GOALS OF THE PRESERVATION DEPARTMENT
Fiscal Year 1997/1998

CONSERVATION 

GOALS: 

1. Prepare the Holy Lands maps for digitization. 
2. Continue Special Collections protective enclosure project. 
3. Incorporate new equipment into conservation routines. 
4. Review selection for advanced treatment policy and procedures. 
5. Incorporate digital technologies into page replacement procedures. 

That we plan to continue normal business goes without saying. But, it bears repeating that we endeavor to find more efficient ways of doing the same old thing. Find out how we propose to develop efficiency in continuing business. 

Associated Library Goal: 

Establish an Electronic Texts Facility. 

Associated Reprographic Treatment Goal: 

Digitize the Holy Land map collection. 

Primary Contact: 

John Freund (john-freund@ufl.edu) 

Performance Measure: 

• Document current state and condition of individual maps for use in negotiation of services and security with vendor of digitizing services. 
• Author an acceptable treatment/shipping proposal for review by Map & Imagery Library, Government Documents Department, and Business Services Office. 
• Procure treatment/shipping materials and prepare maps for shipment. 

Progress: 

• 1997 July 01.   Maps encasulated. Additional preparation pending selection of digitization vendor. 
• 1997 July 09.   Basic treatment reports complete; additional condition information is required.
• 1998 May.       Project was upgraded to include a total of 500 map, the Holy Land Collection plus other historical maps. 
• 1998 June 04.   Test photos were taken in Preservation Department. All 500 maps were gathered and targets made. Maps were sorted by general size. 
• 1998 June 09.    Photographs were taken of the first 200 maps. Photos were taken off site, in Gainesville. Maps were returned to Preservation Department.
• 1998 June 10.     Photographs were checked. 37% need to be retaken.
• Top of List   |   Other Preservation Goals 

Associated Library Goal: 

[to be listed] 

Primary Contact: 

John Freund (john-freund@ufl.edu) 

Performance Measure: 

• Successful enclosure of no less than 100 volumes in cloth-coverd clam-shell boxes and no less than 400 volumes in phase-boxes for less than $7,000 total expenditure.

NOTE: Identification of volumes requires successful collaboration with the Department of Special Collections. 

Progress: 

• 1997 July 13.   Approximately 100 items selected and measured for phase-boxes.
• 1998 February.  500 CMI clamshell boxes received and put in rare books stacks.
• 1998 May.         500 CMI clamshell boxes received. The 100 cloth covered boxes were not ordered this year due to lack of qualified vendors to produce boxes in a timely manner.

Associated Library Goal: 

[to be listed] 

Primary Contact: 

John Freund (john-freund@ufl.edu) 

Performance Measure: 

• Install new equipment. 
• Author web-based policy and procedural documentation on use and criteria for use of new equipment which is consistent with AIC code of ethics. Procedural documentation may reference printed manuals in files. 
• Train Conservation Unit staff in effective, efficient and safe use of new equipment. 
• Familiarize select Department of Special Collections staff with expanded treatments afforded by new equipment. 

Progress: 

• To date.   1997.08.04 Equipment is being set up and tested. Complete set up will not take place until the Conservation Unit returns to their permanent space. 
• 1998 Feb. - June.  New equipment has been set up and tested. It has also been demonstrated to some staff members of the library. New equipment includes; Steam pencil, humidity dome and cold suction table, two different leafcasters, a portable fume hood, a bookkeeper deacidification spray system, and two new automatic board cutters. Paper documentation has been gathered, but  web based documentation has not yet been produced. Cross training has not yet been completed on all equipment yet.

Associated Library Goal: 

[to be listed] 

Primary Contact: 

John Freund (john-freund@ufl.edu) 

Performance Measure: 

• Author web-based criteria and procedure for the selection of library materials for advanced treatments, including discussion of cost benefit analyses; costs, queues and procurement of materials or vended services; and selection from special, non-circulating and circulating collections. 
• Review and revise, as web-based documents, in collaboration with the Department of Special Collections, extant treatment registry forms, condition reports, treatment proposal forms, and transmital form. 
• Document, as a web-based policy statement, information contained in Florida statute regarding procurement of services, in excess of manditory bid thresholds, for restoration of rara as works of (book) art. (Documentation currently maintained in paper files.) 

Progress: 

• To date.   No progress.
• 1998 June.  Little progress has been made on this goal to date. Building renovation has forced the movement of both Preservation and Special Collection this year. That along with staffing changes in both Special Collections and the Conservation Unit, have left little time for procedure reveiw of Special Collections materials. This is an important issue however and I would like to carry it over to the comming year.

Associated Library Goal: 

Establish an Electronic Texts Facility. 

Primary Contact: 

John Freund (john-freund@ufl.edu) 

Performance Measure: 

• Authorship of web-based policy and procedures for use of scanning in page replacement routines, which addresses image quality and off-printing for tip-in. 
• Authorship of proposal for retention of scanned images for heavily used or frequently mutilated volumes, including discussion of web-based, as opposed to paper-based, provision of replacements. 
• Address of the above to the SUS Digitization Discussion Group's ListServ. 

Progress: 

• 1998 June.  Procedures are being developed for the use of scanning in page replacement. we are still running tests and producing samples, some of which have been used in books from the AFA Library. Web based documentation will be produced when we are comfortable with the quality and the procedures.