1 MANAGING ARCHITECTURAL DESIGN AND CONSTRUCTION RECORDSPresented by Tawny Ryan Nelb and Waverly Lowell August 8-9, 2010 Society of American Archivists Washington, DC Sections IX-XII, ©2010 Tawny Ryan Nelb

2 IX. HOLDINGS MAINTENANCEArchives focus on “best practice” for holdings maintenance to help assure records survive as long as possible. Photo shows poor practice: No stable environment; Overcrowded flat drawers; Unsafe access and storage; Lack of security or monitoring; Rolled drawings pushed into cubbies; Lights left on all day; Material on the floor; and Lack of descriptive access systems to cut down on unnecessary wear and tear.

3 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT TEMPERATURE AND HUMIDITY Heat accelerates deterioration. Most architectural records are hydroscopic. High relative humidity promotes chemical reactions and when paired with high temperature, encourages mold growth and insect activity. Extremely low humidity can cause embrittlement. A stable environment is the most important factor in longevity. Recommended stable temperature of no greater than 70º F and humidity 30-50% RH. Lower temperature and RH is better.

4 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT ENVIRONMENTAL MONITORING Use hygrothermograph or data logger to monitor temperature and humidity 24/7.

5 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT ENVIRONMENTAL MONITORING Some data loggers use a time-weighted preservation index to determine changes in longevity based on environmental conditions. Gives valuable quantitative data for resource allocators. Helps plan for action.

6 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT MOLD Mold is everywhere but needs humidity and heat to become active. RH over 70% will usually produce mold growth. Some molds grow at lower temperatures. Excrete enzymes that digest organic materials and alters and weakens those materials. Stain paper and cloth used for architectural records. May be dangerous to people. Outbreaks should never be ignored.

7 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT MOLD If small outbreak: Reduce humidity with dehumidifiers; use mops, or wet vacuums if there is standing water. Goal is less than 55% RH Increase air circulation with fans. Determine cause and repair.

8 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT MOLD Kill mold by light exposure. In the presence of ultraviolet radiation, the proteins and DNA of the mold photolyzes. Take outside on dry day. Limit sun exposure to an hour or less to reduce chance of fading. Want mold to change from fuzzy and wet to dry and powdery appearance. Once dry, vacuum with HEPA filtered vacuum while wearing respirator or brush with soft brush while outside. Clean storage area shelving with Lysol before returning material. Discard moldy boxes. Do not spray mold damaged documents with Lysol-type products. Freeze-drying and treatment by freeze-dry vendor with plasma fumigation by scrambling the mold’s DNA can also be effective. Check with your vendor for document-specific success rate. If large outbreak: get help from specialized vendor.

9 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT PROTECTION FROM LIGHT Lights accelerates deterioration. Damage caused by both UV and ambient light. Limit exposure to foot- candles in reading room; footcandles in stacks, 5-10 foot- candles for exhibition. Block windows or use opaque curtains or shades. Use low UV lights. Use UV filters on light tubes.

10 IX. HOLDINGS MAINTENANCELIGHT SENSITIVITY OF ARCHITECTURAL MEDIA Light sensitive media can fade quickly when exposed to light: blueprint, diazo, sepia, Van Dyke, water color, marker, and most ink jet. This sepia-base and prismacolor image of types of city housing had long term exposure to light. Only the prismacolor remains. Store materials in the dark. Keep protective folders closed when not in use by researchers. Do not use high intensity lamps over extremely light sensitive materials. Create surrogates for exhibits.

11 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT PROTECTION FROM WATER and DUST Inspect building for potential water entry. Fix leaks. Replace roof . Install weather stripping. Seal around pipes. Screen vents. Keep plants away from foundations. Direct water drainage away from building. Do not store documents against an exterior wall. Keep documents within enclosures to protect from dust and light. Check air filtration system for positive pressure and maximum levels of sulfur dioxide less than 1 microgram/cubic meter or 0.4 parts per billion nitrogen dioxide 5 micrograms/cubic meter or 2.5 parts per billion less than 2 micrograms per cubic meter or 1 part per billion ozone

12 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT PROTECTION FROM PESTS Follow integrated pest management to protect against water that encourages pests. Keep environmental conditions at 68°F or lower and RH below 50% to avoid insects. Confine food and plants to staff break room. Remove trash daily. Practice good housekeeping. Inspect for pests routinely. Set sticky traps to monitor. Segregate new collections until they have been inspected and fumigated if necessary.

13 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT DISASTER PLANNING Stampede for disaster planning since Hurricane Katrina. Museum certification requires a Disaster Plan. TREMENDOUS VALUE IN TALKING THROUGH THE ISSUES. Identify risks: natural, industrial, and environmental, building systems, procedures, and staff disaster expertise. Evaluate preventative maintenance. Evaluate and locate facility shut-offs, fire systems, evacuation routes. Assign collection salvage priorities. Identify resources for response and recovery: people, supplies, vendors. Involve multiple staff members in gathering information for buy-in.

14 IX. HOLDINGS MAINTENANCESTORAGE ENVIRONMENT DISASTER PLANNING Prepare to spend 100s of hours on data gathering. Make everyone aware of their responsibilities. Train staff where necessary: security, CPR, first aid, etc. Write and maintain a Disaster Plan; update every 6 months. Distribute to appropriate staff and outside responders. dPlan on-line disaster data base provides a source for non-profits with lots of disaster recovery boiler plate. Saves writing time. See: However, provide own duplicate backup. NEDCC has a good planning sheet. See:

15 IX. HOLDINGS MAINTENANCESTORAGE FURNITURE There is no “one” answer. Determine needs based on budget, space, staffing, and (as Waverly mentioned in appraisal): Significance of architect, type of material, anticipated use. Wood: attractive, commonly available but off-gases; must be sealed with moisture-borne polyurethane,. Baked Enamel Metal: off-gases, must be tested. Chrome-Plated Steel Shelving: less expensive; wire shelves leave marks on storage containers; does not protect from water if leak or sprinkler release. Powder Coatings: excellent; synthetic polymer materials fused onto the steel; expensive. Anodized Aluminum: strong and light; expensive. High Density Shelving: rolls on tracks; saves space; expensive.

16 IX. HOLDINGS MAINTENANCEHOUSING MATERIALS Paper enclosures buffered and unbuffered depending on document. Provides protection from light, dust, and sometimes water. Use unbuffered paper for light sensitive materials. Polyester enclosures allow the items to be handled safely without transferring finger oils to the item, allows easy visual access without having to take it in and out of a paper envelope enclosure. Polyester often holds brittle material together. Polyester useful as enclosure for backing board. Only use polyester enclosures if you have a stable environment of 68º F, 45% RH environment or better.

17 IX. HOLDINGS MAINTENANCESTORAGE METHODS: FLAT Size, condition, importance, and budget will dictate type of storage. Puts less stress on paper fibers. Not as easy to transport but easier to handle for staff and researchers once to research area. Less handling damage. Takes up less space. Standard 3” or 1” drawers best Store in acid-free or unbuffered folders to enclose fully. Pull out each folder one-by-one; do not flip back to access those filed below.

18 IX. HOLDINGS MAINTENANCETO FLATTEN: Need: 30 gallon trash can with lid; Smaller plastic trash can inside to hold drawings; Clean blotting paper. If heavily soiled, clean first. Pour 2-3” hot water in outer can. Place inner can inside larger one. Put rolled drawings in inner can. Cover with lid. Leave 8 hours. DO NOT FORGET THEM OR MAY MOLD! Remove and flatten under weighted blotter paper for several days until dry. Store flat.

19 IX. HOLDINGS MAINTENANCESTORAGE METHODS: ROLLED Size, condition, importance, and budget will dictate type of roll storage. Stresses paper fibers. Often less costly than flat storage drawers. Polyethylene bags on compact shelving an option. Never stack unless fully protected.

20 IX. HOLDINGS MAINTENANCESTORAGE METHODS: ROLLED Other options: Unsealed polyester sleeve on tube secured with Velcro; Tube boxes but never stack drawings unless fully protected. Suspend drawings. Always store horizontally.

21 X. PROFESSIONAL CONSERVATIONFocus on holdings maintenance. Know your limitations and when to get help, i.e. any problem in image area or beyond your expertise. Get training if want to do in-house repair. Campbell Center in Illinois or regional conservation labs. Selection based on standard appraisal criteria: Informational vs. intrinsic value; Original or similar to others; Importance of creator or event; Evidentiary or legal value. Consider Treatment vs. Reformatting

22 X. PROFESSIONAL CONSERVATIONContact AIC referral web site: Determine conservator’s expertise. Do they have necessary equipment? Ask for referrals. Determine treatment approach: archival vs artistic. It impacts cost. Or contact Regional Alliance for Preservation Conservators treat all documents as precious.

23 X. PROFESSIONAL CONSERVATIONTREATMENT PLAN Condition evaluation; All options for proposed treatment; Estimated cost. $125/hr.+ for non profits; $160/hr for-profit organizations or private clients; Time frame for completion. Ask what is really necessary for stabilization? Determine what you can realistically afford. Hours add quickly. Even several simple mends can be $500+. Consider how the document will be stored afterwards? Environmental controls? Type of holding furniture? You determine final type of treatment. Should you make a surrogate instead?

24 X. PROFESSIONAL CONSERVATIONTREATMENT REPORT Photo documentation: before and after; Description of document; Record of treatment. Attach treatment summary or report number to document either on encapsulation, by labeling the storage folder, or create interior folder for conservation treatment information.

25 XI. BORN DIGITAL MATERIALSOur “Digital Legacy” is not so funny.

26 XI. BORN-DIGITAL MATERIALSSTORAGE MEDIA Constantly changing technology. Tape, 8”, 5 ¼”, 3 ½” floppies, tape, punch tape, Bernoulli boxes, zip disks, Jaz drives, CD, DVD, flash drives, servers, etc. Preservation problem moot compared to obsolescence. Plan ahead for migration.

27 XI. BORN-DIGITAL MATERIALSFILE FORMATS AND OBSOLESCENCE Same issues as storage media but transition of formats changing even faster. Examples of formats: .sat, .sab, .Dwg, .Dxf, .dgn, .isff, .fcd, .hsf, .iges, .dc, .dc2, .dat, .tcw, .step, .stp, .doc, .docx, .xls, .xlsx, .jpg, .tif, .txt, .pdf, etc. Keep abreast of changes. Migrate to new formats as needed.

28 XI. BORN-DIGITAL MATERIALSCAD No preservation standards Potential models: MIT FACADE project UK Archaeology Data Services CAD: A Guide to Good Practice Art Institute of Chicago Digital Design Data, architecture/ddd.html Need high-tech assistance.

29 XI. BORN-DIGITAL MATERIALSMETADATA Data on data to access. Use Dublin Core minimal standards at least. California Digital Library. Guidelines for Digital Objects Other options: CDWA. Use thesauri of terms.

30 XI. BORN-DIGITAL MATERIALSArchivists need to be more aggressive working with the architectural and other design fields to encourage digital records preservation standards for storage media, file formats, and metadata. This may be a role for the SAA Architectural Records Roundtable in conjunction with American Institute of Architects, American Landscape Architects, etc.

31 XII. REFORMATTING OPTIONSFOR PRESERVATION FOR REFERENCE HARD COPY: ELECTROSTATIC COPIES Inexpensive Avoid polyester supports Use a carrier to protect document Need same-plane capture path PHOTOGRAPHS INK JET Variable quality Use Giclée or comparable printer with lightfast inks.

32 XII. REFORMATTING OPTIONSDIGITAL IMAGE CAPTURE 35mm capture limits quality and flexibility 4 x 5” Transparencies Digital Camera Back Digital Camera Oversized flat roller scanner (Océ, KIP, HP) Use a carrier to protect document Allow only flat bed or same plane scan path Overhead digital scanner-Cruse

33 XII. REFORMATTING OPTIONSOverhead scanner- Cruse CS 220 ST Available Athenaeum's Regional Digital Imaging Center in Philadelphia Has 48 bit color Max file size 1.1 GB. 3x8 bit 48” x 72” in single scan Image can be stitched together Light exposure of 28,000 lux (2,800 footcandles) is equivalent to 14 hours of exposure at 50 lux (5 foot- candles). $ for oversized scans

34 XII. REFORMATTING OPTIONSDIGITAL SCAN STANDARDS ARCHIVAL MASTER: TIFF, lossless compression Usually 600 ppi; Less for oversized originals 8-bit greyscale; 24-bit color Saved with sRGB color profile ACCESS FILES: 800, 1500 or 3000 pixels across long dimension JPEG, medium quality compression THUMBNAILS pixels across the long dimension GIF 4-bit grayscale, 8-bit color California Digital Library. Digital Image Format Standards