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3	Assumptions about where most of you are at now Academic library May have a small Adventist heritage collection with no staffing or very limited staffing Would like to do something with your SDA materials but lacked the money, time, & space Don’t know where to begin or how to proceed. You do not realize the role you MUST play in preserving the history of the SDA Church in your region/union/division You think computers will make collecting paper items largely irrelevant
4	Assumptions about where most of you are at now Some may not be possible Shown as a goal Apply as you can in your situation
5	Outline Collecting Use and Preservation Digital Issues Conclusion
6	College libraries and the Ellen G. White Research Centers MUST be the centers for collecting and preserving what is said and done and produced in each world division.
7	I. Collecting
8	What to Collect Periodicals Books and Pamphlets Audio-Visuals Digital Products Ephemeral Artifacts Papers and Personal Materials
9	How to Collect Publishing House Division, Union, Conference Office Look through publications Write potential donors Talk to users Be open to other material Collaborate Search the Internet
10	II. Use and Preservation
11	Preparation for Use Books, pamphlets, and other published materials
12	Preparation for Use Periodicals
13	Preparation for Use Audio-Visuals
14	Preparation for Use Personal Papers and manuscripts
15	Preparation for Use Artifacts Digital
16	Access The Chained Bible Analogy Precious Costly Hard to Get
17	Access Adventist Historical Materials Precious Costly Hard to Get
18	Tension: Use verses Preservation Should Adventist materials be handled differently?
19	Use verses Preservation Free and unlimited access?
20	Use verses Preservation Should they circulate out of the study area or library?
21	Access Control Who can authorize access? Limit where material may be used Limit what may be checked out Limit who can check it out Limit how long it may be checked out How to ensure return? What is penalty for non-return?
22	The rationale for limiting access is not to make it difficult to use Adventist materials, but rather to ensure they remain available and useable for others in the future. Think of it as elevating them to a higher pedestal–a pedestal for precious, costly, and hard to get items.
23	Preservation and Conservation Preservation – Planning and administrative
24	Preservation and Conservation Conservation – Actual task
25	Preservation and Conservation Conservation – Actual task
26	Degradation (Deterioration) of Library Materials Natural components Hygroscopic nature of paper Chemical additives Air borne pollutants
27	Degradation (Deterioration) of Library Materials (continued) Light Temperature Humidity Pests Wear and tear Photocopy machine
28	Light Ultraviolet (UV) All light sources give off UV radiation Can shield part of the light
29	Light Sunlight Direct sunlight is the worst Store materials away from windows or cover windows
30	Temperature Higher temperature = shorter life for library materials Ideal temperature: 20^o C. or less Constant (+/- 2^oC.) 24 hours a day 7 day a week 365 days a year
31	Humidity Higher humidity = shorter life for library materials Moisture (air or direct) acts as a catalyst for paper (and other materials) deterioration Ideal humidity: 40% to 50% (+/- 5%) Constant (+/- 5%) 24 hours a day 7 days a week 365 days a year
32	Pests (vermin) Mice, rats, book worms, cockroaches, many other animals and insects Eat the starch, glue, and other components of book Keep entire library or study center clean and free of food Exterminators
33	Wear and Tear More use = less life for all types of library materials Handling transfers dirt and oils from users skin. Oil is corrosive especially to A/V Dirt may damage paper
34	Wear and Tear Limit handling of old and weak originals Provide use copies Hand washing with soap before using Do not use hand lotions or moisturizers Use clean cotton gloves
35	Photocopy Machine Wonderful invention Produces heat, light, and ozone gas Mechanical process damaging
36	Photocopy Machine Limit amount of photocopies from any one source. If popular item, provide a use copy Enforce good (careful) handling techniques or trained staff make all photocopies
37	General Comments on Preservation Personal papers of individuals not used until fully processed. Never put original documents or photographs on exhibit for more than 30 days. Use copy and consider security arrangements. Rule of Preservation: never do anything which cannot be reversed. Store photographs and other A/V as cool & dry & constant as possible (10^o C. and 35% humidity).
38	General Comments on Preservation (continued) Anything worth saving is worth spending a little money and effort Never laminate. Encapsulate Cheapest environmental fix – use fans to keep air moving day and night
39	General Comments on Preservation (continued) Never use clear sticky tape for repairs. Use archival tape. Opaque tape Never use rubber cement Staples and paper clips not used [Good quality staples help]
40	General Comments on Preservation (continued) All audio and video tape will deteriorate with time—about 20 years or less Hastened by poor environment Keep cool and dry Copying to CD???? Film (slides, 16 mm, etc.) lasts a long time. Keep cool and dry Clean
41	Environmental Conditions Summary Light Temperature (20^o C. 24/7/365 Humidity (40% to 50%) 24/7/365 Air circulation -- Fans Cleanliness Careful handling Do nothing that cannot be reversed
42	Remember, you have a special stewardship responsibility to properly care for those materials under your control. Do all that is possible to protect and preserve what God has allowed to come into your care.
43	III. Digital Issues
44	Digital Issues Prior to around 2000, limited SDA material available electronically Digital formats not stable or permanent the way paper is Digital needs to migrate to next generation or risk obsolescence Physical medium (disk or tape) lasts longer than ability to read it Medium changes
45	Archiving verses Archives Archiving, the verb Back up of computer files Intended life is a few minutes to several years Archives, the noun Place where materials are kept from several months to many years Intended life is a few years to forever
46	Digital Summary Wonderful tool Obsolete in a short time Migrate or upgrade = time and money Need to use digital all we can Be aware of limitations Be prepared for migration If something is of permanent value, keep in paper format if at all possible
47	IV. Conclusion
48	Conclusion YOU, SDA librarians and managers of special Adventist heritage collections, are the ones we must rely on to collect Adventist materials now while they are available. We rely on YOU to manage what you have in ways which will preserve them for longer use and make them available to the widest range of researchers possible.
49	Conclusion (continued) YOU need to become more aggressive in seeking out Adventist sources from within your union or division territory NAD based organizations not able to be comprehensive YOU are where the “rubber meets the road.” “Where the action is”
50	Conclusion (continued) YOU are the ones who need to manage the collections you do have to ensure its continued availability This may require special regulations and limits on use Remember YOUR stewardship responsibility when people get upset YOU have stewardship of precious, costly, and hard to get materials
51	Conclusion (continued) YOU are the ones who can provide an environment friendly to the preservation of the physical medium. Light, temperature, humidity, pests, cleanliness, and wear and tear are largely within YOUR control. YOU have stewardship of precious, costly, and hard to get materials.
52	YOU are the ones who hold the future of our Adventist heritage materials in your hands. Do all YOU can to preserve this material while it is available.
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