UCB Libraries


Libraries Policies: Cataloging Policies
           Preservation Policy: Principal Functions and Responsibilities

  1. Introduction
    The Preservation Department is responsible for the physical state of the Libraries’ collections. This responsibility includes library materials in all physical formats. The following statement describes the department’s principal functions and areas of responsibility. These are of two kinds:

    Areas of direct responsibility: Those activities for which the Preservation Department has decision making authority and responsibility. Consultation is sought with individuals in other departments when necessary and appropriate.

    Areas of collaborative responsibility: Activities in which the Preservation Department collaborates with other departments and for which Preservation is included routinely in the information chain.

    A. Areas of Direct Responsibility. The Preservation Department exercises direct responsibility over the following activities:

    1. Condition evaluation
    2. Binding and/or enclosure
    3. Shelf Preparation
    4. Repair
    5. Conservation
    6. Reformatting
    7. Brittle book analysis

    B. Areas of Collaborative Responsibility. The Preservation Department exercises collaborative responsibility for the following activities:

    1. Institutional representation for preservation organizations
    2. Disaster planning and response
    3. Environment
    4. Training & outreach
    5. nformation resources
    6. External vendors of preservation products and services
    7. Preservation Policy: Principal Functions and Responsibilities

  2. Areas of Direct Responsibility.
    The Preservation Department has direct responsibility for the following activities and functions. Bibliographers and other individuals with knowledge of specific cases or collections will be consulted as necessary and appropriate.

    A. Condition Evaluation: assessment of physical condition

    1. evaluation of individual volumes to determine appropriate treatment
    2. surveys of collections to determine condition and appropriate treatment (example: The "4+" copies project)
    3. reports and statistics

    B. Shelf Preparation: preparation of new material for public use

    1. application of appropriate spine labels, identifying marks, etc. to library materials
    2. creation/editing of item records for library materials
    3. reports and statistics

    C. Binding: selection of materials in need of commercial binding and/or enclosure

    1. evaluation of materials for binding
    2. selection of appropriate binding methods and/or type of enclosure
    3. management of budget
    4. reports and statistic
    5. liaison with commercial bindery [external vendor]

    D. Repair: damaged materials not in need of binding or conservation

    1. evaluation of materials for in-house repair
    2. selection and execution of appropriate repairs
    3. reports and statistics

    E. Conservation: damaged materials in need of highly specialized treatment

    1. selection and analysis of volumes for treatment by a conservator [external vendor]
    2. liaison with conservators [external vendors]
    3. management of budget
    4. reports and statistics

    F. Brittle and Deteriorated Books: not suitable for binding or repair

    1. identification and analysis of brittle and deteriorated materials
    2. bibliographic searching to determine replacement status and microfilming history
    3. recommendation of appropriate treatment to bibliographers
    4. coordination of bibliographer review
    5. execution of appropriate treatment
    6. reports and statistics

    G. Reformatting: transferring intellectual content to another medium

    1. selection of appropriate methods
    2. liaison with external vendors
    3. management of budget
    4. reports and statistics

  3. Areas of Collaborative Responsibility: The Preservation Department does not have sole or principal authority in these functions, but cooperates with other departments to achieve goals. The Preservation Department has collaborative responsibility in the following areas:

    A. Institutional Representation for Preservation Organizations: serves as principal contact for

    1. Association of Research Libraries (with ADAS)
    2. Commission on Preservation and Access
    3. Colorado Preservation Alliance
    4. others as appropriate

    B. Disaster Planning and Response (with Administrative Services)

    1. select and maintain a stock of appropriate supplies
    2. coordinate recovery efforts
    3. staff education and training

    C. Environment (with Administrative Services; Circulation)

    1. monitoring of environmental conditions
    2. space planning
    3. storage projects

    D. Information Resources (with Collection Development Librarian; COG)

    1. selects/recommends appropriate materials on preservation topics

    E. External Vendors of Preservation Products and Services (with Administrative Services; Acquisitions; Collection Development; COG; Public Services; Systems; others as appropriate)

    1. develops technical specifications for preservation products and services not available in house
    2. participates in the bidding process for external vendors
    3. develops standards and inspection procedures for quality control of preservation services
    4. maintains records, reports, and statistics on external vendor performance

Approved in Council 3/20/1996