Theme Case Study – Example

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THEME CASE STUDY – GUIDE EXAMPLE

Case Study: Improving Preservation at Newtown University Library

Published by Saumure Press

Introduction

In 2022, Newtown University Library faced growing challenges in preserving its vast collection of rare manuscripts, digitised archives, and digital content. Seeking to improve its preservation efforts, the library turned to Saumure Press for assistance. Together, they implemented a range of strategies that included digital tools, staff training, and expert consulting. This case study outlines the library’s challenges, the solutions, and the results.

Background

Newtown University Library is a key part of Newtown University, housing around 1.2 million items. Among these are rare manuscripts dating back to the 16th century, making the library’s collections a critical resource for research and scholarship. As the library expanded its digital archives and continued digitising historical documents, it faced increasing pressure to address preservation challenges for both physical and digital materials.

Dr. Francoise Perree, principal librarian at Newtown, explained: “Our main concern was ensuring the longevity and accessibility of our collections. Many of our physical items were deteriorating because of age, and our digital assets lacked the proper infrastructure for long-term preservation. We needed a solution to fit modern standards that would not overwhelm our staff.”

To tackle these issues, Newtown University Library partnered with Saumure Press, a consulting group specialising in library preservation and digital solutions.

The challenge           

The library faced several challenges. Firstly, many rare books and fragile manuscripts were deteriorating because of their age. These materials needed special care and expert conservation, but the library’s storage systems weren’t up to the task, and there weren’t enough resources to properly track or monitor their condition.

Secondly, the library was struggling with the rapid growth of digital content such as faculty research, student theses, and digitised historical documents. This created new risks, like the potential for data loss or the files becoming outdated due to changing digital formats. The library didn’t have a solid plan for preserving these digital materials, and it was relying on unreliable backup systems.

Finally, library staff didn’t have the necessary expertise in digital preservation tools and lacked the time to focus on these issues, as they had other responsibilities. The lack of staff training was a major gap in the library’s preservation efforts.

The solution

To address these issues, Saumure Press provided a multi-step approach:

Preservation Assessment: Specialists from Saumure Press carried out a detailed assessment of the library’s physical and digital collections. The report they provided highlighted areas of concern and suggested practical steps to address them. Dr. Perree said: “The assessment was eye-opening. Saumure Press didn’t just point out problems; they gave us realistic solutions that we could actually implement, even with our limited resources.”

Digitisation and Storage Upgrades: Saumure Press helped the library set up a cloud-based system for preserving digital materials. This system included tools for converting files to current formats, adding metadata, and ensuring data integrity. It also allowed the library to move older digital files into more stable, long-lasting formats. “The digital tools were easy to use and fit perfectly into our existing processes,” Dr. Perree said. “The Saumure team was always there to support us through every step of the transition.”

Conservation and Storage of Physical Materials: Saumure Press also connected the library with professional conservators to help stabilise fragile physical materials. In addition, new archival storage systems were installed that met modern standards for temperature and humidity control. “The support we received for our physical collection has been outstanding,” Dr. Perree said. “We’ve seen a significant improvement in the condition of our most fragile manuscripts, and the new storage system has made it much easier to monitor them regularly.”

Training and Professional Development: Saumure Press provided hands-on training to the library staff, teaching them how to use digital preservation tools and follow best practices. The training covered topics like ensuring files remain usable over time, proper metadata practices, and preparing for data recovery in case of a disaster. Dr. Perree said: “The training sessions were a game-changer. Staff who were once intimidated by digital preservation now feel confident and ready to take charge.”

Outcomes

The partnership between Newtown University Library and Saumure Press brought about major improvements:

Better Collection Care: After the new storage system was put in place, the library reported a 25% improvement in the condition of its physical collection within just six months. Regular condition checks have made it easier to focus conservation efforts where they’re needed most.

Improved Digital Preservation: With Saumure Press’s help, the library now has an official digital preservation policy. All new digital materials are automatically added to the cloud system, reducing the risk of losing data.

More Confident Staff: Library staff now feel more capable of handling preservation tasks. Ongoing training has encouraged a culture of continuous learning and adaptability within the team.

Easier Access: Thanks to better metadata and more efficient cataloguing, it’s now easier for researchers and students to find and access both physical and digital materials.

Looking Ahead

Newtown University Library is continuing to work with Saumure Press to maintain and build on its preservation efforts. Future plans include creating a virtual exhibit of the rare manuscript collection and conducting research to study how preservation affects user engagement.

Dr. Perree concluded: “This partnership has transformed the way we handle preservation. Saumure Press didn’t just provide solutions – they helped us take charge of our challenges. Our collections aren’t just being preserved; they’re thriving.”

For more information on Saumure Press and its preservation services, visit SaumurePress.com.