Two components of the California Preservation Program will form the basis of most coordinated preservation action in the State. These two statewide initiatives, the Preservation Information Center and the preservation funding program, are the first priorities for implementation. Without the coordination of a lead agency and an ongoing funding program, efforts to act on the local or regional level are destined to remain limited in scale and effectiveness. The California State Library is recommended as the most appropriate lead agency to implement both components.
Goal. To provide a statewide clearinghouse for information about preservation and to furnish related services, such as providing and coordinating opportunities for training in preservation, providing assistance in conducting preservation needs assessment surveys, and preparedness in disaster response and planning.
Rationale. The statewide preservation needs assessment survey conducted in 1991 indicated that 93% of institutions require staff and user education in preservation. Forty-three percent of institutions need assistance in writing disaster preparedness and response plans. California is susceptible to natural disasters with the potential to affect massive regions. To take action to meet these and other preservation needs identified in the survey, staff in many institutions require basic training in management of preservation programs.
Description. The Preservation Information Center (PIC), drawing upon the expertise and assistance of the University of California Preservation Program, California State Library and California State Archives, regional systems and networks, professional societies, and/or other appropriate agencies, will address a range of needs, such as:
Purpose
To respond to the need for immediate information about preservation among institutions without local preservation staffing or information resources
Services
Provide for loan of, or access to, specialized information resources such as subscription periodicals, books, or AV materials, and preservation databases and networks
Provide information on preservation and disaster response, and help institutions respond to emergencies such as water leaks, insect or mold infestations
Collect and disseminate standards and guidelines relevant to preservation of documentary materials
Purpose
To collect and disseminate existing information, using appropriate technology to provide the following services
Services
Identify preservation information resources and specialists, and maintain current directory information on preservation specialists in California and vendors and providers of contract services for preservation with references from recent clients
Collect data on preservation resources, and organize, publicize, and disseminate information on them
Identify preservation service and storage facilities, consider their use within the local preservation network areas or network regions within the cooperative program, and/or explore the feasibility of establishing and running such facilities
Assist institutions to evaluate preservation materials and supplies
Maintain a database of past, present, and planned preservation projects to avoid duplication of effort and to share project expertise and experience
Maintain a database of preservation action priorities for the state, based on preservation needs assessment data
Purpose
To provide training opportunities to meet needs identified in the preservation survey and to assist institutions in learning to prepare grant proposals and manage grant projects
Services
Identify education providers and develop training opportunities in disaster preparedness, preservation needs assessment, including collection significance, staff and user education, and management of preservation programs, e.g., preservation reformatting, standards of performance for library binding, conservation treatment
Identify and/or provide training in grant writing and in development and management of grant-funded preservation projects
Identify existing training programs and needs for preservation education and work with library schools to develop and improve preservation education programs
Plan and coordinate workshops and training opportunities
Assemble a sequential package of basic training programs to cover, as a minimum: management and program development, disaster preparedness and response, and needs assessment
Coordinate specialized workshops through regional networks to include book repair, writing disaster plans, selection for conservation, reformatting technologies, writing preservation program plans, etc.
Develop a list of experts in preservation management to serve as consultants
Purpose
To consult with institutions that may require assistance to develop preservation strategies tailored to their own needs and resources
Services
Provide customized on-site consultation, based on implementation of preservation needs assessment, to institutions embarking on preservation planning, employing PIC staff and/or consultants
Provide advice and assistance on implementation of specific preservation activities, e.g., preservation reformatting, standards of performance for library binding, conservation treatment
Compile and disseminate information about existing sources of funding and of preservation services, including advice about appropriate standards for service providers (such as American Institute for Conservation membership, references)
Assist in the identification of funding sources for preservation activities
Purpose
California repositories need a centralized agency to represent the on-going p]reservation needs of all collections in order to recommend action at the State level, and to work with institutions, local and regional governmental agencies and granting agencies to make I)reservation a priority for action
Services
Provide public information on preservation
Assist development of local, regional, State and federal initiatives and priorities for preservation
Conduct promotional activities and develop promotional materials, such as exhibit and educational materials including displays, posters, bookmarks, to raise awareness of California's preservation needs and provide preservation awareness education
Designate a Preservation Awareness Week for the State of California, defining preservation in the broadest sense to include historic preservation
Design and lobby for the addition of preservation of California's cultural heritage as a curricular component at the primary level
Assure representation on committees, organizations, task forces, etc., as appropriate to assist in preservation advancement
Monitor state and federal legislation related to preservation
Develop and utilize media contacts for greater visibility of the State's preservation needs and programs
The major audience for services is institutions that can least afford to pay, so staffing costs should be considered a loss leader to promote the preservation infrastructure. Accordingly, partial cost recovery should be obtained on training, document delivery, and on-site consultations. Membership/services! subscription fees could also be considered on a sliding scale.
Staffing and office support should be underwritten by an on-going appropriation from federal Library Services and Construction Act, Title III (Networking) funds until a State appropriation under the California Library Network legislation can succeed LSCA funding.
Funds for special projects should also be sought from outside sources such as foundations, corporations, and federal programs.
Goal. To encourage, enable, and assist information agencies, individually and cooperatively, to take action to preserve documentary resources most critically important to California and its people.
Rationale. A statewide preservation needs assessment survey conducted in 1991 and subsequent investigations showed that most information agencies in California have significant unmet needs for preservation of their collections, including preservation training and education for staff, resource providers and users, security and disaster protection, optimal environmental conditions, reformatting of deteriorated materials, repair of damaged materials, conservation of rare materials, and provision of protective housing for endangered materials. These needs exceed the capacities of agency budgets and warrant investment from municipalities, counties, private foundations, the State of California, and the Federal government.
Description. An effective statewide preservation program will include a funding program to enable institutions, both cooperatively and individually, to meet their preservation needs as identified by a coordinated program of needs assessment. Funding is necessary to enable institutions to help themselves and for preservation treatment of documentary resources most critically important to California.
The California State Library should act as the lead agency to secure funding.
Necessary steps in conducting a preservation funding program are:
1. Demonstrated commitment of the agency to ongoing preservation of the collections
2. Accessibility of the collections to the public:
3. Types of agencies::
1. Most critically important materials for research in all subjects and disciplines documenting California's heritage and contributing to California's educational and economic future
2. Californiana of major significance, including community archives and documentation of California's cultural diversity
3. Materials in all formats, such as paper, film, sound recordings, and electronic media
4. Original documentary materials with artifactual and significant informational value
1. Production projects:
3. Projects to improve collection security and the storage environment:
2. Program management projects:
1. Standardize the level of preservation activities statewide:
2. Competitive grant programs:
3. Program action steps:
A portion of the new State funding for the California Library Network, federal Library Services and Construction Act funds, other federal programs, and various foundations, corporations, and programs will be sought to implement this initiative.