Preserving our collections

A major part of our work in Special Collections is to ensure that our materials will still be available to future generations of scholars and visitors. Many of the objects we hold are made of sturdy stuff, our rare 18^th century books will probably outlast us all, but other items such as our photographic collections are more fragile, and even stable materials can become vulnerable over decades. To this end we spend a lot of time making sure materials are stored in optimal conditions to extend their life and usefulness. This week we are participating in the ALA Preservation Week by celebrating all things preservation and giving you an insight into the activities we undertake. You might even pick up a few tips on how to preserve your own special items!

Blue blinds and ultraviolet filters

Where and how you store different materials can have a big impact on their lifespan. We try to store collections in a space that has a consistent temperature and humidity all year round. This is because extremes of temperature and the presence of moisture in the air can induce a harmful reaction in different materials. For instance, paper can be vulnerable to mould in hot and wet conditions or older colour photographs can decay in high temperatures.

This year we have installed some rather snazzy blue blinds to prevent sunlight artificially warming our facility, with the addition of ultraviolet filters to prevent yellowing of paper and fading of inks. We also monitor the temperature and humidity of our collections with some basic digital indicators to give us a warning of problems.

Digital temperature and humidity monitors

Additionally, we keep our eyes peeled for any pests such as silverfish that might take a fancy to our materials for food or accommodation. We use pest traps to monitor any nuisance visitors, and if we find any try to modify the environment to discourage their visits.

Other environmental factors should also be considered. This might include dust, or pollution if you live in a built up area. One way to mitigate these is to store

Pest trap

materials in an enclosure like a box that will prevent light and particles from accessing the item. This is a simple way to preserve heirlooms or keepsakes, although you do have to check on them occasionally to make sure there is nothing happening inside the box itself.

Interestingly, a common way materials become damaged is just through poor handling. To try and minimise handling and stress we use book supports to cradle our printed materials when they are being viewed. We also add a protective layer of Melinex to items like photographs or paper to prevent them from being damaged by constant use. At home, something as simple as washing your hands before handling rare materials can limit environmental pollutants.

Book rests to support texts

With these safeguards in place we hope our collections will be available for years to come.If you would like more information about Preservation week visit the ALA webpages for advice and insights.

#DayInTheLife

As part of Explore Your Archive week, today we’re looking at a Day in the Life of Special Collections here at Brunel University.

Answering enquiries

Most days start with checking for any new enquiries about our collections, answering them, making appointments for readers to visit and checking that reader-related admin is up-to-date. We keep statistics on the number of readers who have come to use the collections, and how many items they have looked at. Most enquiries come in via email, by phone or in person, but we still get an occasional letter in the post. All of our enquiries are logged in LibAnswers, which makes it easy to keep track of statistics, and which also provides a FAQ function for users, to help answer questions we are asked regularly.
Once a week we check our environmental monitoring equipment.

The thermo-hygrograph continuously charts the temperature and relative humidity in our storage area. We have to change the chart paper on this once a week, and, at the same time, we check if there have been any fluctuations in storage conditions over the previous week. We keep the charts to provide us with a record of storage conditions throughout the years.

We use sticky traps to detect insects that might be loitering in Special Collections, as these can indicate further problems that would damage our collections, such as infestations or damp conditions. Fortunately, all we’ve caught so far is one very small spider!

You can find further information about environmental monitoring and pest management on the British Library’s Collection Care webpages.

The thermo-hygrograph

A pest monitoring trap

We welcome two of our volunteers in, who are cataloguing part of our Transport History Collection. They have specialist railway knowledge, and their help is vital, as this is a really big collection.

When we have readers in to use our collection we register them and check their ID, get out the items they want to look at, and, if necessary, show them how to handle items correctly. We also invigilate all our readers to ensure that our collections remain secure. In the picture below there is one reader looking at items from our Transport History Collection, as well as our two volunteers. You can find out more about what to expect when you visit Special Collections as a reader on our How to use Special Collections blog post.

Readers and volunteers using the collections

We hold workshops for particular subjects for groups from within Brunel and also outside. You can find out more about them on this blog.

Our collection include both printed books and archival material, both of which need cataloguing, so that users can find the items that they are interested in seeing. You can find items by searching our library catalogue for our printed collections, whilst the archive collections appear on Archives Hub. We fit cataloguing in around everything else that we do and have some help from other library staff members too. Our most recently catalogued collection is the Bill Griffiths Archive, which you can find out more about on this blog post.

Apart from monitoring the environment, other preservation steps we take, and which, again, are fitted in around other activities, are housing the collections appropriately. For books, this means measures such as having similarly sized books on the same shelf so they are properly supported, and training staff and users in how to shelf them correctly. For archival material we repackage items in Melinex (inert polyester) sleeves and store them in acid-free boxes. We also remove staples, paperclips etc, and replace them with brass paperclips, which won’t rust.

Blount Archive packaged in Melinex sleeves, and in an acid-free box

And, once any readers have finished for the day, we reshelve the items they have looked at. Readers are asked to complete a feedback form, and any issues (good or bad!) arising from this are noted so that action can be taken. Two months after a visit, readers who have given permission are contacted with an online survey to complete about whether they have published or will publish work based on their research in Special Collections.

Throughout the day we keep an eye on the Special Collections’ social media accounts, this blog, Flickr and Twitter (@BrunelSpecColl), promoting the collections. We design posters to publicise events in Special Collections, and put on displays for these too.

If you’ve got any questions about #DayInTheLife please leave a comment on the blog and we will get back to you as soon as possible.

Academic and Research Libraries Group visit

A post by Sarah Wolfenden and Katie Flanagan.

On 18^th April, we welcomed members from one of the CILIP special interest groups: the Academic and Research Libraries Group (ARLG) London and South East Division, who travelled all the way up the Metropolitan line to have a tour around Brunel University Library with Sarah Wolfenden and to hear Katie Flanagan talk about the Special Collections. One of them had already spent the morning getting acquainted with the Brunel Library Inter Library Loans system and she’d had such a good time that she’d come back for more!

The visit started off with a tour around the Library with Sarah, the Subject Liaison Librarian for the School of Social Sciences. They were particularly interested in how our reservation system works as well as really liking the idea of the Pod on the ground floor, where students can make enquiries, with one person stating “it looks like you’re offering a really special service to the students”. The group visited the various floors of the Library, trying out the various QR codes dotted about to sounds of “ooh, isn’t that useful”!

After half an hour or so, we made our way to the Research Commons to meet Katie and see her in action. She discussed in detail the collections, the work needed to look after them, how she promotes them both internally and externally and showed us all some of the materials used to package them. We also got to see some of the variety of the collections, (including a chair!), various examples of signage and the downsides of using staplers – if you don’t know, why not pay a visit to the third floor to find out? The visitors asked lots of questions, and we were able to highlight our use of LibAnswers for enquiries. At least one of them will be going back to their manager to try and implement it at their workplace.

The feedback from the group was all positive and comments mentioned that they had learned new things about promotion, about managing reading rooms and had improved their knowledge of Special Collections in general. All in all – a good afternoon was had.