Conservation and preservation of archival materials and

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Workshop on Conservation and preservation of archival materials and manuscripts  24th & 25th august 2010 Mumbai University Report by   Anjali Londhe

Conservation and preservation of archival materials and manuscripts : 

Conservation and preservation of archival materials and manuscripts Day1 -.24th august 2010   1.Manuscript Preservation Concept –Dr.Sushma Paudwal,SNDT univeristy Librarian,Mumbai 2.Microfilming as a method of preservation – Dr.Vivekanand Gopal,curator, saraswati mahal Library 3.Factors leading to manuscript deterioration –Ms.Amruta Natu –Bhandarkar Oriental research Centre   Day 2-25th August 2010   1.Preservation of archival Records-Dr.Arun Divekar 2.Descriptive cataloguing of manuscripts-Sampada jadhav 3.Digitization of manuscripts as a preservation technique-Dr.Vivek patkar.

Inauguaration : 

Inauguaration The function was formally inaugurated by A.C.Tikekar,former university librarian,mumbai A.C.Tikekar – Former mumbai university librarian In his lecture sir has emphasized on following points Types of Writing materials Types of Base-Palm Leaf, Parchment Accession register for manuscripts Catalogingof manuscripts & broad classification of materials Preservation Techniques Copying Xerox microfilming Scanning    National Mission of Manuscripts

Preservation of manuscripts:Conceptual framework Sushma Paudwal SNDT University Librarian, Mumbai : 

Preservation of manuscripts:Conceptual framework Sushma Paudwal SNDT University Librarian, Mumbai Manuscripts Manus +Hand script = Written Manuscript -Definition Antiquities & Art treasure Act 1972  Handwritten Documents Scientific, Literary, Artistic, Historic Value 75 year old Importance of manuscripts Historical Literary National Heritage

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Rich Tradition of manuscripts For identification of age and value of manuscripts following points are considered. Variety of Subjects variety of Formats- Stone, Cloth, Metal, leaves, Paper variety of Languages- Sanskrit, Prakrit, Marathi, Tamil, Pali variety of Scripts - Devanagri, Brahmi, Modi, Ardhamagdhi Use of Illustrations, Colours Location of Indian Manuscripts Temples Monasteries Dormitories Homes of Scholars Royal Palaces Libraries Problem With Manuscripts Uncertain authorship Proliferation of Different Versions of the Text Enormity of anonymous words Lingual & scriptoral Variations Loose Leaf Practice of Maintenance

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Preservation and conservation of library materials preservation and conservation includes following issues Preservation Conservation Restoration Dilemma of Preservation Vs Access Multi pronged Approach- artifact, Surrogate, Digitization Archives & manuscript Management Archives -Old Records Govt Archives - Govt Records Common Concerns Environmental monitoring Condition assessment Format specific Care Disaster Preparedness handling & use Security & conservative Treatment   Palm Leaf Boxes There are 2 techniques of preservation   1) 2 boxes for palm leaf- Thermal Insulated  material - Japanese 2) Paper With Arsenic, Sulpher, -Binding Manuscripts - Chinese

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Manuscriptology It includes acquisition, Processing, repair & care, transcription, transliteration, Identifying age & value of manuscripts   C.C.Morrow  Preservation is taken to prevent, stop or retard deterioration of materials   Parts of Preservation Biological Agents- Fumigation Storage Conditions -Air Conditioning Climate Control -Temperature & humidity Control Disaster preparedness Staff Training Training Users   Conservation Stabilization & maintenance of Existing materials Physical or chemical Intervention to ensure Survival of manuscripts & other documents   RestorationReturning Deteriorated Item to its original Condition Specific techniques of mending  & repair

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Projects Unesco memory of asia project -1992 Intach -lucknow Conservation Status of manuscripts, Banaras Hindu University 1990 Asiatic Society Library Library of Congress Microfilming Project 1990 Down Memory Lane Project 1991 Archives -Department of India Grant National Mission of Archives Project 2003 -IGNCA Types of Preservation Archives Diaries Photographs Memorial Lectures Courses Conducted By Intach- Lucknow Asiatic Library National manuscript Mission Bhandarkar Orientle Research Conservation Guidelineshttp://www.namami.org

Microfilming as a method of preservation  Dr.Vivekanand Gopal Saraswati mahal Library, Tanjavur : 

Microfilming as a method of preservation  Dr.Vivekanand Gopal Saraswati mahal Library, Tanjavur Basic Considerations for microfilm system design Archival Material Description Physical Characteristics Handling and maintenance procedure Privacy and confidentiality Problem statement & needs assessment Micrographics Reproducing information on microforms Micro record Micro film Process of micro record System Preparing records for filming Coding & indexing of records Micro photographing records Processing the film

Factors leading to manuscript deterioration Ms. Amruta Natu : 

Factors leading to manuscript deterioration Ms. Amruta Natu ManuscriptA document having cultural importance Materials of ManuscriptsPalm Leaf - Incised -southern, Painted-Gujrat bhurja patra Paper -A)Handmade Paper-cellulose-Multi directional B)Machine made Paper-Bi Directional Types of conservation Preventive -Indirect Actions Curative -Direct Actions Are Involved

Factors of Deterioration : 

Factors of Deterioration 1.Human Being    Touching Lifting Moving Placing   2.Dust & atmospheric Pollution   3.Temperature & relative Humidity   4.Light   5.Insects & Fungus

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Dust Germs-Fungus Spores Metal Particles Soot –Kajali Moisture Atmospheric Pollution Nitrogen Oxygen Sulpher Di oxide Carbon Di oxide Hydrocarbons Hydrogen Sulphide*H2s -Sulphuric Salt*So2-H2So4*NH3 - Hygroscopic*CI- HCL Acid*Soot -Absorbs Acid

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Dust Prevention Dusting & cleaning Air Conditioning Minimum no.of Visitors Using & cleaning Doormats Using Curtains Placing in Cupboards maintaining Lawns Near Collection Temperature Rise & fall of Temperatures Effects of Fluctuations in Temperature Monitoring of Temperature Idea Condition - 20-25 degree Celsius Solutions Plantation of Trees Fans Valyache padade Relative HumidityPresent Water Vapor/Maximum Water Vapor *100Fluctuations in Relative humidityIdeal Condition for Relative Humidity for manuscripts is 45-55% Solutions Dehumidifier - Continuous Monitoring Silika Gel - Absorbs Humidity - Reusable Baffles/Hurdles to change the directions of wind

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LightsalphabetagamaInfraredLuxmeter-measure lights requirements for manuscript collection is 40 lux meter.Solutions Lampshades Reading Hall should be separate switching of lights Filters Monitoring -On off lights Solutions Controlling Of humidity Leakage of Water Decompose the Book -Breaks the Cellulose Leakage Use Thimol Chemical For treatment Insects  Cockroach Silverfish Termites

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Solution No Eatables Cleaning Mesh on Windows use Ripelents-Napthalene balls,  paradycorabenzin Natural hurbs -kapoor, neem use stones Examine new collection- before adding Pest Control Management Deny Entry Deny Shelter Deny Food Destroy Fumigation Chamber -air tight - Temperature -35 degree Celcius Before fumigation brushing is done Disasters water- Flood Fire Earthquake Plastic lamination

2 Efforts for manuscript resource centre : 

2 Efforts for manuscript resource centre Preparation of national Register of manuscript Manuscript conservation centrue

Preservation of archival records  Dr.Arun Divekar –niteeka : 

Preservation of archival records  Dr.Arun Divekar –niteeka Preservation Procedure It includes follwing steps PH Test Aqueous Bath Solution Japanese Tissue Lamination or Banana Tissue Reinforcement     Preservation is slow , tedious  & laborious Process. it requires minimum Intervention   preservation will be better with thymol Coated Paper   Japanese Tissue Paper Japanese Tissue Paper is Pasted On paper with Maida Tissue Paper can be taken out if required

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De lamination of Plastics is possible but its costly and technology is unavailable in India    Manuscript preservation cost depends on size of the book it    can be 6000-12000   It is mainly per folio Cost     Digitization Vs Microform Both have its advantages & disadvantages

Descriptive Cataloguing for manuscriptssampada jadhav : 

Descriptive Cataloguing for manuscriptssampada jadhav ALA Glossary of terms Descriptive Cataloguing "That Place of the process of cataloguing which concerns itself with the identification & description of book."   C.D.Needham "Descriptive Cataloguing is concerned with the information given in the body of entry as distinct from heading“   Purpose  To Assist in the choice of document by providing subject level of the contents   Factors Subject of Description and their order Title Author Date Publication Physical Description Notes Extent of Description

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AACR II Rules Metadata Types Technical meta data Preservation Rights Management Structural  DCMI Elements Title Creator Subject Description Publisher Source Language Relation Coverage Rights Dublin Core Standards Content IP Instantion

Digitization of manuscripts as a preservation technique  Vivek Patkar : 

Digitization of manuscripts as a preservation technique  Vivek Patkar Manuscripts It includes handwritten Composition on Paper,bark, Cloth, Metal, Palm Leaf or any other dating back 75 years    Preservation Process  preservation of manuscripts, books, maps,periodicals,photographs,newspaper register is in the format of Restoration -Paper Form Microfilming - Microfilm Digitization-  CD/DVD Rom

Purpose : 

Purpose 1.Making Copy of original in different medium   2.Digitization for discovery -scanning &OCR for keyword search  creating an index of terms for displaying the corresponding pages    3.Digitization for delivery- Print on demand    4.For reading-Pleasant format, numbered pages, navigation to individual pages or chapters.

For Research : 

For Research Digitization of documents helps in enhancing research. some of these tools can be useful for the same. Indexing, Dictionary Support Comprehensive search Schemes Machine Manipulation Survey Data files Census Records Maps Satellite Imageries

Advantages of digital material : 

Advantages of digital material 1.Storage Economy   2.Simultaneous Multiple Accessiblity   3.Wider Dissemination   4.Hyper linking to the related material   5.Scaled up Security   6.Archival Facilitation   7.Full text search facility

Digitization Plan : 

Digitization Plan Material Selection & purpose (relevance, Physical Condition, Copyright Clearance) Volume & processing work estimation (paper size distribution,unbinding, Cleaning) Technical Specifications Execution OPtions Evaluation ( in house Efforts Outsourcing) Integration with existing software new services & practises sustainability (life Cycle modeling) material selection digitization Age Size Condition Importance Uniquesness

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digitization requirements   Infrastructure  computer  scanner   Scanning  Provides raster image Raster image can be converted to vector form   Digitization process elements Physical Supervision Scanning resolution Capturing Image cleaning & processing Indexing retrieval Scheme

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scanning process adjust the light meter place on photographic copy bed take same shots check the color,clarity &sharpness if required edit an image tagging & numbering  of images Store it in desired computer file format embedding related technical subject metadata collecting all images composing & saving (cd/DVD,Hard Disk,e book reader) Standards Medium of the original View Characteristics of the original Resolution  Use of OCR converting printed or handwritten Characters to aacr II Image Enhancement -DE securing Desk pecking  Digital Preservation issue  Non Availability of Compatible Technology Scrambling Data Inter relations are Disrupted

Conclusion : 

Conclusion workshop was concluded by Mr.B.V.Naik, ex hod of history department   Mr Naik shared his experience with librarians and his affiliations with raja ram mohan roy library foundation.   According to him, librarian should be always ready to help the users in finding out the information & they should use  new technologies to help the users.

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Thank You