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A National Strategy for Cellulose Acetate Collections

September 2001


Vision

Introduction

National Strategy

  • Objective
  • Assessment
  • Storage
  • Copying
  • Coordination

The Cellulose Acetate Information Network

Elements of the Cellulose Acetate Information Network

Resource Implications

Disclaimer


Vision

That Australian institutions will implement strategies to ensure continuing access to the portion of our documentary heritage on cellulose acetate.

Introduction

Cellulose acetate, widely used as a carrier for photographic negatives, motion picture film, microfilm, microfiche and audio, is subject to deterioration over time.

In August 2000, the National Library of Australia released a report that broadly scoped the extent of the deterioration problem in Australia and investigated current approaches for dealing with cellulose acetate collection material. It was found that the amount of cellulose acetate in Australian institutions is substantial, that much of it is being stored in suboptimal conditions, and that there is a high level of uncertainty regarding the extent of deterioration that has already occurred. Those institutions that were able to estimate levels of deterioration reported that significant levels of deterioration had already occurred.

In order to address this problem, in late 2000, a group of Australian institutions agreed to form a "working group" to discuss some of the key issues in managing cellulose acetate collections and to investigate possibilities for cooperation. This process has led to the development of a national strategy.

National Strategy

Objective

In Australia, cellulose acetate may be found in a variety of formats within a wide range of collections and institutions. Therefore, many different strategies tailored to local circumstances will need to be developed to manage these collections.

  • Notwithstanding these differences, by 2005, all Australian institutions will have in place a strategy for ensuring ongoing access to their cellulose acetate collections of enduring value.

These strategies will need to take account of the following components:

  • assessment
  • storage
  • copying
  • coordination

Assessment

Information on the condition, use and importance of cellulose acetate collections is necessary in order to evaluate risks and benefits of various strategies for managing these collections. Therefore, as part of a national strategy:

  • All institutions will undertake an assessment of their cellulose acetate collections. This assessment will collect data (including A-D strip readings) on the condition and other factors such as significance and use that will enable analysis of the risks and benefits of pursuing various strategies to be assessed.

  • Assessment Guidelines, designed to assist institutions with evaluating cellulose acetate materials in collections and in the identification of appropriate strategies to deal with these collections, will be made available through a cellulose acetate information network in 2001.

  • OH&S Aspects:
    The National Library of Australia will coordinate a working group to investigate the OH&S issues surrounding the handling of substantial collections of cellulose acetate. The findings of this group will be disseminated via the cellulose acetate information network in 2001.

Storage

Storage environments can be controlled to reduce the risk of cellulose acetate deterioration in a number of ways:

Where possible,

  • low temperature/low humidity conditions should be used to store cellulose acetate;

  • materials affected by the vinegar syndrome should be isolated from non-affected acetate materials;

  • optimal enclosures for items should be chosen, with enclosure materials known to promote deterioration being avoided. For example, rusty cans should be discarded, mould or decomposition products should be removed from containers and inert enclosure materials should be selected.

In order to assist Australian institutions to achieve these storage requirements, either within individual organisations, or through cooperative arrangements:

  • Information on current cool storage facilities will be made widely available on the cellulose acetate information network. Information provided by participating institutions about specific storage strategies to improve the life expectancy of cellulose acetate will also be disseminated through this network.

At this stage, it is not feasible to propose a single storage facility for the nation's cellulose acetate collections.

Copying

Because of the inherent instability of cellulose acetate, copying will necessarily be a part of any strategy to manage these collections. Programs for copying cellulose acetate materials need to be developed and implemented following assessment of collections.

Due to the threat of irreversible loss and to the resource-intensive nature of copying projects, a "copy once" approach is recommended, that will deliver a desired level of long-term access. Such an approach will involve reference to preservation copying standards and best practices. Quality control should constitute an important part of any copying program and be completed prior to the disposal of any material.

In order to ensure that a proposed preservation copying strategy is sustainable and cost-effective, the cost of maintaining access to copies needs to be considered prior to copying.

  • To avoid duplication of effort, the establishment of online collection databases that enable duplicates or unique items to be identified will be encouraged.

  • A register of standards used for copying materials in partner institutions will be made available for each format on the cellulose acetate information network.

  • Guidelines on when to retain or discard originals following copying and best practice for discarding cellulose acetate material will be developed jointly by Australian collecting institutions with coordination from the National Library of Australia.

Coordination

This national strategy recognises that a cooperative national approach to ensuring the survival of Australia's documentary heritage on cellulose acetate is desirable.

  • A web-based cellulose acetate information network will be established for sharing information, discussing issues, establishing cooperative ventures and providing access to information to assist institutions to formulate and implement their own strategies. Participation in the network will be broadened with the goal of including all Australian collecting institutions with cellulose acetate collections.

  • A resources group will be established to propose and negotiate cost-effective approaches and to investigate funding for cellulose acetate projects.

  • A campaign to raise appreciation of the value of Australia's documentary heritage on cellulose acetate and the threat posed to this material will be conducted.

  • As part of the national strategy, projects which will address the preservation of specific collections of exceptional national significance or which will serve to identify, in a practical way, some of the main issues in managing cellulose acetate collections that may then be used in other projects, will be undertaken.

The Cellulose Acetate Information Network

It is proposed that many aspects of a national strategy for cellulose acetate collections will be achieved through a web-based information network. Such a network will provide a flexible framework for assisting institutions to implement appropriate strategies. This will be achieved by:

  • facilitating access to information to assist institutions in formulating strategies suited to their particular needs;
  • providing a forum for discussing issues, sharing information, and facilitating cooperative ventures.

Elements of the Cellulose Acetate Information Network

The Cellulose Acetate Information Network will include links to a wide range of resources, many of which have already been developed as part of the Cellulose Acetate Project. It is proposed that it be developed through the extension of the existing cellulose acetate project home page.

The Cellulose Acetate Information Network will consist of the following areas:

  • Information Page

    This page will provide basic information about the cellulose acetate deterioration problem and the Information Network.

  • Assessment Guidelines

    Assessment Guidelines were developed as part of the Cellulose Acetate Project to assist institutions with evaluating cellulose acetate materials in collections and in the identification of appropriate strategies to deal with these collections. These Draft Guidelines will be revised to take account of comments from the Cellulose Acetate Working Group, made accessible through the network, and publicised. OH&S guidelines will also be made available through the network.

  • Status of Cellulose Acetate Collections

    This voluntary register will provide information "at a glance" about the status of institutions' collections, including progress with strategies.

  • Strategies, Policies and Guidelines

    To assist Australian institutions to develop their own strategies, the network will include links to existing relevant strategies, policies or guidelines developed by Australian institutions.

  • Literature

    The Network will facilitate access to literature about managing cellulose acetate collections through the inclusion of an annotated bibliography. Where possible, links will be provided to web-based resources. These links will be regularly updated. Relevant standards will also be listed.

  • Storage

    An area on the network dealing with storage will include the National Library of Australia's Cool Store Report and other documents relating to storage of cellulose acetate materials.

  • Discussion

    An online forum for the discussion of issues surrounding the management of cellulose acetate will be accessible through the network. An archive of messages will also be made accessible through the site. This may provide a contact point for enquiries about any aspect of managing cellulose acetate. It will also be a useful contact point for institutions interested in pursuing cooperative ventures such as bulk purchasing of materials, sharing of storage space, etc.

  • Register of Experience/Expertise

    A list of institutions with experience/expertise in particular aspects of managing cellulose acetate collections will be maintained as part of the Cellulose Acetate Information Network.

Resource Implications

All participating Australian institutions will be required to assess their collections and to develop a strategy which conforms to the principles set forth in this national strategy document. While it is anticipated that additional sources of funding will be identified to implement these strategies, participating institutions will also need to identify resources to carry out their own strategies.

The National Library of Australia will host the cellulose acetate information network on its server and will be responsible for coordinating input to the network from partner institutions and for coordinating the proposed working groups.

A substantial part of the proposed network has already been developed by the National Library of Australia and institutions participating in the Cellulose Acetate Project (eg Assessment Guidelines, Register of Experience/Expertise). All institutions will need to make a commitment to sharing information about procedures for managing their cellulose acetate collections through the network and to reviewing certain areas of the network from time to time.


Disclaimer: While the information contained on this website has been prepared with due care and skill, findings and best practices in relation to Cellulose Acetate are likely to change over time. Accordingly, the information contained on this website is for general information only and should not be treated as a substitute for advice of a qualified conservator. While every effort has been made to present information which is accurate, the National Library accepts no responsibility for any damage or liability whatsoever for any damage or loss that is incurred as a result of the information presented on this website.


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