors and printed resources over the next several months. Tentative general 'The technology of recording human information subject areas include: environmental requirements, 1 is constantly changing, so we're never going communication and responsibilities, building maintenance, to be done with the preservation challenge. 1 think building security, and emergencies. our magnetic media video and computer are going to be the "brittle books" of the next fifty years. Further information is available from either Maxine Silts . .. We're always going to have to re-record the at the Commission or Wayne Leroy, Associate Vice human word, just like the monks who had to copy President, Association of Physical Plant Administrators, over the classic texts. That's essentially what we're 1446 Duke Street. Alexandria, VA 22314-3492. doing when we microfilm [brittle books]. Carolyn Clark Morrow. Harvard University's first Malloy-Rabinowitz Preservation Librarian Task Force members from the Commission are: Patti McClung, RLG; Joel Clemmer, Macalester College; and Don Kelsey, University of Minnesota.

GC) NUMBER 18 COMMISSION ON PRESERVATION AND ACCESS NOVEMBER-DECEMBER 1989 3 "SLOW FIRES" WINS AGAIN CORRECTION TO Commission 1988-89 "Slow Fires," the award-winning film/video portraying the ANNUAL REPORT slow destruction of a large part of our nation's intellectual Pit -se add the following two names to the National Advisory heritage due to embrittled books printed on acid-based Council on Preservation (page 24): paper, has won yet another award. This time, itis the recipient of the Grand Prix, Science Section, at the Salerno Film Alan Calmes Festival. A certificate and trophy were presented to National Archives and Records Administration Commission President Pat Battin at an International Awards Luncheon on December 1 in Washington. Loan copies of Leslie Kulp "Slow Fires" in video and film formats are available from National Agricultural Library the Commission at no charge for one-time, institutional viewings. These two members temporarily disappeared during electronic typesetting, but they are now "preserved" for the future. COMMISSION EXHIBIT IN ATLANTA DECEMBER 28-30 The Commission will be exhibiting at the Hyatt Regency Hotel, Atlanta, GA, December 28-30, during a meetingof the Eastern Division of the I merican Philosophical Two MONTHS OF NEWS IN ONE ISSUE Association. The exhibit will feature examples ofbrittle philosophy books, testing pens used to determinethe state Please note that this newsletter issue covers two months monthly of acid/alkaline paper, and other informationof interest to November and December 1989.Regular philosophy scholars and faculty... oin us if you can! mailings will resume in January 1990.

JANUARY 1990 NUMBER 19 NEWSLETTER

materials into the testing process. It was agreed that archival NATIONAL ADVISORY COUNCIL concems would be included in the CIC study. ON PRESERVATION continued on page 3 MEETING SUMMARY

The National Advisory Council on Preservation (NACP) reviewed four issues technology, copyright, repair as an RESEARCH ON MATERIALS WITH TEXT AND alternative to reformatting, and centralized storage and IMAGES SUPPORTED BY GErry GRANT distribution services for preservation microfilms during PROGRAM AWARD a meeting on November 13 inWashington, DC. The issues had been identified as high-priority interests by Council The Getty Grant Program has awarded $254,000 to the members in a written poll prior to the meeting. The 18 Commission to support three interdependent activities: NACP members also heard reports from the Committee on Institutional Cooperation andthe National Endowment A research project on the dark stability of color microfilm, for the Humanities' Office of Preservation. to be conducted by the Mid-Atlantic Preservation Service, Lehigh University, Bethlehem, PA; Commission consultant Rowland Brown, chair of the Technology Assessment Advisory Committee, led a A demonstration project on the use of high resolution discussion on the technologies being developed to provide color microfilm, to be undertaken by the Image vrider access to preserved materials. The group discussed Permanence Institute of the Rochester (NY) Institute of the viability of transferring information and images between Technology; and microforms and other media, and agreed that the role of standards will become even more critical as innovations The convening of a Joint Task Force to explore increase. Robert Oakley, who is preparing a paper on commonalities and differences in the preservation needs copyright implications for the Commission, presented a of the diverse groups that depend upon text-and-image number of possible approaches for resolving copyright for research and advancement of knowledge. issues associated with the national plan tomake and distribute multiple copies (in varying formats) of preserved The Grant Program stated that the two-year project would materials. Most copyright concerns will involve those provide "a unique opportunity to aid the field of art history materials that are still within copyright expected to be by supporting the establishment of a comprehensive a small percentage of the booksbeing microfilmed. preservation program that will benefit the many organizations and institutions involved in preservation efforts." The The group spent some time discussing the role of repair Joint Task Force will draw together the interests of diverse as a vital component of a preservation program.Repair constituencies including art librarians, museum adminis- traditionally has been seen as a local responsibility,and trators, architects, archaeologists, and art historians. it may be a difficult activity to justify in termsof federal- level support_ William Studer reported to the group on an The request for funding was based upon the needs and initiative by the Committee on InstitutionalCooperation priorities identified by a group of art historians, art librarians, (CIC) to conduct definitive testing of the validity of thefive technical specialists, and an academic press publisher of Wayzata, mass deacidification processes nowbeing developed by art books during a three-day seminar at Spring Hill, vendors. The ultimate goal is the construction of a mass MN, in September-October 1988. A report from that deacidification plant in the Chicago area for the use ofCIC seminar, funded by The Getty Grant Program, is available members and others. Representatives of thearchives from the Commission under the title "Scholarly Resources ($5.00/prepayment community at the meeting expressed interest in supporting in Art Histay: Issues in Preservation" the project and in incorporating the needs ofarchives required). 65 1785 Massachusetts Avenue, N.W., Suite 313,Washington, D.C. 20036(202) 483-7474 EDUCATION INITIATIVE

COMMISSION AWARDS CONTRACT FOR NEW TASK FORCE PRESERVATION SEMINAR FOR LIBRARY TO EXPLORE CURRICULUM NEEDS EDUCATORS Based upon recommendations of an October 1988 meeting A Preservation Seminar for Library Educators that will bring of library administrators, preservation specialists, educators, together leaders in preservation, library educators, and and foundation representatives, the Commission has university library directors is being planned for 1990, under established a Task Force on Preservation Education. The terms of a contract awarded by the Commission to The new group, composed of six educators, will be exploring Catholic University of America, School of Library and in some detail the current status of preservation education, Information Science. Deanna Marcum, dean of the school the projected requirements for the next decade, and the and chair of the new Task Force on Preservation Education, ways in which existing programs can be strengthened and will be organizing the seminar, which is seen as a first step expanded to meet the new challenges. Among the toward introducing library educators to the progress being suggested questions for task force investigation identified made in preservation and in integrating preservation into during the 1988 meeting: library schools. As now envisioned, the seminar will include a report from the Commission on the current state of Can the substance of preservation be incorporated into preservation efforts from the national perspective, as well all facets of the core professional education curriculum as a report from the task force on how preservation is for librarians and archivists? currently being treated in library schools. Prior to the seminar, a background paper laying out key topics identified What ace the needs for specialized programs in by the task force will be written. preservation administration and in technical skills, taking into account current programs? Rather than develop any type of model curriculum, the participants will be expected to generate alternative ways What are the needs for technical education, and what of giving preservation its proper place in a library school options are there for training on a continuing basis? curriculum, as well as to identify courses that would be likely candidates for a preservation component. A series In an October 1989 charge to task force members, of recommendations for further action is expected. A written Commission president Pat Battin listed the following issues: transcript of the seminar will be distributed widely to library schools and collegiate and research libraries. What are the educational requirements to enable librarians, in every aspect of their work, to ensure the preservation of knowledge?

Commission on Preservation and Access What kinds of analytical and intellectual skills will be 1785 Massachusetts Avenue, NW Suite 313 Washington, DC 20036 needed by future leaders to be successful in their (202) 483-7474 stewardship obligations?

The Commission on Preservation and Access was established in What are the specific implications for the professional 1986 to foster and support collaboration among libraries and allied education curriculum? organizations in order to ensure the preservation of the published and documentary record in all formats and to provide enhanced access to scholarly information. The group will be developing its own agenda and specific plan of work within the general charge, and will be meeting The Newsletter reports on cooperative national and international two to three times each year. The members are: David B. preservation activities and is written primarily for university Gracy II,Professor, Graduate School of Library and administrators and faculty, library and archives administrators, Information Science, University of Texas at Austin; Beverly preservation specialists and administrators, and representatives of consortia, governmental bodies, and other groups sharing in the P. Lynch, Dean, Graduate School of Library and Information Commission's goals. The Newsletter is not copyrighted; its duplication Science, University of California, Los Angeles; Sally Roggia, and distribution is encouraged. Adjunct Professor, School of Library and Information Science, University of Wis-..onsin-Madison; Salty Buchanan, Patricia Battin - President Meidne K. Sitts- Program Officer and Adjunct Professor, School of Library and Information Newsletter Editor; Pamela D. Block - Administrative Assistant. The Commission is accessible via AlfuNET (ALA2624) and BITNET Science, University of Pittsburgh; Carolyn Harris, Assistant (CPAPGWUVM, SITT'S.GWUVM) electronic mail systems, and by FAX Professor, School of Library Service, Columbia University; (202) 483- 6410. and Deanna B. Marcum (chair), Dean, School of Library and In -tion Science, Catholic University of America.

NUMBER 19 COMMISSION ON PRESERVATION ANDAccEss JANUARY 1990 2 COLLEGE AND UNIVERSITY SPONSORS Thirty colleges and universities have pledged financial support over the next three years to ensure the continuation of the Commission's efforts to facilitate nationwide and international plans for the preservation of our scholarly resources and written heritage. The support of the academic community is a vital component of the Commission's capacity to continue and expand its activities. In addition to academic sponsors, the Commission receives ongoing support from the Council on Library Resources and the Hewlett Foundation. The college and university sponsors, as of December 1, 1989, are: Amherst College Hamilton College Ohio State University Brown University Harvard University University of Oregon Bryn Mawr College Haverford College Princeton University University of California, Davis Johns Hopkins University Smith College University of California, Los Angeles Indiana University University of Texas, Austin University of California, San Diego Massachusetts Institute of Technology Vassar College University of California, Santa Barbara University of Michigan University of Washington Cornell University University of Minnesota Washington University Emory University Mount Holyoke College Wellesley College Franklin and Marshall College Northwestern University Williams College

SUMMARY MEETING The NACP is composed of representatives from academic and professional continued from page 1 associations involved in preservation. It promotes participation in nationwide preservation programs and advises the Commission in its work. In an update on efforts to explore centralized storage and distribution services for preservation microfilms, Pat Battin reported that the Commission is gathering data from a PRESERVATION IN MEDIEVAL STUDIES number of libraries on their number of master negatives, volume of use, and extent of access services. When all TOPIC OF UPCOMING COLLOQUIUM returns are received, the Commission will use that data to The Commission is sponsoring a colloquium on preser- help prepare a request-for-proposal (RFP). The Commission vation issues in medieval studies, in cooperation with the would serve as a broker for a group contraci: that each Medieval Academy of America and The Medieval Institute library could join if it so desired. Economies of scale are and College of Arts and Letters of the University of Notre expected from such an arrangement, although exact Dame. The meeting, to be held March 25-26, 1990, at financial projections will not be known until the Commission the University of Notre Dame, will raise and address strategic receives responses to its RFP. It was pointed out that this issues as prelude to a nationwide, systematic effort to type of service may be able to deal with copyright issues preserve scholarly materials in medieval studies, much of more easily than individual institutions. which was published in the 19th century.

The group also heard a report from George Farr, director While the field of medieval studies shares the preservation of the National Endowment for the Humanities' Office of concerns of other disciplines, it also has several particular Preservation. Approximately 167,000 volumes will be problems. First, the field is completely dependent on primary completed within its preservation microfilming grant sources printed during the period 1850-1940, which are program over the next three years, and the Office expects unlikely to be reprinted within the next 50 years. Second, to meet its target goals as promised to Congress. The Office the field is represented by no particular library classification, has been allotted $17,700,000 for FY-1990, which is so that its materials are not shelved together as a single $4,200,000 above the expected funding. The additional collection. Third, the field is extremely diverse, covering even funds are earmarked for an initiative to preserve material more disciplines than Classics, but having a less-defined culture collections and will not detract from existing sense of curricular paradigms, institutional identity, or settled progr?ms. Farr also announced the initiation of two new canons. grant categories: (1) for projects to plan statewide cooperative preservation programs and, (2) for preservation The colloquium is modelled on the fall 1988 seminar at administrator training stipends. Spring Hill, Wayzata, Minnesota, at which a group of art historians, librarians, technology experts, and an academic Brief reports were provided on other Commission activities: publisher were convened by the Commission to explore the International Project, the building of a preservation options for the preservation of the intellectual content of research agenda in cooperation with preservation special- brittle books. On the agenda of the upcoming colloquium ists, a workshop for members of the Association of Physical are such questions as: "What is the actual dependence of Plant Administrators on environmental conditions for books research in medieval studies on acidified book materials? and museums, and a demonstration preservation reprint ... and ...What special preservation and access problems project Each participant was provided with an opportunity are there for medieval studies?" Dr. Mark Jordan of The to comment on the Commission's past year and future Medieval Institute, who is chairing the colloquium, has invited agenda, as well as to brief the group on activities of the 16 scholars from throughout the United States and Canada institutions represented. tericipate.

NUMBER 19 COMMISSION ON PRESERVATION AND ACCESS JANUARY 1990 3 SCHOLARLY ADVISORY COMMITTEE ON ART INTERNATIONAL PROJECT HISTORY CONTINUES EXPLORATION OF ON THE MOVE PRESERVATION PFUORMES During October and November, Commission consultant Hans Effective strategies for selecting art history materials for Riitimann visited Horst Braun at the Deutsche Forschungs- preservation within the context of a national program were gemeinschaft in Bonn and Hans-Albrecht Koch, General explored further by members of the Scholarly Advisory Secretary of LIBER (League of European Research Libraries) Committee on Art History during a meeting at the Commission in Bremen. He also traveled to Paderbom to obtain information in early November. The group of seven scholars hasbegun about "Project Corvey" from Klaus Barckow, Director of the to examine options for locating and identifying materialsthat University Library Paderbom. Corvey's unique collection of German, French, and English books from the 18th and 19th are at greatest risk, review periodicalslists, and investigate comprehensive collections, bibliographies, and other tools for centuries is made available on microfiche. At a follow-up visit to the Bibliotheque Nationale in Paris, the discussion centered setting priorities. on the BN's plan to convert retrospectivelyits register of The committee also prepared for a special session on microform masters to machine-readable form. preservation at the 1990 annual meeting of the College Art Association (CAA). Committee chair Professor LarrySilver During the latest trip abroad, it became evident that European (Northwestern University) expects to present a report to the colleagues are interested in new media in preservation and CAA membership, and the Commission plans to operate a are particularly intrigued with the ideaof scanning microforms of the preservation booth in the exhibit area. to convert them to digitized form. Also, the initiative Commission of the European Communities (CEC) to create Masters (EROMM) is taken Scholarly Advisory Committees, composed of scholars and librarians, are a European Register of Microform charged with considering preservation selection criteria in lightof the needs seriously by the CEC's member countries. RQtimann was invited of their academic disciplines and advising on priorities and programdirections to EROMM's first meeting (in Luxembourg inearly December within each discipline. They alsc act as liaison groups withthe academic 1989), during which the feasibility study for such a register disciplines. Members of the Art History committee are: EgbertHaverkamp- was reviewed. Begemann, New York University; Phyllis Pray Bober, Bryn MawrCollege; Richard Brilliant, Columbia University; Lorenz Either. Stanford UniversityMuseum of Art; Alan Fern, National Portrait Gallery, Larry Silver.Northwestern University; and Deirdre C. Siam, Syracuse University.

Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S POSTAGE PAID Washington, DC Permit No. 3611 ISSN 1045-1919 COMMISSION ON PRESERVATION AND ACCESS

FEBRUARY 1990 NUMBER 20 NEWSLETTER

MELLON FOUNDATION GRANT Participants include individuals with responsibilities for planning and implementing bibliographic control for TO SUPPORT INTERNATIONAL COOPERATIVE reformatted materials. At a later stage, recommendations PRESERVATION from this group may be submitted to a conference of library The Andrew W. Mellon Foundation has announced a directors and other chief administrators, but the Zurich $1 -million grant to the Commission to support international meeting has been designed to grapple with the practical preservation initiatives that complement and strengthen issues of international cooperation. similar activities in the U.S. and Canada. The award, to be used over a period of approximately three years, will support the development of an international database of bibliographic records for preserved library materials. The funds also will help facilitate cooperative preservation microfilming MODERN LANGUAGE AND LITERATURE: outside the U.S. that is linked to similar work in this country. NEVI SCHOLARLY ADVISORY COMMITTEE Under the terms of the grant, the Commission will assist A Scholarly Advisory Committee on Modem Language and in the development of a coordinated management capacity Literature has been appointed by the Commission to help that will provide for a truly integrated cooperative develop a national strategic plan for the preservation of infrastructure for worldwide preservation of and access to the scholarly record in this field. The nine-member scholarly resources. Among the planned activities to be committee will advise on how to select books and journals, sponsored by the gnt are a series of pilot projects in various along with other works, which must have the highest priority European countries. Hans RUtimann, consultant for the for preservation. Persons who have agreed to serve are Commission's International Project for the past year, will acquainted with American, 18th century, Renaissance, serve as project manager. medieval, and Victorian literature, as well as German, French, and Afro-American work. The first meeting of the group will be scheduled for early this year. The committee joins three other scholarly advisory committees in the disciplines of art history, philosophy, and history. WORKING MEETING ON INTERNATIONAL REGISTER OF MICROFORM MASTERS Members are: Emory Elliott. President's Chair of English, University of As part of the International Project supported by the Mellon California, Riverside; John Fisher, Department of English, University of Foundation, the Commission will hold a working meeting Tennessee, Knoxville; H.L Gates, Jr., WEB. Dubois Professor of English, on the development of an international register ofmicroform Cornell University; Elaine Marks. Department of French, University of masters May 13.16, 1990, in Zurich, Switzerland. Fifteen WisconsinMadison; J. Hillis Miller (Chair), Department of English and Comparative Literature, University of California, Irvine; WJ.T. Mitchell, representatives from national and major research libraries Department of English, University of Chicago; Rainer Nagele, Department in Great Britain, France, Germany, Canada, and Venezuela of German, The Johns Hopkins University; Annabel Patterson, Department have agreed to attend the session, where the Commission of English, Duke University; and Catharine R. Stimpson, Dean of the hopes to establish a series of basic agreements fundamental Graduate SchoolNew Brunswick and Vice Provost for Graduate Educator. to the development of an integrated international database. Rutgers University.

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C.20036(202) 483-7474 NATIONWIDE MICROFILMING PROGRAM FEATURED IN AIIM MAGAZINE Inform, the magazine ofthe Association for Information and Image Management (AIIM), includes a feature on the NEH-funded microfilming program inits November December issue (Vol. 3, Nos. 11 & 12), along with a sidebar article on the use of a step and repeat camera for preservation microfilming based on a report to the . Commission from the Mid-Atlantic Preservation Service. For Illustration by4_, Bill Megenharctti more information, contact: AIIM, 1100 WayneAvenue, Suite --41111 1100, Silver Spring, MD 20910. SAINT ALCUIN: FORERUNNER OF PRESERVATION MOVEMENT? TECHNICAL ISSUES ON DECISION MAKING FOR Famed as an educator and a conserver and spreader of learning, Alcuin may be the saint that preservationists have MASS DEACIDIFICATION TO BE ADDRESSED IN been looking for to take a place along with library supporters UPCOMING REPORT Saints Jerome. Laurence. and Wiborada. Saint Alcuin stands The Commission has contracted with Peter Sparks, former out as one of the first school administrators in history to Preservation Officer at the Library of Congress, to prepare establish programs to preserve scholarly knowledge. a Commission report on the major technicalelements involved in a library's decision to select a mass deacid- Born about 730 near York, England, Alcuin was educated ification process for preservation. Although the report is at the cathedral school there and later became its head. expected to address the philosophy and reasoning behind An ordained deacon, he became known as a conserver the decision-making process, it will focus on the technical and spreader of learning who attracted numerous students. considerations and evaluation factors involved in selecting As such, he was especially careful in the management of a vendor. An exact publication date has notbeen set. the library. Following a meeting in 781 with the Emperor Charlemagne in Pavia (Italy), Alcuin was persuaded to take up residence at the court of Charlemagne as theeducational and ecclesiastical adviser. As the royal tutor, he established the royal school and library. Commission on Preservation and Access 1785 Massachusetts Avenue. NW Suite 313 Washington, DC 20036 (202) 483-7474 lcuin was chiefly responsible for the preserva- The Commission on Preservation and Access was established in ion of the classical heritage of western 1986 to foster and support collaboration among libraries and allied civilization....manuscripts of both pagan and organizations in order to ensure the preservation of the published Christian writings of antiquity were collated and and documentary record in all formats and to provide enhanced access to scholarly information. copied.

The Newsletter reports on cooperative national and international preservation activities and is written primarily for university administrators and faculty, library and archives administrators, In his direction of Charlemagne's Palace School at Achene, preservation specialists and administrators, and representatives of consortia. governmental bodies, and other groups sharing in the Alcuin was chiefly responsible for the preservation of the Commissions goals. The Newsletter is not copyrighted; its duplication classical heritage of western civilization. He is considered and distribution is encouraged. the inspirer of the "Carolingian Renaissance." Schools were revived in cathedrals and monasteries, and manuscripts of Patricia BattinPresident; Maxine K. SittsProgram Officer and both pagan and Christian writings of antiquity were collated Newsletter Editor; Pamela D. Block - Administrative Assistant. The Commission is accessible via ALANET (ALA2624) and B1TNET and copied. It is said that Alcuin did more than anyone (CPA.GWCIVM, SfTTSGWC1VM) electronic mail systems, and by FAX else to make the Frankish court a center of culture and (202) 483- 6410. to encourage Charlemagne's educational enterprises throughout the realm.

P-"U FEBRUARY 1990 NUMBER 20 COMMISSION ON PRESERVATION AND ACCESS 2 checks only), this is a complex board game for up to six "readers." The ob;ect is to find your way around the board ADDITIONAL COLLEGE AND and through the various parts of the Bodleian Library in a quest to compile a bibliography of fourteen books from UNIVERSITY SPONSORS one of six different research topics (e.g., Women and In addition to the 30 colleges and universities listed in Society). The trick lies in understanding the arcane the January 1990 newsletter, the following institutions catalogues of the Bodleian Library and then tracking down have pledged financial support over the next three years the shelfmarks for the relevant books. Each of those books to the Commission, as of January 1, 1990: is represented by a 2" X 31" card containing an illustration and appropriate information including, sometimes, a reference to another book on the subject. But as the rules University of Chicago of play indicate:"It should be noted that some of the books New York State Library you call will provide you with no references, or references Syracuse University you already have. Such is the nature of research!"

The support of the academic community is a vital The books may be listed in the pre-1920 catalogue, the component of the Commission's capacity to continue interim catalogue, the post-1920 catalogue of the Bodleian and expand its activities to facilitate national and itself, or the catalogues of one of eleven other libraries; international plans for the preservation of our scholarly and, of course, while the title and library location may be resources and written heritage. In addition toacademic found in one of the three main catalogues, the shelfmark sponsors, the Council on Library Resourcesand the is not, so the faithful reader has to trek around the board William and Flora Hewlett Foundation have renewed their from library to library seeking to locate and "read" the books initial grants for general support of the Commission for needed to win the game before his/her fellow readers can do so. The game certainly demonstrates how complex another two years. research can be in the manual catalogues of non-automated libraries. As with many traditional board games, the reader is also subject to various penalties or rewards, represented by chance cards, that are drawn at appropriate points along the way.

SECOND REGIONAL COMMISSION MEETING The current international interest in preservation and conservation is represented in two of the chance cards. SCHEDULED FOR NEW YORK "Book out to Conservationcollect book next turn." The Commission scheduled its January 1990 quarterly "Caught eating and have your reader's ticket confiscated meeting to be held at the New York Public Library so that go to Admissions [GO] to reclaim it." In addition, one sponsoring institutions in the Northeast-Middle Atlantic of the several squares that any reader may land on along Region could meet with Commission members during the the way is marked "Fire Alarm Test;" when this square afternoon session. The first of this series of regional is landed upon, all players then in the Old Library must meetings was held in Chicago in November 1989. move out to an adjacent square.

Well made, and accompanied by a simple fact sheet on The Bodleian Library, this is far more complicated than most American board games but still great fun. It's a game Playing at Preservation and Access: not to be missed by the true devotees of preservation and THE BODLEIAN GAME access. Buy one now to practice for the challenge series At last dedicated librariansespecially those with akeen that the Commission on Preservation and Access will be interest in the preservation of and access to materials sponsoring, perhaps at a future ALA Conference. have availableThe Bodleian Game.Issued by the Bodleian Library, and available in the United States from the Pierpont Morgan Library (29 East 36th Street, New York, NY10016) [Review contributed by Norman D. Stevens. Library for $45.90 (including shipping and handling; itemBLG-16; Director, University of Connecticut]

NUMBER 20 COMMISSION ON PRESERVATION AND ACCESS FEBRUARY 1990 3 3. Keep outside doors and windows closed; weatherstrip. TIME, LOCATION ESTABLISHED FOR Weatherstrip doors, and make sure doors and windows stay ENVIRONMENTAL CONDITIONS COURSE closed to prevent exchange of unconditioned outside air. Test A course to be offered by the Association of Physical Plant seals: if a strip of tissue paper waves in the breeze when it's held up to a crack the seal isn't tight Administrators (APPA) in cooperation with the Commission has been scheduled for a two-day period sometime between 4. Block radiant heat from radiators. If you can't move February 15 and March 15, 1991, in the Washington, DC, collections well away from radiators in storage or exhibit spaces, area. As formulated in a December 1989 planning meeting cover wallboard with reflective foil and position this barrier hosted by the Commission, the goal of the course will be between the radiators and collections to protect objects from 'to foster more productive working relationships between "line-of-sight" heat transmission. librarians/archivists and plant administrators so as to improve environmental conditions of library and archives 5. Keep equipment at one level 24 hours a day. Don't change materials. settings on climate equipment for nights or weekends, since damaging humidity fluctuations usually result This includes Participants will include librarians and archivists as well as both heat and window air conditioners. Be sure humidifiers or dehumidifiers are on, and that they're always adequately plant administrators. Representative teams from single filled (or emptied) to maintain steady conditions. Choose a institutions will be encouraged to attend. Registration costs lower constant humidifier setting to prevent it from running will be the same for all participants from APPA-member out of water, or raise the constant RH setting on your institutions. The tentative attendance limit is 150. As now dehumidifier so it will not overflow or shut off from too much envisioned, the course will be hosted by a two-person team water. While improving the stability of conditions 24 hours a consisting of a librarian or archivist and a physical plant day usually requires little or no capital investment using the administrator. Tours to sites of preservation work, such as equipment you have continuously almost always increases the Smithsonian Institution, National Archives, and Library annual energy costs. Keep in mind that some of the most of Congress, may be planned as course supplements. acute short-term damage to collections is caused by discontinuous operation of climate-control equipment. Further information is available from: Wayne Leroy, 6. Separate collections that need special conditions; use Associate Vice President, Association of Physical Plant available spaces the best way. Look at the available storage Administrators of Universities and Colleges, 1446 Duke areas. Can you modify your use of space to suit the collections Street, Alexandria, VA 22314-3492. better? Are some spaces more stable, or more easily improved than others? Do some materials in your collections (like Planning Task Force members from the Commission are: Patti McClung. parchment or vellum) need different conditions from others? RLG; Joel Clemmer, Macalester College; and Don Kelsey, University of Can these be segregated into groups with similar needs? This Minnesota. may reduce the need for new or improved conservation environments.

...UNIL THECOURSE COMES ALONG: PERMANENT PAPER SUPPORT TIPS FOR LOW-COST ENVIRONMENTAL CONTROL Reprinted with permission from the Northeast Document CONTINUES TO GROW Conservation Center. and based on guidelines being developed INTERNATIONAL PUBLISHERS ASSOCIATION by William Lull, of Garrison /Lull. Allentown. NJ, for the New The International Publishers Association adopted a York State Library Division of Library Development resolution in October calling for its members and affiliates to use acid-free papers whenever possible for uncoated 1. Keep winter heat low. if overheating occurs, don't allow stock, and to use alkaline pH for coated stock until standards windows to be openeddemand that the heat be turned down. are available. In addition, the association calls for a note Open windows and leaky doors allow outside air in, and allow in all such publications that acid-free paper is being used. desirable winter humidity to escape. Keep a few sweaters and blankets for staff or visitors who feel cold with the temperature WILSON LIBRARY BULLETIN around 65 degrees Fahrenheit and explain why you're keeping Joining several other journals,the Wilson Library Bulletin things cool. will begin noting within its review columns when books are published on alkaline paper, by placing the infinity symbol 2. Seal windows. Use plastic sheets and tape to seal windows on the inside in winter. In storage areas, line windows with at the end of the bibliographical information. The new aluminum foil, and seal them more completely with gypsum practice began in the January 1990 issue, where Editor wallboard and plastic. The foil will reflect sun away to reduce Mary Jo Godwin also discussed the procedures used by heat in summer. and will also keep light out of storage areas. theBulletinin the "This Month at WLB" section.

NUMBER 20 COMMISSION ON PRESERVATION AND ACCESS FEBRUARY1990 4 December Meeting Results: COLLEGE LIBRARIES COMMITTEE AMERICAN PHILOSOPHICAL. ASSOCIATION INVESTIGATES EXPANDED COMMUNICATIONS HOSTS BRITTLE BOOKS EXHIBIT ROLE; TRAINING FOR PART-TIME PRESERVATION PERSONNEL Communication and training needs were discussed by members of the College Libraries Committee during its third meeting, held December 6, 1989, at Commission headquarters. Michael Haeuser, Head Librarian, Gustavus Adolphus College, was welcomed as a new member, replacing David A. Kearley, Librarian, University of the South.

A sample column for possible publication in College and Research Libraries News met with unanimous support from the committee. If it is accepted, the column will be used to further spread knowledge about preservationactivities to college and university library personnelbeyond the immediate contacts of this committee. The committee continues to receive results from a survey of theOberlin Group and others describing their ...ndangered materials that may be candidates for preservation microfilming. A committee subgroup has encouraged college libraries to develop funding strategies for preserving these materials. When the new NEH guidelines are published, Will Bridegam, chair of the subgroup, will alert survey respondents totheir availability.

A discussion on education and training for the part-time preservation librarian occupied the major portion ofthe meeting. Lisa Fox, Program Coordinator for SOLINET,led an extensive discussion onthe assumptions, topics, schedule, and design for a possible new course for part- time preservation librarians. There was a consensusthat any course that is developed beprovided on an equitable The Commission premiered its new "giant brittle book" basis, and that some scholarship assistance be provided exhibit at a meeting of the Eastern Division of the American to help achieve this goal. In addition, collegesand Philosophical Association in late December. The exhibit universities intending to send staff members wouldbe featured a one-of-a-kind, two- by three-foot brittle book bound expected to state their commitment to preservation. in leather, created by Kent State University Audio Visual Recommendations regarding this course will be made by Services, University Libraries and Media Services. Examples the committee to the Commission in advance of the next of normal-sized brittle books from the New York Public meeting, which was set for Monday, April 23. Library were on display, along with testing pens from Abbey Publications for determining the level of acidity of the paper. Philosophers were particularly interested in how they could Committee Members: Willis E. Bridegam, Librarian, Amherst College: Barbara J. Brown. University Librarian. Washington & Lee University; Joel influence decisions at the campus and national levels to Clemmer. Library Director, Macalester College; David Cohen, Directorof preserve materials of value to their researchand teaching Libraries. College of Charleston; Caroline M. Coughlin. Library Director. programs. The giant book travels next tothe College Art Drew University; Michael Haeuser, Head Librarian, Gustavus Adolphus Association conference February 15-17, 1990, in New York College: Jacquelyn M. Morris. College Librarian, Occidental College: and City. Kathleen M. Spencer (chair), Library Director, Franklin & Marshall College. as

FEBRUARY 1990 NUMBER 20 COMMISSION ON PRESERVATION AND ACCESS 5 A limited number of the "Going, Going, Gone" brochures developed by the Association for Library Collections & Technical Services, American Library Association, are available on a complimentary basis from the Commission, which helped sponsor a second printing. The sixpanel brochure succinctly explains the problem of brittle books and then suggests some positive actions on the part of scholars, historians, researchers, writers, and students interested in helping save the books. The Commission will provide up to five free copies on a one-time basis, upon written request. Single and multiple copies are available from: ALA Graphics, American Library Association, 50 East Huron St, Chicago, IL 60611. (Single copies 50 cents with SASE; request catalog for multiple copies.)

Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611

7`i ISSN 1045-1919 COMMISSION ON PRESERVATIONANDACCESS

MARCH 1990 NUMBER 21 NEWSLETTER

REGIONAL SERVICES FOR UNIVERSITY consequently overlooking the relevant generic research PRESERVATION TO BE EXPLORED UNDER reported in the scientific literature. ComussionCommArr As a first step toward developing a coordinated background The Commission has contracted with the University of for assessing research needs, the Commission with the Pennsylvania and the Conservation Center for Art and cooperation of conservationists, scientists, and researchers Historic Artifacts (CCAHA) to generate guidelines and collect is preparing a compilation of selected bibliographic data applicable to other institutions as part of a larger project sources and brief descriptions of the current research and to develop a university preservation program that optimizes focus of several research laboratories. a library's capacity to use fluctuating resources and to concentrate costs on work products rather than overhead The Commission also has contracted with Donald K. Sebera, expense. The larger effort, funded by the Andrew W. Mellon a conservation scientist, to prepare a report on the isoperm Foundation and the university, will test and operate a method, which can be used to predict the relative management plan for a preservation program using regional permanence of paper-based library and archival collections preservation center support facilities and staff, thus reducing stored at various temperature and relative humidity levels. the need for a large institutional commitment to internal Sebera's model allows managers to describe the effect that staff, equipment, and space. modifying the environment has on the anticipated longevity of collections. The project will take a broad approach that considers a full range of treatment options, the implications and roles The reports will be widely distributed when they are issued. of regional and national programs, and technological trade- offs. The Mid-Atlantic Preservation Service (MAPS) will be COMMUNICATIONS ASSISTANT involted in the project, as well as several other preservation JOINS COMMISSION STAFF service groups. In view of expanded activities, the Commission has hired The Commission contract includes production of a final a new assistant to work on this newsletter and other report based on the project's findings, which will be issued communications projects. Patricia (Trish) Cece, a journalism upon its completion in mid-1991. graduate from the University of Maryland, came to the Commission after two years of public relations experience with the American Speech-Language-Hearing Association and Davis Memorial Goodwill Industries. She can be REPORTS IN PROGRESS TO ADDRESS contacted for assistance with newsletter subscriptions, PRESERVATION RESEARCH NEEDS mailing list corrections, and distribution of Commission As the result of an October 1989 meeting with seven materials. preservation librarians and archivists concerning a cooperative preservation research agenda, the Commission ART HISTORY COMMITTEE has initiated work on a set of reports to help bridge the gap between the preservation and scientificresearch GAINS NEW MEMBER communities. During discussions among preservation Nancy S. Allen, Librarian at the Museum of Fine Arts, Boston, specialists, it became apparent that much relevant research has accepted an invitation to join the Scholarly Advisory has been or is being conducted, but there is only spotty Committee on Art History. This group of scholars and communication among major participants: librarians, librarians is one of several convened by the Commission archivists, and scientists. Preservation specialists also tend to consider preservation selection criteria in light of the to frame their inquiries in terms of specific applications, needs of the various academic disciplines.

1785 Massachusetts Avenue, N.W., Suite 313, Washington. D.C.20036(202) 483-7474 SPECIAL REPORT BRITTLE BOOKS: LEGISLATIVE HISTORY, FUTURE DIRECTIONS

The following report by Patricia Battin was prepared for the Commis- While preservation, per se, is a valid goal, it is the prospect sion's National Advisory Council on Preservation to clarify the intent of of providing wider and more equitable access to a growing the Brittle Book program legislation and to provide a useful background collection of preserved material that fully justifies the cost for developing additional funding support for related preservation needs. and effort. The Report of the Committee on Preservation and Access, Brittle Books, published in 1986, stated that "one of the Although items in all categories of recorded information most persistent and complicated elements of the preser- deteriorate with time, realistic priorities must be vation problem concerns 'brittle books,' the shorthand term established. The brittle books problem, large though it for past publications produced on acid paper and now so is,is one that can be defined and addressed with deteriorated that they must be reproduced in some form reasonable precision. or eventually they will be lost" The Committee estimated, on the basis of a number of sampling studies, that The preservation of archival materials is a coordinate approximately one-fourth of the volumes in our old, general matter that must be attended to. Unlike books published research libraries are brittle and proposed a strategy for in editions of many copies, archival material is by definition preserving a portion of these materials in such a way as unique, so the prospect for sharing responsibility among to make them accessible to the nation. The enhanced access archives for preservation of essentially discrete collections possible from the existence of a reformatted master copy is less promising than it is for libraries. was proposed as justification for federal support of considerable magnitude. Based on these fundamental principles, the National Endowment for the Humanities' Office of Preservation The Committee made the following general observations: developed a program of which a major component is the Responsibility for preservation is inseparable from the work implementation of a national initiative to reformat 3,000,000 of building and maintaining research collections. volumes over a twenty-year period. Persuaded by testimony Collaboration among libraries in assuring the availability and supporting materials supplied by the Association of of unmatched research resources, nationally, implies Research Libraries, the National Humanities Alliance, and collaboration in their preservation as well. the Commission on Preservation and Access, the Congress approved the NEH program in concept and funded the first year in 1988. The funding for the second year was recently approved.

As explicitly stated in Brittle Books, the strategy to rescue Commission on Preservation, and Access books crumbled beyond repair is but one component of 1785 Massachusetts Avenue, NW Suite 313 WRishIngton, DC 20036 a comprehensive preservation program that must include (202) 483-7474 local maintenance and care of collections damaged for reasons other than brittle paper. These causes include heavy The Commission on Preservation and Access was established in use, mishandling, water damage, and the like. In many 1986 to foster and support collaboration among libraries end allied instances, reformatting is not necessarily the remedy of organizations in order to ensure the preservation of the published and documentary record in all formats and to provide enhanced choice, since the paper is not yet brittle. access to scholarly information. As the new federal funding has stimulated increased TheNewsletterreports on cooperative national and international preservation activity in research libraries across the nation, preservation activities and is written primarily for university competing priorities in this complex undertaking have come administrators and faculty, library and archives administrators, preservation specialists and administrators, and representatives of to the fore. It is imperative that these concerns be carefully consortia, governmental bodies, and other groups sharing in the considered as additional components within the larger Commission's goals.The Newsletteris not copyrighted; its duplication context in order to establish an orderly set of activities. and distribution is encouraged. Failure to do so could result in the diversion of funds for one specific initiative into a spectrum of needs, thus diluting Patricia BattinPresident; Maxine K. SittsProgram Officer and Newsletter Editor: Pamela D. Block Administrative Assistant, Patricia the initial objective. Since there are insufficient funds in Cece, Communications Assistant. The Commission is accessible via prospect in the NEH plan to preserve all the brittle books, ALANET (ALA2624) and BITNET (CPA.GWUVM. SITTS.GWUVM) diverting funds from the goal for which the rationale and electronic mail systems, and by FAX (202) 483.6410. funding were approved will reduce further our capacity to the e program objectives. G NUMBER 21 COMMISSION ON PRESERVATION AND ACCESS MARCH 1990 2 The rationale for federal support of a massive microfilm (chair), University of Tennessee; Sheila Creth, University of project for acidic materials was based on the enhanced Iowa; Jan Merrill-Oldham, University of Connecticut; Marilyn access afforded by a human-readable format capable of Sharrow, University of California-Davis; Dale Canelas, quick and inexpensive reproduction; in essence, a master University of Florida; Joan Gotwals, Emory University; copy format capable of cost-effective storage and broad Thomas Michalak, Carnegie-Mellon University, David Stam, dissemination. Although the funds for reformatting would Syracuse University; and C. Lee Jones, Mid-Atlantic flow in large part to the older research libraries holding Preservation Service. the deteriorated collections, the benefits would be shared by the entire community. Given the capability of emerging technologies, microfilm, in the judgment of the Commis- Two MICROFILM RESEARCH PROJECTS sion's Technology Assessment Advisory Committee, COMPLETED BY MAPS represents the best and most cost-effective buffer Two contract reports on research and demonstration technology with the flexibility of efficient conversion to projects to provide data and technical information on full- digitized format when costs, standards, and retrieval software scale preservation microfilm production have been systems are stabilized and readily available. submitted to the Commission by the Mid-Atlantic Preser- vation Service (MAPS). A report on a project to develop The issue of repair as an alternative to microfilm was specifications for a composing reducing camera (CRC) not considered as a federal responsibility in the initial concludes that at this time costs are too high to legislation. The care and maintenance of a library collectith be supportable. This specifications are for a special CRC has been traditionally viewed as a local responsibility, since capable of digitizing 35mm films, producing film in different damage to books can occur through heavy use, mishan- formats (roll and fiche) copying film to paper, and creating dling, flood, fire, and the like. Since repair of a damaged CD-ROM products. Despite the current insupportable costs, but not necessarily brittle volume does not provide expanded the CRC concept remains viable, according to MAPS access and was not included in the initial program cost president, C. Lee Jones, with at least one company projections, a decision to incliide repair as a viable alternative investigating the possibility of producing a unit at less cost. supported by federal funds requires a definition of the "national interest" and a rationale for federal support of A second R&D project involved a prototype "densities on the repair of individual volumes in research libraries. the fly" unit. This unit collects density data as film exits a film processor, taking many readings from each frame MID-SIZED RESEARCH LIBRARIES COMMITTEE to insure a high degree of accuracy. Production advantages are significant, both for cost reduction and improved film ISSUES REPORT ON PROGRAMS OF INTEREST; quality. At this project's conclusion, the unit isin a ENDS MEETINGS AS SEPARATE ENTITY preliminary stage of operation, but more fine-tuning will be The Mid-Sized Research Libraries Committee, which was necessary before it is used in full-time production. Jones charged in August 1988 with exploring a specific agenda sees this prototype as a useful tool for micrographic film for action within the context of the national preservation evaluation and duplication, anticipating that as many as program, has decided that it would be more profitable to 50 units might well be sold when it is refined. work with already-established groups than to operate as a separate entity. During their deliberations, committee members identified a number of issues of particular concern SPONSORING INSTITUTIONS to their institutions. These included education and training, ATTEND NEW YORK REGIONAL MEETING centralized full-service filming agencies, relationships with Representatives of 15 sponsoring institutions from the the National Endowment for the Humanities, special needs Northeast-Middle Atlantic Region were invited to a of archives and special collections, preservation of electronic discussion with the Commission January 25, at a regional formats and demonstration projects of new technologies, meeting at the New York Public library. Issues covered improvements in binding quality, institutionalization of during the afternoon session included new technologies, preservation, and identification of organizations and international activities, educational programs, and ,election consortia that could undertake coordinating roles. methodologies. Colleges and universities invited to attend were: Amherst College, Brown University, Bryn Mawr Two major conclusions of the committee: College, Cornell University, Franklin and Marshall College, Mid-sized research libraries share the same concerns, Hamilton College, Haverford College, Johns Hopkins interests, and commitments with libraries of all sizes; and University, Massachusetts Institute of Technology, New York Members were impressed with the high level of activity State Library, Mount Holyoke College, Princeton University, of new and emerging programs on the national, regional, Smith College, Syracuse University, Vassar College, and local scenes. Wellesley College, and Williams College. This is the second time that the Commission has arranged to hold its quarterly On behalf of the Commission, we express our appreciation meetings in regional locations; last fall's meeting was held to the persons who served on this group: Paula Kaufman in Chicago.

NUMBER 21 COMMISSION ON PRESERVATION AND ACCESS MARCH 1990 3 MICROPUBLISHER SURVEY PRETEST The second phase of the pretest is now underway. All of the publishers in the pretest group will receive the revised NEARS COMPLETION form, comment on it, and discuss the form with a member [Last summer, the Commission contracted with the Special Committee of the pretest team during a site visit. The form includes on the Preservation Needs of Law Libraries of the American Association questions on standards for the production and storage of of Law Libraries (AALL) to conduct a pretest of a survey of micropublishers concerning their filming standards. Under the microform master negatives and the eadstence of records contract's terms, two staff members from the Harvard Law Library for access. Preservation Department were to conduct site visits to seven micropublishers to test a comprehensive survey covering microform The entire project, including site visits, will be completed production and quality control, storage of first-generation master by spring 1990, and the form ready for use in a world negative film, storage containers and enclosures. and inspection of stored first-generation negatives. The following is a progress report on wide survey. At the end of the pretest, a report will be the project by Willis C. Meredith, Preservation Librarian, Harvard Law prepared on the process. The individual responses from School Library.] the various companies gathered during the pretest itself will be kept confidential although initial findings indicate The project contracted by the Commission on Preservation that participants would not be adverse to publication of and Access to pretest a form for surveying micropublishers the results. and preservation microfilmers is well underway. Seven microform publishers representing eleven companies and subsidiaries have agreed to participate in the pretest which ANOTHER COMMISSION SPONSOR is being conducted in two phases. The first phase, to send Joining the 33 sponsors of the Commission listed in the draft form to four publishers, compile their responses, the January and February 1990 newsletters is New York and make necessary revisions has been completed. Public Library. The support of the academic and research Responses from this initial pretest indicate that most of library community is a vital component of the Coinmis- the form is readily understandable. However, there were sionS capacity to continue and expand its activities to a number of instances where questions were not clear, did facilitate national and international plans for the not cover all possible variations, or were simply inappro- preservation of our scholarly resources and written priate. The structure of the form has also been revised to heritage. avoid difficulties encountered by those completing it.

Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington. DC Permit No. 3611 ISSN 1045-1919 COMMISSIONON PRESERVATIONANDACCESS NUMBER 22 IIIII.WTER APRIL 1990

DIRECTORY OF INFORMATION ON SCIENTIFIC archivists currently on the Commission's mailing lists. Additional copies are available at no cost while supplies RESEARCH RELATED TO BOOKS, PAPER last, and reproduction is encouraged. As preservation administrators generate new approaches to saving the scholarly resources in the nation's academic and cultural institutions, they have called for the development of a directed, shared scientific research agenda. For COLLEGE ART ASSOCIATION MEMBERS example, at a Fall 1989 meeting sponsored by the ADDRESS BRITTLE BOOK AGENDA AT Commission, preservation specialists working in library and ANNUAL CONFERENCE archives environments identified common needs for verified documentation concerning the longevity and fragility of paper, adhesives, and other materials that are used inthe production of books and other paper-based collections. To help develop a central resource for such information, the Commission contacted some of the major organizations and laboratories working in those specific areas.

Based on information supplied by these organizations, The Directory of Information Sources on Scientific Research Related to The Preservation of Books. Paper. and L. Adhesives was compiled to be of use to preservation administrators in individual institutions, as well as to the preservation community as a whole. The selected directory includes the following sections: Introduction; Laboratories and Organizations; Indexes, Abstracts, and Databases; Publications and Newsletters; and a concluding section which has not previously been published, "Preservation i Research at the Library of CongressRecent Progress and Future Trends," by Chandru J. Shahani. The College Art Association (CAA) helped support the Complimentary copies of the 28-page publication have been Commission's "Giant Brittle Book" exhibit at its 1990 Annual sent to the several hundred preservationists, librarians, and Conference in New York City February 14.17 and also sponsored a session entitled: Saving Brittle Books and Journals An Update on the Preservation of and Access to Scholarly Resources in the History of Art. Dr. Larry Preservation, especially preservation of state Silver from Northwestern University, chair of the Commis- sion's Scholarly Advisory Committee on Art History, spoke archival records or the information they contain, on "The Problem That Will Not Go Away" to about 30 should be one of our highest continuing nationwide CAA members during the joint session, which was organized priorities." by CAA's Board and the Commission's Advisory Committee. NAGARA Government Records Issues Series. No. 2. State Government Records Programs: A Proposal The text of his talk, included in the insert to this newsletter, National Agenda. November 1989. presents an art historian's unique perspective on preservation and access issues. I.)-- e ( 1 1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036 (202) 483.7474 NEWS FROM THE HILL.

HOUSE HEARING MOVES FORWARD not only for the Federal Government, but also for State and local governments, colleges and universities, libraries NATIONAL POLICY ON PERMANENT PAPER and archives. A book published on permanent paper today [The following is reprinted with permission from the February 27 Al A does not have to be deacidified or microfilmed tomorrow." Washington Newsletter.]

The House Government Information, Justice, and Agricul- OMB MAKES CASE FOR PRESERVATION; ture Subcommittee held a hearing February 21 on HJ. Res. 226, to establish a national policy on permanent paper. NEH'S CHENEY PRAISES FILMING EFFORT Witnesses included the bill's principal sponsor, Rep. Pat [The following two excerpts are reprinted with permission from the February Williams(D-MT), Librarian of Congress James Billington, 13, 1990 National Humanities Alliance Memorandum by John Hammer] U.S. Archivist Don Wilson, and Lawrence Hughes, Chairman of the Association of American Publishers. All were From news on the President's FY-1991 Budget Proposals: supportive of the legislation, which now has 73 cosponsors. Chairman Bob Wise (D-WI) said the measure "is designed ...The lengthy essay by OMB Director Richard Darman to heighten awareness of the problem and to generate that precedes the specific recommendations in The Budget reports from some of the federal agencies that are most for Fiscal 1991 includes a four-page section (pp 165-68) affected." His questions to witnesses indicated a desire to entitled 'Preserving America's Heritage' that opens with the limit the number of reports, a suggestion to which Rep. following paragraph: Williams agreed. Rep. Williams characterized HJ. Res. 226 as unique: "Many organizations support it none oppose One might ask what "preserving America's cultural it. It costs nothing; and, in fact, will eventually save millions heritage" may have to do with investing in America's future. To many the connection is not obvious. But the connection is important nonetheless. To the extent that investing in the future tends to emphasize technological advances as it should there is a need to assure Commission on Preservation and Access a counterbalancing attention to aesthetics values. To the 1785 Massachusetts Avenue, NW Suite 313 extent that it implies a race through time, there is a need Washington, DC 20036 for a balancing appreciation of history. And to the extent (202) 483-7474 that America's traditional cultural values have helped make America uniquely strong, it is important that these The Commission on Preservation and Access was established in 1986 to foster and support collaboration among libraries and allied values be preserved in order that they may be built organizations in order to ensure the preservation of the published upon as America continues to advance. and documentary record in all formats and to provide enhanced access to scholarly information. .A two paragraph section on NEH [National Endowment for the Humanities] specifically cites preservation activities The Newsletter reports on cooperative national and international preservation activities and is written primarily for university mentioning both the brittle books filming initiative and the administrators and faculty, library and archives administrators, national heritage program to improve conservation in preservation specialists and administrators, and representatives of cultural collections and train conservators.... consortia, governmental bodies, and other groups sharing in the Commission's goals. The Newsletter is not copyrighted; its duplication and distribution is encouraged. From news of the February Meeting of the National Council Patricia Battin - President Martine K. Sitts - Program Officer and on the Humanities: Newsletter Editor, Pamela D. Block - Administrative Assistant, Patricia Cece, Communications Assistant The Commission is accessible via ...With reference to the Endowment's preservation ALANET (ALA2624) and &MET (CPADGWUVM. SI1TS0GW(NM) activities, Mrs. [Lynne] Cheney said that brittle books and electronic mail systems, and by FAX (202) 483.6410. other cultural materials at risk is a world wide problem to which the U.S. response is extraordinary the NEH supported preservation filming project is "the envy of G6 theworid."

NUMBER 22 COMMISSION ON PRESERVATION AND ACCESS APRIL 1990 2 The Problem That Will Not Go Away

By Dr. Larry Silver, Professor Art History Department Northwestern University

Presented February 16, 1990 Annual Conference of the College Art Association New York City

It is difficult to convey the horror that one feels to pick to become brittle with time. We are talking here about most up an important periodical from around 1890 or so, opening of the books and journals that we all useand we are talking the large, well-bound, weighty tome to an important article about them as "endangered species"! about an artist then active or an archive transcribed then for the first and only timeonly to have the page that one Fortunately, some awareness of this problem developed is examining so intently literally crumble into tiny, dusty among leading librarians before we noticed it. A national fragments in one's hands. Knowing that you are the last task force, called the Committee on Preservation and person in that library ever to be able to consult that article. Access, was formed. The Commission has already had Knowing that in libraries in both Europe and America other some success as an advocacy organization. Among its readers are having the same frightening experience. recent achievements is a demand to publishers to print Knowing that in a short time, all trace of that resource will no more books on acid-based paper. Those of you who be gone foreverunless something can be done to preserve are authors of books or journal articles should do your it. best to insist that your immortal words are printed on acid- free paper; otherwise their shelf-life will be dated like the The problem is called "Brittle Books." Because so much produce in supermarkets. of the publishing during the 19th and earlier 20th century was done on inexpensive, wood-pulp paper, it isfilled with The Commission on Preservation and Access has also acid that literally causes it to self- destruct, like the tapes taken on the thankless and weighty task of long-range on the old television show, MissionImpossible. We have planning to deal concretely with the problem of Brittle Books. all seen the same phenomenon with old newspaper Based in Washington, the Commission has begun soliciting clippings, yellowing and tearing despite their undisturbed input from the users of booksincluding CM members. place in our albums. And we have seen the deterioration A small Art History Advisory Committee has been formed, of artworks with such paper, from the drawings on cardboard and it is matched by user groups from related humanities of Toulouse-Lautrec to the newsprint collages of Braque fields, such as History, Modem Languages, and Philosophy. and Picasso. Well, the same peril exists for the other cultural Now, the art historians have tried to make the point that resources of the past couple of centuries onacid paper. we have to worry about the entire visual patrimony from Even where many libraries have stored their heritage of the past two centuries. Not just the scholarly monographs, books with care, the very paper of those books remains catalogues, and journals, but also the innumerable the culprit. publications with graphic art works, especially the classic publications, such as Charivari, The Yellow Book, or Statistics tell a poor story, but they do suggest the breadth Simplicissimus. We try to serve as reminders that for of the problem. About one fourth of the volumes in most architects or historians of the city, possibly every page of libraries can already be described as brittle, that is in critical newsprint is a valuable document. However, not everything condition as patients, and three-quarters or more ofthe can be saved. And out of what can be saved, priorities books in all libraries are on acid-based paper, eventually must be set. It is like playing God, or at least Solomon. 81

NUMBER 22 COMI4ISSION ON PRESERVATION AND ACCESS APRIL 1990 3 But a job has to be done, and you owe it to yourself and conservation of the object, as opposed to preservation of to those who will follow you with similar interests to stand the contents on film or on disk? The Advisory Committee up and let your interests be heard. is trying to plan a broad strategy for preservation, but it needs your help on both the broad scale and on the specifics Are there any principles that can be followed in making of procedures. these selections of priority preservation projects? Maybe. The Advisory Committee has set three criteria as paramount Here is where we are right now. Microfilming is still the in the choice of a work to be preserved: first, its brittleness most practical and durable storage material, especially when or danger of immediate loss; second its rarity, in terms it comes to the issue of flexibility of use (such as of information contained nowhere else; third, its general enlargement, reproduction, and distribution) as far as "importance," however we want to define that term. current technology is concerned. Microfilm can be used as film, used as printout, even used as the source for later One issue that arises immediately is the question of what storage on computer or unknown alternate technology. preservation means, and the Advisory Committee is particularly concerned about the poor quality of current Some of the problems with microfilm reproduction of microfilm technology for preserving visual information from half tones will be special to art history, and they are receiving even simple black-and-white images. The Commission has attention. A new grant-sponsored Task Force will explore been sensitive to that question and is underwriting serious the problems of preservation of drawings, photographs, investigation into both photographic technology and digital maps and other visual imagery in terms of the specific needs storage of information in computerized form. For the of art history types and other students of the visual. One photographic imagery, they are investigating both the fidelity possible solution is the use when necessary of a flexible of half-tone reproduction as well as the age and storage Cibachrome technology used in Europe for color repro- potential of film. There are distinctions that can be made duction on microfilm, with extremely high resolution and here as well. Half-tone reproductions are rare before 1880, subtlety of tones. Digitizing computer imagery is also and the earliest reproductionswoodcuts or lithographs currently being explored; however, despite the explosion do copy fairly well onto film; how they would scan into of technology in this field, storage of visual data remains a computer is not yet clear but should be evident soon. extremely inefficient, even for a single image. Of course, another possibility always exists: conservation, by means of de-acidification or plastic wraps around brittle pages. But it is labor intensive and very expensive, and here the items would have to be picked most carefully. The key to future use will have to be preservation for the most part, saving the information and the imagery both through reproductionon film or on computer disk.

One suggestion that has been raised in the interest of efficiency is to use central collections as starting points for reproducing important holdings in essential early fields of scholarship, such as archaeology. Another suggestion is that reproducing basic periodicals will serve the largest community, beyond the narrower interests of particular fields. Grants are already available for some projects; usually they are proposed by single libraries. And of course, some essential works have already been reproduced in the form of reprints during the 1960s and 70sthese can be easily crossed off the list, though we need to know what that list should be. And you are the ones who stand most to benefitand to loseaccording to how you respond to There is good reason to hope for a central collection this crisis. of preserved material, a new mega-library with wide accessibility. But the key is selectionand soon. If scholars Think about it: what are the essential books, periodicals, and users of art historical material do not respond, then original titles that you most consult? What foundational these difficult decisions will be made by others with different materials in your field of interest would it be most critical needs and different criteria. Future generations depend to lose? In America, even in Europe, what are the libraries upon us today. Those of us connected on your behalf with that you would go to first to answer the questions you cannot the Commission on Preservation and Access eagerly solicit answer at home? What works would yousingle out for your questions and your suggestions.

NUMBER 22 COMMISSION ON PRESERVATION AND ACCESS APRIL 1990 4 NEW PRESERVATION CONCERN: VIDEO RECORDINGS

by Alan Calmes, Preservation Officer, National Archives and Records Administration

[During the November 9, 1989 regional meeting of the Commission with sponsors and members of the Committee on Institutional Cooperation, participants raised concerns about the preservation of information on video tape. To address these concerns, the Commis- sion asked Alan Ca lmes, a member of its Advisory Council. to prepare the following article] information will always be in some kind of digital code rather than in an analog signal as has been the case wail today. In every instance where motion picture film used to be Each time an analog recording is copied there is an increase the information carria, video tape recordings are found in ratio of noise to signal. now. The change has been sudden and the preservation consequences not yet appreciated. The survival of In the near future, preservation of digital video pictures contemporary moving images will depend upon a will become an activity closely associated with the more systematic reaction to this new preservation concern. complex world of computer data preservation, the use of computer storage devices, and constantly changing The advantages of video tape recordings have forced software. New tape formulations with unknown aging producers to abandon the use of motion picture film for characteristics, such as metal particle tape, are likely to the instant playback capability, easy editing, and low-cost replace the more familiar magnetic tape, and new formats of video production. Users like other advantages: fast for high definition television will further complicate matters. forward, stop, reverse, quick and easy to play, no need for screen and projector, compact, easy to mail, familiar TV As it is known today, magnetic video tape for analog format. However, there are long-term disadvantages that video recordings consists of a base of polyethylene must be recognized. Video tape is not a long-lasting medium; terephthalate, commonly called "polyester," and a recording each time it is played it loses some of the picture signal. layer of polyester polyurethane, referred to here to avoid Another major problem with the preservation of video confusion as "polyurethane." Some tapes are also back- recordings is not so much the life-expectancy of the tape coated. Polyester is dimensionally stable, which is important but the obsolescence of the machinery necessary to read for consistent tracking, strong, and long-lasting. Polyure- the tape. Once a format has been abandoned, machinery thane is durable, which is important for resisting wear by will rapidly become scarce and even spare parts will become contact with the video-machine reading head. The difficult to find after a few years. polyurethane layer is called the "binder" for it binds in place the ferromagnetic particles which hold the signal which is A particular video tape format requires a particular the source of information to the machine for generating machine for playing. Since 1956 over 30 different formats a picture. Lubricants also are placed in the binder to prevent have been used, each requiring a special machine. Most friction. The back-coating, usually of polyurethane, prevents of these have been professional, educational, and industrial static. The chemical formulations for each layer vary from formats. There are only 3 consumer formats: Beta (tm), one manufacturer to the next; they are industrial secrets. VHS (tm), and 8 mm. The manufacturer will not stockpile It is a challenge to the professional and consumer alike spare parts for old machines; those out in servicehave to judge which tape is best. a meantime to failure of only about 2000 hoursof playing time. Beta (tm) spare parts, for example, are already scarce. The U.S. Consumer Reports have evaluated tapes for dropouts, noise, dynamic range, and bandwidth, but not Standards will not prevent the proliferation of incompat- for durability and longevity. There are differences in the ible formats. The many formats created during the past performance of tapes and certainly there are differences 30 years were produced according to standards. The new in longevity. Higher quality tape may give better performance digital formats, however, may provide for re-copyingof but not necessarily better life-expectancy. During the tape images without degradation of image quality, since the manufacturing process, despite industrial quality control c-, 1/4.)

NUMBER 22 COMMISSION ON PRESERVATION AND ACCESS APRIL 1990 5 procedures, some tapes will be flawed. Flaws can lead to difficulties, such as drop-outs. Some off-brand tapes may be manufactured with recycled polyester; some even may be reused tapes.

Accelerated aging of tape samples have been carried Tips on Extending the Life of Video Recordings out by the U.S. National Institute of Standards and Use professional 1"C format to generate a preservation Technology (NIST, formerly National Bureau of Standards) master. for the National Archives. NIST estimates the useful lifetime of digital computer tapes to be about 20 years when Use commercial VCR for user reference copy. Do not use high compaction systems, because hardware precision maintained in ambient environmental conditions. (Currently, increases with compaction, as the tape tracks are very close video tapes and computer tapes are similar magnetic tapes.) together. Only use brand-name tapes. Avoid extended play, thin tapes. Always use a new tape. Use a tape-certifying machine Considering the system as a wholemachine and to weed out flawed tapes. Record at standard speed or fastest mediumprofessionally produced video magnetic tape speed available. Rewind at slow speed before storage and before playing. Rewind in the same environment as the storage recordings may have a life-expectancy of 15-30 years under environment before storage and same environment as controlled storage conditions, careful handling, infrequent operating equipment before recording or playing. Tension must playback, and maintenance of a serviceable machine. The not be too loose nor too tight. tape should be re- tensioned before playback andre-wound evenly. The tape head and tape must be clean. The distance Monitor the condition of tapes: look for edge damage and residues on surface. Recopy when deterioration is noted and/ between the video head of the player! -.:corder and the tape or when the format is obsolete. Differentiate between the master itself is only about .02 mils. A fingerprint can leave as much copy and use/distribution copies. Produce the master copy as a .6 mils film on the tape, which canpush the read/ under controlled operations and environment. Designate a write head away from the tape, resulting in a loss ofsignal. repository to be responsible for the preservation of the master Dust particles are huge in comparison with the reading copy. Only use the master to make distribution copies;ideally, this should be done rarely. Rewind the master on slow speed gap and may gouge into the surfaceof the tape; this is every few years. A special re-wind machine should be used. called a "head crash." Most importantly, relative humidity should be kept stable and Normal library environment is likely to have highand low, the lower the better, but not below 30% relative humidity 4* fluctuating relative humidity, which is detrimental to tape, (RH), and never above 55% RH. Once a relative humidity level has been chosen, say 40% RH, then it should not vary more resulting in embrittlement of the tape. If care is not taken than an average of plus/minus 5% RH during a 24 hour period. to wind the tape evenly, to keep the readinghead clean Tapes may be conditioned to 40% RH at storage temperature and to wipe away residues from tape surfaces, the tape and sealed in foil-lined bags, in which case only the temperature will become damaged and the system as a wholewill need be maintained exactly. Temperature is equally important become degraded: a damaged tape will damagethe and should be stable and as low as possible, but not below freezing and never above 23 degrees C (73 degrees F). Minor machine and a damaged machine in turn will damage tapes. fluctuations such as an average plus/minus 2.8 degrees C (5 degrees F) are permitted during a 24 hour period. With consumer video products, it is difficult tocontrol the tape guide, speed, and tension. A professionalrecorder/ The tape and the machine should be conditioned to the same environment. The air must be clear, andfree of pollutant player, on the other hand, is designed specifically toprovide gases, especially those from cil-based paints,insecticides, for control over these variables. A professionalvideo perfumes, cigarettes, and chemical cleaners. There should be recorder, however, costs about 100 times morethan a no dust or smoke present in the storage oroperating consumer VCR. environment. Even short term inappropriate environmental conditions can contribute to the degradation of the tape and With present technology, the only way to guaranteethe its magnetic signal. long term (100+ years) preservation ofvideo images is to One must avoid subjecting tapes to shocks of rapid and copy them to black and whitemotion picture film and store extreme temperature/relative humidity changes, especially the film in a cool, dry pollutant free environment.One can upon reading the tape on a reader. Beforeusing tapes that color film for medium-term (50+ have been shipped, re-equilibrate them 24.48 hours in the same copy the video images to environment as the video machine. years) preservation. In cold storage (0.0 degreesC) color images can survive long term. A future methodof preserving video recordings may be to copy analogvideo to digital video and thereafter copy the digital tapeperiodically to keep up with changing technology and toavoid being left with a tape that can not be read by existingmachines.

APRIL 1990 NUMBER 22 Commission ON PRF_SERVATION AND ACCESS 6 RECENT ADDITIONS TO COMPLIMENTARY ANOTHER COMMISSION SPONSOR MATERIALS AVAILABLE FROM THE Wesleyan University has joined with 34 other academic COMMISSION institutions to help sponsor the Commission's activities. The support of the higher education and research library The following have been added to the Commission's supply community is a vital component of the Commission's of materials available at no cost upon written request to capacity to facilitate national and international initiatives Trish Cece, Communications Assistant. Please let us know for the preservation of our scholarly resources and written what use you are making of these materials when you send heritage. your request.

Reprint from The 5ottom Line, Volume 3, Number 4, "Fiscal Currents: , eservingOur Crumbling Collections An Interview with Patricia Battin," by Betty J. Turlock. Published ARL TO DEVELOP by Neal-Schuman Publishers, New York City. A two-page DESCRIPTIVE PRESERVATION MODELS interview on the scope and costs of the brittle books agenda. The Association of Research Libraries (ARL) will be developing descriptive models of preservation programs in Reprint from Research Update, Winter 1990, "Preserving academic libraries, under a grant award from the H.W. Our Intellectual Record: An Exercise in Mutability," by Tina Wilson Foundation. The project will make available L. Creguer. Published by University Microfilms International, descriptive and quantitative information about preservation Ann Arbor, MI. An eight- page overview of progress and staffing, program components, and expenditures in ARL techniques for preservation. libraries. As designed by the ARL Committee on Preservation of Research Libraries Aaterials, the project is expected to allow a thorough analysis of the various preservation activities needed to confront the challenge of preserving research resources. In addition, ARL expects to develop benchmarks and statistical profiles for differing levels of preservation program development.

Especially for publishers, provided to the Commission by Working with ARL staff are Jan Merrill-Oldham, Preservation the National Information Standards Organization: Camera- Librarian, University of Connecticut; Carolyn Clark Morrow, ready copies in various sizes of the "infinity" symbol Preservation Librarian, Harvard University; and Mark Russo, used to designate use of permanent paper and copies of Preservation Librarian, University of Delaware. Also the ANSI standard for permanence of paper for printed participating as the project's advisory committee are three library materials, which provides guidance on how members of ARL's standing committee on preservation: publishers can comply with the standard and how they can Scott Bennett, Director of Libraries at Johns Hopkins place the statement and infinity symbol in their publications. University; Carole Moore, Chief Librarian at University of Toronto Libraries; and William Studer, Director of Libraries at Ohio State University. Patricia McClung, Associate Director for Programs, Research Libraries Group, is serving as a liaison. ARL plans to publish the project's results in These are not books, lumps of lifeless paper, but Fall 1990. minds alive on the shelves. From each of them goes out its own voice. ..and just as the touch of a button on our set will fill the room with music, U.C. BERKELEY SITE OF so by taking down one of these volumesand THIRD REGIONAL. MEETING opening it. one can call into range the voice of a man far distant in time and space. and hear him The Commission will be holding its third regional meeting speaking to us, mind to mind, heart to heart" with sponsors and other interested institutions this time By Gilbert Highet, from Advertising and on the West Coast. The July 9 meeting will be held at the Marketing Hews University of California at Berkeley. Previous regional meetings have been held in Chicago and New York City.

NUMBER 22 COMMISSION ON PRESERVATION AND ACCESS APRIL 1990 7 SUBSCRIPTION REMINDER

A primary purpose of the Commission is to establish a that are members of the Association of Research Libraries two-way communication link with university administrators, and the Oberlin Group receive TWO copies of this scholars, government officials, library directors, and key newsletter, sent separately by non-profit bulk-mail rate. A library staff members to help shape national preservation copy can be distributed within your institution to staff initiatives. With that goal in mind, this newsletter is produced members, college/university administrators, and others who and funded to provide a direct, regular information flow are interested in national and international preservation among individuals actively concerned with preservation efforts. The newsletter is not copyrighted and may be freely issues. To keep our costs at a reasonable level, the reproduced. To help us control our mailing costs,please circulationis controlled to reflect the above primary send address corrections to: Trish Cece. Communications audiences. We are not able to provide complimentary copies Assistant. to Serials Departments for processing. Directors of libraries

MAY 1990 NUMBER 23 NEWSLETTER

SCHOLARS DISCUSS PRESERVATION ISSUES readily agreed that a good start on the preservation problem might be made by filming large parts of certain outstanding IN MEDIEVAL STUDIES collections. This approach only underscores the importance On March 25 and 26 the Commission cosponsored a of bibliographic control of the preserved materials for the colloquium at the University of Notre Dame on preservation purposes of subsequently filling gaps in the initial pass issues in medieval studies. The colloquium brought together through the stacks. some 15 scholars who specialize in studies of the Middle Ages for two days of intensive discussion of this many- The Medieval Institute and the College of Arts and Letters faceted field. Medievalists from Canada as well as the United of the University of Notre Dame and The Medieval Academy States attended, and observers from the Commission, The of America were cosponsors of the colloquium. Dr. Mark Research Libraries Group and the National Endowment-for Jordan of The Medieval Institute served as its chair. the Humanities also were present.

Although the primary materials of medieval studies are often on linen, parchment or similar durable materials, the vast body of medieval studies scholarship flowered in the 19th FEBRUARY 28 - MARCH 1, 1991, DATE century, virtually coinciding with the era of acid paper. FOR ENVIRONMENTAL CONDITIONS COURSE Accordingly, not only are great works of interpretive scholarship at risk of embrittlement, but so too are essential The Association of Physical Plant Administrators of research tools such as indices, monumenta, manuscript Universities and Colleges (APPA) has announced the exact catalogues and series of special editions. Much of the date of February 28March 1, 1991, for the upcoming course scholarly work produced in Europe during the last half of on environmental conditions for libraries and archives. The the 19th century was printed on highly acid paper. 1 Vz-day event, being developed in cooperation with the Commission, will be held at the Holiday Inn, Capital Hill, Furthermore, Medieval Studies is an interdisciplinary (or in Washington, DC. Participation is limited to 150, with the multi-disciplinary) field in the sense that the primary works course designed for teams of librarians/archivists and plant were produced before contemporary disciplinary boundar- managers from an institution, as well as individuals. A major ies had been developed. Medieval Studies, as a field, goal is to foster more productive working relationships encompasses history, literature, philosophy, theology, art, between librarians/archivists and plant administrators, so medicine, science, linguistics and economics, among other as to improve environmental conditions of library and disciplines. Both the primary materials and the secondary archival materials. work can be classified in any one of several modem disciplinary categories and hence the materials of interest In addition to working sessions on such topics as standards to medieval scholars can be spread widely over almost the implementation and maintenance issues, APPA expects to entire library. There are also interdisciplinary publication arrange tours to sites of preservation work, such as the patterns, with the result that only parts of long serial runs Smithsonian Institution. For further information on course content and registration, contact Kathy Smith, Director of may be of interest to medievalists, and journal titles assuch are not good indicators of scholarly relevance.This Educational Programs, APPA,.1446 Duke Street, Alexandria, dispersion of materials across a very wide spectrum of VA 22314.3492. classifications in most libraries presents certain special problems of bibliographic control as well as strategic issues Planning Task Force members from the Commission are: Patti McClung, Research Libraries Group; Joel Clemmer, Macalester College; and Don in the logistics of preservation. Kelsey, University of Minnesota. Assisting from APPA are Michael League (Director. Office of Plant Service), William W. Moss (Director of Archives), On the other hand, there are not very many large collections Richard L Siegle (Director of Facilities), and Nancy Gwinn (Assistant of medieval materials and the colloquium participants Director. Collections Management)all of the Smithsonian Institution.

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036(202) 483-7474 Focus ON ARCHIVES

The archival community now faces unprecedented and programs and activities; (4) Identify and promote the use overwhelming challenges in their efforts to develop of systematic selection procedures for appropriate affordable strategies to preserve the "articulate audible voice preservation strategies; (5) Encourage the development and of the Past." Although there are many similarities in dissemination of technical standards for preservation preservation policies and practices for library and archival processes; (6) Facilitate access to preserved collections; collections, the enormity of the impact of acid paper on and (7) Support research and dissemination of research our literary,historical, and governmental archives far findings on archival preservation and related topics. exceeds the dimensions of the brittle books challenge and will require unprecedented cooperation and coordination The task force expects to draft a three-year plan by the among traditionally autonomousorganizations and SAA annual meeting in August. The task force consists agencies. This special section 'Aighlights some of the current of seven members: Christine Ward, New York State Archives efforts to integrate archives into the nationally coordinated and Records Administration, co-chair; Howard Lowell, preservation agendaa major initiative for the Commission Delaware State Archives, co-chair; Margaret Child, during 1990.1991. consultant; Anne R. Kenney, Cornell University Library; Paul McCarthy, University of Alaska, Fairbanks Libraries; Lisa Fox, Southeast Library Network (SOUNET); Paul Conway, PRESERVATION PLANNING UNDERWAY National Archives and Records Administration; and Karen Garlick, Chair, SAA Preservation Section (ex-officio). BY SOCIETY OF AMERICANARCHIVISTS A one-day meeting of the Society of American Archivists' A full report of this initial meeting of the Task Force will (SAA) Task Force on Preservation was hosted by the appear in the July issue of the SAA Newsletter.Comments Commission on March 28. After reviewing the planning or questions about SAA's preservationplanning initiatives document, "Preserving History's Future" (published in the can be addressed to any of the above. January 1990 SAA Newsletter), the task force turned its attention to examining specific initiatives and identifying projects for immediate action from each of the seven objective areas: (1) Increase public commitment to preserve ARCHIVISTS. STATE LIBRARY AGENCIES and use the historical record; (2) Support comprehensive education and training programs; (3) Support the TO RECEIVE NEWSLETTER development of comprehensive preservation management in response to a request from The Council of State Governments, the members of the National Association of Government Archives and Records Administrators (NAGARA) and the Chief Officers of State Library Agencies The Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 313 (COSLA) are being added to this newsletter's mailing list. Washington, DC 20036 According to the Council office, NAGARA and COSLA (202) 483-7474 members are "deeply involved on a daily basis with preservation issues at the state level." The Commission on Preservation and Access wasestablished in l';86 to foster and support collaboration among librariesand allied organizations in order to ensure the preservationof the published and documentary record in all formats and toprovide enhanced access to scholarly information. SPECIAL ISSUE OF AMERICAN ARCHIVIST TO

The Newsletter reports on cooperative nationaland international ADDRESS PRESERVATION ISSUES preservation activities and is written primarilyfor university The summer 1990 issue of AmericanArchivist will be a administrators and faculty, library and archivesadministrators. of preservation representatives of special one devoted entirely to the subject preservation specialists and administrators, and such issues as consortia. governmental bodies, and other groupssharing in the in an archival setting. Articles will examine Commission's goals. The Newsletter is not copyrighted: itsduplication the national preservation context, internationalinitiatives, and distribution are encouraged. research and development, planning, preservationof non- textual records, and lessons from librarypreservation Officer and Newsletter Patricia Baffin President: Maxine K. Sitts Program programs. Contributorsinclude archivists, librarians, Editor; Pamela D. Block Administrative Assistant; Patricia Cece accessible via ALANET conservators, and representativesfrom organizations Communications Assistant The Commission is Anne R. (ALA2624) and B1TNET ([email protected]@GWUVM) electronic devoted to the preservation of research materials. mail systems. and by FAX (202) 483-6410. Kenney, Cornell University, will serve as the guesteditor of this issue. 88 ACCESS MAY1990 NUMBER 23 THE COMMISSION ON PRESERVATION AND 2 RLG TO FILM 25 ARCHIVAL COLLECTIONS NAGARA 1990 WORK PLAN UNDER NEW NEH GRANT INCLUDES PRESERVATION OF Twenty-five endangered archival collections important to STATE ARCHIVAL HOLDINGS research in American history will be filmed and made widely available by The Research Libraries Group (RLG) under A nine-point 1990 work plan of the National Association a $724.814 grant from the National Endowment for the of Government Archives and Records Administrators Humanities. According to RLG, the three-year Archives (NAGARA) published in the Winter 1990 issue of the Preservation Microfilming Project is the first of its kind. NAGARA Clearinghouse includes a provision for promoting Thirteen RLG members in nine states will preserve brittle the improved preservation of state archival holdings. As or badly deteriorated materials from collections that are part of the plan, all states will receive a sell- study manual significant both regionally and nationally. Participants are that provides a framework for assessing archival preser- committed to making the resulting two million frames of vation needs and developing plans to meet those needs. microfilm available through duplication or interlibrary loan. The self-study also is expected to be partially applicable Records for the filmed materials will be entered into RUN, to non-government archival settings. The manual has been allowing researchers expanded access to them. developed at the Georgia Department of Archives and History. NAGARA also will be cooperating with other Project participants are: Brigham Young University; Brown University: Cornell University; Emory University; Stanford University-Hoover Institution archives organizations on preservation issues, including on War, Revolution and Peace; The New York Historical Society; The New encouraging the use of non-acid paper for government York Public Library-, New York University; the University of Florida; the records. University of Michigan (Bentley Historical Library); the University of Minnesota; and Yale University.

FEDERAL REPUBLIC OF GERMANY HOLDS PERMANENT PAPER SYMPOSIUM

...... -6',....,.4,ir...,..r:_,.,_- ,...... - E. .., ,,,,,...,,,,...,-.-...... d--...B.bbr...." Neues Papiersoil den ,,,,Bon-,....,....--...r. ,,Saurefrafr stoppen MillionenVe ituchecruis..,.,=...... al. - ...... =r..a:

...... -...-....-,...---.._,..= versa e ...... --...... ":,....--,...-- :;?N. WIN,AINEr sal...Ma 1116 ma ate`. mit Gategewi dm MIMe.....:= "'".s':.- .In.waa/ a ow= 1.4Now a- ...... *OW *kr 11...... /. ...EN The symposium received a large amount of press coverage by newspapers throughout the country.

International Project Program Officer Hans Rutimann The purpose of the symposium was stated as follows: recently was invited to attend a symposium on permanent paper held by the Deutsche Bibliothek and its "Gesellschaft Recently, awareness of the threat of deterioration of acid- fur das Buch" (Association for the Book). The February containing publications and thus the necessitytofind 14 symposium included more than 40 participants solutions to this problem has increased worldwide. In librarians, archivists, publishers, paper manufacturers, the libraries of the Federal Republic of Germany alone booksellers, printers and government officials. All were there approximately 26% of the book collections. i.e., 40 million to discuss strategies for the improvement of paper in the volumes. must immediately undergo treatment for Federal Republic of Germany. The following excerpts from preservation. The Deutsche Bibliothek commissioned the Rutimann's report to the Commission seem of particular Battelle Institute to conductasurvey of existing mass interest to this newsletter's readership. deacidification procedures. the results of which are now available (Ed. Note: See the Commission on Preservation * * VJ and Access publication: "Mass Deacidification Proce-

NUMBER 23 THE COMMISSION ON PRESERVATION AND ACCESS iskfror 1990 3 dures for Libraries and Archives: State of Development andPerspectives for Implementationin the Federal e owe it to ourselves to produce better paper, Republic of Germany," by Peter Schwerdt. September not only for the good of our culture but also 1989.] to honor our craft" a self-identified -paper man" and conference In view of the extremely high costs for mass preservation, participant this can, however, not remain the long-termprocedure for safeguarding the cultural heritage. It is now urgently necessary to think about future use of acid-free, age- Since the acidic manufacture of paper and the use of resistant paper and to support initiatives in that direction. wood pulp considerably hasten the paper's deterioration, Thus, it ought to be determined whether and under what the conference participants requested a marking system conditions German publishers, writers, and organizations for paper used in book printing. The mark would identify can follow the example of publishers and writersin the for printers, publishers, and book buyers the paper's United States and commit themselves to print in the future qualitiese.g., whether or not it contained wood pulp. It at least part of the publications on acid-free. age-resistant was suggested that following the American example, the paper and to mark it accordingly... . mathematical symbol of infinity could be used, if there were no legal restrictions.

...[T]he cost of treatment per book is expected to be DM 10-15 and therefore some DM 100 million will have to The participants agreed that in view of the endangered be allocated over the next 20 years. There will be no shortage age resistance of paper, quality specifications are necessary of books to be treated: Even though the Deutsche Bibliothek. for book printing. According to current knowledge, the founded in the late 40s, estimates that only about 3% of following should be required: its books need treatment, most other West German libraries 100% bleached cellulose without pulp fibers; report a figure closer to 30 %... . a pH-value of 7.5 to 9 (7 being the neutral condition); a calcium carbonate buffer of at least 3% as an additional Among the recommendations formulated by the partici- protection against damaging environmental influences. pants and presented in a public setting following the symposium: When a book fulfills the above requirements, and the marking system is used, the Deutsche Bibliothek will so Books are carriers of the cultural heritage and therefore, state in its bibliographic records, thereby giving book of the utmost importance. For this reason, the symposium dealers, libraries, and book buyers a clear indication of participants strongly support the long-term safeguarding of quality. The participants agreed that future European the printed word. Community regulations should reflect this policy.

The participants believe that age-resistant books can be The participants agreed that further research is necessary produced by means of modem technologybut only if a concerning the age resistance of papers and their book is considered the sum of its parts, from the specifications. They urged responsible governmental manufacture of paper to the printing process to storage. agencies to initiate and support appropriate research.

The Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington. DC Permit No. 3611

90 ISSN 1045-1919 THE COMMISSION ON PRESERVATIONANDACCESS

JUNE 1990 NUMBER 24 NEWSLETTER

Preservation Education Task Force members are; David B. Gracy II, PRESERVATION SEMINAR Professor, Graduate School of Library and Information Science, University FOR LIBRARY EDUCATORS of Texas at Austin; Beverly P. Lynch, Dean, Graduate School of Library and Information Science, University of California, Los Angeles; Sally Roggia, Library directors, preservation specialists, andlibrary Adjunct Professor, School of Library and Information Science, University educators will exchange perspectives regarding ways to of Wisconsin- Madison; Sally Buchanan, Adjunct Professor, School of integrate preservation into lib:ary school educationduring Library and Information Science, University of Pittsburgh; Carolyn Harris, be held Assistant Professor, School of Library Service, Columbia University; and the Preservation Seminar for library Educators to Deanna B. Marcum (chair), Dean. School of Library and Information August 2-4, 1990 at Wye Plantation, MD. (SeeJanuary 1990 Science, Catholic University of America. newsletter for background information.)

Among the questions to be discussed overthe three days are: What do library directors wantlibrary school graduates to know when they come to work in aresearch library? serve as the new electronic infrastructure of specialists? Tohe university, the library must reevaluate its ...What does the future hold for preservation most traditional assumptions and become part of ...What do educators need to make it possible toinclude preservation in general courses? The seminar will serve as a seamless web of information providers... . for further Comrnis- Article by Patricia Battin, "The Real Electronic Library," a forum to develop recommendations in Information Technology Quarterly (Spring 1990, pp. sion action. In addition, a report will beprepared for wide 4.8), published by Harvard University, Office for distribution. Information Technology, 50 Church Street, Cambridge, MA 02138. In addition .o members of the Commission'sTask Force on Preservation Education,those invited to attend the seminar are:

Library Directors: Kathleen Moretto Spencer,Franklin and COMMISSION PUBUSHES UPDATED Carolina, Marshall College; James Govan, University of North INFORMATIONAL BROCHURE Chapel Hill; Joseph Rosenthal, University ofCalifornia, Berkeley; Joanne Euster, Rutgers University; andMichele The Commission has just published an updated brochure Cloonan (for Merrily Taylor), Brown University. that describes the Commission's purpose and initiatives for 1990-91. The brochure calls attention to: the Brittle Books Library Educators: Josephine Fang, SimmonsCollege; program; selection of materials for preservation; research Judith Serebnick, Indiana University; Lois Upham,University and projectsintechnology; improvement of the quality of materials being produced now and in the future; collab- of South Carolina. oration with existing groupsincluding archivesto Archivists: Brenda Banks, Georgia State Archives;Nicholas accomplish the preservation agenda; establishment of an Burckel, Washington University. international database of preservation records; integration of preservation into libraries, archives and library school Networks/Consortia: Bonnie Jurgens, AMIGOS; Lisa Fox, education; and expansion of the public's access to preserved SOUNET. materials.

Patricia Battin will represent the Commission atthe event, The brochure also lists the Commission's sponsors, which is being developed under a Commission contract members, committees and task forces. It is available upon with the Catholic University School ofLibrary and written request to Trish Cece, Communications Assistant. Information Science, with assistance from theTask Force If you're requesting multiple copies, please let us know how on Preservation Education. you plan to use them.

1785 Massachusetts Avenue, N.W., Suite313, Washington, D.C. 20036(202) 483-7474 WORKING MEETING ON INTERNATIONAL Reinhard Spitler, Deutsches Bibliotheksinstitut, Berlin, Federal Republic of Germany REGISTER OF MICROFORM MASTERS Wolfgang Wachter, Director of Conservation, Deutsche As part of the International Project supported by The Andrew BUcherei, Leipzig, German Democratic Republic W. Mellon Foundation, the Commission held a working Osterreichische Nationalbibliothek, Vienna, Austria meeting on the development of an intematior-Al register of microform masters May 13-16, in Zurich, Switzerland. With a basic objective of developing an international online (See February 1990 newsletter for background information.) compatible database of bibliographic records of preserved Participants were those individuals with national responsi- items, the meeting participants first looked at the status bilities for planning and implementing bibliographic control and numbers of records available and projects in progress. for reformatted materials. They also analyzed obstacles to creating such a shared database and examined possible specifications and The institutions and representatives expected at the event standards for its operation. Possibilities for database included: coordination and management, economics, and other Jean-Marie Amoult, Director of Preservation, operational mechanics also were discussed. It is hoped that Bibliotheque Nationale, Paris, France the group will develop a set of recommendations to the Peter Baader, Director of User Services, Commission regarding general problem areas and specific Deutsche Bibliothek, Frankfurt am Main projects for future action. David Clements, Director of Preservation Services, British Library, London, England Tom Delsey, Director, Acquisitions and Bibliographic ur books and journals are designed not just Services Branch, National Library of Canada, for data retrieval, but for browsing, thinking, Ottawa, Canada reading, and connections between people and Guadalupe Lopez, Director, Technical and ideas..Access means more than mere physical Bibliographical Services, Biblioteca Nacional, location. It means the connection of ideas to people. Caracas, Venezuela Patricia Glass Schuman, "Reclaiming Our Ulrich Montag, Director of User Services, Technological Future," Library Journal, Bayerische Staatsbibliothek, Munich, March 1, 1990; pages 37-38. Federal Republic of Germany Monika Richter, Coordinator of the German Microfilm Project, Stadt- and Universitatsbibliothek, Frankfurt am Main, Federal Republic of Germany CANADIAN BROADCASTING CORPORATION Heiner Schnelling, Director of the Universitatsbibliothek, AIRS "TURNING TO DUST" Justus-Liebig-Universitit, Giessen, Federal Republic of Germany On March 14 the Canadian Broadcasting Corporation aired "Turning to Dust," a program about the preservation of brittle books, as part of the series, "The Nature of Things." The Commission's consultant for the International Project, The Commission on Preservation and Access Hans RUtimann, was featured in the documentary, and 1785 Massachusetts Avenue, NW Suite 313 several United States preservation organizations including Washington, DC 20036 (202) 483-7474 the Commission were cited in the closing credits as contributors. The 60-minu'e program is available on VHS, The Commission on Preservation and Access was established in Beta or 3/4-inch format. It also is expected to be shown on 1986 to foster and support collaboration among libraries and allied cable channels in this country. For ordering information, organizations in order to ensure the preservation of the published contact CBC Enterprises, Educational Sales, Box 500, and documentary record in all formats and to provide enhanced access to scholarly information. Station A, Toronto, Ontario, Canada, M5W 1E6; (416) 975- 3505. The Newsletter reports on cooperative national and international preservation activities and is written primarily for university administrators and faculty, library and archives administrators, COMMISSION MEMBER NAMED preservation specialists and administrators, and representatives of COLLEGE LIBRARIAN consortia, governmental bodies, and other groups sharing in the Commission's goals. The Newsletter is not copyrighted; its duplication Richard De Gennaro, director of New York Public Library, and distribution are encouraged. has been named the Roy E. Larsen Librarian of Harvard College, effective June 1. De Gennaro, who is a member Patricia Battin - President: Maxine K Sits Program Officer and Newsletter of the Commission, has been with New York Public Library Editor; Pamela D. Block - Administrative Assistant; Patricia Cece Communications Assistant The Commission is accessible via ALANET since 1987, and before that time was director of libraries (ALA2624) and IRMO' (CPA@GW(NM, S11TS@GWUVM) electronic at the University of Pennsylvania for 16 years. His new mail systems, and by FAX (202) 483-6410. position will entail the management of more than 7.5 million volumes, 67 individual libraries, and a staff of 400.

NUMBER 24 THE COMMISSION ON PRESERVATION AND ACCESS JUNE 1990 2 PRESERVATION MICROFILMING SERVICES EXPAND 1\1 ature and books belong to the eyes that see 1 lthem. Three preservation microfilming organizations have Ralph Waldo Emerson announced expanded services over the past several months, Essays: Second Series in support of nationwide initiatives to step up efforts to capture, store, and provide access to the embrittled materials in libraries and archives. On March 1, 1990, the Mid-Atlantic Preservation Service (MAPS) in Bethlehem, PA, moved into a new micrographics laboratory that includes 26 cameras, COLLEGE LIBRARIES COMMIT EE SUPPORTS two high-volume film processors, and separate duplication CENTRALIZED MICROFORM STORAGE facilities for silver and diazo films. MAPS also added a specially designed vault for storage of up to 400,000 printing AND ACCESS masters. (Archives masters will not be accepted for The College Libraries Committee expressed strong support permanent storage.) for centralized microform storage and access services during its fourth meeting on April 23. Since college libraries Earlier this year, University Microfilms International (UMI) are expected to be among the primary users of preservation in Ann Arbor, MI, announced the creation of a new microfilm, they would prefer to deal with as few sources Preservation Division to serve the needs of librarians and as possible when purchasing materials, according to the other institutions working to preserve brittle books and committee, which urged the Commission to move forward newspapers. The division is dedicated to microfilming with explorations of such services. material in danger of irreparable damage due to brittleness. The committee also declared its support for the environ- Research Publications (RP) in Woodbridge, CT, also has mental conditions course for librarians/archivists and plant moved into the field of custom preservation microfilming, managers, to be held by the Association of Physical Plant with its announcement of a "full range of...services." RP Administrators (APPA), February 28-March 1, 1991, in is providing physical and editorial preparation services, as Washington, DC. The course is being developed in well as duplication and distribution of reader copies and cooperation with the Commission. cataloging records. Louise Sutherland from the Office of Library Programs of the U.S. Department of Education met with the committee RETROSPECTIVE PRESERVATION MICROFILM to discuss Title IIC preservation grant possibilities. In an RECORDS BEING MADE AVAILABLE effort to encourage a higher number of preservation-related applications for this program, she explained eligibility ON RUN DATABASE requirements and the process of grant selection. A 1986 Locating records of preservation microfilm created between amendment makes it possible for libraries that do not qualify 1965 and 1983 and obtaining copies of them will become as a "major research library" to be eligible based on special much easier over the next several months, as the Research collections in their holdings. Libraries Information Network (RUN) adds records from the National Register of Microform Masters (NRMM) to its In other developments, the committee is publishing a regular online database. A hefty 15 percent of the 400,000 NRMM column in College and Research Libraries News to further records have been added to the network and are now spread knowledge about preservation activities to college available for searching. The loaded records include all main and university library personnel beyond its immediate entries beginning with the letters "A" and "B," through contacts. The committee also is developing a workshop "Beal." As records are added to the database, they receive for college librarians with parttime responsibilities for new information that enables searchers to determine which preservation in a joint effort with SOLINEf. As it now stands, institution holds the master negative, so that they can be the workshop is planned for seven days in July 1991 in contacted for a copy of the film. Atlanta. Although the exact cost has not been set, it is expected to be about $1200. The next College Libraries Libraries currently doing preservation microfilming will Committee meeting is scheduled for Monday, December benefit from the new online capability, since the time 3, 1990. required to search through listings of available microfilms in order to avoid duplicate filming is expected to be reduced Members of the College Libraries Committee are: Willis E. Bridegam, by more than 50 percent. The 400,000 NRMM records will Librarian, Amherst College; Barbara J. Brown, University Librarian. join another 370,000 records for microfilm master negatives Washington & Lee University Joel Clemmer, Library Director, Macalester College; David Cohen, Director of Libraries, College of Charleston; Caroline already in the RUN system. These include records from M. Coughlin, Library Director, Drew University Michael Heeuser, Director RLG members, other RUN users, OCLC the British Library, of Learning Resources and Head Librarian, Gustavus Adolphus College; University Microfilms International, and the American Jacquelyn M. Mortis, College Librarian, Occidental College; and Kathleen Theological Library Association. M. Spencer (chair), Library Director, Franklin & Marshall College.

NUMBER 24 THE COMMISSION ON PRESERVATION AND ACCESS JUNE1990 3 PANELISTS REVIEW PROPOSAL ON MASS GIANT BRITTLE BOOK EXHIBIT DEACIDIFICATION FOR LIBRARY OF CONGRESS HITS THE ROAD The Library of Congress (LC) recently convened ten The Giant Brittle Book exhibit was featured at the grand preservation professionals to review a request for proposal opening of the Washington Research Library Consortium (RFP) for mass deacidification of its paper-based book and (WRLC) on March 31 in Lanham, Maryland. "Slow Fires: document collections. The panelists, who included Patricia On the Preservation of the Human Record" also was shown Battin, were asked to comment on the technical perfor- at the event University officials, library directors and federal, mance requirements and to suggest improvements. LC's state and county politicians were among those present. efforts in saving brittle paper are three-fold, according to WRLC is an inter-university collaborative effort that supports a recent statement: encouraging the manufacture and use the acquisition, organization, access, and dissemination of of permanent paper, microfilming, and in the future, mass information and library resources and services. Its mission deacidification. includes planning and implementing a program of preservation and conservation of informational materials.

Last month the exhibit traveled to Atlanta, Georgia, at Southeastern Library Network's (SOLINET) Annual MEDLINE AND INDEX MEDICI'S IDENTIFY Membership Meeting on May 3 and 4. The meeting focused PERMANENT PAPER on "Libraries and Networks: Threshold of a New Decade." In January 1990 the National Library of Medicine began The brittle book exhibit also headed north to the Mid-Atlantic to identify journals indexed in MEDL1NE and Index Medicos Regional Archives Conference (MARAC) on May 18 in New that are printed on alkaline paper. The notation "ACID- Brunswick, New Jersey. The theme of the meeting was FREE" appears after the ISSN of the journel. The "Preservation in the Nineties." Maxine Sitts chaired a announcement was reported in the January-February 1990 discussion panel on "Cooperative Preservation Initiatives" issue of the National Library of Medicine News. during the conference.

The Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611 ISSN 1045-1919 THE COMMISSION ON PRESERVATION ANDACCESS

JULY 1990 NUMBER 25 NEWSLETTER

NEW REPORT AVAILABLE ONCHOOSING published literature, other PROCESSES In addition to the generally available MASS DEACIDIFICATION resources about massdeacidification include: Technical and scientific information tosupport decision making by libraries and archivesinvestigating mass 1) Karen Turko, Head of PreservationServices at the University of Toronto Library, has written an as yetuntitled paper that deacidification as a preservation alternativeis provided in discusses the management decisions thathave to be taken in from the Commission.Technical a May 1990 publication terms of collection evaluation,selection of materials, materials Considerations in Choosing MassDeacidification handling, and financial issues. It will bepublished this month by Processestakes a scientific stance, advocatingthe most the Association of Research Libraries(ARL). For more information Hampshire Avenue, NW, Washington, conservative path to making decisionsand giving the safety contact ARL at 1527 New of the collections the highest priority.A basic assumption D.C. 20036: (202) 232-2466. will be perfect. is that no existing or future mass process 2) Feasibility Study for a MassDeacidification Centre for Among the paper's conclusions:If decision makers Libraries and Archives in MetropolitanToronto, June 1989; assemble a useful body of data and testresults e.icl then prepared by Lord Cultural ResourcesPlanning & Management they will b.., able to Inc. in association with Murray Frost:Cultural Building Consulting follow a logical evaluation procedure, Preservation Services or as is most likely several choices. Inc., available for $25 (Canadian) from the identify a choice Department, University of Toronto Library,130 St. George Street, Toronto, Ontario, Canada M5S 1A5. The paper first presents some basicbackground about mass deacidification processes, focusing on reasonsfor their This 143-page study was cofunded bythe Ministry of Culture City of Toronto, and the study development and what is known aboutthem from a scientific and Communications and the process was directed by aSteering Committee made up of the perspective. There also are discussionsof the differences demonstrates that there are single-item treatment, and major libraries in Toronto. The study between mass deacidification and a number of promisingtechnologies, and a real market for mass the particular challenges in choosing massprocesses. deacidification, so that in the near future librarydecision-makers will be able to make an informedchoice as to which system will discusses the following topics: The paper's most significant sectionanalyzes six technical best meet their needs. The paper needs analysis and market projections,comparative assessment evaluation factors the effectiveness of deacidification of operational require- materials, process of deacidification technologies, analysis procedures, unwanted changes in ments, operational model, financialanalysis, and implementation engineering, extra benefits fromspecific processes, toxicity, plan. and environmental impact Asubsequent section covers October 1989; a marketing kit related evaluation issues: unit treatmentcosts, book and 3) Paper Preservation Services, distributed by Union Carbide Corporation,Corporate Commun- document security, logisticalconsiderations, long-term Road, Danbury, CT 06817- observation of facility ications Department, 39 Old Ridgebury vendor performance and contracting, 0001; (203) 794-7027 or (203)794.2535; available at no cost operation, and liability.Organizational and planning from Union Carbide Corporation. Thismarketing kit contains the considerations are included in anappendix. Dr. Peter G. following: Carbide Signs Exclusive Paper Sparks, a physical chemist whoserved as Director for a) press release entitled "Union Preservation Agreement with Wei ToAssociates" Preservation at the Library ofCongress for eight years, b) background information aboutUnion Carbide's Paper prepared the report. Preservation Services c) "Toward Environmental Excellence: AProgress Report" Complimentary copies ofTechnical Considerations in d) the following factsheets: "Our HeritagePreserved," "How the Processes (22 pages, May Chemistry Works," "Four Steps to EffectiveMass Deacidification," Choosing Mass Deacidification Carbide Mass Deacidification 1990) have been mailed to individualsand institutions on and "Flow Diagram of Union Additional copies are System." the Commission's mailing lists. e) "Mass Deacidification: OperationalExperience at The National available for $5.00 from: TheCommission on Preservation Archives and The National Library ofCanada," by Geoffrey Morrow and Access, 1785 MassachusettsAvenue, NW, Suite 313, (Reprinted by permission of the Instituteof Paper Conservation be prepaid, with from the Proceedings of its 10thAnniversary Conference "New Washington, DC 20036. Orders must University, 14-18 April, checks (no cash) made payable to"The Commission orb Directions in Paper Conservation," Oxford 1986, as published in the PaperConservator.) Preservation and Access." Payment mustbe in U.S. fund9.1 (202) 483-7474 1785 Massachusetts Avenue, N.W.,Suite 313, Washington, D.C. 20036 4) Evaluation Strategy, Paper Preservation Systems, February Thomas Delsey, Director of Acquisitions and Bibliographic 1990; Lthium Division, FMC Corporation, 449 North Cox Road, Services, National Library of Canada; Ulrich Montag, Director P.O. Bo: 3925, Gastonia, NC 28053; (704) 868-5300; free copies of User Services, Bavarian State Library; Monika Richter, are avaihble from the FMC Corporation upon request Coordinator of the German Microform Project, University This 9'3 -page report was developed by the FMC Corporation Library of Frankfurt, FRG; Heiner knelling, Director of to help Focus and facilitate discussion of crit, '1 of mass re University Library of Giessen, Wolfgang Wachter, deacidific ation by the conservation community.:.-icludes an Director of Preservation, Deutsche Bucherei Leipzig, evaluatio ri strategy model and sections on the following topics: German Democratic Republic (GDR). criteria f Dr mass preservation, standard test materials, positive enhancement, chemical effects, physical effects, accelerated aging, chemical effects post accelerated aging, physical effects post The U.S. contingent consisted of Patricia Battin, President; accelerated aging, and non-detrimental effects. Pamela Block, Administrative Assistant; and Hans RUtimann, Program Officer for the International Project all of the Commission; George F. Farr, Jr., Director of the Office of Preservation, National Endowment for the Humanities; and MEETING ON INTERNATIONAL DATABASE OF James M. Morris, Secretary of The Andrew W. Mellon BIBLIOGRAPHIC RECORDS FOR PRESERVED Foundation. ITEMS: MAY 13-16, 1990, In addition, invitations were extended to representatives of ZAIRICH, SWITZERLAND the German Library Institute, Berlin, and the Austrian Representatives from the United States, Canada, Venezuela, National Library, Vienna. The invitations were accepted, but United Kingdom, France, West Germany, East Germany, because of last-minute commitments, these two represen- and Switzerland met in Zurich May 13-16 to develop tatives were not able to join the group. Hermann Kostler, cooperative strategies for the preservation of deteriorating Director of the Zentralbibliothek Zurich, and his colleagues books printed on acid paper. The group was convened by from the library of the Swiss Federal Institute of Technology the Commission and represented the initial pilot countries (Ulrich Bangerter and Karl Baler) represented the local of its International Project library community.

The final list of participants attending the meeting is as The primary focus of the meeting was the development follows: Jean-Marie Arnoult, Director of Technology, of guidelines for the creation of a machine-readable Bibliotheque Nationale, France; Peter Baader, Director of internationally-compatible database of bibliographic records User Services, Deutsche Bibliothek, Federal Republic of to enable the efficient and timely exchange of information

Germany (FRG); Lourdes Blanco, Director of Preservation, seavation microfilming. on4eeThThe group also considered Biblioteca Nacional, Venezuela; David W.G. Clements, a of other issues related to preservation. Director of Preservation Services, The British Library; Meeting participants endorsed a series of recommendations for action by the Commission to encourage and coordinate mutually beneficial activities in countries around the world. The Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 313 These include the dissemination of guidelines for the Washington, DC 20036 exchange of machine-readable bibliographic records, a (202) 483-7474 world-wide survey of preservation filming projects, and a study to identify the costs and management requirements The Commission on Preservation and Access was established in of centralized and decentralized database models. 1986 to foster and support collaboration among libraries and allied Hans Rutimann organizations in order to ensure the preservation of the published and documentary record in all formats and to provide enhanced access to scholarly information. LIBRARY INTERN GAINS The Newsletter reports on cooperative national and international PRESERVATION EXPERIENCE preservation activities and is written primarily for university For the month spanning mid-May through mid-June, the administrators and faculty, library and archives administrators, preservation specialists and administrators, and representatives of Commission hosted an intern. Michael Miller, from the consortia, governmental bodies, and other groups sharing in the Rutgers School of Communication, Information and Library Commission's goals. The Newsletter is not copyrighted; its duplication Studies, chose to come to the Commission to earn credit and distribution are encouraged. for Field Experience in the school's MLS program. While at the Commission, Michael consulted with a number of Patricia Battin President Maxine K. Sitts - Program Officer and Newsletter library professionals to aid in two assigned projects. The Editor; Pamela D. Block Administrative Assistant: Patricia Cece Communications Assistant The Commission is accessible via ALANET first project was a reorganization of the preservation vertical (ALA2624) and B1TNET (CPA@GWUVM, SITTS@OWLIVM) electronic files used for public information purposes. The second was mail systems, and by FAX (202) 4836410. the generation of a fundraising information resource that 96 will be made available through the Commission.

NUMBER 25 THE COMMISSION ON PRESERVATION AND ACCESS JULY 1990 2 SPECIAL REPORT: THE CONCEPT OF A CENTRAL COLLECTION OF PRESERVATION MICROFILMS The following report is based on an informal survey By 1992, the thirteen institutions project a total collection conducted by the Commission to Mather data on the concept of 492,000 titles. The three national libraries will hold of a central collection of preservation microfilms. The report 403,398 titles of which 138,000 are newspapers. These was discussed at the recent ARL membership meeting in holdings, added to the substantial collection of the Center May. for Research Libraries, indicate that there will be well over a million master negatives available by 1992.

The National Endowment for the Humanities preservation Very few of the institutions were able to provide use statistics, filming program projects a total of 3,000,000 volumes filmed but the overall impression is one of low usage. The wide over the next twenty years by the nation's libraries in a range of costs, timeliness in responding to requests, lack distributed environment Traditionally, each institution has of machine-readable bibliographic records, and random been responsible for the storage of the master negatives selection practices probably explains the low use. Although and printing masters, bibliographic control of preserved all institutions reported their intent to enter either full or items, and the provision of access to service copies. Uneven minimal-level records of items filmed under the NEH project bibliographic control practices have often hindered in either OCLC or RUN, it is not clear that all older records convenient access to preserved items. Costs for storage, have been converted to machine-readable form. Until the bibliographic control, and dissemination through loan or National Microform Master Register is converted, bibliogra- purchase have been borne by the owning institution with phic access continues to be uneven. no useful mechanism to encourage rapidand convenient document delivery and equitable sharing of costs The current status of access to the preserved items is as throughout the scholarly community. follows:

The National Endowment for the Humanities' program to Loans: Costs for interlibrary loan range from $0 to reformat 3,000,000 volumes over the next twenty years with $15. federal funds carries with it the obligation to provide cost- Purchase: Costs for purchase of films range from $9 effective, rapid bibliographic and textual access to preserved to $40 or variable charges per foot plus materials as well as separate storage of master negatives service fees. and printing masters. New computer and communication Paper: Costs range from ten cents to twenty-five technologies offer exciting opportunities for rapid delivery cents per page plus service charges in some in a variety of media formats, including film, paper, magnetic instances ranging from $2 to $15. tape, and optical disk The potential size of this bodyof Microfiche:Costs range from $0 to $1.25 per fiche plus roicrofilms, the cost of the new technological capacities, a $6 service charge. anticipated economies of scale in managing a distribution operation, and the obligation to provide cost-effective convenient access to the user argue for the establishment Response time for access to a service copy on interlibrary of a centralized collection of printing masters. Initially, this loan was reported to be 2-3 days. Response times for either collection would take the form of a centralized depository film or paper products ranged from 1 to 4 weeks. of microfilms with access through on-line bibliographic services and efficient twenty-four-hour delivery mechanisms There is considerable variation among the institutions in with the expectation that storage, access, and service the interpretation of the copyright law. enhancements will evolve with the increasing use of technology by scholars and expanded availability of network In all instances where the printing masters were stored at capabilities to the research community. the institution, storage costs were considered "free," because films were stored in available library space. An informal survey of thirteen institutions presently engaged in preservation microfilming with NEH supportproduced Library costs to provide interlibrary loan services range from the following statistics describing the current status. Owing complete subsidy to partial subsidy to full recovery. to both the small size of the sample andthe lack of consistency in definition and record-keeping, the data should Library costs to provide purchase of film, fiche, or paper be viewed as descriptive rather than definith.e."Master range from partial subsidy to full recovery. For institutions negative" is variously defined by different institutions. Some reporting fees based on full recovery, it is unclear whether respondents indicated reels, others titles. "Reels" were staff time, institutional overhead, and space costs are converted to titles, using an average of four titles per reel. 0 included. 1 NUMBER 25 THE COMMISSION ON PRESERVATION AND ACCESS JULY 1990 3 By most accounts, the present system is unfriendly to the The Evolving North American Preservation Program. user and while currently manageable, generally occupies Rosenthal approached this topic from the perspective of second-class status in the institution's hierarchy of public a quiz and a request for advice: (1) Are resources adequate services. It is unlikely that under the present system, costs Funds, personnel, know-how, training, research, facilities? will decrease and services improve as the volume of filming (2) Are ARL libraries addressing the full scope of collections, increases. Given the conditions of NEH filming grants regardless of the cause of the need for preservation: requiring the separate housing for master negatives and Brittleness, use, theft, disaster, and so forth. Are they printing masters and the provision of cost-effective, equitable addressing materials of whatever kind, not just paper? (3) document access, a centralized distribution service Is there a balance of technology microfilming, managed by a third party on behalf of the nation's libraries photocopying, repair, restoration, mass deackJfication, could provide swift and convenient service either to digitization? (4) What about the decision-making process individuals or libraries, relieve individual institutions of regarding policy making and allocation of resources? His storage and service burdens, and facilitate an equitable challenge was for ARL libraries to achieve a preservation distribution of costs throughout the entire user equilibrium by the year 2000. community. The Role of ARL in Statewide Preservation Planning. Bennett explored possible ways that ARL and its members could be involved in statewide programs: Statewide preservation planning could be included in the model now ARL. TOWN MEETING ADDRESSES RESEARCH under development by ARL (see April 1990 Commission LIBRARY PRESERVATION CONCERNS Newsletter), or ARL could provide a program that would Directors of university and research libraries in the U.S. and assist its members in contributing to state initiatives. Canada explored preservation issues at an open town meeting held during the Spring Membership Meeting of the Association of Research Libraries (ARL) in New Orleans. On hand to lead the discussions were members of ARL's Committee on the Preservation of Research Library PRESERVATION MICROFILMING GUIDELINES Materials: Carole Moore (chair), University of Toronto; William Studer, Ohio State University; Joseph Rosenthal, TO BE REVISED University of California at Berkeley; and Scott Bennett, Johns The Research Libraries Group, Inc. (RLG) has undertaken Hopkins University. a project to revise its guidelines and specifications for the creation of preservation microfilm. The project brings Mass Deacidification. Noting that an estimated 60 together a broad-based group of experts, including percent of the collections in research libraries are not yet commercial micropublishers, preservation film bureaus, and brittle but on acidic paper, Studer said that "we must assume librarians from both RLG-member and non-RLG member that at least one mass deacidification process will become institutions. viable," but that librarians cannot take too seriously the costs now being quoted of $3 to $10 per item for treatment. If The current set of technical and procedural guidelines was research libraries don't do something about mass originally developed in 1983 to support RLG's cooperative deacidification, they will be assigning a large portion of their preservation filming projects and was updated most recently books to eventual brittle status, he cautioned. in 1986. Since then, the field of preservation microfilming has expanded and the available expertise has increased, Access to Printing Masters. [ See the accompanying making this an appropriate time to take a fresh look at report on the Commission's informal survey.] Concerning the guidelines and revise them to reflect the current a central service for storage of and access to preservation consensus on recommended practices for creating stable, printing masters, Moore listed several questions raised by high-quality preservation microfilm. The new sets of the committee, including: Will such a service solve current guidelines will be published and made widely available in problems (e.g., lack of uniform, timely access to preservation the fall of 1990. microfilms)? Will such a service receive a high enough volume of use to be able to provide low prices? Will such In a separate action, RLG has developed an informational a service to able to interface with international preservation brochure ("Preservation Program," April 1990) that microfilm programs? A lack of data and an absence of describes its preservation activities, funded projects, and models are hampering the development of committee initiatives in the 1990s. Copies are available from: RLG, recommendations, Moore stated. Inc., 1200 Villa Street, Mountain View, CA 94041-1100. 98 NUMBER 25 THE COMMISSION ON PRESERVATION ANP ACCESS JULY 1990 4 CAPITOL HILL TESTIMONYIN SUPPORT OF PRESERVATION The following comments are excerpts from the published The following comments statements of Vartan Gregorian, President of are excerpts from the published Brown statement of James Govan, a member of the University and a member of the Commission, Commission, and Lynne and University Librarian, University Cheney, Chairperson of the National of North Carolina at Endowment for the Chapel Hill, speakingon behalf of the Association of Humanit:cs and Chairperson of the NationalCouncil on Research Libraries, the Commission,and the National the Humanities, in support of the NationalEndowment for Humanities Alliance, on the Fiscal Year1991 Appropriation the Humanities before the SenateSubcommittee on for the National Endowment forthe Humanities before the Education, Arts, and Humanities, April 5,1990. Subcommittee on the Interior andRelated Agencies, Committee on Appropriations, U.S. Vartan Gregorian: House of Representa- tives, May 3, 1990. "...The NEH has played a crucial andcommendable national role in the realm of preservation. In saving our Role of the National Endowment for nation's and humanity's heritage from the the Humanities ravages of acid .. NEH's leadership in establishing san Office of paper and time, the NEH is not only rescuing that heritage Preservation in 1985 and the substantial but also is democratizing that heritageand making it expansion of that program with the support of the AppropriationsSubcom- accessible to scholars and the general publicthroughout mittee in 1988 has generated the nation and the rest of the world. a momentum in this country . ." that has stimulated similar activities around the world... Lynne V. Cheney: In this regard, the NEH has donefar more than provide "Serious, thoughtful scholarship is thefoundation on which funds for preserving brittle books. Ithas served as a forum humanities education rests, and thuswe have devoted a for discussing, developing, andevaluating strategies and significant portion of ourresources to projects that expand collaborative mechanisms fora decentralized program knowledge and understanding.. activity; it has stimulated the creation ofnew education and training programs; it has encouraged the We have also greatly expandedour efforts to preserve formulation and maintenance of standards; and it has providedthe necessary humanities research resources. TheEndowment is impetus for institutionalizing preservationoperations in local providing leadership and supportto institutions and institutions... organizations that are attempting to deal with theproblems posed by the deterioration of materials in America's libraries, Accomplishments to Date archives, museums, and otherrepositories. Recent The deterioration of printed materialsis one of the most estimates suggest that 80 million volumescomprising 25 serious crises confronting researchlibraries. The NEH to 30 percent of the holdings in the country'sresearch initiative to preserve embrittled bookshas forged a new facilities are disintegrating, primarily becauseof the acid and dynamic partnership between content of their paper... the nation's major research libraries, the federalgovernment, and the scholars and others who use them. The In April 1988, the Endowment presented projects funded during the to Congress, at past two years illustrate the rich diversity the request of the House Appropriations and broad subject Subcommittee on scope of the collections that have been targeted the Department of the Interior and Related for Agencies, a multi- preservation microfilming... year plan for accelerating our efforts to combat these and other preservation problems. The centerpieceof the plan Participating libraries report that theavailability of NEH is enhanced support for projects to microfilmbrittle books. funding has stimulated the The remainder of the effort is devoted systematic assessment of to collateral activities preservation needs, aided in establishing such as education and training projects and a university -wide research and process for identifying materials with national intellectual development projects to improve preservation methods and significance and at highest risk, andresulted in the technology. Now in its secotyear of operation, the NEH development of new andmore sophisticated long-range plan has already helped to quicken thepace of the plans for comprehensive preservationactivity. In addition, preservation effort throughout the nation: Majorprojects because of resulting coverage by have been organized in seventeen U.S. research local and national news libraries media, the NEH grant fundinghas enabled the library that when completed will have microfilmedover 167,000 community to attract the attention of brittle books and serials. Training university adminis- programs are underway trators, scholars, and the general public to increase the number and expertise of preservation to the severity of the preservation issues... professionals... 9 9

NUMBER 25 THE COMMISSION ON PRESERVATIONAND ACCESS JULY 1990 5 Future Challenges PRESERVATION MANAGEMENT SEMINAR The reformatting of brittle books is but one, if the most UNDER COLLABORATIVE DEVELOPMENT urgent, segment of a comprehensive preservation program. The emerging effectiveness of the NEH brittle books Following a recommendation from the College Libraries Committee, the Commission has approved a collaborative program now enables us to move on to developing a project with SOUNET to design and conduct a preservation companion strategy for addressing the overwhelming management seminar for librarians with part-time preser- preservation problems faced by the nation's archives. vation responsibility. The seminar will help attendees Although there are many similarities in preservation policies develop the management skills and implement the activities and practices for library and archival collections, the that contribute to successful preservation programs. enormous impact of the use of acidic paper on our literary, historical and governmental archives must be con- In recommending such a seminar, the College Libraries fronted... Committee recognized that the maturing field of preservation is moving beyond its earlier focus on techniques Conclusion to a more conscious attention to strategies. The training The National Endowment for the Humanities has led the event is being designed to help participants implement local initiative to preserve knowledge on an international scale. preservation efforts that are coherent and appropriate to The concerned action of the American government to insure their size, needs, and resources and that take advantage unimpeded access to our intellectual heritage has stimulated of regional, state, and national preservation initiatives. a remarkable range of activities and renewed interest in cooperative efforts in countries around the world. In a recent The articulation of goals and development of curriculum letter to the Commission on Preservation and Access, a has been a cooperative effort among Commission staff, librarian at the Deutsche Bucherei in Leipzig, East Germany, its College Libraries Committee, and the SOLINET asked for a copy of the film, SLOW FIRES, produced in Preservation Program. The Commission and SOUNET are 1986 with the support of the National Endowment for the sharing costs of design and first-time operation, with the Humanities. The librarian wrote that "the destruction of our expectation that the seminar may be repeated in the future national heritage was a tabu topic within the last 40 years. if it proves useful. .This ought to change now and we want to do something to make the state of our library materials known to Current plans call for the seminar to be held for one week everybody. Hoping for your help." Unfettered access to during the summer of 1991 in Atlanta. Attendance will be information, and particularly to the history of our civilization, open to librarians throughout the nation on an application is a hallmark of the free society. basis. The committee also has recommended that institutions intending to send staff members to the seminar be required to demonstrate their commitment to preservation. Upon the advice of the College Libraries Committee, Copies of the complete testimonies of Vartan Gregorian, one scholarship will be provided for attendance. Lynne Cheney and James Govan are available upon request from the Commission. Details about the curriculum, exact dates, and application procedures will be available beginning in January 1991 from: SOLINET Preservation Program, 400 Colony Square, Plaza level, Atlanta, GA 30361-6301.

The Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611

1 0u ISSN 1045-1919 THE COMMISSIONON PRESERVATIONANDACCESS

NUMBER 26 NEWSLETTER AUGUST1990 Summertime Good News Edition

JOINT TASK FORCE ON TEXT AND IMAGE of Pennsylvania; Janet Buerger, International Museum of PRESERVATION MEMBERSHIP ANNOUNCED; Photography, Rochester; Angela Giral, Avery Architectural and Fine Arts Library, Columbia University; Anne Kenney, FIRST MEETING SCHEDULED Library, Cornell University; Susan Klimley, Lamont-Doherty Thirteen specialists in art, architecture, archaeology, geology Geoscience Library, Lamont-Doherty Geological Observa- and geography, history, and medicine have accepted tory of Columbia University; Katherine Martinez, Library, membership on the Joint Task Force on Text and Image Henry Francis du Pont Winterthur Museum; James Preservation. In developing the task force, the Commission McCredie, Institute of Fine Arts, New York University; Robert is aiming to assemble a range of professional talent and Neiley, Robert Neiley Architects, Boston; John Parascandola, scholarly interests that would facilitate the discovery of History of Medicine Division, National Library of Medicine. commonalities as well as differences in the preservation needs of disciplines that depend upon both image and text for their intellectual work. The group's first meeting will be held September 14-15 in New York City.

The decision to assemble a broad range of specialists at the beginning of the Joint Task Force was taken deliberately in the hope that the group might more easily come to grips with diversity while still being able to perceive commonality. Itis the Commission's intention to expand beyond the current disciplinary areas, either by adding members to the task force or by inviting specialists to attend meetings, RESEARCH SCOPE EXPANDED FOR TEXT-AND- prepare papers or offer critical comment on a consultancy basis. How such expansion should take place and in what IMAGE PRESERVATION MICROFILMING directions will be heavily determined by the deliberations Research regarding the use of color microfilm for the and the findings of the current membership. preservation of publications containing text and images will be expanded based on new findings reported by the Image A Getty Grant Program award is supporting the task force Permanence Institute (IPI), Rochester, NY. Originally, a in connection with two other interdependent activities: A January 1990 Commission agreement with IPI called for demonstration project on high resolution color microfilm a study of the dark stability properties of color microfilm. by the Mid-Atlantic Preservation Service, Bethlehem, PA, However, examination of Cibachrome film on polyester base and a research project on color microfilm being conducted has indicated that the dyes are more stable than the base by Image Permanence Institute, Rochester (NY) Institute of after accelerated aging for extended time periods. Technology. [ See related article "Expanded Research Scope" in this issue.] Based on these findings, IPI will be expanding their research to compare Cibachrome and chromogenic microfilm. In Joint Task Force Membership as of June 30: Nancy Allen, addition to measuring the dye fading and stain growth, Library, Museum of Fine Arts, Boston; Thomas Battle, researchers will evaluate the base properties determined Moorland-Spingarn Research Center Library, Howard by tensile strength and acidity measurements. The new University, Washington, DC; Robert Brentano, Department research will not alter the basic time frame or financial of History, University of California, Berkeley; Richard Brilliant, arrangements of the original agreement. IPI's research is Department of Art History,(Chairman), Columbia University; one of three interdependent activities funded by a $254,000 David Brownlee, Department of History of Art, University .award to the Commission from The Getty Grant Program.

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036(202) 483-7474 In keeping with a tradition begun in August of last year, this Newsletter highlights good news from a variety of organizations.

* * * Publication of an archives preservation planning document, supported by the New York State Discretionary Grant resource guide, and computer diskette products is being Program for the Conservation and Preservation of Library supported by a supplemental grant of $24,388 to the Research Materials during 1990-91. Thirty-eight institutions National Association of Government Archives and Records received funding ranging from $1200 to $25,000. The Administrators (NAGARA), Albany, NY, from the National Discretionary Grant Program provides modest financial Historical Publications and Records Commission (NHPRC). support to libraries, archives, historical societies, and similar NHPRC has previously funded development of the product, agencies within the state in order to encourage the proper titled "Preservation Planning for Archives: A Self-Study care and accessibility of research materials, promote the Approach." use and development of guidelines and technical standards, * * * and support local and cooperative activities within the A coordinated approach to dealing with the critical problem context of emerg:ng national preservation activities. of decaying books in Canada's libraries will be launched * * * with a grant of $875,000 (US) to the National Library of Five cooperative preservation projects by comprehensive Canada (NLC) by The Andrew W. Mellon Foundation. NLC research libraries in New York State have been funded will coordinate a three-year project with the research libraries by the state's Program for the Conservation and Preservation of McGill University, Universite Laval, the University of of Library Research Materials. (1) New York University, Alberta, the University of British Columbia. and the University Syracuse University, and New York Public Library will be of Toronto. Key objectives are to promote a coordinated cooperating with the preservation of historical photographic national approach to the conservation effort and to avoid materials. (2) New York University, New York Public Library, duplication of work and expense in the production of Julliard School, and Mannes College of Music will microforms to replace books too brittle to be handled. The collaborate with preservation photocopying of music project will enable Canada to play a more important role research collections. (3) Syracuse University, University of in the international effort to preserve the world's intellectual Rochester, New York Public Library, New York University, heritage. and Syracuse University will work together on the preservation of acetate-based audio materials. (4) Cornell Regional cooperative preservation programs, microfilming University and New York State University will join together of manuscripts and printed materials, professional to preserve the heritage of the state's agricultural and rural conservation treatment of research materials, and general economy. (5) State University of New York (SUNY), Stony preservation surveys are some of the activities being Brook; Cornell University; New York Public Library-, New York State Library; SUNY Binghamton; Syracuse University; and University of Rochester will be working jointly on phase The Commission on Preservation and Access Ill of a state Cartographic Materials Preservation Project. 1785 Massachusetts Avenue. NW Suite 313 The grants range from $22,383 to $118,977. Washington, DC 20036 (202) 483-7474 * * * Preservation expenditures during 1988-89 for 107 The Commission on Preservation and Access was established in members of the Association of Research Libraries (ARL) 1986 to foster and support collaboration among libraries and allied organizations in order to ensure the preservation of the published increased 23.6 percent over the previous year, according and documentary record in all formats and to provide enhanced to ARL Preservation Statistics 1988-89. The recently- access to scholarly information. released compilation reports that funds from external sources are increasingly augmenting institutional resources, The Newsletter reports on cooperative national and intemational with a significant portion of preservation budgets coming preservation activities and is written primarily for university administrators and faculty, library and archives administrators, from grants. The 107 reporting institutions spent $60-million preservation specialists and administrators, and representatives of for preservation in 1988.89; total preservation staff in the consortia. governmental bodies. and other groups sharing in the 107 libraries was 1620, an increase of 12.5 percent over Commission's goals. The Newsletter is not copyrighted; its duplication 1987-88. ARL Preservation Statistics is published annually and distribution are encouraged. and is available for $20 to ARL members and $60 to

Patricia Battin - President: Maxine K. Sitts - Program Officer and Newsletter nonmembers from: ARL, 1527 New Hampshire Ave., NW, Editor: Pamela D. Block Administrative Assistant: Patricia Cece Washington, DC 20036. * * * Communications Assistant. The Commission is accessible via ALANET (ALA2624) and BITNET (CPA@GWCIVM, SITTS(a)GWUVM) electronic Guidelines for recording preservation data in either the mail systems. and by FAX (202) 483-6410. Cataloging or Union List Subsystems of the OCLC Online (continuedonpage 4) 1-4.1

NUMBER26 THE COMMISSION ON PRESERVATION AND ACCESS AUGUST 1990 2 EXPLORING THE PROMISES OF TECHNOLOGY

CORNELL, XEROX. AND THE COMMISSION COMMITTEE REPORT ON IMAGE FORMATS JOIN IN BOOK PRESERVATION PROJECT Applications of digital technology to preservation and access Cornell University, Xerox Corporation and the Commission needs are explored in a new report to the Commission are collaborating in a pilot project to test an advanced from the Technology Assessment Advisory Committee technology for recording deteriorating books as digital (TAAC). The 10-page report is one of a number expected images and producing, on demand, multiple high-quality from the TAAC a group of seven individuals from industry, publishing, and academia that advises the Commission on copies. The 18-month research and development study with potential benefits for libraries worldwide will include possible new technologies for dealing with endangered scanning 1,000 volumes in Come 11's Olin Library into a materials. This first report, Image Formats for Preservation digital image storage system. The test is being funded and Access (July 1990), compares digital and microfilm imagery and concludes that making either kind of copy partially by the Commission. is preferable to leaving acidic paper to decay. Xerox, based in Stamford, CT, is providing the technology The report looks at image formats as they relate to and extensive staff support. Both the Librar: and Information preservation, storage, conversion, and transmission. A basic Technologies units at Cornell University are involved in the assumption is that the primary expense of salvaging a book study. Participants expect the combined value of funding, is in the selection process and initial handling, while the equipment and personnel to bring the project's total cost cost of later conversion from one modem medium to to several million dollars. another is comparatively small.

The project will explore the technical feasibility and cost- Digital imagery offers libraries substantial long-term effectiveness of the process; the criteria for selecting promise, according to the report's principal author, Michael materials to be preserved; and methods of cataloging, Lesk: "Digital imagery, where books are scanned into searching and retrieving the stored materials. "This is computer storage,is a promising alternative process. tremendously exciting," said Alain Seznec, the Carl A. Kroch Storing page images of books permits rapid transfer of University Librarian and former dean of Come II's College books from library to library (much simpler and faster than of Arts and Sciences. "Many scholars in the humanities copying microfilm). . . At present the handling of these are fully aware of the deterioration of library collections, images stillrequires special skills and equipment few but they are reluctant to let go of real, paper books. This libraries possess, but there is rapid technological progress technology offers a way to have our cake and eat it, too." in the design rf disk drives, displays, and printing devices. Imaging technology will be within the reach of most libraries "Although microfilming does allow copying for distribution, within a decade." many patrons don't like it for access," said M. Stuart Lynn, Cornell's vice president for information technologies. Lynn However, the :port also stresses the need to continue with also is a member of the Commission's Technology Assess- current preservation methods: "Because microfilm to digital ment Advisory Committee (TAAC), which is tracking on image conversion is going to be relatively straightforward, this program and other digital technology developments. and the primary cost of either microfilming or digital According to Lynn, digital image scanning can be highly scanning is in selecting the book, handling it, and turning efficient for access because multiple copies can be made the pages, librarians should use either method as they can quite readily at any time after the document is digitized. manage, expecting to convert to digital form over the next Digitizing also enables material to be transmitted across decade. Postponing microfilming because digital is coming the nation's computer data networks. High-quality copies is only likely to be frustrating and allow further deterioration that are created are stored as a scanned digitized image of important books." for distribution and reproduction as needed, rather than To help stimulate further discussions on this subject, the in alphanumeric form, as numbers and letters. Although Commission has distributed copies free of charge to all a computer could not be used to search such digitized those on its mailing list. Additional complimentary copies images for certain passages or to index them, the scanned are available while supplies last. documents could be converted into alphanumeric form at some later time. The report represents the views of all TAAC members (Chair) Rowland C. W. Brown. President. OCLC (retired); Adam Hodgkin, Managing Director, The Cornell-Xerox project will explore the potential Cherwell Scientific Publishing Limited: Douglas van Houweling, Vice Provost for Information Technologies. University of Michigan:Michael Lesk. Division capabilities of digital image technology to combine the Manager, Computer Science Research, Bellcore: M. Stuart Lynn, Vice storage and duplication characteristics of microfilm and the President, Information Technologies. Cornell University: Robert Spinrad, usability of paper reproductions with transmission and Director, Corporate Technology, Xerox Corporation; and Robert L Street, (continued on page 4) Vice President for Information Resources, Stanford University.

NUMBER 26 THE COMMISSION ON PRESERVATION AND ACCESS AUGUST 1990 3103 (continued from page 3) (continued from page 2) with film and paper. developed, based on distribution capabilities not available Union Catalog (OLUC) have been libraries have developed recommendations of the OCLC PreservationTask Force, Lynn noted that although several customized systems for similar purposes,the project is the a group of 10 preservationofficers and librarians from higher-quality images and Group (RLG)- first to work toward providing OCLC-member and Research Libraries that ultimately can be used by any member libraries. Many preservation projects arefunded a standardized system by National Endowment for theHumanities (NEH) grants, library. whose rules stipulate that librariansshould communicate Xerox's vice president of worldwide marketingand customer information about items planned for preservationto avoid relations, Charles E. Buchheit, said,"Through joint projects duplication of effort. The OCLC databaseprovides a way like this, Xerox gains a betterunderstanding of the to communicate suchinformation to libraries. OCLC is a requirements of document users. TheCornell project is nonprofit computer library service andresearch organization an example of Xeroxemploying its capabilities to provide whose computer network andproducts link more than solutions to document problems that cannotbe solved using 10,000 libraries in 39 countries. existing methods. And while manytechnologies are limited * * * to preservation, this solutionalso provides access to stored needs expected to benefit materials." Further information is availablefrom Sam Siegal, A sizable study of preservation (607) 255-5678, or Bob and school libraries Cornell University News Service thousands of academic, public, special 423-1320. throughout the U.S. and 38 other countriesis being initiated Wagner, Xerox Corporation, (716) by OCLC. The study will include a surveyof library needs The Commission's involvement in theproject is made and the development of a model programto meet those possible by a general program grant fromthe Andrew W. needs. OCLC's RONDAC (RegionalOCLC Network Direc- Mellon Foundation. tors Advisory Committee)Ad Hoc Committee on Preser- vation has selected Dr. MargaretChild as its consultant for the study, which will be conductedin conjunction with TASK FORCE ON PRESERVATIONEDUCATION planning for the RONDAC PreservationProgram. The goals GAINS NEW MEMBER of the RONDAC project are to identifyexisting programmatic Graduate School of Library suggest new and Robert D. Stueart, Dean of the preservation services within regions; and Information Science at SimmonsCollege in Boston, expanded services; and coordinatestrategies with existing Preservation Education. sponsored by the National recently joined the Task Force on national efforts such as those This group of educators is exploringthe current status of Endowment for Humanities (NEH),the Commission, requirements for the Library of Congress. preservation education, the projected Research Libraries Group, and the next decade, and ways inwhich existing programs can be strengthened and expanded to meetthe new challenges. ANOTHER COMMISSIONSPONSOR A TIMELESS QUOTE FROM THEPAST: "Our nation Swarthmore College has joinedwith 35 other academic can ill afford the price wewill pay for limiting our institutions to help sponsor theCommission's activities. The access to information." support of the higher educationand research library community Senator Daniel P. Moynihan (D-NY), in introducing a Commission's capacity to facilitate bill to exempt the Library of Congressand other major is a vital component of the automatic for the preservation of our research libraries from the Gramm- Rudman national and international initiatives budget cuts. (1986). scholarly resources and writtenheritage.

The Commission on Preservationand Access NONPROFIT 1785 Massachusetts Avenue,NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington. DC Permit No. 3611

1 o ISSN 1045-1919 THE COMMISSION ON PRESERVATIONANDACCESS

SEPTEMBER 1990 NUMBER 27 NEWSLETTER

FUND RAISING SUPPORT PACKAGE help 11-ecause no preservation program can be truly successful in seclusion. DEVELOPED FOR COMMISSION SPONSORS In response to requests from its sponsoring institutions, Complimentary copies of the fund raising support package the Commission has published a support package for were mailed to the Commission's sponsors. Additional libraries and archives titled "Ideas for Preservation Fund packages are available free, while supplies last, to the Raising." The development of local support and funding Commission's sponsors. The package is available to other is essential to a successful preservation program, and the institutions for $10.00 from: The Commission on Preser- new package provides suggestions and alternatives for vation and Access, 1785 Massachusetts Avenue, NW. Suite colleges and universities seeking to build a base of support 313, Washington, D.C. 20036. Orders must be prepaid, with for ongoing preservation activities. checks (no cash) made payable to "The Commission on Preservation and Access." Payment must be in U.S. funds.

COMMISSION-TAAC RE l HEAT WIDENS INQUIRIES INTO ELECTRONIC TECHNOLOGIES A three-day meeting of members of the Commission's 4' Technology Assessment Advisory Committee (TAAC) with university librarians in late July has been judged "most productive" by committee members, who had requested the opportunity to discuss a broad technological agenda with their constituents. The meeting, structured as a retreat tiPpoR-EN.G at Coolfont Conference Center, Berkeley Springs, WV, Plu.stxt & 1CGSs 1 marked the beginning of a projected continuing dialogue between TAAC and the academic and research library community, in order to explore the impact of the changing technological environment on scholarly communication, research, publication, and librarianship. The group's A library school intern and several universities worked with discussions were designed to cover a broad range of issues the Commission to write and assemble the package, which with probable significant importance for preservation and includes an overview from the national perspective, articles access strategies. judged helpful for making a case for local preservation support, and examples of institutional fund-raising initiatives. Outcomes of the meeting will be evident in several reports A flexible format ;s provided so that the information may expected over the next year, according to TAAC chairman be transferred or shared, and other materials may be added Rowland Brown. In addition to Brown, participants were: for use in individual and cooperative efforts. Richard DeGennaro, Harvard College Library; Penny Abell, Yale University Library; James Govan, University of North The introduction to the support package notes: Carolina at Chapel Hill Library; Paula Kaufman, University Each library and archive hasavital role to play in saving of Tennessee Library; Pat Bailin, Commission President; collections that are unique. Libraries and archives now and the following members of TAAC: Douglas van need resources and assistance for these efforts from all Houweling, Vice Provost for Information Technologies, concerned individuals and organizations.' Only with University of Michigan; Michael Lesk, Division Manager, resources and efforts beyond that of standard operations Computer Science Research, Bellcore; and M. Stuart Lynn, can our precious heritage besaved. These efforts need Vice President, Information Technologies, Cornell University. 106 1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C.20036(202) 483.7474 ORGANIZATION AND STAFFING OF ment Services, 1527 New Hampshire Avenue,NW, Washington, D.C. 20036 ($5.00 additional for first-class PRESERVATION IN TRANSITION, ACCORDING postage and handling within the U.S.). For allorders to TO ARL SURVEY Canada, add $5.00 for postage and handling; for all orders Changes in organization and staffing of preservation to other countries outside the U.S., add$850 for postage programs operated by major researchlibraries in the U.S. and handling. Kits are shipped via library rate unless and Canada are described in a new publicationfrom the otherwise sp'cified; allow four to six weeks for delivery. Association of Research Libraries (ARL). SPEC Kit#160, "Preservation Organization and Staffing" (January 1990), is based upon responses of 109 ARL libraries topreservation surveys conducted by ARL overthe past two years. In major addition, 21 ARL libraries that have established THIRD REGIONAL MEETING preservation programs were contacted in early 1990. HELD IN BERKELEY, CA Survey responses of 18 of the libraries indicateseveral The Commission held its third regional meeting with trends: institutionalization of preservationactivities; sponsors and other interested institutions onJuly 9 at the s;gnificant growth in the size of preservation programs; University of California at Berkeley. West Coast colleges, growing emphasis on broad administrative andmanagerial universities and other institutions invited to attend were: responsibilities; and increased specialization in preservation University of Arizona; University of California, Berkeley; positions. According to ARL, "These trends underscorethat University of California, Davis; University of California, Irvine; today's preservation programs operate in adynamic, University of California, Los Angeles; University of California. changing environment and that the organizationof Riverside; University of California, San Diego; Universityof preservation activities is still in a state of flux." California, San Francisco; University of California, Santa Barbara, University of California, Santa Cruz; Universityof The kit includes selected ARL preservationstatistics, Oregon; Rosearch Libraries Group; Stanford University; and organization charts from six universities, positiondescrip- University of Washington. tions from ten institutions and planningdocuments from seven institutions. The group discussed the expansion of Commission priorities including deacidification, professional education, The kit is available for $30.00 ($20.00 for ARLmembers), and physical plant concerns; the selection of materialsfor with prepayment required, from: SPEC, Office ofManage- preservation; and the importance of regionaldifferences and supporting a range of preservation programsand approaches. Participants also reiterated the need for 111111=11111111111111011 improving and expanding professional education opportun- The Commission on Preservation and Access ities for managers of preservation programs and requested 1785 Massachusetts Avenue, NW Suite 313 assistance on ways to strengthen funding sources at the Washington. DC 20036 state level. (202) 483-7474 Previous regional meetings have been held in Chicago The Commission on Preservation and Access wasestablished in 1986 to foster and support collaboration among librariesand allied (November 1989) and New York City (January 1990). organizations in order to ensure the preservationof the published and documentary record in all formats and toprovide enhanced access to scholarly information.

The Newsletter reports on cooperative nationaland international preservation activities and is written primarilyfor university administrators and faculty, library and archivesadministrators, preservation specialists and administrators, andrepresentatives of JOINT TASK FORCE ON TEXT AND IMAGE consortia. governmental bodies. and other groupssharing in the PRESERVATION GAINS NEW MEMBER Commission's goals. The Newsletter is not copyrighted:its duplication and distribution are encou -led. Nicholas Olsberg of the Canadian Centre for Architecture recently joined the newly formed Joint Task Force on Text Patricia Battin President: Marine K. Sitts ProgramOfficer and Newsletter and Image Preservation. This group of specialistswill Editor; Pamela D. Block Administrative Assistant; Patricia Cece investigate commonalities as well as differences inthe Communications Assistant. The Commission isaccessible via ALANET (ALA2624) and BITNET ([email protected]@GW(NM) electronic preservation needs of disciplines that depend upon both mail systems, and by FAX (202) 483-6410. image and text for their intellectual work(see August itTstrter for more details about the Joint Task Force).

ACCESS SEPTEMBER 1990 NUMBER 27 THE COMMISSION ON PRESERVATION AND 2 Preseation of Library and Archival Materials February 28-March 1,1991 Washington, DC Exciting new program to explore increasing awareness of needs the specialized facilities needs of and priorities. Faculty members libraries and archival materials include higher education admin- storage. This program seeks to istrators, library directors, improve communication and facilities administrators and understanding between facility other specialists who manage users and facility managers by library/archival materials. Program Outline I. Problem H. Maintaining the Identification and BestEnvironment Evaluation Review the elements of successful Focus on the standards and needs communication and examine of the facility user. Examine the how work flow and reporting importance of research collec- structures can increase com- tions, threats to collection munication between facility users preservation, environmental and managers. standards, and the consequences of below standard environmental Examine the maintenance issues conditions. involved in maintaining specialized facilities including Facilities administrators examine mechanical/electrical, custodial, implementation of standards. How security, fire and safety, and to meet environmental and disaster planning. preservation needs with limited resources, how to work spe- Case study presentation prepared cialized needs of these facilities by the Smithsonian Institution into the priorities of the physical will focus on problem solving. plant.

Brochure and registration information will be available in early Fall. For more information, contact: The Association of Physical Plant Administrators of Universities and Colleges 1446 Duke Street Alexandria, Virginia 22314-3492 Program Offered in Cooperation with the Commission on Preservation and Access 107 Two NEW VIEWING/LISTENING RESOURCES only as book collectors. but as custodians of cultural artifacts. Because. quite clearly, many of the books that & ONE OLD FAVORITE become lost to the ravages of time will become lost forever. 1) "Turning to Dust," a program about the preservation There is an attitude of something approaching intellectual of brittle books, aired March 14, 1990 as part of the series, smugness that sometimes makes people unable to accept "The Nature of Things," by the Canadian Broadcasting this fact Books cannot be -lost- in the true sense of the Corporation; 60 minutes; VHS format. For ordering word, the thinking goes. Your copy many crumble to information, contact CBC Enterprises, Educational Sales, dust: hundreds of others exist elsewhere. This is simply Box 500, Station A, Toronto, Ontario, Canada, M5W 1E6; untrue. There are hundreds if not thousands of books (416) 975-3505. from the latter half of the nineteenth century which are

virtually impossible to locate anywhere... 2) "Acid-Free Paper," a 7-minute segment that aired March 1, 1990 on the Morning Edition of National Public Radio; features an interview with author Barbara Goldsmith. For ordering information contact National Public Radio, Custom Tape Service, Audience Services, 2025 M Street, NW, Washington, D.C. 20036; (202) 822-2323. NATIONAL REGISTER OF PRESERVATION 3) "Slow Fires," the award-winning film/video portraying MICROFILM MASTERS MOVES FORWARD WITH the slow destruction of a large part of our nation's intellectual heritage due to embrittled books printed on acidbased COLLABORATIVE EFFORTS paper; 30-minute or 60- minute version; VHS, 3/4-inch The National Register of Microform Masters (NRMM) cassette or 16 mm film. Available for loan from the Retrospective Conversion Project, considered a significant Commission. Copies may be purchased from the American step in building the infrastructure for national preservation Film Foundation, P.O. Box 2000, Santa Monica, CA 90406; programs, is moving forward through cooperative efforts (213) 459- 2116 or (213) 394-5689. of the Association of Research Libraries (ARL), the library of Congress (LC), and the OCLC Online Computer Library Center, Inc. Under an agreement signed this summer, ARL, in partnership with LC, selected OCLC as the contractor for continuation of the NRMM. Published by LC from 1965 ALSO OF INTEREST: through 1983, the NRMM is a printed book catalog that includes catalog records for microform masters. The goal A well-researched article on brittle books by Robert Wemick of this phase is the conversion into machine-readable (popular writer for the Smithsonian Magazine) was records of the 400,000 monographic reports in the NRMM published in recent Reader's Digest international editions Master File that remain to be converted. The NRMM Project (in French, Selection, and in German, Das Beste) with a is made possible with funds from the National Endowment combined circulation in the millions. for the Humanities and the Andrew W. Mellon Foundation.

At the request of editor Charles Lowry, Norman Stevens, The current phase will create machine-readable records that Director of University Libraries at the University of meet acceptable standards for record consistency and Connecticut, contributed an editorial, "Preservation a fullness, thus enhancing ,ccess to preservation microform Concern of Every Library and Every Librarian," that masters. The project also will help facilitate the searching appeared in the Summer 1990 issue of Library Admin- that at present is an expensive step in the nationwide istration & Management (Library Administration and preservation microfilming program. Management Association, 56 E. Huron St., Chicago. IL 60611). During the next 15 months, OCLC will convert about 258,000 bibliographic records, 30% of them not previously "Decaying Books, Decaying Culture," was written by James in machine-readable form. On behalf of research libraries, Edwards for the July/August 1990 issue of The National OCLC is making an $0.80 in-kind contribution to the price Book Collector (Nationa! Book Collectors Society, 65 High of each processed record. LC staff will conduct quality Ridge Road. Suite 349, Stamford, CT 06905). An excerpt: reviews to ensure that records conform to specifications established by ARL and LC. As the project proceeds, LC's Cataloging Distribution Service willdistribute tapes What does [acidic paper] mean to lovers of books? containing the converted records on a subscription basis. Basically. it means that we have a serious problem on OCLC's production schedule anticipates completing this our hands, and one that we must attempt totackle not phase by fall 1991.

NUMBER 27 THE COMMISSION ON PRESERVATION AND ACCESS SEPTEMBER 1990 3 0 8 procurement system is desigl led to purchase paper which NYS SUPPORT FOR PRESERVATION SLATED is the least expensive grade available that meets the FOR THREE-YEAR INCREASE Government's needs. Approximately 40 percent of the total Legislation signed by New York State Governor Mario M. volume of paper used to produce contract printing for GPO Cuomo on July 31 increases aid for preservation and is estimated to be alkaline." conservation of endangered research materials in the state's 11 comprehensive research libraries from the current The report also states that the implementation in 1989 of $90,000 per year to $102,000 in 1991-92, $115,000 in 1992- the E ironmental Protection Agency guidelines on paper 93, and $126,000 in 1993-94. Total preservation/ containing recovered materials does not appear to have conservation expenditures, now at $1.8 million, will :row adversely affected GPO's ability to obtain adequate supplies to $2 million, $2.1 million, and $2.2 million over the next of alkaline paper. three years. The legislation brings total library aid in that state to $85-million over the three-year period. The legislation A free copy of the report may be obtained by contacting: will become effective April 1, 1991. Funds for the increases GPO Office of Public Affairs, STOP:PA, North Capitol and will need to be included in the state's 1991-92 appropri- H Sts., NW, Washington, DC 20401, (202) 275-3541. ations. According to State Joseph F. Schubert, the bill was sponsored by leaders of both houses of the legislature.

ALANET USERS: JOIN COMMISSION GPO REPORT FINDS ALKALINE PAPER DISTRIBUTION LIST PRICES TO BE COMPETITIVE The Commission maintains a distribution list on ALANET, which it uses to communicate with libraries In April, the Government Printing Office (GPO) issued a and editors/publishers. If you would like to be included report and plan, "Use of Alkaline Paper in Government on this distribution list, send your complete ALANET Printng," prepared at the direction of the House Appro- subscriber codes (both numeric and alphabetical) or your priations Committee. In the Executive Summary, the ieport FAX number, as well as your name, mailing address, states: "Fiscal year 1989 data shows that approximately and phone number to Maxine Sitts. We will add you to 57 percent of the book-publishing and related papers the list to receive announcements such as advance press purchased by GPO for in-house use and supplied to Federal releases and notices of upcoming newsletters. 'The Com- agencies was produced by paper mills using alkaline mission's ALANET codes are: ALA2624 CPA.SITTS. production processes. This paper was purchased at prices that were competitive with acid paper, since GPO's paper

The Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036 U.S. POSTAGE PAID Washington, DC Permit No. 3611

109 ISSN 1045-1919 THE COMMISSION ON PRESERVATION AND ACCESS

OCTOBER 1990 NUMBER 28 NEWSLETTER media conversion technologies that may be employed, and TAAC REPORT: the remaining subsections are devoted to the various PRESERVATION TECHNOLOGY GLOSSARY technologies employed in the different stages of preser- A structured glossary of technical terms describing the vation and access capture, storage, access, distribution, relationship between digital and other media conversion and presentation. There also is a list of information sources processes has been issued by the Commission. The glossary and an index. ...continued on page 3 is one of a number of reports from the Commission's Technology Assessment Advisory Committee (TAAC) INSTITUTE URGES STEPPED -(1P PACE FOR contributing to a common understanding of how preservation and access needs can be addressed by emerging PRESERVATION EDUCATION ACTIVITIES technologies. M. Stuart Lynn, Vice President for Information The Commission's Task Force on Preservation Education Technologies, Cornell University, served as principal author, should pick up its work pace and begin a number of activities with assistance from TAAC members and others from the immediately to strengthen preservation education, information technology and library professions. according to the final report of the Preservation Education Institute held August 2.4, 1990, at Wye Plantation, Preservation and ACCPSS Technology. The Relationship Queenstown, MD (See June 1990 Newsletter). Library Between Digital and Other Media Conversion Processes: administrators, educators, archivists, network staff, and A Structured Glossary of Technical Terms (August1990, preservation specialists were invited to the institute to explore 68 pages) contains terms associated with the technologies the possibilities of placing preservation in a more central of documentpreservation,with particular emphasis on position in library school curricula. Among the recommen- documentmedia conversiontechnologies (often called dations evolving from the 2-1/2 days of presentations and "reformatting technologies"), and even more particularly discussion sessions: on the useof digital computer technologies. A strong statement supporting the inclusion of preser- Implications for the use of digital technologies that extend vation in the new standards should be sent to the Committee beyond the boundaries of preservation of and access to on Accreditation. preserved materials are discussed in the introduction and The Dean's Council of ALISE (Association for Library and again throughout the glossary. information Science Education) should encourage the As the Preface explains: cause of preservation education.

The glossary is not intended to be so comprehensive An action plan for preservation education should be developed by the Task Force on Preservation Education asto satisfy the technologist only concerned with technologies. or the librarian exclusively concerned with and widely disseminated to the professional community. librarianship and preservation. It is intended to satisfy the intersection of their concerns. On the other hand, A sampling of ideas from the institute follows: issues of preservation and access raise concepts that have Preservation must become a state of mind,a way of implications for librarianship as a whole, so that. in that treating collections so they will survive to serve their intended sense, this glossary has consequences that are notlimited purposes. Our greatest challenge, in practical terms, is to to the preservation arena alone. define preservation in clear and commonly agreed-upon language. Since public libraries and historical societies Following an introduction that discusses the impact of digital house important research materials, itis inadequate to technologies on the library profession, the glossary is divided define preservation in terms of research libraries. into three main sections: The Original Document, the David B. Gracy II, Professor, Graduate School of Selection Process, and the Preserved Copy. The latter is Library and information Science, University of Texas dealt with in the most detail. It, in turn, includes a number at Austin of subsections: The first defines the actual preservation or 110 ...continued on page 4

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036(202) 483-7474 GETTING ON WITH THE WORK OF PRESERVATION

Recent news reflects a growing number of operational collaborative preservation activities. From the national perspective, it appears that the broadened preservation agenda has moved from a period of generating interest and support, planning, and research, into a time of solidifying positions, building foundations, and "getting on with the work" The following developments are cases in point for an increasing cooperative capacity to manage preservation challenges.

THE MEDIEVAL ACADEMY OF AMERICA Libraries Group and with the aid of its Conspectus. It might also be wise to survey the Academy's membership The Medieval Academy of America has formed a Library to gain a concrete sense of which materials and Preservation Committee to initiate and coordinate projects collections have been most used by medievalists. to preserve the contents of embrittled scholarly publications important to the future of medieval studies. The committee, ...The preservation of collections is the business of composed of eight scholars and librarians, holds its first the institutions that own them. These institutions will meeting October 19 and 20 in Washington, DC. need to seek funds from public and private sources in order to carry out preservation projects The committee The activation of such a committee was a major point of will work with the institutions to construct complemen- agreement during a colloquium on preservation issues in tary preservation programs and to resist the diffusion medieval studies, held March 25 and 26, 1990, at the of efforts....The committee must ensure that the projects' University of Notre Dame (See May 1990 Newsletter). At bibliographic records and the reformatted works that time, 15 scholars from the United States and Canada themselves are made available promptly for wide concluded that a coordinated preservation effort for scholarly use. medieval studies should be "urgently undertaken," and that it should be helped along by a committee of The Medieval The March colloquium was cosponsored by The Medieval Academy. institute and College of Arts and Letters of the University of Notre Dame, The Medieval Academy of America, and Recommendations from the March colloquium included the the Commission. Members of the new committee are: Mark following: Jordan (Chair), University of Notre Dame; Steven Horwitz, University of California, Berkeley; Christopher Kleinhenz, The committee's first task will be to identify concentrated University of Wisconsin; Lillian Randall, Walters Art Museum; and accessible collections in the various areas of Fred Robinson, Yale University; Susanne Roberts, Yale medieval studies ... incooperation with the Research University; and Jan Ziolkowski, Harvard University.

The Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 313 THE AMERICAN THEOLOGICAL Washington, DC 20036 LIBRARY ASSOCIATION (202) 483-7474 by Albert E Hurd, Executive Director The Commission on Preservation and Access was established in 1986 to foster and support collaboration among libraries and allied The Preservation Programs of the American Theological organizations in order to ensure the preservation of the published and documentary record in all formats and to provide enhanced Library Association (ATLA) emphasize preservation in access to scholarly information. microformat of serials and nineteenth century monographs. Any library (ATLA member or non-member) may participate The Newsletter reports on cooperative national and international through the Preservation Filming in Religion ( PREF1R ) preservation activities and is written primarily ror university administrators and faculty, library and archives administrators, Membership and Subscription Program. preservation specialists and administrators, and representatives of consortia, governmental bodies, and other groups sharing in the ATLA has been engaged in preservation filming of serial Commission's goals. The Newsletter is not copyrighted; its duplication and monographic literature in Religion and Theology for and distribution are encouraged. 35 years. For more than 20 years the program concentrated on the filming of serials on 35 mm roll microfilm. Inthe Patricia Battin - President; Maxine K. Sits - Program Officer and Newsletter Editor, Pamela D. Block - Administrative Assistant; Patricia Cece - 1970s it began to experiment with the preservation of Communications Assistant The Commission is accessible via ALANET monographs in microfiche format. In 1978 ATLA estab- (ALA2624) and BIThIET (CPA@GW(NM, S1TTS@GWLIVM) electronic lished an Ad-Hoc Committee for the Preservation of mail systems, and by FAX (202) 483-6410. Theological Materials to study and determine the size of theological subject collections, published between the years NUMBER 28 THE COMMISSION ON PRESERVATION AND ACCESS OCTOBER 1990 1850 and 1929, within ATLA member libraries. This study, condition survey by library staff members H. Carton Rogers, completed in 1981, indicated that more than 258,000 Director of Technical Services; Bernard Ford, Assistant volumes were at risk and in need of preservation due to Director, Collection Management;, and Consultant Peter acidic paper. These results were used to plan and implement Sparks. ATLA's Nineteenth Century Monograph Preservation Program in 1985. Penn's preservation project, funded by the Commission and the Andrew W. Mellon Foundation, has two major goals. The ATLA Monographic Preservation Program uses 48x The first is the formulation of a plan for the preservation microfiche for monographs. In using 48x microfiche, the of the university's collections using a broad, strategic program aims to make titles readily available at reasonable approach that considers not only local needs, but also costs to both scholars and libraries. The monographic part regional and national programs, and that explores the full of the program has cataloged and filmed more than 14,000 range of currently available preservation technologiesand monograph titles on 48x microfiche during the past five how their technical trade-offs can affect long-term years. Titles filmed are from an annual subject bibliography preservation decisions. The second goal is the articulation developed by the project bibliographer and provided to the of a management strategy in which a small internal staff program from a number of cooperating and participating works in concert with regional preservation service libraries. organizations, which in turn develop service programs to supply resources needed by the university to operate its The ATLA Serials Program makes available in microformat preservation program. both embrittled nineteenth century serials and current serials. Currently we make available more than 1,000 serials on 35 mm microfilm. Together, the literaturefilmed to date THE STATE OF COLORADO by the Monograph Preservation Program and the Serials Librarians, archivists, curators. genealogists, records Program documents nearly every major denomination in managers, public officials, a others interested in the the United States, Canada, and Great Britain. preservation of cultural and hist,:lical resources of Colorado were invited to the first annual meetingof the Colorado The program stresses the dissemination of its materials Preservation Alliance on September 10. Bylaws for the by providing access through a printed catalog, National alliance were presented for approval at the meeting, which Register of Microform Masters, and the major online was held at the Aurora Public Library.Nancy Bolt, state catalogs: OCLC, RUN, Utlas, and the National Union librarian, presented a certificate of appreciation to State Catalog. A majority of the ATLA Preservation Program costs Senator Harold McCormick for his work to require the use are supported through subscription sales.In addition, of acid-free paper for legislative publications. Other funding from the National Endowment for the Humanities' sciieduled topics: practical paper conservation and a review Office of Preservation and private foundations has helped of activities for Archives Day, September 21. sustain the annual filming schedule.

For more information, contact Albert Hurd, ATLA, 820 Church St., 3rd Floor, Evanston, IL 60201.

THE UNIVERSITY OF PENNSYLVANIA The University of Pennsylvania has begun the first phase of its new preservation planning project by assembling a broad range of information about its collections and the TAAC Reportcontinued from page 1 spaces housing the collections. Muchof this information- gathering is being done with the cooperation and support As with other Commission reports, the glossary is intended of local regional preservation organizations. (See March as a conceptual document to promotefurther discussion and research. The Introduction suggests that "one measure 1990 Newsletter.) of success for the glossary will be the extent to which it Condition surveys in many of the university's 26 rare and stimulates additional work in the field, including refinements special collections are being carried out by staff members of the glossary itself." from the Conservation Center for Art and Historic Artifacts, while staff from the Mid - Atlantic Preservation Service have Complimentary copies have been mail& to the Commis- reviewed Penn's microform collections to develop sion's entire mailing list. Additional copies are available at recommendations for their long-term preservation. In no cost to Commission sponsors and for$5.00 to others. to "Commis- addition, books at Van Pelt Library, departmental libraries, (Prepayment via check U.S. funds only and the storage collection are undergoing a statistical sion on Preservation and Access.") OCTOBER 1990 Nur 1BER 28 THE COMMISSION ON PRESERVATION AND ACCESS 3 112 Preservation Education continued from page 1 meeting sponsored by the Commission and a series of issues raised by the Preservation Education Task Force All library schools will need to have a preservation during its first two meetings earlier this year. A report from component in the curriculum, but it may vary depending the instituteis being distributed to all those on the upon the emphasis. Some 500 to 700 large libraries are Commission's mailing list. likely to have a conservation/preservation unit in the future, and several thousand smaller libraries should have at least some capability of dealing with preservation. Library schools PRESERVATION ENVIRONMENT FEATURED IN should think of imaginative continuing education courses, FACILITIES MANAGER short courses, and work-study opportunities in addition to The Association of Physical Plant Administrators of established courses. Universities and Colleges (APPA) is publishing an article, Joseph Rosenthal, Library Director, University of "The Library Environment and the Preservation of Library California at Berkeley Materials," by Carolyn L Harris and Paul N. Banks, in the Within college libraries, preservation librarians should Fall 1990 issue of its quarterly professional magazine, know about organizational structure. They should be able Facilities Manager, mailed to APPA members early this to create their own support systems, serve as change agents, month. The article is one of two cooperative activities of and perform a number of different functions. There also APPA and the Commission to increase communication is a need to raise consciousness among college libraries among physical plant and library/archives staffs regarding environmental conditions for housing of library and archival that they have important collections. Michele Cloonan, Preservation Librarian, Brown materials. The second undertaking is a "Preservation of University; and Kathleen Moretto-Spencer. Library library and Archival Materials" workshop February 28- Director, Franklin & Marshall College March 1, 1991, in Washington, DC.

The Preservation Education Institute was conducted by The Copies of the magazine are available for $5.00 (enclose Catholic University of America's School of library and check or purchase order) from: APPA, Attn. Publications, Information Science, under contract with the Commission. 1446 Duke St., Alexandria, VA 72314 -3492. Workshop Its agenda was built on previous nationwide explorations brochures also are available from APPA. The Commission of preservation education, including an October 1988 can provide reprints of the article at no cost.

NEWSLETTER DISTRIBUTION UPDATE Beginning in November 1990, this newsletter's distribution will change slightly. Commission sponsorswill receive an advance copy of the newsletter, mailed first-class. In addition, all addresses on the current mailing listwill receive ONE copy of the newsletter, mailed via bulk rate. In the past. library directors had been receiving two copies to beshared among staff. However, in response to numerous requests, the subscription base has been expanded toinclude multiple addresses within institutions.

You canhelp reduce the Commission's mailing costs by notifying us of unwanted subscriptions andby sending address corrections and changes to Trish Cece, Communications Assistant Please include your old addresslabel with your request.

Nov-DEC1.990 NUMBER 29 NEWSLETTER

AALL COMPLETES MICROPUBLISHER SCANNING & AUTOMATIC FORMAT SURVEY PRETEST RECOGNITION NOT YET VIABLE Included as an insert to this newsletter is the final report from the American Association of Law Libraries (AALL), with which the Commission contracted in summer 1989 A research project conducted under a Commission contract to pretest a form for surveying companies, agencies, and to the Research Libraries Group, lnc., (RLG) has concluded libraries that produce and store first-generation master that the tested scanning and automatic format recognition negatives. The survey covers microform production and (AFR) technology cannot be considered at this time as a quality control, storage of first-generation master negative viable mechanism for converting printed bibliographic film, storage containers and enclosures, and inspection of records into machine-readable MARC format By establish- stored first-generation negatives. (For more information, see ing as fact what can and cannot be accomplished currently, the August 1989 and March 1990 Commission newsletters.) the project results represent a significant contribution to our knowledge of available technologicaloptions for the According to Willis C. Meredith and Naomi Ronen of the conversion of preservation search tools. Tests were Harvard Law Library, who conducted site visits to seven conducted with Optiram Automation Ltd., London, the only micropublishers representing 12 different companies: company currently identified with a system thatmight be capable of dealing with the complexities of library catalog The opportunity to have face-to-face discussions with records. For the tests: production personnel at a variety of companies allowed us to improve the survey form. Theinformation gathered Optiram was supplied with photocopies one card per by this form will be essential to future preservation page of 300 cards, 50 from each of six RLG-member planning on a national level. libraries. The quality of the source data varied widely, from clean, well-typed cards with consistent layout, to The pretest demonstrated the need for a comprehensive manuscript cards. Many had smudges and erasures, survey. The answers that we received from the companies handwritten annotations in any available space, and in the pretest and our discussions with production words or numbers written across the hole. Some appeared personnel show that there can be major differences to be on buff or blue stock, so that photocopyingonly between the standards used for the production and exacerbated their native illegibility. In short, they were storage of master negatives for commercial purposes and normal cards to be found in any library catalog more for preservation. It must be a priority to determine what than 25 yearsold(and some much younger). these differences are. RLG concluded that content designation problems were All the publishers that we talked with were eager to not solved for the test, and that the premise thatOptiram's discuss these differences as well as the ways that they combination of scanning and AFR might provide a can work with preservationlibrarians. Given the straightforward means of creating directly usable MARC importance of this discussion for preservation, we suggest records from printed source material was not validated. RLG the immediate investigation of how to continue and plans to pursue investigation of a centrally managed mass expand the sharing of ideas and concerns started by reconversion program that would combine scanning and the pretest. AFR capabilities with vendor-supplied post-processing and authority work. The Commission has distributed advance copies of the report and draft survey form to nearly 100 persons on its Copies of the two-page project report are available from mailing list. Trish Cece, Communications Assistant

1785 Massachusetts Avenue, N.W., Suite 313, Washington,D.C. 20036(202) 483.7474 NEW REPORT ON COPYRIGHT AND ANNUAL REPORT DISTRIBUTED PRESERVATION The copyright implications of large-scale preservation and access programs are explored in a paper prepared for the Commission by Robert L Oakley, Director of the Law Library and Professor of Law at the Georgetown University Law Center in Washington, D.C.Copyright and Preservation: A Serious Problem in Need ofaThoughtful Solution addresses the specific concerns and issues of copyright compliance arising from the unprecedented massive reformatting of deteriorating books and journals printed on acid paper.

Oakley reviews the sections of the copyright law covering the copying of printed materials for preservation purposes and emphasizes the fact that the current copyright law does not include provisions for the distribution of information in electronic format. In addition to a comprehensive review of the copyright law and subsequent judicial interpretations, Oakley proposes a number of alternative means to protect intellectual rights while providing, at the same time, expanded access to preserved materials. The 1989-90 Annual Report of the Commission has been distributed to all those on its mailing list. The 49-page report According to Oakley, congressional revision of the current describes the work of the Commission from July 1, 1989, law is unlikely without a consensus among the library and through June 30, 1990, and features a special section on publishing communities on the importance of the problem progress being made with the technical assessment agenda. and the appropriateness of the proposed changes to the The support of the Commission's expanded base of 36 Copyright Act. The 65-page paper has been distributed to sponsors is acknowledged in the report, which is dedicated the Commission's U.S. mailing list. Additional copies are to the many activists and funding agencies, both public available for $15.00. Orders must be prepaid, with checks and private, whose sustained efforts remain essential to the (no cash) made payable to "The Commission on Preser- collaborative successes of the preservation and access vation and Access." Payment must be in U.S. funds. movement. Additional copies are available at no cost while supplies last from Trish Cece, Communications Assistant.

11MIIMMMMIThe Commission on Preservation and Access 1785 Massachusetts Avenue. NW Suite 313 MASS DEACIDIFICATION Washington, DC 20036 IN RESEARCH LIBRARIES (202) 483-7474 Mass Deacidification Systems: Planning and Managerial The Commission on Preservation and Access was established in Decision Making a 24-page report by Karen Turko, Head 1986 to foster and support collaboration among libraries and allied of Preservation Service, University of Toronto is now organizations in order to ensure the preservation of the published and documentary record in all formats and to provide enhanced available from the Association of Research Libraries (ARL). access to scholarly information. The preface states: "Only a few ARL libraries have embarked on a planning process for the deacidification of their The Newsletter reports on cooperative national and international collections on a large scale. While the challenges facing preservation activities and is written primarily for university libraries are substantial, limited progress has been made administrators and faculty, library and archives administrators. preservation specialists and administrators, and representatives of in resolving basic managerial and operational issues. During consortia, governmental bodies, and other groups sharing in the this critical transition period, it is important to identify and Commission's goals. The Newsletter is not copyrighted; its duplication examine these issues and to analyze different available and distribution are encouraged. options. This report is intended to aid in that process by looking at mass deacidification from a management Patricia Battin - President: Maxine K. Slits Program Officer and Newsletter Editor; Pamela D. Block Administrative Assistant; Patricia Cece perspective. It explores issues such as selection of material Communications Assistant The Commission is accessible via ALANET for treatment, collection management, and financial (AL12624) and BTMET (CPA@GWC1VM, SITTS@GWUVM) electronic considerations." Copies are available for $15.00 (prepaid) mail systems, and by FAX (202) 483-6410. from: ARL, 1527 New Hampshire Ave., NW, Washington, DC 20036. NUMBER 29 THE COMMISSION ON PRESERVATION AND ACCESS NOVDEC 1990

2115 A RESEARCH REVIEW: PAPER STRENGTHENINGAT THEBRITISH LIBRARY The following research review was prepared at the Commission's request by Peter G. Sparks as one follow-up to the Directory of Information Sources on Scientific Research, March 1990.

"Paper Strengthening at the British Library: RecentThe paper strengthening data are worth careful study. These Developments in the Graft Copolyrr.erization Technique,"data are from early studies and show fold strength by C.E. Butler, D.W.G. Clements :And C.A. Millington, inenhancement for a variety of papers in the range of 5 to Preservation and Technology: Proceedings of a Seminar10 times. The interesting observation is that none of the at York University, 20-21 July, 1988, pp. 65-74, (Nationalpaper samples went into the treatment in a truly brittle Preservation Office Seminar Papers, 3) ISBN 0 7123 01720.condition, i.e., with an MIT fold equal to or less than 1. The lowest initial fold values were 8 and 9, and the highest This report should be definite reading for preservation295. Conclusion five notes that good increases were officers and librarians interested in following technicalobserved in most papers but that results were variable when developments in the use of multiple treatment processesthe paper's initial fold value was less than ten. for the strengthening of paper bound in books. The authors present a review of the theoretical approach, early laboratoryOne is led by this to ask the question of just how effective and pilot plant studies, library requirements, and key resultswill this process, or for that matter will any strengthening and conclusions to date, all of which raise several questionsprocess, be in adding flexural strength to really brittle and whet the appetite for more information, which ispapers? Maybe what we are really talking about is promised in the future. strengthening just the weak-to-moderate-strength papers that are not yet brittle. The latter is a very important task After a brief historical introduction the paper moves intothat will keep the already enormous mound of brittle books an explanation of how the process works. Every page infrom getting larger; however, strengthening may not be the book needs to be impregnated with a mixture of twoable to delay significantly the need to transfer information different liquid chemicals (monomers) which are thenon existing brittle papers to another preservation format. polymerized, using gamma radiation, to a solid copolymerThe library preservation field could use some more data which is claimed to be chemically bonded (grafted) to theand discussion on this point in order to clarify the issue. cellulose molecules of the paper. This combination of a significant level of solid copolymer in the paper (15 to 20%The paper does mention that some further studies are being by weight) and the bonding of the copolymer to the cellulosedone at a testing laboratory to observe the effects of the lends strength to the weakened paper. Later in the paper,treatment on the long-term aging characteristics of treated under conclusions, the authors note that adequatepapers, and that initial results are encouraging. All in all impregnation time is needed to get a good distribution ofthe paper does a good job at showing the nature and the the liquids in the pages and that it is essential for all volumescomplexity of the effort needed to iron out the details of to receive the same gamma radiation dose in order to getestablishing a workable mass treatment process. The a good result These two requirements should generateauthors should be encouraged to keep publishing the some interesting trade-offs insolubility effects of thescientific results of this important project so the library monomers on inks and adhesives and should make alsopreservation field can continue to benefit from their future for some special book handling procedures. Some ongoing work. work with book handling is mentioned, and the presence of solvent effects is acknowledged as manageable. A passing reference is made to the possibility of combining deacidification into the process but this notion is not elaborated upon as part of the active experimental program.

It is clear from the data presented that the process can achieve an adequate level and a uniform distribution of polymer within a book, and also show reproducible polymer loading between similar or different books in a pilot plant trial. Polymer loading accounts for a 15 to 20% increase in the book's weight These positive results are very important because the process could not be seriously considered for further development without them.

NUMBER 29 THE COMMISSION ON PRESERVATIONAN'r ACCESS Nov-DEC 1990 3 PAPER PROGRESS

HOUSE PASSES H.J. RES. 226 important in other areas as well. Increased litigation and continued regulation of many industries mandate efficient ON PERMANENT PAPER records management. More permanent documents can be HJ.Res. 226,establishing a national policy on permanent important in legal and financial matters.... paper, was passed by the House by voice vote on September From Alkaline PapermakingThe Wave of 17. The Senate approved the House amendment on the Future, Brochure (1990, 10 pp.) from September 26. The bill is being sent to the President for Hammermill Papers, 6400 Poplar Avenue, Mem- his signature. phis, TN 38197.7000

Rep. Pat Williams (DMT) introduced H.J. Res. 226, which Without giving it a second thought, ten generations of is the House version of SJ. Res. 57 passed by the Senate Americans lost a basic freedom which has yet to be totally in July 1989. S.J. Res. 57 was introduced by Sen. Claibome regained. When paper went acid, written records and images Pell (D -Rl). Both of these resolutions promote and encourage became destined for eventual destruction. The further our the printing of books of enduring value on alkaline paper. societies advanced, the more we destroyed the evidence of our progress. From the viewpoint of history, volumes of knowledge, wisdom and creativity may as well have never been recorded....

.. .As both a high-performance industry and a group of concerned citizens, the paper industry should lead the permanence issue and define it by matching customer needs and wants and setting new standards for quality, performance, and the environment ...The industry can provide the leadership to step out in front on the issue. Time is of the essence. COMMENTS FROM THE PAPER INDUSTRY Martin Koepenick, Innova International (a company providing public affairs counsel on global On August 1 and 2, the House Administration Subcom- market issues and having extensive dealings in the mittee on Procurement and Printing, chaired by Rep. Jim pulp and paper industry), "Permanent paper: The Bates (D-CA), held hearings on HR 4523, the Congressional freedom to choose," in PIMA (Paper Industry Recycling Act of 1990, to require Congress to purchase Management Association), January 1990, pp.21- recycled paper products to the greatest extent practicable. 24. One of the witnesses, Thomas Norris ofP.H. Glatfelter Co., representing the American Paper Institute, noted that acid- free recycled paper was available and that the requirements for the use of recycled and permanent paper could be ARL PUBLISHES UPDATED ALKALINE accommodated without conflict. BRIEFING PACKAGE from ALA Washington Newsletter, August 15, The Association of Research Libraries (ARL) has published 1990, page 2 (published by the American Library a revised and updated version of the 1988 ARL Briefing Association's Washington, DC, office) Package entitled Preserving Knowledge: The Case for Alkaline Paper. The publication was produced collabora- tively with the support of the Commission, the American Recently, there's been a lot of discussion about the growth Library Association and the National Humanities Alliance. of acid-free papermaking in the United States. Many paper The paperbound book includes the following sections: manufacturers have already converted to this process; more Overview and Background, Paper Industry Developments, are planning to do so in the near future. In fact, many industry Library Community Initiatives, Author and Publisher experts predict that almost half our paper capacity will be Support, Federal and State Government Responses, alkaline by the end of 1990. ...[A]rchival quality has long Standards, and Fact Sheets. Complimentary copies were been important to book publishers, libraries, governments mailed to the Commission's sponsors. Copies are being and others interested in materials that withstand the ravages sold by ARL, 1527 New Hampshire Avenue, NW, Wash- of time. However, this permanence factor is now becoming ington, DC 20036. NUMBER 29 THE COMMISSION ON PRESERVATION AND ACCESS Nov-DEC 1990 4 117 NEWSLETTER INSERT

AMERICAN ASSOCIATION OF LAW LIBRARIES/ RESEARCH LIBRARIES GROUP MICROFORM MASTER SURVEY:

REPORT ON THE SURVEY FORM PRETEST TO THE COMMISSION ON PRESERVATION AND ACCESS

Submitted by Willis C. Meredith and Naomi Ronen

September 11, 1990

NUMBER29 THE COMMISSION ON PRESERVATION AND ACCESS NOV-DEC 1990 NEWSLETTER INSERT

REPORT TO THE COMMISSION In the spring of 1989, the Commission on Preservation and Access contracted with the Amer- ican Association of Law Libraries (AALL) to pretest a survey form that will be used in a worldwide survey of companies, agencies and libraries that produce and store first generation master negatives. In the pretest process, draft survey forms were to be mailed to 7 publishers representing approximately 12 different companies, and site visits were to be made to 7 different production facilities. The information and suggestions gathered by this process were to be used to evaluate the effectiveness of the form and to determine if changes were needed.

The pretest is complete. The survey form was developed by the Preservation Committee of the Research Libraries Group and the Special Committee on the Preservation Needs of Law Libraries of the American Association of Law Libraries. In the first step of the pretest process, forms were sent out to four publishers who had agreed to participate. They were asked to fill out the form and add their comments, suggestions and criticisms. This information was used to redraft the form. The form was then sent out again to the original four participants and three additional companies, and site visits were scheduled to each company. The site visits allowed face to face discussions of the form with production personnel and first hand observation of the production processes. After the site visits were completed, the form was revised a final time. The form has been sent to the Research Libraries Group. The purpose of the pretest was to improve the form, insure that it would gather the information needed and eliminate as many instances of ambiguous and poor wording as possible. Companies completed forms with the understanding that company-specific information would not be published as part of the pretest report. This condition facilitated the sharing of ideas and information. As it turned out, most of the companies involved felt that the information gathered did not reflect poorly on their companies. In any case, only summaries of responses are given. In addition, the sample was not selected randomly and the resultsof the pretest cannot be used to determine the percentage of microfilmers using any particular production method or standard. A goal of the full survey will be to gather the information needed to make this assessment. It should also be stated at the outset that commercial micropublishers do not necessarily see themselves as being in the preservation business. They are in business to produce a quality product for sale. They also have a self interest in producing a quality master negative since the master negative is the principal asset of the company. The pretest and the discussions with company personnel did demonstrate several facts about the survey process, and suggested topics that should be discussed in the contextof national preservation efforts. First, the results of the ?retest suggest that there are many variations on a theme in the world of commercial microptblication. Practices on almost every aspect of production, storage and access can vary from ,zompany to company. The complexityof the applicable standards and the economics of pfolication and distribution almost guarantee that there will be permutations. The commercial publishers surveyed in the pretest stated that they ose concerned with standards for production and storage, but that they also have to be concerned with the economics of production and sales. 1i NUMBER 29 THE COMMISSION ON PRESERVATION AND ACCESS Nov-DEC 1990 NEWSLETTER INSERT

This means that while a publisher may follow industry standards, the company probably does not follow preservation standards for the production and storage of master negatives. The purpose of the survey will be to determine the differences between industry and preservation standards, if any. Second, we can only rely on the information gathered by the survey form to a certain extent. The survey form was only partially successful in pinpointing the areas of difference and providing a complete picture of company policy and production procedures. Information gathered by the form will paint a broad picture. A form of any reasonable length cannot, however, follow the step by step production process in the detail necessary to understand important differences. This was confirmed repeatedly by the site visits. Therefore, the results from the full survey will be indicative rather than definitive. Third, compliance with standards can be dependent on the degree to which others in the chain comply: filmers are dependent on film and chemical manufk.:curers, publishers on storage firms, and librarians on filmers, for example. In other words the survey collects information from the libraries, publishers and other companies that produce microfilm. We did not visit storage facilities that are run as independent companies to see that the standards are being met or that measurements are being taken accurately. Another example is testing for residual thiosulfate done by independent laboratories. All of these are outside the scope of this survey, but should be concerns for the future. Fourth, the information gathered in this pretest anal in any future larger scale surveys should be considered the starting point for commercial publisher/preservation administrator/library community discussions on these and other issues. Scholarly micropublication should be a component in the effort to reformat brittle materials for preservation, but there are important concerns for libraries and for micropublishers that must be addressed. Most importantly, there is a need for better communication and understanding. Many publishers are aware of the preservation efforts going on in this country and around the world. Some, in fact, are now offering contract preservation microfilming services. On the other hand, some publishers are not fully informed about the issues and concerns of the library community for the security of and access to master negatives. Two publishers stated that the survey form brought home to them for the first time the nature of the preservation problem and the national responsibility of the company for the security of master negatives. Another publisher was aware of the issues but could not afford to store master negatives under secure conditions. That publisher was very interested in discussions of possible central storage for master negatives. Other publishers expressed concern about possible misunderstanding of their business practices. They stated that they produce a quality product that in their opinion meets standards in all important instances, and that they could insure this with less testing than is called for in the standards.

As we try to resolve important issues of standards for preservation microfilm and the relation of scholarly micropublication to preservation, we need to know what the differences are. The survey will provide a broad picture of what is done by all parties concerned. The pretest sug-

NUMBER29 THE COMMISSION ON PRESERVATION AND ACCESS Nov -DEC1990 NEWSLETTER INSERT

gents that the full survey will find that there are similarities between the production of microfilm for scholarly publication and for preservation, but there are differences as well arising from differing needs and concerns. The publishers contacted are eager to talk about their business and work with the library community. If nothing else, the survey will raise the level of understanding on the part of publishers and of librarians alike of what the other is doing and why. The original intent of this project was to pretest a form. During that process, however, we talked with corporate officers, production managers and plant personnel at seven companies. For us, this has been an educational experience as well, and many of the people we talked with felt the same. The process was also congenial. One early concern was that the survey might be seen as a library preservation versus commercial publisher enterprise. This was not so. Pub- lishers were eager and proud rather than defensive about demonstrating their procedures and products.They were also very interested in a continuing dialog about preservation concerns. We strongly suggest that an appropriate and pressing next step is to explore ways to continue and to expand the dialog and sharing of concerns started by the pretest.

ThPwith remainder specific recc)rnmeridatiorisf the report for the survey p r e _

I 0 4,

NUMBER29 THE COMMISSION ON PRESERVATION AND ACCESS Nov -DEC1990 COLLABORATIVE PRESERVATION PROJECTS

of the Library of Congress and the Online Computer Library NEH SUPPORT FOR STATEWIDE, Center. Four grants enable continued participation in Iowa, INSTITUTIONAL COLLABORATION Maryland, Missouri, and New York. The fifth grant will enable Oklahoma to begin participating. Several of the grants announced recently by the National Endowment for the Hi.-anities are supporting collaborative efforts to preserve thy: knowledge in deteriorating library PENNSYLVANIA CONSORTIUM DEVELOPS and archival materials. All together, NEH's Office of PRESERVATION GUIDE Preservation announced more than $7.2 million in new grants involving projects at 23 institutions located in 15 The Oakland Library Consortium, composed of The states, the District of Columbia, and the U.S. Virgin Islands. Carnegie Library of Pittsburgh, the University of Pittsburgh Library System, and the Carnegie Mellon University Libraries, The first grants in a new category that supports the has published a basic introduction to preservation entitled development of comprehensive statewide preservation Preserving Library Resources: A Guide forStaff. Prepared plans were awarded to the Massachusetts Board of Library by the Consortium's Standing Committee on Preservation, Commissioners, the Nebraska Library Commission, and the the booklet is geared for staff who may not otherwise receive North Carolina Preservation Consortium. training in preservation. Full and part-time staff in departments such as circulation, reference, periodicals and Thirteen museums and libraries nationwide are participating stack maintenance can benefit from the guide, according in a collaborative project of the Research Libraries Group, to the consortium. Copies can be purchased from the Inc. NEH funding will support the microfilming of 2,000 Oakland Library Consortium at Hunt Library, Room 302, volumes of late 19th-century and early 20th-century art Carnegie Mellon University, Pittsburgh, PA 15213-3890. periodicals important to research in the history of art and Quantity discounts are available. architecture. SOUTHWEST PRESERVATION CAPACITY The Southeastern Library Network, Inc., received a grant of over $1.25 million to microfilm over 18,000 brittle books GROWS and serials held by 12 institutions in six southeastern states. AMIGOS Bibliographic Council, Inc., has begun developing a preservation service that will provide information, training, Five projects receiving grants are part of the Endowment's and consultation to libraries and archives in Arizona, longstanding United States Newspaper Program, a Arkansas. New Mexico, Oklahoma, and Texas, using a coordinated effort to locate, preserve on microfilm, and $160,000 grant from the National Endowment for the catalog in a national database the 250,000 newspapers Humanities. AMIGOS' new preservation service is expected published in this country since 1690. Organized on a state- to serve as a catalyst to subregional and state-based by-state basis, the program benefits from the cooperation preservation planning initiatives in the southwest.

NEWSLETTER DISTRIBUTION UPDATE

Beginning this month, this newsletter's distribution changes slightly.Commission sponsors are receiving an advance copy of the newsletter, mailed first-class.All addresses on the current mailing list (including sponsors) are receiving one copy of the newsletter, mailed nonprofit rate.

You can help reduce the Commission's mailing costs by notifying us of unwanted subscriptionsand by sending address corrections and changes to Trish Cece, Communications Assistant. Please include your old address label with your request. Er

NUMBER 29 THE COMMISSION ON PRESERVATION AND ACCESS Nov -DEC1990 5 PRESERVATION IN THE MEDIA

As preservation continues to capture the attention of more archives printed on acid paper are prone to decay and offers segments of society, it has become the subject of a growing a look at preservation microfilming as a cost-effective number of articles and videos produced by the business solution to a growing problem. Contact Tina Creuguer at community. In many cases, these productions can be used UM! (1. 800-521-0600, ext. 805) to obtain a free copy. (In to help inform others about preservation and access issues. Canada, 1- 800 343. 5299.) For example, available at no (or low) cost are: In "On the Edge of the Digital Decade" (Fall 1990 InThe Electric Library(OCLC Online Computer Library Benchmark, a quarterly magazine for Xerox customers), Center, Inc.) Benjamin Franklin visits a library of today. He a full-page sidebar "A Marriage of the Digital and Paper finds remarkable similarities and differences when he Worlds," describes the newly instituted demonstration compares libraries from 1731 to thelibraries of 1990. project sponsored jointly by the Commission, Xerox Electronic possibilities for preservation and access are Corporation, and Cornell University (see August 1990 considered. Contact Tom Clareson at OCLC (1.614.764- Commission newsletter). Contact Benchmarks editor, at 6000) to obtain a free copy. Xerox Corporation, 101 Continental Blvd., ESC1-502, El Segundo, CA 90245-4899 to of n a copy. InProviding a Future for the Past,University Microfilms International describes how books, newspapers, and

We have this highly sophisticated maneuver where for$20 or whatever you can go out and buy this thing that looks ike a tile. You open it up and see black on white. It makes no sound, but you have this weird communion with it, and the marks make a noise in the brain And you stage in your mind's eye awhole psychodrama for hours and hours. Isn't that weird? Author Paul West, as quoted in The Washington Posts Book Review Section.

NUMBER 30 NEWSLETTER JANUARY 1991

PIONEERING PRESERVATION SUPPORTER to subcommittee hearings and finally, in September 1988, to approval by Congress of a bill nearly tripling WARREN J. HAAS RETIRES funding of the National Endowment for the Human- Warren J. Haas, who retired as President of the Council ities' Office of Preservation. on Library Resources (CLR) at the end of last year, was honored by the Commission's Board at its October meeting The chapter's conclusion sums up his contributions well: for his crucial and instrumental role in conceptualizing, "Thus, of the many things that Jim Haas has done during founding, and persistently supporting and advocating the nearly forty years in his chosen profession, preservation cause of the Commission. Under Haas' leadership, CLR must rank as one of his greatest and hardest-won successes. became a pivotal force behind the evolution of a nationwide ...The end result of his efforts in preservation and access (and international) preservation agenda. He began his will have fundamental and far-reaching effects on the way association with CLR in 1974, when he was elected to the research libraries work for both librarian and user." Board of Directors. He was named president of CLR in 1978, coming to the Council from Columbia University, where he had served as university librarian and vice president TAAC REPORT: for information services. TECHNOLOGY ASSESSMENTS, Haas was instrumental in facilitating the efforts of the higher DEMONSTRATION PROJECTS MOVE AHEAD education community as it lay the groundwork for a national The Technology Assessment Advisory Committee (TAAC) preservation agenda. The blueprint for much of today's continues to progress with its two main goals: the preservation activity at the national level is found in the development of analytic and conceptual papers, and the document Brittle Books, which was the culmination of 18 identification and support of research and demonstration months of committee work sponsored by CLR under Haas' projects related to preservation and access technologies. direction. In a festschrift, Influencing Change in Research At a November 2 meeting, TAAC welcomed as a new Librarianship (Washington, DC: Council on Library member, Peter Lyman, Executive Director of The Center Resources, Inc., 1988), Haas is credited with an array of for Scholarly Technology, Edward L Doheny Memorial preservation accomplishments, among them: Library, University of Southern California. The committee also reviewed an early draft of a committee report that will Successful solicitation of more than a million dollars address telecommunications technologies and networks for in funding commitments for the work of the improving access to digitally stored materials. Commission from a variety of important universities and foundations; In another technology initiative, the Commission contracted with Yale University in November 1990 for a three-month CLR support for an international conference of library study to explore the feasibility of a major, multi-year project directors in Vienna on the subject of preservation. to convert microfilmed texts to digital images and to provide under the auspices of the International Federation access to the converted information. The contract calls for of Library Associations and Institutions; the initial study to analyze requirements and costs of the larger project and prepare a detailed plan of work The Creation, from concept to national broadcast on multi-year project would provide both intra- and inter- public television, of the award-winning "Slow Fires" institutional access to the stored images, and also would preservation film, and its wide distribution and use consider the broader implications for enhanced intellectual in both film and videocassette formats; access to digitized scholarly materials. The initial three- month study is being directed by Dr. Donald Waters, Head Involvement with Congress in a process that led first of the Systems Office at Yale University Library. 4; -I 1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036-2117(202) 483-7474 MARCH 15 DEADLINE SET FORAPPLICA'TIONS LIBRARIANS TOPRESERVATION TRAININGSEMINAR FOR COLLEGE Physical Treatments, Reformatting,Treatment Decision- The date and location for thePreservation Training Seminar Making, and Planning a PreservationProgram. for College Librarians, developedcollaboratively by the SOLINET Preservation Programand the Commission's the following been announced. The College Libraries Committee members are College Libraries Committee, have Amherst College; July 27, 1991. at Washington library directors: Willis E. Bridegam, event will be held July 20 - Barbara J. Brown, Washington &Lee University; Joel & Lee University, Lexington, VA. Clemmer, Macalester College; DavidCohen, College of Charleston; Caroline M. Coughlin, DrewUniversity; Michael Attendance is limited, with registrantsto be selected by Jacquelyn M. Morris, Committee on an application basis. Haeuser, Gustavus Adolphus College; the College Libraries Occidental College; and KathleenMoretto Spencer, Franklin The deadline for applicationsis March 15, 1991, with & Marshall College (chair). notification to successful applicants nolater than April 15, 1991. The Commission will award onescholarship to a qualified attendee. Costs for tuition, room,and board are expected to be 51,200. Applicationinformation is available from: SOLINET PreservationProgram, 400 Colony Square, Plaza Level, Atlanta, GA30361-6301. (800)999-8558.

The eight-day seminar is acomprehensive training program for college librarians with part-timepreservation responsibility. The program's designand content have been developed jointly by SOLINETtrainers and the College Libraries Committee over the past15 months. One of the major goals of the seminaris to prepare staff to enable college libraries to plan andimplement coherent and effective preservation programsappropriate to their needs and resources. The seminarincludes modules on: Introduction to PreservationManagement, Nature of Library Materials, Environment, DisasterPreparedness, Security, Care and Handling of LibraryMaterials, Library Binding, TASK FORCE ON PRESERVATIONEDUCATION DEVELOPING FINAL REPORT The Task Force onPreservation Education used its The Commission on Preservationand Access November 12, 1990, meeting toadvance its final report, 1785 Massachusetts Avenue, NWSuite 313 which will take into accountthe recommendations from Washington, DC 20036-2117 Institute held August 2-4, 1990, (202) 483-7474 the Preservation Education at Wye Center, Queenstown,MD. Activities already underway sections of the American The Commission on Preservationand Access was established in either by private consultants or libraries and allied 1986 to foster and support collaboration among Library Association werenoted, and the task force the preservation of the published organizations in orde. to ensure concluded that informationalready being collected should all formats and to provideenhanced and documentary record in be used whenever possible,rather than trying to undertake access to scholarlyinformation. independent efforts. The Newsletter reports on cooperativenational and international preservation activities and iswritten primarily for university Among other considerations,the task fore will be administrators and faculty, libraryand archives administrators, curriculum offerings, continuinn of addressing possibilities for preservation specialists andadministrators, and representatives base, and the develop- the education, a preservation research consortia, governmental bodies,and other groups sharing in not copyrighted; its duplication ment of faculty to teachpreservation. The final report will Commission's goals. The Newsletter is submitted to the Commission. and distribution are encouraged. be drafted in March and then Task Force members aredeans and faculty of library Sits Program Officer and Newsletter Patricia Battin - President: Martine K. schools: Deanna Marcum(chair), Catholic University of Administrative Assistant; PatriciaCece Editor; Pamela D. Block America; Sally Buchanan, Universityof Pittsburgh; David Communications Assistant TheCommission is accessible via 13(TNET electronic mail systems, and by FAX Gracy II, University of Texas atAustin; Carolyn Harris, (CPA @GWLNM. SITTS@GWUVM) Columbia University; 5,2verly Lynch,University of California, (202)4836410. Los Angeles; and RobertStueart, Simmons College. JANUARY 1991 PRESERVATION AND ACCESS NUMBER 30 THE COMMISSION ON 2 125 GIANT BRITTLE BOOK EXHIBIT preservation and access issues. ['Available for $15.00 prepayment] TRAVELS TO CHICAGO The Commission's Giant Brittle Book exhibit travelled to HEMISPHERE-WIDE PLANNING FOR LATIN Chicago at the Linguistic Society of America's annual meeting, January 3-6, 1991. The Linguistic Society provided AMERICAN PRESERVATION a complimentary booth for the exhibit because of its interest With the interest and cooperation of several nations, the in the preservation of scholarly materials. The Linguistic Commission has launched a study to help coordinate the Society of America was founded for the advancement of preservation filming of Latin American materials. In the scientific study of language. The Society has nearly 7,000 November 1990, the Commission awarded a contract to individual and institutional members. Dan C. Hazen, Selector for Latin America, Spain, and Portugal at Harvard College Library, to conduct a study "TURNING TO DUST' AVAILABLE on the status of the production and bibliographic control of Latin American microfilms in the United States. IN PAL FORMAT In the June and September 1990 newsletters, the The National Libraries of Venezuela and Brazil, the University Commission reported on "Turning to Dust," a video of Puerto Rico, and a number of Central Bank Libraries presentation about the preservation of brittle books. The are internationally known. In particular, Venezuela's National Commission has learned that the 60-minute program is Library has been designated Latin America's "Preservation now available in PAL format for use outside the United States. and Conservation Core Program." Lourdes Blanco, Director, In addition, Filmmakers Library has offered to give a Conservation, Biblioteca National Centro De Conservacion, discounted price to persons who tell them that they read Caracas, has recently requested information on Latin about the video in the Commission's newsletter. The American microfilming activity within the United States. The Canadian Broadcasting Corporation (CBC) first aired the study's immediate purpose is to minimize inadvertent program on March 14, 1990, as part of the series, "The duplication of filming by the involved nations, and over a Nature of Things." longer term, to help inform a hemisphere-wide preservation strategy. The final report, expected by April 1991, will be Persons ordering from the United States can contact: Linda widely distributed. Gottesnan, Filmmakers Library, 124 East 40th Street, New York, New York 10016; (212) 808-4980. DEADLINE NEARS FOR ENVIRONMENTAL Persons ordering from abroad can contact the Canadian CONDITIONS SEMINAR Broadcasting Corporation (CBC) Enterprises, who will refer The Association of Physical Plant Administrators (APPA) you to a distributor in your country, if there's cne available. Seminar, "Preservation of Library & Archival Materials," Contact CBC Enterprises at: Educational Sales, Box 500, which is being developed in cooperation with the Station A, Toronto, Ontario, Canada M5W 1E6; (416) 975- Commission, is approaching a February 1, 1991, deadline 3505. for reduced early registration fees. The seminar will be held in Washington, DC, Thursday, February 28 - Friday, March NATIONAL ADVISORY COUNCIL ON 1, 1991. Designed to help physical plant managers deal PRESERVATION EXPLORES COPYRIGHT. with the particular needs of libraries and archives, the seminar will include sessions on standards, maintaining the MASS DEACIDIFICATION facility for a reliable environment, and planning and Thirteen members of the National Advisory Council on designing for the library's requirements. Preservation (NACP) met with Commission staff members on November 12, 1990, to review activities over the past Speakers include Billy E. Frye, Vice President for Academic year and explore cooperative actions regarding copyright Affairs and Provost, Emory University (and Chairman of and mass deacidification. Robert Oakley, author of the the Commission Board); Donald G. Kelsey, Library Facilities Commission report Copyright and Preservation: A Serious Planning Officer, University of Minnesota; Maureen Sullivan, Problem in Need of a Thoughtful Solution,* reviewed the Director of Personnel, Yale University Library; and the current legislation and provided a series of possible library/ following Smithsonian Institution physical plant and library archive community actions that could proactively resolve staff: Robert Burke, Charles Dunn, Nancy Gwinn, Michael potential copyright difficulties. In a discussion of mass League, Lawrence Stuebing, J. Andrew Wilson, and Howard deacidification, the Council agreed that decisions regarding Wink. use of the process are made at the local level, but noted that there are cooperative concerns as well. The NACP is For registration details, contact APPA headquarters, 1446 composed of representatives from 22 library, academic, Duke Street, Alexandria, VA 22314-3492, Phone (703) 684- governmental, and scholarly organizations concerned with 1446; FAX (703) 549-2772.

NUMBER 30 THE COMMISSION ON PRESERVATION AND ACCESS JANUARY 1991 NEW YEAR NEWS

INSTITUTIONAL Information Standards Organization, P.O. Box 1056, Bethesda, MD 20827 ($30.00). The revision is based on PRESERVATION MICROFILMING. The Mid-Atlantic Preser- current information on the permanence of paper - both vation Service (MAPS) and the Online Computer Library coated and uncoated.Itis expected to be useful to Center (OCLC) have concluded an agreement that transfers publishers, printers, librarians, and paper manufacturers, control of MAPS, a nonprofit organization, to OCLC, also and to help to encourage the use of permanent paper. a nonprofit organization. According to MAPS and OCLC, the move assures the continued operation and future PERMANENT PAPER POLICY SIGNED INTO LAW. S.J. Res. 57, establishing a national policy on permanent paper, was development of MAPS and enhances OCLC's commitment signed into law by President Bush on October 12, 1990. to preservation activities. The resolution, which promotes and encourages the printing of books of enduring value on alkaline paper, was assigned NEW CLR LEADERSHIP. The Council on Library Resources Public Law No. 101-423. (CLR) has named W. David Penniman as its fourth president. Penniman, who assumes his new post this month, was most recently the director of the Information Services Group at STATEWIDE AND REGIONAL AT&T Bell Laboratories, where he previously served as Nearly 40 representatives of state and regional Director of Libraries and Information Systems. Before preservation programs were in Washington, D.C., last moving to Bell Laboratories in 1984, Penniman served in month for an informal two-day "COOPERATIVE research and development posts at OCLC, finally as Vice PROGRAMS GROUP" meeting. Participants heard talks President of Planning and Research. on legislative strategies and statewide planning and management and discussed possibilities for future NATIONAL cooperative purchasing and information exchange. A REPORT OF THE "NATIONAL CONFERENCE on NEH OFFICE OF PRL s.;ERVATION 1991 FUNDING the Development of Statewide Preservation Programs" INCREASE. The final fiscal year-1991 appropriations of held March 1-3, 1989, at the Library of Congress will $22.581 million for the National Endowment for the be published and distributed by the Commission early Humanities' Office of Preservation include a significant this year. like the conference itself, the report is a increase for the brittle books initiative, which will receive cooperative effort of several institutions, including the $9.9 million up from $8.1 million in 1990. National Endowment for the Humanities' Office of Preservation, the Library of Congress, and the REVISED PERMANENT PAPER STANDARDS. A second Commission. The report was edited by Carolyn Clark revision of the American National Standard for permanent Morrow as a practical tool for states interested in paper for library and archival use (Z39.48-199X), is available developing preservation plans. It will be disseminated for comment through February 28, 1991, from the National widely to state libraries and archives.

The Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036-2117 U.S. POSTAGE PAID Washington. DC Permit No. 3611

1 2't" ISSN 1045-1919 THE COMMISSIONON PRESERVATIONANDACCESS

PROVIDING ACCESS TO THE ACCUMULATED HUMAN RECORD As FAR INTO THE FUTURE As POSSIBLE

NUMBER 31 NEWSLETTER FEBRUARY 1991

PRESERVATION REVIEW INTER-LIBRARY IMAGE DISTRIBUTION AND ASSESSMENT UNDERWAY DEMONSTRATES POSSIBILITIES FOR An assessment and review committee drawn from the DETERIORATING SCHOLARLY MATERIALS Commission's primary higher education constituencies met The Commission has provided partial support for a January 23 at Syracuse University's Greenberg House, demonstration of image processing and distribution Washington, DC, to begin a three- to six-month analysis between the Library of Congress and the Avery Art and of the Commission's past, present, and possible future Architectural Library, scheduled at press time for January mission. The committee, functioning as consultants to the 23, 1991. The Commission's support stems from an interest board, has been charged with the following: in the application of such technology for the archival storage Assess the progress in preservation in the nation over and distribution of deteriorating scholarly materials the past five years; containing both text and image (see the article in this issue on the Joint Task Force on Text and Image). Assess the continuing need for preservation activities identify the major issues for the future: Which are most The transfer was scheduled to include both compressed tractable? Which are most essential? and noncompressed images and the display of the same Within this context, review and assess the role of the image or, original 35mm slide, analog video disc storage, Commission with particular attention to identifying those 24-bit screen and printer, 8-bit screen and printer, 4-bit areas of preservation in which the Commission can be most screen, and HDTV screen, for comparison and assessment effective in promoting the interests of the national library of the quality and fidelity associated with each medium. and archival community. The transfer and display of the same image in different formats provided an opportunity for comparison and Recommend directions for future Commission activities. assessment of the quality and fidelity associated with each medium. Issues of cost comparability and product The committee includes David H. Starr), University Librarian, availability were to be discussed in a workshop following Syracuse University (chair); William D. Schaefer, former the demonstration. More information on the technology is executive director of the Modem Language Association and available from Paul V. Christianson, Associate Director, executive vice chancellor at the University of California, Los Center for Telecommunications Research, Columbia Angeles; Yvonne Wulff, Assistant Director for Collection University, 1220 Seeley W. Mudd Bldg., New York, NY 10027. Management, University of Michigan Libraries; and Arthur Norberg, Director, Charles Babbage Institute, University of Minnesota. Stam has invited newsletter readers who may wish to provide comments for this review to contact him at his office (Syracuse University Library, 722 Waverly GROUP DISCUSSES COLLABORATION IN Avenue, Syracuse, NY 13244). USE OF DIGITAL TECHNOLOGIES Thirteen representatives responsible for library and "Our Printed Past in Peril," an article calling for action computing activities at six universities met as a discussion to save books made from acid-based paper, appears group in New York City December 12, 1990, at the invitation in the November 1990 issue of the British edition of of the Commission. Representatives from Cornell, Harvard, Reader's Digest, w ch boasts over six million readers. Pennsylvania State, Princeton, Tennessee, and Yale explored Other versions of the article, by Robert Wemick, have the implications of interinstitutional collaboration and the been published in French and German editions of need for common protocols in the application of digital the magazine. technologies for preservation. 1°4, CI 1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036-2117(202) 483-7474 develop a set of basic premises, a list ofpriorities, and IMAGE JOINT TASK FORCE STUDYING a series of overall strategiesfor a long-range preservation REQUIREMENTS. TECHNOLOGY effort. At the first meeting of the JointTask Force on Text and the President of develop strategies to disaggregate and setpriorities Image (see the August 1990 Newsletter), hence enabling us the Commission described the missionof the Task Force for the various preservation activities, and gave its charge. She pointed outthat the Task Force to: is composed of librarians, scholars,curators and practition- take immediate action on those areas that areamenable ers whose professional concernsinvolve the use of images with accompanying text forscholarly research. This to currently available treatments. occupational and disciplinary heterogeneityis deliberate. conduct longer-term analysis of less tractableproblems. It is designed to uncover the variousperspectives that these several viewpoints bring to the tasksof preserving and photographs, develop a research agenda, in priorityorder, for pilot making widely accessible drawings, maps, specific applications prints, and other illustrations thathave been made and are studies, demonstration projects, and stored on relentlessly disintegratingacidic paper. In the of new technologies. course of exploring diversity,the Task Force may well and methods, In the course of its deliberations atthe first meeting, the discover commonalities in needs, strategies charge required them to as well as resources, acrossthese many fields. Joint Task Force noted that their understand differences and similarities amongdisciplines The mission of the Task Force is todevelop a compre- with regard to such issues as the useof image in relationship hensive, internationally coordinatedplan to insure the to text, the requirements forcolor, for resolution in black- preservation of scholarly materialscontaining text and images important to the continuingvitality of research in commonalities in the relevant disciplines.Specifically, the Task Force is he Task Force may well discover needs. strategies and methods, aswell as resources. charged to: across these many fields. develop and establish a networkof communication and others who channels among all groups of scholars and- white reproductions, and otherfeatures having to do are dependent upontext-cum-image publications for with the quality of the preserved image.Some idea of the research and the advancement ofknowledge. range of image types(e.g., drawings, halftones, color illustrations, woodcuts, etc. ) involved is necessaryand it needs of the relevant distinguish among the varying would be desirable to know aboutplacement in the book and differences. disciplines and articulate commonalities (same or adjacent page, appendix,fold-out, etc.) Further, the Task Force remarked that it wouldbe useful to know what the distribution of image typesand placements was for orienting their work toward the most commonand The Commission on Preservation andAccess 1785 Massachusetts Avenue, NW Suite313 frequent situations. Washington, DC 20036-2117 needed to know more (202) 483-7474 The Task Force also concluded they about available technologies forpreservation and the The Commission on Preservationand Access was established in interrelationships among them,particularly with regard to 1986 to foster and support collaboration amonglibraries and allied cost, longevity ease of use,convertibility of format, and preservation of the published organizations in order to ensure the similar questions. There was also asuggestion that still other and documentary record in allformats and to provide enhanced systematic/taxonomic sciences and access to scholarly information. disciplines, especially cartography, should be included in the scopeof preservation The Newsletter reports on cooperativenational and international interest. Finally, the Task Forceconcluded that it should preservation activities and is writtenprimarily for university begin to work at once on aclassification of requirements administrators and faculty, library andarchives administrators. and representatives of for image preservation. preservation specialists and administrators, Henry W. Riecken, Senior Program Advisor consortia, governmental bodies, andother groups sharing in the Commission's goals. The Newsletter is notcopyrighted; its duplication and distribution are encouraged. [Ed. Note: At press time, the JointTask Force was meeting a second time atWye Center, MD, for presentationsand Patricia Badin President Maxine K. SittsProgram Officer and Newsletter discussions concerning image requirementsin specific Editor; Pamela D. Block Administrative Assistant; Patricia Cece is accessible via BITNET fields and developments in imagetechnology with Communications Assistant The Commission of the Task Force (CPA @GW(NM. SITIS@GWUVM) andby FAX (202) 483-6410. implications for preservation. The work is funded by the Getty GrantProgram.]

PFtESERVA71ON AND ACCESS FEBRUARY 1991 NUMBER 31 THE COM.°':SSION ON 2 129 A RESEARCH REVIEW EXPOSURE OF DEACIDIFIEDPAPER TOSULFUR DIOXIDE ANDNITROGEN DIOXIDE This research review was prepared at theCommission's request by Peter G. Sparks as one follow-up to the Directoryof Information Sources on Scientific Research,March 1990.

"Exposure of Deacidified Paper to Sulfur Dioxideand product detected on exposure to SO2 gas and SO2 + NO2 Nitrogen Dioxide," by Edwin L. Williams ar.JDanielgas mixtures. This result appears tobe independent of paper type and whether the paper wasdeacidified or Grosjean; TheGettyConservation Institute Newsletter, page 6, Spring 1990. not.

This paper will be good reading for librarypreservation 4. Observed sulfate and nitrite concentrations were officers and preservation scientists who have atechnicalhigherin deacidifiedpapers than in untreated papers. interest in understanding how the alkaline reservein with deacidified paper can protect the paper from theabsorptionFuture experimental work is suggested by the authors of airborne pollutants Sulfur Dioxide (SO2) andNitrogenan eye to developing a fastscreening method to examine the effectiveness of various methods of deacidificationand Dioxide (NO2). to then select several processes fordetailed studies. Whether it becomes acidic from the processby which it atmospheric pollutants, is made or from the absorption of point in the paper is degraded by the acidhydrolysis of cellulose. TheA few comments are worth making at this interactionstudy on what can be gleaned from initial results.The focus of this initial investigation is the chemical after of the alkaline reserve in aqueous and non-aqueous,Wei following represent some jointly held views developed Druzik of the GCI Scientific To deacidified papers with low levels ofSO2 and NO2. Themy discussions with Dr. James unusual aspect of this work is that the two typesof paperprogram: studied were exposed to concentrations ofSO2 and NO2 5 to 50 partsFirst, the study may give some solid evidence thatthe found in ambient air, which are usually from the studies of SO2 interaction withalkaline reserve compound offers real protection to per billion (pph). Previous follows from deacidified paper were carried out at concentrations20 tocellulose from gaseous pollutants. This formed 2,000 times higher than those used in thisstudy. As theobservation #4 that the concentrations of products pollutant authors point out, that approach can lead tocomplications,from the reaction of the reserve compound and the form sulfuricgases (reported as sulfates, nitratesand nitrites) are because SO2 at higher concentrations can the acid aerosol in the .air and the observeddamage to thegenerally higher in the deacidified paper than in sulfuric acid rather than theuntreated paper control. In your bookstacks, this means paper could be due to the the pages SO2. The authors also point out that this studyis the firstthat when the pollutant gases move between these materials to look at the exposure of paper toNO2. of a deacidified book only a small amount of will be left to do potential damage to the paper. methods and Considerable discussion of experimental need results gives the reader a clear idea ofhow the study wasSecondly, and as important, this study points out the carried out and the nature of the datacollected. A numberto consider the effect of nitrogen dioxide exposure on paper. being lowered of interesting observations are reported,of which four areThe concentration of sulfur dioxide in the air is in many parts of the world due to clean air programs.This given below. could leave other pollutant gases such as nitrogendioxide, 1. Both SO2 and NO2 were continuouslyabsorbed bywhich are harder to control, as the principal pollution source Dr. the deacidified and untreated paperthroughout the entirefor airborne acidity in non-alkaline paper. Moreover, as HVAC 13-to-29 week exposure period, and bothgases wereDruzik has pointed out, the impact of this scenario on systems is important because the oxidesof nitrogen are removed at thesamerate whether alone or as a mixture. far more difficult to chemically filter out thansulfur dioxide. 2. The deacidified papers had a muchhigher capacity It is recommended that a copy of the complete reportbe for the uptake of SO2 than for the uptakeof (102. ordered from Dr. Druzik at the GC! ScientificProgram, Getty Conservation Institute, 4503 Glencoe Avenue,Marina del 3. Chemical analysisof theexposedpapers showed that a sulfate was the onlysulfur-containingreactionRey, CA 90292-6537; (213) 822-2299.

ACCESS FEBRUARY 1991 NUMBER 31 THE COP4MISSION ON PRESERVAllON AND 3 130 REPORTS OF INTEREST PAPER PROGRESS INGERMANY IThe Politics andManagement of Preservation (translated by HansRUtimann) regarding Planning, by Karl G.Schmude, UniversityLibrarian The following letter Germany is signedby two England in the use of permanentpaper in of the Dixson Library atthe University of New Germany's large papermanufacturing solutions to commonlyexpressed principals of one of Australia, offers several obstacles in planning, concerns. preservation/access concerns: promoted the including the extent towhich libraries have collections but haveneglected use andaccessibility of their availability; high costsof preservation the issue of future libraries. programs; anddifficulties in cooperation among Re: Symposium onpermanent paper 1FLA Council and GeneralConference in Paris, Dear Mr. RUtimann, Presented during the 55th 1990 issue of the IRA August 19-26, 1989, andpublished in the August that during thesymposium on Journal (volume 16, no. 3, pp.332.335). You may remember I announced that permanent paper on14 February 1990, Papiere is planning toconvert to alkaline task the PWA Grafische I"The ongoing computerrevolution makes the paper productionby Fall of 1990. of saving Governmentrecords for historical purposes since 1 October1990, all coated Thus begins a30-page report submitted This has happenedmanufactured by PWAGP conforms more complex." Congress and uncoated paper Government Operations to by the Committee on of History: to the "FrankfurtRequirements:" 6, 1990 Taking a Byte Out on November Computer Records without wood pulpfibers is used. The ArchivalPreservation of Federal Only bleached cellulose 101-978). Based on astudy made by the the pH-value is 7.59.0. (House Report used as buffer. Information, Justiceand Calcium carbonate is Committee's Government that "75 contribution in the Agriculture Subcommittee,the report estimates We believe thatthese steps will make a Federal transactionswill be handled percent of all of the study spirit of the"Frankfurt Requirements." electronically in the year2000." The findings recommendations will beof interest to the and suggested Sincerely yours, and access community.The report broader preservation Use of Computer PWA Grafische PapiereGmbH also discusses:Federal Government Dept. of TechnicalServices and HardwareDependence, National and Schmitt Technology, Software Preservation signed: Reinwart Archives and RecordsAdministration (NARA) Problems. Strategy, and RelatedRecords Management

101.978, from: HouseDocument Room, HOB Free copy of House Report 20515 2nd and D Streets,SW. Washington. D.C. Frankfurt symposiumon Annex 2. Room 818. I Ed. Note: For areport on the (include a self-adhesive,self-addressed label). permanent paper, seethe May 1990Newsletter.]

NONPROFIT Preservation and Access ORGANIZATION The Commission on 313 1785 MassachusettsAvenue, NW Suite U.S. POSTAGE 20036-2117 PAID Washington, DC Washington, DC Permit No. 3611

1 Q ISSN 1045-1919 THE COMMISSION ON PRESERVATION AND ACCESS PROVIDING ACCESS To THE ACCUMULATED HUMAN RECORD As FAR INTO THE FUTURE As POSSIBLE

NUMBER 32 NEVVSLETTER MARCH 1991

IPI ISSUES INTERIM REPORT ON DARK STABILITY OF COLOR MICROFILM

The Commission has received an interim report covering the first 12 months of research on the dark stability of color microfilm products performed by the Image Permanence Institute (IPI) under a grant from the Getty Grant Program to the Commission. In a cover letter included with the report, IPI Director James M. Reilly states: - 1 SUPPORTIN G PRESERVA ITON: & ACCESS Cibachrome dyes are so incredibly stable that they simply I won't be the issue for this film. It's a question of which will give out next, the gelatin or the polyester support. and how long that will require ... NEW SUPPLY OF FUND RAISING Excerpts from IPI's report to the Commission follow. SUPPORT PACKAGE The Commission's supply of its fund raising support pack- Two types of film are being compared in the study: age, "Ideas for Preservation Fund Raising," has been replen- conventional chromogenic film (from Kodak) and silver dye ished. The package was developed in response to requests bleach film (Cibachrome). The project scope expanded from from the Commission's sponsoring institutions. It includes only considering the dye fading aspects of dark keeping an overview from the national perspective, articles judged to include measurements of the physical properties of the helpful for making a case for local preservation support, plastic support and gelatin emulsions. ...Tensile strength, and examples of institutional fund-raising initiatives. The emulsion melting point, and emulsion wet scratch resistance flexible format a pocket folder with inserts enables are the properties being measured. a library or archive to add its own information for fundraising presentations. ....Overall, this study is the first one ever to comprehensively address base, emulsion, and dye stability properties in such Packages are available free to the Commission's sponsors. a way as to allow for predictions of lifespan. As such, it Others may purchase the package, while supplies last, for may be a model for studies in the future. $10.00. Orders must be prepaid, with checks (no cash) made payable to "The Commission on Preservation and Results so far show the expected greater dye stability of Access." Payment must be in U.S. funds. Cibachrome, so it probably will be limited by gelatin or base deterioration; it's not possible yet to know which. The chromogenic films show a quite strong temperature and The preservation of library materials is a goal that humidity dependence for dye fading, and their acetate every library department and many library supports are also showing expected degradation. procedures. for preservation is at the heart of guaranteeing access to information. "Of Textblocks and Clamshell Boxes." by Becky A final report will be issued at the end of the two-year grant Ryder in BiblioTech, V2,n I, Newsletter of the Virginia period. 132 Polytechnic Institute and State University Libraries 1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036-2117(202) 483-7474 SPECIAL'S-TS Discuss PRESERVING THE MEMBERSHIP CHANGES FOR SCHOLARLY BOOK AS AN ARTIFACT ADVISORY COMMITTEE ON ART HISTORY

The Commission has invited a small group of specialists Joining the Commission's Scholarly Advisory Committee to meet for one day to explore possible cooperative ap- on Art History are Dr. Elizabeth Boone, Director of Pre- proaches to selecting books for artifactual conservation. Columbian Studies, Dumbarton Oaks; and Professor Marvin The informal discussion was scheduled for February 13 Eisenberg, Department of the History of Art, University of at Commission headquarters. Previous work with Advisory Michigan. Completing their terms on the committee are Committees has proven the value of involving knowledge- Professor Phyllis Pray Bober (Bryn Mawr), Professor Egbert able specialists in initial deliberations regarding nationwide Haverkamp-Begemann (Institute of Fine Arts, New York approaches to selection. invitees to this meeting are being University) and Dr. Alan Fern (National Portrait Gallery). asked to consider ways to broaden the inquiry. This committee was scheduled to meet with its new members February 19. Among the questions on the agenda for discussion are: How do we determine what constitutes the "national interest" and the "local interest" in a context of unique and site-bound scholarly resources?

Is it possible to model such an effort on the cooperative preservation microfilming program. or is cooperation meaningless in this context? RLG-OCLC AGREEMENT TO BENEFIT Invited to attend the meeting are: Max Evans, Director, Utah COOPERATIVE PRESERVATION State Historical Society; William L. Joyce, Associate University Librarian for Rare Books & Special Collections, Princeton University; Linda Matthews, Head, Special A cooperative agreement reached late last year between Collections Department, Emory University; Alice D. the Research Libraries Group, Inc., (RLG) and the OCLC Schreyer, Assistant Director for ,Special Collections, Online Computer Library Center is expected to help avoid University of Delaware Library; and Samuel Allen Streit, costly duplication of services and to supplement ongoing Assistant University Librarian for Special Collections, Brown cooperative efforts in standards, computer linking, and exchange of preservation data, according to K. Wayne University. Smith, OCLC president James Michalko, RLG president, 1111111111=1111111111111=1111111Mr stated that the agreement will enable more institutions "to join with their colleagues around the country in an array The Commission on Preservation and Access 1785 Massachusetts Avenue. NW Suite 313 of activities and grant-funded projects to support preser- Washington. DC 20036-2117 vation." (202) 483-7474 The two-year agreement encourages increased participation The Commission on Preservation and Access was established in in RLG's Preservation Program through OCLC's subsidizing 1966 to foster and support collaboration among libraries and allied organizations in order to ensure the preservation of the published of program fees for eligible OCLC-member institutions. To and documentary record in all formats and to provide enhanced date, OCLC and RLG have exchanged nearly half a million access to scholarly information. bibliographic records for filmed items. More information is available from OCLC (614)761.5163, and Patti McClung The Newsletter reports on cooperative national and international preservation activities and is written primarily for university at RLG (415)962-9951. administrators and faculty, library and archives administrators, preservation specialists and administrators, and representatives of LEHIGH UNIVERSITY JOINS SPONSORS consortia, governmental bodies, and other groups sharing in the Commission's goals. The Newsletter is not copyrighted: its duplication and distribution are encouraged. Lehigh University has joined with 36 other academic insti-

Patricia Battin President Maxine K. Sitts Program Officer and Newsletter tutions to help sponsor the Commission's activities. The Editor: Pamela M. Davis Administrative Assistant; Patricia Cece support of the higher education and research library com- Communications Assistant. The Commission is accessible via BITNET munity is a vital component of the Commission's capacity (CPA@GWUVM. S1TTS@GWUVM) and by FAX (202) 483-6410. to facilitate national and international initiatives for the preservation of our scholarly resources and written heritage.

MARCH 1991 NUMBER 32 THE COMMISSION ON PRESERVATION AND ACCESS 2 COMMISSION RECEIVES FIRST REPORT ON DIGITAL PRESERVATION DEMONSTRATION PROJECT

The following information is excerpted from Cornell Uni- Selection versity's First interim Report to the CommissionProgress from July 1990 through November 1990, which was issued Half of the 1000 volumes to be digitally preserved have on January 25, 1991. The report was prepared by Anne been selected from the Mathematics Library. The math Kenney, Assistant Director, Department of Preservation and monographs include the works of very significant authors Conservation, and Lynne Personius, Assistant Director, and those volumes that have contributed substantially to Scholarly Information Systems, Cornell Information the development of the discipline. Each title has been Technologies. See the August 1990 Newsletter (page 3) carefully selected for its historical and intellectual for background on this 18-month pilot project, which is significance based on faculty review and citation studies. testing an advanced technology for recording deteriorating The volumes are in poor condition yet are heavily used books as digital images and producing, on demand, multiple locally and much requested by scholars in other libraries high-quality copies. throughout the world. The second 500 volumes will be selected primarily on the basis of their condition and will Introduction be representative of a cross section of materials typically The Cornell/Xerox/Commission on Preservation and found in modem research libraries. The Library's four Access Joint Study in Digital Preservation has been in selection teamshumanities, social sciences, sciences, progress since January 1990. This is the first of three status areas studiesare in the process of identifying 100 volumes reports to be issued at interim stages of the project. each. A further 100 volumes have been selected from the Olin Library brittle books program.... The first three phases of the project ... are complete. Cornell and Xerox have collaborated in the development Cataloging of scanning workstation hardware and software specifically designed to meet the needs of a technician doing pre- Sample catalog records for both the preservation paper servation scanning. The equipment needed to perform copy and the computer file have been developed .. . and scanning and printing has been delivered and is operating the first nineteen volumes are in the process of being successfully. At this point, books are being scanned and cataloged. Records will be created on RUN and downloaded stored, and printed paper facsimiles are being produced. via the RUN /NOTIS Generic Transfer and Overlay (GTO)

...The development of the prototype hardware/software to the NOTIS catalog. has taken longer than originally anticipated. ...Attention is now being focused on improving efficiency and speed Cost Model Progress in the processing and handling of material. Development and delivery of the image storage system and development Work is progressing on a model that will serve as a tool of the request server needed to offer access to images to predict the cost of digital preservation. are planned for first quarter 1991. Ei. reservation does not exist in a vacuum. We preserve something either in order for it to be consumed. like strawberry preserves, or to provide access to it ...

...Information is one of the very few commodities which has the characteristic of being taken or sold. but without diminishing the resources of the original owner "Our Crumbling Heritage." George E. Brown. Jr.. Congressman. 26th District. CA.

As a society, I believe our goal should be to create an environment in which librarians, archivists, scholars, and citizens can make collection decisions based on the value and content of the publication rather than a reaction to the condition of the medium. "Collection Preservation: The Practical Choices." Patricia Battin. FROM Paper Preservation: Current Issues and Recent Developments. Edited by Philip Luner. Atlanta GA: TAPP! Press, 1990.

NUMBER 32 THE COMMISSION ON PRESERVATION AND ACCESS MARCH 1991 3 1 The value and uses of library collections in a research institution are debated in a publication sponsored by Applications for the PRESERVATION MANAGEMENT the Center for the Book. Research Collections in the SEMINAR for College Librarians are being accepted Information Age: The Library of Congress Looks to the by SOUNET up to the deadline of March 15, 1991. Future, an 18-page booklet, is written by two library The eight-day seminar geared for lib' arians with specialists from the Library of Congress. Stephen E. Ostrow, part-time preservation responsibility will be held Chief of the Prints and Photographs Division, presents the July 20-27, 1991, at Washington & Lee University, case of the Library of Congress as a collection-based Lexington, VA. Costs for tuition, room, and board are institution; Robert Zich, director of the Planning Office, offers expected to be $1,200. the case that the information derived from the collections is more important than the collections themselves. The seminar is co-sponsored by SOUNET and the Commission. The Commission is awarding one $3.95 at the Library of Congress Sales Shop or by mail scholarship to a qualified attendee. Attendance is from the Publishing Office, Box J, Library of Congress, limited, with successful applicants to be selected by Washington, D.C. 20540 ($3.50 per order shipping and the College Libraries Committee. More information handling, prepayment required). is available from SOUNET Preservation Program, 400 Colony Square, Plaza Level, Atlanta, GA 30361-6301 (800)999-8558.

Please help reduce newsletter mailing costs by notifying us of address changes and deletions. Send address corrections to Trish Cece, Communications Assistant. Enclose a copy of your current mailing label.

The Commission on Preservation and Access NONPROFIT 1785 Massachusetts Avenue, NW Suite 313 ORGANIZATION Washington, DC 20036.2117 U.S. POSTAGE PAID Washington. DC Permit No. 3611 ISSN 10451919 THE COMMISSIONON PRESERVATIONANDACCESS

PROVIDING ACCESSToTHE ACCUMULATED HUMAN RECORDAsFAR INTO THE FUTUREAsPOSSIBLE

NUMBER 33 NEWSLETTER APRIL 1991

BARBARA GOLDSMITH ELECTED TO COMMISSION LAUNCHES PROJECT ON COMMISSION BOARD SCIENTIFIC RESEARCH Barbara Goldsmith, an author, journalist, and social historian The Commission is launching a project to further distribute who has championed preservation issues to the American news of scientific research with implications for preservation public, has been elected to serve on the Commission board needs. The project is a follow-up to the Directory ofInfor- effective April 1991. As a trustee of the New York Public mationSourceson Scientific Research Related to the Library (NYPL), Goldsmith was a driving force behind Preservation of Books, Paper, and Adhesives, which was NYPL's Commitment Day, March 7, 1989, hailed as a land- published in March 1990. (Copies of theDirectoryremain mark in book preservation. On that date, over 100 publishers available at no cost from the Commission.) and authors committed themselves to the use of acid-free paper for first printings of quality hardcover trade books.

It was more than 10 years ago when Goldsmith research- ing in libraries for a novel she was writing discovered the problem of brittle paper. She spearheaded a group called Authors and Publishers in Support of Preservation of the Printed Word and mobilized PEN (poets and playwrights, In consultation with scientists and researchers, the Com- essayists and editors, and novelists), the Authors Guild, and mission is selecting reports potentially useful for preser- the Association of American Publishers to declare their com- vation programs in libraries and archives. Copies of chosen mitment to the use of acid-free paper. Her drive to bring reports will be distributed to a panel of preservation pro- the need for permanent paper to the attention of the public fessionals representing various institutional perspectives. did not end with NYPL's Commitment Day. She has since Panel members will read reports in the context of their made many personal appearances and written several institutions' needs, and will prepare informal reviews on the articles on the issue. implications and usefulness of the research.

Goldsmith is a graduate of Wellesley College and has been As worthwhile reports are identified, the panel members awarded honorary doctorate degrees from Syracuse and and the Commission will distribute information on the find- Pace Universities. She also is a recipient of the Brandeis ings to broader preservation communities. The effectiveness University Library Trust award. She was named a trustee of this approach will be evaluated at the end of a oneof NYPL in 1987. year test period.

The panel members are: Margaret Byrnes, Head, Preser- vation Section, National Library of Medicine; Tom Clareson, Preservation Service Manager, AMIGOS Bibliographic NATIONAL ADVISORY COUNCIL ON Council; Richard Frieder, Preservation Officer, Northwestern PRESERVATION GAINS NEW MEMBER University Library;KarenGarlick, Senior Conservator, John C. Vaughn has joined the National Advisory Council National Archives and Records Administration;Kenneth on Preservation (NACP) as the representative for the Asso- Harris, Director for Preservation, Library of Congress; ciation of American Universities, where he serves as Director Howard P.Lowell, State Archivist and Records Administrator, of Federal Relations. The NACP, which meets annually, is Delaware State Archives;Jan Merrill-Oldham,Head, composed of representatives from 22 library, academic, Preservation Department, University of Connecticut Library; governmental, and scholarly organizations concerned with andChristine W. Ward,Chief, Bureau of Archival Services, preservation and access issues. New York State Archives. 1 b 1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036-2117(202) 483-7474 SCHOLARLY ADVISORY COMMITTEES: is to save content in danger of being lost due to brittleness, PROGRESS ON SELECTION STRATEGIES with highest priority being given to scholarly importance. The very poor quality of paper on which some Third World The Scholarly Advisory Committee on Art History, at its publications have appeared, for example, in pre-historic most recent meeting in February, began designing a sys- archaeologyas well as their relative inaccessibility makes tematic process for generating a significant bibliography them prime candidates for preservation microfilming. of art periodicals and subjecting the list to scholarly review to identify the titles deemed most significant for art historical Members of the Art History committee are: Nancy S. Men, Librarian, research. The Committee, at earlier meetings, had come Museum of Fine Arts. Boston; Elizabeth Boone, Director of Pre-Columbian to the opinion that the first priority art historical materials Studies, Dumbarton Oaks; Professor Richard Brilliant, Department of Art were probably to be found in art periodicals, various sorts History and Archaeology, Columbia University; Professor Marvin Eisenberg (Emeritus), Department of the History of Art, The University of Michigan; of catalogs, and corpora. Periodicals seemed a practical Professor Lorenz Either, Department of Art, Stanford University Professor way to begin, for it appeared likely that adequately long Larry Silver; Department of Art History, Northwestern University; and Pro- runs of major periodicals could fairly easily belocated for fessor Deirdre C. Stam, School of Library & Information Science, Catholic the time period of publication that was most threatened University of America. by embrittl.ent * * * The Scholarly Advisory Committee on Modem Language Ti-' _group considered a number of alternative approaches, and Literature began drafting a final report to the Com- including existing general bibliographies and reference lists, mission at its February meeting. The committee also is specialized field lists, and bibliographic utility-generated lists working to involve more widely the membership of the of periodicals. Fur exploration of the feasibility of several Modem Language Association (MLA) in the preservation alternatives will t ered, but the general outlines of the of threatened research resources for literary scholarship. next phase are c. ,Ind the committee is committed to Arrangements have been concluded for holding a special the review task. gathering of th,'eaders of MLA Sections and Discussion Groups at its annual meeting in San Francisco next Decem- One portion of the discussion turned around critical dis- ber. This gathering will be addressed by J. Hillis Miller, tinctions surrounding the selection of scholarly resources Chairman of the Scholarly Advisory Committee, and by

for pa...irvation microfilming. Many of the field's rare mate- Elaine Marks, one of its members who is also Second Vice rials are not in immediate danger of embrittlement because President of MLA. The purpose of the session is to raise of the high quality of the rag paper on which they were awareness of preservation issues on the part of MLA printed. Although conversion to microform of such nonmembers and to obtain advice from the specialized sub- endangered rare materials can increase scholarly access divisions of the organization as to the location and identity to them, the principal rationale for preservationmicrofilming of important scholarly materials that are prime candidates for preservation.

Serving on this committee are: Professor Emory Elliott. President's i_ndir The Commission on Preservation and Access of English, University of California, Riverside: Professor John Fisher 1785 Massachusetts Avenue. NW Suite 313 (Emeritus), Department of English, University of Tennessee, Knoxville; Washington. DC 20036-2117 Professor H.L Gates, Jr., Department of English, Duke University; Professor (202) 483-7474 Elaine Marks. Department of French, University of Wisconsin- Madison; Professor J. Hillis Miller. Department of English and Comparative Literature. The Commission on Preservation and Access was established in University of California, Irvine; Professor WJ.T. Kitchell, Department of 1986 to foster and support collaboration among libraries and allied English, University of Chicago; Professor Rainer Nagele, Department of organizations in order to ensure the preservation of the published German, The Johns Hopkins University; Professor Catharine R. Stimpson, and documentary record in all formats and to provide enhanced Dean of the Graduate School-New Brunswick and Vice Provost for Graduate access to scholarly information. Education. Rutgers University. Henry W. Riecken serves as Senior Program Advisor to the Commission for the Scholarly Advisory Committees. The Newsletter reports on cooperative national and intemational preservation activities and is written primarily for university administrators and faculty, library and archives administrators, preservation specialists and administrators, and representativesof consortia, governmental bodies, and other groups sharing inthe Commission's goals. The Newsletter is not copyrighted; its duplication To those with ears to hear; libraries are really very noisy places. On their shelves we hear the captured and distribution are encouraged. voices of the centuries-old conversation that makes up our civilization, or any civilization. Here is the most Patricia Battin President; Maxine K. Sitts Program Officer and Newsletter Administrative Assistant; Patricia Cece convenient, most portable, and, in many ways, the most Editor; Pamela M. Davis durable carrier of speech we have ever found: the book Communications Assistant The Commission is accessible viaBITNET "Libraries and Learning," by Timothy S. Healy; (CPA@GVNK SITTS@GWUVM) and by FAX (202)483-6410. The Bookmark: page 200; Spring 1990.

APRIL 1991 NUMBER 33 THE COMMISSION ON PRESERVATION AND ACCESS 2 SPECIAL REPORT JOINT PRESERVATION CONFERENCE OF ASSOCIATION OF PHYSICALPLANT ADMINISTRATORS AND THE COMMISSION ONPRESERVATION AND ACCESS

ATTENDANCE AND INTEREST AT HIGH LEVELS by Joel Clemmer, College Libraries Committee

Reflecting the growing concern over deteriorating contents reliable environment (Howard Wink). Although the presen- of the nation's paper-based collections, 101 librarians, physi- tations successfully delivered an information base from cal plant personnel and architects met February 28-March which participants could deal with the challenges of the 1, 1990, in Washington, DC, to discuss preservation of library case study, they also served to reinforce a principal theme and archival materials. The two-day conference, jointly spon- of the conference: that, in the words of Wink, sored by the Association of Physical Plant Administrators (APPA) and the Commission, had as its goal fostering better "Success comes when the facilities manager and customer working relationships among participant groups in order [librarian] understand each other's problems." to improve environmental conditions of library and archives materials. The turnout was much higher than expected, with Maureen Sullivan, conference facilitator, guided the group an almost equal number of facilities administrators and into a final exercise that again reinforced the need for coop- librarians in attendance, as well as several architects. eration among professions ...

The conference keynote address by Dr. Billy E. Frye, Vice "The librarians in ourgroup talked about what should be President for Academic Affairs and Provost of Emory Uni- done; the engineers and physical plant people wanted to versity and chair of the Commission, provided convincing talk about how to do something." evidence of the magnitude of investment in the nation's research libraries, each of which has an estimated ... aswell as providing opportunity for a high degree of replacement cost of $150.200 million dollars, as well as innovative thinking... the threats to preservation of their contents. Donald G. Kelsey, Library Preservation Officer for the University of "Consider moving the college to a milder climate" Minnesota, provided detail on the deterioration of paper and the effects of fluctuating temperature and relative "Put everything in an addition and leave the old building humidity and pointed out that staff with specialized knowl- as a monument to 1949 architecture." edge, such as custodians, can be immensely helpful in identifying problems if mechanisms are in place to get their Sullivan closed the successful conference with a summary input. of a principal theme: that librarians and physical plant personnel work in the same institutions and thus share the An entertaining and demonstrative role-playing exercise same mission. Success for each depends on collaboration between Nancy Gwinn, librarian, and Michael Lee, Office and communication. of Plant Services for the Smithsonian institution, clearly demonstrated the challenges of communication within Smithsonian participants were chaired by Michael League. organizations. Lawrence Steubing, Head of Engineering The Commission's planning team consisted of Joel Services at the Smithsonian, introduced a case study out- Clemmer, DeWitt Wallace Library, Macalester College; lining the challenge of renovating the "John Smith Library Donald Kelsey, University of Minnesota Libraries, and Patti at Midwestern University." The hypothetical libraryfacility McClung, Research Libraries Group. offered a challenging panoply of problems, including inadequate space and patchwork mechanicals. Participantshad FOR MORE INFORMATION ON THE CONFERENCE .. the evening to consider John Smith's array of problems. The Association of Physical Plant Administrators of Universities The final day of the conference led off with reviews of issues and Colleges (APPA) is planning to issue a publication from by Smithsonian experts: architectural power and HVAC this conference, which will include the text of Frye's address. For more details, contact: Steve Glazner, Director of (Lawrence Steubing); security (Robert Burke); fire sup- Communications, APPA, 1446 Duke Street, Alexandria, VA pression systems (J. Andrew Wilson); custodial mainte- 22314-3492. nance (Charles Dunn); and maintainingthe facility for a

NUMBER33 THE COMMISSION0412aERVA11ONAND ACCESS APRIL1991 fROtATINE.Cortts Wic.e..Ketriave. /Pivot:ass BY DR. 15ti..i..stE.. fait.,VIaP.f...SIDVS1 fait Aciks)t.Sic Arvpags oar o, Ctifraft Of TOE Corostsstort Nit) PROVO5r Of arovegstv. Clearly, environmental control is one area *We good physical The value of the collections of the ll9AR1.. kAssociations of Research tibrafiesIlibraries alone,with over 350 million vo plant management can have an enonnous posi.ifive effect on preservation both by increaSing the longesfity of papec per se, is between $25-35 bikVion, nunlber that, just coincidentally, happens to be close to the pent-up cost of urgent deferred and by 4 114 us more time in which to deal Nriith the problern maintenance of the entire phySical plants of the nations colleges and over which to spread the costs. There are limits on what c a n be done, o f c o u r s e , s i n c e and universitiesk Surely such an asset deserves to be treated with and books must occupy utmost re the same space. But lolowledge e rake environmental COft- &ions play surely can suggest opdons --- such as the Importance of maintaining constant conditions in the tacks, irrespective of academic schedules or outSrde condiins:

The Association A tolvot of of 1446 PhysicalPlant Of -ae DIOCrOWSNiteliCotiff-0-"cg. DukeUniversitiesand Street, Administrators Alexandria,Colleges 'The follovitng evaluation forril 703/684.1446,FAX VA 223143492 was volunteeted bY 'Thoms W. APPA 703/549-2772 PROGRAM PRESERVATION teonbacclt, Dean, University OF EVALUATION Libranes, tinivetsity ot Paciftc, FebruaryLIBRARY& 1. On 28March Stocldon, CA. a scale 1. 1991ARCHIVAL valuableandfromone to MATERIALS I useful? four,one Washington,D.0SEMINAR being (EXCELLENT) excellent, 2.What was the was the most information Without beneficial be thedetracting presentedat the most fromtheinformationyou aboutour helpful, rest of seminar I need own the received? to keep especially program, so shortcomings when Igot I found capably up to and the back the datewith lack of to my 3. Was addressed. presentation protectionlibraryand on fire anything developmentsin fire by I think omitted safetybuildingdiscoveredthepreventionto that fromthe andthecodes.As a awful theirtalkseach other truth wereaspect ofprogramthat issueslibrary type of pared the would that thedirector seminar down program have segment when could seminar and and for time isbecauseof the have enhancedit? overall a problem time been downmaintenance in but longer.The the planningmaintenance wouldconstraint perhaps industrial when have I wouldspeakers part of including appreciated still pointed discusspreparedin town.designing I a newdeferred more vote for out that them. I time for this thatcould thinkadvanceandsee valueinbuilding,maintenance, the fireoverview use that allowing 4. If many submitted moreremodeling,orpreventive protection this illumination. academic so thatthe library seminar libraries caseretrufittingmaintenance,a YES. was held have studiesto bewarehouse again, unique The would panelists/speakers/reactnrsaspects presented, lengthof the you of the could seminar encourage y:-.rte.ral then Additional shouldbe othersfrom problems The two full your comments: days. institution I thinkUniversityof the to thata goodPacific attend? couldbe Library library assembledaudience would easily. from be glad aboutorganizations California, to theoffer. in the CosponsorshipWest host/sponsor To could by theWashington, sucha me, an Oregon, seminar delegatea lotaudienceof probablybeCommissionon Nevada. for the of the library and west of the arrangedwithPreservation a couple coast. details.We things directors no and of kind of don't we do, and Access others know answers need we needdirectors difficulty.I am and what the to to be of quite other expect.We to be physical risk and mustexpertsbut familiar plants serious 5. In possible often we need withthe wouldbe addition choose to know broad ideal. Seminar, to consequences issues Even if would are. optionsthatwhich and we otherdeveloping are notquestions even As I programs ideal to ask some mentionedInformationand such but and seminar. above, as the then what this is I would you couldmaterialsbe we needto suggest useful,Preservationof in preservation that probably and if Library in its even do so, please and Washingtonand when seminars found itbroadestand doing on given descrthe:Archival most most the Materials useful. usefulpreservationsegmentson the contextThatseminar,it be is how preservation I madeclear receivedthis that 1° seminar It*. Co pvtesegorto p,c.fss Iskur43' 3 tor{ °TA CHANGE IN APPLICATION DEADLINE FOR were mostly digitized from 35mm slides, although some PRESERVATION MANAGEMENT SEMINAR were digitized from fiche and some from paper. The typical stored file is perhaps 2000 x 2000 pixels, each 24-bit color. The deadline for the Preservation Management Seminar They are displayed on devices typically 1000 x 720 with co-sponsored by the Commission and SOUNET, the South- 8 or 24-bit color. eastern Library Network, has been changed from March 15 to March 30, 1991. (A March 15 deadline was given In the demonstration, the librarian would search for pictures in the March 1991 issue of the Commission's newsletter.) having various MARC field contents, and then display them The eight-day seminar for librarians with part-time on a screen. It was possible then to request either a local preservation responsibility will be held July 20- 27, 1991, printout on a grey-level monochrome printer, or a remote at Washington & Lee University in Lexington, Virginia. The print on a color printer followed by mailing. A dialup line 16 applicants selected to attend will learn how to assess is used to access the LC station; the satellite is only for and prioritize their libraries' needs, and how to implement transmitting the images. a successful preservation effort that is appropriate tothe goals of their collection. The cost for tuition, room and The strong points of the demonstration are: board is $1,200. 1. A 3:1 compression of the images based on hierarchical Faculty who will be teaching the seminar are: Lisa Fox, coding plus Huffman coding, reducing the transmission Program Development Officer for Preservation, SOUNET; time to about 2.5 seconds per image. Carolyn Clark Morrow, Malloy-Rabinowitz Preservation Librarian, Harvard University; Caro! Eyler, Head of Technical 2. The ability to use ordinary IBM PC type hardware for Services, Mercer University; and Charlotte Brown, College all system functions. Archivist & Special Collections Librarian, Franklin and Marshall College. 3. The ability to adapt to quite a variety of input and output devices (I saw an Eikonix slide scanner, a Howtek color For further information and application instructions, contact page scanner, an Alden low-cost thermal printer, and the SOUNET Preservation Program, 400 Colony Square, several color screen displays, including a wide-screen Plaza Level, Atlanta, GA 30361. 6301, or call at 800 -999- HDTV set). 8558 or (404) 892-0943. 4. A typical MARC-based Boolean search system for catalog A DEMONSTRATION OF IMAGE PROCESSING information on the images. AND DISTRIBUTION by Michael Lesk, 5. A user interface that allows the user to specify the resolution of his terminal, and the area of the picture to be Technology Assessment Advisory Committee displayed, and using progressive transmission sends only NOTE: The February 1991 Newsletter announced an the minimum number of bits needed to display what inter-library image distribution demonstration with impli- has been requested at the maximum screen resolution. cations for deteriorating scholarly materials scheduled for January 23, 1991. Technology AssessmentAdvisory Weak points were: Committee member Michael Lesk was on hand forthat demonstration, and submitted this informal report to the 1. The satellite link was down the day of the demonstration. Commission: 2. I am not sure the resolution is totally adequate for all

On January 23, 1991,I attended a demonstration at serious use by art or architecture students (although Columbia University of a Commission/GTE image storage anything is better than being told the item is unavailable and retrieval demonstration. The demonstration was run because it's too fragile). by Angela Giral of the Avery Library at Columbia, Clayton Andrews of Columbia, Bill Steele of GTE, and Jean Baroa 3. I am not confident the system can be scaled up. The of Avelem (a French company). The Avery Library views kind of color scanning that was being done tends to this primarily as a preservation activity, not as an improved require a great deal of manual attention to get faithful access activity. color representation. I hope that the new Kodak color standards will help here. They have scanned 50 images and are storing them at the Library of Congress on hard disk, using 1.5 Mbit satellite 4. Some of the displays are pretty slow. [Ed. Note: As a link between LC and Columbia to transmit the images, and result of this demonstration, a new program is being displaying them on a variety of devices. It appears the images developed to speed the presentation of the display.] 0 4 APRIL 1991 NUMBER 33 THE COMMISSION ON ERVAT1ON AND ACCESS 3 SPECIAL REPORT INSIDE Viewpoints from three attendees of a joint preservation admonish you never to underestimate the value of this asset, seminar for facilities managers and librarians/archivists economically or intellectually, nor to underestimate the the first of its kind are presented in a special insert to importance of your own role in preserving this asset and this newsletter. The seminar was cosponsored by the Asso- making it both a pleasant and profitable place where ciation of Physical Plant Administrators and the Commission scholars and students engage their basic medium, the to foster better working relationships among participant accumulated information, knowledge and wisdom of the groups in order to improve environmental conditionsof ages." library and archives material. Attendance figures and initial evaluations indicate the event was a success. An excerpt from the keynote address by Dr. Billy E Frye, Vice President for Academic Affairs and Provost of Emry University, and REPORT FROM 1959 STATEWIDE Chair of the Commission, indicates the shared responsibility PRESERVATION PROGRAMS CONFERENCE for preserving scholarly resources discussed at the event: BEING DISTRIBUTED "Given the explosion in the volume and costs of published A report on the National Conference on the Development material . .. itis obvious that no institution working alone of Statewide Preservation Programs held March 1-3, 1989, can build adequate collections any more than it can save at the Library of Congress is being distributed by the Com- the acidic collections it already has working alone. Rather, mission free of charge to its sponsors, state library and we ought to envision a time when the autonomousindividual archives agencies, and others on its mailing list. Like the collections of our nation's research libraries are melded conference itself, the report was a cooperative effort. Con- into a large dispersed collection to which we all contribute tributing to its publication were: Harvard University Library and in which we all share equally, with appropriate allow- (design and production), the Library of Congress (photo- ances for our respective needs and investments; atime graphs), and the Commission (costs of publication and dis- when our faculty and librarians will make choices between tribution). The report was edited by Carolyn Clark Morrow, acquisitions and other expenditures not on the criterion of Harvard's Malloy-Rabinowitz Preservation Librarian, to be "volumes added" but on the basis of "units of access" a practical tool for states interested in developing preser- provided.... vation plans. Copies of the report remaining after its complimentary ...[Elven if this distant vision comes into existence, it will not absolve us of individual responsibility for ourlibraries. distribution will be available, while supplies last, for $15.00 Far from it, such an evolution would only underscore the (U.S. funds required) from the Commission. Send checks responsibility that each institution has to build and protect made payable to "Commission on Preservation and Access" its own library resources as an integral part of a larger to Trish Cece, Communications Assistant. The publication entity. The library as a physical facility will remain avital also will be submitted to ERIC, the Educational Resources part of each academic community. Again,therefore,I Information Center.

141 I 19£ 'ON 111-Luad Du 'uolBugisem OIVd 3DV.I.S0d 'SD LI I Z-9£00? DO `uoiBurqsem 1.1011YZNYDSO tE aims MN `anuattv suasntpessew 59L t 11J08d1.101.1 ssaapy pue uorieniasard uo uopsruiwoD aqi ISSN 1045-1919

THECOMMISSION ON PRESERVATION ANDACCESS As POSSIBLE HUMAN RECORD ASFAR INTO THE FUTURE PROVIDING ACCESS ToTHE ACCUMULATED

MAY 1991 NUMBER 34 NEWSLETTER

BIBLIOTHEQCIE NATIONALE DAVID B. GRACY II COMMISSION CONTRACT TOHASTEN BOARD ELECTED TO COMMISSION PRESERVATION educator, has INTERNATIONAL ACCFSS TO David B. Gracy 11, apreservation and archival April 1991. MICROFILM MASTERS been elected to theCommission board effective in March Gracy currently is theGovernor Bill Daniel Professor At a meeting at theBibliotheque Nationale (BN) on and contract Archival Enterprise at theGraduate School of Library 27, library officialsconcluded negotiations on a form information Science (GSUS),University of Texas at Austin. with the Commission toconvert to machine-readable after serving register of microform masters. He joined the GSUSfaculty in January 1986 the BN's entire retrospective (1977-1986). Prior 130,000 as Director ofthe Texas State Archives The two-year contract callsfor the library to convert Professor U.S.-compatible format Payments to the Texas appointment,Gracy was Assistant titles to machine-readable Library, where (approximately $480,000), or two- and Archivist at theGeorgia State University totaling FF 2,682,000 (1971-1977). cost, will be madeby the he established theSouthern Labor Archives thirds of the total project the Rare period as production goals He also has taught atTexas Tech University and in Commission over the two-year remaining one-third Books School of ColumbiaUniversity. Gracy was appointed are met TheBN is contributing the Education to the Commission'sTask Force on Preservation of the cost. in 1989. The joint agreement wasdeveloped. as part of the Excellence the In 1987, Gracy waspresented with the Texas International Project, headedby Hans RUtimann. This is and awarded in Teaching Award, oneof a number of certificates first project to be supportedby the $1 million grant W. Mellon awards of merit he hasreceived over the past 20 years. last year to the Corrmission by the Andrew of the described The new boare memberhas served as President Foundation. The Frenchconversion effort was Archivists, the Society ofGeorgia for the kinds of projectsthat would be of Society of American of as "a model Archivists, and the AustinChapter of the Association immediate use to theinternational scholarly community" board Records Managers andAdministrators. His current in the Commission'sproposal. Episcopal appointments include theNational Archives of the Church and the SummerleeCommission on Texas History, Task Force on Archives.Among where he is chair of the tool article, "Between Muffinsand Mercury In two years, wewill have available a research his publications is the which will be appreciatedby French researchers, as of `Preservation',"The New counterparts. I rejoice in this ...The Elusive Definition well as by their American Library Scene, 9(December 1990). cooperation for the benefit ofthe international scholarly community to which we are verydevoted in History, General Administrator of BN, Gracy earned his BAand MA degrees, both Ph.D. in Emmanuel Le Roy Ladurie from the University ofTexas at Austin, and his certification History from Texas TechUniversity. He received Certified Archivists as an archivistfrom the Academy of 19th-century in 1989. More than 140,000monographs, mostly French literature, havebeen filmed at the BN's preservation is available from the Commission facility in Sable. However,only about 8,000-10,000 items A list of publications machine-readable form. Early included as an insert in thisnewsletter. This form, which have been converted to photocopied, should beused to help expedite discussions nog the BN,the Commission, and theMellon may be speeded orders for theCommission's reports. Torequest Foundation indicated thatthese efforts could be additional copies, call orwrite Trish Cece,Communica- (continued on page 2) tions Assistant. 142 Washington, D.C. 20036-2117(202) 483-7474 1785 MassachusettsAvenue, N.W., Suite 313, NATIONAL ENDOWMENT FOR THE HUMANITIES (continued from page 1) ANNOUNCES $ 3 MILLION FOR PRESERVATION up with outside financial support; consequently, the international availability of BN's register could be expedited. Fourteen grants totaling more than $3 million for preservation projects in 11 states were announced in late March The Mellon grant to the Commission, announced in Feb- by the National Endowment for the Humanities (NEH). The ruary 1990, is to be used over a per god of approximately awards allow institutions to preserve materials important three years toward costs of creating an international data- to the study of history, literature, philosophy, and other base of bibliographic records for preserved library materials humanities disciplines. Seven of the grants support micro- and of facilitating cooperative preservation microfilming filming of books, periodicals, and archival documents. Four outside the U.S. linked to similar work in this country. The of the funded projects are part of the Endowment's U.S. BN project is the first of a series of pilot activities to be Newspaper Program, a coordinated effort to locate, catalog, sponsored in various countries. and preserve on microfilm the 250,000 newspapers published in the country since 1690. Two of the new grants will support statewide preservation plans, and the remaining award will fund the development of improved archival INTERNATIONAL PROJECT TRACKING ON storage techniques. MICROFILMING PROJECTS The NEH budget for fiscal year 1991 for preservation International Project Director Hans Raimann has begun programs is $22.6 million. Last month, the Commission compiling a collection-level list of preservation microfilming together with the Association of Research Libraries and projects abroad. The working list, which is by no means the National Humanities Alliance participated in joint complete, now contains brief descriptions of filming activ- testimony before the Subcommittee on the Interior and ities and plans in 15 countries. Examples of entries include: Related Agencies of the Committee on Appropriations in BRAZIL:.National Plan for Microfilming Brazilian Periodicals support of Congressional funding for the 1992 NEH More than 15,000 master negatives are made so far and a preservation budget. Excerpts from that testime.will be joint project with six Latin American national libraries is planned. included in the June 1991 Commissionnewsletter. CHINA:Ancient Chinese books, mostly Chinese local history; Further information on the new grants is available from Chinese genealogy materials; "South Manchurian Railway the Office of Preservation, National Endowment for the Company" collections (The Library of Academia Sinica, Beijing). Humanities, 1100 Pennsylvania Ave., NW, Washington, DC 2,000 titles of Chinese rare books: Qian Long, Cling Dynasty 20506. and Sung to Ming Dynasty, 960-1644 AD; doctoral dissertations (Peking University Library). Chinese ancient materials (14 sub-centers of the Center of National Libraries Document Microforming). The Commission on Preservation and Access 1785 Massachusetts Avenue, NW Suite 313 HUNGARY:A national program of microfilming all Hungarian Washington, DC 20036-2117 newspapers began in 1969 (National Library). Between 1 and 1.5 (202) 483-7474 million pages of newspapers are filmed annually. Hungarian newspapers from libraries in Slovakia and Yugoslavia have also The Commission on Preservation and Accr.s was established in been filmed under this program. Filming is now being extended 1986 to foster and support collaboration among libraries and allied to include journals and individual collections (manuscripts, organizations in order to ensure the preservation of the published theatrical materials, etc.). and documen'ory record in all formats and to provide enhanced access to scholarly information. ISRAEL:Judaica Archival ProjectFilming of the variant read- The Newsletter reports on cooperative national and international ings of the Babylonian Talmud; 40-volume Koosevski concordance; preservation activities and is written primarily for university Eastern European Manuscript collections (i.e., the Saltykov- administrators and faculty, library and archives administrators, Schedrin Library in Leningrad permitted the filming of 17,000 preservation specialists and administrators, and representatives of Hebrew manuscripts and fragments). consortia, governmental bodies. and other groups sharing in the Commission's goals. The Newsletter is not copyrighted; its duplication Other countries in the draft list include: Australia, Austria, and distribution are encouraged. Canada, France, Germany, Great Britain, Japan, Poland,

Patricia Battin President; Mtudne K. Sites Program Officer and Newsletter Spain, Taiwan, and Venezuela. Raimanti is obtaining Editor. Pamela M. Davis Administrative Assistant Patricia Cece additional information about projects in Algeria, Chile, Communications Assistant The Commission is accessible via BriNET Egypt, Syria, and Tunisia. He has asked that persons with (CPA@GW(IVM, StITS@GWCIVM) and by FAX (202) 483-6410. information about additional projects contact him at the Comryssion. 40 NUMBER 34 THE COMMISSION ON PRESERVATION AND ACCESS MAY 1991 2 1785 Massachusetts Ave., N.W. #313 Washington, D.C. 20036 Telephone: 202/483-.7474 on FAX: 202/483-6410 Preservationrreservation and /Access BITNET: CPA@GWCIVM

ORDER FORMS/91

MATERIALS AVAILABLE FROM THE COMMISSION ON PRESERVATION AND ACCESS

Quantity Title Price CPA Brochure free "Slow Fires" Brochure free Annual Report (July 1, 1988 - June. 30, 1989) free Annual Report (July 1, 1989 - June 30, 1990) free

Newsletters: nos. 1 - (June 1988 - free (some back issues available) "Spring Hill" booklet: Scholarly Resources in Art History: Issues in Preservation, Report of the Seminar, September 29 - October 1, 1988 $5.00*

Report: Selection for Preservation of Research Library Materials (August 1989) free

Progress Report: The International Project (August 1989) free Report: Mass Deacidification Procedures for Libraries and Archives: State of Development and Perspectives for Implementation in the Federal Republic of Germany by Peter Schwerdt (September 1989) free Report: Directory - Information Sources on Scientific Research Related to the Preservation of Books, Paper and Adhesives, by Maxine Silts (March 1990) free Report: Technical Considerations in Choosing Mass Deacidification Processes, by Dr. Peter G. Sparks (May 1990) $5.00* Report: Image Formats for Preservation and Access, A report of the Technology Assessment Advisory Committee to the Commission on Preservation and Access, by Michael Lesk (July 1990) free

OVER , . Price Quantity Title Ideas for Preservation FundRaising: A Support Package for Libraries andArchives (July 1990) $10.00* Report: Preservation EducationInstitute Final Report by Deanna B. Marcum(August 1990) free Report: Preservation and AccessTechnology. The Relationship Between Digital and OtherMedia Conversion Processes: A StructuredGlossary of Technical Terms by M.Stuart Lynn (August 1990) $5.00* Report: Copyright andPreservation: A Serious Problem in Need of a ThoughtfulSolution by Robert L. Oakley (September1990) $15.00*

National Conference on theDevelopment of Statewide Preservation Programs -Report of a Conference held March 1-3, 1989,in Washington, D.C. (March 1991) $15.00*

*Commission sponsors receive allpublications on a complimentary basis. For all others, ordersmust be prepaid, with checks (no cash)made payable to "The Commission on Preservation andAccess." Payment must be in U.S. funds. Send check with order toTrish Cece, Communications Assistant, TheCommission on Preservation and Access, 1785 MassachusettsAvenue, NW, Suite 313,Washington, D.C. 20036-2117. All publications have beensubmitted to ERIC. This order form may bephotocopied. Please type or print your name and addressbelow.

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Country GAM BRITTLE BOOK EXHIBIT SCHEDULED CONGRESSMAN SIDNEY YATES HONORED FOR PENNSYLVANIA, OHIO. MISSOURI FOR PRESERVATION ADVOCACY Congressman Sidney Richard Yates,a major proponent of federal support for nationwide, coordinatedpreservation activities and a chief advocate for sustained funding for the National Endowment for the Humanitiespreservation Ih. program, was presented with a resolution of thanks and commendation by the Commission last month. The U.S. loll Representative from Illinois was cited for his "visionand PRESERVATION leadership in ensuring the preservation of thisnation's cultural and intellectual heritage and in guaranteeing AND broad access to this heritage for all citizens." \ ACCESS A limited number of copies of the resolutionare available at no charge from Trish Cece, Communications Assistant, The Giant Brittle Book exhibit is scheduled to travel to at the Commission. Dawson, Pennsylvania, where it is being shown at the Pitts- burgh Regional Library Center Spring Conference from May 15 to May 17, 1991. In late August, the displaymoves to the Ohio State University Libraries preservation exhibit in SIDNEY RICHARDTATES THE HONORABLE A TRIBUTE TO REPRESENTATIVE FROMILLINOIS Columbus, where it will remain until October 11. The UNITED STATES American Theological Library Association will show the COMMENDATION A RESOLUTIONOF THANKS AND FOR THE giant book at the American Academy of Religion/Society PROGRAM ESTABLISHMENT OF ANEXPANDED PRESERVATION of Biblical Literature annual meeting, to be held in Kansas ENDOWMENT FOR THEHUMANITIES WITHIN THE NATIONAL City, November 23-26. ona stlr. ...nun 4yhasth parr punt re, pron nag. kit amid. a nsta ...mond oar a mann, anal WHEREAS: In.04MOM. at,Slum 14.1 S. .Ohl am( 4101..1114.1(41 nannan moracaa pan Ral01 A.m. at the I ..rra The Giant Brittle Book is available free of charge, except Naboanounn on in Ia rm./ and WHEREAS: .1 r Immo.. Or aalmaatel niknal tmlywrc tr. anfirnm rain nu .runararn and ,:locral IsnIMAg for shipping charges. For more information contact Trish JJ loan 0 our ISIS 1 sanlath powwow. at Ike. endaaarnal Nanaallneim+.". Cece, Comm ...lications Assistant, at the Commission. .bancnoonaxeroaniclprepsnt weibm41 Mow...0 nurenal WHEAEAS. ( 44 eromam Taus 0 Pnynnnaa ts nnllan N. dm Holonclen filtice mar arm trrl roulaMe NA.AMOY.. and nInlarl, ansurcab. Ara le onnruncan ran. man loo outvoted mammal, lannwmanblok cculr Iatinolt. /rm. frnmeou WHEREAT. la ncenplubcIal achna car anon nInnt L annn, .n.ertMetal .44..san. 1r'prrovol..nnoina READER'S DIGEST PRESERVATION wngrol ro qtr.:40pin.. ARTICLE plara, Innen! 1.4711111t1 na pren.44 .1.11/01,f( fOrNINTI :01441411S a,r*Vritpnyrrow CONTINUES INTERNATIONAL TREK 14HEREA1 c nanny lona/nu pnnna antral, pr....ma 411M, nAnanInnnolat WS wlenna We continue to receive reports of foreign language versions oanre naan. von num WHEREAS: I inn nonnal ...nonenprn at nano..44,nazara, of "Our Printed Past in Peril," a Reader's Digest art. ..e nrwwwWia,IS n 1Ifin, 'polo, and ail Amannas wl /.tri by Robert Wemick that calls for action to save books made :h nano agawanaw onamn inn nnnaniar. IonianAna nangn. orwiliale hinanognOcaw ISSN, from acidbased paper. The article has appeared in the onnOra. chnnank ow own ol (14 nma vat. Ana woman,. mos wwantal analleS:SW141 following editions: Portugal (August 1990), Brazil (date o.n..owas aro 11.4,4..44 non.puma unknown), Far East (Hong Kong, February 1991), and St IT HE RI. Er R-VI:Ali) .t. Danish (August 1990). Earlier Commission newsletters innernon. ma 4", g. 110, to,c .now..con on. ona wa4,14, IN.PeNrlossl owl raw r0 dug.N reported on French, German, and British editions. Reader's ..annnon nab, .14114111 AS natil.,tnn team 4.11111ult ..;tin. man. .4,41: war In Digest plans to publish adapted versions of the article in N.14 4:44 :4141441 most, if not all, of its 39 international editions, which are translated into 17 languages and read by 38 million people.

For several days after my first book was published carried it about in my pocket, and took surreptitious peeps at it to make sure the ink had not faded James M. Barrie

NUMBER 34 THE COMMISSION ON PRF-SERVAIION AND ACCESS MAY 1991 3 children and communities must be armed with the powerful tools of history, much still locked away in dusty archives, for that knowledge is the best source of hope and dreams. Our children can and must be active in their own salvation which is essential not only for their personal survival but for the survival of our cities. UPDATE: STATEWIDE PRESERVATION indeed our nation. PROGRAMS CONFERENCE REPORT Please make sure that the information in archives reaches the children. Please don't think they are too young! Their Distribution of the report from the 1989 statewide energy and creativity will astound and delight all ofus! preservation programs conference, announced in Excerpt from testimony of Joan Maynard, Executive Director, Society for the Preservation last month's Commission newsletter, has been of Weeksville and BedfordStuyvesant History, delayed. We expect to receive shipment of the speaking on "Archives, Unique Research Resour publication from Harvard University this month. We ces, and the Future of New York. at a public hearing on October 4, 1990 at New York's City will promptly distribute complimentary copies as Hall; For the Record, TheNewsletter of the New described in the April 1991 newsletter and fill any York State Archives and Records Administration prepaid orders. and the New York State Historical Records Advisory Board, Vol. 9, No. 1, 1991.

Please help reduce newsletter mailing costs bynotifying us of address changes and deletions. Send address corrections to Trish Cece, Communications Assistant.Enclose a copy of your current mailing label.

E l9£ '0E4 *wad uolfpuNsem 1 4 St! CINd aDV1SOd Li 129£00Z `uo36ulysem 610iLYZEWYD210 aling MN 'anuatty suasntpessew 11U08d140W ssamv pue uopemasald uo uolssituwoD atu ISSN 1045.1919 THE COMMISSIONON PRESERVATIONANDACCESS PROVIDING ACCESSToTHE ACCUMULATED HUMAN RECORDAsFAR INTO THE FUTUREAsPOSSIBLE

NUMBER35 1 NEWSLETTER JUNE 1991

CONGRESSIONAL TESTIMONY CALLS FOR FULL-LEVEL SUPPORT FOR NEH PRESERVATION PROGRAM Testimony of a research library director and a Pulitzer Prize- winning scholar before the House Appropriations Commit- tee on April 18. 1991. stressed the importance of sustained funding for the National Endowment for the Humanities to maintain the momentum of its 20-year brittle books program and other preservation activities. Betty Bengtson, library director at the University of Washington, Seattle, and Dr. James McPherson, Edwards Professor of American History, Princeton University, testified for the Association Betty Bengtson. Director of Libraries. University of Washington. of Research Libraries, the National Humanities Alliance, and Seattle. and Dr. James M. McPherson. Edwards Professor of American History. Princeton University. show an embrittled the Commission. book Mortality Statistics 1935 (U.S. Department of Com- Speaking as one of many concerned stewards of unique merce, Bureau of the Census) to the Subcommittee on the Interior and Related Agencies, Committee on Appropriations, U.S. national resources. Bengtson strongly advocated the House of Representatives. on April 18. 1991. continuation of full funding for the five-year preservation plan first introduced to the Congress in 1988. That plan. articulated by Endowment Chair Lynne Cheney, called for $17.7 million in the year 1992. The NEH request for FY92 carefully and delicately I handled them. I was horrified by proposed a modest increase of $200,000 over FY91, to the experience of damaging, perhaps destroying the very $16.6 million. rather than the $1A million increase projected sources that nurtured my knowledge.... in the five-year plan. Over the thirty years since that experience, things have changed and improved a good deal. Nearly all of the Bengtson's testimony urged restoration of the full $17.7 newspapers and many of the pamphlets 1 used then have million, and also requested continued funding (for up to subsequently been microfilmed. ...This has been a great 10 percent of the microfilming budget) to offset expenses benefit not only to me but to many students whose graduate for the stabilization of illustrated materials and repair of and undergraduate research I have directed." damage incurred in microfilming. In addition, the testimony called for a supplement of $1.5 million to respond to the expanding momentum in the U.S. Newspaper Program and the efforts to preserve special collections of historical CORNELL DIGITAL PRESERVATION CONTRACT records, documents, and manuscripts. EXTENDED SIX MONTHS

Providing a scholar's perspective was Dr. James McPherson. The Commission has extended for six months its contract author of the book Battle Cry of Freedom. which won the with Cornell University for a joint digital preservation Pulitzer Prize for History in 1989. McPherson described his demonstration project. As noted by the study's principals, discovery of deteriorating materials while conducting the project has made substantial progress over the past research for his doctoral dissertation, which also became year, but the development, testing, and modification of the prototype equipment and software has occurred over a his first book: longer period than originally anticipated. The August 1990 "As I turned these precious but highly acidic pages, some and March 1991 newsletters include articles on this project, of them tore and crumbled in my hands no matter how which is now scheduled to conclude in December 1991.

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036-2117(202) 483-7474 MELLON GRANT TO SUPPORT MASS LIBRARY OF CONGRESS PRESERVATION DEACIDIFICATION ROUND-TABLE OFFICE PUBLISHES MASS The Andrew W. Mellon Foundation has awarded a grant DEACIDIFICATION BIBLIOGRAPHY to the Northeast Document Conservation Center, a non- Bibliography on Mass Deacidification, a 32-page report profit regional center specializing in preservation of paper by Carole Zimmermann, is now available from the library based materials, to sponsor a round-table on mass of Congress Preservation Office. According to Zimmer- deacidification. The two-day invitational planning meeting mann, the purpose of the report is to reach all audiences will be held September 12-13. 1991, at NEDCC's interested in the preservation of book and paper materials headquarters in Andover, MA. Participation is limited to ten through mass deacidification. The bibliography provides a members of the Association of Research Libraries, which broad presentation of availabl _ literature, including materials is cooperating in the event. The keynote speaker will be from scientific, library science, and popular works. Richard DeGennaro, Roy E. Larsen librarian of Harvard College and former Commission board member. Organizers Kenneth E. Harris, Director for Preservation and a member of the meeting will publish the central papers and discussion of the Commission's National Advisory Council on as a book, edited by Dr. Peter G. Sparks, who is coordinating Preservation, states in the foreword: "Mass deacidification the program. Sparks is the author of the Commission report, of paper was not too long ago only a wishful concept. Much Technical Considerations in Choosing Mass Deacidifica- to the advantage of libraries and archives, this budding tion Processes. technology continues to advance with a fresh infusion of ideas and resources. The hectic pace of progress over the NCLIS REQUESTS STATES TO USE past few years has justifiably translated into an increasing proliferation of literature. It is hoped that this bibliography, ALKALINE PAPER which we expect to update periodically, will serve to keep The National Commission on Libraries and Information us informed about recent developments in the field." Science (NCLIS) has requested all state governors and state librarians to inform them of their progress regarding the Bibliography on Mass Deacidification is available at no use of permanent paper. In March 1991, Charles E. Reid. charge from the Preservation Office, Library of Congress, Chairman of the U.S. NCLIS, sent a letter to all states urging Madison Building, LM-G21, Washington, D.C. 20540. them to use alkaline paper. NCLIS will assemble the information in a report to the President and Congress, which will describe the status of state-level implementation of the national policy on permanent paper (Public Law 101-423). PRESERVATION ARTICLE WINS AWARD FROM ASSOCIATION OF PHYSICAL PLANT ADMINISTRATORS The Commission on Preservation and Access 1785 Massachusetts Avenue. NW Suite 313 "The Library Environment and the Preservation of Library Washington, DC 20036.2117 Materials," by Carolyn L Harris and Paul N. Banks. has (202) 483-7474 been selected as the winner of the 1991 Rex Dillow Award for Outstanding Article by the Professional Affairs The Commission on Preservation and Access was established in Committee of the Association of Physical Plant Adminis- 1986 to foster and support collaboration among libraries and allied will organizations in order to ensure the preservation of the published trators of Universities and Colleges (APPA). The award and documentary record in all formats and to provide enhanced be presented on July 23 at APPA's Annual Meeting in access to scholarly information. Orlando, FL.

The Newsletter reports on cooperative national and international The article first appeared in the Fall 1990 issue of Facilities preservation activities and is written primarily for university administrators and faculty, library and archives administrators. Manager and is now reprinted in Preservation of Library preservation specialists and administrators, and representatives of and Archival Materials, a compilation of presentations from consortia. govemmental bodies, and other groups sharing in the the seminar on environmental conditions for housing of Commission's goals. The Newsletter is not copyrighted: its duplication library and archival materials, held February 28-March 1. and distribution are encouraged. 1991, in Washington. DC. That seminar was sponsored Patricia Battin President: Maxine K. Sitts Program Officer and Newsletter jointly by APPA and the Commission. The compilation is Editor; Pamela M. Davis Administrative Assistant: Patricia Cece available for $28.00 to APPA member institutions and for Communications Assistant The Commission is accessible via BfTNET $35.00 to non-members (includes postage and shipping). (CPACa,GWUVM. SITTS(ciiGWUVM) and by FAX (202) 483-6410. Send check with order to APPA Publications, P.O. Box 753, Waldorf, MD 20604.

14u A NUMBER 35 THE COMMISSION ON PRESERVATIv D ACCESS JUNE1991 2 YATES HONORED FOR EXPANDED PRESERVATION PROGRAM

U.S. Representative Sidney Yates(right) accepts a resolution of tl- -nks and commendation from Dr. Billy E. Frye, cr:dirman of the Commission (left), during a meeting at the congressman's office, April 1-14i1" 1 18, 1991. Joining in the applause are Henriette Avram, Associate Librarian for Collections Servi- ces, Library of Congress, and Dr. James M. McPherson, Edwards Professor of American History, Princeton University. Avram is a member of the Commission board. McPherson is author of Battle Cry of Freedom, which won the Pulitzer Prize for History in 1989. The Commission met with the Illinois congressman to express appreciation for his leadership and vision in establishing an expanded preservation program within the National Endowment for the Humanities.

Contributors to the framed resolution: Hand-marbled paper by Don Guyot. Colophon Book Arts. Olympia WA Acid-, alum-. and rosin-free paper by Mohawk Paper Company. Cohoes. New York Typesetting & design by Design Innovations-Ten Point Type. Washington. DC Matting and framing by B. David's Custom Framing. Washington. DC.

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THE 20-YEAR BRITTLE BOOKS PROGRAM

1991STATUS 1986ASSCIMPT1ONS

BO Medan Volumes SenoustY Deteriorated

370 Kl!bon Volum-4 .1.Research ubranes

Of Whet) 12 Millton A.re Uroque. Erdangered 1988 NEHPLAN FUNDED BY CONGRESS

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NUMBER 35 THE COMMISSION ON PRESERVATION AND ACCESS JUNE 1991

3 BEST COPY AMBLE ASSOCIATION OF RESEARCH LIBRARIES applications. The names of those selected will be made public after they confirm their attendance. The committee INTRODUCES PRESERVATION PROGRAM will conduct an evaluation of the event six months after MODELS its completion to measure its effects on institutional practice The Association of Research Libraries (ARL) has announced and is moving ahead with plans to hold a second seminar the publication of Preservation Program Models, a report in 1992 in either New England or the Mid-Atlantic region. to assist research library directors in their efforts to shape programs that will produce significant advances in The committee met at Commission headquarters in April; preserving North American research collections for current its next meeting will be on October 4, 1991. and future use. Preparation of this report was supported by the H.W. Wilson Foundation. It discusses "the ten STAMP COLLECTORS ENCOURAGE components of a comprehensive preservation program to PRESERVATION ACTION which library administrators must give attention," and The Arthur Salm Foundation is offering stamp collectors includes organizational models for preservation programs free copies of "Collectors Club of Chicago, Report Number based on four size groupings of ARL libraries. Copies are I" (March 1991), a report on the acidic content of album available from the ARL Executive Office, 1527 New pages. The foundation also is encouraging all album page Hampshire Ave. NW, Washington, DC 20036, for $20 ($40 manufacturers to offer acid-free pages to stamp collectors. for non-ARL members). The new report includes information on 64 different album pages and a glossary of technical terms. Initial tests found COLLEGE LIBRARIES COMMITTEE REVIEWS no difference in the acidic content between album pages PAST Two YEARS. LOOKS AHEAD and the same page with a plastic overlay. Loose-leaf pages TO NEw AGENDA bought from discount stores were also tested, since many collectors use these for storage. The College Libraries Committee recently concluded its second year of operation and is preparing a report detailing To obtain the report, send a legal-sized, stamped, addressed its accomplishments. Since the committee has proven envelope to the Arthur Salm Foundation, 1029 N. Dearborn particularly valuable in incorporating college libraries into Street, Chicago, IL 60610. Further reports are planned. the national preservation agenda, the members agreed to continue to serve on the committee as currently constituted and to develop a proposed agenda for further action. IMconfront the danger of historical amnesia As the ources for understanding our national past deteriorate and vanish. we will gradually lose our sense The committee's education sub-group has selected 16 of identity. our capacity to understand who and what persons, including the winner of a Commission-sponsored we are. how we got that way, and why. We will be unable scholarship, to attend the July 1991 Preservation Manage- to grapple with the problems that confront us today and ment Seminar cosponsored by the Commission and in the future in an intelligent way because we will not be able to analyze the origins and development of these SOLINET, Inc. (see the January 1991 newsletter). Members problems. were very satisfied with the number of applicants for this Dr. James McPherson. fromApril 18.1991. newly developed seminar and with the high level of individual testimony in support of NEH funding. qualifications and institutional support shown in the

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i NUMBER 36 ...... 1 JULY 1991 NEWSLETTER

GUIDELINES FOR INTERNATIONAL DATABASE PRESERVATION MANAGEMENT SEMINAR NEARING COMPLETION PARTICIPANTS SELECTED Several nations cooperating to develop minimum data The College Libraries Committee's education sub-group has requirements for an international register of microform selected 16 persons, including the winner of a Commission- masters are close to reaching an agreement that will help sponsored scholarship, to attend the Preservation Manage- assure broad access to preserved materials. ment Seminar for College Librarians this month at Washington & Lee University, Leidngton, VA. The seminar, Collaboration on the requirements document has been co-sponsored by SOUNET and the Commission, is geared steadily underway since a Commission-sponsored meeting for library staff with part-time preservation responsibilities. in Zurich, Switzerland, May13-16, 199n. Meeting participants A primary goal is to help staff members develop the included representatives from the United States, Canada, management skills and implement the activities that Venezuela, United Kingdom, France, West Germany, East contribute to successful preservation programs. The Germany, and Switzerland. (See the February 1990, June Commission and SOUNET are sharing costs of design and 1990 and July 1990 Newsletters for background first-time operation, with the expectation that the event may information.) be repeated. The names of those selected are listed below.

Tom Delsey, Director of Policy and Planning, National Library Anne Armour, Head of Archives and Special Collections of Canada, is coordinating the development of the Jessie Ball duPont Library, University of the South document. "It is clear that we are close to reaching an David Kearley, University Librarian agreement on the minimum data requirements," he noted Krista L Armstrong, Assistant Librarian, Technical Services in a recent report to the Commission. Comments received Howe Library, Shenandoah University on the second draft have been generally supportive. Christopher A. Bean, Director of Library Services Participants are now considering proposed courses of action Ruth Ash, Archivist to deal with the remaining outstanding issues. Memorial Library, Berry College Ondina S. Gonzalez, Director of the Library COMMISSION ENGAGES MARGARET CHILD Art Bagley, Jr., General Librarian AS PROGRAM CONSULTANT FOR Merl Kelce Library, University of Tampa Lydia Acosta, Library Director NON-PRINT MATERIALS As this newsletter was going to press, the Commission Robin Brabham, Special Collections Librarian announced it had engaged Margaret Child, former Assistant Atkins Library, University of North Carolina at Charlotte Raymond Frankle. Director of the Library Director for Research Services of the Smithsonian Institution Libraries, as a part-time Program Consultant. Dr. Child will Margaret Clerkin, Bindery Supervisor be working with the library and archival community to Starr Library, Middlebury College develop and coordinate collaborative programs for the Ronald E. Rucker, Library Director preservation of non-print materials. More information on Catherine L Crohan, Assistant Librarian this initiative will be announced in future newsletters. Jerome Dawson Memorial Library, Siena College Catherine E Welsh, Library Director

GIANT BRITTLE BOOK TRAVELS TO IOWA Gail Garfinkle, Asst. Reference Librarian & Coordinator The Giant Brittle Book exhibit travelled to Des Moines, Iowa, of Special Collections Robert Scott Small Library, College of Charleston June 6-10, where it was displayed by the State Historical David J. Cohen, Director of Libraries Society of Iowa at the 1991 Conference of the Congress continued on page 2 of Historical Organizations. 1 5 2 1785 Massachusetts Avenue, N.W., Suite 313. Washington, D.C. 20036-2117(202) 483-7474 continued from page 1 EXCERPTS FROM SEMINAR APPLICATIONS "This training will enable the UNF library to further develop PRESERVATION MANAGEMENT SEMINAR preservation activities, and will provide insight into work on Participants special collections, microfilming and stack maintenance. In addition, in three to five years, we will begin planning for an addition io our building, and issues of environmental control will have to be addressed in the planning process." Andrew Farkas Director of Libraries Robert Garzi lb, Technical Services Librarian University of North Florida R1SD Library. Rhode Island School of Design Carol S. Terry, Director of Library Services "As you can tell, the Georgetown University Law Library is fully committed to its preservation program, and hopes to Jane A. Hedberg, Bibliographic Services Librarian be a key library in the development of programs and policies Margaret Clapp Library, Wellesley College for the preservation of legal materials." Micheline E. Jedrey, College Librarian Robert L Oakley Director of the Law Library Vickie L Kline, Head of Technical Services Georgetown University Law Center Schmidt Library, York College of Pennsylvania Susan M. Campbell, Library Director 'The content of the week-long seminar is ideally suited for Weliesley's needs at this time. Though we have made progress Annette Morris, Collection Conservator In meeting our objectives regarding preservation, we are at Edward Bennett Williams Library, Georgetown University Law Center a critical stage in development. The initial planning for the Robert L Oakley, Director of the Law Library facility has highlighted the need for a comprehensive programmatic statement for preservation. I believe that the Victoria Thomas Stanton, Head, Serials Department training Ms. Hedberg will receive will serve as a catalyst for Thomas G. Carpenter Library, University of North Florida our efforts by providing a framework for decisionmaking and Andrew Farkas, Director of Libraries policy-setting." Micheline E Jedrey Rebecca Stuhr-ommereim, Preservation Officer College Librarian Burling Library, Grinnell College Wellesley College Anne Kintner, Acting Librarian of the College

Michael Sutherland. Special Collections Librarian Mary Norton Clapp Library, Occidental College Jacquelyn M. Morris, College Librarian PHASE 6 OF ATLA PRESERVATION PROGRAM Yolanda Warren, Reference Librarian and Assistant Professor University Library, Washington & Lee University TO BEGIN THIS MONTH Barbara J. Brown, University Librarian This month the American Theological Library Association (ATLA) begins Phase 6 of its Monograph Preservation Program the filming of embrittled monographs from The Commission on Preservation and Access the 19th and early 20th century that are denominationally 1785 Massachusetts Avenue, NW Suite 313 Washington, DC 20036-2117 specific. Phase 6 will continue for ten years. (202) 483-7474 ATLA's goal is to document the 19th-century American The Commission on Preservation and Access was established in religious experience and migration of religious ideas, 1986 to foster and support collaboration among libraries and allied thought, and culture from Europe, Africa and beyond. This organizations in order to ensure the preservation of the published will be accomplished by filming a wide range of materials and documentary record in all formats and to provide enhanced produced by, on or about individual religious groups. A access to scholarly information. systematic approach will be used as particular topical areas The Newsletter reports on cooperative national and international are covered annually of each denomination. These include preservation activities and is written primr-i-iiy for university denominational histories, doctrines, liturgies, missions, administrators and faculty, library and archives administrators, religious education, hymnody, biographies, and popular preservation specialists and administrators, and representatives of religion and piety. ATLA will preserve not only the history consortia, governmental bodies, and other groups sharing in the of those religious bodies that have survived, but also the Commission's goals. The Newsletter is not copyrighted; its duplication history, theology and mission of those groups that no longer and distribution are encouraged. exist. Patricia Battin President: Maxine K. Sitts Program Officer and Newsletter Editor: Pamela M. Davis Administrative Assistant; Patricia Cece - Denominations to be filmed in Phase 6 (1991.92) include Communications Assistant The Commission is accessible via BITNET Methodists, Lutherans, Roman Catholics, Quakers and (CPA@GWUVM. SITTS@GWCIVM) and by FAX (202) 483-6410. Unitarians. For more information about Phase 6 call ATLA at (708) 869-7788.

NUMBER 36 THE COMMISSION ON PRESERVATION AND ACCESS JULY 1991 2 153 MASS DEACIDIFICATION UPDATE

INTERNATIONAL DEVELOPMENTS LC MOVES FORWARD WITH MASS In a recent update to the Commission, Hans Ratimann, DEACIDIFICAT1ON PROGRAM Program Officer for the International Project, reported some As reported in a recent issue of the LC Information Bulletin, news about mass deacidification activities in France and the Library of Congress (LC) is moving ahead with plans Germany. to preserve its collections using commercially available mass deacidification technologies. The Bibliotheque de France has signed a contract with USSI (Usine Speciale de Separation Isotopique) and the The program's goal is to process one million books a year German chemical company Hoechst for the development and extend the life of books at least threefold, from 300 and application of a treatment that promises the advantages to 500 years for new books, by neutralizing acid and by of existing methods (short treatment period, closed process depositing an alkaline reserve (an acid neutralizer) to protect with no environmental damages, paper strengthening, etc.) them from pollution. It will take 20 years to process the with no disadvantages. More information is expected from 14 million books in LC's general and law collections and the Bibliotheque de France and the Bibliotheque Nationale all incoming books. A panel of experts is evaluating this month. proposals for a five-year contract

The Deutsche Bibliothek Deacidification Plant developed In September 1990, LC issued a request for proposals for by Battelle in Frankfurt am Main was officially dedicated deacidification of its collections. The solicitation is in the Fall of 1990, and further testing is currently underway. performance-based, that is, the performance requirements The plant's concept is based on a nonaqueous MMC are stated in terms of expected results. Proposals for various process, using magnesium-methylcarbonate or other processes were received by LC in March and are under organic alkaline magnesium compounds dissolved in a evaluation by a panel of experts including library mixture of alcohols and CFCs. The main features of the administrators, conservators and scientists. concept are to close the solvent cycle, to stop the emission of CFC-solvents, to reduce the total treatment time per batch LC hopes to contract for mass deacidification services this with respect to higher capacities and reduced treatment summer. Assuming one year for the construction of the cost per book, and to make possible easy in-library processing facilities, production-level deacidification of the operation. Further tests will be conducted based on LC's collections will begin in 1992 and continue, under experiments elsewhere to avoid damage to treated this five-year contract through 1997. This contract is for materials. Battelle has announced that the first German pilot the deacidification of books only. plant will have an annual capacity of 80,000 to 250,000 books. The project is financed by the German Ministry of Research and Technology.

COOPERATIVE PRESERVATION PHOTOCOPYING Initially, it was not the intention of Georgetown University Law Library to administer a large-scale cooperative PROJECT: A CASE STUDY preservation photocopying project. However, the library The following report describes a cooperative preservation needed a serviceable copy of Federal Cases, 1789-1880, strategy developed by 41 law libraries to provide continuing an important legal reference set ... access to a major reference tool in response to a lack of interest from the reprint publishing community. Their experience Georgetown University Law Library owned two sets, but a represents a creative alternative for re-issuing embrittled titles on acid-free paper. and provides some promise that the detailed inventory showed that both were in poor condition. preservation market can become a more viable economic Some volumes were woe than others, but many of the venture for publishers in the future. bindings were becomiC detached. The paper in most volumes was brittle or weak, so they could not easily be In 1988 Georgetown University Law Library. together with more rebound or repaired. The set was available in microfiche than 40 other law libraries nationwide, completed a cooperative preservation photocopying project. involving a 31-volume legal through Law Library Microform Consortium, but George- reference set. They contracted with LBS Archival Products in town Law saw a need to have a hard copy edition of this Des Moines. Iowa. to disbind and reproduce the brittle volumes reference set to meet the daily research needs of students on acid-free paper and then bind the reproduction. and faculty. * * * continued on page 4 (.1 NUMBER 36 THE COMMISSION ON PRESERVATION AND ACCESS JULY 1991 3 continued from page 3 continues to improve their equipment, supplies and processes. Any librarian interested in obtaining a copy of Georgetown Law contacted several other major academic Federal Cases may wish to contact LBS Archival Products law libraries that acknowledged their Federal Cases volumes directly at (800) 526-5640. were also very deteriorated. We began discussing how we might persuade West Publishing Company, the original publisher, or some other reprinter to reprint the set. We Excerpted with the permission of Linda Nainis from her article also considered whether our respective libraries would be in Abbey Newsletter. April 1991, volume 15, pp. 26-28. [Nainis interested in having the set reproduced on acid-free paper was Assistant Law Librarian for Collection Management when by commercial high-speed photocopy methods. We she shepherded the reproduction project for Georgetown wondered whether we could obtain a reduction in the price University Law Library, Washington, D.C.] of preservation photocopying if we did several copies at once.

In answer to further inquiries, West Publishing Company stated that Federal Cases volumes were no longer available, HARVARD UNIVERSITY LIBRARY TASK GROUP and that they did not intend to print more. They had no PUBLISHES REPORT objection to our finding another reprinter. We asked the major law reprinters if they could reprint, but found that The Harvard University Library Task Group on Collection for the most part they lacked interest. We were told it is Preservation Priorities has published a 74-page report, not economical to reprint with a limited market of potential Preserving Harvard's Retrospective Collections (April customers.... 1991). The publication is the group's first step towards the development and systemization of a comprehensive Because of its size, the project threatened to become a preservation program for Harvard's library collections. logistical nightmare; it did present a definite challenge. Archival Products had successfully completed a similar In the executive summary, the group states: "Harvard's large-scale project involving the Florida Territorial Laws in response must also be shaped by the preservation activities which about 400,000 page-copies were made. The Federal of others (and outside funding), as well as by our desire Cases project, however, was even more massive. When to contribute as significantly as possible to the national and completed, 1.8 million pages of Federal Cases had been international effort to preserve texts through microfilming." photocopied.... Topics discussed include Selection for Preservation Action, Preservation Strategies and Preserving Access. The report The last reproduction set of Federal Cases was sold in concludes with a summary of recommendations, which is 1990. Since that time an additional request has been intended to suggest a direction and priorities for individual received. As it is Archival Products' policy to retain printing library directors, senior librarians and university officials. masters for all sets, they will be able to reproduce more sets. Considering the size of the job, it may be economical The publication is available for $15.00 from the Harvard to wait until several requests are received and run them University Library Publications Office, 25 Mt. Auburn Street, at the same time. In the meantime, Archival Products Cambridge, MA 02138.

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NUMBER 37 NEWSLETTER AUGUST 1991 Summertime Good News Edition In keeping with a two-year tradition, the August Newsletter once again focuses on summertime good news. Among the positive developments:The availability of new Commission reports, progress of cooperative preservation projects, endorsement of permanent paper use in Europe, and acceptance of a new Commission board member. ...

DR. JOHN L HEILBRON NEW REPORT ON JOINS BOARD AVAILABIUTY OF LATIN AMERICAN PRESERVATION MICROFORMS Dr. John L Heilbron, Vice-Chancellor of the University of California, Berkeley, has accepted an invitation to join the A new report issued to the Commission's constituency last Commission's board. Dr. Heilbron was appointed Vice- month TheProduction and Bibliographic Control of Chancellor of the Berkeley campus in June 1990; in that Latin American Preservation Micnoforms in the United position he is the senior campus executive under the States summarizes the current state of Latin Americanist chancellor, with a broad range of responsibilities including microfilming activity in the United States and, to a lesser planning and academic coordination. degree, in other world areas. The 40-page report was prepared by Dan C. Hazen, Selector for Latin America, Spain, Dr. Heilbron is Class of 1936 Professor of History and the and Portugal at Harvard College Library, who conducted History of Science at U.C., Berkeley. He writes about the a six-month study under contract to the Commission. history of the physical sciences and their institutional settings from the Scientific Revolution of the 17th century forward. The study addressed one of the major issues raised by His work on the 18th century includesElectricity in the participants in a May 1990 planning meeting convened in 17th & 18th centuries: A Study in Early Modem Physics Zurich, Switzerland by the Commission. At that meeting, (1979), andElements of Early Modem Physics(1981). representatives of eight countries discussed the need for His latest book, written in collaboration with R.W. Seidel, an internationally-compatible database capacityfor isA History of the Lawrence Berkeley Laboratory, Vol. preservation microfilm records. One immediate concern 1, Lawrence and his Laboratory(1990). He is currently was that inadvertent duplication of filming of LatinAmerican completing a small book with the working title,Quantitative materials might occur as preservation activities increased Science Around 1800. during international preparations to celebrate the quincen- tenary of the Spanish and Portuguese presence in the Dr. Heilbron earned his undergraduate and masters degrees Americas. in physics and his PhD. in history at U.C., Berkeley. He served as assistant professor at the University of Pennsyl- In addition to providing specifics on the filming of Latin vania and as A.D. White Visiting Professor at Cornell American materials, the report is expected to be useful to University, and was Chairman of the Berkeley Division of scholars, to contribute to further development of interna- the Academic Senate of the University of California for two tional preservation strategies, and to encourage similar years prior to his appointment as Vice-Chancellor. He is reviews in other collections organized by geographical area. an elected foreign member of the Royal Swedish Academy Accompanying the report is a support document, "Pre- of Sciences (1987) and a fellow of the American Academy served Research Collections on Latin America." This eight- of Arts and Sciences (1988). Dr. Heilbron holds an honorary page listing was extracted from a more extensivedatabase doctorate in philosophy from the University of Bologna of federal- and state-funded preservation grants compiled (1988) and is a member of the American Philosophical by the Commission's Communications Program. Society (1990). continuedonpage 2

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036-2117(202) 483-7474 continued from page 1 YALE COMPLETES REPORT ON The Commission has distributed complimentary copies of FEASIBILITY STUDY OF CONVERTING both reports to those on its mailing list. Additional copies MICROFILM TO DIGITAL IMAGERY are available while supplies last for$5.00, with tequired A new report to the Commission from Yale University prepayment by check (U.S. funds only). Checks should be explores the feasibility of a project to study the means, costs made payable to "Commission on Preservation and and benefits of converting large quantities of preserved Access," and sent to the attention of Trish Cece, Communi- library materials from microfilm to digital images. The 41- cations Assistant. Commission sponsors receive all pub- page report, From Microfilm to Digital Imagery, was lications at no charge. developed under contract to the Commission by Donald J. Waters, Head, Systems Office, Yale University Library. UPDATED BROCHURE AVAILABLE The Commission has published an updated brochure that In his study, Waters identifies requirements for a major, multi- year project to convert microfilmed texts to digital images, describes its initiatives for 1991-92. The brochure briefly to provide both intra- and inter-institutional access to the discusses the Brittle Books program; selection of materials for preservation; technologies that offer options for stored images, and to investigate the broader implications for enhanced intellectual access to digitized scholarly mate- enhanced access to preserved materials; improvement in the quality of materials used to produce documents of rials. The report includes a vision statement, a model of incremental investment, a description of system architec- enduring value; the International Project's efforts to con- ture, and a detailed plan of work for the larger project. tribute to a compatible, international database of preservation records; integrating preservation into library school Complimentary copies of From Microfilm to Digital instruction; supporting cooperative programs; linking diverse constituencies through the Communications Imagery have been distributed to the Commission's mailing list. Additional copies are available, while supplies last, for Program; and expanding the public's access to preserved $5.00, with prepayment by check required (U.S. funds only). materials. Checks should be made payable to "Commission on Preservation and Access," and mailed to the attention of The 8-page brochure also lists the Commission's sponsors, members, committees and task forces. A form is included Trish Cece, Communications Assistant. for readers to request more information on various topics related to preservation, a list of publications and resources, and/or a newsletter subscription. Single or multiple copies of the brochure are available upon request from Trish Cece, Communications Assistant If you're requesting multiple copies, please let us know how you plan to use them.

The Commission on Preservation and Access COMMISSION INTERN INVESTIGATING 1785 Massachusetts Avenue, NW Suite 313 COOPERATIVE PRESERVATION STRATEGIES Washington, DC 20036-2117 (202) 483-7474 During the months of mid-May through July, the Commis- sion hosted an intern. Connie Stevenson, from the School The Commission on Preservation and Access was established in of Library and Information Science at the Catholic University 1986 to foster and support collaboration among libraries and allied organizations in order to ensure the preservation of the published of America, came to the Commission to earn credit for and documentary record in all formats and to provide enhanced a practicum in the area of preservation in the school'sMLS access to scholarly information. program. In conjunction with the Communications Program at the Commission, Connie informally collected information The Newsletter reports on cooperative national and international on cooperative preservation programs and projects. preservation activities and is written primarily for university administrators and faculty, library and archives administrators. preservation specialists and administrators, and representativesof The perpetual and rapidly declining state of collections due consortia, governmental bodies, and other groups sharing inthe to acidic paper, the economic strain of preservation and Commission's goals. The Newsletter is not copyrighted; its duplication conservation upon budgets, and the difficulty of duplicating and distribution are encouraged. preservation resources at individual institutions has brought cooperative preservation to the top of many state, regional, Patricia Battin President; Maxine K. Sitts - Program Officer andNewsletter Editor, Pamela M. Davis Administrative Assistant: Patricia Cece - and local agendas. It is this new demand for cooperative Communications Assistant The Commission is accessible viaBITNET preservation efforts that prompted Connie's research (CPA(KWUVM. S(TTS@GWUVM) and by FAX (202)483.6410. project. The research will produce an information resource to be made available through the Commission.

AUGUST1991 NUMBER 37 THE COMMISSION ON PRESERVATION AND ACCESS 2 1 0'1 EUROPEAN LIBRARIANS AND NATIONAL ADVISORY COUNCIL ON PUBLISHERS URGE WIDESPREAD USE PRESERVATION GAINS NEW MEMBER OF PERMANENT PAPER Connie Brooks has joined the National Advisory Council on Preservation (NACP) as the representative for the The European Librarians and Publishers (ELP) Working American Library Association. Brooks serves as chief of Group has stated that it is urgently necessary from now the Preservation Department for Stanford University on to use acid-free age-resistant paper and to support libraries. The NACP, which meets annually, is com'osed initiatives and strategies leading to such use. ELP is calling of representatives from 22 library, academic, governmental for governmental agencies to support further research and scholarly organizations concerned with preservation concerning permanent paper, and is asking the Council and access issues. of Europe and the Commission of the Euroi. an Commu- nities for their support and initiatives for standardization. MULTI-UNIVERSITY COOPERATIVE PLANS FOR In issuing a set of recommendations to provide a basis SMALL. -SCALE MASS DEACIDIFICATION for long-term safeguarding of the printed word, ELP stressed that permanent paper standards have to be compatible The Committee for Institutional Cooperation (CIC) Libraries within the European Community. The recommendations are positioning themselves to begin mass deacidification take into account recent changes in paper making: "There on a small scale as soon as it can be done responsibly. is no longer a particular problem in producing acid-free Following two initial tests of the process, a third test run paper. It is available in increasing quantities, and price can is now underway. At a meeting in late June, all 13 CIC no longer be an objection." Libraries decided to send materials to the mass deacidification facilities for this test run. Each participating library AB1Technik 11. 1991. 1i.2 page 149. will experience first-hand the organizational issues of mass deacidification, including selection of materials, in-house staffing and procedural issues, quality control work, and marking or recording treatment

All known mass deacidification vendors were invited to conduct the test runs, with two choosing to participate. A total of approximately 1,700 items will be deacidified with the completion of the three test runs. Before the end of the year, the CIC Task Force on Mass Deacidification plans to issue a document reporting on its activities and making recommendations. Two PENNSYLVANIA FOUNDATIONS SUPPORT PRESERVATION ACTIVITIES The CIC is an academic consortium of major midwestem research universities, including the University of Chicago, The Pew Charitable Trusts have awarded a grant of $2.77 million for a collaborative library project to improve access the University of Illinois at Chicago, the University of Illinois at Urbana-Champaign, the University of Iowa, Indiana Uni- to important holdings of rare books, manuscripts, archives, films, photographs and drawings in 16 Philadelphia-area versity, the University of Michigan, Michigan State University, research libraries. The project, "Initiative for the 1990s," the University of Minnesota, Northwestern University, Ohio is being undertaken by the Philadelphia Area Consortium State University, Pennsylvania State University, Purdue of Special Collections Libraries. The five-year effort will add University and the University of Wisconsin-Madison. For further information, contact Sue Nutty, CIC Mass Deacid- a quarter-million computerized descriptions ofholdings in ification Coordinator, at (708) 467-1379. Philadelphia libraries to the electronic cataloging networks. The Pew grant is being matched by $1.38 million from private, public and institutional sources.

Last year the William Penn Foundation began funding a three-year grant for the Conservation Center for Art and Historic Artifacts' (CCAHA) Preservation Needs Assessment Program. CCAHA offers expertise and financial support to small-to-mid-sized local museums, historic houses and other institutions with historic collections. Applications for VVe have preserved the Book, and the Book has participation in the second year of the program must be preserved us. submitted by October 15, 1991. For more information David BenGurion contact CCAHA at (215) 545-0613.

NUMBER 37 THE COMMISSION ON PRESERVATION AND ACCESS AUGUST 1991

135s SUMMER HOUSECLEANING YIELDS National Conference on the Development of State- FREE ARTICLES, REPORTS wide Preservation Programs Report of a Conference While cleaning its shelves to make room for new publi- held March 1-3. 1989, in Washington. D.C.has been cations, the Commission recently discovered some "oldies distributed by the Commission to its sponsors, state but goodies." The following articles and reports are available library and archives agencies, and others on the free, while supplies last, in single or multiple copies. Send mailing list. Remaining copies are available, while your request to Trish Cece, Communications Assistant. supplies last, for $15.00 (U.S. funds required) from the Commission. Send checks made payable to the "American National Standard for Information Sciences "Commission on Preservation and Access" to Trish Permanence of Paper for Printed Library Materials," 1985. Cece, Communications Assistant. The publication has From the National Information Standards Organization: been submitted to ERIC, the Educational Resources Camera-ready copies in various sizes of the "infinity" symbol Information Center. used to designate use of permanent paper for printed library materials. Also, guidance on how publishers can comply with the standard and how they can place the statement and infinity symbol in their publications.

"Brittle Books and Journals," by Philip H. Abelson (editorial), Science,October 30, 1987. OurMemory at Risk, Preserving New York's Unique Research Resources A Report and Recommendations to the Citizens of New York by the New York Document Conservation Ads '3oryCouncil, 1988. r"Stability, Care and Handling of Microforms, Magnetic "Publications on Permanent Paper," a campus memo from Media and Optical Disks" by William Saffady(Library Tech- Philip Leinbach (Director, Tulane University Libraries). nology Reports,V.27, n.1, January-February 1991) addresses the materials sciences aspects of nonprint media, Reprint fromResearchUpdate, Winter 1990, "Preserving and is of interest from both technical and practical aspects, Our Intellectual Record: An Exercise in Mutability," by Tina according to Alan Calmes, a member of the Commission's L Creguer. Published by University Microfilms International, National Advisory Council on Preservation. The report also Ann Arbor, MI. serves as a bibliographical essay on a wide variety of up- to-date references regarding the materials, systems, uses, "RLG Contributes to National Preservation Effort,"The and expectations of each medium.Library Technology Research Libraries Group News,Issue No. 20, Fall 1989. Reportsis published by the American Library Association, "Strathmore Paper Report Archival Paper Research," 50 East Huron Street, Chicago, IL 60611. Single issues, published by the Strathmore Paper Company, 1990. when available, are $45.00 each ($30.00 to current sub- Discusses art conservation, archivability and acid paper. scribers).

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PROVIDING ACCESSToTHE ACCUMULATED HUMAN RECORDAs FARINTO THE FUTURE As POSSIBLE

NUMBER38 NEWSLETTER SEPTEMBER1991

MANAGEMENT SEMINAR separate department, but incorporated MICROPUBLISHER SURVEY TEACHES STRATEGY into the existing organization. MOVES AHEAD Switching between lectures and work Preservation Administrators groups, the 16 participants were intro-RLG to Manage Major Study From 16 College Libraries duced to broad issues and planningof Commercial Filmers Translate Theory into Practice strategies, and then challenged to apply ome 750 micropublishers will be Individual responsibility or learning,the principles to actual work situations. contacted regarding such issues flexible instruction tailored to collegeBreakout groups developed staff train- as the quality, storage conditions, libraries' needs, and lots of grouping programs, a freshman orientationand location of microform master nega- work applying management principles course, disaster recovery plans, andtives, as part of a survey to be conducted to practical products contributed to aother take-home materials. by the Research Libraries Group, Inc, "tough, but incredibly great experience," under contract to the Commission. The according to instructors and partici- project builds on an initial survey devel- pants of the July Preservation Manage- I gained the most help on oped and validated by the American ment Seminar cosponsored by the strategic planning and Association of Law Libraries, also under Commission and the SOLINET Preser- utilizing other staff for contract to the Commission. vation Program. decision-making and The new contract calls for RLG to planning. submit to the Commission no later than MEW December 1, 1991, the following prod- ..I have more confidence ucts: A Directory of Micropublishers, Members of the College Librariestabulated survey results. and a narrative I have reinforcement on Committee selected the 16 participants what I'm doing right and analysis of the survey. The survey covers from 27 applications. Over 18 monthsmicroform production and quality con- directions for expansion/ of planning want into the event, which improvement. trol, storage of first-generation master is likely to be repeated next year. Insti-negative film, storage containers and en- tutional commitment to preservationclosures, and inspection of stored first- The marathon seven-day event, whichwas a major factor in selecting atten-generation negatives. included advance readings and day anddees; SOUNET will be conducting a six- evening sessions, was designed bymonth evaluation of the seminar's impact on participating libraries activ- SOLINET preservation staff and the There can be major Commission's College Libraries Com-ities and programs. Those interested in applying for a future seminar can differences between the mittee, composed of eight college standards used...for library directors. Two major trainingcontact: commercial purposes and objectives were to help attendees SOLINET Preservation Program for preservation. develop a solid base of plans for 400 Colony Square, Plaza Level addressing thpirAibraries' most pressing Atlanta, GA 30361-6301 preservation needs, and to enable Faculty were: Lisa Fox (dean), Pro- The report from the HALL pretest was libraries to devise a process for man-gram Development Office for Preserva-included as an insert to the November- aging preservation activities, not as ation, SOLINET; Charlotte Brown, Col-December 1990 newsletter. Answers lege Archivist & Special Collectionsfrom the pretest and discussions with It really was preservation Librarian, Franklin and Marshall College;production personnel showed that there boot camp. Great to be Carol Eyler, Head of Technical Services,can be major differences between the steeped (if not marinated) in Mercer University; and Carolyn Clarkstandards used for the production and preservation information. Morrow, Malloy-Rabinowitz Preservationstorage of master negatives for com- Librarian, Harvard University. mercial purposes and for preservation.

1785 Massachusetts Avenue, N.W., Suite 313, Washington,.!J20036.2117 (202) 483.7474 EROMM PILOT PROJECT seriously by its member countries, tied scholarly volumes. The three-year grant was awarded to the University of TO BENEFTI' PRESERVATION according to Riitimann. The project is expected to expand beyond the Euro- Notre Dame, which houses The Medi- Increased Capacity for Compatible pean countries, and cooperation with eval Institute and its library. International Database North American bibliographic utilities s part of a program dedicatedwill be considered. to the libraries in Europe, the 12- CEC is providing 60 percent of the member Commission of thetotal cost for the first year's operation European Communities (CEC) is help- (Phase l). The Commission on Preser- ing establish the"EROMM Project"tovation and Access is using Mellon Foun- set up a pilot machine-readableEuro-dation monies to support the remaining pean Register of Microfilm Masters.The40 percent of the initial costs, or ECU's Commission on Preservation and 67,960. The EROMM contract calls for Access also is supporting the project making available in a common database Illustration by4, with small, but important, supplementalbibliographic information about preser- Bill Megenhardt funds. vation microfilms. Participating in the first phase of the CEC project are the According to Robert C. Miller, director British Library (England), the Bib lio-of libraries at the University of Notre theque Nationale (France), the Biblio-Dame, The Medieval Institute's library teca Nacional (Portugal), and the Staats- is one of a handful of research collec- und Universifitsbibliothek GOttingen tions in the world that is a self-contained (Germany). resource for research in medieval studies. The collection is used daily by faculty and students at Notre Dame. and The EROMM contract calls the Institute regularly hosts visiting for making available in a international scholars. About half the library's volumes fall Hans Riitimann, Program Officer for common database within the brittle books period of 1800 the International Project, was initially bibliographic information to 1950. The microfilming activity will invited to EROMM's first meeting (in about preservation preserve embrittled volumes particu- Luxembourg in early December 1989), microfilms. larly rich for studying medieval intellec- during which the feasibility study for tual life, including philosophy, religious such a register was reviewed. The CEC The pilot phase is to take input fromstudies, and education. EROMM initiative is being taken quite the four countries and create a In cooperation with the Medieval UNIMARC-based file, expected to be Academy, the Commission has been

The Commission on Preservation and Access compatible with the minimum data re-sponsoring meetings of the Scholarly 1785 Massachusetts Avenue. NW Suite 313 quirements recommended for theAdvisory Group on Medieval Studies, Washington. DC 20036-2117 international exchange of bibliographic (202) 483-7474 now chaired by Susanne Roberts, Hu- records of microform masters. manities Bibliographer at Yale University The Commission on Preservation and Access was Library. In addition to developing the established in 1986 to foster and support collaboration among libraries and allied organizations in grant application, the group is: order to ensure the preservation of the published Identifying libraries with strong and documentary record in all formats and to provide enhanced access to scholarly information. MEDIEVAL SCHOLARS general collections in medieval studies RECEIVE PRESERVATION and in sub-disciplines of the field; The Newsletter reports on cooperative national and Assembling alist of prominent international preservation activities and is written FUNDS primarily for university administrators and faculty, collections; library and archives administrators, preservation NEH Grant to Save Locating prograins that contribute specialists and administrators. and representatives 12,000EmbrittledVolumes of consortia. governmental bodies, and other to preservation of materials for medieval groups sharing in the Commission's goals.The The Medieval Academy of Amer- studies; and Newsletter is not copyrighted: its duplication and ica Committee on Library Pres- Encouraging grant applications distribution are encouraged. ervation, working in concert with and preservation efforts by members of Patricia Battin President: Maxine K. Sias Program the Commission's Scholarly Advisorythe Medieval Academy. Officer and Newsletter Editor. Pamela M. Davis - Newsletters from January, May, and AdministrativeAssistant:PatriciaCece Committee initiative, has received more Communications Assistant. The Commission is than $629,000 from the National En- October, 1990, describe previous Medi- accessible via BITNET (CPA@GWUVM, eval Studies activities supported by the SITTS@GW(NM) and by FAX (202) 483-6410. dowment for the Humanities ((NEH) to preserve the contents of 12,794 embrit- Commission.

SEPTEMBER 1991 NUMBER 38 THE COMMISSION ON PRESERVATION AND ACCESS 2 161 1785Massachusetts Ave., N.W. #313 Washington, D.C.20036 Telephone:202/483-7474 on FAX: 202/483-6410 Preservationrreservation and Access BITNET: CPA@GWCIVM ORDER FORM -- SEPTEMBER 1991

AVAILABLE MATERIALS

Quantity Author and Title Price

NEW Miller, J. Hillis. Preserving the Literary free. Heritage. The Final Report of the Scholarly Advisory Committee on Modern Language and Literature of the Commission on Preservation and Access (July 1991) NEW Waters, Donald J. From Microfilm to Digital $5.00* Imagery. A Report of the Yale University Library to the Commission on Preservation and Access (June 1991) NEW Hazen, Dan C. The Production and Bibliographic $5.00* Control of Latin American Preservation Microforms in the United States (June 1991) NEW National Conference on the Development of $15.00* Statewide Preservation Programs Report of a Conference held March 1-3, 1989, in Washington, D.C. (1991) Oakley, Robert L. Copyright and Preservation: $15.0o* A Serious Problem in Need of a Thoughtful Solution (September 1990)

Lynn, M. Stuart. Preservation and Access $5.00* Technology. The Relationship Between Digital and Other Media Conversion Processes: A Structured Glossary of Technical Terms (August 1990)

Marcum, Deanna B. Preservation Education free Institute Final Report, August 2-4, 1990 (August 1990)

Miller, Michael. Ideas for Preservation Fund $10.00* Raising: A Support Package for Libraries and Archives (July 1990)

Lesk, Michael. Image Formats for Preservation free and Access. A Report of the Technology Assessment Advisory Committee to the Commission on Preservation and Access (July 1990) Sparks, Peter G., Dr. Technical Considerations $5.00* in Choosing Mass Deacidification Processes (May 1990) OVER16 Quantity Author and Title Price

Sitts, Maxine. Directory - Information Sources free on Scientific Research Related to the Preservation of Books, Paper and Adhesives (March 1990)

Schwerdt, Peter. Mass Deacidification Procedures free for Libraries and Archives: State of Development and Perspectives for Implementation in the Federal Republic of Germany (September 1989)

The International Project (August 1989) free

Selection for Preservation of Research Library free Materials (August 1989) Scholarly Resources in Art History: Issues $5.00* in Preservation. Report of the Seminar, September 29 - October 1, 1988 (1989)

Annual Report (July 1, 1989 June 30, 1990) free

Newsletters: nos. 1 - (June 1988 - free (some back issues available)

CPA Brochure free

"Slow Fires" Brochure free *Commission sponsors receive all publications on a complimentary basis. For all others, orders must be prepaid, with checks (no cash) made payable to "The Commission on Preservation and Access." Payment must be in U.S. funds. Send check with order to Trish Cece, Communications Assistant, The Commission on Preservation and Access, 1785 Massachusetts Avenue, NW, Suite 313, Washington, D.C. 20036-2117. All publications have been submitted to ERIC.

This order form may be photocopied. Please type or print your name and address below.(A self-addressed mailing label will help expedite your order.)

Name

Title Institution

Address

City State Zip code Country Abook, it has been said is a machine to think with MASS DEAC1DIFICATION AT HARVARD from Caring for Ibur Books, Special Report by Carolyn Clark Morrow, Malloy-Rabinowitz Preservation by Michael Dirda, issued by the Librarian, Harvard University and Harvard College Libraries, July 1991 Book of the Month Club, New York, NY. Harvard University Library is Based on the successful treatment moving forward with the devel-of its sample batches and on the judg- MODERN LANGUAGE AND opment of its mass deacidifi-ment of its task group on deacidifi- LITERATURE SCHOLARS ISSUE cation program. A task group wascation technology, Harvard will send RECOMMENDATIONS formed in 1990 to investigate threelibrary materials for mass deacidifica- aspects of mass deacidification: selec-tion in fiscal year 1992, spending Scholarly Committee tion, technology and financial plan-approximately $85,000. The following Completes 18-Month Study ning. The subgroup on technologylibraries will have materials deacidi- The Commission's Scholarly Advi- has been particularly active, analyzingfled: Law School Library, Widener sory Committee on Modem Lan- available deacidification processesLibrary (reference collection, map guage and Literature, after 18 with the assistance of Harvard Chem-collection), Tozzer Library (anthropol- months of study, has issued its final istry professors James Butler (Divi-ogy), Fine Arts Library, Kummel report, Preserving the Literary Heri- sion of Applied Sciences) and AndrewLibrary (geology), and the Music tage. The eight-page report summarizes Barron (Department of Chemistry). Library. In May 1991, collection the basic principles that emerged from In April 1991, the technology sub-managers at Harvard participated in the committee's discussions, and rec- group made site visits to deacidifica-a meeting with Richard Miller, Deacid- ommendations for action by profes- tion facilities at Texas Alkyls (Akio)ification Project Manager for Akzo sional organizations and scholars of in Deer Park, Texas, and LithiumChemicals, Inc., to discuss the treat- modem language and literature. Division (FMC) in Bessemer City,ment process and cycle, logistics, and The committee's recommendations: North Carolina. Following the siteselection criteria. Educate colleagues and librarians visits, batches of materials were sent Harvard will continue to develop the about the magnitude of the brittle book to each facility in order to demonstraterationale for its mass deacidification problem; treatment. While Harvard will use theprogram, even while it begins the Assure a foolproof mechanism for treated batches to visually demon-treatment of collection materials on bibliographic control; strate the effect of deacidification ona modest scale. Harvard believes that Pursue liaisons with European a variety of library materials, it has alsoa useful strategy for initiating a mass libraries; contributed to the indepth studydeacidification program is to start Encourage Congress to appropri- underway at the Canadian Conserva-small, gain operational experience, ate more money for preservation; and tion Institute, under the direction ofand gradually build to an appropriate Use the Modem Language Associ- Helen Burgess, Senior Conservationsize program based on the needs of ation as a clearinghouse for recommen- Scientist, to further assess and com-the collection and the priorities of the dations from various groups .for which pare the effectiveness and character-library's overall preservation program. particular collections are deemed most istics of commercial deacidification important for preservation. processes. The members of the committee were: Emory Elliott (Califomia, Riverside); John Fisher (Tennessee); Henry Louis 1992 NEH FUNDING BELOW 5-YEAR PLAN Gates, Jr. (Harvard); Elaine Marks (Wisconsin, Madison); WJ.T. MitchellAn excerpt from the American Library million. The remaining $16.7 million is (Chicago); Rainer N'agele (Johns Hop-Association ALA Washington News- for preservation of library and archival kins); Annabel Patterson (Duke); Cath-letter report on House action on the materials, $1 million below the level arine Stimpson (Rutgers, New Bruns-1992 budget for the National Endow- envisioned for FY '92 in the original NEH wick); and J.HillisMiller, Chairment for the Humanities (June 27, multiyear plan, but $100,000 more than (California, Irvine). 1991): the Administration's FY '92 request for Complimentary copies of the report ...The $4 million increase for thebrittle books preservation. Compared have been distributed to the Commis-Office of Preservation represents addi-with the budget request, the House bill sion's mailing list. Additional copies aretional funds for the National Heritageincludes an increase of $600,000 for available, while supplies last, at noPreservation Program (to stabilizemicrofilming of brittle books, but a charge from Trish Cece, Communica-collections of material culture), raisingdecrease of $500,000 for training of tions Assistant. it from the $4.2 million requested to $8.2preservation personnel.

NUMBER 38 THE COMMISSION ON PRESERVATION AND ACCESS SEPTEMBER 1991 BEYOND BRrrnx BOOKS Similarly, the "vacuum cleaner" ap- PRESERVATION ON UPSWING proach to preserving virtually the entire IN RESEARCH LIBRARIES Strategies for Manuscripts, Archives, contents of a print collection may not Photographs Cinder Investigation work well for archival collections whoseBridle Books Filming Accelerates; s announced in the Julynews- sheer volume may require that only aMore Reliance on External Funding letter,etter, the Commission has con-sample be preserved. On the other The 1989 -90ARL Preservation tracted with Margaret Child tohand, the growing practice in libraries Statisticsreport from the Asso- serve as a part-time consultant for theof reformatting only items that are ciation of Research Libraries next several months. Ms. Child's initial"basket cases" may also not work for (ARL) offers persuasive evidence of the assignment is to encourage the devel-archives because the costs of distin- continuing development and expansion opment of both macro and microguishing degrees of deterioration within of preservation programs within North strategies for setting priorities for thea collection and delaying treatment toAmerican research institutions. Preser- preservation of manuscript, archival anda later date may be excessive. vation expenditures for the 115 report- photograph collections. Ms. Child plans to work closely withing libraries rose to over $66 million in the Preservation Section of SAA, the 1989-90. Increasingly, funds from ex- Rare Books and Manuscripts Divisionternal sources are augmenting institu- of ACRL, and other interested groupstional resources, and a significant por- and individuals to begin to definetion of preservation budget -omes preservation strategies appropriate tofrom grants. special collections and archival mate- The 1989-90 data underscore the rials. She would appreciate suggestions impact of the accelerating efforts of the At the present time, it is difficult tofor projects that might be undertaken brittle books program, says ARL Librar- do national planning or even to evaluate and samples of internal procedures andies microfilmed approximately 92,000 the relative merit of individual projectsforms developed by repositories tovolumes in 1989-90. to preserve such materials because survey collections to determine condi- The 1989-90 ARL Preservation Sta- there are no objective standards bytion and needs. Ms. Child can be tistics are available from ARL, 1527 New which to judge the strength of a col- reached at the Commission on Thurs- Hampshire Ave., NW, Washington, DC lection and no generally accepted guide- days and Fridays. 20036. lines to determine the degree of deterioration. Strategies such as the "Great Collec- tions" method of selection that have INCLUDED INSIDE: been used to set priorities for filming An updated Publication List. brittle books work at best imperfectly for special collections and archives Please use this list (or a copy) to order Commission reports.If you'd because e, -emely important materials like multiple copies for distribution, please contact TrishCece. on a single subject are scattered among a far greater number of repositories.

I I9£ '014 Iluliad I C DO 'uofpuRsiapek GIVd 2DVISOd 'S1) L T tz.900z Da 'uolBuRisem KIOLLVZIKYD210 £ le ams MN 'anuattv suasnqaessew geL J140&11.401.4 ssaapy pueuortetuasald uo uolssipLuLuoD ISSN 10454919 THE COMMISSION ON PRESERVATION AND ACCESS

PROVIDING ACCESS To THE ACCUMULATED HUMAN RECORD As FAR INTO THE FUTURE As POSSIBLE

NUMBER 39 NEWSLETTER OCTOBER1991

PANEL COMMENTS ON pared for the National Archives andlary information in the sections that SCIENTIFIC RESEARCH Records Administration. Establishes areview the published literature and state theoretical basis for a research programthe researchers' basic assumptions." Reports on Environmental Conditions, for the study of microenvironments. National Archives, Karen Garlick Microenvironments "Among conclusions drawn from Asofter compiling a directory ofanalysis of the models were: (a) con- "The information related to microen- scientific research informationtainers with gaps as found in thevironments in containers is valuable in urces in early 1990, the Com- prototypical container [Hollinger box)designing and evaluating protective mission identified a set of related needs: result in diffusion of pollutants throughenclosure activities in many preserva- to expand ongoing communicationthe gaps at a rate that for practicaltion programs across the country. Now among preservation professionals,purposes, the container might as wellthat I am aware of this report, I will give scientists, conservationists, and labora- be open; (b) containers can provideit to Northwestem's collections conser- tories; to target worthwhile scientific protection from the macroervironmentvator for evaluation." projects for analysis by the preservation provided they have no gaps in them; Northwestern University, Richard Frieder community; and to interpret research (c) sealing deteriorating paper in an (continued on page 2) results with likely applications forimpermeable container may speed preservation. The Commission sincedeterioration; and (d) the area that has initiated a review panel composed seems to hold the most promise for COLLEGE ARCHIVES of working librarians, archivists, andfurther investigation is containers with RECEIVES Two FEDERAL conservators from eight institutions with reactive walls." GRANTS varying preservation concerns (see April Delaware Bureau of Records and Archives NEH and Title 11-C Support 1991 newsletter). Mangement, Howard P. Lowell Preservation Microfilming Panel members are providing viewpoints on research focusing on appli- Amherst College Archives has cations suited to their institutions' needs. We believe that received two federal grants in In addition to submitting comments to conservation requires the support of the preservation the Commission, they are sharing their effective collaboration of microfilming of the Dwight W. Morrow findings with colleagues through other practical conservator, Papers. The National Endowment for publications and presentations at meet- scientist, and cultural the Humanities' Division of Preservation ings. The effectiveness of this approach historian.. . .I think that and Access and the U.S. Department will be evaluated at the end of a one- creating the right of Education Higher Education Act, Title year test period. environment for that kind of 11-C Program joined forces in providing The following excerpts are taken from exchange is a corn $105,000 to support the 18-month reviews of the first package of materials. management challenge in project. The preservation of the Morrow More complete reviews will appear in an institution. . papers will ensure their continued future newsletters. "Finding a Structure of availability and will increase access by Collaboration," by Gerry Hedley, guest national and international scholars with * * * editorial, Ca (Canadian Conservation Institute) Newsletter, Autumn/Winter a microfilm edition. 1990, pp.8.9. Morrow (18734931) was a diplomat, The Characterization of Microenvir- financier, and lawyer who corresponded onments and the Degradation of with business, political, and international Archival Records: A Research Pro- ". .this report is difficult for the non-leaders. The 120 linear feet of Morrow gram, Elio Passaglia, National Bureau scientist to read (in terms of the readerPapers have been used by researchers of Standards, Institute for Materials being able to relate conclusions to theat Amherst College since 1954. Science and Engineering, October research data and methodology). It does Adapted from Amherst College Library Press 1987. NBSIR 87-3635. A Report Pre- present considerable interesting ancil- Release; September 1, 1991

1785 Massachusetts Avenue. N.W.. Suite 313, Washinit9Qb ,,D.C. 20036-2117(202) 483-7474 b a substantial body of experience usingendangered. He further demonstrates PANEL COMMENTS (continued from page 1) sorbents in exhibition cases willthe advantages of using a pictorial emerge." representation as compared with a AMIGOS Preservation Service (James G. numerical form for making quick Stroud, Harry Ransom Humaniti.is Research observations as well as for allowing the Sorbent Removal of Air Pollutants Center, The University of Texas at Austin) viewer to more readily perceive, formu- from Museum Display Cases, Sucha late and, potentially, address pertinent S. Parmar and Daniel Grosjean, "This research contains at least three pieces of valuable information forquestions concerning the research sponsored by the Getty Con- representation." archives. ...[One of which] a widely- servation Institute, Marina del Rey, CA, AMIGOS Preservation Service used and available sorbent, activated which submitted the report for review. (Ellen Cunningham-Kruppa, The University of Published in Environmental Interna-charcoal, met target performance for all Texas at Austin) tional, Vol.17, pp.39-50, 1991; Per- five pollutants tested." gamon Press. Study conducted to Delaware Bureau of Records and Archives "The information presented in this Management. Howard P. Lowell paper will be useful to librarians and provide the art conservation community archivists planning preservation pro- with simple, cost-effective methods "Having indicated the relatively nar-grams because of its implications for (passive and active) for reducing envir- row uses of the information in thislong-term storage of materials. This onmental damage to objects in display report, it does provide useful data forreport is worth the time required to cases. the manager with exhibit applications in understand it. . . . I encourage the "A useful and relevant study." which a pollutant-free contained envi-preservation manager in a library or Library of Congress. Chandru Shahani ronment is required. This would includearchives to plow through this paper; I most institutions with an exhibit pro- "This paper provides interesting found it made much more sense the gram...." second time through." information about the experimental New York State Archives, Chris Ward methods used by the authors and useful New York State Archives, Chris Ward * data about the behavior of sorbents. It "[The] isoperm model offers a rela- will be good reading for the conservation community as well as for those tively simple graphic means of describ- A Graphical Representation of theing the interrelationship of temperature technically oriented persons engaged in Relationship of Environmental Condi-and humidity in storage environments museum, library, and archive exhibition tions to the Permanence of Hygro-and predicting the increase or decrease and display programs. The potential for scopic Materials and Composites,in longevity that changes in either will practical application of this research is Donald K. Sebera, Chemist, Preserva-produce. That having been said,it clearly apparent and it is probable that,tion Research and Testing Office,should be stated that the paper may during the course of the next few years, Preservation Office, Library of Con-prove too technical for the nonscientific gress. Proceedings of Conservation inreader. What would be helpful to the Archives. International Symposium,practicing librarian or archivist is a The Commission on Preservation and Access Ottawa, Canada, May 10-12, 1988. 1785 Massachusetts Avenue. NW Suite 313 layman's version of his paper and an Washington, DC 20036-2117 "This article addresses a criticallyobjective evaluation of its validity." (202) 483-7474 important issue, i.e., providing a persua- National Library of Medicine, Margaret Bymes sive tool for preservation staff for use The Commission on Preservation and Access was established in 1986 to foster and support collab- in discussions with physical plant staff oration among libraries and allied organizations in and library administrators. We all believe order to ensure the preservation of the published and documentary record in all formats and to pro- that proper environmental control is vide enhanced access to scholarly information. essential, but we can never answer questions about the negative ramifica- The Newsletter reports on cooperative national and international preservation activities and is written tions of inaction. The isoperm will allow Panel members are: Margaret Byrnes. Head. primanly for university administrators and faculty. us to do that." Preservation Section, National Library of Medicine: library and archives administrators, preservation Torn Clareson, Preservation Service Manager, Northwestern University, Richard Frieder specialists and administrators, and representatives AMIGOS Bibliographic Council: Richard Frieder, of consortia, governmental bodies, and other Preservation Officer, Northwestern University groups sharing in the Commission's goals. The "Among the text's examples, the Newsletter is not copyrighted: its duplication and Library; Karen Garlick, Senior Conservator, distribution are encouraged. author details the following useful National Archives and Records Administration: applications: to define temperature and Kenneth Harris. Director for Preservation. Library Patricia Battin President: Maxine K. Sitts Program RH ranges which are suitable or unsuit- of Congress: Howard R Lowell, State Archivist and Officer and Newsletter Editor, Pamela M. Davis - Records Administrator, Delaware State Archives: PatriciaCece AdministrativeAssistant: able for exhibition or storage; to note Jan MerrW-Oldham, Head, Preservation Depart- Communications Assistant The Commission is environmental ranges to be avoided in ment. University of Connecticut Library; and accessible via BITNET (CPA@GWUVM, SITTS@GWUVM) and by FAX (202)483-6410. terms of mold growth; and to define Christine W. Ward, Chief, Bureau of Archival conditions where paper flexibilityis Services, New York State Archives.

OCTOBER 1991 NUMBER 39 THE COMMISSION ON PRESERVATION AND ACCESS 2 SPECIAL REPORT

NATIONWIDE PRESERVATION SURVEY LOOKS AT MANAGEMENT, FILMING, ENVIRONMENTAL CONTROLS

FRESH DATA FROM OVER 400 LIBRARIES often attended by staff from all types of libraries include PROVIDES INmATIVES FOR FUTURE ACTION basic repair, care and handling, disaster preparedness, library binding and environmental control. by Tom Clareson, Margaret Child and Darryl Lang Disaster-preparedness is by far the most desired type of In October 1990, the Regional OCLC Network Directors training. Workshops on general preservation management, Advisory Committee (RONDAC), undertook the largest basic repair and conservation treatment, and storage and and most diverse nationwide preservation survey effort pest control are also considered to be very much needed. ever attempted: 1,026 questionnaires were directed to a Similarly, respondents indicate that disaster assistance in random sample of all types of OCLC libraries: academic, the event of fire or water damage is their most needed public, law, medical, federal, junior/community college, service. and other (including state, municipal, corporate, theological and school) and to all 74 of OCLC's academic AMON research library members. Four-hundred and fifty-two ... aremarkable 92 percent of the academic libraries returned the questionnaires, a 44 percent return research libraries consider coordination of rate. This special report focuses on only some of the mass deacidification, on results. Further information is available from summary microfilming, and coo inated state or reports distributed by the regional OCLC networks. regional disaster preparedness activities to be very important Preservation Management The survey revealed significant differences between academic research libraries and all other types of libraries Again, responses from academic research libraries are in the area of preservation management and staffing. significantly different from the others. They concur that Nearly a third of the academic research libraries consider disaster assistance is very important but place a higher preservation a high priority; another half rank it as an average value on training materia;s, a newsletter, and an information priority. More than two-thirds of the remaining respondents service than other kinds of libraries. Even more interesting, consider preservation a low institutional priority. Allocation a remarkable 92 percent of the academic research libraries of funds to preservation purposes follows much the same consider coordination of mass deacidification, preservation kind of curve from a high of 95 percent for academic libraries microfilming, and coordinated state or regional disaster to a low of 11 percent for junior and community colleges. preparedness activities to be very important. A significant number of respondents are spending money on preservation even though they do not have a preservation plan in place or in progress. Almost two-thirds of all respondents have someone on PRESERVATION PRIORITY their staff with knowledge of preservation issues and

practices, even though almost half of the libraries have no Academic one formally assigned to preservation responsibilities. Total* ResearchAcademic Public Academic research libraries again differ from the general Base: Total 450 37 141 71 pattern by having a higher percentage of full-time staff Answering assigned to preservation. (%) (%) (%) (%)

Preservation Education and Training High Priority 7 30 7 6 Library staff gain preservation knowledge mainly by Average Priority 30 51 36 29 attending training programs of a wide variety of types and levels. Academic research library staff attend more college Low Priority 63 19 57 65 or university graduate-level courses than do staff of other libraries. They also attend all other levels of training state, regional, and national programs as well as those provided by professional organizations and apprenticeship training * Total includes all library types. in far greater numbers. The training workshops most

NUMBER 39 THE COMMISSION ON PRESERVATION AND ACCESS OCTOBER 1991 and dehumidification, and more than two-fifths with control Preservation Microfilming Many libraries believe they are preserving theircollections of light and i-iVAC (heating, ventilation and air-conditioning) by filming but, in fact, are not adhering to nationalstandards, systems. thus compromising the films quality and life expectancy. Twenty-seven percent report that they are currently microfilming a portion of their collections forpreservation . . .it is disturbing to note that more than purposes. This figure includesalmost three-quarters of half the libraries do not provide constant academic climatecontrolthroughout the war for their academic research libraries, one-quarter of do not do libraries and a surprising 45 percent of publiclibraries. A general collections, and two- fr majority of the libraries doing preservationmicrofilming soforspecial collections. contract with a commercial vendorand another third use Thirty percent do microfilming a non-profit organization. Both academic and academic research librariesshow in-house. distinctly higher percentages of dissatisfaction withall doing More than half (60 percent) of the libraries aspects of their physical plants than do otherlibraries. This being done preservation microfilming state that filming is suggests either that more of these libraries arehoused in Standards Institute in accordance with American National aging or poorly designed structures, or that they are more acknowledge that guidelines. A third of the libraries either aware when systems do not perform tostandards. did their filming does not conform to any standards, or Nonetheless, it is disturbing to note that more than half not know, or did not answer the question. the libraries do not provide constant climatecontrol filming report Thirty-nine percent of the libraries doing throughout the year for their general collections, and two- in that master microfilm negatives are storedoff-site one-third their films fifths do not do so for special collections. From environmentally controlled vaults. Only half report to one-half are not able to say at whattemperature the the National Register of to a bibliographic network or heating and air conditioning systems are maintainedfor Microform Masters. Again, there is a markedcontrast their general and special collections, respectively.Overall, libraries: only 21 between academic research and other academic research libraries report to the networks, a higher percentage of percent of the former fail to report being able to keep their temperatures stable bothday and and 50 percent compared to 59 percent of public libraries night and throughout the year, especially fortheir special of academic. collections. And, where answers are given, temperatures in special collections seem to be kept distinctlylower than Environmental Factors in the general collections. More than half of all the respondents have notassessed * the condition of their buildings. In contrast, aremarkable 87 percent of the academic researchlibraries report that RONDAC co-sponsored the survey with the OnlineComputer forum for they have reviewed both their buildingsand climate control Library Center, Inc. (OCLC)..RONDAC serves as a OCLC services systems. The respondents were alsoasked to evaluate the strategic direction and policy on the provision of Road. Dublin, OH 43017- adequacy of the buildings that house theircollections. More to users. OCLC's address is 6565 Frantz 0702. than half recognize they have problemswith humidification

PERCENTAGE OF RESPONDENTS WHO RATED PRESERVATION-RELATED SERVICES AS VERYIMPORTANT

Academic Public Total* Research Academic

38 142 71 Base: Total Respondents 452 (%) (%) (%) (%) 80 83 87 88 Disaster Assistance 72 74 61 82 Workshops 66 69 87 80 Training Materials 65 67 82 69 Information 52 59 84 71 Newsletter 49 56 68 66 Hands -On Training 55 50 50 56 Consulting 46 49 92 57 Coordination 42 48 66 51 Referral 49 48 53 58 On-Site Training 38 40 58 52 Treatment Services 39 40 68 54 Grant Preparation 41 39 76 46 Preservation Microfilming 24 28 63 31 Mass Deacidification 37 30 20 Online Bibliographic Searches 22 than one response. * Total includes all library types. Note: Respondents may have indicated more

ACCESS OCTOBER1991 NUMBER39 THE COMMISSION ON PRESERVATION AND 4 169 COMMISSION ON PRESERVATION AND ACCESS

REPORT

PRESERVATION EDUCATION TASK FORCE

AUGUST 1, 1991

Deanna B. Marcum, Chair Sally A. Buchanan David B. Gracy II Carolyn Harris Beverly Lynch Robert D. Stueart

In the fall of 1989, the Commission on Preservation and Access established the Task Force on Preservation Educatior, and charged it with determining the current status of preservation education, establishing the requirements for the next decade, and identifying the means for enhancing the current programs and developing new programs to meet the challenges ahead. Made up of library school deans and library educators who specialize in preservation,the task force worked over a period of two years to gather information, discuss the many possibilities for action, and reach consensus on what should be included in its final report. The substance of the task force's work and recommendations follows. Papers by individual members, supplemental to the final report, are available from the Commission upon written request.

1785 Massachusetts Avenue, N.W., Suite 313, Washington, D.C. 20036-2117(202) 4817474

The Commission on Preservation and Access was established in 1986 to foster and support collaboration amonglibraries and allied organizations in order to ensure the preservation of the published and documentary record in allformats and to provide enhanced access tc scholarly information.

lite Commission is accessible via INTNET (CPA.GWUVM, SITTS.GW(IVM), and by FM (202) 41316410. 170 Preservation Education Task Force Final Report August 1, 1991

Librarians have produced dozens, possibly hundreds, of reports on preservation in the last decade.Their message, more directly stated by some than others, is the same: library and historical collections are in jeopardy. Various pleas, exhortations, and threats have concluded the reports, but too often, the task forces and committees felt their jobs had been completed when the problem had been described. Library directors, funding agencies, and national commissicns must do something, they told us. Unfortunately, few of these reports laid out the strategy for accomplishing what virtually everyone agreed was desirable. The Commission On Preservation and Access recognized early in its history 'hat a preservation strategy required long-term effort. Not only is it necessary to think in terms of a twenty- year calendar for microfilming that portion of the nation's printed collections that must be saved, it is also important to plan for a future that will forestall adding to the already staggering preservation burden. As part of its looking toward the future, the Commission determined the need to address the matter of education. How could the Commission influence the thinking of the next generation of librarians so that preservation would be, simply stated, a natural part of librarianship and archival enterprise, not a special project?

The Commission's charge to the education task force challenged us to think as broadly as possible, but as library educators and preservation specialists, we found it difficult to ignore an opportunity to write elaborate specifications for incorporating preservation into the required courses of library schools and to outline topics that should be included within specialized preservation courses. We agreed that preservation is at the very core of librarianship and archival studies, and we wanted to insure that it would be addressed in library school curricula. As the attached reports from task force members show, we sometimes felt it necessary toelaborate on the details that would help schools incorporate preservation into core courses or plan a basic preservation course. Still, we recognized the need to rise above detail. We wanted to look at preservation in a more global way. After our work was nearly completed, the highly readable and thought provoking report on "Preserving Harvard's Retrospective Collections," issued in April, 1991, forced a reformulation of our ideas. The Harvard report carefully describes the situation of today's research libraries: mountains of material must be preserved and there is no single approach to preservation that will work for everything. The Harvard task force acknowledged that priorities for preservation are in the eye of the scholarly beholder. The task force also pointed out in a most persuasive way that book collections are only a portion of the problem. Today's research libraries are responsible for serial publications, archival materials, manuscript collections, visual materials of many different kinds, and other non-book items. Preservation strategies for each category are necessarily different. Harvard's preservation task force identified six activities that must become an integral part of routine library procedures: preparation for use, mass deacidification, library binding, replacement/reformatting, physical conservation, and environmentally-controlled storage and the buying of time. In other words, preservation is both a discrete set of activities within the library, but also an attitude toward stewardship of collections. The question for our task force, then, was how do we instill this attitude, this set of values, into the next generation of librarians? Preservation must be a consideration included in every aspect of library education. And if the Harvard analysis is accepted, that is, if we believe that preservation is about choice, the most important thing library educators can do is to equip students in their programs to make soundc informed decisions. Instead of training each student to conserve library materials, we must instead arm them with the analytical techniques they must draw on to decide what should be preserved; what method or methods should be used; when to take responsibility for preservation and when to support another institution that is better prepared to assume the responsibility; when to enter into cooperative agreements; and how to evaluate new technologies as they emerge and promise to ease the preservation problem. Boiled down to its ess.ance, the only solution we see for preservation education is to go beyond the techniques of preservation to a thorough grounding in managerial decision making that reflects the reality of today's research libraries.

Such an approach does not encourage every librarian to learn the nuts and bolts of book and flat paper conservation. Indeed, it is more important that librarians and archivists learn that not all books, not to mention other formats, can be saved, and the role entrusted to them by society is to make the best possible decisions about what will be saved and by whom. Recommendations In light of our acknowledgement of preservation as a primary obligation of librarianship and archival enterprises, our recommendations include:

1) Acquaint every student with broad issues encompassed by preservation in the core curriculum.

2) Design faculty development programs that introduce current faculty members to a more holistic view of preservation.

3 In cooperation with state and regional networks, or other appropriate agencies, design and conduct continuing education programs that will acquaint practitioners with the fundamental tenets of preservation. Specialized courses should be offered to help skilled library managers develop expertise in preservation techniques so they might bring their management experience to bear on one of the library world's most significant problems.

4 Stimulate research among the library school doctoral programs that will address preservation issues.

5) Encourage library schools to think of preservation not only as a set of techniques, but also as an attitude.

In addition t%) our fundamental recommendations, the task force also encourages library schools to consider the following secondary recommendations:

6) Present case studies and problems to library science students that use preservation decisions as an example, with the purpose of enhancing analytical skills generally.

7) Include information about cooperative programs in the curriculum. Make sure students know how to assess the benefits as well as the costs of cooperation.

8) Support specialized instruction in preservation administration and library conservator training at a limited number of library schools.

9) Encourage the use of model preservation reports produced by research libraries as texts in library schools so that the complexity of the problem and the necessity for multiple approaches will be appreciated by the next generation of librarians. REPORTS FOCUS ON information stored on a variety of media.federal funding to support existing Unlike microfilming of paper-basedregional preservation centers and to INSTITUTIONAL AG7NDAS information sources, standards forcreate new centers in unserved Contracting for Services, preservation reformatting of deteriorat-regions of the country. Together, these Care of Recorded Sound ing audio and video materials have notresources will help to ensure that To Commission reports thatyet been established. In the meanwhile,small libraries, archives, and historical address institutional preservationinstitutions have a responsibility toorganizations will haveaccessto the initiatives are in the mail thispreserve the non-print materials in theirinformation and services they need to month to sponsors and other organi-collections. preserve their collections. zations that regularly receive this At the request of a number of colleges States shall be provided with the newsletter. and universities that sponsor the Com-resources necessary to preserve his- Report on The Preservation Plan-mission, the April 1990 newslettertorical and cultural information held ning Project,from the University ofcarried a special report on the care andin their libraries, archives and histor- Pennsylvania Libraries, describes ahandling of video recordings. The newical organizations. preservation program that would oper-report on recorded sound materials The final report of the W ite ate with a high level of participation fromwhose length precludes inclusion in thisHouse Conference on Library and contracted services. newsletter is an expanded version ofInformation Services shall be printed Early last year, the Commissionan article prepared initially for theonpermanent, durable paper. contracted with the University of Penn-National Library of Canada'sNational sylvania and the Conservation Center forLibrary News. Art and Historic Artifacts (CCAHA) to generate guidelines and collect data applicable to other institutions as part WHITE HOUSE CONFERENCE of a larger preservation project being FOCUSES ON undertaken at the university. The larger IrIzIANCING ACCESS project, funded partly by the Andrew W.Preservation Among Priorities Mellon Foundation, had two majorfor Government Action goals. The first was the formulation of a plan for the preservation of the uni- iliminating obstacles and enhanc- ng access to information was a60 ARCHIVISTS TO UNDERGO versity's collections using a broad, TRAINING AS PRESERVATION strategic approach that considers notEop concern of delegates during only local needs, but also regional andthe White House Conference on Library ADMINISTRATORS national programs. The second goaland Information Services (WHCLIS), SAA to Create Critical Mass was the development of a managementJuly 9-13, 1991, in Washington, DC. of Preservation Programs strategy to enable a small internal staffDelegates considered ways to overcome With NEH Funds legal, physical, financial, linguistic and to work in concert with regional pres- Asocnew Preservation Training Pro- ervation service organizations, whichcultural obstacles to access. Among their recommendations were three gram being launched by the would supply the resources needed by iety of American Archivists the university to operate its preservationdirectly related to preservation: Congress shall adopt a national(SAA) intends to create a critical mass program. of institutional preservation programs This 44-page final report was assem-preservation policy to ensure the preservation of our information resour- managed by competent archival admin- bled by Peter G. Sparks who served as istrators, and to do so as rapidly and the project's consultant. ces. The assessment of preservation needs should be clearly articulated efficiently as possible. The program was * * * with adequate funding provided forrecently awarded a $645,554 grant by The Care and Handling of Recordedimplementation of thispolicy.This the National Endowment for the Sound Materials,by Gilles St-Laurent,policy must include: a) A broad-based Humanities, the largest received to date provides advice on the care and han-program of preservation education by SAA. The society plans to train 60 dling of recorded sound materials inand training is essPntial to a long-term archivists over a three-year period. collections, focusing primarily on thedevelopment ofamulti-institutional The program was developed by an nature and composition of the recordingpreservation effort; b) A comprehen- advisory committee whose work was media. sive policy for preserving information supported in part by the Commission. Although much of the Commission'son non-paper media; c) The develop- The training will examine preservation activities have focused on the preser-ment and dissemination of newtopics from a management point of vation of information contained ontechnologies, standards and proce- view. More information is available from deteriorating paper, libraries anddures in our libraries, archives and SAA, 600 S. Federal, Suite 504, Chi- archives also house and care forhistorical organizations; d) Increased cago, IL 60605.

NUMBER 39 THE COMMISSION ON PRESERVATION AND ACCESS OCTOBER 1991 NEW MODULAR BRITTLE BOOK EXHIBIT ENVIRONMENTAL CONTROL AVAILABLE FOR LOAN PUBLICATION IS FIRST OF ITS KIND New York State Offers New Resource for Libraries, Archives first environmental control publication developed specifically for libraries, archives and other organizations, "Conservation Environment Guidelines for Libraries and Archives," has been published by New York State Library's Conservation/ Preservation Program. The 88-page resource packet discusses the conservation environment, collections environment assessment and monitoring, and compromises for conservation environment goals. It also addresses building environments and Display Adaptable to systems that can create a good conser- Institution's Needs The modem display includes velcro vation environment. Apnew eight-panel photographicend-panels for mounting information The packet is available for $10.00 exhibit that draws attention to theand photographs specific to an institu- from Tiffany H. Allen, The New York reservation and access of infor-tion's own preservation program. Panels State Library, 10-C-47 Cultural Educa- mation in brittle books is available forcan be re-arranged to serve as a tion Center, Albany, NY 12230. Checks short-term loan to universities andcomplete backdrop for a conferenceshould be made payable to "The colleges, libraries, archives, scholarlybooth or for a tabletop display. The University of The State of New York" societies, and other organizations. Theexhibit is lightweight, portable, and easy Environmental conditions is a con- Commission designed the 10-by-7 footto assemble. Institutions can borrow thetinuing concern of the Commission, modular display around a large full-colordisplay free of charge, but must paywhich co-sponsored a seminar earlier photograph of a brittle book withshipping charges. The original Giantthis year on the topic with the Associ- crumbling paper. (Supplied courtesy ofBrittle Book also remains available for ation of Physical Plant Administrators of the Preservation Section of the Nationalloan. For more information contact Trish Universities and Colleges (see "Special Library of Medicine). Cece, Communications Assistant. Report," April 1991 newsletter).

INSIDE: The Final Report of the Preservation Education Task Force is included as an insert to this newsletter.

t I9£ '01,1 t!wiad Ja'uot5ui4seM dlYd 3DVISOd ST) L i 1 z-gcooz DG `uol6uRisetek 1.1011V7114VD21O c lc awls pal anuany silasntpessew geL -14020401.1 ssappv pue uogetuasaid uo uo!ss!wwoD a 11 ISSN 1045-1919 THE COMMISSION ON PRESERVATION AND ACCESS

PROVIDING ACCESSToTHE ACCUMG1ATED HUMAN RECORDAsFAR INTO THE FUTUREAsPOSSIBLE

NUMBER 40 NEWSLETTER Nov.-DEC. 1991

last two annual reports have highlighted ARCHIVAL TASK FORCES TO At the present time, it is the "keepers" of knowledge the li- EXPLORE APPRAISAL & difficult to do national brary and archival communities. DOCUMENTATION STRATEGIES planning. Developments in technology, the International Project, education and To move forward with the devel- training, archives, the Brittle Books pro- opment of a collaborative strat- who recently served as interim executive director of the Society of American gram, scientific research and improve- egy for preservation of and ment of materials, and institutional initia- access to archival manuscript and Archivists, is chair of the documentation strategy group. Robert E. Sink, director tives are also covered. The 53-page photographic collections, the Commis- of archives and records management report has been distributed to all those sion has formed two task forces one of the New York Public Library, is chair- on the mailing list. Additional copies are to examine documentation strategy and ing the appraisal group. The two task available while supplies last. one to examine appraisal theoryand forces are staffed by Margaret Child, practice. BOARD RECEIVES REVIEW AND At the present time, it is difficult to consultant. ASSESSMENT REPORT do national planning or even to evaluate This past decade has been the relative merit of individual projects The external Review and Assess- to preserve archival materials because witness to a stunning proliferation of new information tech- ment Committee presented its there are no objective measures by report to the Commission at the which to judge the strength of a col- nologies and the widespread use of computers in all sectors annual board meeting September 26, lection. It is hoped that the task forces of society. For that reason, 1991. The review and assessment can help develop such measures. archives must quickly develop committee, charged by the board in The groups are charged to examine the capacity to preserve the December 1990 with conducting a existing guidelines, theory and practice record in an increasing variety three- to six-month analysis of the in order to determine their applicability of formats paper, audio- Commission's past, present and future to the selection of important collections visual, computer tapes and mission, operated as a consultant to the for preservation. One group will con- board. Its charge was as follows: sider how best to modify and/or expand disks... Don W. Wilson, Archivist of the Assess the progress in preservation the application of documentation strat- United States, in For the Record, The in the nation over the past five years. egy so that itwill assist archivists in Newsletter of the New York State Assess the continuing need for making rational preservation decisions. Archives and Records Administration preservation activities. Identify the major and the New York State Historical The other group will consider how to Records Advisory Board. Vol. 9, No. 1, issues for the future: Which are most include issues related to current or 1991. tractable? Which are most essential? eventual preservation needs in the Within this context, review and appraisal of new acquisitions, and how assess the role of the Commission with to address the reappraisal of existing ANNUAL REPORT HIGHLIGHTS particular attention to identifying those holdings to determine priorities. USERS OF PRESERVED areas of preservation in which the Each task force is being asked to KNOWLEDGE Commission can be most effective in produce a formal written report of its promoting the interests of the national This year the focus of the Com- findings by May 30, 1992. The reports library and archival community. mission's Annual Report is on the will then be used as the basis for dis- Recommend directions for future present and future users of the cussion at a combined meeting of the Commission activities. two groups some time during the knowledge that is preserved. The 1990- A cover letter to Billy E. Frye, board summer. 91report features a special section chairman, from committee chair David Timothy L. Ericson. archivist of the tit;ed, "The Agony of Choice: Strategies aniversity of Wisconsin at Milwaukee. for Preservation and Scholarship." The (continued on page 2)

1785 Massachusetts Avenue. N.W., Suite 313, Washington,D.C. 20036-2117(202) 483.7474 176 Board Receives Review Mass Deacidification Update (continued from page 1) Director for Collection Management, LIBRARY OF CONGRESS H. Stam, University Librarian, SyracuseUniversity of Michigan Libraries; and University, states, "We have found theArthur L. Norberg, Director, Charles TURNS DOWN BIDS task to be both demanding and satis-Babbage Institute, University of Minne- The Library of Congress (LC), fying and hope that it will prove helpful sota. which was seeking an industrial to the Commission as it pursues its own The board has disseminated the 37- firm to deacidify millions of most demanding tasks. Please note thatpage report to the Commission's U.S. books, has turned down three vendors' the organization of the report adheres and Canadian mailing list, together with offers because none could meet all fairly closely to the outline of your origi-a letter from the chairman requestingtechnical and business requirements. nal charge to the Committee, a structurecomments from readers. Board mem- LC issued a request for proposal (RFP) which we found useful in organizing the ber Penny Abell is presenting the reportin September 1990 after a year of con- fairly massive materials which weto the National Advisory Council on sultation with conservators and preser- accumulated." Preservation at its annual meeting in vation scientists from around the world. In addition to Stam, the committeeNovember 1991, and the board will con- The RFP contained requirements for includes William D. Schaefer, formersider the recommendations and com- toxicological and environmental safety, executive director of the Modem Lan-ments at its January 30, 1992 meeting. process efficacy and other preservation guage Association and executive vice Additional copies of the report are avail- needs, and the aesthetic appearance of chancellor at the University of California, able from the Commission while supp- treated books. Los Angeles; L. Yvonne Wulff, Assistantlies last. LC intends, with Congressional support. to continue its search for a suitable mass deacidification technology. The NOTRE DAME PUBLISHES quium, which was supported by the Commission, the Medieval Academy ofthree vendors have given LC permission to release their test data. More informa- PAPERS ON MEDIEVAL America, and Notre Dame's College of tion is available from Gerald Garvey, STUDIES PRESERVATION Arts and Letters. The event's purpose was to begin toPreservation Projects Officer, Library of preserving Libraries for Medi- Congress, Washington, DC 20540. eval Studies Working Papersorganize medievalists for a national from the Colloquium at theeffort in library preservation. According to the introduction written by collo- book is the only place where University of Notre Dame, March 25- 1-1 you can examine a fragile 26, 1990 has been issued by thequium organizer Mark D. Jordan, that purpose is being met, since the final rec- thought without breaking it, or University Libraries, University of Notre ommendations have led to the forming explore an explosive idea with- Dame. The 68-page publication con- out fear that it will go off in your tains essays contributed to the collo-of a very active national committee for library preservation within the Medieval face Edward P. Morgan

The Commission on Preservation and Access The final recommendations 1785 Massachusetts Avenue, NW Suite 313 have led to the forming of a INTERN'S REPORT ON Washington. DC 200362117 (202) 4817474 very active national COOPERATION ACCEPTED committee for library The Commission on Preservation and Access was FOR 1992 BOOK established in 1986 to foster and support collab . preservation within the oration among libraries and allied organizations in Medieval Academy. Working Together Case order to ensure the preservation of the published Studies in Cooperative Pres- and documentary record in all formats and to pro. vide enhanced access to scholarly information. Academy. The ossays, notes Jordan, are ervation by Intern Condict worth reading to show "how a groupGaye Stevenson has been accepted for The Newsletter reports on cooperative national and international preservation activities and is wntten of scholars in a broadly interdisciplinarypublication in Advances in Preserva- pnmarily for university administrators and faculty. field began to work out among them-tion and Access, Volume 1 (Westport, library and archives administrators. preservation selves a practicable program for savingCT: Meckler Corporation, 1992). Stev- specialists and administrators, and representatives of consortia. governmental bodies. and other what they count the essential contentsenson compiled the report during a groups shanng in the Commission's goals. The of research libraries.- three-month internship with the Com- Newsletter is not copyrighted; its duplication and distribution are encouraged. In addition to the essays, the publi-mission as she was completing her cation includes lists of participants,degree at the School of Library and In- Patncia Battin President: Maxine K. Sitts Program formation Science at the Catholic Uni- Officer and Newsletter Editor. Pamela M. Davis topics of discussions, and recommen- AdministrativeAssistant:PatriciaCece dations. The Commission has mailedversity of America. The Commission Communications Assistant. The Commission is copies of the report to portions of its has distributed the report to its sponsors accessible via BITNET ICPA(a GWUVM. SITTS(a- GWUVM) and by FAX (202) 4836410 mailing list. A limited number of addi-and colleagues. A limited number of tional copies are available upon request.additional copies are available.

NUMBER40 THE COMMISSION ON PRESERVATION AND ACCESS NOVEMBERDECEMBER 1991 2 17? A REARCH REVIEW SOME THOUGHTS ON PAPER AS AN INFORMATION STORAGE MEDIUM

This research review was prepared at the Commission's request by Dr. Peter G. Sparks, Preservation Consultant*

Paper as we know it was first made around 105 A.D.their own. They must have an external stress applied to in China and has been serving very well in many waysthem to initiate failure. for almost 2000 years. Only in the last 150 years or so A 1980 study showed there is good correlation between has its lack of permanence created the challenges of pre- changes in paper properties after 35 years of natural aging serving our written and printed intellectual heritage. Underand accelerated aging (72 hours at 100°C) done 36 years the heading of the "brittle paper problem," these challenges earlier on the original samples. The best correlation occurred take up a considerable amount of our time, fiscal resources, for paper made from pure cellulose raw materials, where and intellectual energy in the search for acceptable solutions. the acid decomposition reaction is the most significant At this time, then, it might be helpful to reflect briefly onprocess. how paper has behaved as a medium for the long-term The inevitable destiny of paper made by the "acid storage of information and what we know about its prop- process" is acid-induced decomposition, enhanced by erties. Perhaps a reminder of what we know about paperoxidative decomposition, autocatalyzed by the presence of can help us choose more wisely where we should be goingtrace metals, speeded along by moisture and temperature with the preservation of and access to library materials onwhich change it irreversibly into a physically weak and brittle paper. state. During this century a considerable body of scientific An increase in the moisture content of paper (due to knowledge has come into being that tries to explain howa higher relative humidity environment) and in its tempera- paper ages in a natural and also in an accelerated mode.ture, increase the aging rate of paper. The effect starts to For example, between 1963 and 1985 there have been atbe measurable in the laboratory at relative humidity values least eighteen research papers published on the subject. above 40% and temperatures above 50° centigrade (122°F). Moreover, there are volumes of processing, engineering, Moisture cycling induces stress relaxation in paper, and chemical information on how modem paper is madewhich can lead to irreversible and deleterious property and how its properties relate to various end uses. Therechanges. are also a number of technical preservation studiesdone Alkaline papers, machine-made or deacidified, exhibit in the last fifteen years that relate to paper preservation.a pronounced decrease in their rate of decomposition as It is not within the scope of this article to review this extensivemeasured in the laboratory. For deacidified paper the mag- array of information. Suffice it to say thatthere is a greatnitude of this effect is reflected in an estimated increase deal of technical information about paper that can be usedof 3 to 5 times of their original life expectancy with acid to help us try to understand about its natural and acceleratedpresent. Different types of papers behave differently when aging, manufacture, and preservation. If one takes the time deacidified, but they all gain some additional lifetime benefit. to review the results of some of these studies,useful factsHigh-quality machine-made papers that have been deacidi- turn up that are relevant to the preservation decisionsthatfied can approach laboratory estimated lifetimes in the 400 the field is making. For instance: to 500-year range. There are many different grades of paper made for Coated papers use alkaline pigments, e.g., calcium printing purposes, and the properties of these papers arecarbonate, as a coating color. Although little investigation different. Furthermore, under certain conditions a paper'shas been done on the accelerated aging of coated papers, properties can change over time. the presence of these pigments should have a positive effect The properties of paper appear to change at differenton the papers' aging stability. A recent study atthe University rates for different papers. For example, the aging rateis of Pennsylvania Dental School Library, which has many very dependent on what pulp andadditives are used in historic volumes printed on coated paper, showed markedly making the paper. fewer brittle papers in this collection. In accelerated laboratory aging experiments, acid paper Collection condition surveys done in the last ten years loses about 50% of its strength during the first 10%of itson a number of major library collections show timeafter life, and papers that became weak from aging lose theirtime that 25 to 30 percent of the paper in these collections remaining strength very slowly over a real time equivalentis already brittle and 75 to 70 percent had some strength of many decades. These weak papers do not fall apart onremaining. Moreover, these data also point out that 95%

NOVEMBERDECEMBER 1991 NUMBER 40 THE COMMISSION ON PRESERVATION AND ACCESS U'S or more of the paper in these collections is acidic. Although can this type of information be interpreted for use in shaping much quoted, these data should not be put aside as old decisions? Here are a few examples: information, since they form the basis for documenting the 1. Given the observations in the laboratory, from a magnitude of the problems and for making preservation materials behavior standpoint, brittle book paper (1 fold decisions. or less) will not fall apart if the volume is left unused on What do we know from the real time observations that the shelf year after year. The minute changes in paper we make in our own collections of books and documents?strength will be hard to measure in the laboratory and In addition, what real time observations have been madeundetectable to the touch. On the other hand, that same outside our libraries that can give us a picture of the longbrittle paper will start to break up during normal library term stability or instability of paper? These data are very usage, handling and processing. important because they represent a measurement of how 2. Large diversified research collections contain a broad paper has changed over a known amount of time. range of paper types from different time periods and from We look with wonder at the 15th, 16th, 17th and 18th all the corners of the world. Research tells us that the aging century handmade papers used in the rare books in ourbehavior of these papers will be different Therefore, the collections. For those fortunate enough to have very earlycondition of these papers at any given time can be widely Chinese materials, seeing a paper that is approaching the different. As a result, deacidification of a diverse collection age of 1000 years is a reassuring experience that thesewill probably not impartuniform stability and similar early papers, when properly cared for, are very stableextended lifetimesto all grades of pape represented in materials. Similar observations can be made in any majorthat collection. Deacidification can, however, increase the library in most parts of the world, and there is no doubtstability and lifetime to a varying degree of all the papers that early hand-made papers have been and still are anin that collection that are not brittle. Lastly, deacidification archival medium. will probably not make all papers in that collection "archival" On the other hand, papers made in the mid to late 19th preservation media. century are, with few exceptions, badly degraded to a 3. Handmade papers from many cultures and earlier weakened and brittle condition. This of course is no big periods have exhibited excellent archival preservation secret to any librarian or preservation officer. It is, however,behavior over many centuries and will continue to do so overwhelming proof that the "inevitable destiny.' of anyif we can continue to shield them from specific physical, paper made by the acid process is to eventually becomechemical and biological dangers. It is also probably true brittle. that machine-made papers made with high quality cotton Observations of historic coated papers are very inter-pulp, non-acid sizing systems and loaded with 1 to 2% of esting. Many plates in late 19th century books are coated a slightly alkaline filler will behave as an archival material. papers.I have seen a number of plates in perfectly fineThese stable papers will probably not need to be reformatted condition sandwiched between weak and acidic pages in in order to create a preservation master copy. However, the same book. The coated paper appears to have heldwide access to these materials may require a new format up well under rather adverse conditions for 75 to 100 years. for distribution to other parties. We have all seen brittle book papers that begin to fall I will leave it to the readers of this article to further weigh apart during normal library use. The first locus of breaking how the modest sample of technical information presented is usually on corners and along the book spine where theabove can help them in their own programs. We are paper can be easily bent through a small radius. If a piecefortunate to have a wealth of technical information on paper of brittle paper is handled very carefully or not at all,it perhaps a better data set than we have on any other does not break and will tend to remain in one piece unlessmedium and we can use this information to define the put under an externally applied bending or tensile stress.role of paper in the library and archive collections of the When a brittle sheet is put in a Mylar folder or Mylarfuture. We also need a continuing effort to carefully encapsulated, for example, the paper is prevented fromdocument past and recent scientific findings about paper bending through a small radius by the supporting Mylar behavior so the library acid archive preservation field can film and this allows the paper to be handled without breaking. use those findings in making informed decisions on how A machine-made alkaline paper produced in 1901 byand when to retain and preserve or replace the paper in Edwin Sutermeister at the S.D. Warren Paper Company has our current collections. been under continuous observation since then and is reported to be holding up very well. This is perhaps the oldest piece of machine-made alkaline paper whose*The author served as Director for Preservation at the condition has been documented at frequent intervals. Library of Congrecs for eightyearsbefore becoming a Where does all this leave us with re ,pect to paper andconsultant in 1989. His education is in the physical its future fate as a medium for storing information? Howchemistry of polymers.

NUMBER 40 THE COMMISSION ON PRESERVATION AND ACCESS NOVEMBER-DECEMBER 1991 4 1"7 NEWSLETTER INSERT

Excerpted from an article to appear in the 1992 Advances in Preservation and Access, vol.] , published by Meckler. For a discussion of terms associated with the technologies of document preservation, see Preservation and Access Technology, The Relationship Between Digital and Other Media Conversion Processes: A Structured Glossary of Technical Terms, by M. Stuart Lynn and the Technology Assessment Advisory Committee.

UPDATE ON DIGITAL TECHNIQUES by Anne R. Kenney and Lynne K. Personius

Cornell University and Xerox Corporation, PRODUCTION with the support of the Commission on Preservation and Access, have been This collaborative relationship has resulted in collaborating in a project to test a prototype the development of workstation hardware and system for recording deteriorating books as software specifically designed for use in a digital images and producing, on demand, high scanning environment where high speed, high quality and archivally sound paper facsimiles. resolution scanners are controlled by The project goes beyond that, however, to technicians. In the course of this project, which investigate some of the issues surrounding runs through December 1991, Cornell is scanning, storing, retrieving, and providing scanning at 600 dots per inch resolution (dpi) access to digital images in a network 1,000 brittle volumes at a workstation located environment. in Olin Library, the main graduate library. Scanned images are being created as TIFF The project has involved the collaborative images and compressed prior to storage using efforts of two Cornell divisions, the University Group 4 CCITT compression.) Library and Cornell Information Technologies (CIT). It is co-managed by the Assistant While this project is still in an experimental Director, Department of Preservation and stage, and the initial costs incurred with Conservation, and the Assistant Director of CIT "ramping up" for production are high, some for Scholarly Information Sources (the authors preliminary findings of the Cornell/Xerox of this article). While the two divisions have Project suggest that the use of scanning worked closely in the past, most notably in the technology represents an affordable alternative conversion to an on-line catalog, this to microfilming for reformatting brittle co-sponsorship serves as a model for future material. The time spent in actual scanning is projects involving the library and information comparable with microfilming production rates technology organizations in the use and control if all of the post-processing testing and quality of electronic technologies. Within Xerox control required of microfilming service Corporation, the College Library Access and bureaus are taken into account. In the Storage System (CLASS) Project has been Cornell/Xerox Project, scanning rates over assigned to a group of engineers, with liaisons 1500 images per day have been attained for from marketing, system support, networking, sustained periods as long as three weeks or and other projects. Representatives from these more. However, since the project is units participate in project development team developmental, and production is frequently meetings where the management from Cornell interrupted for software and hardware upgrades and Xerox discuss problems and possible and testing (not to mention visitors!), solutions, share information, and chart future production measurements for longer time directions. The site for these meetings periods have not been possible. These scan alternates between Xerox headquarters in rates include time spent in initial setup and on- Rochester and Cornell University in Ithaca. screen inspection, scanning, storing to optical, rescanning, and transmittal for printing.2

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At this stage, if one were to compare the determining which method of capture to use, actual and projected costs associated with the next concern to consider is quality. While producing microfilm via production scanning to newer continuous tone films may soon be costs associated with service bureau available, the high contrast film currently used microfilming, the two processes are is not totally acceptable for reformatting a large competitive. The production-related costs of percentage of illustrated material. With digital scanning to produce microfilm include labor, technology it is possible to capture halftone equipment, overhead, and conversion to images as gray scale and surrounding text as microfilm. Today, these costs are comparable high contrast black and white. Thus it may to, and within two years are projected to be prove to be the case that capturing an image less than, the costs of using conventional digitally first will result in a higher quality microfilming methodologies. microfilm copy--or hard copy replacement or on-screen representation--than is currently It appears that the cost feasibility of using achievable with conventional microfilming. digital technology for preservation reformatting Clearly this issue warrants further investigation. is present today. In addition to fulfilling a A lot of brittle material has already been preservation need by the creation of microfilm, microfilmed and obviously it is desirable to digital technology offers value-added access and scan and digitize some of it for access distribution benefits. The possibilities exist for purposes. Yale University's proposed project to converting microfilm to digital imagery as well, convert large quantities of preserved library and Yale University has prepared a report on materials from microfilm to digital images will the feasibility of a project to study the means, provide valuable data on the means, costs, and costs, and benefits of converting large benefits involved. The issue of quality should quantities of preserved library materials from be studied carefully. However, as will be microfilm to digital images.3 discussed below, much work needs to be accomplished before scanning technology can If one were to look at the costs of producing become a true alternative to microfilming. both microfilm and digital masters, the costs would include initial capture, conversion (to IMAGE QUALITY film in one instance, and to digital in the other), plus costs of storage and refreshing of The digital files that are created at the the digital masters to keep them compatible scanning workstation in Olin Library may be with upgrades in the technology (which are viewed on screen during the initial set up for identical for the two processes). The costs for each book using the interface delivered as part scanning first versus microfilming first appear of the Xerox product. The scanned images are to favor the former. Over time the gap will then transmitted over the Cornell TCP/IP continue to widen, with scanning first becoming network for printing at a Xerox Docutech significantly cheaper due to the anticipated printer located in the computer center one half decline in costs associated with the use of mile away. This recently released Xerox electronic technologies as compared with product prints 600 dpi pages from scanned photographic technologies over the next images at the speed of 135 pages/minute.5 decade.4 Cornell is preparing a detailed cost study on the use of digital technology that will In the Cornell/Xerox Project, a primary goal be made available at the end of this project is to evaluate the paper output from the through the Commission on Preservation and Docutech. Copies are being made for each of Access. the 1,000 books included in the project. The quality of the paper copy is extremely high: If the cost associated with producing both there is less than 1% variation in print size microfilm (for preservation) and digital files from the original; skew results only when the (for access) were no longer a factor in edge of the original text is not parallel to the

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page trim; front to back registration is Cornell on-line catalog (NOTIS) and the reproduced within 1/100th of an inch of the Research Libraries Group, Inc. database original; the contrast between text and (RLIN). These records will provide background is sharp; and the 600 dpi resolution researchers around the country with their initial compares favorably with the capture capabilities access point into this developing digital library. of photocopy. While lower resolution scanning devices can produce satisfactory copies from During this last year, Xerox, with the crisp, high contrast modern documents, many involvement of Cornell, has designed and is in of the 1,000 deteriorating volumes in this the process of developing the architecture that project contain irregular features typical of the provides the means for creating, organizing, production typography and printing techniques storing, printing, and accessing digital images of the past century and a half. The 600 dpi in a network environment. The CLASS system copies successfully capture these printing is composed of a software application that nuances to represent faithful and legible controls the scanning workstation, a flexible reproductions of the originals. As paper copies document structure architecture, a storage are printed on permanent/durable paper that system, and a user interface designed for the meets the ANSI standards for permanence, and public, all connected by a network to the the Docutech printer meets the machine and DocuTech printer. toner requirements for proper adhesion of print to page, the paper product is considered to be In the Autumn of 1991, the digital images the archival equivalent of preservation will be transmitted to an image storage facility, photocopy.6 consisting of an image server and an optical jukebox, also located in the computer center. Microfilm also can be reproduced directly The digital images will be stored on 12 inch from the digital files. The Cornell/Xerox optical platters and ultimately made accessible Project has produced some microfilm on a test over the Cornell network via a request server basis with a company that has developed the that is in the final stages of development. capability of transferring high resolution digital Within the scope of this current project, images and gray scale into digital microfilm researchers will be able to generate a print on output. That company's sample microfilm demand request for a book or any portion of a output from 600 dpi images has a very high book via this request server. resolution, and the image is crisp with sharp contrast between text and background. Cornell Critical to all of the system design and will use microfilm output as its primary backup networking configuration is the document for the digital files, and as the preservation structure information. Xerox has produced copy of the originals to meet national standards. detailed specifications for the software and database to implement the document structure NETWORK CAPABILITIES architecture that are described in internal Xerox project reports. The document structure defines Xerox has announced its intention to enable the organization of each book. It orders the Docutech to receive documents for printing individual images captured during the scanning directly from remote electronic devices. As of process into a logical arrangement for this writing (summer 1991), however, Cornell presentation to the user. The "official" has the only networked version of the Docutech document structure is built at the time of outside of Xerox. This configuration allows scanning by the technicians. This document Cornell not only to separate physically the structure will describe the original text as scanning function from printing but also to accurately as possible, and will be stored with store the digital files in an image management each digital book. system for subsequent use and dissemination. The digital files are being cataloged in both the

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The overriding principle that guides the However, it is in the area of use that definition of the official document structure is personalized document structures will prove that the correlation between images, and the most valuable. Ultimately, for example, page numbers printed on the originals, will be anthologies or reserve reading packets can be retained. This ensures that a request to view a assembled and annotated by defining a new particular page number from the text recalls the document structure record describing text files image with that number printed on it. Once this and digital images that were originally part of has been done, all of the self-referencing several books. In fact, these originals may be components of the original can take on real located at different institutions. The ability to meaning in the digital version. produce customized documents offers scholars new opportunities for research and publication The second principle is that the user must but will pose challenges in the area of copyright have easy access to those self-referencing and authenticity. portions of the original. The table of contents, the index, list of illustrations or other pages LOCAL ACCESS that provide references within the text should be tabbed for easy use. Once these pages have Another component of the Cornell/Xerox been recalled on the computer screen, the user project is the development of a public will be able to request specific pages or page viewstation. A prototype has been installed in ranges within the book. For instance, a person the Mathematics Library where users can viewing the image of the table of contents can access the full digital images for fifty create a request for a chapter or a set of mathematics monographs.? Xerox has chapters to be located for on-screen viewing or provided the workstation and the software printing. system, with input into the design by a committee of Cornell librarians and computer The creation of the official document professionals, that is tailored to the library structure file for a given book should be kept as patron who is browsing the collections to chose simple and straightforward as possible. The two mater:al for use. From that workstation, principles, to provide retrieval by original page researchers can select a book for review from a numbers and access to self-referencing sections list of search results displayed in one window. from the original, are relatively easy to A book icon is then moved to a second window implement by the scanning technicians. More known as the personal book shelf.After complete indexing would require additional choices are made, opening the icon causes the time and a higher level of subject expertise, actual pages of the book to be displayed on a thus increasing the cost of initial capture. high resolution screen. Screen output is delivered as 200 dpi images that are derived In the digital environment, images may be from the 600 dpi ones and resized to fit two viewed as part of more than one structure. pages to an 11 X 14 inch screen. Images can Within the preservation context, there are at be enlarged for reading fine text; pages can be least two applications of this capability. First, a selected for viewing; tabs can be placed in the new document structure will be used to book for ease of movement through the text; combine the text of books with microfilm and a request to print all or part of targets that have been scanned in preparation the book can be issued by the user. for the creation of a microfilm copy from the digital files. Second, the digital files for a The quality of the on-screen image is quite volume with damaged or missing material may acceptable, principally as it is anticipated that be combined with images for substitute pages screen viewing will be used for rapid browsing located elsewhere. and retrieval. For extended reading, a user will soon be able to initiate a print-on-demand request of the 600 dpi digital images. This

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workstation represents the first step in would be, 'Make your plans on the assumption providing a level of browsing and retrieval that BITS are free.'" IQ approximates looking through books in library stacks. In future projects, Cornell will develop The growth of networking in the United an image conversion server that will enable Stated during the 1980s has resulted in readers from around the country to access the connections between many universities as well digital images using common computer as government and industrial partners. The platforms, such as Apple Macintosh, IBM digital library of image information will be PS/2, and Sun workstations. available to people in any of these locations. Estimates for distribution of network access by NATIONAL ACCESS the end of 1991 include over 1,000 sites serving 2 to 4 million people involved in Remote access to digital images presumes a research or education. NREN will triple the national networking infrastructure that can number of sites, reaching all states and accommodate the transmission of massive data territories by 1995.11It appears that the at high speeds. The files for digital images are scanning and digitizing of deteriorating library large. An 8 and 1/2 X 11" page stored at 200 material and the establishment of large capacity dpi resolution may be as large as 4 megabytes networks could coincide to produce a truly in its uncompressed form, compared to the file national digital library. for an alpha-numeric representation of the page (averaging 3,000-5,000 bytes per page).8 Even NOTES though digital files may be compressed for 1 Digital image technology, for the purposes of this storage and transmission economy, the resulting article, is defined as the electronic encoding of scanned compressed images are still quite large.In the documents in digital image form. The text contained in Cornell/Xerox project, the compression ratio is these images is not converted (for textual interpretation or 15 to 1 for textual materials, with compressed indexing purposes) to alphanumeric form at the time of image files averaging from 60,000 to 80,000 scanning, althugh the potential exists for such conversion, bytes per page. Transmitting a significant in whole or part, from the digital files at some later time. The present capabilities of optical character recognition number of digital images would overwhelm are inadequate for capturing both the information and the moderate to low capacity networks. presentation of the original document, especially when one considers the vast number of languages, illustrations, The National Research and Education type faces, and printing techniques present in the Network (NREN), currently pending funding in collections of modern research libraries. See Stephen Congress, will consolidate the collection of Smith and Craig Stanfill, "An Analysis of the Effects of Data Corruption on Text Retrieval Performance," TCP/IP networks now known as the Internet (Thinking Machines Corporation, Cambridge, MA: into one high speed, high capacity system. It is December 14, 1988). predicted that the increasing capacity of such a national network will keep pace with the 2. In a recent three week period, the average daily scan demand for the timely transmission of an rate was 1548, which included initial setup and on-screen inspection, scanning, storing, rescanning, and transmittal increasing volume of large digital files.9 for printing. This rate was achieved despite down time Michael M. Roberts, in the Summer 1991 issue for system and network failures associated with the use of of EDUCOM Review, suggests that advances in prototype equipment and time spent in demonstrations for the semi-inductor and fiber optics industries visitors. Estimates for one image per frame filming range have resulted in a communications revolution as high as 2,000 per shill, but microfilming service bureaus are also responsible for density and resolution that offers networking speed and capacity at tests, visual film inspection, the preparation of three costs that are reasonable. He goes on tomodify generations of film, and box labeling. The time to a quotation by Gordon Moore,chairman of complete these additional tasks should be considered in Intel Corporation, who said "Make your plans calculating the microfilming production rate. Phone on the assumption MIPS arefree." According conversations, Annc R. Kenney with Shawnc Diaz to Roberts, "Today an updated prediction Creasman, Shift Supervisor, MAPS, The MicrogrAphic

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Preservation Service, and with Fred Keib, Manager, National Archives and Records Administration, 1990). Cornell Photographic Services, August 28, 1991. ANSI Standard Z39.48-I984, currently being revised, covers the requirements for permanent/durable paper. The The potential for containing labor costs exists on a Cornell/Xerox Project compared paper output from digital number of fronts with digital technology. For example, files that were scanned and printed at 300 dpi to those selection and preparation time often represents a large scanned and printed at 600 dpi. The 300 dpi images were percentage of the expense in reformatting.In a microfilm fouad to be unacceptable for replacing (as opposed to project, material is normally inspected for completeness providing surrogates for) deteriorating originals. prior to filming and after filming as well, because the number of retakes on a role of film is strictly limited. 7. The first 500 of the 1,000 volumes chosen for the Digital technology is infinitely flexible:a page may be Come 11Xerox Project were selected from the inserted or replaced with ease. Thus in a scanning Mathematics Library and include works of significant project, material need be inspected just once, at the end of authors and individual titles that have contributed the process, rather than twice.Similarly, items that are substantially to the development of the discipline. missing pages may be scanned at any time, and the missing pages inserted as they are located. The major 8. Anderson, Mitchell, Pennebaker, and Gonzales, "Image labor costs, that associated with the scanning of images, Compression Algorithms," (Paper delivered at the could also decline as institutions move from prototype to International Electronic Imaging Exposition & production operations and as improvements in automatic Conference, Boston, MA., October 3, 1988), pp. and semi-automatic feed mechanisms eliminate the risk of 398-401 a paper jam, as automatic skew detection becomes standard, and as bound volume scanners are developed. 9. Kenneth M. King, "Progress in Building a National Information Infrastructure," EDUCOM Review 26, No. 2 (Summer 1991): 63-64. The Coalition for Networked 3. Donald J. Waters, From Microfilm to Digital Information (CNI) was formed by the Association of Imagery. On the feasibility of a project to study the Research Libraries, CAUSE, and EDUCOM in March means, costs and benefits of converting large Quantities of 1990 to explore the promise of high performance preserved library materials from microfilm to digital computers and advanced networks for enriching images (Washington: The Commission on Preservation scholarship and enhancing intellectual productivity.It has and Access, 1991). Michael Lesk has argued that the cost become a recognized force in the evolution of policies and of creating digital images from microfilm will be cheaper practices which will govern the networked research and than scanning. See Michael Lcsk, Image Formats For education information environment. Preservation And Access. A Report of the Technology Assessment Advisory Committee to the Commission on 10. Michael M. Roberts, "Positioning the National Preservation and Access (Washington, Commission on Research and Education Network," EDUCOM Review Preservation and Access, 1990), p. 8. 26. No. 2 (Summer 1991): 12

4. Cost analysis was also a part of the National Library of 11. Paul Evan Peters, "Connectivity," (presentation to the Medicine study, where costs for scanning and related Bentley Mellon Fellow Seminar on the Impact of activities ranged between 12 and 28 cents per page. See Technology on the Research Process: Archives in the volume I, pages 11-15 in Document Preservation by Year 2000, Ann Arbor, July 18, 1991). Electronic Imaging. See also National Archives and Records Administration. Optical Digital Image Storage System, Project Report, March 1991 (Washington: National Archives and Records Administration, 1991) p. 19-24. The latter report concluded that scanning could not he justified purely on the basis of cost alone.Intangible benefits were cited, such as improved image legibility. improved timeliness and accuracy of access, enhanced retrieval, reduction of space requirements, and reduced or eliminated handling of original documents.

5.Barnaby J. Feder, "A Copier That Does a Lot More," The Ncw York Times, Wednesday, October 3, 1990, D1.

6. Norvcll M.M. Jones, Archival Copies of Thermofax, Verifax, and Other Unstable Records. National Archives Technical Information Paper No. 5. (Washington:

ACCESS NOV.-DEC. 1991 PAGE6 THE COMMISSION ON PRESERVATION AND 1 c' 5 COLLEGE LIBRARIES agreed to consider the feasibility of a PREPRINT ON COMMITTEE DISCUSSES project to use digital imaging equipment TECHNOLOGY & ETHICS to cooperatively scan out-of-print books OF FUTURE PRESERVATION MANAGEMENT TRAINING. needed for current college instructional DIGITAL PRESERVATION programs. A benefit of scanning equip- fixed Microform and Digital", a iPreservation Management Sem-ment is that it can be used by many preprint of an article by Row- nar for College Libraries and adepartmenton a campus. By taking land C.W. Brown appearing in proposed digital technologyadvantage of existing equipment and anthe October 1991 AIIMINFORM,is A existing network, a library can gain the project provided the major agenda available upon request from the Com- items for the College Libraries Commit-capability for digital imaging for incre- mission. The four-page article, prepared tee at an October 1991 meeting held mental costs. A technology sub-groupat the request of the Association for at Commission headquarters. The firstwill examine the applicability of this Information and Image Management one-week preservation managementapproach, to be discussed at the next(Silver Spring, MID), discusses ethical seminar, developed jointly by themeeting scheduled for March 20, 1992. and technical considerations of the Commission and SOLINET (Atanta, Somehow our acceptance of The committee agreed to impermanence in society move ahead in planning a may have.dulled our efforts second seminar. to seek immortality. CALIFORNIA ADVANCES GA), was held July 20-27, 1991 at STATEWIDE PRESERVATION preservation of knowledge as we enter Washington & Lee University. Accord- an environment in which electronic Califomia has recently issued thetechnologies may well dominate tradi- ing to Lisa Fox, SOLINET Preservation proceedings of a March 1991 Officer, positive evaluations of the tional print options. conference Toward a Califor- "Somehow our acceptance of imper- seminar were due in large part to the nia Preservation Program;prepared high motivation of attendees and to the manence in society may have dulled our packages of original software and in-efforts to seek immortality, to record for ability of the faculty to adjust to learners' structions for institutions to assess theirall time the fruits of our creativity, our needs. Participants' awareness of andpreservation needs; and named a 30- confidence in institutional support also life and times, our accomplishments person Preservation Task Force toand beliefs," Brown writes, suggesting participate in a three-day retreat in that multiple solutions will be required February 1992 to draft a statewidefor the future. Brown is a consultant to preservation cooperation plan. the Commission and chair of the The March 1991 conference, whichTechnology Assessment Advisory Com- marked the beginning of the statewide mittee. preservation program, was attended by 150 librarians, historians and archivists. BOARD MEMBER AVRAM The state financed the conference pro- HONORED ceedings with Library Services and Con- struction Act Title III funds administered Henriette D. Avram, associate by the state librarian. The state now is librarian for collection services at contributed to a successful event. distributing new needs assessment soft- the Library of Congress (LC) and The committee and SOUNET willware packages that enable institutionsa Commission board member, retires conduct follow-up evaluations with par- to discriminate among competing from LC at the end of December 1991. ticipants and library directors in Febru-preservation needs and establish Ms. Avram has served LC for over 25 ary 1992. focusing on the seminars priorities. years, the last eight as director of the impact on institution& preservation pro- The upcoming February 1992 retreat library's largest service unit. Ms. Avram's giams. The committee agreed to movewill use previous conference outcomesachievements are termed "formidable" ahead in planning a second seminar inand statistical data to draft a cooperative by the library profession, and a recent the northeast in Summer 1992, withplan. which the state expects to imple- tribute tagged her the "quintessential tuition held at current rates. Furtherment under the emerging California librarian." "She leaves a legacy here not information on application proceduresMultitype Library Network. Furtheronly in the structure and standards of and location can be obtained frominformation is available from Barbaraour bibliographic operations, but in the SOLINET, phone 800-999-8558. Will, Networking Coordinator, at the many library managers and specialists Recognizing that there are manyCalifornia State Library, Library Devel-nurtured under her stewardship," com- issues to address, including selection ofopment Services, 1001 Sixth Street,mented James Billington, Librarian of materials and copyright, the committeeSuite 300, Sacramento, CA 95814. Congress.

NUMBER 40 THE COMMISSION ON PRESERVATION AND ACCESS NOVEMBER-DECEMBER 1991 1OC ABOUT YOUR NEWSLETTER THE COMMISSION ON iRF.SFRVAT1Or AND Acct SS ibraries should gauge their SUBSCRIPTION quality not in terms of size On August 26, 1991, we mailed NewstErrok but in terms of how successful SPECIK NOTICE a SPECIAL NOTICE to all ,CaIR WSJ 15 MIMED TO HAMM library users are in obtaining the YON CCIIIKIWIttaRT newsletter subscribers, asking NEWSLETtrilsosscarnao information they want and SEEOMER Sit POPI DEDALS for a reply by October 31, 1991. The whether librarians can obtain notice asked subscribers wishing to con- and deliver documents and tinue receiving this complimentary is the last newsletter you will receive. informaticn in a timely manner. newsletter to return the form, making (NOTE: Commission sponsors will ...For most library users, suc- any necessary address corrections. The continue to receive the newsletter, as will cess is getting your hands on notice explained that persons who did persons who were added to the list after what you need, when you need not return the form would be deleted August 26. 1991.) it.. from the mailing list. We instituted this "purge" to help us Point of View "Research Libraries As of the October 31,1991, deadline contain our newsletter printing and mail- Must Abandon the Idea That 'Bigger is ing costs. We appreciate your cooper- Betterby Richard M. Dougherty; The we have received replies from half of Chronicle of Higher Education; June 19, our mailing list of nearly 1,000. For those ation in helping us maintain this news- 1991. of you who did not return the form, this letter as a service of the Commission

INSIDE THIS NEWSLETTER "Update on Digital Techniques, a report from the collaborative project of Cornell University and XeroxCorporation to test a prototype system for recording deteriorating books as digital imagesand producing high quality, archivally sound paper facsimiles. rAlso, a Special Report. Some Thoughts on Paper as an Information Storage Medium,- preparedby Peter G. Sparks at the Commission's request as part of its scientific research initiative.

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