ISO/TR 19814:2017
Information and documentation — Collections management for archives and libraries
ISO/TR 19814:2017 provides guidance and recommendations in the planning, implementation, maintenance and improvement of the preservation of archive and library collections through:
- recommendations and guidance for preservation planning and ongoing management of physical collections in archives and libraries;
- procedures for managing collections in the stacks, research and reading rooms, conservation facilities and while on exhibit and during transportation.
- guidance and recommendations for appropriate enclosures and containers for archive and library collections.
ISO/TR 19814:2017 applies to preservation of archive and library physical collections of institutions and volumes small and large. It applies to all collections housed by an institution; their own collections and deposits or loans from other institutions. Some information on digital collections, born digital and digitized, for conservation is included for reference.
ISO/TR 19814:2017 also applies to collections that are being managed by governmental agencies.
This guidance is intended for collections that are being preserved for long-term use.
Collections intended for long-term use need to be managed to mitigate many risks that can cause loss, including catastrophic loss from fire and floods, risks of vandalism and theft, to instability of materials, including acetate film and acidic paper. Collections management addresses the risks from a holistic perspective. It is recognized that compromises are necessary based on, among other factors, the quantity of collections in archives and libraries. The compromises can be managed when the factors of use, significance, vulnerability of the collections and the expertise and best practices from several fields are included in the decision-making process.
ISO/TR 19814:2017 covers specifically the operations required to manage the collections environment that are relevant to the preservation policy and plan of the institution. This includes the monitoring of climate stability, control of exposure to light, preventive cleanliness measures and cleaning of the collections storage areas.
The conservation treatment of individual items within the collections is not covered in ISO/TR 19814:2017.
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Foreword
Introduction
1 Scope
2 Normative references
3 Terms and definitions
4 Preservation in collections management
4.1 Collections management practices
4.1.1 General
4.1.2 Training of staff
4.1.3 Training of external users
4.2 Preservation policy
4.2.1 General
4.2.2 Documenting policies and procedures
4.2.3 Record and transfer of ownership
4.2.4 Ownership marking
4.3 Preservation planning
4.3.1 General
4.3.2 Avoidance of hazards
4.3.3 Preservation risk management cycle
4.3.4 Documentation for preservation planning
4.4 Emergency preparedness and response plan for collections
4.4.1 General
4.4.2 Emergency preparedness plan
4.5 Security of archive and library collections
4.5.1 General
4.5.2 Security plan
4.5.3 Security during transport and loan
4.5.4 Documentation of loans and transfers
5 Collections storage preservation environment
5.1 Overview
5.2 Managing the collections storage preservation environment
5.2.1 General
5.2.2 Monitoring the environment
5.2.3 Controlling light exposure
5.3 Preventive environmental measures
5.3.1 General
5.3.2 Exclude exterior sources of pollution
5.3.3 Manage internal sources of pollution
5.4 Integrated pest management
5.4.1 General
5.4.2 Preventing pest infestation
5.5 Cleaning of collections storage areas
5.6 Time out of storage
5.7 Other environments for collections
6 Shelving for archive and library collections
6.1 Shelf planning
6.1.1 General
6.1.2 Basic recommendations for shelving
6.1.3 Arrangement of runs
6.1.4 Gangways and aisles
6.1.5 Materials used in shelving
6.2 Shelf design
6.2.1 General
6.2.2 Uprights
6.2.3 Access
6.2.4 Bracing
6.3 Mobile shelving
6.3.1 Construction
6.3.2 Movement of runs
6.3.3 Stability
6.3.4 Load warning notices and shelf usage
6.3.5 Fire control
6.4 Storage for oversize documents
6.4.1 General
6.4.2 Storage area
6.4.3 Risk of strain and distortion
6.4.4 Unrolled horizontal storage
6.4.5 Cabinets for oversized documents
6.4.6 Vertical storage for oversized documents
6.5 Rolled documents
6.5.1 General
6.5.2 Cantilever shelving
6.6 Oversize or heavy-bound volumes
6.7 Cupboards and chests
7 Collections maintenance
7.1 General
7.2 Packaging paper, parchment, bound volumes and other traditional archive and library collections
7.2.1 General
7.2.2 Loose sheets
7.2.3 Oversize documents
7.2.4 Rolled documents
7.2.5 Other traditional archive collections
7.2.6 Bound volumes
7.2.7 Seals and lead bullae
7.3 Packaging of analogue photographic material and audiovisual media
7.3.1 Paper-based photographs
7.3.2 Glass plate negatives and slides
7.3.3 Photographic sheet film negatives
7.3.4 Microfilm
7.3.5 Moving image film
7.4 Machine-readable documents
7.4.1 General
7.4.2 Magnetic media
7.4.3 Gramophone records
7.4.4 Sound cylinders
7.5 Electronic media
7.5.1 General
7.5.2 Optical discs
8 Treatments and reformatting
8.1 General
8.2 Mould removal
8.3 Disinfestation of collections
8.4 Deacidification of paper
8.5 Paper strengthening
8.6 Binding
8.7 Reformatting
8.7.1 General
8.7.2 Digitization
8.7.3 Digitized archive and library collections
8.7.4 Photocopying
8.7.5 Microfilming
Annex A (informative) Packaging enclosures and materials
Annex B (informative) Exhibition of archives and library collections
Bibliography
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Foreword
Introduction
1 Scope
2 Normative references
3 Terms and definitions
4 Preservation in collections management
4.1 Collections management practices
4.1.1 General
4.1.2 Training of staff
4.1.3 Training of external users
4.2 Preservation policy
4.2.1 General
4.2.2 Documenting policies and procedures
4.2.3 Record and transfer of ownership
4.2.4 Ownership marking
4.3 Preservation planning
4.3.1 General
4.3.2 Avoidance of hazards
4.3.3 Preservation risk management cycle
4.3.4 Documentation for preservation planning
4.4 Emergency preparedness and response plan for collections
4.4.1 General
4.4.2 Emergency preparedness plan
4.5 Security of archive and library collections
4.5.1 General
4.5.2 Security plan
4.5.3 Security during transport and loan
4.5.4 Documentation of loans and transfers
5 Collections storage preservation environment
5.1 Overview
5.2 Managing the collections storage preservation environment
5.2.1 General
5.2.2 Monitoring the environment
5.2.3 Controlling light exposure
5.3 Preventive environmental measures
5.3.1 General
5.3.2 Exclude exterior sources of pollution
5.3.3 Manage internal sources of pollution
5.4 Integrated pest management
5.4.1 General
5.4.2 Preventing pest infestation
5.5 Cleaning of collections storage areas
5.6 Time out of storage
5.7 Other environments for collections
6 Shelving for archive and library collections
6.1 Shelf planning
6.1.1 General
6.1.2 Basic recommendations for shelving
6.1.3 Arrangement of runs
6.1.4 Gangways and aisles
6.1.5 Materials used in shelving
6.2 Shelf design
6.2.1 General
6.2.2 Uprights
6.2.3 Access
6.2.4 Bracing
6.3 Mobile shelving
6.3.1 Construction
6.3.2 Movement of runs
6.3.3 Stability
6.3.4 Load warning notices and shelf usage
6.3.5 Fire control
6.4 Storage for oversize documents
6.4.1 General
6.4.2 Storage area
6.4.3 Risk of strain and distortion
6.4.4 Unrolled horizontal storage
6.4.5 Cabinets for oversized documents
6.4.6 Vertical storage for oversized documents
6.5 Rolled documents
6.5.1 General
6.5.2 Cantilever shelving
6.6 Oversize or heavy-bound volumes
6.7 Cupboards and chests
7 Collections maintenance
7.1 General
7.2 Packaging paper, parchment, bound volumes and other traditional archive and library collections
7.2.1 General
7.2.2 Loose sheets
7.2.3 Oversize documents
7.2.4 Rolled documents
7.2.5 Other traditional archive collections
7.2.6 Bound volumes
7.2.7 Seals and lead bullae
7.3 Packaging of analogue photographic material and audiovisual media
7.3.1 Paper-based photographs
7.3.2 Glass plate negatives and slides
7.3.3 Photographic sheet film negatives
7.3.4 Microfilm
7.3.5 Moving image film
7.4 Machine-readable documents
7.4.1 General
7.4.2 Magnetic media
7.4.3 Gramophone records
7.4.4 Sound cylinders
7.5 Electronic media
7.5.1 General
7.5.2 Optical discs
8 Treatments and reformatting
8.1 General
8.2 Mould removal
8.3 Disinfestation of collections
8.4 Deacidification of paper
8.5 Paper strengthening
8.6 Binding
8.7 Reformatting
8.7.1 General
8.7.2 Digitization
8.7.3 Digitized archive and library collections
8.7.4 Photocopying
8.7.5 Microfilming
Annex A (informative) Packaging enclosures and materials
Annex B (informative) Exhibition of archives and library collections
Bibliography