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INF 392G: Management of Preservation Programs

Instructor: Rebecca Elder

Course Meeting Times

Mondays, 9 AM - 12 Noon, UTA 1.504

Course Description

This class will address management of various components of library/archive/museum preservation topics such as

  • Preservation policy
  • Needs assessments
  • Library binding
  • Emergency Planning
  • Reformatting
  • Budgeting
  • Fundraising

Class members will work in pairs to perform a needs assessment of a collection held in a local library, museum or archive.  This assessment will also cover general preservation programs in the institution, such as reformatting, emergency planning, and staff and user education.

Class members will also work in pairs to write a National Endowment for the Humanities Preservation Assistance Grant (or other appropriate grant) application for their institution to fund a project suggested by their condition analysis.

Textbook:  Banks, Paul and Roberta Pilette. Preservation: Issues and Planning. Chicago: American Library Association, 2000.  Available online through UTLOL. May be purchased from Amazon for $55.00 (there are also many used copies on Amazon).
Other readings required will be available through UTLOL or via Blackboard.

Professor: Rebecca Elder
Phone:(512) 699 3494
Office Hours:Monday 12:00-1:00 or by appointment

Teaching Assistant: Halley Grogan

Office Hours:By Appointment

Course policies:
1.  The University of Texas at Austin provides upon request appropriate academic accommodations for qualified students with disabilities. For more information, contact the Office of the Dean of Students at 471-6259, 471-4641 TTY.
 2.  All assignments must be written using gender-inclusive language.
 3.  Submit all your assignments on time. Late submissions will not be accepted unless an emergency is involved. In the event of an emergency, the student must contact the instructor as soon as possible.
 4.  The instructor will provide any assistance upon the student's inquiry. However, the student is responsible for his/her own effort to complete the assignments.
 5.  Students are required to attend class and to be on time. Any absence or lateness will affect the class participation grade. By UT Austin policy, you must notify the instructor of your pending absence at least fourteen days prior to the date of observance of a religious holy day. If you must miss a class, an examination, a work assignment, or a project in order to observe a religious holy day, the instructor will give you an opportunity to complete the missed work within a reasonable time after the absence.
 6.  The instructor reserves the right to issue a course grade of F if any assignment is not completed.
 7.  The instructor welcomes feedback from the class.


Grades will be based on:  Needs Assessment (35%), Grant Application (35%), Class Participation and Attendance (20%), Final Presentation (10%)

 Class Schedule

Class #


Topic and Readings                                                                                                                                


January 24

Class introductions, expectations, assignments, syllabus


Teper, Thomas H. “Current and Emerging Challenges for the Future of Library and Archival Preservation.”  Library Resources and Technical Services, 2005. Available on UTLOL

Heritage Preservation.  “A Public Trust at Risk:  The Heritage Health Index Report on the State of America’s Collections”, 2005

Ritzenthaler, Mary Lynn. Preserving Archives and Manuscripts. 2nd. ed. Chicago: Society of American Archivists, 2010. 43 - 106. Print.


January 31

Preservation Policy and Planning


Banks, Pillette, chs. 1-3, 5 (pp.82-90) .

Meyer, Lars. "Safeguarding Collections at the Dawn of the 21st Century: Describing Roles and Measuring Contemporary Preservation Activities in ARL Libraries." 2009. Association of Research Libraries.

Merrill-Oldham, Jan; Morrow, Carolyn Clark; and Roosa, Mark. Preservation Program Models: A Study Project and Report. Washington, D.C.: Association of Research Libraries, 1991.  Available on Blackboard.

American Library Association. Preservation Policy. Chicago, IL: American Library Association, 1991 (revised 2008).

"Preservation Policy". University of Texas at Austin.

State of Arkansas Collection Policies. Available on Blackboard.


February 7

Selection for Preservation and Needs Assessments


Banks, Pillette, ch. 5 (pp.90-95), 12

Brown, Karen E.K. “Use of General Preservation Needs Assessments.” Library Resources and Technical Services 50.1 (2006): 58-72. Available on UTLOL.
"Special Collection Materials Survey Instrument". Preservation Division, Columbia University Libraries.
Atkinson, Ross. "Preservation and Collection Development: Toward a Political Synthesis." Journal of Academic Librarianship 16 (May 1990): 98-103. Available on UTLOL.

Teper, Thomas and Stephanie Atkins. “Building Preservation: The University of Illinois at Urbana-Champagne’s Stacks Assessment.” College and Research Libraries 64.3 (2003): 211-227. Available on UTLOL.

Teper, Jennifer Hain and Sarah M. Erekson. “The Condition of our ‘Hidden’ Rare Book Collection: A Conservation Survey at the University of Illinois Urbana-Champaign.” Library Resources and Technical Services 50.3 (2006): 200-213.
Available on UTLOL. Preserving the 20th Century: California Preservation Survey of Moving Image and Recorded Sound Collections. March-June 2007 (published Oct. 14, 2007).

Frost, Hannah. “Sampling Survey Methodology Resource Sheet.” From presentation during Sound Savings: Preserving Audio Collections, a symposium held at the University of Texas at Austin, 24-26 July, 2003.

"Preservation Leaflets 1.1-1.8". Northeast Document Conservation Center.
"Preservation Needs Assessment Report Template 2007-2008". Australian Institute for the Conservation of Cultural Material.

Collection Selection for Needs Assessment Due

Baird, Brian J. Library Collection Assessment through Statistical Sampling. Lanham, MD: Scarecrow PR, 2004. Print.


February 14

Preservation Environmental Control
Guest Lecturer: Joe Reyes, Engineer.


Padfield, T. (n.d.). How air conditioning works. Retrieved January 17, 2008, from

Ford, Patricia. Sustainable Preservation Practices for Managing Storage Environments. Image Permanence Institute, Rochester, NY, 2010. 3 - 26. Available on Blackboard.


February 21

Conservation of General/Special Collections
Visit to PCL Preservation Department
Meet in lobby of PCL at 9:00.


Banks, Pillette chs. 13, 16

Baird, Brian J. "The Goals and Objectives of Collections Conservation." Restaurator 13 (no. 4, 1992): 149-161.  Available on Blackboard

Grandinette, Maria and Silverman, Randy. "The Library Collections Conservation Discussion Group: Taking a Comprehensive Look at Book Repair." Library Resources and Technical Services 38 (July 1994): 281-87.   Available on Blackboard

Silverman, Randy and Grandinette, Maria, compilers. Various documents taken from SPEC Kit 190: The Changing Role of Book Repair in ARL Libraries. Washington, D.C., Association of Research Libraries, Office of Management Services, 1993.   Available on Blackboard

Library of Congress. (1999, May 28). "Services Provided by the Binding and Collections Care Division."

Library of Congress. (1999, May 28). "Services of the Conservation Division."

National Archives and Records Administration. “Preservation Programs at the National Archives.”

National Archives and Records Administration. “Holdings Maintenance.”


February 28

Library Binding/Microfilming/Mass Deacidification                              


Banks, Pillette, ch. 14, 15

Library Binding. Bethesda, MD: NISO Press, 1999.

Merrill-Olham, Jn, and Paul Parisi. Guide to the ANSI/NISO/LBI Library Binding Standard. Chicago: American Library Association, 2008.

Ogden, Sherelyn. “Guidelines for Library Binding.” Preservation Leaflet 7.1. Northeast Document Conservation Center, 2007.

Reports of the Harvard Weissman Preservation Center’s digital, microfilm and hybrid initiatives. (NEH microfilming statistics)

Pilette, Roberta. “Mass Deacidification: A Preservation Option for Libraries.” World Library and Information Congress: 69th IFLA General Conference and Council. 1-9 August 2003, Berlin.

"Mass Deacidification Revisited." CLIR Issues Newsletter61.Jan/Feb 2008 (2008).


March 7

Emergency Planning


"Emergency Management Preservation Leaflets 3.1-3.11." Northeast Document Conservation Center.

Indiana University Libraries - Bloomington, Preservation Department. “Disaster Response Plans: Main Library.”

Lederer, Naomi and Ernest, Douglas J. “Managing the Media During a Library Crisis.” American Libraries 33 (December 2002): 32-33. Available on UTLOL.



March 14

Spring Break


March 21

Budgeting/Cost Analysis/Staffing


Calvi, Elsie; Carignan, Yvonne; Dub, Lize; and Paper, Whitney. The Preservation Manager's Guide to Cost Analysis. Chicago: American LIbrary Association, 2006. Read entire book. 3 copies available in Kilgarlin Center Resource Center.

Kesse, Erich J. (for University of Florida). “RFP for Commercial Binding.” 2001.

Palmer, Patricia (for Virginia Commonwealth University). “RFP for Commercial Binding.” 2001.

Schein, Julia and Belinda Delisser. “The Lost Art of Interviewing: How to Hire Without Regret.” Prepared for Special Libraries Organization (2007).

Preservation Budget Planning. 2008. Lyrasis.

Needs Assessment Due


March 28



"Capitalize on Collections Care." 2005. Heritage Preservation.

"Organization Registration User Guide." 2009.

"Guidelines for Preservation Assistance Grants." 2009.  National Endowment for the Humanities.

“Conservation Project Support Grants.”  2009.  Institute of Museum and Library Services.

“Final Performance Report”  Institute of Museum and Library Services.

Grant Project/Preliminary Budget Due by e-mail to


April 4

Visit to Regional Foundation Library
Meet at 1009 East 11th Street, 2nd Floor
Austin, TX 78702 at 9:00


April 11

Preservation Advocacy/Staff and User Education


Drewes, Jeanne M., and Julie A. Page. Promoting Preservation Awareness in Libraries: A Sourcebook for Academic, Public, School and Special Collections. Westport, CT: Greenwood Press, 1997. pp. 3-6, 13-32, 87-112, 173-180, 217-225, 263-279.   Available at PCL Reserves and in Kilgarlin Resource Center

CoSA Local Government Archives Task Force, . Preserving the Nation's Local Government Archives. Council of State Archivists, 2008. pp, 25-36.
“Preservation Education Curriculum” Northeast Document Conservation Center .

“Preservation 101”  Northeast Document Conservation Center, 2006.

Carmicheal, David, and Kathleen D. Roe. Advocacy, Archives and Archivists Workshop. Society of American Archivists, 2010.


April 18

Museum Preservation
Working with Boards of Directors/Friends Groups
Guest Lecturer: Carlyn Hammons, Texas Historical Commission

Readings: TBD

Grant Draft Due


April 25

Peer Review Grant Application


May 2

Grant Applications Due
Final Presentations


Students will work in the same pair for all assignments and both students will receive the same grade.

Needs Assessment – Due March 21
Students will work in pairs to perform a preservation needs assessment for a discrete collection held in a local library, museum or archives.  Institutions will preferably not be affiliated with The University of Texas At Austin.  Contact the instructor if you need assistance finding an institution to assess.
The statistical analysis will cover condition of the collections and storage and housings.  Please include:

  • A one page executive summary of your results
  • A brief history of the collection
  • An overview of your tools and methodology
  • A reporting of the assessment results
  • Recommendations for preservation of the collection that are practical for your institution

The preservation management portion of the project will cover care and handling practices; repair/conservation; library binding if applicable; reformatting; staff and user education; and disaster planning.  You should also include any other preservation management topics you feel are important to address.

If you choose to do a preservation analysis of the entire institution, you should cover the following topics:

  • Building concerns
  • Environmental conditions (Temperature, relative humidity and light)
  • Space allocation
  • Pest management
  • Overall collection condition
  • Storage and shelving
  • Care and handling
  • Repair programs
  • Library binding
  • Reformatting
  • Staff and user education
  • Exhibits
  • Emergency planning
  • Security
  • Any other preservation topics you feel are important to address

If you decide to use a pre-visit questionnaire, please give your institution contact adequate time to complete it.  It is also a good idea to schedule a meeting to discuss your findings with your institution contact prior to writing your report.  Please remember that your institution contact is a busy professional and treat his or her time respectfully.
The assignment will not be considered complete until the instructor receives notice that you have delivered a copy to the client. For example, you might e-mail a copy of the report to the client and copy the instructor. You may officially deliver the report up to one week after it has been graded, so that you have an opportunity to edit based upon the instructor's comments, if you like.

Grant Application  - Final Due May 2
In the same pairs, students will write a grant application for their institution for funding for a project suggested by their report.  The project should be selected in consultation with the institution contact.  A suggested grant is the NEH Preservation Assistance Grant (, however you may choose any grant program that is appropriate for your institution, upon approval from the instructor. 
For the Preservation Assistance Grant, you will be responsible for preparing the project narrative, budget and compiling all appendices except for resumes of institution staff.  For other grants, please contact the instructor to determine which portions of the application you should prepare.

Drafts of your grant will be due on April 18. You must turn in a paper copy of the draft to the instructor, as well as post a copy on Blackboard for your classmates to read. We will peer review the grants in class on April 25. Please read all of the grants, and be prepared to discuss them, as well as lead a 10-15 minute discussion of your draft. You may edit based upon the instructor’s comments and peer review prior to final submission.

The assignment will not be considered complete until the instructor receives a final copy and notice that you have delivered a copy to the client by the May 2 deadline.

Final Presentation – Due May 2
Your pair’s final presentation will summarize your work with your chosen institution over the course of the semester, and should take no longer than 15 minutes, including time for questions and answers.


Last Modified: January 25 2010 19:38:10.

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