|
|
|||||||||
|
|
|
|
|
Preservation Department Collections Needs Assessment Manual
Terms and Definitions Purpose: To help
ensure that the meanings of terms are undersood and stay relatively
consistent throughout the project. Most of these definitions apply to
terms included in the survey forms and are linked to training versions of the
survey forms (See Table
of Contents). Click
on this symbol : Additional
images can be found in the Photo Gallery
Acidic
paper:
Composition of the paper is not acid-free (i.e. pH is less than 6.8).
The pH test pen creates a yellow mark. If the paper is non-acidic, the
pH test pen leaves a purple mark when dry. Acidic
Cover (condition of cover):
The cover of a pam bound item or paperback item is acidic. (i.e. pH pen
leaves yellow mark when dry). No need to test other types of
covers. Acidic
Protective Cover or Enclosure Condition: Box, wrap, slip case
or portfolio enclosure (with or
without flaps) is acidic. This does not apply to dust covers. The pH pen leaves a yellow mark
when dry. Look for this particularly with unfitted commercial slipcases
and local slipcases made of exposed board.
Animal
Damage to Cover or Pages:
Usually will consist of chewing, teeth marks, or claw marks. Not caused
by bugs (see Bug Damage, below). Animals most likely
to cause damage to books are mice or dogs. Asian
Case: Asian
or Coptic Stitch:
Asian stitch consists of a method of side-stitching that is done by hand
rather than by machine. Stitches are usually exposed. Attachments
or Inclusions:
Items that have been included in or with a book. “Attachments” usually
means foldouts or centerfolds.
Other inclusions are typically audio or video cassettes, computer
diskettes (3-1/4 or 5 1/2 floppy disk), CDs or DVDs. Ideally,
inclusions will be secured in a pocket attached to the book or enclosure (if
there is one). If they are not, complete part “C. What needs to be
done” as usual, but place the items on the Secondary Review Shelves. Audio Cassette:
An audio cassette. Bad
fit - Protective Cover Or Enclosure Condition: Box or enclosure is too tight
(may be damaging book) or too loose (more than 1/2 inch extra width, length
or depth). Be careful since warped, uneven items may need some extra
space in box. Item should not wiggle back and forth significantly in
the enclosure or be cramped in enclosure. Barcodes: Barcodes (or OCR numbers) are
attached to each catalogued item. They are used for searching the
catalog, checking items in or out, and other inventory management.
Sometimes they are attached inappropriately (see Processing
Damage). It used to be standard practice to cut out “old”
barcodes. Please mark these as mutilation under Page Condition. Cause of damage is
“Processing damage – other” and make a note in D. Comments: “barcode cut out” Boards
loose or detached - Cover Condition:
Board(s) detached or torn at joint, not just at
hinge. This applies to paperbacks when the
front and/or back cover is detached or partly detached from the spine and the
text block. Book: Hey! You know what “a
book” is don’t you? A group of paper signatures or pages bound together
with some method to form…well…a book! For the purposes of this survey
form, does not include a pamphlet, portfolio, unbound pages or
audio/visual item. Book
Repair – in house (Past Preservation Actions): In-house book repair has
been performed in the past. This does not include pam
binding, thermal binding, rebinding or recasing
performed by the Library – these are counted elsewhere. It can
include any Level 1 or Level 2
Book Repairs. In addition, include acidic slipcases made in Book
Repair. Patron attempts at repair are counted under
"Patron." Consider the condition of the repair. If it
is failing or was poorly done, then the original damage still exists.
For
instance, if a spine mend with tape is peeling
off, the spine damage under the mend should be noted (under cover condition)
and a repair recommended under C.2. Also,
if page replacements have been tipped in, evaluate the
quality of the replacement. ● Is the text legible? Are the
illustrations clear enough to be used? If the replacement is poor
quality, it might need to be redone. ● Most older page replacement were done on
acidic paper. This can affect the surrounding pages. Please check
older tip-ins for acidity when the rest of the paper is non-acidic. If
the replacement pages are acidic, recommend page replacement and use D.
Comments to explain. Book
Repair Level 1:
Types of book repair than can be completed in 15 minutes or less (on
average). This includes, but is not necessarily limited to: ●
Page repair (up to 10 pages) ●
Tip-in (up to 5 non-contiguous pages) ●
Hinge mend glue front and/or back. (this
is Level 2 if the hinges also need tape) ●
Hinge mend tape front and/or back. (this
is Level 2 if the hinges also need glue) ●
Spine Repair with tape ●
Mend
1 text block break. ●
Clean
cover ●
Make
or attach pocket for inclusion(s) ●
Erase
a few pages of pencil marking ●
Remove
a few post-its ·
Cut open a few pages Book
Repair Level 2:
Types of book repair that require more than 15 but less than 2 hours to
complete (on average). This includes, but is not necessarily limited
to: ●
2 or
more Level 1 repairs on the same item. (It is still Level 1 if the only
repairs needed are front and back Hinge mend with tape or hinge mend
with glue. However, if a book needs both glue and tape hinge mends,
count it as Level 2.) ●
Page repair (10 pages or more) ●
Page replacement, replace inclusion, missing pages,
or mutilated pages (involves Inter-Library Loan, photocopying and trimming
replacement pages. Page replacements also must be tipped in - see
below. If there are more than 10 pages with color or illustrations OR
more than 20 text only pages to be replaced, the item should be C.3.
Significant Damage -
Referred. ●
Tip-in (6 to 10 non- contiguous pages): ●
Hinge
mend (needs both tape and glue) ●
Other
mends that will take 16 minutes to 2 hours. -
Mend
2-3 text block breaks (but if the threads are broken as well, refer the
item.) -
Erasing
many pages of pencil marking -
Cutting
open all pages in a large book -
Removing
a kazillion post-its Book
Repair – Level 3:
Any book repair or combination of repairs that would require more than 2
hours (total) to complete. Box
– paper board:
Box
– rigid board w/buckram:
Box
– Special (C.4. Secondary Review Results - type of action): An enclosure or box
made in house to protect unusual or fragile items. It might be a Local Box - Manila or a modified rigid board box. Box
– Vendor (C.4. Secondary Review Results - type of action): Any type of enclosure
or box ordered from a vendor to protect unusual or fragile items.
Brittle
Book Analysis – Boxed or Archival Photocopy: Brittle Book Analysis means that a
brittle or unbindable book has been carefully analyzed to determine whether
the items should be kept, replaced, restored, or simply boxed. The goal
of a brittle book review is to preserve the individual item or to preserve
the intellectual contents of an item. Brittle Book Analysis might
result in a variety of actions such as withdrawal and/or replacement of an
item or referral to a conservator. (See
Brittle/Unbindable
Books Procedure for more information) If
an item has been "boxed" or replaced by an archival photocopy, then
it has been through a brittle book review.
Archival Photocopy: A high quality photocopied reproduction of a
book. These can be identified by an inscription at the front or back of
the book. The inscription will state that the book is an archival
copy. We will not include commercial “reprints” or UMI photocopies
(sometimes from microfilm) that sometimes look similar. Boxed:
A brittle or unbindable book in a custom fit, acid-free, commercially made
box. Books in enclosures made by Book Repair will have been designated
as “Local Box - Manila” under Protective Cover. .
.). Brittle
Test (Double Fold):
Choose a page approximately 1/3 of the way inside the text block that does
not have any illustrations or special qualities. Do not do this on any item
that might be a candidate for special collections or original work [one-of-a-kind]
or artist’s book. If in doubt, do not perform the test, but place the
item on the Questions shelf with a note. “The standard test is to
fold a small corner of a page or leaf about 3/8 inch from the tip of the
corner to the fold; crease it; fold it forward and press the fold
firmly. Fold the corner backward along the same crease, and press
firmly again. Repeat the process again for a total of four folds, i.e.,
two forward and two backward. If the tip of the page breaks off easily,
at or before the fourth fold, the paper is too brittle and fragile to
withstand a library binding and other means should be found to conserve
it.” Merrill-Oldham, Jan and Paul Parisi. Guide to the Library
Binding Institute Standard for Library Binding. (Chicago
: Brittle/Unbindable
Analysis (C.4.
Secondary Review Results - type of action): A book with pages that
are too brittle for commercial binding or a
damaged book that cannot be repaired and cannot be rebound due to narrow margins, a special
cover, or it is just too badly damaged. This action can be selected
in combination with what we assume will be the outcome (i.e. box, SPC,
replace, archival copy, digitize, withdraw, and so on) or with “Conservator.” Brittle
with little to no damage (C.1) (SF1-Referred form): Item has brittle paper, but
otherwise is in fairly good condition. It does not need repairs,
although it might be very worn or dirty, have mild damage to the pages, and
so on. See "When to Refer" in the Detailed
instructions for form SF1. This is one of the reasons for referring
an item for secondary review by a staff member. Brittle
with moderage damage (C.2) (SF1-Referred form): Item has brittle paper, but
otherwise is in fairly good condition. It needs more than two or three
repairs. See "When to Refer" in the Detailed
instructions for form SF1. This is one of the reasons for referring
an item for secondary review by a staff member. Brittle
with significant damage (C.3) (SF1 - Referred form): Item has brittle paper, but
otherwise is in fairly good condition. It needs multiple repairs or the
paper has deteriated to the point that it is crumbling, See
"When to Refer" in the Detailed
instructions for form SF1. This is one of the reasons for
referring an item for secondary review by a staff member. Broken
Hinge: Broken
Text Block: Buckram: A heavy-weave cotton cloth filled,
impregnated, or coated with different compounds (mainly, starch and pyroxylin
but also other materials) to enhance body, finish, and durability.
Almost all books with a Buckram cover have been rebound, but there are a few
exceptions. (Definition is from the Book Arts Web)
Looks a bit like vinyl. See example in Assessment Project Reference
Library. Bug
Damage: Burst
Signatures:
Similar to Sewn Signatures except that, instead of
being sewn together, the signatures are glued together through small notches
in the folds. Also similar to Perfect binding,
however the folded edge of each signature is not removed prior to
gluing. These are identifiable by lack of sewing, no presence of
thread. |
