Preservation Week reminds us of the importance of microfilm...

April 27 through May 3 marks this year's annual observance of Preservation Week, a week long opportunity to give libraries, archives and other institutions the chance to connect our communities through events, activities, and resources that highlight what we can do, individually and together, to preserve our personal and shared collections.

One important preservation activity of the Tennessee State Library and Archives (TSLA) is our microfilm processing program. TSLA has been producing and duplicating microfilm for over 60 years. Although much of what we film is from our own collections, we also often film county records as a part of a mutually beneficial special project to ensure preservation standards. In return, local public libraries receive copies of the microfilm, and we store copies for use by TSLA patrons, as well as maintaining the negatives in our climate-controlled vault.

Preserving Microfilm

Microfilm processing is a highly detailed, technical process. While there are workshops and seminars for microfilm training, microfilm technicians primarily learn their trade through an apprenticeship.

Keeping a set of duplicates at an off-site storage facility is one of the safest ways to ensure the survival of your records, especially in the case of theft, flood or fire. The six primary groups of records we film are:

• Local County Permanent Records
• County Loose Records Special Projects
• TSLA Manuscript Collections
• State Agency Record Groups
• Collections on loan for microfilming
• Newspapers

After each document organized, targeted and photographed, our microfilm technician preps the film and runs it through our microfilm processor. This process is tedious and delicate- the smallest mistake could ruin the exposure of a roll of film. TSLA is fortunate to have such highly skilled microfilm technicians.

Digital versus Film

Though there are a vast number of digital preservation mediums, microfilm is still considered the best long-term form of preservation for historic records. While digital files are useful and often more accessible to patrons, the files are subject to “bit rot” and eventual obsolescence. If kept in a proper environment, microfilm will last approximately 300 to 500 years, and even if all microfilm readers were destroyed, the information on the rolls could be accessed by simply holding the film up to a light with a magnifier. TSLA proudly maintains the stewardship of Tennessee’s treasures, and, through microfilming our collections, ensures the records will be available to our patrons for hundreds of years. TSLA has produced nearly 200,000 reels of microfilm negatives since its inception, and produces more each year.

After a roll of microfilm is processed, a quality control inspection is given, which includes a visual inspection that consists of a density and resolution check, as well as determining if there was a camera problem or operator error. In addition to methylene blue tests, this inspection ensures the film meets ANSI/AIIM standards.

Public Availability

Microfilming also allows us to sell (at cost) copies of our rolls to our patrons, which in turn allows patrons to study the film at their local archives or libraries. While not everything is available for sale due to various restrictions, many different types of records are available for purchase such as county records, newspapers, and manuscript collections. 35mm rolls are currently $25 a piece, while 16mm rolls are $20 a piece. You can browse our collections at http://www.tn.gov/tsla/Collections.htm and if you have any questions about purchasing microfilm please call 615-741-2997.

The negatives we produce are stored in our secure vault, which is kept at 55 degrees Fahrenheit and below 45 percent humidity to ensure the long-term survival of the film.

The State Library and Archives is a division of the Tennessee Department of State and Tre Hargett, Secretary of State.

Preservation Week at TSLA and the Calvert Collection

This year, April 27 through May 3 marks National Preservation Week and the Tennessee State Library and Archives (TSLA) is participating by sharing our methods of preservation. The American Library Association began observing Preservation Week in 2010 as a time to inspire action to preserve collections—in libraries, archives, and museums, but especially the items held and loved by individuals, families, and communities.

In recognition of Preservation Week, we wanted to share information about an important preservation project going on at TSLA for our Calvert Collection, officially known as the Calvert Brothers Studio Glass Plate Negatives.

But first, a little shop talk... What exactly is "preservation?" Generally speaking, preservation is the act of preventing damage to an item by ensuring proper storage and environment conditions. Conservation, preservation, and restoration are all terms that fall under the Preservation umbrella within the library and archival communities. Conservation is the profession which focuses on physical treatment of individual items and restoration focuses on bringing the materials back to their original state.

Carol Roberts, conservation manager at TSLA, uses a swab to preserve glass plate negatives of TSLA's Calvert Collection.

What is the Calvert Collection?

The Calvert Collection at TSLA is a collection of thousands of glass plate negatives, which have been undergoing preservation work since 1986. The Calvert Collection originally came in liquor boxes with rubber bands around the slides. The boxes were too heavy and it was necessary to rehouse them in archive-grade boxes.

As early as 1958, Calvert Sisters Zillah and Mary Calvert donated photographs and glass plates to the State Library (mainly well-known portraits of famous Tennesseans). In the late 1960s the bulk of the glass plates were donated and identified by Mr. and Mrs. Lanier Merritt, who worked for the Calvert Studio before it was sold to studio photographer, Bob White. These donations were accepted by Librarians Frances O’Dell and Kendall Cram, and Fran Schell began some cataloging. The bulk of this project continued through the mid-1970s and consisted of traditional darkroom printing of selected glass plates. All work discontinued during the building renovations of 1980s. Renewed conservation and darkroom printing began again in late 1980s and continues to this day.

Preserving these slides requires a number of steps, including:

• Examining the slides for signs of deterioration, such as previous scratches, bug grit, paper and adhesives on emulsion, or silvering, which unfortunately cannot be reversed but can be slowed down.

• Placing broken slides into a double sided custom-made protective glass casing, and place the casing in size-appropriate four flap folders (traditional glass plate negative storage folders).

• Storing them in 8 x 10 storage boxes, which are traditional photo boxes.

• Placing Ethafoam inside the boxes to cushion the slides.

Once all these steps are taken, we have a well-preserved image. Here's just one example of the finished product from the Calvert Collection:

Mrs. Harry Clark, studio portrait, Calvert Collection, TSLA.

What Can You Do To Preserve Your Treasures?

Our Preservation Services staff members are often asked what can be done to preserve family photographs and documents at home. Here are a few suggestions developed by the Northeast Document Conservation Center (NEDCC) and endorsed by the Tennessee State Library and Archives:

• Never do anything that can’t be undone.
• Keep family treasures in "safe" environment: moderate temperature and relative humidity; clean air and good air circulation; no natural or fluorescent light.
• Avoid powerful sources of heat, damp, and pollution; don’t store your valuable books, photos, and paper in attics or basements, or near washing machines or bathrooms.
• Heat causes damage. Don’t hang valuable objects over radiators, heat-producing appliances, or the fireplace. Don’t shelve books on the mantel, the windowsill, or the radiator.
• Keep photos and art in the dark and away from direct sun.
• Use a museum-quality (fully "acid-free") mat and frame to display any valuable photo or artwork—even children’s drawings. Indoor pollution (such as smoking) is a growing problem in energy-conscious spaces with good insulation, and causes rapid damage to paper. The glass or plastic glazing of a frame will keep pollutants and dirt away, and handling or tacks will not damage edges.
• If you want your wedding pictures (or photos of any event) to last for your grandchildren, have the photographer take a roll of black and white photos. Video, color slides, and most color prints have a limited life expectancy.
• If you want to keep a clipping from the newspaper for the long term, have it photocopied onto buffered paper (e.g. Xerox XXV Century Bond or Howard Permalife). The copy will last far longer than the original.
• Letters, clippings, and other documents you want to preserve should be stored unfolded in buffered folders. Folding and unfolding breaks envelopes and can cause damage as items are removed replaced. If you can’t find buffered folders, use a sheet of buffered paper at the front and back of a folder.
• When storing photos in an album, use "photo" or "archival" mounting corners (available from photography suppliers, archival material catalogs, or stamp dealers), not glues or self-sealing plastic (which can stick to or react with your pictures).
• To remove the musty smell from old books, make sure they are dry. Put them in a cool, dry space for a couple of days, or put them outside on a table in the sun on a dry, breezy day for a couple of hours. If the musty smell remains put them in an open container (e.g. polyethylene pail, box) inside a larger, closed container (e.g. clean, dry garbage pail, box) with an open box of baking soda. Do not allow the deodorizer to touch the books. Leave them for a few days in a cool place, checking once a day to make sure no mold is growing. Remove to a safe storage environment.
• To remove staples or old paperclips from documents (especially if they’re rusty), slide a piece of stiff plastic (e.g. polyester, polypropylene) under the fastener on both sides of the document. Slide the paperclip off the plastic, or use a pair of tweezers or a thin knife to bend the edges of the staple up and pry it out. The plastic will protect the paper from abrasion and your tools. Staples pullers tear the paper.

To learn how you can use these preservation techniques to preserve your own family collections, we encourage you to attend TSLA's "Conservation Basics for Family Collections" workshop scheduled for May 3rd. Click HERE for registration details and further information.

The State Library and Archives is a division of the Tennessee Department of State and Tre Hargett, Secretary of State.

"Conservation Basics for Family Collections" workshop scheduled for May 3rd

Preserving important family records will be easier than ever for people who attend the next in the Tennessee State Library and Archives’ (TSLA) series of workshops. Carol Roberts, conservation manager in TSLA’s Preservation Services Section, will host the workshop on basic cleaning, repair and storage techniques people can use to extend the life of important family papers, collections and scrapbooks.

The workshop will be held Saturday, May 3 from 9:30 a.m. until 11 a.m. at the TSLA Auditorium. TSLA’s building is located at 403 Seventh Avenue North, directly west of the State Capitol building in downtown Nashville.

The workshop, sponsored by TSLA Friends, will cap Preservation Week, which runs from April 27 through May 3.

Roberts is active in outreach programs and consults with government and private organizations throughout the state about preservation of archival and library materials and disaster preparedness. She has a bachelor’s degree in history from David Lipscomb University and a master’s degree in historic preservation from Middle Tennessee State University.

The workshop is free and open to the public. However, due to seating limitations in the auditorium, reservations are required. Patrons can register by telephone at 1-615-741-2764 or by e-mail at workshop.tsla@tn.gov.

A limited amount of parking is available in the front, on the side and behind TSLA’s building, so reserve your spot today while they last.

The State Library and Archives is a division of the Tennessee Department of State and Tre Hargett, Secretary of State.

Ghosts, ghouls, and tape!

Halloween is right around the corner, but we see scary preservation issues year-round at the conservation laboratory at the Tennessee State Library and Archives (TSLA).

Foremost among these is tape. Did you know that any kind of tape used on your family collections is potentially a hazard? Some tapes are advertised as being archival, which is true in that the adhesive doesn’t chemically react to the paper. However, tape is meant to be permanent, and anybody in the preservation field will recommend you never to do anything permanent to your collection.

Conservator Carol Roberts uses a specialized heating tool to remove the plastic layer of the tape. In this image you can also see an example of a pressurized tape which has oxidized the paper fibers. Even if the tape is removed, the staining is permanent. Tape removal should only be performed by a trained paper conservator as the process is incredibly complicated and can be quite hazardous without the proper protective wear and equipment.

One of the responsibilities of our team of conservators is the removal of tape within TSLA’s collections. Our conservators are available to answer any questions regarding your paper-based collections at 615-253-6460. You can also find out more about caring for your family collections at http://www.tn.gov/tsla/preservation/PreservingFamilyColl.htm.

So please, be careful this Halloween, and beware the tape.

The State Library and Archives is a division of the Tennessee Department of State and Tre Hargett, Secretary of State.

The first rough draft of history

April 21-27 marks Preservation Week, and May 1st is "MayDay," an annual event observed each year to raise awareness of the importance of taking simple steps to protect historical records. So the timing is perfect to bring awareness to the public about the work of the Tennessee State Library and Archives (TSLA) Preservation Services Section.

The Preservation Services Section of the Tennessee State Library and Archives provides preservation and increased access for the collections housed at TSLA and other records across the state. These services include microfilming, digital imaging, document restoration and preservation, and photographic duplication. The extensive microfilming program preserves state records -- both traditional and digital -- as well as local county records, newspapers, and manuscript collections.

Newspapers, in particular, provide the public with a window into what life was like in communities throughout the State of Tennessee. They are an important part of the collections held at the Tennessee State Library and Archives, and it is the duty of the Preservation Services Section to microfilm newspapers from across the state, preserving this critical information for future generations.

One of the earliest newspapers on microfilm at TSLA,
The Knoxville Gazette, published on November 5, 1791.

Preservation Services has microfilmed newspapers for almost 60 years. As early as the 1930s and 1940s the State Library began collecting the early examples of Tennessee newspapers. With the help of the Tennessee Historical Society and others, Mrs. John Trotwood Moore -- State Librarian and Archivist from 1929 to 1949 -- established an active collecting policy to preserve these historic newspapers. One of the earliest newspapers collected from these efforts was an edition of the Knoxville Gazette published on November 5, 1791.

By the 1950s, TSLA began to look for ways to collect even more newspapers from our state's past and preserve them for posterity. On September 4, 1957, "Operation Newspapers" was launched, and continued through the late 1960s, acquiring newspapers from anyone willing to donate or loan newspapers published prior to 1920.
  
The project, considered ground breaking at the time, was promoted by then State Librarian Dr. Dan Robison and operated by Horace Blades and James E. Pike. It unearthed many interesting examples such as the Pioneer of Jackson, Tennessee for 1822, Mrs. Grundy of Tracy City, and Pearl’s Gazette and Lottery Exchange Register just to name a few of the unusual titles. Mr. Blades and Mr. Pike even went to Houma, Louisiana to film a large collection of the Winchester Home Journal.

Thanks to these early efforts, TSLA maintains the largest collection of historic (and new) Tennessee newspapers in the country, providing the public with a rich chronicle of the history and current events of the Volunteer State.

In 1957 the call went out for “old newspapers” and thousands of pages in every condition came into TSLA. Almost all were salvaged, stabilized and microfilmed. By 1966 the project proudly preserved over 6,000,000 pages, 1200 rolls of microfilm and over 1000 different Tennessee titles.

Today TSLA's Preservation Services Section continues microfilming of current newspapers for preservation and access, preserving 200 Tennessee community newspapers from across the state.

Additionally, the Preservation Services Section microfilms any old newspapers that are sent to us. Just recently two unique titles arrived for filming that previously did not exist in the film collection -- the Quid-Nunc of Grand Junction and the Mason Call of Mason, Tennessee. 
 
Microfilming is a process that demands attention to detail. Individual newspapers are meticulously checked, collated and flattened, to make them ready for microfilming. Microfilming then takes place, with the camera operator taking a picture of each page, and the film is processed, reviewed, and duplicated.

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Traditional 35mm microfilm camera dedicated to newspaper preservation microfilming.

Many public libraries hold their community papers until the film is ready, and then purchase this film from TSLA for use by their own present and future patrons. Were it not for the diligent efforts of public libraries throughout the state to save these papers from certain destruction, we would not have such a vast record of community activity and important events in our state's history.
 
Digitization is also an important part of how we preserve newspapers at TSLA. We are actively participating in several digitization projects, including a collaborative effort with the University of Tennessee and the Library of Congress. Maintained by the Library of Congress, the "Chronicling America" Digital Newspaper Project provides access to information about historic newspapers and select digitized newspaper pages. It is a long-term effort to develop an Internet-based, searchable database of U.S. newspapers with descriptive information and select digitization of historic pages. So far, more than 200 rolls of microfilm containing 98,765 pages of Tennessee newspapers have been posted to the Chronicling America website as a sample of the whole collection. To see more about Tennessee's historic newspapers see: http://chroniclingamerica.loc.gov/

The UT project also maintains a blog of interesting items found in the Tennessee papers at: http://wp.lib.utk.edu/tndp/news/

For more newspaper titles, visit TSLA’s website and its online catalog and search for newspapers by community name: http://www.tn.gov/tsla/history/newspapers/tn-paper.htm

The Preservation Services Section of TSLA never stops in its quest to preserve the newspapers of Tennessee's communities. Newspapers are, after all, the "first rough draft of history." They provide valuable information about our shared past, and are an important piece of the puzzle of preservation.

The State Library and Archives is a division of the Tennessee Department of State and Tre Hargett, Secretary of State.