Preservation, Conservation and Access Project

at the National Library, Singaporeby

Ms Mages PeriasamySenior Reference LibrarianNational Library, Singapore

International Conference on Challenges inPreserving and Managing Cultural Heritage Resources

19 - 21 October 2005 Rizal Library,

Ateneo de Manila University

PCA PROJECTPCA PROJECT

ObjectiveTo preserve, restore,

archive & make accessible

85,000 rare & heritage materials

Deliverables Fumigation,

Conservation, Microfilming, Digitization,

Archival Boxing & Encapsulation

LONG-TERM GOALSLONG-TERM GOALS

Premium reference centre for Singapore rare/heritage materials

Facilitate access to Rare/Heritage materials

Prolong shelf-life of Rare/Heritage materials

Preserve historical & social memory, and the literary heritage of Singapore

BACKGROUNDBACKGROUND

Concurrent Collections Projects

Existing Preservation Activities (Adhoc)

• Microfilming,Fumigation &

Conservation repair

Engaging a Preservation Consultant Comprehensive Disaster Management

Plan Digitisation

CHALLENGES & ISSUESCHALLENGES & ISSUES

Convincing Management

Outsource OR Do In-house

Logistics

Extent of Conservation Repair

Timeline

Scope

Costs

IDENTIFYING & SELECTING A VENDOR

All-in-one / Hybrid method

Minimize handling

Quantity of items

Outsource

Track record

VENDOR AT WORK…NATIONAL ARCHIVES OF SINGAPORE

COLLECTIONS PREPARATION : IDENTIFYING the COLLECTIONS

Selection Criteria •unique & irreplaceable

Various Collections •Rare, Legal Deposit, Closed Stacks,

Donor, etc.AccessOther collections

•Maps, posters & literary manuscripts

COLLECTIONS PREPARATION : SORTING the COLLECTIONS

For Fumigation, Conservation,

Microfilming & Digitisation

Condition Study by Conservator

Three categories of Conservation

Treatment

Copyright Clearance

Sorting Grid

Sorting Grid• To reflect the various categories of

treatment• To facilitate packing into boxes and for

easy identification & trackingTreatment Microfilmed

AlreadyTo

Microfilm

Orange S A

Green or Orange/Green

B C

Pink D E

Box No. :

A1, A2, B1, E3, etc.

Extent of Preservation & Conservation

Preserve the

content?

Preserve the

original look?

Artifact?

Minimal

repair?

Full restoration

?

PICTURES OF RARE BOOKS CONSERVED…BEFORE AFTER

Logistics & OperationsTransportation • Fixed day• Fixed no. of boxes• Clean boxes

Space

• Large work area

• Quarantined area

• Warehouse storage

• Proper climate control

Tracking• Account for each item

Workflows

• Within National Library

• Within Archives

• No bottleneck

Logistics & Operations : Tracking

Logistics & Operations : Tracking

OTHER ISSUES

Effective Communication Channel

Balance between our Requirements & the vendor’s Expertise & Constraints

Manpower – use of casual staff

COSTS & TIME MANAGEMENTCOSTS VARIATION Quotation – General costs for

each of the 3 treatment types Changes in Conservation repair

costs – Extra costs Variations in charging Each book had its own merit

TIME MANAGEMENTAdditional RequestsChanges in the type of treatment for each book

LEARNING POINTS

Dedicated staff

To Ensure Continuity in Manpower

Problem-solving skill

Good Tracking Mechanism

Phasing of Large-scale Projects

Strategic Partnerships

LEARNING POINTS

Preservation - Point of Acquisition

Preservation Strategy incorporated into

standard workflows

All labels pasted externally onto archival

box

Identifying Rare / Heritage title

Handling a Rare/Heritage item

Temperature / Humidity Control

Archival Boxes / Mylar Encapsulation

RARE BOOKS IN ARCHIVAL BOXES

CONCLUSION & THE NEXT PHASE

Preservation - Continuous Process

Prevention is better than cure

Preservation Strategy for Staff &

Customers

Phase 2 ….

THANK YOUTHANK YOU …