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5856 results in Facet Publishing

Page 180 of 293

  • 9 - Moving the records

  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp 139-158

  • Summary

    Introduction

    Moving all or part of an archive is a daunting experience and one which needs to be approached in a very organized way. It is highly likely that many archivists will have to organize a move at some point in their careers. A successful move will ensure that:

  • • the material is undamaged by either the move or the new surroundings into which it is put

  • • access to the materials is interrupted for as little time as possible.

    • That said, any move is a serious risk which needs to be minimized as far as possible by good planning and efficient execution. This chapter looks at:

  • • the risks involved in moving archives

  • • managing the move

  • • briefing a removal firm

  • • the equipment required

  • • preparing for the move

  • • the move itself.

    • What are the risks?

    Listing the preservation risks offers a good way to identify those which can be reduced and those which will have to be monitored throughout the process. Any of the following might be a problem:

  • • If there is a lack of clarity about the scope and purpose of the move it will be very difficult to retain control over the operation. Both scope and purpose should be spelt out in detail to inform those who are involved and clarify their roles.

  • • The parent organization – e.g. business, university or local authority – may not fully understand the requirements of the archive for moving.

  • • A complete move of an archive involves many factors and requires logistical expertise which may not be available in- house. Even a small move within an archive is complicated.

  • • The decision to move may not leave sufficient time or budget for the operation to be undertaken in the optimum way. Skimping on time for planning will affect the success of the outcome and introduces additional hazards. Poor budgeting will lead to risks that essential preservation procedures, such as boxing and wrapping, are not undertaken or too few staff are involved to guarantee the safety of the archive.

  • • If the material is in poor condition or is not adequately protected it risks additional damage in transit, and subsequent inaccessibility to readers.

  • 4 - UCL Library Services: Volunteer Agreement

  • from Appendices
  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp 245-246

  • Summary

    Reproduction of the UCL Volunteer Agreement, and information about UCL Library Services Volunteering activities, is reproduced here with kind permission from UCL.

    I …….…………………………………………………… (name of volunteer) agree to work as a volunteer for UCL Library Services and I freely commit myself to a placement / project and to

  • • give active support to the objectives of UCL Library Services and to perform the voluntary duties which I have freely accepted to the best of my ability.

  • • read and accept the UCL Library Services Volunteer Policy, plus all the institution's regulations and instructions on security, health and safety, fire and other emergency procedures and confidentiality of information.

  • • take part in the UCL Library Services induction procedures (where appropriate) and accept training for the role where necessary.

  • • agree to abide by the Library Regulations and the rules governing access to the Library's manuscript collections and College Archives held in the Library, including photographs, films, tapes or machinereadable records. I undertake to indemnify the College and also the owners of any such papers, where applicable, against all claims and actions on the part of other persons arising out of the inclusion in any manuscript of mine, or the disclosure of publication by me in any other way, of any matter taken from the papers consulted which constitutes or may constitute a libel upon any person, an infringement of copyright, or breach of confidence.

  • • inform the person to whom I report as soon as possible if I am unable to meet my voluntary obligation to UCL Library Service. In the event that we no longer require your voluntary services we will advise you in accordance with UCL Library Services Volunteer Policy. Should you wish to discontinue your voluntary work with us, please inform us as soon as possible in accordance with UCL Library Services Volunteer Policy. This agreement is not a legal document or intended to create the relationship/ responsibilities of employer/ employee.

  • 11 - Handling the records

  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp 175-188

  • Summary

    Introduction

    Archive material rarely handled is likely to remain in reasonable condition, even in an adverse environmental situation. In recent years, however, the rate of deterioration of some materials has increased owing not only to a diminution in the quality of archival materials, but also to increasing use. Visitor numbers at British archives have soared in the last 50 years. Archives and local history centres, previously the preserve of antiquarians and academics, have now become the destination for many seeking information of diverse kinds and are promoted for their seemingly inexhaustible supply.

    The desire to promote access is irreproachable: the difficulty comes with the inevitable damage caused to the documents as they are endlessly extracted from storage, taken to a distribution centre or reading room, handed over to the reader and then returned.

    Lack of resources to conserve every incoming document to the highest standard leaves the organization with no option but to train both staff and readers in the best ways of preventing further deterioration. This chapter covers:

  • • ways of encouraging and influencing staff and readers to handle documents carefully

  • • rules for the readers

  • • equipment for the reading rooms

  • • training.

    • The problem

    Each time an original document is accessed by a reader, it is handled at least six times, and that will be in a small repository with few staff. In a larger organization it may be handled up to eight times on each occasion, not including the more detailed, page-by-page perusal by the reader. Archives have to take note of the damage being inflicted, often unwittingly. Much of the paper arrives in the archive already well used and in poor condition (see Figure 11.1). Maps are particularly at risk, often having been out in the field, stuffed into a pocket or traced on a drawing board. Photographs, which have become part of everyday life and are to be found in any archive, are equally at risk. Audiovisual material, tapes and optical discs are just as vulnerable to bad handling and poor care.

    Improving the quality of care: how can it be achieved?

    Any attempt to improve the quality of care of archives will require a number of different approaches.

Preserving Archives
  • Helen Forde, Jonathan Rhys-Lewis
  • Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013
  • A brand new and fully updated edition of this seminal work on archival preservation. Access to archival material - the documentary heritage of people all over the world that gives them their identity and ensures their rights - is dependent on the survival of fragile materials: paper, parchment, photographic materials, audiovisual materials and, most recently, magnetic and optical formats. The primary importance of such survival is widely acknowledged but sometimes overlooked in a rush to provide ever better means of access. But without the basic material, no services can be offered. Preservation is the heart of archival activity. Archivists in all types of organizations face questions of how to plan a preservation strategy in less than perfect circumstances, or deal with a sudden emergency. This book considers the causes of threats to the basic material, outlines the preservation options available and offers flexible solutions applicable in a variety of situations. It offers a wide range of case studies and examples from international specialists. This revised edition also includes a new chapter on the management and training of volunteers, reflecting a key concern for many archival institutions. This is a vital handbook for professional archivists, but also for the many librarians, curators and enthusiasts, trained and untrained, in museums, local studies centres and voluntary societies in need of good clear advice

  • 13 - Training and the use of volunteers

  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp 203-210

  • Summary

    Introduction

    One of the key impacts on the success of collection care programmes is the availability of resources – these will vary considerably from institution to institution. Financial resources are becoming increasingly tight for heritage institutions and this presents many additional pressures and challenges. The preservation manager must continue to explore alternative means of addressing the significant needs of the collections. One particular resource that is vital to all elements of preservation is the people to carry out the activities, especially those who can physically process and/or package collections.

    Two options are available:

  • • to extend the activities, capabilities and skills of all members of staff

  • • to develop programmes and systems to enable the use of volunteers.

    • In this chapter these two choices are addressed to ensure that they both may become integral elements of preservation planning.

    What options for preservation training are available?

    The manager has a number of different options for developing staff preservation skills and awareness. Most organizations will identify training needs via a staff appraisal process, but it will also require some knowledge of what is available, especially if specialist needs are identified. Alongside this commitment will be existing responsibilities for specific preservation activities among staff (not necessarily specialist) which might include pest management or environmental monitoring. These activities would ideally be included in individual job descriptions, which in turn presents a stronger imperative to provide training, and consequently to carry out the activity. This training may be provided in the following ways:

  • • Staff attend subject-specific external seminars and training events.

  • • Staff attend professional conferences (in the UK and abroad).

  • • Staff attend training at another organization, one-to-one with another professional.

  • • Staff who have attended a subject-specific or one-to-one training event provide cascade training for other staff within the organization.

  • • External trainers are commissioned to provide subject-specific training events.

  • • Staff attend subject-specific training provided by other specialist members of staff within the organization; this may be as part of a wider induction programme or as part of the preparation for a specific project.

  • 3 - Compiling a Preservation Policy; an advisory template

  • from Appendices
  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp 237-244

  • Summary

    Produced as one of the outputs of the joint-funded RLUK and British Library Preservation

    Advisory Centre preservation learning programme 2009-2012 (www.rluk.ac.uk/node/575;

    www.bl.uk/blpac/rluk.html).

    Introduction

    This template has been designed to support staff preparing a Preservation Policy for their own organization. Preservation Policies vary between different organizations depending on specific needs. Staff preparing policies may also wish to refer to the Preservation Advisory Centre booklet Building Blocks for a Preservation Policyand examples from other organizations when considering what to include.

    1. Setting the scene

    The Preservation Policy is a high level document whose key objective is the long-term preservation of, and provision of access to, collections. The process of collections care is an ongoing (and never-ending) commitment and responsibility for each heritage organization to ensure that the information contained on and within the range of collection media is accessible both now and into the future.

    The baseline responsibility of any organization involved in the management of heritage collections is to ensure that all risks to the materials are assessed and, where possible, removed. To achieve this, organizations need to develop appropriate collection care methodologies with reference to national and professional standards. However, before this stage, and acknowledging the growing and on coming challenges of digital media and the management of digital data, the organization will need to set out clearly what it is trying to achieve by managing its collection materials.

    The Preservation Policy is an important document and needs to address all those who come into contact with, and have aspirations for, the collections.

    A policy is a ‘plan of action and should address the questions of what needs to be preserved, why, for what purpose and for how long’.

    2. Legislative framework?

    This document must reference the key national and local policy documents that underpin the responsibility for collections care. Such documents are at the highest level of national governmental policy for the sector and firmly set in context the core responsibilities of the heritage organization. Additionally, these documents identify the expectations of users, stakeholders and funding bodies. These may include, or be supplemented by, national standards specifically addressing the needs of archive and library collections, local corporate or advisory professional guidance.

    3. Definition of terms

    It is vital to ensure that all those that read the Policy, those that represent its objectives, and those that apply those objectives, understand the terminology used throughout the document.

  • Introduction to the series Geoffrey Yeo

  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp xi-xii

  • Summary

    Records and archives are important resources for individuals, organizations and the wider community. Records are created in the course of the functions and activities of organizations and the personal lives of individuals, and are preserved and maintained to support business and accountability and for cultural use. They provide evidence of, and information about, the actions of their creators and the environment in which those actions occurred. They extend and corroborate human and corporate memory and play a critical role in maintaining awareness of how the present is shaped by the past. Records are kept by almost everyone, but their management (and especially their medium-term and long-term management) is a professional discipline with its own distinctive body of knowledge. Within the discipline, ‘records’ and ‘archives’ are sometimes used as synonyms, but in English-speaking countries ‘archives’ usually denotes records which have been recognized as having long-term value. The term ‘archives’ can also be used more widely, to refer to collections of historical materials maintained by organizations, individuals, families or community groups, or to the locations where such materials are held.

    The series Principles and Practice in Records Management and Archives aims both to disseminate and to add to the body of professional knowledge and understanding. Each text in the series is intended to offer a detailed overview of one or more key topics. The archives and records management discipline is experiencing rapid changes – not least as a result of the digital revolution – and the series will fully ref lect the new technological context as well as the societal changes and governmental initiatives in many countries that are placing new emphases on compliance, accountability, access to information and community relations. Some volumes in the series will address theoretical and strategic issues relating to the creation, management and interpretation of records and archives or their role in society; others will give practical guidance for those seeking successful and effective ways of managing them and presenting them to users. The authors come from many countries worldwide and are recognized experts in the field.

    Preserving Archives

    This volume provides a practical introduction to the preservation of archives.

  • 7 - The information profession: a domain delineated

  • from Part 4 - The information profession
  • John Feather
  • Book:
    The Information Society
    Published by:
    Facet
    Published online:
    08 June 2018
    Print publication:
    31 March 2013, pp 175-200

  • Summary

    The information needs of governments, institutions, businesses and individuals can be satisfied only if they can be matched to the available resources, and those resources can then be made accessible to the potential users. The quantity and complexity of information, and of the systems and services through which it can be provided, have grown in tandem with the growth of our information needs and our dependence upon effective provision. The information professionals would seem to be the intermediaries between information sources, information systems and information users. They might be – perhaps should be – key players in the information society. In this chapter, we shall explore their role.

    If we consider the various issues which have been discussed in the previous chapters of this book, we can identify three strands of information which interlock but which are essentially different. These might be defined as:

  • • public information

  • • personal information

  • • private information.

    • We shall also need to consider three similarly interwoven aspects of information storage and provision. These are:

  • • information sources

  • • information networks and systems

  • • information agencies.

    • The distinction between them is critical to understanding the proper role of the information professional.

    For our purposes, public information is information which is intended to be in the public domain. This statement, however, needs some further refinement. The phrase ‘public domain’ is not used here as it is used by an intellectual property lawyer; in that context, it means information, texts, designs, and so on which are no longer protected by the relevant laws, and can be freely used, copied and reproduced, like a book whose copyright has expired. In the present context, the phrase is used less precisely, to mean information which is intended to be publicly available within the normal constraints of law and commerce. By this definition, any information on the web is in the public domain even if a charge is made for access. Similarly, the information in any book is also in the public domain. In both cases, of course, the copyright may not be.

  • 12 - Managing a pest control programme

  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp 189-202

  • Summary

    Introduction

    Threats to materials in archives, libraries and museums include infestation by pests, defined as insects, rodents or mammals which find the warm, dark conditions attractive. The damage caused can be considerable and in some cases catastrophic; not only can pests devour the displays and the materials from which artefacts are created, they may also threaten the structure of the building in which they are housed. This chapter looks at:

  • • the most commonly found pests in the UK

  • • how to recognize them

  • • what damage they do

  • • where they are likely to be found

  • • the signs of an infestation

  • • how they can be prevented

  • • eradication measures

  • • integrated pest management.

    • In the UK the incidence of very rapacious pests is currently small (a colony of termites found in 1999 in Devon has allegedly been eradicated) but in less temperate areas of the world they can be very destructive. Changing climatic conditions are likely to increase the likelihood of such infestation in northern Europe. An earlier tendency to assume that such outbreaks can be prevented or eradicated by the use of chemical pesticides or fumigants has been largely superseded by the adoption of policies which aim to be proactive rather than reactive and to avoid the use of substances which may be harmful to people and to the materials held in the archive or library. It is unlikely that any building will be able to keep all pests at bay; concentrating on as much prevention as possible and making the inside environment unattractive is therefore a more workable solution.

    It is fair to say that most institutions would view an infestation or a mould infection of their collections as an acute embarrassment; this may have implications on existing funders and depositors or have wider local political impacts. However, all organizations will be affected by these phenomena and the profession can only move forward by sharing experiences and formulating credible responses.

    What are the common pests?

    They divide into vertebrates and insects. The most common verte brates to cause damage in archives and libraries are mice, rats, squirrels and birds. Occasionally other vertebrates such as rabbits gain entrance to collections, but it is unusual.

  • 6 - Coping with the data deluge

  • from Part 1 - Changing researcher behaviour
  • Edited by Deborah Shorley, Michael Jubb
  • Book:
    The Future of Scholarly Communication
    Published by:
    Facet
    Published online:
    08 June 2018
    Print publication:
    31 March 2013, pp 75-88

  • Summary

    ABSTRACT

    The impact of the data deluge is affecting all disciplines – from the humanities to largescale science. Making data openly available allows us to approach global challenges holistically. In many cases we need to assess human factors alongside the legal, medical and technology issues: for example, in the field of world energy demand. So there is a need for common standards for preservation and access in order to ensure interoperability. Yet the field is developing very fast, with many funders arguing that publicly funded research must be made publicly available. This does not simply mean that the data is dumped somewhere: it must be accessible to other researchers in an intelligible manner. Some large international projects are trying to solve these issues, and there is increasing evidence that governments have woken up to the issues. A key challenge will be for the researchers themselves. Projects in biodiversity, for example, require individual researchers to come together – physicists, space scientists and computer scientists working alongside biologists and environmental scientists. The management of such projects requires skills that few possess at present. Hence the need is urgent to look at how researchers are trained, how they manage such projects and the role of the data specialist. How will democracy work if data is publicly available in the future? This chapter seeks to open up these and many other issues that will affect society in fundamental ways. Informed debate is needed in order to ensure that the immense opportunities offered by the data deluge are not lost for future generations.

    Introduction

    Upon this gifted age, in its dark hour,

    Falls from the sky a meteoric shower

    Of facts … they lie unquestioned, uncombined.

    Wisdom enough to leech us of our ill

    Is daily spun; but there exists no loom

    To weave it into fabric …

    We hear continuously the slogan ‘data deluge’; but what does it mean, why has it suddenly become important and is it really going to affect the way in which research will be done and communicated to others in the future? Concerns about being overwhelmed by a flood of data have focused both on the impact of so-called e-science and its implications, and on the scale and complexity of many of the ‘grand challenges’ facing the research community and society at large.

  • 6 - Managing archival storage

  • Helen Forde, Jonathan Rhys-Lewis
  • Book:
    Preserving Archives
    Published by:
    Facet
    Published online:
    09 June 2018
    Print publication:
    31 March 2013, pp 71-98

  • Summary

    Introduction

    The building itself may be the most important safeguard for the archives it holds but that alone is insufficient; they require additional care within this envelope. Even if the building itself is not perfect, good storage space, well maintained and managed, will make a big difference to survival. Many archives face the fact that their holdings include different media which, according to many national standards should be stored in differing temperatures and environmental conditions. For many it is impractical or impossible to comply with the requirements; compromises have to be made. In all circumstances, the types of materials stored and any external or internal factors which may affect them need to be considered, the risks need to be assessed and the best solution in the circumstances adopted.

    This chapter looks in more detail at:

  • • why environmental conditions matter

  • • what needs to be controlled

  • • mould and how to prevent it

  • • measuring and monitoring conditions

  • • special arrangements

  • • costs

  • • shelving, racking and plan chest specifications

  • • boxes and enclosure specifications for different archival materials

  • • equipment needed

  • • possible future storage developments.

    • Why do environmental conditions matter?

    Control of the environmental conditions within any archive, library or museum is crucial to the survival of the material stored within it. If the conditions are inimical the material will disintegrate even more quickly than as the result of inevitable natural decay. The purpose of controlling the temperature, relative humidity, ambient light, ultraviolet light and air quality is to ensure that such deterioration is retarded to a point at which the material is as stable as possible. It is a preventative measure which, if successful, will largely avoid the need for active intervention by conservators. Failure to maintain appropriate storage conditions may lead, among other things, to brittle paper, outbreaks of mould, fading of photographic prints or damage by particulate deposits.

    There is general agreement that the more stable the conditions, the better the material will survive. Evidence suggests that even where the temperature and relative humidity levels are less than ideal, stability has been a major factor in survival. The appropriate storage levels for mixed media objects present wider challenges.

  • 9 - The changing role of the journal editor

  • from Part 2 - Other players: roles and responsibilities
  • Edited by Deborah Shorley, Michael Jubb
  • Book:
    The Future of Scholarly Communication
    Published by:
    Facet
    Published online:
    08 June 2018
    Print publication:
    31 March 2013, pp 117-130

  • Summary

    ABSTRACT

    Drawing on ten years’ experience as a journal editor, the author of this chapter looks at the key drivers for change in the journal market-place: the drive for profit by the large commercials and the impact of rapidly developing technology which is enabling different access and publishing models to be explored. These drivers are leading to changes in the editorial function, in particular the role of peer reviewing moving from pre- to postpublication review. The exaggeration of the added value contributed by publishers may be a matter of debate. The very significant impact of Open Access (OA) is assessed and some predictions are made, including the likely demise of the Big Deal, at least in its present form, because of the impact of OA. The chapter concludes by arguing that publishers have contributed greatly to increasing access to the academic literature but are now acting as a brake on further developments through their exploitation of copyright law and digital rights management constraints. All these factors will see the role of the journal editor change dramatically in the next five to ten years, more quickly in the fields of science, technology and medicine, and more slowly in the humanities and social sciences.

    Introduction

    ‘As long as the journal remains important for the achievement of research funding and tenure, it will endure as a key component of scholarly communication’; and, as David Worlock notes on his blog: ‘the science knowledge market is in a ferment’. Changes taking place today are subverting the business models of journals and threatening the stability of the tenure system; the role of the journal editor is bound up with these changes.

    The journals industry is very large; globally, there are about 225,000 active journals, of which 63,000 are academic journals, with 25,000 seen as core titles; these estimates are discussed by Tenopir and King. Changing the course of an industry of this size, rather like turning an oil tanker round, is a slow and complex process, which makes prediction difficult. However, some emerging trends will dramatically affect the roles of both journals and their editors. Traditionally, the key functions of a journal editor are to provide the publisher with a regular supply of articles, usually in a particular discipline, and of a satisfactory quality.

Page 180 of 293