Policy for the preservation of physical cultural heritage

This document describes Royal Danish Library's policy for the preservation of physical cultural heritage. Preservation is a core task for the library, where the overall purpose is to ensure that the collections are preserved as best as possible so that they can be made accessible and disseminated for the benefit and joy of the citizens - now and in the future.

The policy, which was prepared in 2019, describes Royal Danish Library's goals for preservation work and the principles and methods on which the work is based. It is updated as needed, but at least every 4 years, and it thus clarifies ongoing goals and means, so that the preservation work remains focused and effective.

The policy is targeted to Royal Danish Library's preservation staff and other staff at Royal Danish Library working on the management of the physical collections. The policy also addresses others with an interest in how Royal Danish Library manages the preservation work.

Framework and principles for preservation work

Legal authority

According to the Legal Deposit Act, Royal Danish Library collects, preserves and gives access to the part of the cultural heritage that includes published works of the following type: monographs, journals, small print newspapers, audio and video publications, radio and television broadcasts, micro-publications, photographic publications, Braille publications, combined publications , as well as digital works on physical media (1).

In addition to legally deposited works, Royal Danish Library also collects, preserves, gives access to and disseminates works from a museum point of view in accordance with the library's access policy (2), and on the basis of changing writing in Royal Danish Library's section of the Finance Act.

Organisation

Organisationally, the responsibility for the preservation work is placed in the Preservation Department (3). The department is headed by the Head of Preservation, who has the overall responsibility for the preservation of the physical collections, including the preparation of preservation policies, strategies and plans. The preservation work supports all parts of the collection management - collection, registration, preservation, accessibility, research and dissemination - and is therefore carried out in close collaboration with the library's other departments.

The cultural value of the collections

The library's collection manager is responsible for assessing the collections' cultural value, including the overall decisions regarding the preservation and disposal of collections and parts of collections. The cultural value of the physical collections is linked to various aspects of the individual works, including their content and material value. In addition, it can be linked to the original packaging, set-up, etc. Any preservation effort is made with respect for these aspects, so that the authenticity and context of the objects are ensured in the best possible way.

The value of the collections is generally categorised according to their national significance:

1. Unique national significance (UNS)
2. Great national significance (GNS)
3. Regional/local national significance
4. Lesser value

This categorisation forms the overall basis for prioritising and organising preservation work (4).

Material types

The physical collections that Royal Danish Library is committed to preserving includes a variety of material types, including books, magazines, small print, newspapers, manuscripts, archives, musicals, graphics, photographs, maps, globes, and analogue audio and video recordings. For physical assemblies that require technical equipment and programmes to be reproducible, such as audio recordings, ensuring access to the necessary technology is also covered by the preservation obligation.

Collections that contain digital information on physical media, such as DAT tapes, CDs, hard drives, and USB devices, are a special case. Here, the Digital Heritage Department is responsible for the preservation of the information stored on these media types, and for the preparation of preservation plans (5), while the Preservation Department is responsible for the preservation of the physical media as well as any packaging and other associated physical materials.

As a starting point, Royal Danish Library preserves collection material in the form in which the library originally received it, ie. that physical collections are preserved in physical storage facilities. For preservation reasons, it may be necessary to copy the information from the original physical material or storage medium to Royal Danish Library's digital preservation and management systems.

Prioritisation of preservation efforts

The preservation work is based on an overall prioritisation of the efforts based on the value of the collections and the individual objects, the demand for them and their state of preservation. The collection conditions are included in connection with the planning, implementation and evaluation of preservation efforts, so that the nature and scope of the efforts are continuously adapted to the needs of the collections.

The objects in the collections consist of different materials, such as paper, leather and photo paper, which degrade faster or slower depending on their specific material composition and storage environment. Therefore, the library prioritises extending the life of the collections through a controlled preservation environment. Cold, dry and clean storage inhibits the natural degradation and prevent microbiological growth and the occurrence of pests.

Preservation work must thus prioritise preventing and minimising damage through a broad preventive effort aimed at all collections worthy of preservation. Preservation and preservation digitisation are typically more resource-intensive per item than preventive preservation efforts, and these interventions are therefore reserved for particularly valuable items or conditional on demand.

Ensuring good preservation practice

The preservation work is based on international standards and good practice, and incorporates knowledge from the latest research and development in the field. This is ensured by the employees participating in national and international research projects, standardisation work, conferences and other forums, where professional knowledge and experiences are exchanged. This is done through the continuous development of competencies in the field of conservation, such as technical history, material properties and degradation, binding, preservation, digitisation and preventive efforts, so that employees can solve the preservation tasks at a high professional level.

In order to increase the understanding of the materiality of the objects, analyses are included where it can contribute to the preservation, interpretation or dissemination of the library's objects.

Decisions are made in the library and in the surrounding community, which may directly or indirectly affect the preservation of the collections. These decisions are impact analysed so that the effect on the condition and life span of the collections is uncovered and known by the decision makers.

Preservation plans form a central part of the preservation work and help to document efforts. The preservation plans are prepared as far as possible in connection with the reception of new collections and when reviewing existing collections. Based on a description of the collection and how it is intended to be used, preservation risks and their consequences are clarified, and an action plan is established.

Preservation efforts

Royal Danish Library distinguishes between the following types of preservation efforts:

• Preventive preservation
• Exhibition and reading room
• Contingency
• Conservation and binding
• Digitisation and digital security for preservation purposes

Preventive preservation covers measures aimed at preventing the materials from decomposing, for example through good practice for storage and packaging or through guidance on how best to handle the materials. Exhibition and reading room includes activities aimed at ensuring the best possible preservation conditions for collections in connection with exhibition and use in reading rooms. Contingency planning includes the activities that ensure that accidents and disasters in relation to the cultural heritage are prevented and remedied. Conservation and binding are efforts to intervene in and modify the individual objects so that they are stabilised and protected against further degradation. Digital security and digitisation are initiatives aimed at securing the information content on the physical material through the transfer of the information (in physical or digital form) to Royal Danish Library's digital preservation systems.

The following sections describe the individual preservation efforts and refer to different types of documentation, such as requirements specifications, guidelines, standards and other things that support the effort.

Preventive preservation

Preventive preservation must delay the decomposition of objects without any treatment or intervention in the object itself. The preventive work is incorporated in all the library's processes, where the objects are included, starting from accession to lending and during storage in a storage facility.

Degradation of the objects occurs both chemically and physically. In order to preserve the material as long as possible, the best possible storage conditions are ensured, while physical wear and tear is prevented by careful handling wherever the objects are in use, process or transport.

The preservation department approves and advises on the quality and choice of packaging, labels, stamp ink, etc., which are used in the library's collections.

Accession and labeling

In order to provide a basis for a decision on accession, a collection manager must assess the value of the collection in the context of preservation and conservation costs associated with future preservation. As far as possible, a preservation professional assesses, prior to a decision, the condition of the material, conservation conditions regarding accessibility, long-term preservation and digitisation of the information.

If Royal Danish Library decides to access the material, it is then part of a workflow for receiving materials. As part of this workflow, a preservation professional assesses whether the object or collection should be cleaned, preserved, packaged, conservation copied, etc. In addition, it is assessed based on the type of material which climate zone is suitable for storage, and possibly requirements for air quality and physical layout.

Storage environment

Storage facilities must be of a quality which ensures the best possible long-term preservation of the collections (6)(7)(8). The facilities must be dimensioned so that climate, light and air quality ensure the stability of the materials in the best possible way. To ensure long-term preservation of all collections, they are sorted as far as possible according to the stability of the materials, for example, books printed on acid paper are placed cooler than books printed on modern permanent paper. Improving the storage conditions for the most exposed collections under current conditions takes precedence over the more stable collections. The conservation staff contributes with requirements specifications for climate, air quality and light when accessing new as well as of existing storage premises and supervises when purchasing suitable furniture and packaging for storage. Air quality and climate in storage vaults are monitored, documented in writing and continuously evaluated together with relevant partners. When moving into new storage vaults, it is ensured that the collections are in a properly cleaned condition in terms of preservation. Cleaning is performed in the vaults at intervals adapted to the need. Storage inspections are carried out on an ongoing basis, including pest monitoring, to ensure that the preservation conditions are in order. Preservation challenges in warehouse buildings and their operation are continuously evaluated in collaboration with the library's staff responsible for building operations. For example, reducing the library's energy consumption and environmental impact can be supported by lifespan calculations for the collections so that the reduction is maximised without having a significant impact on the lifespan of the objects.

The collections' climate and/or light-sensitive objects must be able to be used by the library's users and employees with the least possible risk of damage and without a significant negative change in service life. This applies both during use (lending, reading room and exhibition), during the process (digitisation, preservation, photography, etc.) and during transport. The collections should not be exposed to risky climate fluctuations. If there is a risk of damage due to changes in humidity (risk of physical damage) or temperature (risk of condensation), pack so that the object is protected against it. Necessary materials, to prevent condensation and/or climate fluctuations, are available to the carriers by contacting the Preservation Department. The preservation professional staff conveys preservation-relevant instructions, aids and workflows to employees who work with tasks where climate change can damage the objects. Items must always be left in the storage vaults when not in use.

Packaging and repackaging

Exposed or particularly valuable items are packaged to protect against physical wear and tear and the harmful effects of the surrounding environment. Packaging of exposed objects takes precedence over the more stable ones. Long-lasting packaging materials are used which do not compromise the long-term preservation of the articles ( 10 ) ( 11 ) ( 12 ). The history of the objects and the conservation needs and consequences of any repackaging are weighed. The conservation professional staff approves material for packaging - if necessary via material testing, and assists with knowledge of packaging solutions for projects in the collections. All large formats must be packaged.

Original packaging is preserved to the extent that it has cultural value and does not damage the item. If the original packaging has value, but for preservation reasons it is desired to replace it, the packaging, or representative examples, can be preserved separately from the collection. Another option is to describe and/or photo document the original packaging and then discard it.

Exhibition and reading room

Exhibition internally and externally takes place at all times with the least possible risk for the exhibited objects in accordance with current internal guidelines and international guidelines (13)(14)(15)(16). Inclusion of preservation expertise is therefore important as early as possible in the planning phase. Condition and requirements for exhibition conditions are assessed by a preservation professional for all objects lent from the library's collections to other institutions' exhibitions. A preservation professional documents the condition and specifies special requirements for lending objects and examines whether the condition, material structure and light sensitivity of an object allow exhibition under the specified exhibition conditions. The preservation department ensures that the exhibition conditions are the best possible for the objects within the given framework. Preservation staff also handles and assembles objects for exhibition as well as approves and advises on suitable materials for exhibition construction.

When the library's objects are handled in the reading room by library staff and users, this must be done with the least possible risk of damage. The preservation department provides guidance on the handling of objects in the reading room. Preservation challenges are continuously evaluated in collaboration with staff responsible for the reading room.

Contingency

Formalisation of emergency preparedness through division of responsibilities and description of workflows has been prepared at institutional level in Royal Danish Library's Contingency Plan. Preservation staff is part of the library's overall preparedness, where incidents are prevented and handled in such a way that harmful effects on the library's objects are avoided or limited. Preservation staff assess the nature and extent of the damage, choice of treatment method and place of treatment. This ensures that the library material is sorted, packed and marked so that it can be saved most effectively.

Contingency boxes are located in strategic places, so that a preservation-oriented effort can take place quickly and with the least possible damage. Employees in the Preservation Department have a basic competence in emergency preparedness work and knowledge of emergency preparedness is maintained and updated continuously through exercises or other activities.

Conservation and binding

Conservation must ensure that the library's objects are preserved and can be communicated in their physical form. Conservation work is prioritised on the basis of the value of the materials or, where it is in demand, for example in connection with use (lending, reading room, exhibition, digitisation). This applies to both individual items and to entire collections. The effort is prioritised and discussed on an ongoing basis between preservation staff and assembly staff.

Binding of magazines protects the items during handling and ensures against loss of the individual booklets. Other loose booklets and pleats are bound if there is a need for preservation.

Preservation methods and materials

All preservation is carried out so that the individual object appears as authentic as possible, and all information is preserved as best as possible. In order to extract historically valuable information, research methods from the technical, natural sciences and humanities can be used.

All interventions take place on the basis of prior investigations of the object and its context, well-established methods and with appropriate documentation of the intervention. The preservation effort is documented in Bevaringsbasen in the form of a preservation journal, which is preserved as metadata associated with the subject for future reference.

Materials for preservation are selected based on quality and properties. Knowledge of the material properties of the object and the interaction with the applied materials is crucial in choosing the best treatment based on an overall assessment.

Documentation of preservation work

Since preservation treatment to a greater or lesser extent affects the condition and original characteristics of an object, significant changes must be documented. The level of documentation is determined on the basis of the extent to which the intervention affects the object's authenticity. Documentation can be done using photos, text and relevant analyses. Condition and characteristics are described and documented before, after and possibly during the preservation process, and arguments are made in the preservation report for the choices made. The preservation report must include arguments for the chosen preservation solution. This is done to ensure that all aspects of preventive conservation are taken into account and that any intervention is limited to what is necessary. Systematic documentation of preservation methods can contribute knowledge to future further development and research in the field (17).

Binding

Binding is done on the basis of well-established craft techniques and standards for long-lasting bindings (18). This ensures that the book is durable in repeated use.

Digital security and digitisation for preservation purposes

If the information on a physical object or storage medium is threatened, the information can be copied and transferred to Royal Danish Library's digital management and preservation systems. Such an effort may consist of a:

• digitisation of (analogue) information on physical media, such as text on paper or audio recordings on reel-to-reel tape
• securing digital information on external physical media, such as data on floppy disks

Digital security and digitisation for preservation purposes are typically used in cases where the physical material is either highly degraded and unstable, or if the equipment to be used for reading the information is threatened by technological obsolescence or lack of knowledge of how to use it. The effort is also used if it is disproportionately expensive to preserve the information in physical form, or if copying is better able to support the library's management and/or dissemination purposes. Finally, digitisation is used to protect fragile, particularly valuable or frequently in-demand items from use, or as an additional security in connection with the lending of items.

When digitising for preservation purposes, the goal is to produce an authentic (credible) copy that users can trust as much as they have for the original work. This means that the copies must, as far as possible, retain the significant characteristics of the works and that the copies must have the necessary descriptive, technical and administrative metadata. Finally, the copies must be suitable for preservation and dissemination in Royal Danish Library's systems.

It is the collection manager who makes the overall decision on whether a collection should be secured/digitised, and whether the original material should then be preserved in a physical storage facility or discarded.

When digitising two-dimensional physical works, such as books, archives and photographic materials, Royal Danish Library uses the international standard ISO 19264-1 (19). In addition, a number of internal documents have been prepared that support Royal Danish Library's work with planning and implementation of this form of digitisation.

Notes

1. Act on legal deposits of published material (in Danish)

2. Royal Danish Library's access policy

3. Preservation departments

4. The categorisation is based on the report 'Report on the preservation of cultural heritage', Ministry of Culture, 2003, ISBN: 87-7960-040-9

5. Royal Danish Library's digital preservation policy and digital preservation strategy

6. ISO 11799: 2015. Information and documentation - Document storage requirements for archive and library materials

7. CEN EN 16893: 2018 Conservation of Cultural Heritage - Specifications for location, construction and modification of buildings or rooms intended for the storage or use of heritage collections.

8. 2015 ASHRAE Handbook - Heating, Ventilating, and Air-Conditioning Applications

9. Stefan Michalsk (2000) in; Guidelines for Humidity and Temperature for Canadian Archives. Technical Bulletin, Canadian Conservation Institute

10. ISO 18902: 2013 Imaging materials - Processed imaging materials - Albums, framing and storage materials

11. ISO 16245: 2009 Information and documentation - Boxes, file covers and other enclosures, made from cellulosic materials, for storage of paper and parchment documents

12. ISO 9706: 1994 Information and documentation - Paper for documents - Requirements for permanence

13. Z39-79-2001 Environmental Conditions for Exhibiting Library and Archival Materials

14. ICA Guidelines on Exhibiting Archival Materials (2006)

15. CIE157-2004 Control of Damage to Museum Objects by Optical Radiation

16. DS/CEN TS 16163: 2014 Conservation of Cultural Heritage - Guidelines and procedures for choosing appropriate lighting for indoor exhibitions

17. ICOM's Code of Ethics for Conservation Efforts

18. DS/ISO 11800: 2000 Information and documentation - Requirements for binding materials and methods for book production

19. ISO 19264-1: 2021 Photography, Archiving systems, Imaging systems quality analysis, Part 1: Reflective originals.