KNOWING THE NEED
AND MEETING THE NEED
The state of preservation of the
UK’s library and archives collections
Knowing the Need
The results of the UK’s first large-scale survey of the state of preservation
in library and archives collections have been published after five years of
work, in the National Preservation Office report Knowing the Need 1. Some
28 million items – books, documents, photographs and other paper-based
material – from 79 organisations were sampled to create this picture.
The findings give a statistical picture of the state of preservation and the
physical condition of collections held in libraries and archives at the start
of the 21st century. They provide a firm basis of evidence for action to
preserve these collections for future generations.
The Knowing the Need survey found that:
There are major threats and risks to the well-being of UK collections
arising from unsuitable storage environments, poor handling practices
and inadequate disaster planning and security.
By modelling changes to current findings we found that improving the
storage of the nation’s collections would be the single most effective
step towards ensuring their preservation for the future.
The key issues emerging from the survey programme were:
weaknesses in environmental control and poor quality storage
preservation measures should be strengthened
a significant proportion of material is unstable and at serious risk
If these issues are not addressed the risks are:
loss of the historical record
loss of cultural capital
loss of resources for public engagement
These issues can be addressed by
capital investment
training
increased skills and capacity
Knowing the need is the first step towards developing a coherent
programme of action to meet the need.
More details from the survey
Accommodation
Despite investment in new record offices and library buildings
in recent years, it is clear that much more remains to be done:
88% of library collections are stored in conditions where the
environment is inadequately monitored and controlled
58% of collections in archives are stored in conditions where
the environment is inadequately monitored and controlled
46% of collections have no up-to-date, written disaster control plan
14% of collections are not covered by an automatic fire
detection system
Condition
87% of material is stable and can be used without immediate
risk to its survival
13% of material is unstable and cannot be used without risk
of further damage or of destruction
13% of the material covered by these surveys (28 million items) adds
up to nearly 4 million items. If extrapolated to all UK documentary
heritage collections the figure would be many times greater.
The unstable material is not low-use or insignificant:
55% of unstable material is classed as unique or the only copy
in the UK
65% is classed as part of the national documentary heritage
85% is classed as being of special value and importance to
the owner
It is also dirty, a reflection of poor levels of collection maintenance:
66% of unstable material has dirt on its surface, compared with
46% of stable, usable material
1
Alison Walker and Julia Foster, Knowing the Need: a report on the emerging picture
of preservation need in libraries and archives in the UK, London: NPO, 2006
http://www.bl.uk/services/npo/pdf/knowing.pdf
NPO Services
The NPO’s service programme is targeted at meeting the preservation
needs we have identified. It delivers support and guidance to
collection managers through:
information services – publications, telephone and email enquiry
service, e-journal, website and annual conference
training courses, for which we have received the CILIP Seal
of Recognition
advocacy and professional representation
Preservation Assessment Surveys
The methodology used to create the national picture of preservation
need is the NPO Preservation Assessment Survey. It is available
to individual libraries and archives or to strategic groupings of
institutions. Demonstrated benefits to individual libraries and
archives include improved internal preservation planning, successful
external funding bids, and awareness-raising for staff and funders.
For full details see www.bl.uk/npo
Meeting the Need
We advocate a coordinated approach, emphasising the need for good
storage and accommodation, good professional practice and an
appropriately skilled workforce. At national and regional levels, the
evaluation of need should be followed up by monitoring, support
and advocacy.
NEED ACTION NATIONAL/REGIONAL
FOCUS
STORAGE Appropriate Capital Monitor developments
buildings, investment, and their impact;
environment, upgrading support for capital bids;
and advocating performance
accommodation measures for the
accommodation
of collections
GOOD Preservation – Training, Provide resources; work
PRACTICE handling, information towards incremental
disaster improvement; support
planning, and advocate effective
security, prioritisation of effort;
packaging advocate performance
measures for the care
of collections; continuing
needs assessment
PEOPLE Conservation Workforce Advocacy and support for
resources- and skills skills development; targeted
skills, staff, development training programmes
facilities
National Preservation Office
The British Library
96 Euston Road
London NW1 2DB
Tel: 020 7412 7612
Fax: 020 7412 7796
Email: npo@bl.uk
www.bl.uk/npo
National Preservation Office
supported by
The British Library, with
additional support provided by
The National Archives
The National Library of Scotland
Trinity College Library Dublin
Cambridge University Library
The National Library of Wales
Oxford University Library
Services
The National Library of Ireland
The Public Record Office
of Northern Ireland
The National Archives
of Scotland
The Heritage Council of Ireland
The National Archives of Ireland
The Consortium of National and
University Libraries (CONUL)
The Society of College, National
and University Libraries
(SCONUL)
1964–04/07