Collections Care Policy for
Special Collections at the
University of Bradford
Special Collections
J.B. Priestley Library
University of Bradford
Bradford. BD7 1DP.
Email: special-collections@bradford.ac.uk
Web: http://www.brad.ac.uk/library/special-collections
Tel: +44 (0) 1274 235256
February 2014
Collections Care Policy for Special Collections, University of Bradford
ABOUT THIS DOCUMENT
Author: Alison Cullingford.
Version: 1.00.
Document history: Incorporates feedback following circulation of 0.04
Date: February 2014
Audience: Public document.
Copyright: University of Bradford. Readers are welcome to share it
under the terms of our Creative Commons licence: AttributionNonCommercial-NoDerivs 3.0 Unported (CC BY-NC-ND 3.0).
http://creativecommons.org/licenses/by-nc-nd/3.0/
Special Collections welcomes feedback on its documentation. Please
contact us if you have any comments, if you need to view this in an
alternative format, or if you wish to use it in any way not covered by the
Creative Commons licence: special-collections@bradford.ac.uk
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Collections Care Policy for Special Collections, University of Bradford
CONTENTS
Introduction .................................................................................................3
Publication history ......................................................................................3
Publication scope .......................................................................................4
Historical context ........................................................................................4
Building, collections and risks .....................................................................5
Staff and funding ........................................................................................6
Principles ....................................................................................................7
Standards and guidelines ...........................................................................7
Security ......................................................................................................8
Disasters and emergencies ........................................................................8
Storage and environment ...........................................................................9
Shelving ....................................................................................................10
Packaging .................................................................................................10
Housekeeping...........................................................................................11
Cleaning ...................................................................................................11
Conservation ............................................................................................12
Surrogacy .................................................................................................12
Access and handling ................................................................................12
Reprographics ..........................................................................................13
Exhibitions ................................................................................................14
Inter-library loans ......................................................................................14
Digital preservation ...................................................................................14
Policy review.............................................................................................15
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Collections Care Policy for Special Collections, University of Bradford
INTRODUCTION
Special Collections at the University of Bradford collects, cares for and makes
available unique and distinctive (UD) archives, rare books and other heritage
material in support of the University’s teaching, research and community
engagement. The collections offer a unique selling point for the University and
hence are also invaluable in its marketing, fundraising and other management
activities.
Materials in Special Collections face many risks to their survival, including water,
fire, theft, vandalism, pests, mould, and poor handling. The picture is
complicated by the properties of the materials of which collections are made,
which individually or in combination with other materials will determine how
quickly they deteriorate. Some, such as 1940s newsprint or some audio-visual
formats, are chemically unstable and will deteriorate rapidly (known as “inherent
vice”).
Collections care (also known as preservation in the library and archive sectors)
is the “range of activities intended to safeguard a collection” from these risks.
These activities include “policies, security, storage, cleaning, maintenance,
handling, scientific investigation, environmental monitoring and control,
exhibitions and loans, conservation, provision of surrogates and emergency
planning”1. This document outlines our policies for these activities.
Such policy-making is delegated to the Special Collections Librarian, who is
expected to have appropriate knowledge of best practice and to consult
professional colleagues and stakeholders. Our policies are implemented through
our planning structure. Significant projects are part of our rolling Forward Plan.
Concerns about the condition, storage etc of individual collections or items are
added to our master Preservation Plan. Emergency planning is discussed in the
section below. Most collections care is about everyday work with collections and
spaces, for which our procedures are continuously improved.
This document uses our collections typology (Heritage, Legacy, Self-renewing,
Finite), which is explained in full in the Collection Development Policy (CDP)2.
PUBLICATION HISTORY
Most of the policies in this document were developed when the Special
Collections service was set up in 2000. Recent developments mean that it is
timely to revisit them:
1
Definitions from: Collections Trust and British Standards Institution (2009). PAS 197: Code of
Practice for Cultural Collections Management.
2
The CDP along with our other policies is available from
http://www.bradford.ac.uk/library/special-collections/about-us/policies/
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Collections Care Policy for Special Collections, University of Bradford



The relevant standard, BS 5454 has been replaced by PD 5454: 2012.
Our revised collection development policy has refined our strategic thinking on
preservation as with all aspects of managing Special Collections.
We have adopted the “collections care” structure used in PAS 1973: the basis
of the Archive Accreditation Scheme and likely to become standard for
managing UD collections in the UK.
This document replaces all previous Special Collections preservation policies.
PUBLICATION SCOPE
This document covers our analogue collections and our existing digital
collections. These are mainly boutique digitised versions of analogue originals or
occasional legacy formats within analogue collections. It does not cover the
management of born-digital documents on a larger scale. This is an area where
strategy and policy are still being shaped4 and which will be addressed in future
revisions of this policy.
With the exception of the emergency planning section, this policy covers only UD
material managed by Special Collections. It excludes such material elsewhere in
the University.
As this is a public document, we do not discuss the specifics of our security
arrangements.
HISTORICAL CONTEXT
When the Special Collections service was founded in 2000, we found evidence of
some good practice: most materials were on shelves and most archives in boxes
of some kind, some conservation work carried out, and a Library disaster plan
existed. However, this was mostly piecemeal and uninformed by engagement
with standards and best practice. There were some very serious concerns to be
addressed: poor storage and uninvigilated access in particular.
Since then we have transformed all aspects of collections care. As this
document will show, we are achieving the highest standards in many areas of
practice. However, we recognise that in some areas we are not reaching the
standards we would wish. We explain why this is the case and how we intend to
improve in the relevant sections.
3
Collections Trust and British Standards Institution (2009). PAS 197: Code of Practice for
Cultural Collections Management.
4
As outlined in the position paper for internal audiences Digital Storage and Delivery for Special
Collections.
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Collections Care Policy for Special Collections, University of Bradford
BUILDING, COLLECTIONS AND RISKS
Special Collections is located in the J.B. Priestley Library, in the centre of the city
campus. This was completed in 1975 and is a characteristic university building of
the period, complete with flat roof and a complex structure of utilities. An
extension was added during the 1990s. In recent years this building and its near
neighbour the Communal Building had become outdated and unsuitable for the
needs of modern students. Extensive work has transformed the three upper
floors of the Library and linked it to the Communal Building, now Student Central.
The two lower floors, including Special Collections, will be improved in future
developments. We share the building complex with the rest of the Library, IT
Services, the Students Union, Careers and other University departments.
The Special Collections cover 115 cubic metres. Most date from the mid 19th
century onwards (reflecting the story of the University and the City, as explained
in the CDP). Most are paper. There are many photographic items, mostly prints.
About 5% of our collections are estimated to be unstable (audio-visual media,
newsprint, scrapbooks and other fragile papers). We have 18 cubic metres of
material which requires “oversize” storage, mostly maps and bound newspapers.
Film is deposited with the Yorkshire Film Archive. Our digital holdings currently
comprise 13 GB (mostly boutique digitisation of paper/photographic collections)
on a secure University server.
To track and understand risks to collections, we maintain a Risk Register, which
is updated continuously and reviewed annually, and an Incident Log, which
allows us to see patterns and monitor problems. In summer 2013, the risks were
as follows:
Risk
Comments
Air pollution
Risk managed. Collections boxed. Cleaning
programme. Rose during building works but now
less of a concern.
Fire
Risk managed. A University level issue. Staff
and procedures, PAT testing etc all in place. SC
staff vigilant. Particular concern during building
work.
Handling
Risk managed. Reading room and other
procedures. Equipment e.g. weights.
Inherent vice
Managed but concern given nature of our
material and environment. Stable temperature
and humidity would help. Conservation and
surrogacy programmes.
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Collections Care Policy for Special Collections, University of Bradford
Light
Risk managed. No natural light in storerooms, all
collections boxed, lights on only when needed.
Mould
Risk managed. In CDP. Use of Quarantine.
Staff awareness of damp risk and nature of
mould. Spaces err on side of warm/dry. C19
vols have red rot – warning signs and use of
gloves.
Pests
Risk managed. In CDP. Use of Quarantine.
Staff awareness of habits of pests etc. No food
or drink in SC areas. Managing down of print in
Library and removal of unwanted kit helps reduce
risk.
Security
Confidential – not covered in public document.
Storage/packaging
Risk managed. Boxing and packaging
procedures and programme.
Temperature/humidity
Concern. See discussion under Storage.
Water
Concern. See discussion under Storage.
STAFF AND FUNDING
Special Collections is not currently in a position to employ inhouse conservation
staff, nor do we have space for them. We have no plans to do so in future.
Instead, as explained in the relevant section, we outsource such work (funded by
donations or income generation). Special Collections staff are thus expected to
develop high levels of expertise in this area to make up for the lack of such
expertise inhouse. The Special Collections Librarian must understand the
professional context, keep up to date with developments and be able to work with
conservators to commission work. Collections care is one of the two key
responsibilities of the Special Collections Assistant, including day to day
monitoring, good housekeeping, the cleaning rota and other operational tasks.
All other staff and volunteers in Special Collections receive training which is
continuously reinforced in practice. Every aspect of the work of Special
Collections is informed by the need for the highest possible standard of
collections care. Staff are trained in safe handling of UD materials and
encouraged to develop their knowledge by attending training courses and selfdirected learning.
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Collections Care Policy for Special Collections, University of Bradford
We should also mention the invaluable work done by many other University
colleagues in supporting collections care. Operating in a shared building in a
larger organisation has many advantages. For example, the disaster team (see
below), the colleagues who work in the Library out of hours, Estates, Security and
Health and Safety are all essential contacts. We aim to raise awareness of
preservation issues among all relevant University staff.
PRINCIPLES
Collections care is integrated with other policies. The CDP explains how
preservation issues influence our collecting activities (for instance, there are
certain formats we will not collect because we cannot offer them proper care). It
runs alongside our Access and Collections Information Policies, which work
together to enable users to make the most of collections now and into the future.
Collections which are unappraised, uncatalogued and unknown are vulnerable
and at risk of neglect. Their best protection is that they are valued and
understood by stakeholders and communities.
STANDARDS AND GUIDELINES
The following standards and guidelines are employed to develop our policies,
plans and procedures:
British Library Preservation Advisory Centre (various). Preservation booklet
series.
British Standards Institution (2002). BS 4971: Recommendations for Repair and
Allied Processes for the Conservation of Documents.
British Standards Institution (2012). PAS 198: Specification for Managing
Environmental Conditions for Cultural Collections.
British Standards Institution (2012). PD5454: Guide for the Storage and
Exhibition of Archival Materials.
Collections Trust (2011). Benchmarks in Collections Care.
Collections Trust and British Standards Institution (2009). PAS 197: Code of
Practice for Cultural Collections Management.
Resource: The Council for Museums, Archives and Libraries (2003) Security in
Museums, Archives and Libraries : a practical guide
Networks and organisations whose information and inspiration has helped us:






British Library Preservation Advisory Centre
Institute of Conservation (ICON)
National Archives
OCLC Research
North East Document Conservation Center
Harwell Document Recovery Services
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Collections Care Policy for Special Collections, University of Bradford

Yorkshire Rapid Response Network
SECURITY
All archives are kept in secure closed access facilities. Access by staff other than
Special Collections is by key and contractors are accompanied. Printed book
collections are kept in the Reading Room, to enable readers to browse them,
under supervision by Special Collections staff.
Access to UD material is available by appointment in the Reading Room only,
under supervision by Special Collections staff. The Fetch service is available for
University staff and students to use elsewhere in the Library, for certain modern
printed books where the risk is deemed acceptable.
We have a range of other policies and practices to maintain security which it is
not appropriate to cover in a public document. Such information is managed at
an operational level.
DISASTERS AND EMERGENCIES
Special Collections staff are responsible for creating and maintaining emergency
plans and procedures for the collections. This responsibility extends to printed
collections elsewhere in the Library. It includes assessing risks, monitoring the
building, and recruiting and training the “disaster team” of library colleagues.
The Special Collections Librarian is “Silver” Officer for Heritage and Records
Salvage in the University’s Emergency Plan, We are committed to forming
effective relationships with key University and local colleagues and to protecting
UD assets in the University and the region wherever we can. For instance, we
helped create the Yorkshire Rapid Response Network, a co-operative of heritage
organisations who share equipment and arrange training.
Recently we have decided to move away from the traditional library disaster plan.
We had written several versions over the years and found the burden of creating
and maintaining them was not paid for in raised awareness, improved skills etc.
We are also no longer a self-contained library whose staff are librarians or library
assistants. Our building is home to many services and all kinds of staff, students
and visitors. It is mostly open 24/7. We also observed the rise of new ways of
communication by mobile and online.
Our revised structure is as follows:
1. Mop-Up. Most incidents in the Library involve water and start small. They
may be discovered by the cleaning staff, student champions, security or
anyone. The Special Collections Assistant creates and maintains basic
“Mop Up Kits” and contact details to help any staff member or champion to
take action.
2. Basic response and salvage. “Bronze”. The disaster team is given more
detailed training in response, salvage etc. They will take charge in an
incident and may come in out of hours to monitor or respond. They are
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Collections Care Policy for Special Collections, University of Bradford
equipped to air-dry the Library’s Self-renewing stock and to protect (but
not attempt to salvage) Special Collections in the absence of Special
Collections staff. The Special Collections Assistant keeps Salvage Boxes
stocked with useful kit and more detailed instructions. This level can also
draw on external kit and expertise.
3. Special Collections response and salvage. “Silver/Bronze”. Special
Collections staff are expected to be expert in all aspects of emergency
response and salvage, including knowledge of collections, priorities,
external contacts, insurance liaison etc. They would use the Salvage
Boxes and draw on external kit and expertise. This level draws on
expertise rather than written protocols other than contact details and
aides-memoire.
4. Special Collections strategic/preparation. “Silver”. Risk assessment, risk
monitoring, strategic planning, priorities, insurance liaison.
Plans at Levels 1 and 2 are checked regularly and continuously updated as
business-as-usual. We review the plans behind 3 and 4 annually.
In the past our disaster plans covered Library service continuity, but this
arrangement has became outdated: Library services now are part of a complex
pattern of electronic infrastructure resources and licensing for which the
appropriate managers and technical experts are responsible. Service continuity
of Special Collections is discussed in our Access Policy. We are happy to use
our expertise to help colleagues in the Library and elsewhere in the University
develop their own service continuity plans.
STORAGE AND ENVIRONMENT
All storage areas are within the J.B. Priestley Library. We believe outstores put
collections at greater risk and it is much harder to make collections stored in this
way readily available, creating a vicious cycle which can lead to neglect.
Outstores would only be used in the event of major building work or disaster and
we would follow best professional practice in finding and managing such stores.
New material from donors has often been stored in poor conditions and hence
may contaminate other collections with mould or pests. It is stored away from
other material in a Quarantine area and monitored until it is no longer a risk.
The storage areas were not created for Special Collections. We have made the
most of what was available to us, developing the various rooms and shelving
areas in which collections were already stored. Gradually we have consolidated
our archives into two large stores which are the best rooms available, removing
non-Special material and abandoning the use of the poorest quality spaces.
Most printed books are housed in the Reading Room to allow browsing.
Special Collections has been tackling the legacy of previous passive
indiscriminate collecting. Our deaccessioning work is outlined in the CDP and
CIP and covered by appropriate plans. Approximately 40% of our collections are
either Finite or in need of extensive appraisal. We are also clearing out furniture
and the like that is no longer needed. We work closely with our colleagues in
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Collections Care Policy for Special Collections, University of Bradford
main Library, who are doing similar work. These projects will lead to more
pleasant working environments for staff and users and spaces which are easier
to keep clean and tidy and hence reduce risks to collections. It will allow us to
collect the material that best fulfils our mission and to store it in the most
appropriate way.
We have two remaining concerns about our stores. Neither problem can be
solved until areas are refurbished and there are no easy answers, but we do
whatever we can to reduce the risks.
1. We monitor the environment but do not have a system of controlling it. When
temperature and humidity are widely outside the norms for those spaces, we
have been able to report the concern and action taken. Conditions are
relatively stable though do not comply with the recommended standards. Our
boxing programme helps create stable microclimates.
2. A complex network of water pipes and other utilities is above and around our
spaces. We continually try to understand and reduce the risks. For instance,
disused sinks and toilets have been removed as has an obsolete humidifier,
and we built placed drip trays under valves. As we free up space by
deaccessioning, we will be able to “triage” our storage, moving the most
important Heritage collections to the safest places (we have already done this
to the best of our ability but are currently limited by the lack of empty space).
SHELVING
Our shelving comprises:




A long run of rolling stacks well suited to archive boxes.
Small wooden shelving units of various sorts, best for printed books.
Metal library shelving of various sorts, suited to archives or books depending
on shelf width.
A plan chest and two cabinets for storage of oversize items.
While most of it has been recycled from elsewhere, it is all of suitable size and
strength for our collections. Any further shelving we acquire will be of this quality
or better. We are aware that the layout of the non-fixed shelving has grown up in
an ad hoc way and plan to review this to ensure we are making best use of the
space we have.
PACKAGING
We aim to package all UD material in appropriate enclosures using archival
quality materials and are systematically working towards this goal. We find that
even non-archival enclosures such as our “Niceday” archive boxes offer
considerable protection from water ingress, dust etc. 96% of our archives are
stored in archival quality or other appropriate boxes. The remaining 4% will be
addressed in the Preservation Plan.
New archives are put into big transit boxes on arrival on the premises if they are
not already boxed. Original or transit are replaced with better boxes when we
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Collections Care Policy for Special Collections, University of Bradford
catalogue. Following MPLP, we replace broken or harmful enclosures and
remove rusted staples etc but we do not re-folder or systematically seek issues.
The state of older collections is assessed when they are used, moved or cleaned.
We address problems when we see them, and, if they cannot be resolved at
once, the issue is added to the log in our Preservation Plan.
We are gradually moving all Heritage and Legacy archives to archival quality
enclosures such as Mylar or tissue as funding becomes available.
Printed books are not usually boxed unless in transit: their appearance on the
shelves is part of their appeal and keeping spines on show allows users to
browse. We address preservation issues for Heritage and Legacy items when
we catalogue or as we find them. Our activities include making phase boxes to
protect fragile bindings; tying cotton tape around detached bindings; and
protecting dust jackets with Mylar wraps.
We take no particular measures to preserve Self-renewing material beyond
storing it on shelves. Finite materials are boxed and protected from active harm
but, as stated throughout our suite of policies, we will not invest staff time or
expensive materials in collections which are irrelevant and being rehomed.
Most materials in Special Collections fit standard library/archive shelves. 18
cubic metres are considered “oversize”, including newspapers, printed books,
maps, large photograph albums and posters. We aim to store them using
appropriate methods: rolled, flat in drawers or in vertical cabinets. In practice our
storage of oversize items is rather ad hoc and we are planning a project to make
better use of oversize space and provide better protection for items. Very small
items such as ephemera, pamphlets or small book formats are stored using
envelopes or packaging to protect them in boxes or on shelves.
HOUSEKEEPING
Good housekeeping is essential and at the core of our practice. It is the prime
day to day responsibility of the Special Collections Assistant (or other staff
member in their absence) to monitor Special Collections spaces, to keep the
areas tidy and put collections away when not in use. All issues in our spaces are
added to our Incident Log, and reported to Estates, Security, senior management
or other colleagues as appropriate. We also encourage colleagues and users to
be vigilant and report anything unusual they see.
CLEANING
We operate an active cleaning programme: an hour a week by the Special
Collections Assistant. It includes cleaning objects, boxes, shelves and stores.
This reduces risks from pests and dust and enables us to log condition or storage
problems. It also creates an atmosphere of care and value rather than neglect.
We also clean boxes and shelves whenever we notice they are in need of it.
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CONSERVATION
Conservation is one approach to dealing with damaged materials, as part of a
preservation programme. It is defined in PAS 197 as “interventive techniques
applied to an item to achieve chemical and physical stabilization for the purpose
of extending the useful life of the item to ensure its continued availability.” As
stated above, we outsource such work to external contractors. They must
demonstrate that they are professionally qualified and have relevant experience.
All work must conform to the standards of the Code of Ethics of the Institute of
Conservation (ICON) and to BS 4971:2002.
Priorities for conservation paid for by Special Collections are aligned with
collecting priorities. We would consider conserving items which meet the
following requirements:





Artefact of particular significance in a Heritage cluster.
Unique items.
Deteriorating.
In high demand and suffering wear and tear (especially if a surrogate would
not do or cannot be made).
Condition cannot be remedied by non-interventive methods such as phase
boxing.
Other material would be conserved if funding was made available.
We are aware that conservation may be unable to solve problems stemming from
inherent vice. We will explore the use of surrogates in such situations.
SURROGACY
Surrogacy is the reproduction of fragile originals in a new format to make them
available to users. We operate a programme of boutique surrogacy, on demand
for users or as required for other activities such as teaching. Our surrogates are
created digitally inhouse, though we may print them out for ease of handling in
the Reading Room. We estimate that 3% of our collections have been digitised
for whatever reason. We plan to increase our capacity for digitisation which will
have benefits for fragile collections.
Surrogates are not intended to replace originals, which have qualities and historic
significance which mean we should continue to care for them. It is after all
possible that new techniques may enable them to be preserved in future. We
would occasionally deaccession originals if they are deteriorating in a way which
is harmful to other collections or human health. In practice Special Collections
does not intentionally collect such materials which are mainly found in film or
audio-visual collections.
ACCESS AND HANDLING
Use exposes collections to risks from handling or exposure to light. However
access is not opposed to preservation: we believe that collections which are
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catalogued, used and valued by our communities are less vulnerable than
uncatalogued hidden collections. Use also reveals preservation issues such as
inappropriate enclosures or rusty staples which can then be addressed.
To limit harm from use, all access to originals is invigilated. Readers are
required to follow the rules of the Reading Room: bags stored separately, no food
or drink, pencils only, handling with care.
Gloves are required only for handling photographic material and realia, though
we recommend their use for handling covers affected by red rot. Following PD
5454 we are phasing in nitrile gloves for photographic handling, though cotton
gloves are still useful for other materials and for staff handling large quantities of
boxes.
All new visitors receive an induction which explains these rules and helps them to
understand what to do. Special Collections staff are empowered to enforce the
rules and are encouraged to do so in a supportive way, helping readers to
understand the unique qualities of items as artefacts. To make it easier for them,
we stock the Reading Room with useful equipment, such as foam book supports,
book snakes and weights, and pencils.
A few items are too fragile to produce in the Reading Room as any handling
would destroy them. This concern is noted when they are catalogued, cleaned or
otherwise handled. The situation is made clear in our catalogues. Such items
are high priority for conservation work but this may not always be possible or
appropriate. We will endeavour wherever possible to provide a surrogate for
users to consult.
REPROGRAPHICS
When Special Collections was established in 2000, reprographics meant
photocopying (or, occasionally, professional photography). Photocopying, unless
carried out by trained staff and using appropriate machines, poses a serious risk
of mechanical damage. The possibilities opened up by digital technology have
transformed marketing and services to users, and are often much gentler on
collections than older methods.
Hence we actively encourage readers to take photographs using their own
smartphones and other devices, subject to copyright and consideration for other
users. Not only does this limit damage, it enables us to provide a better service.
Users can have as many copies as they like right away and can use them as an
aide-memoire. It also frees up user time to consult the collections they came to
see and staff time to carry out more productive activities.
Readers may not use personal devices which make contact with originals. They
may use tripods and other photographic equipment by prior arrangement, to
minimise disruption to other users.
Photocopying, scanning and other contact reprography is carried out only by
trained Special Collections staff. Such copying is at our discretion and will be
done only when we believe the originals will not be harmed by it. Materials which
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are unlikely to be suitable for such copying include fragile newsprint and tightly
bound volumes. In most such cases, a suitable result can be obtained by noncontact methods.
EXHIBITIONS
Special Collections does not currently have its own space for physical exhibitions,
though we plan to address this in future. Instead we concentrate on creating
online exhibits and working with partners who have exhibition space. We are
keen to work with such partners in any case, as external exhibitions bring Special
Collections to new audiences.
However, physical exhibitions pose risks to collections. We only lend originals
when the borrower can satisfy the Special Collections Librarian about conditions,
security, insurance and other concerns. The borrower is required to sign our
standard agreement, which is based on guidance from the standards above. It is
likely that any heritage organisation such as a museum or gallery will meet our
requirements. If organisations cannot meet our requirements, we will endeavour
to supply surrogates.
INTER-LIBRARY LOANS
We appreciate that inter-library loans help users who might not be able to visit us
and aware that the presence of our printed books on COPAC will lead to such
requests. Thus we will consider such requests. However, there are risks
involved. Thus all inter-library loans are at the discretion of the Special
Collections Librarian and are for reference use in the borrowing library only. This
service is operated on our behalf by our Inter-Library Loan service. We will
consider lending modern printed materials which are not unique or otherwise
significant as artefacts. We will not consider other formats such as archives,
early books or maps, anything fragile or which is in high demand in the Reading
Room. If we refuse a loan, we will attempt to contact the enquirer via their host
library to see if we can assist them via another route.
DIGITAL PRESERVATION
As noted under Publication Scope, we are not yet in a position to define policy on
born-digital collections. We are taking interim small-scale measures to preserve
our existing digitised and digital collections following standards and professional
best practice. These include:



Storing all such documents in our secure section of the University’s drives.
We don’t keep them as email attachments or on local drives. The University’s
drives are mission-critical to the University and are backed up to a high
standard.
Accessioning digital formats in our Accessions Register.
Using standard formats likely to be recognised by systems into the future,
such as .pdf and .jpg. Files in unusual formats are converted.
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Collections Care Policy for Special Collections, University of Bradford

Creating meaningful filenames, based on the archive references of originals
or otherwise relating to the content of documents.
POLICY REVIEW
We aim to review this document annually as part of our summer policy review
and to write a new edition when changing technologies, practices and situations
render it outdated.
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