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Preservation Policy for Special Collections and Legacy Collection

This policy provides a framework for the preservation of the library’s Special Collections and Legacy Collection.

1. Scope

This policy relates to the library’s Special Collections (comprising archival, manuscript, rare book, and art and silver collections) and the Legacy Collection. In most cases, Special Collections material can be classified as rare or unique; archive and manuscript material can be in paper form or born digital. The Legacy Collection comprises distinct printed materials that may be unique or rare, but that fall outside of the University’s Special Collections holdings.

Material is provided for use by individual researchers, in group visits for educational purposes and for exhibition.

2. Definitions

Conservation: re-active and intrusive intervention to treat and prevent further deterioration of an item.

Preservation: the provision of protection for collections without physical or chemical intervention.

Digital Preservation: the provision of protection to ensure the long-term accessibility and authenticity of digital collections. With regard to digital material, this policy should be read in conjunction with the library's Digital Preservation Policy.

3. Roles and responsibilities

The Collections Senior Manager is responsible for the drafting and management of a preservation policy.

All library staff assist in the implementation of policy as appropriate.

The conservator at The Keep can provide advice about pests and mould and if treatment is required on new collections coming into The Keep.  

All researchers will be instructed in the correct handling procedures where necessary.

4. Budget

Financing of equipment for preservation is from library funding. A small budget is made available annually for conservation. Additional funds for conservation may be sought when an item is identified as being in need of treatment.

The library’s Digital Preservation Policy sets out the responsibility that IT Services holds for supporting on-campus hardware relating to digital preservation within the library. This responsibility may include budgetary responsibility.

5. Conservation

Items with potential conservation needs will be assessed and prioritised using the following criteria:

• current or anticipated demand
• rate of deterioration
• historical and cultural significance
• existence of surrogates

All conservation treatments will be subject to minimum intervention and will be recorded in detail and photographically for future reference.

6. Acquisition

Preservation issues will be taken into account when considering collections for acquisition. Where appropriate, additional funds will be requested with donations for preservation activities.

7. Accommodation

Special Collections materials are held in secure storage at The Keep and in the library. Storage areas at The Keep will aim to adhere to BS 4971:2017 Conservation and care of archive and library collections.

The Legacy Collection is held in the library in an area only accessible to library staff.

Where possible and appropriate, items will be stored in acid free folders or sleeves, within archival-standard boxes.

Library staff, in conjunction with IT Services, will identify and implement an appropriate long-term storage solution for digital collections. Current accommodation for digital collections is provided through transfer to backed-up network drives or hard-drives held in secure storage at The Keep.

8. Access

Access to Special Collections will take place in the supervised reading room at The Keep. Access to the Legacy Collection will take place at the library or at The Keep. Access to digital collections will be freely provided online where possible, or will take place in controlled conditions in The Keep reading room when appropriate.

Members of staff will be trained in handling as necessary.

Where surrogate copies (photocopies, digital, microform formats) exist, these may be used in preference to the original materials. The decision to utilise surrogate copies will be made with consideration to the needs of the researcher and the condition, frequency of use, and format of the original materials. Surrogate copies of fragile items may be created for access purposes.

Images can be made of documents by researchers in the reading room at The Keep using their own devices or the overhead scanners. Images can only be made once the relevant charge has been paid. The reprographics officer at The Keep deals with requests for remote copies. Advice will be provided on a case-by-case basis, as necessary, regarding reprographics of items from the Legacy Collection.

The condition of items loaned for exhibition will be recorded on dispatch and on arrival. Items will only be loaned to suitable and secure display environments.

Items made available for education/training workshops and teaching will be subject to the access rules as described above. 

9. Incident Management Planning

The Associate Director (library) will be responsible for maintaining an Incident Management Plan for the library with assistance from relevant library staff. The Keep Management Team, which includes the library's Collections Senior Manager, will be responsible for incident management planning at The Keep. The Collections Senior Manager will be responsible for maintaining a list of salvage priorities.

Special Collections will participate in regular risk assessments of material storage and access areas in line with the library’s general Risk Assessment procedures.

The library will take steps to identify any deterioration of digital files or format obsolescence. The library will implement a system of format migration and the maintaining of multiple copies of digital files to mitigate against any potential loss.