photo of staff inspecting microfilm Library Preservation Department, University of California, Berkeley

PRESERVATION REPLACEMENT SERVICES

The Preservation Replacement Division (PRD) offers these services:

  • replacement of brittle books too deteriorated to continue to be used
  • replacement of pages missing from books
  • replacement of out-of-print whole books and serial issues missing from the collection
  • preservation projects to microfilm deteriorated materials from the collections

With the exception of projects, most of PRD's work is "use-driven," that is, it is identified by the library users when they need materials that prove to be missing from the collection, missing pages from volumes, or are in too poor physical condition to be used. Additionally, library staff identify items for possible replacement and forward them to PRD.

REPLACEMENT OF BRITTLE BOOKS

Identification of candidates: The "brittle books" program addresses the needs of the collection materials currently in demand, but too deteriorated to use. Items are flagged in the Conservation Treatment Division from among items that cannot be repaired or rebound. PRD staff document the physical condition information and propose replacement options.

Bibliographic checking: Before replacement, books are reviewed by a subject specialist (selector). Prior to selector review, PRD staff do bibliographic checking to identify copies at other libraries that could be borrowed by UCB Library users, and to identify copies for possible purchase.

    Selector review and follow-up: The selector reviews the bibliographic information provided and decides on one of the following courses of action:

    • Withdraw without replacement (PRD or CIRCULATI0N processes the item for withdrawal)
    • Retain as is (reshelve the item or transfer the item to NRLF)
    • Replace commercially (purchase a duplicate copy, reprint, or different edition, or purchase the item in another format)
    • Replace inhouse (make a preservation photocopy or a preservation microfilm)
    • Preserve in protective enclosure (clamshell box)

     

    REPLACEMENT OF MISSING PAGES

    Review: Before a book with missing pages comes to PRD it is reviewed by technicians in the Conservation Treatment Division (CTD) to determine whether it is in good enough condition to with stand tip-ins. After missing page replacements are produced by PRD, the CTD technicians attach the replacement pages.

     

    Borrowing: Replacement pages are made from intact copies obtained via the Interlibrary Borrowing Service (IBS) or, when possible, from other copies on campus. When source copies are to be drawn from non-circulating materials, as often happens with recent journals and reference books, pRD obtains photocopies of the needed pages via IBS and then recopies them with adequate binding margins. Replacement pages are two- sided, sized to match the original, and printed either on white or cream colored paper to blend with the original document.

    Photocopying: Missing color plates and maps are often, but not always, replaced with color photocopies. If a large number of color copies is needed to complete the job, the PRD staff check the commercial availability of the book to determine if the more economical course of action would be to commercially replace the damaged copy. If a commercial replacement is not available the PRD staff will consult with a selector to decide whether color copying is worth the expense.

    REPLACEMENT OF MISSING WHOLE ITEMS

    Requests for replacement of missing books or serial issues usually come to PRD when the Order Division staff have been unable to locate a new or used copy and the selector has opted for replacement with a photocopy made by the Preservation department (see Preservation Replacement Decision Form).

     

    STAFF

    , Unit Head
    phone: (510) 643-7544

    , Preservation Replacement Assistant
    phone: (510) 642-8059

    LOCATION AND MAILING ADDRESS

    19 Doe Library
    University of California, Berkeley
    Berkeley CA 94720-6000
    Fax: (510) 642-4664

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