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The Preservation Management Handbook

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Table of Contents

List of Figures Foreword by Michele V. Cloonan Preface Acknowledgments PART I: FUNDAMENTALS Chapter 1: Mapping the Preservation Landscape for the Twenty-first Century Fundamental Change Definitions Hybrid Collections New Skills Conclusion Chapter 2: Preservation Principles Preservation Principles Context and Aims General Principles Specific Principles Artifact or Information? Starting Points Chapter 3: Managing Preservation: Policy, Assessment, Planning Preservation as Institutional Mandate Mission Statements Sample Mission Statements Developing a Mission Statement Policies Sample Preservation Policies Practical Considerations Related Policies Assessment: Building, Context, Environment Conducting the Assessment External Risk Factors Assessment: Collection Condition Determining What is in the Collection Survey Tools Reviewing Storage Conditions Determining Value Developing a Plan Building a Realistic and Supportable Plan Staff Staff Training Disaster Planning and Recovery Minimizing Risks Response Recovery Developing a Disaster Plan Conclusion PART II: COLLECTIONS Chapter 4: Artifacts and Information Concepts Information or Artifact? Access Requirements and Preservation Preserving Artifacts Intrinsic Characteristics Paper Manufacture and Quality Putting the Image onto paper Book Structure Other Materials in Paper-based Collections Extrinsic Factors Storage Environment Enclosures Shelving Handling Standards Routine Collection Maintenance Preserving Information Reformatting Physical Objects Target Formats Digital Objects Microfilm Preservation Photocopies Other Formats Reformatting Digital Objects Conclusion Chapter 5: The Environment Common Practices Risk Management Agents of Deterioration Monitoring The Ideal Environment Building Envelope and Structure Impact of Local Climate Human Comfort Design and Construction of Buildings Cost Renovating an Existing Building New Buildings Integrated Pest Management Trusted Digital Repositories Definition of a TDR Principles of TDRs Auditing and Certification Principles and Best Practices Heat Water Light Air Mold Pests Fire Conclusion PART III: MATERIALS AND OBJECTS Chapter 6: Creating Preservation-friendly Objects Rationale Contexts and Materials Responsibilities Intellectual Access and Control Kinds of Metadata Describing Objects Indicating Relationships Among Objects Recording the History of Objects Managing and Using Objects Representation Information Other Metadata Considerations Creating Preservation-friendly Objects: Examples Medieval Scribes' Choice of Material Charles Darwin's Notebooks Library Editions Microfilm Permanent Paper Film Long-lived Digital Storage Media Digital Objects Created from Digitizing Born-digital Objects Conclusion PART IV: MEDIA AND MATERIAL Introduction Chapter 7: Holdings Protection (Richard Dine, Michael F. Knight, Shelby Sanett) Chapter 8: Paper Objects and Books Paper: Library and Archives Materials (Donia Conn) Paper: Works of Art on Paper (Donia Conn) Books (Dawn Walus) Chapter 9: Photographic Materials Photographic Materials (Brenda Bernier) Microform (Ross Harvey) Chapter 10: Sound Materials Sound Materials: Magnetic Media (Elizabeth Walters) Sound Materials: Mechanical Formats (Bob Pymm) Sound Materials: Compact Discs (Matthew Davies) Chapter 11: Moving Image Materials Moving Image Materials: Motion Picture Film (Liz Coffey) Moving Image Materials: Magnetic Media (Elizabeth Walters) Chapter 12: Digital Storage Media and Files Digital Storage Media: Magnetic Formats (Leslie Johnston) Digital Storage Media: Optical and Magneto-optical Formats (Leslie Johnston) Digital Storage Media: Flash Storage (Leslie Johnston) Digital Files (Ross Harvey) Chapter 13: Textiles (Frances Lennard) Chapter 14: Paintings (Heather Hole) Contributors Bibliography Standards Index

About the Author

Ross Harvey is Adjunct Professor in the School of Business IT and Logistics at RMIT University, Melbourne, Australia. He was formerly on the faculty of the Graduate School of Library and Information Science, Simmons College, Boston, and has held positions at universities in Australia, Singapore, and New Zealand. Visiting Professorships at the University of British Columbia, 2008 and the University of Glasgow, 2007-2008 allowed him to observe digital preservation practice at first hand. Martha R. Mahard is a Professor of Practice at Simmons College Graduate School of Library and Information Science where she teaches courses in management of photographic archives, moving image collections, art documentation, and digital preservation. She holds a Doctor of Arts degree in Library Administration from Simmons.


The recently published The Preservation Management Handbook: A 21st-Century Guide for Libraries, Archives, and Museums by Ross Harvey and Martha R. Mahard provides a snapshot of what 21st century preservation looks like, and a framework for how to manage preservation in this ever widening context. . . .[I]t can serve as useful reading for anyone working in preservation, and the media section is a particularly handy reference tool. [T]his book seems to be best suited as a textbook for an Introduction to Preservation course. There is a real need for such a text. . . .I am grateful to the authors for tackling the large challenge of perceiving and portraying what preservation looks like, or should look like in the 21st century. * Library Preservation 2 * The Preservation Management Handbook fills a void in current literature as a textbook for the preservation of information resources in the digital age. The editors and contributors to this volume have served the profession by mapping a new approach to a rapidly changing landscape. . . .The book includes clear explanations of the structure and vulnerabilities of library media and materials, from paper objects and books, to photographs, sound and moving-image materials, digital media, textiles, and paintings. . . . The Preservation Management Handbook is a good resource to keep within reach as an up-to-date compendium, and guide to other resources, on the preservation of library materials. * Metropolitan Archivist * One of the book's strengths lies in the fact that it addresses the current issues surrounding digital (especially 'born digital') records. This is not surprising as Harvey has written extensively about the subject in other publications. Saving digital records is a growing challenge for most repositories, and it is important that this is addressed in any new overview alongside the more traditional materials and methods. The authors brought in additional specialists to contribute sections to the final part of the book, each in their respective area of expertise. As a result, each specific category of material (paper, photographs, etc.) receives a solid overview that provides a strong introduction for beginners. . . .[I]t is an excellent resource that provides a foundation on which to build further education. The Preservation Management Handbook could be an introductory textbook or a useful reference volume for those with experience. Harvey and Mahard have succeeded in capturing the current state of a field that is changing more rapidly than it has in the past. * Technical Services Quarterly * This manual...[is] a very useful textbook for a preservation management course taught within information, archive, or museum studies programs. The use of experts for the materials chapters provides excellent information by format type and references standards and other useful websites for more in-depth information. . . .As a textbook for semester long course work this manual provides an abundance of resources for the student. The bibliography and list of standards are helpful. I recommend this book for professionals who may be starting out in collections management or who have recently been assigned that responsibility. It also serves as an excellent reference tool for collections management across cultural institutions with collections of all types. * Library Resources & Technical Services (LRTS) * This is a very strong book that belongs on any archives' preservation bookshelf. From a practical standpoint, the fourth section alone makes the book worth the investment. . . .That the book is designed for libraries, archives, and museums is exciting, perhaps even enhancing possibilities for partnerships on collaborative preservation projects between institutions. The book promises to be useful in a classroom setting as well, giving students a strong understanding of the most important concepts in managing preservation programs in any type of cultural heritage institution. Ross Harvey, Martha R. Mahard, and the many expert contributors of chapters on materials have created a much-needed textbook that fills a void in the literature. The Preservation Management Handbook is a must-have work for archivists involved in the preservation of cultural heritage collections, particularly those in small institutions or without a formal preservation background. * The American Archivist * I would not be surprised if The Preservation Management Handbook were to be referenced in GLAMR course content as an introductory textbook or a useful reference volume for those with experience. Harvey and Mahard have successfully captured the current state of an ever-changing field. * Archives and Manuscripts: Journal of the Australian Society of Archivists * Ross Harvey and Martha Mahard take preservation out of an institution-specific setting. Of particular value are the authors' thoughtful discussions about longevity, choice, quality, integrity, and access. Their book includes the components one would expect to find in a preservation program: assessment and planning; artifacts and information; risk assessment; the environment; media-specific concerns; and so on. Harvey and Mahard have made an important contribution to preservation by writing a book that will expand the forums in which its basic principles are considered. -- Michele V. Cloonan, editor-in-chief, PDT&C, and dean emerita and professor, School of Library & Information Science, Simmons College

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