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Restricted Technical Report PP/1984-1985/VI1.2.2 GUYANA Participation and technical co-operationprogrammes I ? Problems of archival book restoration by F.J. Marsh Serial No. FMWPG1/85/106 United Nations Educational, Scientific and Cultural Organization Paris, 1985

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Restricted Technical Report PP/1984-1985/VI1.2.2 GUYANA

Participation and technical co-operation programmes

I

?

Problems of archival book restoration

by F.J. Marsh

Serial No. FMWPG1/85/106

United Nations Educational, Scientific and Cultural Organization

Paris, 1985

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G U Y A N A

PROBLEMS OF ARCHIVAL/BOOK RESTORATION

by F. J. Marsh

Report prepared for the Government of the Republic of Guyana by the United Nations Educational, Scientific and Cultural Organization ( Une s co )

U N E S C O

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I

Technical Report

FMR/PGI/~~/~O~ (Marsh) 28 February 1985

0 Unesco 1985 Printed in France

~~/1984-1985/v11.2.2

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i

CONTENTS

. .

.

I INTRODUCTION 1

, . General background 1 .....................................

.................................. Role of the University Library 1 ......................

I1 MAIN FINDINGS AND CONCLUSIONS ...................... Areas and methods of survey ........................ The Caribbean Research Library ...................... Reasons for deterioration of paper based materials ... Rare books ........................................ The need for preventative conservation .............. Storage of unique books and microfilm ............... The need for a preservation service laboratory ....... Training ........................................... Selection of suitable staff ........................ The preservation studio ........................... The National Archives ............................ The National Library ............................. Conclusion ........................................

3 3 3 3 4 5 5 6 6 8 8 8 9 9

10 111 RECOmNDATIONS .................................... ;

ANNEXES : 1 Equipment and materials to start a preservation 11

laboratory ................................... 13 2 Programme of activities ......................... 17 3 Recommended reading ...........................

4 Plan for the preservation laboratory ............ 19 20 Fig. 1 Outside wall ............................ 21 Fig. 2 Flow chart .............................. 22 Fig. 3 Mobile workbenches .......................

Fig. 4 Laminating bench ......................... 23

Fig. 5 Fumigation chamber 24 ......................

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I. INTRODUCTION

I. The mission described in the present report was carried out from 1 to 12 October 1984 at the request of the Government of the Republic of Guyana and was funded by Unesco under its Participation Programme for 1984-1985. The objective of the mission was,

to survey the problems of archival/book conservation/ restoration in Guyana;

to advise the University Library in the practicabilities of establishing its projected small conservation/ pres ervat ion labor at ory ;

to assist in the final design of such preservation laboratory ;

and to advise the University Library on costing and related matters , e.g. training, materials.

General background

2. accommodation in the Queen's College Compound in 1963. tion of a purpose-designed library building began with the ceremonial turn- ing of the first sod by President Forbes Burnham at the Turkeyan site. The building was completed and the library moTv7ed in 1969. By 1970, however, it was predicted that more space would be needed, and work began on the exten- .

sion in 1976. (1950.96 sq metres) to the original building.

The University Library of Guyana was first established in temporary In 1966 the construc-

The extension was completed in 1982 adding 21,000 sq ft

Role of the University Library

3. The University of Guyana Library complements the role of the National Library both as a legal depository for Guyana imprints and in collecting general Caribbeana. In this respect, the University of Guyana Library has been able, over the last nineteen years, to develop a major collection of Caribbean materials (including books, manuscripts, tapes, microforms, maps, newspapers and prints). in size by any known library, and it includes works of great rarity and culturzl value.

The Guyana part of this collection is unsurpassed

4. Library, as a part of its primary obligation, is designed to assist post- graduate researchers in discovering and exploring primary materials of relevance. Far this reason, and also because in its definition of objec- tives, the Library has adopted the policy that the research materials of the country (though located in other institutions) form a national patri- mony. The University Library regards itself as having the obligation to assist in the preservation and use of all of the nation's archival resources. It is a policy which has received the support of all the relevant local instituttons and which, in the past, has been given official recognition by the National Commission for Research Materials (a body set up by the Government of Guyana to assist in the preservation of the intellectua1 heri- tage of the country).

Added to the legal depository and cultural roles above, the University

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5. In particular, the University Library has sought the agreement and co-operation of the National Archives. been reflected in a joint effort to initiate a microfilm project and in various attempts to improve the state of archival collections in the country. The entire library building can now'seat 300 students, 32 of these in open carrels. of shelving. of unused shelf space allowing for further expansion. expansion rate of 8-10% per annum this additional space will soon be used.

This co-operation has, for example,

Its holdings are approximately 180,000 books taking up 4.26 miles The library at present has roughly,three quarters of a mile

At a projected

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11. MAIN FINDINGS AND CONCLUSIONS

Areas and methods of survey

6. Science and Technology, Humanities and Education, Law Collection, and Caribbean Research Library. Each Division is headed by a specialist li- brarian. Each section was looked at as a separate unit, but the consul- tant decided to group all but one together. Caribbean Research Library. follow later in this report.

The Library is divided into areas of specialization: Social Sciences,

The one exception was the The methods used and the reasons will

7. work a simple formula has been used:

For the sake of calculating the backlog of conservation restoration

the average thickness of paper being 100 sheets toP/2 inch

the average book having 300 pages, i.e. 11/2 inches the boards calculated at 3/8 inch thickness taken away from the page thickness making the average book as having 225 pages

Based on these calculations, it was estimated that 40,~00,000 pages are in need, or will soon be in need of some form of conservation/preservation treatment.

The Caribbean Research Library

8. The Caribbean Research Library forms a unit within the general Univer- sity Library. In scope it covers the Guyana and the Caribbean islands, and it contains some 30,000 books, pamphlets, manuscripts, newspapers, micro- films , maps , records , tapes and other miscellaneous items. The printed materials on Guyana are regarded as the largest in number in any library in the world. Some of the items in the collection are extremely rare, examples being the earliest known watercolour painting executed in Guyana (1781), two sixteenth century maps of the Guyana coast, pamphlets and books which are the only known copies surviving in any major library, and a number of manuscripts. laneous collection is in some ways more difficult, and in some ways much simpler. More difficult since it cannot be measured in inches of paper, but simpler as in general the paper is of a higher quality and therefore has suffered less.

The calculation of work for this type of miscel-

9. As a rough estimate, and based on the consultant's experience it can be said that some 10,000 items require attention or will soon require atten- tion. More details of the time taken will be given later.

Reasons for deterioration of paper based materials

10. are present. These are, in simplified form:

Paper based materials break down if one or more of three main agents

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Chemic a1

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Acid

Light

(sulphurous/sulphuric) Introduced in the paper- making stage, the sizeing stage, the writing stage, or by pollution.

Fading, etc. .

'. Chlorine Insufficient washing after bleaching of the Pulp

Lignin As in mechanical wood pulps

Biologic a1 Fungi In many different forms

Mechanical Insect

Human

Insects of many kinds eat Paper Bad handling, dirt and dust. Vandalism

11. paper based materials, and books have been written on the subject. Some of these I list under the heading 'Recommended reading'.

There are, of course, many other reasons listed for the deterioration of

12. In a country with a tropical environment (high temperatures, and a high and variable humidity) chemical reactions are speeded up, insects abound and fungi grow in great abundance. at greater risk in non-temperate climates than in temperate ones. The University Library of Guyana is no exception tothis rule and suffers from all forms of deterioration.

Therefore it is inevitable that libraries are

Rare books

13. In a number of cases in the report the term 'rare books' or 'rare items' is used. In the context of the University Library these are difficult to define accurately. One normally expects the term to mean one or more of the following cut and dried definitions:

(a) it is financially valuable;

(b)

(c)

(d)

14. As books are not only very expensive in Guyana but are almost impossible to obtain, this could mean that all the books have to be considered rare. In this instance, it may be justifiable. Therefore a preservation programme becomes a much more urgent need.

it contains work of great historic value;

it is unique in one way or another;

or it is Zrreplaceable if lost or damaged

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The need for preventative conservation

15. of course, a controlled environment is a desirable thing to have. But several points must be made:

One normally associates this with the need for air-conditioning and,

(a) The electricity supply can be erratic, making full air- conditioning ineffective,

(b) Most of the so-called air-conditioners are in fact, air-coolers, meaning that they control only air temperature not humidity, and lack air washing facilities. This is an advantage as cool air holds less humidity than warm air.

(c) The building was designed and built with the erratic electricity supply in mind. All windows are slatted and can be opened when the supply fails allowing cooler air to circulate through the stacks. This in itself makes air-conditioning totally ineffective.

16. of unique books and microfilm'.

A number of exceptions will be referred to under the heading, 'Storage

17. Preventative conservation covers a wider field than air-conditioning, and

(a) The shelving used is of steel construction with a thin paint layer. This type of shelving may be adequate for a temperate climate, but it is totally inadequate for a tropical climate. The shelves are already rusting at an alarming rate and should be replaced by more suitable shelving as a matter of urgency.

(b) More use should be made of natural resources to protect books and paper items from insect attack. In India it is quite normal to find libraries without insect damage at all. This is brought about by using the leaves of the Neem or Nime tree placed between the book covers. This tree has insect repellent properties, some of which are not yet fully understood, but they do work. The Neem or Nime tree is widely available in Guyana. It is recommended that these leaves be used, as a matter of urgency, as an insect repellent in order to save the books from insect infesta- tion.

(e) A fumigation chamber should also be installed as a matter of urgency in order to sterilise books infected with fungi as well . . ' _

as insects. The chemicals required for this type of fumigation will be listed under 'Chemicals required for conservation'.

Storage of unique books and microfilm

18. One room has been set aside to house these collections. is that although this room is quite small it has been equipped with A a-uite sophisticated air-cooling system which, unfortunately, has not worked since

The problem

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it was installed. Apparently, the equipment only needed the replacement of two small parts, but these were not available. The other problem is that the room has no secondary glazing and the solar gain makes it far too hot to house any’material, and certainly not books a.nd microfilm.

19. It is recommended that this room should have secondary glazing, blinds to keep out direct sunlight and a de-humidifier to control humidity at 55%. It is, of course, essentia1”that the air-cooler be brought into service for controlling the temperature at 2OoC. material, and especially microfilm, should be cool, dry, dark and clean.

In other words, the room housing unique

The need for a preservation service laboratory

20. project. requires immediate treatments of washing, deacidification, and lamination in order that the library has any chance of survival. It is estimated that six people would be required in order to bring the amount of backlog into any kind of acceptable limits.

Setting up a preservation workshop must be considered a top priority The majority of the material housed at the University Library

21. unrealistic one need only look at the projected backlog of any other library to see that the sole reason why this library is worse off is because no treat- ment of any kind is at present taking place.

22. washing, deacidification and lamination, each book would take 18 3/4 hours. Given six people six books would be treated over 2 1/2 days. would take 30,000 hours or 82.19 years to complete the backlog.

If the consultant’s estimate of 40,500,000 pages needing treatment seems

With one person working and taking an average of 5 minutes per page for

Therefore it

23. the hours spent on each book - on average a further 2 hours for sewing, glueing, rounding, backing, cutting boards, first and second lining and casing.

24. portion of books dating back beyond 1850. they would need more exacting forms of conservation treatments and would take longer. As stated before, one can only give an approximation as to the additional time, but it is considered that 10 years would not be unreasonable, thus making the total backlog for preservation and binding about 92 years!

This work is not inclusive of re-binding which would add considerably to

However, this calculation will further increase because of the small pro- Being unsuitable for lamination,

Training

25. There are a number of options which must be considered:

(a) One person attending a full conservation training course for two years in UK or USA

(b) All six people attending a three months summer school in the United Kingdom

(c) One or two people attending one of the above and returning to Guyana to teach others

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(d) Finding a suitable person to teach in Guyana on an extended stay

(e) Obtaining a long-term attachment for one or two people in one of the recognized conservation studios

Full course

26. A full-time two-year course commences in September of each year at the Camberwell School of Arts in London. It consists of the following areas of training: chemistry, photography, bookbinding, archive repair including lamination, seal repair, parchment repair and photographic conservation. The course takes only 15 students per year and therefore only one place should be hoped for.

(b

27. However this should be considered as an option for the future, for the following reasons:

(a)

(b)

(c)

The time lapse of two years before any work could start is mac c ept able

The person would require some time to teach enough staff after his return, again unacceptable

A person trained for such a period of time may consider them- selves over-qualified to undertake the run of the mill work.

If at some later stage the team require a leader/consultant this option would become a good idea for the University, because they then could act as an advisory body to other libraries in preservation practices.

Summer school

28. with co-operation from The British CounciL, the Camberwell School of Art and the British Library.

It has been possible in the past to arrange a three-month training scheme

29. The course is held out of normal term time, usually between June and September, for four or more students (not necessarily from the same institu- tion or the same country). The course consists of two months working at Camberwell School of Art, and one month in one of the British Library con- servation studios. conservation practices and should be capable of starting up a simple preserva- tion programme on campletion of the course.

The students learn some of the more elementary skills in

i

A teacher in Guyana

30. country is always a problem. to teach on the problems of a tropical country. on the library being able to build and equip a studio in advance. viable proposition.

Finding a person skilled in conservation to spend time teaching in another A candidate would need screening for the ability

The optionwould also rely Not a

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31. Attachment directly to a conservation studio is sometimes possible and is in many ways the best form of practical training. However, most studios will only take one or two people and then only for short periods, usually four weeks. Also a number of studios will only take students who have completed some form of' training , i .e. the full two-year course , the summer school or qualified people on a refresher course.

32. The consultant's preference would be for the three-month summer school

f

to be financed with bilateral and/or multilateral aid.

Selection of suitable staff

33. It is difficult to lay down guidelines for the choice of people to work in preservation studios. They must be reasonably well educated, possibly to three '0' levels &andard, one of them in a practical subject. They must be good at working with their hands. But more importantly, and by far the most difficult to judge, they must possess commonsense and flexible attitudes.

The preservation studio

34. This can accommodate six people with ease and a scale drawing is attached, together with a workflow chart (Annex 4).

A room set aside to house the studio comprises 382 sq. ft. of floor space.

The National Archives

35. The consultant was invited to inspect the National Library and the National Archives.

36. Mr. A.W. Mabbs of the United Kingdom Public Record Office in 1977. After reading his report and then visiting the archives the only change that could be detected was a further eight years of decay. If something is not done soon the history of Guyana will be passed on by word of mouth, with no documentary evidence to substantiate it. documents or newspapers can survive another ten years. In fact, the only description possible is that the National Archives of Guyana are a crumblirg heap of cultural heritage. The only way that most of the written information can survive is to start a large Scale microfilm project with great urgency, subsequently making sure that the film is stored in a controlled environment. The old bindery would seem an ideal room in which to put coolers and de- humidifiers.

37. A number of reports have been made in the past and it seems pointless to reiterate the sane comments here. resurrected and acted upon.

The last report made on the condition of the National Archives was by

It is doubtful if many of the

It is suggested that these reports be The three main reports are:

4

*

1

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(a) The Archives of British Guyana, by C.V. Black 1955 (b) Training in records management, by M. Cook,

Serial' No. FMR/PGI/83/171, Paris, Unesco , 1983

(c) The National Archives of Guyana, by A.W. Mabbs 1974

'b

The Mational Library

38. Library at the University, probably due to the fact that the books are constantly being used and therefore insects find a moving home less desirable.

The National Library of Guyana seems to have suffered less than the

39. The main problem is that raw materials for re-binding and repair are simply not available. The bindery, though small, could cope with the prob- lem given a constant supply of materials.

Conclusion

40. sidered in the widest possible terms in order to have any notable success. It is not sufficient to start a preservation hboratory and then believe that that is the end of the problem. The unit has to function on a continuous basis with a guaranteed supply of materials. Because of government restrictions on foreign exchange, representations should be made to the minister concerned, seeking some assurance that it will be possible to import equipment and materials on a regular basis.

Preservation in Guyana, as in every other tropical country, must be con-

41. microfilm and chemicals, all of whdch are urgently needed.

This assurance should not only cover paper and board, but supplies of

42. seeking financial assistance for:

Representations should also be made to international and national agencies

(a) the supply of specialized conservaticn equipment;

(b) the supply of materials;

(c) and the training of staff both in conservation and microfilming.

43. Microfilming is of major importance to any preservation programme because it is the only way to pass the written information on to historians, archivists and students without causing more damage to the books by constant handling. researchers and it would be necessary to educate people to accept this form of research tool. But it plays an essential part in any programme. Another aspect of preservation which will need to be considered in the future is disaster planning, covering such things as fire and flood. reports have already been published, ranging over all aspects from equipment for salvaging books to freeze-drying, it is not proposed to treat this topic here. The only reason for mentioning it at all is to indicate that preserva- tion is a much wider subject than it seems at first.

Unfortunately microfilm tends to be resisted by the majority of

As a number of

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(i) Immediate use of the insect repellent properties of Neem leaves, by placing them in books and storage areas.

(ti) Secondary glazing .and blinds should be installed into the rare book room

(iii) Efforts should be made to get the air-cooler in the rare book room working

(iv) A,fumigation chamber must be built in the bindery for initial sterilization of incoming material

(v) A preservation laboratory should be built

(vi) Representations should be made for financial aid towards training of people in preservation

(vii) As 6 but, for microfilm staff

(viii)Assurances must be given to guarantee a continuity in the supply of materials both for preservation and microfilming

The previous reports made on the National Archives should be taken seriously and acted upon

(ix)

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ANNEX I

Equipment and materials to start a preservation laboratory

An accurate costing of equipment which will be locally made or supplied is, of course, not possible, and can only be supplied on contractors tender- ing for the work. It will come under headings of electrical work, plumbing, building work benches and a fumigation chamber. connection with foreign exchange and should not be a problem.

None of these have any

Listed here are pieces of equipment and materials which would need to be imported.

3 x 2226 hardbed presses at ~695.00 each ~2,085 .oo 4 x conservation tools at 264.00 'I ~256.00

1 x pHizz spray unit at f1,500.00 lr El, 5200 .oo 6 x cutting mats at $33 .OO 'I f198.00 General tools

Bone folders

Shears E240.00 I' f240.00

Non-slip rules

3 x rolls af Area-bonded fibre ~80.00 I' E240 .OO with Paraloid B 72 adhesive

100 m x 1016 m 500 sheets Silicone release

Paper E137 -00

3 x stainless steel sinks E325.00

1 x fume extractor hood E2,654 -00 1 x roll L2 repair tissue ~322 .oo 5 kg Sodium Carboxmethyl. Cellu- lose E35 .OO 5 kg Stadex 503 starch paste f42.00

10 kg Thymol fb00.00

10 kg Para-Dichlorobenzene 6148.00

5 kg Magnesium Hydroxide 6170.00

E137.00

E975 .OO f2,654 .OO

E322 .OO

E35 -00 f42.00

f400.00

f48.00

E70 -00

At the Guyanese exchange rate of

October 1984, $5. to El

Ell .072.00

$55,375 .OO

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- 12 - Additional to this costing would be bindery materials for re-

binding books repaired in the preservation laboratory. These are: 10 rolls of tape, sewing cord, paper for endsheets, binding cloth, and glue.

It is estimated that this would add a further ~600, or G$3,000, making a total of G$14,072. G$10,000, would need to be spent each year on consumable items. is not done, the project fails.

Of this total a guaranteed sum of E2,000 or If this

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ANNEX 2

Programme of activities

S U N D A Y , t e m b e r 1984

21.15 hours

MONDAY, 1 October 1984

09.00 hours ‘1

09.45 hours

10.00 hours

11.00 hours

11.45 hours

13.30 hours

Arrival

Visit to United Nations Development Programme Ms. Cecile I.G. Davis Georgetown

Resident Representative

Mr. Horace Walks --

National Library

University of Guyana (.U. G. )

University of Guyana Library

University of Guyana Library

Called for at UNDP by the Secretary-General of Guyana National Commission for Unesco Mrs. C. Jarvis

Chief Librarian Mrs. Joan Christiani and

Deputy Chief Librarian (ag) Miss A. Ramcharran

Vice-Chancellor Dr. George Walcott

U.G. Librarian (ag) Mr . Joel Benjamin and Deputy Librarian (ag) Mrs. Marlyn Cox U.G. Librarian (ag) Mr . Joel Benjamin Deputy Librarian (ag) U.G. Mrs. Marlyn Cox Head (ag) Readers’ Services Division Mrs. Yvonne Lancaster

Circulation and General Reference Librarian Mrs. Doreen Holder

Mr. Bertel Theilgaarde I/C Cataloguing

Ms. Somwattie Singh I/C Acquisitions

Ms. Diane McGowan Libr ari an

Ms. Sandra Granger Librarian

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MONDAY, 1 October 1984 (cont'd)

TUESDAY, 2 October 1984

University of Guyana Library

WEDNESDAY, 3 October 1984

University of Guyana Library

THURSDAY, 4 October 1984

09.30 hours National Library

11.00 hours

Ms. Judith Allsopp, CRL Librar tan

Ms. Jennifer Roman, CRL Librar fan

Ms. Hazel Woolford, CRL Libr ar i an Ms. Wilfred James, I/C Bindery

II

4

Working in office

Working in Office

Chief Librarian Mrs. Joan Christiani and Mr. Raymond0 Watson (Binder)

Ministry of Education Senior Minister of Education Mr. Malcolm Parris

Secretary-General of Guyana National Commission for Unesco Mrs. Carmen Jarvis

University of Guyana Librarian (ag) Mr. Joel Benjamin

Permanent Secretary Mini stry of Education Mi., Alan Munroe (brief meeting) 1,

FRIDAY, 5 October 1984

University of Guyana Library

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MONDAY, 8 October 1984

09.00 hours Guyana National Secretary-General, Commission for Unesco Mrs. Carmen Jarvis

13.30 hours University of , . Guyana Library

TUESDAY, 9 October 1984

09 .OO hours

.

09.30 hours

13.30 hours

16.00 hours

Ministry of Education Minister in the Ministry of Education Ms. Yvonne Harewood-Benn-

Guyana National Bookshop Manager Trading Corporation Mr. L. Austin and (Book shop) Mr. Kisson (Accountant)

National Archives Archivist Mr. Tomy Payne

Guyana News Agency and Guyana Broad- Ms. Kamini Persaud and casting Service Ms. Paula Cooke representatives at Hotel

Interview with press reporters -

WEDNESDAY, 10 October 1984

11.30 Hotel Meeting Mr. W. James

15.30 hours National Library Lecture by Mr. F. Marsh to The Guyana Library Association

THURSDAY, 11 October 1984

09.30- €totel Meeting Mrs. Y. Stevenson

10.30 hours Caricom Library Head (ag) Mr. Philip Jeffrey

16.00 hours Office of the Minister of Education

FRIDAY, 12 October 1984 ‘L

UNDP Georgetown

14.15 hours Departure from Guyana

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ANNEX 3

Recommended reading

Conservation of library materials George Martin Cunha Metuchen, New Jersey: Scarecrow Press Inc, 2nd edn. 1971

Methods in preservation and restoration John Davis Brussels: Unesco 1973

Preservation of library materials, archives and documents B.B. Mukherjee Calcutta: World Press Private Ltd., 1973

Conservation of Eastern Art Objects Tokyo: National Research Institute of Cultural Properties, 1980

The preservation of books Wilfred J. Plumbe Hong Kong/London: Oxford University Press, 1966

Conservation in the library Susan Garretson Swarlsberg ed London: Aldwych Press, 1983

The museum environment Garry Thomson London: Butterworths, 1978

Preservation of library materials Joyce R. Russell ed New York: Special Libraries Association, 1980

Conservation and restoration of archive materials Yash Pal Kathpalia Paris: Unesco, 1973

Light Thomas B. Brill New York/London: Plenum Press, 1980

Preserving Library Materials Susan G. Swartzburg Metuchen, New Jersey/London: Scarecrow Press Inc., 1980

Bookbinding and conservation of books M.T. Roberts and Don Etherington Washington: Library of Congress, 1982

The paper conservator, i.e. Journal of the Institute of Paper Conservation (Leigh Lodge, Worcester, UK) ALL ISSUES

The Conservation of cultural property in India O.P. Agrawal Published by Indian Association for the study of conservation of Cultural Property. Delhi. 1974

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ANNEX 4

Plan for the Preservation Laboratory

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