United Nations Educational, Scientific and Cultural Organization

Organisation des Nations Unies pour l'éducation, la science et la culture

International Federation

of Library Associations and Institutions

Fédération Internationale des

Associations de Bibliothécaires et des Bibliothèques

The purpose of this questionnaire is to collect information on nationally significant library collections and the existing procedures used to safeguard and preserve them. After analysing the completed questionnaires, UNESCO will prepare a database of important library collections. This data will assist in the selection of projects for the Memory of the World programme.

The questionnaire is in 6 parts:

Part A: General information about your library

Part B: General information about your collections

Part C: Details of nationally significant materials

Part D: Preservation procedures and policies

Part E: Preservation training and staffing

Part F: International cooperation

Please complete all 6 parts, answering the questions by marking an 'x' in the most appropriate box. Some questions require written answers. For those questions, please use a typewriter if possible, or print your answer clearly using black ink. If further space is needed or if you want to make further comments, use additional sheets of plain paper. Include the appropriate code number of the relevant question (eg B1.1, D2.3) in your response.

If your organisation/institution has more than one library, please attempt to consolidate all information into this one form.

If you believe that the information in Sections C3 and/or C4 is confidential, please indicate this by adding the word 'CONFIDENTIAL' in red ink on the top of page 5 and/or page 6. This will ensure that this information is not included in any published report.

Where possible, the questionnaire should be filled in by a member (or members) of staff who have detailed knowledge of the collections and preservation activities of your library.

Return the completed form by airmail or fax to:

Dr Jan Lyall

Director, National Preservation Office

National Library of Australia

Parkes Place, Canberra, Australia, 2600

International fax 61 6 273 4493 International telephone 61 6 262 1571

If faxed please also send the original by airmail.

Due Date: 31 March 1995

A. GENERAL INFORMATION ABOUT YOUR LIBRARY

This section describes aspects of your institution/organisation, its library and its library staff.

A1. Identification

A1.1 Name of institution/organisation

A1.2 Name of the library (if different)

A1.3 Director of the library (give name and the title of the position)

A1.4 Address of library (include both street address and location and mailing addresses, if different)

A1.5 Telephone: (include international codes if possible)

A1.6 Fax: (include international codes if possible)

A1.7 email:

A1.8 Form filled in by Date:

Name:

Title/function:

A2. Type of library

What description best fits your library? (Mark one box only)

A2.1 National library

A2.2 State, regional, territorial or provincial library

A2.3 Local or municipal library

A2.4 Library of learned research institute or society

A2.5 Library of government department or instrumentality

A2.6 Library of religious organisation

A2.7 Library of company or business

A2.8 Library of university or other tertiary teaching institution

A2.9 Library of museum or art gallery

A2.10 Other - please describe

A3. Library staffing

B. GENERAL INFORMATION ABOUT YOUR COLLECTIONS

This section describes the materials you collect and asks you to estimate the size of your entire holdings.

B1. Books and related materials

Please indicate the number of linear metres of shelving occupied

(Please mark only one box to the right of each material type)

	Material	None	Less than 10 metres	10-100 metres	100 - 1000 metres	More than 1000 metres
B1.1	Books
B1.2	Journals, serials
B1.3	Newspapers
B1.4	Archival materials, manuscripts
B1.5	Other book-type material - please describe

B2. Non-book materials

Please indicate the number of items held

(Please mark only one box to the right of each material type)

	Material	None	Fewer than 10 items	10-100 items	100 - 1000 items	More than 1000 items
B2.1	Photographic negatives, prints, movie film
B2.2	Sheet materials- maps, posters, drawings, prints
B2.3	Electronic media- video tapes, video disks, floppy disks, computer output, magnetic tapes, CDs
B2.4	Sound recordings- tapes, disks, cylinders
B2.5	Microforms - microfilm, microfiche
B2.6	Other (eg paintings, palm leaf manuscripts) - please describe

C. DETAILS OF NATIONALLY SIGNIFICANT MATERIALS

The term 'nationally significant' is used to describe those collections and/or items which are essential to maintain a continuing record of the total cultural identity of your country. Loss of these materials would result in an inability to reconstruct the 'memory of your country'. These materials must be retained permanently - usually in their original format but sometimes, due to the instability of the original, as copies produced on a more stable medium.

Nationally significant materials in libraries will include materials acquired under the provisions of legal deposit arrangements. Other materials, particularly older materials, which document important events in the history of your country may also be nationally significant.

C1. Policies and procedures

(Please mark one box to the right of each question) - If you answer 'yes' please provide brief details

		No	Yes	Comment
C1.1	Does your country have a legal deposit Act or other agreed deposit arrangements?
C1.2	If 'yes' to C1.1, does your library receive any material under that Act?
C1.3	Does your country have any formal national policy for identifying nationally significant documentary materials?
C1.4	Does your library have any policies or procedures for identifying significant documentary materials?

C2. Holdings of nationally significant materials

Please mark one box to the right of each material type indicating the percentage of your library's total holdings which is considered to be of national significance.

	Material	All 100%	Most 75%	Half 50%	Some 25%	None 0%
C2.1	Books
C2.2	Journals, serials
C2.3	Newspapers
C2.4	Archival materials, manuscripts
C2.5	Photographic negatives, prints, movie film
C2.6	Sheet materials -maps, posters, drawings, prints
C2.7	Electronic media - video tapes, video disks, computer output, magnetic tapes, floppy disks
C2.8	Sound recordings - tapes, disks, cylinders
C2.9	Microforms - microfilm, microfiche
C2.10	Other - please describe

C3. Identification of nationally significant items and collections

Please describe up to 5 individual collections or items of greatest national significance held by your library. Briefly state why they are important, indicate their general condition and briefly describe any preservation action already implemented and describe any preservation action required. (Please use a typewriter or print clearly)

C3.1 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C3.2 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C3.3 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C3.4 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C3.5 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C4. Identification of other significant material

C4.1 Does your library hold material which is of great significance to another country?

No Yes

If 'yes' please describe the 5 most important collections or items which fall into this category. Briefly state why they are important, indicate their general condition and briefly describe any preservation action already implemented and describe any preservation action required.

C4.2 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C4.3 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C4.4 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C4.5 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

C4.6 Item or Collection Name:

Reason for importance:

Condition: Good Fair Bad

Preservation Action or Need:

D. PRESERVATION PROCEDURES AND POLICIES

This section considers the preservation activities, including conservation treatments, of nationally significant material.

D1. Procedures for books and related materials

Please indicate whether your library currently carries out the following procedures for nationally significant books and book-type materials by marking the correct box to the right of each procedure. If you answer 'yes' please comment briefly on the type and amount of material treated.

		No	Yes	Comment
D1.1	Binding of journals/serials
D1.2	Binding of newspapers
D1.3	Boxing of journals/serials
D1.4	Boxing of newspapers
D1.5	Repairs to bindings
D1.6	Simple repairs to torn or damaged pages
D1.7	Other - please describe

D2. Reformatting procedures

Please indicate whether your library currently carries out the following reformatting procedures on nationally significant material by marking the correct box to the right of each procedure. Comment on the amount and type of material treated, and indicate where appropriate the standards followed.

		No	Yes	Comment
D2.1	Microfilming of newspapers
D2.2	Microfilming of other brittle or fragile paper-based materials
D2.3	Maintaining a list of microform masters
D2.4	Reporting bibliographic information to a central source. If 'yes', please specify which one
D2.5	Copying of photographs
D2.6	Copying of audio tapes
D2.7	Copying of film or video materials
D2.8	Electronic digitising
D2.9	Other - please describe

D3. Preservation and conservation facilities and equipment

Please indicate whether your institution has access to the following facilities or equipment by marking the correct box to the right of each facility. For those items marked with an * please describe, in the comments column, the equipment and/or procedure used.

		Not available	Yes - available inhouse	Yes - available elsewhere	Comment
D3.1	Conservation laboratory
D3.2	Paper lamination equipment *
D3.3	Leaf casting equipment *
D3.4	Paper splitting equipment *
D3.5	Bindery
D3.6	Mass deacidification facility *
D3.7	Fumigation chamber *
D3.8	Microfilming facility
D3.9	Other - please describe

D4 Preservation and conservation treatments

Please indicate whether your library carries out the following treatments on nationally significant materials by marking the correct box to the right of each treatment. If you answer 'yes', comment briefly on the type and amount of nationally significant material treated, and on the materials and/or equipment used.

		No	Yes	Comment
D4.1	Deacidification of individual items
D4.2	Mass deacidification
D4.3	Paper splitting
D4.4	Leaf casting
D4.5	Lamination
D4.6	Conservation paper treatments
D4.7	Other - please describe

D5. Preventive preservation procedures

Please indicate if your library carries out the following procedures for nationally significant material by marking the correct box to the right of each procedure. If you answer 'yes' comment briefly on the frequency with which you carry out the procedure and, if appropriate, the methods used.

		No	Yes	Comment
D5.1	Floor cleaning
D5.2	Shelf cleaning
D5.3	Environmental monitoring
D5.4	Collection condition surveys
D5.5	Pest inspections
D5.6	Maintenance of disaster preparedness and response plan
D5.7	Other - please describe

D6. Physical storage conditions

Please mark one box to the right of each condition indicating the percentage of nationally significant materials stored in that condition.

	Conditions	All 100%	Most 75%	Half 50%	Some 25%	None 0%
D6.1	In clean storage areas
D6.2	In secure storage areas
D6.3	In storage areas with air conditioning during working hours
D6.4	In storage areas with 24hour air conditioning
D6.5	In 24hour special environmental conditions - specify material and condition
D6.6	In a building with effective fire detection systems
D6.7	In a building with effective fire suppression systems
D6.8	On shelving suitable for each collection type
D6.9	In appropriate storage containers
D6.10	Other - please describe

D7. General preservation issues

Does your library have in place the following procedures, plans or policies for preservation? Please mark the appropriate box to the right of the issue. Comment briefly if appropriate, for example regarding the date completed or updated.

		No	Yes	Comment
D7.1	Written preservation policy
D7.2	If 'yes' to D7.1, does it fit into a national policy?
D7.3	Written preservation plan
D7.4	If 'yes' to D7.3, does it fit into a national plan?
D7.5	Written disaster response and preparedness plan
D7.6	Is your building suitable for housing nationally significant materials?
D7.7	Has a survey of the condition of your collection been carried out?

E. PRESERVATION TRAINING AND STAFFING

There are no universally agreed definitions of what constitutes a conservator or a conservation or preservation technician, but the following are generally accepted and are adopted in this questionnaire:

Conservators have usually completed a degree in materials conservation at a university followed by an internship of at least one year.

Conservation or preservation technicians may have received formal training at a technical college or equivalent or have received only on-the-job training. For the purposes of this questionnaire unless binders have completed university conservation studies or equivalent they are considered to be technicians.

E1. Library materials conservation training

Please indicate if the following conservation courses incorporating training in library materials are available in your country. If you answer 'yes', please comment on where course is available and on its length.

		No	Yes	Comment
E1.1	Masters degree or higher
E1.2	Bachelors degree or equivalent
E1.3	Tertiary diploma or equivalent
E1.4	Other - please describe

E2. Conservation staffing

Please indicate the number of conservators your library employs with the following qualifications. Please comment on whether training was obtained in your country, in other countries, or a combination.

		Number		Comment
E2.1	Masters degree or higher
E2.2	Bachelors degree or equivalent
E2.3	Tertiary diploma or equivalent
E2.4	Other - please describe

E3. Conservation and/or preservation technician training

Please indicate if the following courses in preservation of library materials for technicians are available in your country. If you answer 'yes', please comment on where course is available and on its length.

		No	Yes	Comment
E3.1	Certificate or equivalent
E3.2	In-house training
E3.3	Training in another library
E3.4	Other - please describe

E4. Preservation technician staffing

Please indicate the number of preservation technicians your library employs with these qualifications. Please comment, if appropriate, on whether training was obtained in your country, in other countries, or a combination.

		Number		Comment
E4.1	Certificate or equivalent
E4.2	In-house training
E4.3	Training in another library
E4.4	Other - please describe

E5. Preservation awareness training

Please indicate if your library provides preservation awareness training for general staff and users. If you answer 'yes', please provide brief details of the type, duration and frequency of training.

		No	Yes
E5.1	Preservation training for general staff			Type: Duration: Frequency:
E5.2	Preservation training for library users			Type: Duration: Frequency:

F. INTERNATIONAL COOPERATION

Part of the success of the Memory of the World Programme will depend on the extent to which cooperation can be established between the libraries of the world. It is anticipated that the needs of a particular library may be assisted by cooperation with existing programs and activities.

F1. Knowledge of Memory of the World Program

(Please mark one box to the right of each question) - If you answer 'yes' please provide brief details

		No	Yes	Comment
F1.1	Were you aware of the Memory of the World Programme before receiving this questionnaire?
F1.2	Do you wish to receive additional information about the Programme?

F2. Future participation in programme

(Please mark one box to the right of each question) - If you answer 'yes' please provide brief details

		No	Yes	Comment
F2.1	Is your library interested in participating in the Program?
F2.2	Have you identified a Memory of the World Project for your library?