UCSD Preservation Program
Strategies for Implementation

A. ENVIRONMENT AND PREVENTION

Status as of 1990 Short Term Recommendation:
2 years		 Long Term Recommendation: 5 years Final Report 1998:
7 years
1. Preservation Librarian is consulted on building & construction plans. Preservation Librarian has assignment to review all plans for preservation implications. Same PL consulted on plans as deemed necessary.
2. Virtually no uniform, librarywide written policies/standards on environmental controls. Preservation Librarian begins to draft policy/standards, including details such as schedules for changing filters in air handling systems. Comprehensive policy/standards document in place and implemented. Consulting with Physical Plant Services as needed. No written standards.
3. Inconsistent temperature and humidity controls in campus libraries. Urgent problems rectified as needed. All facilities have temperature and humidity controls up to the standards of the Geisel Library addition. Library HVAC systems stable except SIO. Minor CAP resubmitted 1998. Wall mounted fans installed to assist SIO HVAC as an interim solution.
4. Insufficient number of hygrothermographs (4). All campus libraries with research collections have adequate number of hygrothermographs (8). Same Dataloggers installed in SIO Archives. Four available for use in other libraries.
5. Little regular monitoring of effects of lighting on collections. Regular monitoring in place; determine where added UV shields are urgently needed and install. UV filters in all appropriate areas; other light control measures in place (blinds, curtains); no important collections adversely affected by light. Geisel Library & SIO Archives lighting meet standards.
6. Library has little influence over Physical Plant personnel with respect to their activities relating to preservation of collections. Increased awareness of preservation by cleaning staff; regular inspection of relevant systems (e.g., air handling) and prompt action; personal contact with cleaning supervisors by Preservation Librarian. Ongoing maintenance; Preservation Librarian participates in training of Physical Plant personnel, as appropriate. PPS and library work closely to assure continued collection preservation.
7. No organized fumigation program. Preservation Librarian writes guidelines for fumigating. Supplemented when necessary. Same Integrated Pest Management program in place. Web information in place.
8. Modest summer stack cleaning program. Some selective increases in program until current building projects are completed. Clean all library stacks at least every three years. Cleaning all libraries on a 2 or 3 yr. cycle. Integrated into regular stack maintenance program, but funded by preservation.
9. Little or no preservation oversight in equipment purchasing, development of maintenance contracts.   Preservation Librarian consulted on all relevant equipment acquisitions (e.g., copy machines, book drops) and maintenance contracts (e.g., for playback equipment). Little headway has been made in this area. New photocopier service only supplies four drop edge copies to entire library system.
10. No librarywide policy on book drops. Written policy on book drops established standards, when they may be open, etc. Same Book drops remain open, but are supplied with signage to use rubberbands to hold the book closed. Spring-loaded drawers.
11. Irregular schedule of rare book refurbishment. Annual (or other regular, as feasible) inspection and prioritizing of materials to be treated. Rare books treated in-house or at suitable regional alternative. Funded on an annual basis by Preservation Project Budget.
12. Preservation Librarian on the Library Security Council. Same Same Completed.


B. STAFF AND USER EDUCATION

Status as of 1990 Short Term Recommendation:
2 years		 Long Term Recommendation: 5 years Final Report 1998:
7 years
1. Little orientation of new staff to Preservation requirements. Mandatory orientation session for all new library staff (offered quarterly). Same Orientations offered twice annually each fall.
414 staff trained as of Fall 1998.
2. Little continuing preservation education for existing staff. Series of discrete workshops on, e.g., treatment/repair; outside presenters brought in as necessary. Comprehensive program of continuing education, with multimedia resources, etc. Training in place and ongoing.
3. Uneven sense of responsibility for preservation among staff. Consciousness raised through regular and consistent formal and informal communication about preservation. Most library employees have responsibility for preservation written into job description. Increased awareness by library staff. Ongoing awareness training. In job descriptions.
4. Support for preservation training and related staff development in place. Continue and expand support as needed. Same Ongoing.
5. Sporadic user education. Target undergraduates through library tours and bibliographic instruction sessions. Focus on those few practices that will gain most preservation benefit. Extend user education to entire user community and maintain ongoing program. Permanent exhibit cases used for preservation education, tours.
6. No cooperative efforts in user and staff education. Work with others in UC and at SDSU on videos, other media. Develop bulk quantity handouts, bookmarks, etc. Preservation network in San Diego (Southern California?) develops regional workshops, etc. PL active in California State Preservation Program and Training. Preservation collection cataloged and available for loan to area libraries.

C. DISASTER RESPONSE AND PREPAREDNESS

Status as of 1990 Short Term Recommendation:
2 years		 Long Term Recommendation: 5 years Final Report 1998:
7 years
1. Present Disaster Plan outdated. Updated, integrated plan:
*Disaster Response Team in place;
*procedures for dealing with water, earthquake, fire and smoke damage;
*clear priorities for salvage, with related maps;
*clear authority for decision making, expenditures in a disaster;
*regular scenarios and drills conducted
*clear contacts established with staff, vendors, consultants;
*Preservation Program in place and routines clearly outlines.		 Same Plan updated with web access to disaster procedures.
2. Inadequate training in disaster preparedness. Training program for all relevant staff; hands-on experience; job descriptions indicate responsibilities. Same Training conducted on a regular and as needed basis.
SILDRN established to address the regional preparedness issues.
3. Inadequate and missing disaster supplies. Adequate inventories established and maintained. Same Supplies on hand for a 10,000+ book disaster.
SILDRN supplies available for a 40-50,000 book disaster.

D. PRESERVATION SELECTION AND TREATMENT

Status as of 1990 Short Term Recommendation:
2 years		 Long Term Recommendation: 5 years Final Report 1998:
7 years
1. Selection and treatment done on as-noticed basis. Priorities and programs established in four major areas of the collections: working, research, special and archival, non-print. Same No written priorities established.
2. Little documentation on selection and treatment policy/ procedures. Collection Management and Preservation Department drafts and/or coordinates appropriate documents on selection and treatment policy and procedure. Documents completed. Ongoing implementation. PL and Collection Development librarians handle selection & treatment decisions as needed (With the absence of a full time AUL - Collections since 1992, this part of the preservation program has had less emphasis).
3. Little consistency in repair operations librarywide. Consistent written procedures, guidelines and training for bindery and repair staff librarywide. Repair activities centralized for all libraries in the Preservation Unit. Repair functions centralized in Preservation Department with adequate staffing and equipment.
4. Little attention to preservation needs of non-print collections. Evaluation of preservation needs of non-print collections is underway. Capability to treat (and/or refer for treatment) non-print materials. AAL, Music & FVL address needs of their respective collections and receive Preservation Program funding.

E. ORGANIZATION AND ADMINISTRATION

Status as of 1990 Short Term Recommendation:
2 years		 Long Term Recommendation: 5 years Final Report 1998:
7 years
1. Preservation largely distributed function. Preservation program focused in Collection Management and Preservation Group or Department. CMPG has binding, treatment functions as centralized responsibility. Preservation Department fully staffed and operational since 1995.
2. .3 Preservation Librarian in place. .5 or 1.0 Preservation Librarian in place. 1.0 Preservation Librarian and conservation staff in place. 0.6 PL in place.
3. Functions of disaster readiness, preservation education, preservation selection and treatment are unevenly distributed throughout Library. Working groups in these three areas are in place, as are relevant written guidelines, procedures. Same; with possible modifications as a result of increased preservation staffing. Functions focused in Preservation Department.
4. Little focus on preservation in development program.   Library takes preservation message to community at large; component of fundraising campaign. Preservation has not been a focus in the development program.