NATIONAL PRESERVATION OFFICE
PRESERVATION ASSESSMENT SURVEY

Workshop 11 March 2002, at the British Library

This workshop is the last of the current series planned to introduce the
survey method to potential users in libraries and archives.

 If you wish to attend, please email [log in to unmask] Places are limited
to a maximum of fifteen.

During this workshop you will be able to plan, measure and compile survey
data using the British Library library resources, and we will demonstrate
how the database works. The workshop will be led by Alison Walker (NPO), and
Julia Foster (NPO). We will be working for some of the time in the BL
basement stacks which, for preservation reasons, are kept quite cool, so you
may wish to bring a jumper (sorry, coats cannot be taken down to the
basements).


Programme

10.30 Welcome and introduction

11.30 Coffee

11.45 Measuring a sample

13.00 Lunch (not provided, but the BL has a restaurant and a snack bar)

13.45 Assessment

15.00 Using the database

15.30 Finish

NPO PRESERVATION ASSESSMENT SURVEY

What is it?
How does it work?
What can it do for me?
Why should I use it?
How do I get started?

What is it?
The NPO Preservation Assessment Survey is a means of obtaining a picture at
a moment in time of the state of preservation of a library collection or
archive holdings. It is quick to do, and provides information which can be
used to develop preservation activity in the institution. It can be repeated
in order to generate comparative data at different times or from different
parts of a collection.The compilation of survey results from many
institutions will allow the NPO to build up a national picture which will be
used to develop preservation activity at the national level.

How does it work?
By selecting and surveying a 400 item sample, the PAS provides a
statistically reliable report. It factors in not only condition but also
use, value and environmental conditions.

To use the method, an institution first has to select the sample, either
from the whole of its holdings or from a selected part. The sample is
selected on a random basis, either by random selection from a database or by
systematic sampling from a random starting point.

Each item in the sample is assessed. The survey form is simple, and fills
two sides of A4. Part 1 asks questions relating to the preservation of the
item, including assessment of value and use, and Part 2 examines the
condition of the item, and the types of damage it may show.

The information from the forms is keyboarded into an Access database, or may
be entered directly into a laptop. The data is returned to the NPO for
analysis and the generation of reports.

What can it do for me?
Knowing the state of preservation of your collection or archive is not just
good management, it is essential when applying for funding, whether
internally or for external grants. The way you care for collections has to
be monitored, and progress reported. The effect of proposed improvements in
preservation provision must be evaluated, and the need for specific forms of
treatment justified. The PAS reports can provide this information.

Why should I use it?
The PAS can provide management information in a verified, standard format,
which allows comparison across parts of an institution, between different
storage areas, between institutions, within regions, and across sectors.
External funding bodies and internal management boards find such information
invaluable for assessing applications and can be expected to require a
survey to be undertaken to support an application. The method takes full
account of differences between libraries and archives, and can be used in
institutions which have both printed and archive material.


How do I get started?
The National Preservation Office will provide a guide to the survey method,
with full instructions on creating the sample and completing the form, a
standard form, and a blank database customised to your needs.After
completion, the NPO will provide a report containing statistical tables and
graphs, and a summary of conclusions. There will be a charge of £150 plus
VAT for this service. Staff are available to give general advice. Each
collection is different, and we now have experience of many layouts and
situations and should be able to advise you how to proceed.


Contact: AlisonWalker 020 412 7798 or Julia Foster 020 7412 7612



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