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University Libraries | Libraries & Departments | Preservation |  Assessment Manual

Preservation Department 

Collections Needs Assessment Manual

INSTRUCTIONS FOR COMPLETING THE SURVEY FORM

(SF1-Paper Based Items)

Accepted terms summary

1. Read the Comments and Notes after each box for instructions on how to complete the box.
2. Click on any underlined and highlighted word or term to find its definition.
3. Some of the responses require a specific action under part C. What Needs to Be Done.   Others require more information.  These are displayed in Red type.  Click on the symbol (v)  following the term for more information.

SURVEY FORM-PAPER BASED ITEMS                          Attach Barcode Here.

Collection:  ___________            Date completed:  _________________

Assessor:  ________________                                       DATA ENTRY COMPLETE?   ___

COMMENT: complete the above box with the 3 letter code for the location being surveyed, today’s date, and your initials.

CHECK ALL THAT APPLY unless otherwise specified

¨  Paper or other things found in item that don’t belong to item

¨  Damaged by poor shelving

¨  Poorly shelved – no direct damage

COMMENT:  Items with shelving problems will contain a Shelving Problems form.  Items with extraneous paper/items might contain a Shelving Problems item.

Year Published

COMMENT:  Enter the year of publication for all items – monographs, serials, other.  If an item shows more than one year, enter the earliest date (for instance: Vol 32  1999/2000.  Enter 1999)

A. What is it? General Description.

A.1. TYPE (pick one):

¨ Book

¨ Pamphlet (single signature)

¨ Unbound paper

¨ Other – Paper based v

COMMENTS: Check only one box for question A.1.Type.

A.2.COVER (pick one – plus “Special Cover” if applicable):

¨ Rigid Board – cloth ¨ Rigid Board – paper ¨ Rigid Board - buckram ¨ Rigid Board – Leather ¨ Paperback ¨ No Cover

¨ Econo-bind or Lamijack ¨ Pam bound ¨ Thermal Bound ¨ N/A-unbound ¨ Other – specify  ________ v ¨ Special Cover

COMMENTS: Check only one box for question A.2. Cover. 

EXCEPTION:  If the cover is a “Special Cover” check that box and check a box that describes the construction of the cover.

NOTE: If the cover is constructed of more than one material, select the material that covers the book’s joint.  EXCEPTION: Side-stapled items rebound with old “pam board” (marbled greenish or brown pattern with cloth or light buckram spine cover).  These are classed as paper, not buckram or cloth.

A.3. ADDITIONAL PROTECTIVE COVERING:

¨ NONE

¨ Box – paper board ¨ Box – rigid board w/buckram ¨ Slip case ¨ Portfolio W/flaps ¨ Portfolio - flapless

¨ Dust Cover ¨ Local box - manila ¨ Special Enclosure ¨ Princeton ¨ Other – specify _________ v

COMMENTS: Most of the time you will check only one box for question A.3. Additional Protective Covering.  It is possible that a book will have more than one protective covering.  For example, a book with a slip case might also be enclosed in a box.  Check all that apply.   However, if you select “none,”  you cannot check other boxes.

A.4. TYPE OF PAPER (pick one):

¨ Acidic – Non-coated paper ¨ Non-acidic – Non-coated        paper ¨ Coated ¨ Newspaper ¨ Onion skin

¨ Multiple paper types – acidic (describe) v ¨ Multiple paper types – none acidic (describe) v ¨ Other – specify ____________v

COMMENT: Only one box should be checked. 

NOTE: In most cases, the book’s paper will be either non-coated or coated.  If it is non-coated, use the pH testing pen to determine whether the paper is acidic.  Sometimes the publisher’s comments, description of the book, or the copyright page will state that the paper is non-acidic.  In that case, you do not need to test the paper. 

NOTE: If only a few pages of illustrations are coated paper and the rest of the book is non-coated, select non-coated.  If there is extensive mixing of papers, read the definition of “Multiple paper types.” If the book fits the description, check the appropriate box and describe the types of paper in Section D.

A.5. LEAF ATTACHMENT (pick one):

Adhesive -¨ Double fan adhesive ¨ Other - adhesive Sewn - ¨ Signature -STF ¨ Other – sewn ¨ Side Stapled ¨ Spiral bound

¨ Loose-leaf notebook ¨ Pam bound  - Stapled or sewn ¨ Pam bound  - Taped ¨ Unbound pages ¨ Other – specify ________v

COMMENT: Check just one box.  If you are not sure (sometimes it is hard to tell how the pages are attached) check with your supervisor.

NOTE: Be particularly careful with pamphlets.  The presence of staples does not automatically mean it is “Pam bound – Stapled or sewn.”  That term applies only when staples or thread are the primary or only method of attaching the pamphlet to the binder.  Click here to review the definitions for types of pam binding.

A.6. ATTACHMENTS OR INCLUSIONS

¨ NONE

¨ Paper item(s) ¨  CD or DVD  v ¨  Diskette  v ¨ Audio Cassette v ¨ Video Cassette v

¨ Foldouts, centerfolds ¨ Photos or illustrations (glued or taped) ¨ Special Endsheets ¨ Other – specify ____________ v

COMMENT: An item might have more than one type of inclusion.  If so, check all that apply.  For example, a book might have a CD in a pocket and another pocket with the instructions for the CD.  If the inclusions are sufficiently thick that they are damaging the book, make a note of this and keep it in mind when you complete Sections B & C.  If you select “none,” no other responses can be selected.

A.7. PAST PRESERVATION ACTIONS

¨ None evident

¨ Rebound – Heckman ¨ Rebound – Houchen ¨ Rebound - Other ¨ Pam Bound – in house

¨ Book Repair – in house ¨ Brittle book review – Boxed or archival photocopy ¨ Patron ¨ Other – specify ______ __ v

COMMENT: Check all that apply.  More than one preservation action may have been taken.  For instance, it is possible that book was rebound and later needed minor repairs.  However, if you select “none evident,” no other responses can be selected.

B. What is item’s condition?

B.1. COVER CONDITION:

¨ Good ¨ N/A-unbound pages ¨ Spine loose, detached,         or damaged v ¨ Boards loose or detached v ¨ Worn ¨ Dirty ¨ No Cover

¨ Acidic (pam , paper) ¨ Damage from light v ¨ Bug damage ¨ Animal damage ¨ Mold v ¨ Water damaged ¨ Other – specify ___________v

COMMENT: Check all that apply.  However, if you select “good,” no other condition can be selected.