The Central NY Library Resources Council supports libraries in Herkimer, Madison, Oneida & Onondaga counties and advocates for libraries everywhere!
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As the contractual provider of Documentary Heritage Program services in Onondaga, Oneida, Madison and Herkimer counties, CLRC offers a wide range of archival services.

Our Archival Services Committee is charged with advising CLRC on issues, information, and continuing education opportunities relating to local, regional, and national preservation efforts. It also guides CLRC on the effective use of New York State’s Documentary Heritage Program resources.

Let’s Talk (About Preservation)

This is the new place for the Central and Northern New York regions to meet and discuss preservation and archival related topics of interest. Discussions will be facilitated by preservation and archival experts across the region, and participants are encouraged to suggest topics and ask questions. If you have visuals in the form of digital images, please feel free to send them to Peter Verheyen (pdverhey@syr.edu) (Head of Preservation Services) with descriptive information of the object and your question.  He will upload and share them so that we can discuss and learn from each other.

Think of it as a community and help-line. Discussions take place once a month for an hour – a virtual/online brown-bag event.

See the CLRC website for the latest information on these meetings, or join the DHP listserv to receive regular updates on these and related events.

Conservation Referral List

Syracuse University’s Library has compiled a Conservation Referral List, available here, for book and paper conservators in Central and Upstate New York.

Directory of Archives and Historical Societies

To see the 2009 Guide to Historical Organizations in Central New York, click here.

The Guide provides information on historical organizations, including historical societies, archives, libraries, museums and local governments that preserve and make available to the public collections of historical records and publications.

If you see inaccurate information in the Guide, please contact Déirdre Joyce.

New York has multiple and varying support systems for historical organizations, of which the Documentary Heritage Program is just one. Click the maps below to see the different regions for the Documentary Heritage Program services, Association of Public Historians services, and the New York State Archives Regional Advisory Officers services.

Disaster Recovery Resources

This edition of the Disaster Recovery Resource Guide has been designed for quick and easy use in the event of a disaster. It is organized by county, allowing libraries and archives to first search those resources closest to them. Descriptions of disaster materials have been separated from the list of vendors, simplifying searches during a disaster.

It is recommended that Disaster Coordinators immediately familiarize themselves with the “Introduction” and the “Description of Materials” sections of this guide.

In the event of a disaster, Coordinators should check first the vendors listed under their county. If the search is unsuccessful, listings for the nearest county should be searched. Vendors from outside the four-county region are listed under “Miscellaneous”.

It is strongly recommended that Disaster Coordinators immediately make, and maintain, contact with those vendors with whom they likely would do business in a disaster. In addition to updating information, Coordinators should obtain the names of contacts at the various suppliers and vendors as well as emergency phone numbers.

Read the rest of the guide here.

See the Disaster Recovery Guide specifically for:

Herkimer County

Madison County

Onondaga County

Oneida County

Click here to see our Disaster Recovery Procedures and further resources.

Click here to read the Heritage Emergency National Task Force’ list of  Resources for Disaster Planning and Response.  Co-sponsored by Heritage Preservation and FEMA, this is the source for the Emergency Response and Salvage Wheel. Includes links for disaster preparedness and response for cultural institutions.

Click here to view In the Face of Disaster: Preparing for Emergencies in Central New York. This manual was revised in 2002 for the Preservation Needs Assessment Project. It includes advice and forms for preparing library disaster plans. The forms in this manual make it easy to gather the information needed for a disaster plan.

Click here to visit the National Network of Libraries of Medicine’s Emergency Preparedness & Response Toolkit.  This site includes information specific to disaster planning for medical libraries.  Included is the planning template “10 Steps to Service Continuity.”

Click here to read the Salvage Procedures for Wet Items by the Minnesota Historical Society Conservation Department, offering advice and procedures for salvaging wet collections and possessions.   They have also written Disaster Response and Recovery, available here, which includes tip sheets, documents, articles and web links to information and resources for disaster response and recovery.

Documenting Community Organizations

In 1993, CLRC’s Documentary Heritage Program Committee put together a publication called Documenting Community Organizations.  This document helps guide organizations in the proper collection and care of their organizational archives.

Environmental Monitoring

Environmental Monitoring and Control:

This page was developed in 2003 by the Conservation and Special Projects staff from the Syracuse University Library Special Collections Research Center. It includes a summary of environmental guidelines and references for evaluating a library or museum’s environmental and climate controls. Also discussed are options for monitoring the changes in temperature, humidity and light.

The Climate Notebook:

Environmental monitoring and analysis for libraries, archives, and museums was developed by the RPI Image Permanence Institute with support from NEH, IMLS, and the Andrew W. Mellon Foundation. The site includes a free downloadable Preservation Calculator and the Stored Alive program.

Stored Alive:

Interactive online game that illustrates the interplay between environmental conditions, materials and time.

Dew Point Calculator:

Explore the relationship of Temperature, Relative Humidity (RH) and Dew Point.

Grant Funding Sources

Conservation/Preservation Discretionary Grants:

State funding for New York libraries and other organizations engaged in efforts to preserve deteriorating library research materials.

Foundation Grants for Preservation in Libraries, Archives, and Museums:

This publication includes state-by-state descriptions of projects funded in preservation including the foundation’s name, limitations of giving, focus for giving, size of grant, and purpose of grant. Also included is a list of all foundations that have donated to preservation with their contact information.

Before and After Disaster:

Federal Funding for Cultural Institutions A guide to funding from 15 federal grant and loan programs.

Lower Hudson Conference Conservation Treatment Program:

The Conservation Treatment Grant Program, administered by the Lower Hudson Conference (LHC), in association with the Museum Program of the New York State Council on the Arts (NYSCA), provides support for treatment procedures to aid in stabilizing and preserving objects in collections of museums, historical and cultural organizations in New York State.

Preservation Assistance for Smaller Institutions:

Preservation Assistance Grants help small and mid-sized institutions, such as libraries, museums, historical societies, archival repositories, town and county records offices, and colleges, improve their ability to preserve and care for their humanities collections. These may include special collections of books and journals, archives and manuscripts, prints and photographs, moving images, sound recordings, architectural and cartographic records, decorative and fine arts, textiles, archaeological and ethnographic artifacts, furniture, and historical objects.

Preservation Information Online

Canadian Conservation Institute

“Through conservation science, treatment, and preventive conservation, the Canadian Conservation Institute supports the heritage community in preserving Canada’s heritage collections so they can be accessed by current and future generations.”  The CCI publishes research about conservation techniques and offers continuing education.

Conservation Manuals:

This site from the Syracuse University Department of Preservation and Conservation includes free downloads on book conservation and handling, protective enclosures, and environmental monitoring and control.

Guide to Online Resources: Care for Collections:

To help raise the conservation IQ of museums, libraries, and archives, IMLS, in cooperation with the American Association of State and Local History (AASLH), offers the Connecting to Collections Bookshelf, a core set of books, DVDs, online resources, and an annotated bibliography that are essential for the care of collections. Presented here is an extensive collection of online resources.

Custom Archival Book Box:

From the Family Tree Magazine YouTube site. After downloading the one-page PDF, click on “watch a demonstration” on the right.

Section 108 of the U.S. Copyright Code:

Section 108 allows libraries and archives to make reproductions of copyrighted materials. This simple tool can help you determine whether or not a particular reproduction is covered by exemption.

Answers to your Archival Concerns at Gaylord.com:

This site offers how-to tips, glossaries and links to more resources for the preservation and storage of books and archival materials. Includes downloadable versions of Gaylord’s Guide to Collections Care: Paper, Photographs & Books and Bookcraft Guide: Simple Techniques for the Maintenance and Repair of Books.

Conservation Online:

The ultimate preservation resource site. Information on disaster preparedness, environmental control, pest control, links to other resources, and other organizations and publications.

Preservation and Conservation Links:

Includes information on digitization and vendors from the Book Arts Web.

Preservation 101:

Preservation Basics for Paper and Media Collections. An online course covering the preservation of paper collections and related formats. Learn how to identify deteriorated materials, how to properly care for collections, and how to set priorities for preservation.

Caring for Your Treasures:

The American Institute for Conservation of Historic and Artistic Works offers guides for cleaning, storing, displaying, handling, and protecting you personal heritage. Included is information on caring for books, documents, videotapes, and photographs.

Preservation Publications Available from CLRC

The following entries are a selected bibliography. For a complete listing of our collection, please click here.  Search under keywords preservation and conservation.

Lowry, Marcia Duncan. Preservation and conservation in the Small Library.  Chicago: Library Administration and Management Association, American Library Association, c1989.

Morris, John. The Library Disaster Preparedness Handbook. Chicago : American Library Association, 1986.

Sitts, Maxine K.. A Practical Guide to Preservation in School and Public Libraries. Syracuse, NY: ERIC Clearinghouse on Information Resources, 1990.

Ogden, Sherelyn. Preservation of Library & Archival Materials : a manual. Andover, Mass: Northeast Document Conservation Center, 1999. 3rd ed. rev. and expanded

Preservation Planning: guidelines for writing along-range plan. Andover, MA: Northeast Document Conservation Center, 1997.

Preservation Publications Available Online

Preservation Strategies for Public Libraries, Brian J. Baird, University of Kansas Libraries

Northeast Document Conservation Center

NEDCC Leaflets

Caring for Your Collection leaflets cover about 70 topics, including: Care of Photographs, Low-cost/No-cost Improvements in Climate Control, NEDCC Offers Hints for Preserving Family Collections, Packing and Shipping Paper Artifacts, Priority Actions for Preservation, and Removal of Damaging Fasteners from Historic Documents

Assessing Preservation Needs: A Self-Survey Guide, by Beth Patkus

Handbook for Digital Projects: A Management Tool for Preservation & Access

Three Basic Book Repair Procedures by Carole Dyal and Pete Merrill-Oldham.

This pamphlet was the basis for a book repair demonstration hosted by the Library of Congress at ALA Annual in 1998. This publication is not copyrighted and may be photocopied and distributed. Printed copies are available; see webpage for details.

Image Permanence Institute Free Publications

Helpful tools offered by IPI free of charge: Media Storage Quick Reference, Storage Guide for Acetate Film, Guide to Traditional and Digital Print Stability, Guide for Recovery of Water-Damaged Prints, and other titles.