Needs Assessment in HMS for Presidential Libraries Allison

Needs Assessment in HMS for Presidential Libraries Allison Olson Research Services

Why is Needs Assessment Important? n List of needed preservation actions ¨ Helps n prioritize needed preservation actions Provides Holdings that Received all Needed Preservation Actions (cubic feet) ¨ Holdings Needing Preservation Action based on survey ¨ Metric less than 50% of the Holding Requiring Action by 2016. 2

When Do You Fill Out a Needs Assessment? During processing, except if the records are offsite. n Anytime a preservation need is discovered n A preservation action is completed and a needs assessment does not exist n 3

Data Quality Very Important n Capture all needed and completed work n Preservation Programs reviews forms for inconsistencies n Call if you have any questions or if staff need more training n 4

Does a Needs Assessment Exist for the Record Entry? 5

Record Entry: Needs Assessment 6

Create Needs Assessment 7

Blank Needs Assessment with Record Entry Information 8

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Dynamic Media Need Level Based on the type of preservation problem and the use level. n See full chart on page 5 of the instructions. n 11

Dynamic Media Need Level Preservation Problem High Use Medium Use Low Use No Preservation Action Now Urgent Urgent Urgent Mold or pests Urgent Require cool, cold storage or below-freezing storage Urgent * Spoking: Audio/Video Urgent * Spoking: Motion Picture Film Medium Low None Found Audio/Video: digital original Magnetic media are blocked together Magnetic media have binder hydrolysis, sticky shed. Magnetic media shrunken acetate tape carriers. 12

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Standard housings (ex. boxes, sleeves): poor condition/not present/damaging the Records 16

Holdings Maintenance Actions n Holdings Maintenance-Box n Holdings Maintenance-Folder n Holdings Maintenance-Sleeve, Replace Fasteners, Unfold n Holdings Maintenance-Humidify, Flatten, Surface Clean n Holdings Maintenance-Other 17

Adequate boxes that don’t meet current specifications. DO NOT REPLACE. Preservation Problems: None Found. 18

Brittle/fragile/unsafe to use/ n Holdings Maintenance. Sleeve, Replace Fasteners, Unfold n Preservation Photocopy n Textual/Cartographic/ Still Images preservation copy 19

Custom Housing Required Due to Non-Standard Sizes or Formats Custom Housing 20

DAMAGED/TORN/obscured by tapes/heavily soiled Holdings maintenancesleeve, replace fasteners, unfold n Conservation n Textual/Cartographic/Still Images Preservation Copy n 21

Damaged/torn/OBSCURED BY TAPES/heavily soiled Conservation 22

Damaged/Torn/obscured by tapes/ HEAVILY SOILED • Conservation • Holdings Maintenance-Humidify, Flatten, SURFACE CLEAN 23

BUNDLED, FOLDED, rolled records that cannot be safely served n n Holdings maintenance-sleeve, replace fasteners, UNFOLD Holdings Maintenance-HUMIDIFY, FLATTEN, Surface Clean Conservation Preservation Copy 24

Bundled, folded, ROLLED records that cannot be served n n n Holdings maintenance-SLEEVE, unfold, remove fasteners Custom housing Holdings Maintenance-HUMIDIFY, FLATTEN, Surface Clean Conservation Textual/cartographic/still images preservation copy 25

Detached, loose or endangered by their mount, scrapbook or album. n n Custom Housing Holdings maintenance-SLEEVE, replace fasteners, unfold Conservation Textual/Cartographic/Still Images preservation copy 26

Bindings are damaged/failing to support the text/loose pages n n Holdings Maintenance-other Custom Housing Conservation Textual/cartographic/still images preservation copy 27

Mold or Pests Insect Damage Mold Major Mold Remediation Minor Mold Remediation Treatment for Pests 28

Unstable Copy (i. e. Thermofax, Mimeograph, etc. ) or Unstable Ink q Preservation Photocopy Textual/Cartographic/ Still Images Preservation copy q q Mimeograph, only sleeve if necessary 29

Accessioned microfilm or microfiche is damaged, deteriorating or lack preservation master. n n n Improve storage cold/below freezing storage Microfilm or microfiche repair Textual/Cartographic/Still Images Preservation Copy 30

q. Plastic film support: acidic odor q. Plastic film support: shrinkage/ cockling/ bubbling/ emulsion wrinkling/discoloration / Disintegration n n Improve storagecold/below freezing Storage Textual/Cartographic/ Still Images preservation copy 31

Photographic materials are blocked or adhered together. n Conservation 32

Image emulsion on photographic materials are flaking or rubbing off. n n n HM-sleeve Conservation Custom housing 33

Requires cool, COLD OR BELOWFREEZING STORAGE and is not in that storage n Acetate negatives or film n Diazo and vesicular microfilm (not including reference copies) Blue Tone n Color negatives/ film, slides, and print, n Modern digitally produced prints (ink jet, dye sublimation, electrophotographic, and thermal) Improve storage-cold/below freezing storage 34

Requires COOL, cold or below-freezing storage and is not in that storage n Magnetic/electronic media including computer tapes and disks, video tapes, audio tapes, optical disks Improve storage-cool storage 35

Electronic Media (floppies, discs, CDs, tapes cartridges) are present n Electronic Records Preservation 36

Audio, Video, Motion Picture film: obsolete format/obsolete playback equipment/Unstable media Improve storage-cool n Improve storage-cold n Audio preservation copy n Audio repair n Video preservation copy n Video repair n Motion picture preservation copy n Motion picture repair n 37

Artifacts have preservation problems Conservation n Custom housing n 38

Aerial film: bad or failing splices/ damaging or detached leaders/torn film n Aerial film: Spindle/reel is damaged n Aerial film: Acidic odor n Aerial film: shrinkage/ cockling/ bubbling/ emulsion wrinkling/ discoloring/ disintegration n Aerial film: blocked n 39

High Value and Needs of Theft or Vandalism Mark high value records n Vault or locked storage for high value records n 40

Preservation Problem: Other n Write a description of the problem in the Comment 41

Other Preservation Actions n Conservation review n Archival prep for reformatting n Aerial film repair 42

Dynamic Assessment Template Type Preservation Problems n n n n n Audio/Video: digital original Magnetic media are blocked together Magnetic media have binder hydrolysis, sticky shed. Magnetic media shrunken acetate tape carriers. Spoking: Loose/poor wind. Audio/Video: obsolete format/ obsolete playback equipment/unstable media Brittle/ fragile Damaged/ torn/obscured by tapes /heavily soiled Audio is more than 8 years old? Video is more than 5 years Old? 43

Dynamic Assessment Template Type Preservation Problems n n n n None Found Mold or pests Require cool, cold storage or below-freezing storage Standard housings (ex. boxes, sleeves): poor condition/ not present/ damaging the records. Custom housings (ex. boxes, sleeves) required due to non-standard sizes/formats. Textual, Still Pictures and Cartographic records have preservation problems. Artifacts have preservation problems. Other 44

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Needs Assessment for Record Entry Click Apply Status Changes to Active 46

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When all actions completed enter Completed Date, Total CF Completed, and Justification. Click Apply-Completed. 48

Applying Needs Assessment to Multiple Record Entries 49

Example: No Preservation Actions Needed 50

Example: All preservation actions completed 51

Example: Some preservation actions completed and some still needed. 52

Printing Needs Assessment Report 1 Click in top part of needs assessment tab 2 Click report icon 3 Select Needs Assessment Detail 53

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Searching for Record Entries without Needs Assessments 55

Needs Assessment if part of a Record Entry is completed. n When a large record entry is going to span multiple years or the rest of record entry is not going to be completed in the near future. 56

Needs Assessment if part of a Record Entry is completed. 1. 2. 3. 4. Create or update a Needs assessment to indicated how much is completed. Click Apply- Completed. Create another Needs Assessment for the same record entry with how much remains to be done. Click Apply. This makes it the Active Needs assessment. 57

Searching Preservation Actions 58

User Guides available on NARA at work n http: //www. nara-atwork. gov/staff_resources_and_services/training_and_ca reer_development/it_training/sofa/hmssop. html n Or search Nara@work for HMS SOP 59