Conservation at the Newberry

Conservation Department - Stack Building - Frequently Asked Questions

Conservation Department

The Newberry Libary Conservation Department.

The Newberry Library’s Conservation Department has 3.4 permanent full-time staff members and additional grant-related staff, interns, and volunteers. The Conservation Department is responsible for all of the physical aspects of maintaining the collection by combining state-of-the-art technology and traditional bookbinding methods. The rich history of the Department began with the in-house Bindery in 1893, which employed many skilled craft binders of the time. The Newberry became a leader in developing new conservation treatment and policy with the hiring of Paul Banks, the Newberry’s first Conservator, in 1964. He created a Conservation Laboratory and helped establish new standards within the Bindery. Since the elimination of the in-house Bindery function in the late 1980’s, the Conservation Department has focused on single items as well as the preservation of the entire collection, utilizing bookbinding history and today’s science to perform ethical treatments to allow for generations of use. Staff throughout the library have always been strong supporters of conservation efforts, realizing the importance of caring for our collections.

Abby Haywood, Advanced Intern (2004-5), performing media consolidation on archive materials.

The most important thing that the Conservation Department does in its effort to preserve the physical collection is to promote a good storage environment. High humidity can promote mold and pests. Humidity fluctuations cause expansion and contraction of materials. High temperatures will cause deterioration to accelerate. Paul Banks is largely responsible for designing the Newberry's Stack Building, which houses most of the library’s collections. It was completed in 1982 and maintains a specific temperature and relative humidity range. Today, Conservation has an active environmental monitoring program, in a close relationship with the Building Engineer.

Conservation staff also trains the Reading Room staff, who in turn train readers to handle books properly. Conservation works closely with the Exhibits staff to protect displayed materials, advises and prepares items for loan, monitors pests throughout the library, and inspects new materials before they are added to the collections.

Collections Conservator creating a mylar enclosure.

Most Conservation staff time is spent executing conservation treatment of materials, and creating protective enclosures for them. Protective enclosures such as boxes, folders and polyester film encapsulation are used to protect the materials from physical and chemical damage.

Conservation treatments have the primary goal of physical and chemical stabilization, such as mending tears, and repairing or replacing a binding with minimal intervention, disturbance or change to original materials or structures. Treatments are documented in writing accompanied by digital images. These treatment records provide information for future generations about the types of adhesives and papers used in the treatment, as well as earlier condition uncovered during treatment.

The Stack Building

Newberry Library Stack Building.

Large-scale preservation of the Newberry Library's treasures has taken the form of a 10-story bookstack building, windowless, of double-shell construction, and with computer-monitored environmental, security, and fire-detection systems, and a highly efficient air-filtration system.

The optimum conditions for preserving library materials are not the same as those for human comfort. Therefore, the library chose to separate its book storage areas from the reading areas and support functions. This allows us to maintain a storage environment that will reduce the rate of deterioration for all library materials.

Paul Banks, Conservator of the Newberry Library from 1964 to 1981, established the environmental standards for the bookstack building, which was completed in 1982. A system was designed to maintain the temperature at 60F and the relative humidity (RH) at 45%, with a diurnal fluctuation of no more than 3% and a seasonal allowable fluctuation of 6%. The Microtext Masters Storage Room is kept at 35% RH.

These conditions are monitored and controlled by a Johnson Controls building automation system. Electronic sensing devices

Wing Collection Stacks.

located on each level of the bookstack building and in the Microtext Masters Storage Room signal Field Processing Units. These, in turn, report the temperature and RH to the Central Processing Unit (CPU) in the Building Control Systems Room. There, a CRT and printer make it possible to "call up" this information as well as the status of all the individual components of the heating, ventilation, and air-conditioning system at any time. Although the system has eliminated the need for manually rotating hygrothermographs throughout the bookstack areas, the Conservation staff still uses a Bendix aspirating psychrometer once a month to ascertain the accuracy of the thermostats and humidistats.

Banks's standards for air quality specified that levels of sulphur dioxide and oxides of nitrogen should not exceed 10 micrograms per cubic meter (m3) and that the ozone level should be no more that 2 micrograms/m3. To achieve this quality of air in a city like Chicago, we use a three-stage filtration system: an initial particle filter; a second-stage chemisorbant filter of pelletized activated alumina impregnated with potassium permanganate (Purafil), capable of absorbing, adsorbing, and chemically oxidizing gases; and a final, high efficiency (90-95%) particle filter.

Jayme Jamison, Advanced Intern 2003-4, washing sections of a book.

The fire-detection system, a stand-alone system with its own auxiliary power source, is interfaced with the Johnson Controls computer to interlock with HVAC functions. If a fire alarm sounds, for example, the computer will automatically shut down the supply-fan units.

The bookstack building has no fire-suppression system (with one exception), relying instead on a high concentration of ionization smoke detectors. The exception is the Special Collections Vault, which has a Halon system, a chemical combustion suppressant. This arrangement eliminates the need for water in the bookstack building.

In fact, there is no vertical penetration between stack levels at all. The levels are self-contained 8400 sq. ft. "boxes" stacked one on top of another. The building is attached to the original library by a service link. All plumbing and electrical risers,
and the elevators, are located in this service link.

Frequently Asked Questions

Volunteer Fred Anderson with Thomas Bewick wood blocks.

What is the difference between the Bindery and the Conservation Lab?
Today there is no difference. The same highly skilled Conservation staff members use both rooms. After the hiring of Paul Banks, the Bindery and the Conservation Laboratory were separate operations functioning in different parts of the library. During the 1981-82 renovation of the Cobb Building, the Bindery and the Lab were relocated together on the 5th floor. Gradually the in-house production Bindery function was eliminated. Currently Conservation staff utilize the two rooms: The Bindery has large production equipment and space geared to its original function, while the Lab houses more technical equipment such as the vacuum suction table, fume hood, and encapsulator.

What are the ideal temperature and humidity levels for storage of materials?
It depends on the type of materials. For books and papers, we keep the Stack Building at 45% humidity and with a steady temperature of about 62°. Consistency is important for the materials.
What is encapsulation?
Encapsulation is a method of using polyester film to create a protective and supportive enclosure for an item while still allowing it to be seen from both sides. Usually a single page or document is placed between 2 sheets of polyester film and the “sandwich” is sealed around the edges of the document with an ultrasonic weld. It differs from lamination in that it is reversible- cut off the sealed edge of the plastic and the page can be removed. Lamination involves melting the plastic into the paper and cannot be easily removed.

How do they decide which books to treat?
Newberry conservators work with curators, librarians and other members of the Newberry Library staff to determine priority for treatment. Sometimes objects can be pushed to the front of the line by involvement in a grant, exhibit, heavy reader use, or because of a specific donation.

What role does a book's value play in determining its treatment?
Conservation standards are applied in the treatment of all items, regardless of their value. In many cases, the treatment of an item costs more than monetary value because the Newberry recognizes research and artifactual value. When a conservator proposes treatment, it is important to note that curatorial consultation is a critical part of the decision-making process. Monetary value may be taken into account when selecting a level of treatment.

Conservation Technician Linda Kinnaman working on British Pamphlets.

What is the difference between conservation and restoration?
Conservation’s goal is to preserve the physical object for the future, with the intention that a reader will be able to use it. Restoration attempts to return an item to original or assumed state (“make it look like new”), which may involve treatment that actually promotes the deterioration. At the Newberry, our focus is on conservation. Sometimes we will go the extra step to make an item look good, but not at the cost of increased deterioration.

How can I become a conservator?
The long road to becoming a professional conservator may begin with taking continuing education classes or private lessons and often includes a background in art, art history, and chemistry. Some people get a Master’s degree in Conservation or go through a formal apprenticeship process. The Newberry frequently hosts interns who are on this professional path. Call or e-mail the American Institute for Conservation of Historic Works (AIC) for more information: aic.stanford.edu.

Who are the interns in the Conservation Department?
There are several levels of interns in the Conservation Department. Advanced interns typically have bookbinding experience and 2-5 years of conservation training. Often they are part of a graduate program in Conservation. Advanced interns usually spend the bulk of their time performing treatments on library materials, but become familiar with the broader preservation activities of the department. Applications are taken by mail about a year before the internship. Typically, one or two advanced interns will be hosted per year.

Some students involved in the Book Arts Programs (Columbia College Center for Book and Paper Arts) also become interns. These students are usually seeking conservation experience that they may not find in their program's curriculum and are introduced to the principles and practices here. Other special grant projects may also create intern opportunities, such as the Illinois Arts Council High School Internship or NEH-funded exhibit projects.

How can I hire a conservator to work on my materials?
A list of private conservators is available at www.newberry.org/collections/conservators.html.

The American Institute for Conservation of Historic Works (AIC) offers information on selecting a conservator: aic.stanford.edu/public/select.html

Volunteer Steve Scott creating custom enclosures for library materials.

How can I volunteer in Conservation at the Newberry?
Unfortunately we can only accept a certain number of volunteers in the Department. When there is an opening, volunteers must work on Tuesdays, Wednesdays and Thursdays between 9-5. Volunteering is not intended to be an internship or formal training; rather it supports the work of the department’s professional staff. Volunteers begin by making phase boxes or inspecting materials. Right now all of the time slots are full and there tends to be very little turnover in volunteers. If you are interested, call the Events Office at (312) 255-3595 to add your name to the waiting list.

How can I preserve my materials at home?
The Newberry occasionally offers courses in preservation through the seminars program. You can also call the Public Programs Office for more information at (312) 255-3700.

The Library of Congress offers useful information on preservation: www.loc.gov/preserv/familytreasures/index.html

The Northeast Document Conservation Center also provides helpful information: www.nedcc.org/resources/resources.php

The Canadian Conservation Institute (CCI) includes a wealth of preservation-related information on their web site: www.preservation.gc.ca/howto/grid_e.asp

Where can I buy conservation supplies for my own materials?
The following vendors sell general archival materials and storage supplies:

For UV Filtered Fluorescent Lamps, contact:

Consevator Rachel Lapkin attaching new boards during a rebinding treatment.

Verilux Corporation
626 York Street
Vallejo, CA 94590
1-800-786-6850

For UV Filtering Window Film, contact:

3M Energy Control Products
3M Center 224-45-08
St. Paul, MN 55144

Solar Screen
53-11 105th Street
Corona, NY 11368
(212) 592-8222
http://www.solar-screen.com/