Preservation and Digitization of Rare Documents: An Annotated Bibliography
Jennifer Rafferty
INFO 522: Information Access and Resources
December 5, 2010
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Introduction and Scope
This bibliography surveys the methods and concepts behind preservation, storage, and
digitization of rare books and other documents. Most of the articles contained within this paper
explore various procedures and theory of processing these books. Others are more concerned
about storage and environmental concerns thereof. Some articles are about digitization
techniques. Several articles focus on the positives and negatives of digitization in regards to
these rare and often fragile books. Unfortunately a great many articles on the subjects of
preservation and digitization focusing on rare documents were non-English, and therefore were
not able to be included.
Description
Rare documents in the scope of this bibliography consist of books, letters, and in one
case, U.S. Government files that have few or no other surviving copies. These documents have
been taken in by an archive in a library or other organization and preserved for historic purposes
or future generations. To keep these books in the best shape possible, certain steps need to be
taken, such as climate control of the area, since books exposed to wild fluctuations in
temperature can “speed the rate of deterioration in books and can lead to mold growth (Starmer,
2005, p. 94).” In quite a few cases, these documents pile up on the archivists or librarians in
charge, resulting in a backlog. When a librarian decides to copy a document to the internet or
otherwise onto a computer, this is called digitization.
Summary of Findings
Rare documents in need of preservation can be quite remarkable. In the collection
surveyed by Teper and Erekson (2006), for instance, a vellum manuscript from the 12th century
was found uncatalogued (p. 205). Li and Niu (2010) list an extraordinary number of ancient
books when they say that “according to incomplete statistics, currently 27.175 million ancient
books are preserved in various libraries in China (p. 260).”
These documents, which tend to be quite fragile, tend to need special care. This includes
environmental control, which consists of various elements: stable temperatures, stable humidity,
and limited exposure to light. Use of these methods can help slow decomposition, which is a
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large problem with older documents. Keeping the temperature or the humidity too high or low
can speed mold or decay. Ultraviolet or even visible light is also destructive to books (Starmer
McGough, & Leverette 2005, 93-94). Other methods besides environmental control are also
used, such as removing fasteners or other metals, since this can cause reactions with paper over a
long time, and using non-acidic paper or cardboard to store documents or to place in between
pages to help prevent deterioration (Greene and Meissner 2005, p. 217-218).
Another form of care rare documents sometimes need is restoration. How this is done
depends on the issue that needs to be restored. For instance, one could put a clear book cover
over a brittle or damaged one, or place the item in a specially made box as Starmer, McGough
and Leverette (2005) recommended for a percentage of the books surveyed in their study (p.
101).
Traditionally, rare documents have been processed item by item, with archivists creating
bibliographic entries and repairing as needed. This has positives and negatives. On the good
side, the persons involved are able to create detailed profiles of the item, and point users to
where exactly the item can be found within the collection using a finding aid. This works well
and can be very beneficial to the user, especially if the collection’s organization is by nature
idiosyncratic (Sabre and Hamburger 2008, p. 44-45). Also, as mentioned above, the cataloguer
has the chance to go through and make repairs as necessary. The downside to this is that it can
take quite a lot of resources in both time and money, as well as creating a vast backlog for the
cataloguers to get through. During this time, the uncatalogued collection may be deteriorating
further without necessary repairs or environmental control (Teper and Erekson 2006, p. 205-208)
as well as being unavailable to researchers or other interested library users.
In response to these negatives, Greene and Meissner (2005) proposed a solution: to
catalogue by collection instead of by item. This would mean cataloguers would be unable to
make repairs as they were processing. However, the authors rebutted, claiming that most steps
taken by cataloguers, such as removing metal binder tabs or placing non-acidic sheets of paper in
between pages of scrapbooks as mentioned above, were largely unnecessary, especially when
modern innovations and environmental control are factors as well (p.231).
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There is also the question of the bibliographic record. Greene and Meissner (2005)
would prefer to minimize description of a collection of documents. “Since we have identified
the series level as the standard baseline level for arranging collection materials, we place our
greatest descriptive efforts there. We can accomplish this with a few simple inventory
components (246).” In contrast, Sabre and Hamburger (2008) argue that finding aids and records
should be arranged in order to fill the needs of the users, by figuring out what the user is most
likely looking for and moving from there (29-30). Szary (2006) even believes that contextual
information about the item and possibly the author of the item as well, using Encoded Archival
Context (EAC), a separate system designed for the purpose (218-219).
One thing that does require item-level processing for documents is digitization. This is a
controversial matter in regards to rare documents. With rare documents, one has to worry about
the fragility of the item. This can mean digitization is very hard on a delicate item that may not
be able to withstand even the gentlest handling possible it would receive over the amount of time
taken to copy it.
Coleman (2004) sees this as a conflict between the archivist and the librarian; the
archivist believes in preservation for the sake of preservation, and the librarian believes in
preservation for the sake of the user. The librarian in Coleman’s argument sees the document as
a delivery system through which information is disseminated to users, and when the physical
form wears out it is time to copy it over into another medium. In this case, the medium is the
internet.
On the other side is the archivist, who sees the physical document as a historical artifact
that is in need of protecting for its own sake. This is an overgeneralization, but the viewpoints
involved do exist (105-106). Sleeman (2002) in particular sees digitization as useful, but not as
necessary as popular opinion would make it seem. “Nor is it appropriate to talk of the
‘permanent public access’ of digitized materials on an Internet site as if that meant these newly
created electronic resources were now more permanent than they had been in their original
format (93),” he also points out.
However, he does see digitization as protective of the original document, since users
could even more easily use the digital copy, saving the possibly fragile or damaged original copy
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from over-handling, as well as in some cases being used for purposes the original item could not,
such as an easily editable copy of a report sent to all persons involved in a committee.
There is a great deal of research into archival studies, and the theory behind
preservation, restoration and digitization has not been ignored. These articles are only a small
sampling of what research and discussion has gone on in even the last decade. However, that
only means that any new research has a great deal of previous data to review and use. In the
future, these issues will become even more pressing; fortunately, archivists and librarians have a
rich history to fall back on.
Bibliography
Coleman, S. (2004). The archival and library viewpoints of a collection in a digital environment:
Is there any room for compromise? Journal of Archival Organization, 2(1), 103-115.
Abstract: “This article explores the archivists’ and librarians’ definition of a collection, and how
they respectively arrange their collections in the context of collection development and collection
management issues in a digital library. It centers on possible cooperative solutions and
highlights, as a case study, the efforts of the Auburn University Digital Projects Committee to
meet these challenging collection issues.”
Annotation: This article deals with the difference in perception of preservation by academic
librarians and archivists, and especially the differing views on digitization. The author proposes
solutions in order to bring harmony to the opposing forces, but does not provide examples in
most cases.
Search Strategy:
I searched ERIC because it is a good repository of library and
information science documents as well as educational articles.
Because this database uses a controlled vocabulary, I was able to
do a Controlled Vocabulary search. Therefore, the search string
below used the terms as thesaurus descriptors.
Database:
ERIC
Method of Searching:
Controlled Vocabulary
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Jennifer Rafferty
“Archives” AND “Library Services”
Search String:
Gorzalski, M. (2008). Minimal processing: Its context and influence in the archival community.
Journal of Archival Organization, 6(3), 186-200.
Abstract: “Since its publication in 2005, of Mark A. Greene and Dennis Meissner’s ‘More
Product, Less Process: Revamping Traditional Archival Processing’ has led to much discussion
and self-examination within the archival community about working through backlogs. This
article discusses the impact of Greene and Meissner’s work and considers the questions and
implications that the possible implementation of minimal processing provokes, in relation to
financial, time, and privacy considerations, among others.”
Annotation: A follow-up to Greene and Messinger’s “More Product, Less Process” article.
This explores the ramifications of using or not using the model outlined in that previous article.
While remaining positive about the speed in which archival backlogs are dealt with using this
process, Gorzalski also brings up doubts about its usefulness in regards to digitization. This is
helpful because it deals with objections for using the MPLP method and brings up some
interesting background material.
When I searched for a full-text version of Coleman’s article above,
Search Strategy:
I noticed that the journal it was located in had several very useful
articles including this one. I therefore Browsed through the
archive of this journal.
Database:
N/A
Method of Searching:
Browsing
Search String:
N/A
Green, M. A., & Meissner, D. B. (2005). More product, less process: Revamping traditional
archival processing. The American Archivist, 68(2), 208-263.
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Jennifer Rafferty
Abstract: “Processing backlogs continue to be a problem for archivists, and yet the problem is
exacerbated by many of the traditional approaches to processing collections that archivists
continue to practice. This research project reviewed the literature on archival processing and
conducted surveys of processing practices to identify the scope of the problem and its impacts
both on processing costs and on access to collections. The paper issues a call for archivists to
rethink the way they process collections, particularly large contemporary collections. It
challenges many of the assumptions archivists make about the importance of preservation
activities in processing and the arrangement and description activities necessary to allow
researchers to access collections effectively.
Annotation: Greene and Meissner effectively poke holes in the traditional archival processing
procedure and outline a proposal to solve them; namely, that collections of materials should not
be processed at the item level in minute detail. Not only does this article provide a critical
overview of traditional preservation techniques, it provides a well-argued alternate procedure.
Search Strategy:
After finding several articles citing this article as a primary source,
it seemed necessary to find a copy. Fortunately, Drexel and MetaPress offer full-text access to this journal.
Database:
N/A
Method of Searching:
Footnote Chasing
Search String:
Referenced in:
Gorzalski, M. (2008). Minimal processing: Its context and
influence in the archival community. Journal of Archival
Organization, 6(3), 186-200.
Kowal, K. C. (2008). Descriptive metadata for digitization of maps in books: A British Library
project. Library Resources & Technical Services, 53(2), 108-120.
Abstract: “Hidden special collections are increasingly being made visible and accessible by
small digitization projects. In the project described in this paper, the British Library employed
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Jennifer Rafferty
existing library standards and systems to accomplish key functions of a project to digitize a
selection of maps contained within rare books. The integrated library system, using the AngloAmerican Cataloguing Rules (AACR) and Machine-Readable Cataloging (MARC) format, acted
as a lynchpin, linking directly bibliographic descriptions of both the original and the digital
copies of the map, the book containing the map, the digital image, and preservation data and
strategy, making the items widely searchable and visible while uniting them with the broader
collections.”
Annotation: A useful overview of different methods of creating unique electronic item tags
and make available to the public old books with maps or pictures or the like, using the British
Library’s experience as an illustration.
Search Strategy:
This article was located while doing an initial Keyword Search of
the Library & Information Science Full Text database, which
covers items of Library Science and Information Science.
Database:
Library & Information Science Full Text
Method of Searching:
Keyword Searching
Search String:
(“Rare books” OR “Rare documents”) AND “preservation”
Li, M., & Niu, J. (2010). A preservation framework for ancient Chinese books. Journal of
Documentation, 66(2), 259-78.
Abstract: “This paper aims to provide a theoretical guide for preserving ancient books in
China…The paper presents a framework that connects the value attributes of ancient books and
the strategies to preserve those values, systematizes them and presents them as a whole. The
framework can be used to justify government policies and help identify pitfalls in the
preservation strategies for ancient books.”
Annotation: This article examines the elements of ancient, rare Chinese books, which are quite
different from Western ones, and outlines a proposal for systematically preserving them. A great
deal of the article is unfortunately concerned with convincing a non-library audience of the
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Jennifer Rafferty
importance of book preservation and restoration. The language and terminology in the article is
also aimed at that audience.
Search Strategy:
This article kept appearing in a number of places, but Dialog was a
good point of access. Note: when following my search string, I
suggest limiting to English language articles only. I was surprised
at how many of my initial results could most likely have been
filtered away in that manner.
Database:
Library Literature and Information Science [Dialog]
Method of Searching:
Keyword Searching
Search String:
s Rare()documents OR Rare()books
s preservation OR conservation
s s1 AND s2
Purcell, A. D. (2005). The archival back burner: Manuscript collections and the national
archives. Journal of Archival Organization, 2(4), 53-66.
Abstract: “Greater access to archival materials remains a significant challenge to archivists,
librarians, and researchers. In addition to official records documenting governmental activities
and agencies, the National Archives and Records Administration (NARA) has significant
collections of donated personal papers. Some are processed, some are in the backlog, but nearly
all of the non-Presidential Library manuscript collections are inaccessible. This essay reviews
the history and some of the contents of the former Record Group 200: Records of the National
Archives Gift Collection, as an example of the importance of hidden materials at NARA. After a
contextual history of the agency and the creation of this forgotten record group, this article
describes ten manuscript collections from the former RG 200 to demonstrate not only the
research potential of each but show the varied nature of these materials. This study reveals the
importance of access, description, and reevaluation when archivists deal with back burner
collections.”
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Jennifer Rafferty
Annotation: This article focuses on the history of NARA and a description of the contents of
RG 200 before returning briefly at the conclusion to the original point of the article as stated in
the title, abstract, and first half of the introduction. The second half of the introduction begins on
the history of NARA, as though the section heading was misplaced in the article while compiling
it. While the article is interesting and informative in its own way, it is the bibliographer’s
opinion that Mr. Purcell’s time could have been better spent actually processing said backlog.
Search Strategy:
This is yet another article located while Browsing the back issues
of the Journal of Archival Organization.
Database:
N/A
Method of Searching:
Browsing
Search String:
N/A
Sabre, J. M., & Hamburger, S. (2008). A case for item level indexing: The Kenneth Burke papers
at the Pennsylvania State University. Journal of Archival Organization, 6(1), 24-46
Abstract: “In light of numerous discussions about whether to follow Mark Greene and Dennis
Meissner’s suggestions to process lightly and broadly, valid reasons remain for continuing
traditional practices for many literary correspondence collections. In this case study, the authors
use the Kenneth Burke Papers in the Special Collections Library, Pennsylvania State University
Libraries, as an example of when it is desirable to provide item-level indexing. Recognizing that
the majority of archival records may not require such detailed description, the authors discuss
when it is appropriate to examine and index literary correspondents, a practice used with many
other literary collections in which name access to literary correspondents is a legitimate, valued
interest.”
Annotation: A rebuttal to Greene and Meissner’s article, stating that, in some circumstances at
least, item-level indexing and traditional processing methods can be the best choice for a
collection in this interesting and informative case study.
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Jennifer Rafferty
Search Strategy:
Yet another article located while Browsing the back issues of the
Journal of Archival Organization.
Database:
N/A
Method of Searching:
Browsing
Search String:
N/A
Sheehan, J. K. (2009). Making the most of what we have: A framework for preservation
management in rare book collections. RBM, 10(2), 111-121.
Abstract: “The literature addresses the need for preservation priorities and offers some
subjective criteria that could be used for making such decisions, but it is time to take the next
step in establishing guidelines for setting preservation priorities. A need exists for a standardized
and objective decision-making framework to guide item-level preservation and conservation
activities in rare book collections.”
Annotation: The article provides results of a survey presented to various administrators of rare
book collections ranking various aspects of rare books in order of importance. This is a small
study that gives a small insight into the valuation process.
Search Strategy:
The citation for this article was accessed through Dialog.
Database:
Library Literature and Information Science [Dialog]
Method of Searching:
Keyword Search
Search String:
s rare()documents OR rare()books
s preservation OR restoration
s s1 AND s2
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Jennifer Rafferty
Sleeman, W., (2002). It’s not all on the net: Identifying, preserving and protecting rare and
unique federal documents. Government Information Quarterly, 19, 87-97.
Abstract: “The notion that all the government information that researchers will ever need is
available, or shortly will be, in a user friendly, electronic form on the Internet, is a far cry from
the reality facing most government information professionals. Paper and microfiche, the
familiar, tangible products of the Government Printing Office, remain a substantial part of most
federal document collections. Although GPO is on the path to a “more electronic” environment
it is not likely to become a paperless agency in the next several years, if at all.”
Annotation: This article focuses on the pull between preservation and digitization, this time in a
federal setting, with a distinct argument that preservation must take priority over digitization.
Interestingly, the author appears to see microfiche as a viable medium for the future and seems to
misunderstand the concept of a paperless office.
Search Strategy:
This article was found through a simple Keyword Search of a
library and information science database.
Database:
Library & Information Science Full Text
Method of Searching:
Keyword Search
Search String:
(“Rare books” OR “Rare documents”) AND “Preservation”
Starmer, M. E., McGough, S. H., & Leverette, A. (2005). Rare condition: Preservation
assessment for rare book collections. RBM, 6(2),91-106
Abstract: “Many older libraries now housing rare and valuable special collections materials
have out-of-date and inadequate environmental control systems, if they have any at all. The
resulting environmental conditions, particularly wide fluctuations in temperature and relative
humidity, hasten deterioration of the collections, and librarians will need to take several steps to
preserve these materials. But in order to set preservation priorities for space and collections,
librarians must first study collection condition in order to evaluate needs.”
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Jennifer Rafferty
Annotation: This article is a very useful, interesting, and detailed examination of what
environmental conditions are optimal for storing rare books and what sorts of damage results
from lack of environmental control.
Search Strategy:
The citation for this article was accessed through Dialog.
Database:
Library Literature and Information Science [Dialog]
Method of Searching:
Keyword Search
Search String:
s rare()documents OR rare()books
s preservation OR restoration
s s1 AND s2
Sundstrand, J. K. (2008). Placing manuscript and archival collections into an automated storage
retrieval system at the University of Nevada, Reno. Journal of Archival Organization,
6(1), 71-80.
Abstract: “Academic libraries are turning to automated storage and retrieval systems (ASRS) as
a long-term cost effective means of gaining additional space in their open stacks areas by
removing lesser used books and other materials for storage and placement into ASRS bins. The
new library building under construction at the University of Nevada—Reno will have an ASRS
facility. Unlike other libraries, however, UNR’s Special Collections Department will place its
manuscript and archives collections into the ASRS, without regard to frequency of use. This
article highlights the staff’s decisions and considerations reached during planning this project.”
Annotation: An explanation of and a history of UNR’s experiences with ASRS, or robotic
storage retrieval systems. This short article focuses mostly on the smaller physical difficulties
and solutions experienced during such a change.
Search Strategy:
Yet another article found while Browsing the back issues of the
Journal of Archival Organization.
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Database:
N/A
Method of Searching:
Browsing
Search String:
N/A
Szary, R. V. (2006). Encoded archival context (EAC) and archival description: Rationale and
background. Journal of Archival Organization, 3(2), 217-227.
Abstract: “The use of contextual information about the creators and users of archival and
manuscript resources has always been a critical method for discovering and providing access to
them. Traditionally, this information has been unstructured and ephemeral, being part of the
knowledge that experienced staff bring to reference queries. The development of Encoded
Archival Context provides a methodology and structure for recording this information about the
characteristics of creators and the circumstances of creation more explicitly and in ways that it
can be used to support discovery of archival and manuscript sources.”
Annotation: This article argues for the importance of including contextual data in bibliographic
records. Unfortunately, the article is more concerned with the reasons behind doing so, and
skims over technical aspects of implementing an EAC procedure such as how one would actually
do it.
Search Strategy:
Yet another of the many, many articles found by searching through
back issues of the Journal of Archival Organization.
Database:
N/A
Method of Searching:
Browsing
Search String:
N/A
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Teper, J. H., & Erekson, S. M. (2006). The condition of our “hidden” rare book collections: A
conservation survey at the University of Illinois at Urbana-Champaign. Library
Resources & Technical Services, 50(3), 200-213.
Abstract: “In response to the Association of Research Libraries’ Special Collections Task
Force’s interest in “hidden” special collection materials, the University of Illinois at UrbanaChampaign’s Conservation Unit undertook a conservation needs survey of the Rare Book and
Special Collections Library’s backlog of uncataloged rare book materials. The survey evaluated
the binding structure; physical, biological, and chemical damage; and unique features of more
than 4,000 randomly sampled pieces from the collection. The information gathered would aid in
planning for the integration of immediate preservation actions with future cataloging projects and
to better direct future conservation efforts. This paper details the development of the survey,
interprets the results, and suggests methodologies for assessing other rare collections as well as
approaches to integrating the identified immediate preservation needs with cataloging and
processing projects.”
Annotation: This article covers in long, exhaustive detail the process of creating and
administering a random sample survey to a collection of books.
Search Strategy:
The citation for this article was accessed using Dialog.
Database:
Library Literature and Information Science [Dialog]
Method of Searching:
Keyword Search
Search String:
s rare()documents OR rare()books
s preservation OR restoration
s s1 AND s2
Personal Statement
In the process of researching this document, I have found that my understanding of
archival studies and the field of librarianship have increased exponentially. Most of the data in
Jennifer Rafferty
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this report consisted of facts I had never come in contact with before. For instance, I was
completely unaware that such large and varied collections of rare documents existed, and I
certainly did not know how much of these still remain uncatalogued in libraries today.
I feel I have also gained a greater insight into the archival process, and my new
understanding is only compelling me to learn more. I had never really considered the field
much, but I now find I have a great interest in finding out more information about it. In this way,
this bibliography may have changed the way I feel about and how I view the study of library
science. I believe this will aid me in my studies and in my career afterwards.
I feel I have grown as a researcher, and am more confident in using databases and other
research tools such as Dialog. I have a feeling I am going to find these skills very useful in the
time to come. I was also surprised to learn that Dialog, while a useful tool, is not necessarily the
best tool for the job for every situation, and that Drexel’s Summon portal still has a way to go to
be perfect.
I have discovered an interest in learning about library science in ways that extend beyond
my classes. Of course I’ve read articles for school projects before, but I feel as though these
interested me more than, say, articles about current events. Also, I have learned that I need to
budget more time for major research papers, and have more confidence in my ability to complete
such projects even through a panic-fueled haze that may or may not involve tears and nail-biting.
Fortunately, the lesson that I had learned a long time ago that it is absolutely my own fault when
I do something like that still stays with me. Another, and possibly my greatest discovery of all
was how to create hanging indents in Microsoft Word 2007, a feat that I had previously
attempted and given up many times, believing it was impossible. That is definitely going to stay
with me forever, or at least until they completely change the interface again.
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I certify that:
This paper/project/exam is entirely my own work.
· I have not quoted the words of any other person from a printed source or a website without indicating
what has been quoted and providing an appropriate citation.
·
I have not submitted this paper / project to satisfy the requirements of any other course.
12/3/2010
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Jennifer Rafferty
Jennifer Rafferty
Student
Signature____
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