Mass Deacidification for Libraries and Archives

NEWSThe LIBRARY of CONGRESS

Public Affairs Office101 Independence Avenue S.E.Washington, DC 20540-1610

phone (202) 707-2905fax (202) 707-9199e-mail pao@loc.gov

www.loc.gov

December 21,2001Press Contact: Helen Dalrymple (202) 707-1940Web site: www.loc.gov

SAVING THE WRITTEN WORD: LIBRARY OF CONGRESS AWARDS MASS DEACIDIFICATION CONTRACT

The Library has awarded a contract to Pittsburgh-based Preservation Technologies L.P. (PTLP) that will save 1 million books and at least 5 million manuscript sheets from further acid deterioration.

This contract, the third awarded to PTLP since 1995, will permit the Library to increase preservation productivity and save increasing quantities of endangered materials over time. The contract calls for ramping up treatment during the remaining four years of the contract, FY 2002-FY 2005, increasing annual book deacidification from 100,000 to more than 250,000 books per year by the fifth and final year.

Congress has demonstrated continued support for the Library's plans to save millions of books and manuscripts by approving funding for this important endeavor.

As the national library and the official library for the U.S. Congress, the Library of Congress has focused its early mass deacidification efforts primarily on collections of Americana. The deterioration of acid-containing paper presents a formidable challenge, because this degradation undermines the use and long-term preservation of library collections and archival materials worldwide. The Library of Congress has provided leadership over several decades in the development and evaluation of mass deacidification processes and their application to valuable, at-risk book collections and other paper-based items to achieve economies of scale.

With strong support from Congress, the Library has worked with Preservation Technologies under two previous contracts to deacidify more than 400,000 books, using the Bookkeeper deacidification technology that was pioneered by PTLP. The Bookkeeper process exposes paper to acid-neutralizing chemicals. Using a suspension of magnesium oxide particles

-over-

to neutralize the acid and leave a protective alkaline reserve, Bookkeeper halts deterioration and adds hundreds of years to the useful life of paper.

Under the new contract, the Library will continue to provide training and oversight to PTLP staff who select books for treatment; charge out, pack, and ship volumes to the deacidification plant in Cranberry Township, Pennsylvania; and then reshelve books following treatment. Library staff provide contract administration and quality control over the selection and refiling of books as well as laboratory testing to monitor the effectiveness of treatment. Library staff have also developed procedures to ensure that information about each deacidified book is captured in the holdings record in the Library's bibliographic database.

Preservation Technologies has engineered new horizontal treatment cylinders that it uses to offer deacidification services to libraries and archives for the treatment of loose manuscripts and other items in unbound formats. The Library's new contract authorizes PTLP to build and install a horizontal manuscript treater and a Bookkeeper spray booth in a Library building on Capitol Hill. This will enable the Library to treat large quantities of paper-based materials in nonbook formats, such as newspapers, manuscripts, maps, music scores, pamphlets, and posters. Additional information about the Library's mass deacidification program is available on the Library's Web site at www.loc.gov/preserv/carelc.html or by contacting the Library's preservation projects director, Kenneth Harris, at (202) 707-1054 or by e-mail at khar@loc.gov.

PR 01-15512/21/01ISSN 0731-3527

• Minor damages (e.g., head cap, head, or tail, as well as minor spine tears and minor hinge or joint damage) are acceptable -- should be noted on packing lists, to prompt additional examination by contractor staff

Books are mounted in treatment cylinders,where magnesium oxide is deposited to

neutralize acids in the paper.

Text Block in Good Condition• No loose or torn pages• Leaves not overly brittle• No "blocking" (pages stuck together)

Size Parameters• 11.5" Height x 9" Depth x 2.5" Thickness = maximum

measurements for treatment in Bookkeeper III equipment• Larger and heavier books can be treated in horizontal

Bookkeeper equipment or sprayed

QUALITY CONTROLS

he deacidification process, utilizing magnesium oxide (MgO) to neutralize acid in the paper, takes two hours from the time books are placed in the Bookkeeper

treatment cylinders until the volumes are ready to be packed for return to their home library. All steps in the process, from selection to reshelving, are monitored to ensure that the

intended results are achieved.

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The Bookkeeper process meets the Library's basic preservation requirements by:• raising the pH level of treated paper to the acceptable range

of 6.8 to 10.4 pH• achieving a minimum alkaline reserve of 1.5%• extending the useful life of paper (measured by fold

endurance after accelerated aging) by over 300%.

Surrogate test papers that are inserted in 10% of the treated batches of books are tested by both LC and the contractor for

alkaline reserve in order to avoid the destructive testing (titration) of actual pages from collection books. At LC's request, the contractor also treats one disposable test book per week to confirm that the process is working properly. Test papers and test books are returned each week to LC for additional laboratory testing.

A further quality control check for alkaline reserve in each batch of books (8 per batch) is made by dividing the weight of the batch into the weight of the MgO used to treat it.

All treated books are marked, like the alkaline books left on the shelf during selection screening, with a white dot on the spine. A Bookkeeper label is also attached inside the back cover of each treated book.

MANUSCRIPT DEACIDIFICATION EQUIPMENT

reservation Technologies has developed new equipment that it is using to offer deacidification services for loose manuscript and archival materials. The Library is

negotiating with Preservation Technologies to build and install a horizontal treater

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and a Bookkeeper spray booth in a Library building on Capitol Hill, which would enable LC to treat on-site paper-based materials in non-book formats, such as manuscripts, maps, music scores, pamphlets , and posters.

Manuscripts are placed in hanging files to prepare them for treatment.

ADDITIONAL INFORMATION

ore information and data about the Library's mass deacidification program are available at the following

Internet address:M

http://lcweb.loc.gov/preservcarelc.html

At that site, select "Mass Deacidification Program," then scroll to the bottom of the page and click on "Mass Deacidification Publications Online" to access a number of publications about

deacidification activities at the Library.

[BrochureDeacid.rev.6.2001 .wpd]

LIBRARY SAVES PERMANENTLY VALUABLE BOOKS

he Library of Congress, with strong support from the U.S. Congress, has provided leadership in the development

and evaluation of mass deacidification processes and their application to valuable book collections and other paper-based items to achieve economies of scale. Through a competitive process, the Library negotiated a second contract for mass deacidification in 1997. The contract was awarded to Preservation Technologies, Limited Partnership (PTLP) of Pennsylvania. The company is providing book preservation services to the Library using the firm's Bookkeeper mass deacidification process. This contract is an outgrowth of an earlier limited production contract that enabled the Library to deacidify books for the first time and to resolve book selection, shipping, and quality control details of the deacidification program.

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LC's "ONE GENERATION" MASS DEACIDIFICATION PLAN: A NEW MULTI-YEAR CONTRACT

ongress demonstrated support for the Library's plan to save 8.5 million retrospective and new books over a 30

year period by approving Fiscal Year 2001 funding that is permitting the Library to award a contract to treat 1,000,000

books and at least 5 million manuscript sheets within five years. The Library plans to ramp up from deacidify ing 100,000 books in FY2001, increasing the quantity by 50,000 books per year, until it is treating between 250,000 and 300,000 books annually

in the 5th and successive years of the 30 Year Plan.

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LIBRARY "DEMONSTRATION SITE"

iven the effective operation of its mass deacidification program for books over the past several years, the

Library is serving as a demonstration site for managers and technical staffs from other libraries, archives, and cultural institutions. Anyone interested in learning firsthand about administrative and work flow procedures required for mass deacidification programs should contact Kenneth E. Harris, Preservation Projects Director, Preservation Directorate, Library of Congress, LM-G21, Washington, DC 20540-4500. Telephone: (202) 707-1054; Fax: (202) 707-3434; E-mail: khar@loc.gov.

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ON-SITE CONTRACT WORK IN LC BUILDINGS

nder contract terms, the vendor is providing onsite services in Library of Congress buildings. The

company's employees select books for treatment, pack and ship volumes to the deacidification plant, and reshelve

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books following treatment. After training by Library personnel, the contractor's onsite workers are overseen by a company supervisor, and the Library monitors their progress against contract objectives.

Each book in a collection is individually examined to decide whether it is a good candidate for deacidification.

SELECTION CRITERIA AND PROCEDURES

eacidification treatment is reserved for books that are acidic and at risk of loss if no action it taken. Due to its role as the national library and the official library of

the U.S. Congress, the Library is focusing primarily on selection of "Americana" for early treatment under the mass deacidification program, emphasizing the selection of endangered volumes from collections that are central to the Library's mission. Screening and treatment is being undertaken beginning with the following LC book classes, which have been approved for deacidification processing by Library administrators, preservation managers, and the LC Collections Policy Committee:

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Class E American History:

Class Fl-975 U.S. Local History ;

Class CS71 U.S. Family HistoryClasses PZ3&4 Fiction in EnglishClass PS American LiteratureClass JK U.S. Political Science ;Class KF U.S. Federal LawClass PN Americana Literary History and Collections

Contractor staff working onsite in LC buildings examine each book in collections that have been designated by Library management for deacidification screening. Overly brittle books are left on the shelf.

In addition, books with the following characteristics are generally not considered for deacidification treatment with the B o o k k e e p e r process:

Assessment of paper acidity or alkalinity using a pH pen.

are books that are deacidified; in both cases, this mark indicates longevity of the text block)

• Text paper is coated or super-calendered (coated paper isnot a high priority for deacidification, due to its alkalinecoating)

• Title is already available in (or scheduled for) microform ordigital format, or it is a candidate for future reformattingdue to advanced embrittlement of the paper

• Duplicates of a given imprint of a specific title (only onecopy of any given imprint is treated)

Most books that are deacidified under the terms of this contract will be books that are structurally sound enough to be treated in the vertical Bookkeeper treatment cylinders. However, books that have limited binding damage (hinge, joint, head, or tail damage) or are too large for Bookkeeper vertical-cylinder treatment can be deacidified in other ways by the contractor — horizontally in manuscript-treatment equipment or sprayed.

Volumes with the following characteristics are considered good candidates for mass deacidification in the Bookkeeper vertical book treatment chambers:

Bound Volumes• Hardbound books generally treat better; however,• Paperbacks are OK, if they are in good condition and

structurally sound (it is critical to determine whether thepaper is too brittle to withstand treatment and whether thebinding adhesive is too degraded to support the text)

• Plasticized covers will not fully absorb the magnesiumoxide and will require wiping off by contractor staff aftertreatment

Bindings in Good Condition• No detached covers (boards)• Leather covers with red rot are OK

• Text paper is alkaline or p e r m a n e n t

A W O R L D L E A D E R IN P A P E R P R E S E R V A T I O N

PreservationTechnologies

Background information on Bookkeeper ® deacidification

Frequently Asked Questions

1. What is the Bookkeeper deacidification process? The Bookkeeperprocess preserves and protects all forms of paper based materials. Itdeposits a safe, non-toxic alkaline buffer into the structure of the paper. Thisbuffer material neutralizes acids that can rapidly weaken the paper and causeit to become brittle.

2. What materials can be treated? The Bookkeeper process is suitable for allpaper-based materials, including bound and unbound documents, printed andhandwritten materials, manuscripts, newsprint and periodicals, books, lettersand envelopes, postage stamps and paper collectibles, pamphlets, and flatstock such as maps and prints. The process uses no solvents and will notmove, feather, loosen, or harm inks, adhesives, covers, leather, plastic,metals or fabrics.

3. What are typical treatment results? Materials are treated individually or insmall batches to ensure quality control. The final pH of the paper followingtreatment depends on the paper composition prior to treatment. The range ofpossible pH results is between 7 and 10, and typical results are in the rangeof 8.0 - 9.5. Sufficient alkaline material is added to the paper to provide aprotective alkaline reserve. The typical reserve is equivalent to adding 1.5%by weight calcium carbonate, or 300 milliequivalents per kilogram.

4. Is it effective? Treated materials have been tested and compared withuntreated control samples in independent tests conducted by the Library ofCongress, the Institute of Paper Science and Technology (Atlanta), the ImagePermanence Institute (Rochester), the Institut Royal du Patrimoine Artistique(Belgium), TNO Centre for Paper and Board Research (The Netherlands),Berner Fachhochschule (Switzerland), and the American Philatelic Society(State College). Accelerated aging testing shows that treatment by theBookkeeper process should extend the usable life of paper based materialsby a factor of at least 3-5 times. Although artificial aging does not exactlyreproduce natural aging effects, the nature of the test is to err on the low side,and we expect the resultant life extension of treatment will exceed thepredictions of accelerated aging.

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5. Is it safe for manuscripts, colors and inks? The Bookkeeper processcontains no solvents and no water. Independent testing of hundreds of ink and paper samples from 1870 to now have found no inks or colors which are dissolved or caused to run or bleed by this material.

In few cases, the shade of a color may be affected by the change in pH from acid to alkaline. But even pH sensitive colors are often not affected unless the paper becomes wet with water or in very humid conditions. In general, the Bookkeeper process should not be used on some "blue prints" or other similar materials where colors may be affected by raising the pH.

6. Is it safe for binding materials and adhesives? The process does notremove moisture from the materials. There is no need to dehydrate materialsbefore treatment, or to restore moisture or remove odors following treatment.Thus treatment has no harmful effect on adhesives, metals, plastics, or covermaterials. The process has no observable prompt effect on leather.Accelerated aging tests on leather have not been made yet.

7. Is it safe for photographs? The Image Permanence Institute at theRochester Institute of Technology tested photographic materials in contactwith treated paper and determined that such an application safely satisfies therequirements of the Photographic Activity Test (PAT). But the process is notintended for use on photographs, and photographs will not benefit from thetreatment. Photographs can safely be stored in contact with treated materialswith no adverse effect from the treatment.

8. Does it stop paper from yellowing? No, papers like newsprint containchemical impurities (such as lignin) that are affected by light and oxygen.

_i These will still tend to turn yellow over time. Treatment does not accelerate this effect, and in some cases may delay the yellowing somewhat.

9. What about glossy or encapsulated materials? Non-absorbent materials(such as plastic) can be included in the process without harm, but they willreceive no benefit. The product does not penetrate the plastic coating ofencapsulated materials. A light coating of alkaline material will be noticeableon the surface. This can be removed with a soft dry cloth or soft bristle brush.

The Bookkeeper process will provide limited benefits for coated paper materials. This type of paper will absorb less alkaline buffer and will usually have a light coating on the surface as well. The surface material can be removed, and the paper will retain some alkaline buffer. Materials that contain a mix of coated and uncoated stock can be safely treated.

10. Does the process remove moisture from the materials? The processdoes not require a drying step to remove moisture from the paper beforetreatment. No moisture is removed following treatment either, and so no post-treatment storage is required for reconditioning of paper.

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11. What is the alkaline buffer? The buffer materials are microscopic particlesof an alkaline compound (magnesium oxide). The particles are dispersed andsuspended in an inert liquid material (a blend of non-toxic fluorinatedmaterials). This dispersion can be applied by dipping or spraying. In contactwith paper, the alkaline particles attach and blend with the paper structure,and the inert liquid simply evaporates. Because the formula contains no water, the liquid does not cause the paper fibers to swell or make the paper "wet", and it will not cockle or stiffen from the application.

12. Is the treatment hazardous or polluting in any way? The ingredients in theBookkeeper process are non-hazardous, non-toxic, and non-flammable. Thematerial dries odor-free. Spray products and the processing equipment canbe used in spaces with normal ventilation with no special exhaustrequirements. The materials used have no ozone depleting potential. Boththe treating process and the final result are very safe for people and theenvironment.

13. How is the material processed? In small batches, the materials to betreated are immersed in the treating bath, and gentle motions of the paperand liquid are used to help ensure uniform coverage. During this time, thetreating bath is continuously circulated to filter loose dust and dirt from the

paper and to monitor and maintain the proper concentration of treating materials. Then the treating materials are drained, and the remaining liquid t

evaporates and is recovered in the process. Batches usually take about 2 hours total, and the moisture content of the paper is not affected by the treatment. Very fragile materials are processed by hand treatment, dipping or spraying.

14. How is the alkaline reserve deposited? The alkaline particles depositedinto the structure of the paper are extremely small. Average particle sizes areon the order of 1 micron. The particles are produced using a technology thatgives them a very large internal surface area, 250 times the absorbing surface

area of a normal particle. The large surface area and small diameter help the particles penetrate and attach to the cellulose fibers in the paper where they act like chemical sponges absorbing, trapping, and neutralizing acids.

15. How does the treatment chemistry neutralize acids? The acids in papermigrate freely. We see this effect when acidic paper damages adjacent, non-acidic materials. Alkaline buffered folders or boxes holding acidic materialscan become acidic in just a few years time from this effect. Under normalstorage conditions, acid reacts very slowly with cellulose fibers but veryquickly with alkaline materials. The Bookkeeper process takes advantage ofthis difference in reaction rates to protect the paper. Within the structure ofthe paper, the acids migrate among the cellulose fibers where they are quicklyabsorbed and neutralized by the highly absorbent alkaline particles, longbefore they have time to react with and weaken the cellulose fibers.

Over the first few weeks following treatment, the magnesium oxide particles

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combine with moisture in the air to form magnesium hydroxide, a non-toxic alkaline buffer. These buffer particles readily absorb and neutralize the acids in the paper. The material continues to absorb acid over the life of the paper.

16. Is the treatment permanent? This is a permanent treatment that should notneed to be repeated under normal storage conditions.

17. Are there any restrictions on materials to be processed? The treatingprocess is very gentle, but the materials to be treated should be in stablecondition and able to withstand careful handling. Materials in poor repair or too fragile to handle are usually not considered good candidates for thistreatment because they have little or no strength left to preserve. Thisprocess does not strengthen the paper.

18. Can raising the pH cause alkaline hydrolysis? No - the maximum pHachievable using magnesium oxide, 10.4, is well below the value required toweaken the paper structure in this way. Alkaline hydrolysis occurs at muchhigher pH values, at much higher than normal temperatures, in the presenceof excess liquid water.

19. Is it hazardous in any way? The ingredients in the Bookkeeper process arenon-hazardous, non-toxic, and non-flammable. The material dries odor-free,and it can be used in spaces with normal ventilation with no special exhaustrequirements.

20. Is more testing planned? Preservation Technologies has a commitment toconducting and supporting ongoing research into topics of deacidification. Weare currently sponsoring and planning research by independent agencieslooking at aging paper in polluted environments, aging effects on leather,aging effects on iron gall ink, aging effects on textiles and artwork, reduced

temperature accelerating aging tests, prompt effects on paper strength andprompt effects on works of art on paper. Please contact us to discuss detailsof these or other projects.

For more information, contact:

North America: Europe:

Preservation Technologies, L.P. Preservation Technologies, B.V. Preservation Technologies, L.P.111Thomson Park Drive Pluim-es 18 49 Cherry StreetCranberry Township, PA 16066 2925 CM Krimpen a/d Ijssel Warrawee, NSW 2074USA The Netherlands Australia

1-724-779-2111 Tel 31.0.180.521188 Tel 61.2.9487.1795 Tel1-724-779-9808 Fax 31.0.180.525400 Fax 61.2.9487.2690 Faxinfo@Dtlp.com info@pUD.com info@ptlD.com

www.ptlp.com

© 2003 Preservation Technologies, L.P.

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\ A /hen Andrew Carnegie built his first public libraryV Y in 1895, he recognized the importance of making books

available to every citizen. His legacy of free public libraries continues on today, yet his gift is threatened. Acid harbored in the paper of millions of books in libraries is causing the pages to become brittle. Countless documents and books have become so fragile that they cannot be touched for fear they will fall apart.

Preservation Technologies provides products and services to preserve collections of distinction for libraries and archives throughout the world. Bookkeeper® is our breakthrough deacidification process that neutralizes acids without damaging books or documents.

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For the first time, libraries and archives

have a means to stop the deterioration of

their valuable collections.

ookkeeper, Preservation Technologies' patented deacidification process, neutralizes harmful acids and

greatly extends the lifespan of books and documents. Instead of becoming brittle within decades, materials treated with the Bookkeeper mass process or spray products will last for centuries.

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Books and documents arrive in numbered, locked document containers.

Collections at Risk

The United States Library of Congress estimates that its collection contains 17,000,000 volumes printed on acidic paper. More than 100,000 acidic volumes are being added to the collection every year.

In 1995, after working for over twenty years to solve the problem of acidic paper, the Library of Congress awarded the first contract for mass-deacidification to Preservation Technologies.

The Safest Process

The Bookkeeper process differs from less successful attempts to neutralize acids in paper because it does not use any solvents or gasses that can damage inks, adhesives, paper or binding fabrics.

Each shipment is assigned a bar code, indicating client instructions.

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To a historian, libraries ar

Each item is inspected and handled with care.

With our process, the microscopic buffer materials are dispersed and suspended in an inert liquid. No pretreat-ment of paper is required. Bookkeeper does not remove moisture from paper and books — eliminating the risk of further damage to already weakened paper.

Preservation Technologies provides products and services

to preserve collections of distinction throughout the world

And because Bookkeeper is solvent free, no harmful chemical residues remain in the paper. There is no need for after-treatment off-gassing to remove odors or humidification to restore moisture to the paper.

Oversized illustrated materials are safely treated

food, shelter, and even muse ...

A Proven Process

Preservation Technologies offers the safest, most effective means of deacidification. Independent tests conducted by leading research laboratories have verified the safety and effectiveness of the Bookkeeper process.

Bookkeeper treating cylinders.

Tests show that the buffering agent is effectively distributed throughout the sheet of paper, in both bound volumes and single sheets. In this research, as well as in actual practice, no inks were found to migrate, fade or bleed during or after treatment.

Individual items are sorted for appropriate treatment.

Materials treated with Bookkeeper last at least five times

longer than untreated books and documents.

... the library of published materials

Bookkeeper is the safest process

to neutralize acid in paper.

Item folders of manuscripts and records are registered prior to treatment

Manuscripts and Records

Because of the demonstrated safety and effectiveness of the process, Bookkeeper is the only deacidification method that can be used with the wide variety of maps, manuscripts, printed docu-ments and other paper-based materials contained in modern archival collections.

Bookkeeper has passed the Photographic Activity Test, a benefit that frees archivists from worrying about photographs being harmed if they are housed in boxes or folders with papers that have been deacidified.

Millions of documents have been carefully treated using the Bookkeeper process.

books, pamphlets, periodicals ...

State-of-the-art monitoring insures uniform treatment and the shortest possible turnaround time.

After treatment, each item is inspected and logged for its return to the client.

Safeguarding Your Collections

Preservation Technologies has also developed methods of shipping and handling archival and library collections that ensure their integrity during the entire deacidifica-tion process. Each volume or document folder is placed securely in a numbered, locked document container. Items are removed from their containers for approxi-mately two hours during treatment and then placed back in the original contain-ers, in the same order they were in before treatment.

Every volume and document folder is carefully inspected and condition is recorded before and after treatment. Clients are provided with reports documenting the pH and alkaline reserve of test papers for each order that is processed. Material is insured and monitored against all loss or damage while it is on our premises as well as in transit back to the library or archive.

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... and the archive of unpublished

Libraries and archives in the United States, Canada,

Europe and Asia trust the effectiveness an(

incredible value of the Bookkeeper process.

Years of independent testing and research establish the reliability of the Bookkeeper process.

Preserving the Value of Cultural Property

Libraries and archives in the United States, Canada, Europe and Asia trust the effectiveness and incredible value of the Bookkeeper process.

For pennies a page, and with minimal preselection, hundreds of thousands of volumes and millions of pages of manuscripts and documents have already been deacidified at one of Preservation Technologies' facilities.

Strict quality control measures are used to ensure effective treatment

papers and documents.Barbara Tuchman

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Preservation Technologies provides products and services to preserve paper and books for libraries and archives worldwide. Its breakthrough preservation processes and products were developed to meet the standards of the United States Library of Congress for safe and effective acid neutralization and preservation of paper. Preservation Technologies' patented processes also meet current and projected OSHA, FTC and EPA consumer and environmental requirements.