Page History

About Me 

I work in the Drew University Library as University Archivist. I organize University Archival Collections, assist in the digitization of archival and special collections content, and engage in (online) exhibit production.

What does Special Collections and University Archives do at Drew?

Need to do research in an Archives? 

Gallery
title Matthew Beland @ University Archives

Section
University Archives - Rose Memorial Library, Level G, Room 313 Image Added

Committee and Department work

DUDA (Drew University Digital Archive)

• Part of the Project Leadership Team

Library Faculty

• Member July 2016 - present
• Responsible for ongoing maintenance of Library Faculty Regulations including decisions about platform for this policy document.

Special Collections and Archives Department

• Revise the Categories of Need for the Preservation Plan
• Attend committee meetings and periodically record the minutes.

Library Council

• Elected by Library Faculty and Staff to serve as an at-large member for 2012-2013.

Strategic Planning Task Force

• Assisted in producing a draft document based on library strategic planning in 2010-2011
• Archived all email correspondence related to 2010-2011 Strategic Planning

E-mail: mbeland at drew dot edu

Preservation Plan for Special Collections
1) Environment
2) Storage facilities (CCAHA p. 8-10; 18-19; 34-35; 39; 48-51)
Currently, the library Special Collections and rare books, the University Archives, and the Methodist Library are all at or beyond capacity. Our goal is to improve collections storage areas to maximize storage capacity and create a sufficient amount of space for researchers and staff to use the collections safely. Plans must also be made for the continued care and storage of these collections materials.
Primary recommendation:

1. Develop a space utilization plan to better maintain the special collections, rare books, and archival materials. The plan should assess the near-term and long-term space needs by considering anticipated growth and processing needs for each collection. The following needs are paramount:

1. 1. Adequate storage space and appropriate shelving for all collections materials
   2. Space for collections growth to minimize shifting
   3. Adequate space for processing collections. This includes space for housing newly arrived materials, space for inspecting new materials for pests/mold, and space for isolating infected materials.
   4. Areas for supplies.
   5. Sufficient aisle widths and an adequate number of landing spaces and tables for retrieving and handling materials.
   6. Adequate equipment for the retrieval and handling of materials, such as carts with locking wheels, ladders, and stools; and
   7. Appropriate space and furniture for exhibitions

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1. Shift books stored on their fore edge so that their weight sits on their spines.

1. Purchase new bookends with thick profiles that are superior to the current thin sheet metal variety that cuts into bindings and text block edges.

1. Determine where to house fragile Government Documents printed on thin paper that currently intermingled with larger volumes.

1. Address pressing needs in the Archives, including storage of the oversized rolled materials, the photograph collections currently stored in filing cabinets without proper support, the Kornitzer scrapbook collection, materials stored in the flat files, and the records of various university departments.

1. Investigate the implementation of a university records management program and the hiring of a records manager. The records of the University are extensive and require a different type of management than is provided in an archival setting.

1. Acquire more shelving, especially flat files, for storage of oversize material and collections currently stored on the floor.

1. Maximize the use of the current collections storage space in the short-term. Rearrange and re-house collections to gain some additional space for collections storage.

1. In the long-term, Drew University should either consider a)building, purchasing, or renting additional environmentally stable space dedicated for storing the most delicate and valuable collections currently stored in the library or, b) re-engineering the Methodist Library with improved HVAC and compact shelving so that many special collections currently housed in the library can be stored there.

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1. Write and implement an exhibition policy that establishes a rotation schedule for sensitive materials (such as photographs and interior pages of books), a housekeeping schedule, and a procedure list for the Drew University Library.

1. Maintain a log of the collections materials placed on exhibition and the length of time they were on display.

1. Materials that are particularly prone to damage caused by light should be exhibited for finite amounts of time. Some strategies to limit light damage include the following:

1. Continue to use duplicate or reproduction items in exhibitions whenever possible. This policy allows original documents, books, and photographs to remain in storage areas where they are less exposed to light.

1. Consider the placement of items on exhibition so they are located in areas with limited light exposure. Sensitive materials should be placed in the areas with the lowest light levels.

1. Recommended light levels for paper-based collections on exhibition are 5 to 15 footcandles or 55 to 165 Lux.

1. Never leave an artifact on "permanent" exhibition unless it is considered expendable. Continue to rotate sensitive materials, such as books, broadsides, photographs, hand-written documents, and textiles. It is generally recommended that paper-based materials displayed at the above recommended light levels be rotated every six weeks.

1. Evaluate the exhibitions at the Methodist Center and create a schedule for rotation for those sensitive materials that have been placed on permanent exhibition

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1. Photocopying
   1. Photocopy damaged or brittle materials to provide a use copy, so the originals can be retired or discarded (if they have no artifactual value) and researchers can safely use the copied materials.

1. 1. Photocopy any newspaper clippings onto acid-free paper to keep as the permanent copy. Photocopying materials will also assist in microfilming the collections, should that option be considered for the long-term preservation of the collections.

1. Microfilming
   1. Microfilming has several benefits. It provides a use copy so that originals can be retired and used infrequently. Limiting the use and handling of the original, which may be brittle or damaged, reduces risk of further damage. The microfilm can be reproduced inexpensively for use by researchers on-site and off-site. Microfilming preserves the intellectual content of brittle materials and provides a permanent archival copy

1. 1. Master microfilm should be stored off-site in acid-free boxes in a climate-controlled area with low humidity conditions. Ensure that the off-site storage location can meet environmental conditions according to ANSI standards for microfilm storage.

Should a "duplicate negatives" category go here? It does appear in the list of reformatting options above.

1. Digital Imaging
   1. A determination should be made as to whether any materials should be converted to digital images. If digital imaging is considered for collections materials, microfilming the collections should also be done in addition to scanning. Selection criteria for materials suitable for digital imaging should also be developed.

1. 1. Although digital imaging has many advantages over other reformatting methods for improving access, it is not recognized as a long-term preservation medium. Like microfilming, digital imaging can improve access and reduce handling of originals. Microfilm, when produced and stored according to preservation standards, has a life expectancy of at least 500 years. Digital information is stored on media that have dramatically shorter life expectancies and a rapid rate of obsolescence - as do the hardware and software needed to access them.

1. 1. While care must be taken in considering digital imaging as the format for permanent records, this new technology provides the benefit of enhancing record retrieval and access. The conversion of records to digital format will enable staff to retire original records, thus preventing unnecessary damage from use. Staff needs to continue to keep abreast of the preservation issues regarding the new technologies.

1. 1. As part of a digital imaging program the staff must ensure that there are safe handling practices for fragile materials during the scanning process to prevent unnecessary damage. In addition, it is important to review materials before scanning to determine if repair or conservation treatment is needed before or after scanning.

1. Digital Imaging – Photographs
2. A determination should be made as to whether any photographs should be converted to digital images. Selection criteria for materials suitable for converting to digital imaging should then be developed.

1. For preservation reasons, care needs to be taken in selecting the digital format, because digital imaging technology is not recognized as a long-term medium for preserving content. In addition, internationally recognized standards have not been established. An institution must preserve the software, hardware, and equipment necessary to access the digitally formatted information, and should anticipate reformatting when necessary to update to current technology in order to keep ahead of the medium's equipment and software obsolescence. The levels of accuracy of scanning equipment vary, and a determination of one's requirements for accuracy should be made.

1. Although care must be taken in considering digital imaging as the format for photographs, this new technology provides some useful advantages for enhancing photograph retrieval and access. The conversion of photographs to digital format will enable staff to restrict access to original photographs, thus preventing unnecessary damage from use. Staff needs to continue to keep abreast of the preservation issues regarding the new technologies.

1. If digital imaging is selected, this does not negate the need to have copy negatives for the photographs.

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1. As insurance against loss of information, multiple copies of AV materials should be made as back-ups. Two copies should be set aside as archival copies; with a third copy being designated the use copy. If possible, one of the archival copies should be stored off site.

1. As playback equipment for certain formats becomes obsolete and/or difficult to replace or repair, it may be necessary to reformat materials in order to preserve them. If playback equipment is not available for a recorded format, all previous preservation efforts are, in effect, null and void.

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1. Building Security

1. 1. 1. Continue to monitor the Drew University Library and the Methodist Centers buildings using security systems.

1. 1. 1. Maintain regular contact with the campus Public Safety Department

1. 1. 1. Opening and closing procedures for the Library and Methodist Center should be reviewed regularly to assess their effectiveness.

1. Collection Security

1. All special collections, rare book, and archival materials should be security in locked storage rooms when they are not being utilized. Collections materials should only be accessible to a small number of staff members

1. A log should be kept of anyone entering into spaces where collections materials are stored, including library staff, faculty, maintenance and facilities staff, and contractors

1. Researchers should be consistently monitored while using the special collections, rare books and archival materials. Although it may be difficult to achieve due to staffing levels, researchers should be visible to a staff member or a well trained student worker at all times.

1. Researchers should not be permitted to enter into collections storage areas.

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1. Staffing Considerations

1. 1. Keep in mind that making the collections more accessible to the faculty, students, and outside researchers will bring an increased number of users to the collections, as well as increases in requests for information via phone and mail. Policies and procedures should be in place to handle this potential increase in visitation.

1. Collections Considerations

1. 1. Increased access to collections will lead to increased handling and use of irreplaceable collections materials. The additional use of collections materials may necessitate the use of storage materials that are more durable and that assist in decreasing the handling of original objects, the creation of preservation photocopies or microfilm, and/or conservation treatments for heavily used materials.

1. 1. With archival collections, use of original collections items should be limited. If part of a collection is used frequently, consideration should be given to duplicating or digitizing those items that are of high value or regularly used in order to limit use and handling of the originals. Having a duplicate copy also allows staff to store the original in safe and appropriate environmental conditions while still having easy access to a use copy. Duplication can be done on an as needed basis, as a routine practice when items are originally taken, or selectively for frequently used items.

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1. 1. 1. Hand and work surfaces must be clean;

1. 1. 1. Books should be grasped at the boards, not at the headcap, when being retrieved or reshelved;

1. 1. 1. Photographs should be handled with cotton gloves;

1. 1. 1. Limit the use of rare and fragile materials. Indicate in the guidelines which of these materials might be unavailable to use by researchers;

1. 1. 1. Provide book supports, such as cradles and snakes for fragile and oversized bound materials;

1. 1. 1. Only staff should photocopy archival materials; and

1. 1. 1. There should be sufficient room on worktables for use of the collections, especially as a landing space for oversize items.

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