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Preservation Needs Assessmentfor Institutional Planning and Multi-institutional Cooperation

Barclay OgdenUniversity of California, Berkeley

bogden@library.berkeley.edu

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Preservation goal: to maintain the collections in serviceable condition for as long as needed, and as cost-effectively as possible.

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Condition Surveys

determine scope and scale of problemsdetermine scope and scale of problems

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Needs Assessment

determines scope and scale of problemsdetermines scope and scale of problems recommends solutionsrecommends solutions sets priorities for actionsets priorities for action targets finite resources to highest prioritiestargets finite resources to highest priorities promotes multi-institutional cooperation promotes multi-institutional cooperation

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Calipr software program for software program for

automated needs assessmentautomated needs assessment http://sunsite.berkeley.edu/CALIPRhttp://sunsite.berkeley.edu/CALIPR uses a random sample from the collection uses a random sample from the collection

with built-in random number generatorwith built-in random number generator 13 questions per sample item13 questions per sample item automatically calculates 1) problems, automatically calculates 1) problems,

2) solutions, 3) priorities, and 4) reports 2) solutions, 3) priorities, and 4) reports

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Housing conditions:3. fire protection?4. disaster response plan?5. good stack conditions?

Demand for access:1. missing?2. used in past x years?

Physical condition:6. missing parts or pages?7. broken into pieces, but all there?8. deteriorated text or images?9. uncopyable text or images?

Institutional value:10. probably only copy?11. artifact value?12. comprehensive collection?13. would replace, if necessary?

Survey questions

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Conservation TreatmentConservation Treatment

SOLUTION CATEGORIES SOLUTION CATEGORIES

Disaster Response PlanDisaster Response Plan

Education Education

Environmental Control Environmental Control

Fire Protection Fire Protection

Inventory ControlInventory Control

Protective Enclosures Protective Enclosures

Rebind and Repair Rebind and Repair

ReplacementReplacement

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Setting Priorities: Conceptual ModelSetting Priorities: Conceptual Model

Access + Housing Access + Housing ExposureExposure

Exposure + Condition Exposure + Condition RiskRisk Risk + Value Risk + Value PRIORITYPRIORITY

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Determining Determining ExposureExposure: Decision Matrix: Decision Matrix

demand demand for for

accessaccess

highhigh

lowlow

poorpoor goodgood

housinghousing

EXPOSUREEXPOSURE (high - low)(high - low)

highhighexpexp

medmedexp.exp.

med.med.exp.exp.

lowlowexp.exp.

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Determining Determining RiskRisk: Decision Matrix: Decision Matrix

exposureexposure

highhigh

lowlow

poorpoor goodgood

conditioncondition

RISKRISK(high - none)(high - none)

highhighriskrisk

medmed

medmedriskrisk

medmedriskrisk

lowlowriskrisk

lowlowriskrisk

nonoriskrisk

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Setting Setting PrioritiesPriorities: Decision Matrix: Decision Matrix

riskrisk

highhigh

medmed

lowlow

highhigh normalnormal

valuevalue

PRIORITYPRIORITY (1st - 4th)(1st - 4th)

1st1st 2nd2nd

2nd2nd 3rd3rd

3rd3rd 4th4th

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Management ReportsManagement Reports

WholeWholeCollectionCollection

Materials inMaterials inDemandDemand

High High ValueValueMaterialsMaterials

High ValueHigh ValueMaterials inMaterials inDemandDemand

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Targeting ResourcesTargeting Resources

Whole collectionWhole collection

High Value MaterialsHigh Value Materials

High Value MaterialsHigh Value Materials in Demandin Demand

Materials in DemandMaterials in Demand

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Determining Determining Strategy Strategy for Implementationfor Implementation

preservationpreservationprioritypriority

11

highhigh lowlow

preservation feasibilitypreservation feasibility

STRATEGYSTRATEGYforforImplementationImplementation

nownow nearneartermterm

nearneartermterm

med.med.termterm2

3

4

med.med.termterm

longlongtermterm

longlongtermterm

never?never?

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Benefits of Benefits of Needs AssessmentNeeds Assessment

• Determines scope and scale of problemsDetermines scope and scale of problems• Recommends solutionsRecommends solutions• Sets priorities for actionSets priorities for action• Targets finite resources to highest prioritiesTargets finite resources to highest priorities• Promotes multi-institutional cooperationPromotes multi-institutional cooperation - shared concepts and terms- shared concepts and terms - shared priorities- shared priorities

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Tools for Decision-making in CaliprTools for Decision-making in Calipr

• Random sampling to avoid Random sampling to avoid personal biaspersonal bias

• Rule sets to teach and Rule sets to teach and assist non-expertsassist non-experts

• Decision matrices to Decision matrices to handle multiple factorshandle multiple factors

• Venn diagrams to target Venn diagrams to target resourcesresources

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Workshop topicWorkshop topic: :

What kinds of decisions do What kinds of decisions do

libraries make that could benefit from libraries make that could benefit from

decision-making tools like Calipr? decision-making tools like Calipr?