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Needs Assessment in HMS for Presidential Libraries

Learn why needs assessment is crucial for prioritizing preservation actions in presidential libraries, ensuring holdings are well-maintained through dynamic media levels and maintenance actions.

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Needs Assessment in HMS for Presidential Libraries

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  1. Needs Assessment in HMS for Presidential Libraries Allison Olson Research Services

  2. Why is Needs Assessment Important? • List of needed preservation actions • Helps prioritize needed preservation actions • Provides Holdings that Received all Needed Preservation Actions (cubic feet) • Holdings Needing Preservation Action based on survey • Metric less than 50% of the Holding Requiring Action by 2016.

  3. When Do You Fill Out a Needs Assessment? During processing, except if the records are offsite. Anytime a preservation need is discovered A preservation action is completed and a needs assessment does not exist

  4. Data Quality Very Important Capture all needed and completed work Preservation Programs reviews forms for inconsistencies Call if you have any questions or if staff need more training

  5. Does a Needs Assessment Exist for the Record Entry?

  6. Record Entry: Needs Assessment

  7. Create Needs Assessment

  8. Blank Needs Assessment with Record Entry Information

  9. Dynamic Media Need Level • Based on the type of preservation problem and the use level. • See full chart on page 5 of the instructions.

  10. Dynamic Media Need Level

  11. Standard housings (ex. boxes, sleeves): poor condition/not present/damaging the Records

  12. Holdings Maintenance Actions • Holdings Maintenance-Box • Holdings Maintenance-Folder • Holdings Maintenance-Sleeve, Replace Fasteners, Unfold • Holdings Maintenance-Humidify, Flatten, Surface Clean • Holdings Maintenance-Other

  13. Adequate boxes that don’t meet current specifications. DO NOT REPLACE. Preservation Problems: None Found.

  14. Brittle/fragile/unsafe to use/ • Holdings Maintenance- Sleeve, Replace Fasteners, Unfold • Preservation Photocopy • Textual/Cartographic/ Still Images preservation copy

  15. Custom Housing Required Due to Non-Standard Sizes or Formats Custom Housing

  16. DAMAGED/TORN/obscured by tapes/heavily soiled • Holdings maintenance- sleeve, replace fasteners, unfold • Conservation • Textual/Cartographic/Still Images Preservation Copy

  17. Damaged/torn/OBSCURED BY TAPES/heavily soiled Conservation

  18. Damaged/Torn/obscured by tapes/ HEAVILY SOILED • Conservation • Holdings Maintenance-Humidify, Flatten, SURFACE CLEAN

  19. BUNDLED, FOLDED, rolled records that cannot be safely served • Holdings maintenance-sleeve, replace fasteners, UNFOLD • Holdings Maintenance-HUMIDIFY, FLATTEN, Surface Clean • Conservation • Preservation Copy

  20. Bundled, folded, ROLLED records that cannot be served • Holdings maintenance-SLEEVE, unfold, remove fasteners • Custom housing • Holdings Maintenance-HUMIDIFY, FLATTEN, Surface Clean • Conservation • Textual/cartographic/still images preservation copy

  21. Detached, loose or endangered by their mount, scrapbook or album. • Custom Housing • Holdings maintenance-SLEEVE, replace fasteners, unfold • Conservation • Textual/Cartographic/Still Images preservation copy

  22. Bindings are damaged/failing to support the text/loose pages • Holdings Maintenance-other • Custom Housing • Conservation • Textual/cartographic/still images preservation copy

  23. Mold or Pests Insect Damage Mold Major Mold Remediation Minor Mold Remediation Treatment for Pests

  24. Unstable Copy (i.e. Thermofax, Mimeograph, etc.) or Unstable Ink • Preservation Photocopy • Textual/Cartographic/ Still Images Preservation copy • Mimeograph, only sleeve if necessary

  25. Accessioned microfilm or microfiche is damaged, deteriorating or lack preservation master. • Improve storage cold/below freezing storage • Microfilm or microfiche repair • Textual/Cartographic/Still Images Preservation Copy

  26. Plastic film support: acidic odor • Plastic film support: shrinkage/ cockling/ bubbling/ emulsion wrinkling/discoloration / Disintegration • Improve storage-cold/below freezing Storage • Textual/Cartographic/ Still Images preservation copy

  27. Photographic materials are blocked or adhered together. • Conservation

  28. Image emulsion on photographic materials are flaking or rubbing off. • HM-sleeve • Conservation • Custom housing

  29. Requires cool, COLD or below-freezing storage and is not in that storage • Acetate negatives or film • Diazo and vesicular microfilm (not including reference copies) Blue Tone • Color negatives/ film, slides, and print, • Modern digitally produced prints (ink jet, dye sublimation, electrophotographic, and thermal) Improve storage-cold/below freezing storage

  30. Requires COOL, cold or below-freezing storage and is not in that storage • Magnetic/electronic media including computer tapes and disks, video tapes, audio tapes, optical disks Improve storage-cool storage

  31. Electronic Media (floppies, discs, CDs, tapes cartridges) are present • Electronic Records Preservation

  32. Audio, Video, Motion Picture film: obsolete format/obsolete playback equipment/Unstable media • Improve storage-cool • Improve storage-cold • Audio preservation copy • Audio repair • Video preservation copy • Video repair • Motion picture preservation copy • Motion picture repair

  33. Artifacts have preservation problems • Conservation • Custom housing

  34. Aerial film: bad or failing splices/ damaging or detached leaders/torn film • Aerial film: Spindle/reel is damaged • Aerial film: Acidic odor • Aerial film: shrinkage/ cockling/ bubbling/ emulsion wrinkling/ discoloring/ disintegration • Aerial film: blocked

  35. High Value and Needs of Theft or Vandalism • Mark high value records • Vault or locked storage for high value records

  36. Preservation Problem: Other Write a description of the problem in the Comment

  37. Other Preservation Actions • Conservation review • Archival prep for reformatting • Aerial film repair

  38. Dynamic Assessment Template Type Preservation Problems Audio/Video: digital original Magnetic media are blocked together Magnetic media have binder hydrolysis, sticky shed. Magnetic media shrunken acetate tape carriers. Spoking: Loose/poor wind. Audio/Video: obsolete format/ obsolete playback equipment/unstable media Brittle/ fragile Damaged/ torn/obscured by tapes /heavily soiled Audio is more than 8 years old? Video is more than 5 years Old?

  39. Dynamic Assessment Template Type Preservation Problems None Found Mold or pests Require cool, cold storage or below-freezing storage Standard housings (ex. boxes, sleeves): poor condition/ not present/ damaging the records. Custom housings (ex. boxes, sleeves) required due to non-standard sizes/formats. Textual, Still Pictures and Cartographic records have preservation problems. Artifacts have preservation problems. Other

  40. Needs Assessment for Record Entry Click Apply Status Changes to Active

  41. When all actions completed enter Completed Date, Total CF Completed, and Justification.Click Apply-Completed.

  42. Applying Needs Assessment to Multiple Record Entries

  43. Example: No Preservation Actions Needed

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