Collection preservation during library renovation

Renovation is the process of making old buildings new. The focus of renovation is on “refreshing spaces that are worn, tired, and inadequate, so that they may become attractive and useful again.” (1)

Library patrons generally expect to be distanced from the noise and debris of the outside world and may require a level of quiet only possible in a separate reading room. Some patrons come to fill gaps in their knowledge with readily available resources. A library building’s physical space is said to be analogous to a software interface—a mediating layer between the information seeker and knowledge resources. (2) Similar to software upgrades, there becomes a point where one must upgrade or not be supported in the use of that interface.

While change is rarely easy for anyone, librarians with their reputation for liking things orderly, well-planned and predictable will be shaken up by library renovations. Renovations are notorious for the surprises that pop up during their run. Conflict is inevitable between the modus operandi of demolition and reconstruction projects and the environment a library provides for the transfer of information. Perhaps the biggest conflict is created by the dust that accumulates during any construction project. Books are great collectors of dust. Because of its abrasiveness and the large quantities generated, dust will damage collections. Computers are also prone to damage from construction dusts. Because HVAC systems transport dusts in an effort to filter the air, special collections may be at the greatest risk. (3) Decisions must be made about protecting collections on location or risking a move off site. It will be impossible to keep anything dust-free.

Conflicts such as how to protect the collection can be reduced if, at minimum, one person on the renovation team is designated responsible for library collections. It is recommended that the agreed upon provisions for collection removal and protection be written into the request for proposal (RFP). Providing written details in the early part of the process helps communicate expectations to prospective bidders. The person responsible for collections issues should also be included in the regular meetings with the contractor during the renovation process to ensure that agreed upon policies are being followed. (3)

Why renovate the library?

Libraries are renovated for simple, practical or emotional reasons. A library building may have been well built but because of a lack of funds for proper maintenance and/or because equipment (primarily HVAC systems) was not available when the building was designed, undesirable conditions developed. (4) This was the case at the University of Colorado. The school’s facilities management department determined it would not be possible to establish and maintain a constant environment with any system until the space above the stacks ceiling was insulated. (5) A project may also have only a single goal, such as at Brown University where conditions of 68F+2 and a relative humidity of 50% + 2% were specified for all areas of the John Hay Library where collections were stored or exhibited.(6)

The existing location of the library in a particular community or college campus might not warrant relocation and building new. When justifying renovation of the Main Library at Ohio State University, the renovation task force wrote that the structure was “possibly the most depressing site on the OSU campus” and noted that it had been avoided as a stop while touring potential students. Deteriorating aesthetics aside, the building also had an unreliable HVAC system. Leaks from the roof and cooling system stained walls and ceilings and damaged collections in many parts of the building. Most of the building was designed before the age of the computer and they could not implement technologies for networked digital multimedia resources. (7)

Renovations are often a stopgap to address a library’s needs when administrators believe that printed publications will become obsolete and therefore a new building is unnecessary. However, more technology access in a library has generally meant an increase in the use of the collection and facility. (1) Affirming this observation, the renovation task force at Ohio State wrote that the printed book and journal “retained their central importance as the primary media for scholarly communication” and that their main library must (continue to) manage the bulk of the library system’s traditional print collections. (7)

Although weeding the collection, installing high density stacks, identifying and using off-site storage offer solutions to individual problems, going through the architectural design process will clarify all needs. If an all-encompassing renovation project cannot be funded in one round, smaller-phased projects can be planned. Contingency planning (and funding) is important in case future work on components must be done sooner to ensure success of the current project. For example, adding roof insulation or roof repairs must be done before HVAC system installers will perform or warranty their work. (5)

Design

The architect needs to understand the priorities of the project in terms of the specialized uses of the library building and the librarian needs to understand the building planning process. While interviewing candidate architects, greater consideration should be given to those with library experience. It is also important to ascertain if the candidate architect has a bias towards designing new facilities.

If left with the choice, it is more practical to educate an architect about library needs than to break in an architect on renovation and adaptive reuse. (8) An architect quoted in Library Administration & Management considered good library design capable of producing an environment with “no distracting sound or noticeable air movement … [all spaces must be] wrapped within the appropriate ‘quiet.’” Honors awarded for aesthetically fantastic design distract architects. The effects of silent airflow are more likely to translate into a preservation problem than be an asset to a library. Suzanne Hagloch (9) proposed that a plaque be hung over the architect’s drawing board with this reminder:

A library should be a practical thing used, not an ideal to be admired.

--Charles Cutter, Library Journal, Feb 1901

If the project will be an adaptive reuse of a building the library does not currently operate in, it is important to determine the feasibility of doing so in the candidate space. A thought-provoking checklist of what to look for before purchasing a building will also be useful to compare the goals of a renovation project against the characteristics of a currently owned structure. (8)

Designing a new or renovated library presents unique challenges. Structurally, libraries will handle live loads from a minimum of 125 pounds per square foot (psf) to as much as 250 psf for file and film material storage. By comparison, business facilities require live loads of 50 psf for office spaces and 100 psf for public lobbies. (8) When assessing needs in the first step of the design process, the physical size of the collection should be projected with planned flexibility to house future, and yet unknown, material formats.

Acknowledging that internal arrangements will differ, British architect Faulkner-Brown described ten desirable qualities within good design. Recommended for consideration during initial planning stages, the so-called “Ten Commandments” are that a library should be designed to be: flexible; compact; accessible; extendible; varied; organized; comfortable; constant in environment; secure; and economic(al). (10)

Conflicts

An environment that is uncomfortable to staff and patrons is also detrimental to the collection. However, ideal conditions for collection preservation—cold temperatures, low relative humidity, minimal to no light—are not practical for a user environment. (3) Contemporary building designs garner awards for architects who can effectively combine aesthetics with function. However, aesthetics take a higher priority than function and it is not uncommon to find libraries built with so many windows that users are uncomfortable. Facility managers respond by adding window coverings, which are an improvement both for comfort and preservation of the collection. (9) What an unfortunate use of funds when building design should have anticipated this potential problem!

Details about lighting, HVAC systems, water problems, and indoor air quality are reviewed in the context of collection preservation. Whether continuing library services from the building undergoing renovation or not, the collection will be moved and/or stored. How one library prepared for the move of their rare book collection shows that while packing can be complex, minimal damage can be achieved by developing and documenting a handling procedure. Recommendations are offered from libraries that survived renovation. Why a building shakedown is done when construction ends is covered briefly.

Lighting

Some designs maximize the use of natural light, which when shining through large windows and skylights will damage collections as well as create visual and thermal discomfort to patrons. Aesthetics and function conflict when a project’s design incorporates as much natural light as possible and curtains or ultraviolet film must be added to prevent the infiltration of light.

While it is considered good practice to turn off electrical lighting for energy conservation and library material preservation, the conservation push lead to widespread specification of fluorescent light sources. The ultraviolet rays in fluorescent light sources damage materials at a greater rate than other sources. (11). However, fluorescent lighting is said to dominate in modern library buildings and no replacement appears to be available. Offering some protection are ultraviolet filters which are recommended for installation and replacement every 10 years in all areas where materials are exposed to both fluorescent and natural light.

A review of lighting literature is available in Ref. (11), pages 143-146. Included are recommendations to gain familiarity with the physics of lighting, to read for broad and extensive information on library lighting, and to seek technical assistance from specialists so that the appropriate lighting will be specified for the renovated library. In addition to providing the proper lighting for readers and preservation of collections, a well-lit library will assist with security policies. (12)

Heating, Ventilation and Air Conditioning

HVAC systems both help and hinder conditions while renovating. If designed, well-maintained and operated properly, systems provide the environmental conditions needed for preservation of materials but also transport dusts from demolition and reconstruction everywhere. The quantity and abrasiveness of the dust particles cannot be avoided, but the collection can be protected on-site or by storing most or at least the particularly vulnerable materials off-site. Books should not be closed off from air circulation for long periods of time. Mold can grow in the hot and stagnant air trapped under plastic sheeting. Microform storage cabinets kept on site should not be taped or covered with plastic sheeting since damaging humidity can be trapped inside. Feature film and videotape collections should not remain on site if the proper environmental conditions cannot be maintained.

HVAC systems are expected to perform three tasks: (1) maintain the desired temperature and relative humidity, (2) remove airborne pollutants, and (3) operate efficiently. (13) While historic buildings lack well-engineered HVAC systems designed into buildings today, what was considered a satisfactory level of temperature and humidity control was achieved through features such as a 20% ratio of glass windows to walls, exterior shutters, awnings, and overhangs; orientation away from sunshine and prevailing winds; thick masonry walls (which have high thermal inertia or M factor, offsetting the need for higher R factors for insulation); and lighter shade paints for exterior walls helped maintain low exposures to conditions harmful to library materials. (14)

When energy conservation became of primary interest in the mid- to late 1970s, it often eclipsed the required conditions for materials preservation. HVAC systems were often shut down over weekends, evenings and holidays. When conditions fluctuate greatly, the stress on the collection and building components is considered to be even greater than when the temperature or humidity is stable but out of optimal range. When a central HVAC system controls conditions for buildings where the library is not the only tenant, design and installation of a separate HVAC system should be considered. A library-only system could be run continuously, even when the rest of the building shuts down its system, and at the conditions appropriate for collection preservation with allowance for staff and user comfort.

Libraries that will have their own HVAC systems should consider different zones so optimal conditions can be provided to special collections and storage areas. To prevent condensation damage, materials retrieved from cold storage need to be acclimated to use conditions over a period of time, potentially taking several days depending on the difference in the environments.

Environments with different temperatures and relative humidities are achieved intentionally with engineered systems of dampers that respond to conditions in each room. Fan speeds are raised and lowered to assist with achievement of desired conditions.

A list of requirements published in 1983 for improved energy efficiency in libraries noted that windows were an essential design element “to enjoy the outside weather.” (15) Today, an energy efficient HVAC system relies on the integrity of the building envelope. Air leaks from roofs, windows and doorways prevent HVAC systems from performing as designed. When windows can be opened, staff control of window cranks is essential so that patrons cannot allow warm (and humid) air into the building when they feel the library interior is too cold.

At the John Hay Library at Brown University, none of the windows were designed to open because the importance of preserving the collection overrode energy savings or the possibility of delayed maintenance. Also, because of the requirements, the HVAC system was equipped with its own refrigeration unit rather than being included in the university-wide air supply network. (6)

The ideal preservation conditions of 50F and 40-45% relative humidity are not practical for library staff and patrons. According to one resource, the Library Administration and Management Association standard for temperature control is a 12F variation from a 65F setpoint. Humidity levels should be maintained between 40 and 55%. Humidity below 40% dries out materials in heated facilities. Recommendations for the ranges vary and some warn that when humidity levels reach 70% mold will grow on materials. When both temperature and relative humidity approach 80, mold growth is common.

Water problems

It can take several rains to convince someone that a roof leak requires attention. If damage has not reached the building’s structure, minor repairs or a new roof will fix the problem. Bigger problems are looming when water penetrates a building’s walls. Almost impossible to stop, the added moisture will adversely affect paper and film materials. This problem is most likely to occur below windows and on walls below the outside grade. Two ways to solve this problem are to repoint masonry joints or coating the building with a waterproofing wash which coats the brick and mortar surfaces. The waterproofing protection product must also allow the walls to breathe. (8)

If basement storage is selected location for materials storage, then water alarms and water pumps are among the necessary features to reduce the harm caused by basement flooding. When Notre Dame renovated its basement storage of sports and special collections these features were among others added to meet preservation standards. (16)

Indoor Air Quality

Contaminating particles in the air include molds, fungi, dirt, and a variety of chemicals all accelerate material deterioration. Preventing the introduction or accumulation of contaminants and promoting a proper level of air circulation will help extend the life of library materials. In addition to dirt’s abrasiveness, chemical components react badly with the chemical composition of paper and book bindings. Photographs, films and magnetic tapes can be destroyed by particulate matter.

Carbon monoxide, carbon dioxide, formaldehyde, bacteria, and radon gas are some of the airborne pollutants capable of creating the “sick-building syndrome.” Particle board (also known as flakeboard) is manufactured from wood particles, sizes and a resin or binder. Urea formaldehyde resins in adhesives are under scrutiny for emitting toxic levels of formaldehyde. Particle boards bonded with phenolic resins are more resistant to swelling when exposed to moisture and do not emit as much formaldehyde. Plywood, veneers and fiberboards all use adhesives which vary in their chemical content and emission characteristics. Carpets, wall-building materials and coverings, ceiling tiles, and furniture outgas too Data have been collected on the contaminant-emission qualities of building materials but do not exist in a single searchable database. (17)

Remediation is offered by building envelope design. The designed system should exclude radon gas if it is present on the site. Proper maintenance of library HVAC systems is also essential since air quality is a function of how well the circulated air is filtered. It is recommended that HVAC systems exchange air eight to ten times per hour. (18)

HVAC maintenance is not an easy task! Air balancing is a lengthy process where intake and exhaust fans are adjusted to produce slight positive pressure. If not done properly, damage can occur to the building’s exterior because condensation collects on its inside surface. If temperature and humidity sensors, thermostats, valves or automated monitors are defective or improperly installed, the systems will not work. Budgets to train and retain personnel to maintain these systems often are not fully funded. HVAC system maintenance deserves more respect both for the sake of the health of building occupants and collection safety. (13)

Moving and storage

Even when the work is planned in phases, it may not be possible to pare down services and continue working at the building undergoing renovation. Although the initial costs look forbidding, paying to move twice can be comparable because the time to renovate an empty building is generally quicker and there will be added safety to patrons and the collection while operating at another site.

Before packing and storage, collection growth policies should be scrutinized and, if possible, the collection thoroughly weeded. Surplus furnishings and equipment should also be sold or given away. While it may feel like the library has a significant housing crisis, this is an ideal time to make decisions about whether a library will continue to act as a storehouse or become an access point for information. (19) Staff should be reminded that depending on the scope of the project, everything in the building will be moved at least twice, and in some areas, more often. Every item discarded is one that won’t need to be moved. This fact could help push the most die-hard packrats to clear out the junk. If possible, time the collection weeding to coincide with a used library book sale. This is another opportunity for the community to learn more about the renovation project and prepares them for the shocks to come. (9)

Commercial moving and transfer insurance costs can be prohibitive. Moving is a complex and stressful process both for the collection and its stakeholders. Moving and storage put collections at risk. Storage exposes a collection to humidity, dust, and insect damage, to the risks of damage from water leaks and other disasters, just to a different (and possibly unknown) degree than in its original location.

An extensive renovation was planned to provide, among other things, a climate-controlled library and a rare book room at Brooklyn’s Botanic Garden. BBG moved its 40,000-volume collection to the New York Botanical Garden’s library in two phases. BBG’s 550-rare botanical book collection took a team of two conservators, two office assistants and a director of information services a total of 87 individual person working days to inventory, evaluate, wrap, and pack 78 boxes for transport to NYBG’s rare book room. Although impossible to synchronize the 11-steps with staff availability, the procedure developed to move the collection achieved the needed level inventory accuracy and put collection safety above every other project requirement. The director of information services reported that one of the unexpected bonuses of the project was the synergistic effect it had on clarifying the library’s needs on how to handle the rest of the collection. The procedures used in this project are included in a manual of methods for the interested librarian to use with books that do not need expensive professional attention. (20)

“A Moving Checklist for Do-It-Yourselfers,” on page 105 of Ref. (18), may assist with planning for a move but was not consulted for the present work.

Continuing library operations

Everyone is in survival mode because the worst aspect of any renovation is living through it. (21, 19) “Inconveniences during a renovation run the gamut—lack of climate control, loud noises, noxious odors, closed sections of the library, migrating collections, cramped working conditions, phone problems, power outages, patrons who didn’t expect the construction and patrons who did know but think they know better how to do it than library staff and unhappy staff members.” (22)

If a library will remain open for business, it is best if renovation is scheduled during low activity times when disruption to staff and patrons can be minimized. However, regardless of when renovation occurs, consider implementing these tips from libraries that remained open—and survived to share them.

Cleanliness is vital. Installation of temporary drywall partitions in work areas will help contain the dust and dirt, reduce noise and keep people out of the construction area.

If not already in place, now is a good time to implement an ongoing preservation program.

While construction is ongoing, keep a notebook of what to include in the next renovation!

Make plans for temporary climate control. If individual air conditioning units are used, remove condensation water frequently, daily if necessary. If a larger temporary system is used, such as the “bubble machine” at the Williamsburg Regional Library, warn adjacent property owners of increased noise or other inconveniences.

Place environmental monitors throughout the construction area. Continue to collect temperature and humidity readings from locations within the operating portion of the library. Data aids protection of the collection and future comparison of how well a new HVAC system functions compared to the old or transitional system.

Use acid-free paper for record keeping. To facilitate quicker relocation of materials, establish or reevaluate collection identification methods.

Communicate with contractors and relay information to patrons. Construction plans are guidelines and dates are rarely firm. During the renovation at the Williamsburg Regional Library, the library programs director alerted the contractor of dates when utilities should not be cut off, such as plumbing when a large group will be attending a library program. Good, direct communication was said to be the most useful means of establishing good relations with construction supervisors and personnel. The lesson learned was that the more informed both staffs are of extra annoyances or unavailable services, the better chance of accurately informing others of what to expect.

Anticipate patron complaints by implementing a communications plan. Patrons need to know how the renovation will affect their usual use of the library. Whether a library is temporarily relocated or continues to operate amid the construction, directional signage such as “Yes, the library is open,” is a small but essential piece of information. (18) If full access to the collection will not be available, help patrons plan ahead. Provide instructions on how to retrieve items from storage. Update catalog records to reflect material availability status.

As soon as the 1993 library renovation project was scheduled at Brown University, staff sent announcements to all campus departments and the local media. Class presentations had to be rescheduled and materials set aside for future use sooner than customary deadlines. (6)

Plan and implement changes to safety and security policies. Limit access to all areas of the library where patrons should not go. Update directional signage. Offer more directional assistance for patrons who leave the library during nighttime hours. Have staff check the site every evening, after the contractors leave, to be sure everything is locked up tightly. Locks and keys that functioned properly before the renovation may be useless when the building structure has changed. Consider installing key cards for staff access to restricted areas. (23) Hire a nighttime security guard if you can afford it. Investigate the cost and feasibility of buzzers, warning lights, panic buttons and other alarms. Because construction sites pique criminals’ interests, remind patrons to keep close guard of their belongings.

Locate book detection systems as close as feasibly possible to the main library entrance/exit. Locate the circulation staff desk in close proximity to the system so assistance can be quickly provided to patrons who set off the alarm. (24)

Confront problem patrons, especially when in temporary quarters. Do not allow the library to get a reputation for loose security.

Develop, test and implement a renovation disaster response program. The University of Colorado reported that it had not adequately planned for the possibility of a sudden disaster in the construction area. Although the university library system had a disaster plan, procedures for handling incidents arising from construction should have been developed before the project’s start date.

If systems such as sprinklers and HVAC must be shut down for construction work during the day, reactivate them during the night. Due to ever-present dust, it may not be possible to reactivate smoke detectors for the duration of the project.

If rewiring is a component of the renovation project, continuous operation of fire detection and suppression equipment may not be possible. Provide portable fire extinguishers and train staff on their use.

A hazardous materials survey, required in North Carolina and many other states, is required prior to beginning demolition for building renovation. The survey should be provided by the building owner and performed by an independent testing professional. The worst forms of asbestos, friable materials, are typically found in materials that have become dry and powdery. Removal and disposal is more complex than for encapsulated asbestos in materials such as floor and ceiling tiles, vinyl sheet flooring and hard board paneling. Lead-based paint, lead-based solder in plumbing pipe joints and groundwater contamination also require remediation.

The renewed structure

As HVAC and electrical systems have become more complex, “commissioning” and building “shakedown” are terms for the recommended post-construction process to ensure that the customer is getting the building that was paid for. In 1998, an approximate commissioning budget was 1.5 to 3% of the construction contract. The systematic process actually begins in the design phase and lasts at least one year after construction. Comparable to the rigorous quality control evaluation of new warships before the navy puts them in service, the process ensures that all building systems perform interactively according to the documented design intent. A flowchart illustrating the process and further details are provided in Ref. (13), pages 161-165.

It is much more difficult for library materials (including people!) to survive a renovation than construction of a new building. It is hoped that this observation is true for the libraries that accepted the risks and endured the aggravations of renovation:

“One result is consistently reported: renovated (library) buildings attract users like magnets, often increasing attendance as much as fivefold.” (1)

References

(1) Jones, William G. Transforming libraries: issues and innovations in library buildings: renovation and reconfiguration. Association of Research Libraries, Washington, D.C., April 1999.

(2) Florance, Valerie. Evaluating library renovation at the University of Rochester Medical Center. Computer Methods and Programs in Biomedicine. 44(3-4), 1994, p215-226.

(3) MacDonald, Eric. Collection protection issues in a library renovation project. College & Research Libraries News. 61(4), April 2000, p277-278, 282.

(4) Goldhor, Herbert and Lawrence A. Sahm. The renovation of a medium-sized public library building. Occasional papers series, no. 63. University of Illinois, Urbana, December 1961, p1-9.

(5) Dean, Susan Thach and Sara R. Williams. Renovation for climate control. Conservation and Administration News. 56 (January 1994), p12-13, 23.

(6) Streit, Samuel A. and Roberta G. Sautter. Brown renovation for preservation. Conservation Administration News. (10), July 1982, p1-4.

(7) Library Task Force, Ohio State University. Web site: http://www.lib.ohio-state.edu/Renovation/capitalreq.html Accessed November 12, 2002.

(8) Burgin, William R. Fashion your new library from old. North Carolina Libraries. 55(2), Summer 1997, p59-64.

(9) Hagloch, Susan B. Library Building projects [electronic book]: tips for survival. Libraries Unlimited, Englewood, Colo. 1994.

(10) Edwards, Heather M. University library building planning. Scarecrow Press Inc., Metuchen, N.J., 1990.

(11) Swartzburg, Susan G. and Holley Bussey. Libraries and archives: design and renovation with a preservation perspective. Scarecrow Press Inc., Metuchen, N.J. 1991.

(12) McNeil, Beth and Denise J. Johnson. Patron behavior in libraries: a handbook of positive approaches to negative situations. American Library Association, Chicago, 1996.

(13) Bazillion, Richard J. and Connie L. Braun. Academic libraries as high-tech gateways: a guide to design and space decisions. (2nd ed.) American Library Association, Chicago, 2001.

(14) Woodward, Jeannette. Countdown to a new library: managing the building project. American Library Association, Chicago, 2000.

(15) Building renovation in ARL libraries. (SPEC Kit 97) Association of Research Libraries, Washington, D.C., 1983.

(16) Special Collections Renovation Working Group, Notre Dame Libraries. Web site: http://www.nd.edu/~renovate/advisory/special_col.shtml Accessed November 12, 2002.

(17) Brown, Carol R. Planning library interiors: the selection of furnishings for the 21^st century. Oryx Press, Phoenix, Ariz., 1995.

(18) Erikson, Rolf and Carolyn Markuson. Designing a school library media center for the future. American Library Association, Chicago, 2001.

(19) Shedlock, James. The Galter Health Sciences Library at Northwestern University: a library for the 21^st century. Computer Methods and Programs in Biomedicine. 44(3-4), 1994, p227-235.

(20) Weisman, Brenda. Preservation Planning at the Brooklyn Botanic Garden Library. Science and Technology Libraries. 7(3) Spring 1987, p69-79. Book referenced within article is: Kyle, Hedi, et al. Library materials preservation manual. Nicholas T. Smith, Bronxville, N.Y., 1983.

(21) Klasing, Jane P. Designing and renovating school library media centers. American Library Association, Chicago, 1991.

(22) Staff of the Williamsburg Regional Library. Library construction from a staff perspective. McFarland & Co. Inc., Jefferson, N.C. 2001.

(23) Roos, Hanke. Is an intelligent building automatically a functional library? Intelligent library buildings: proceedings of the tenth seminar of the IFLA section on Library Buildings and Equipment, The Hague, Netherlands, 24-29 August 1997. K. G. Saur, Munich, 1999, p59-69.

(24) Brown, Carol R. Interior design for libraries: drawing on function and appeal. American Library Association, Chicago, 2002.

Additional Sources Consulted

Sannwald, William W. Checklist of library building design considerations (4^th ed.) American Library Association, Chicago, 2001.

Simon, Lisa. Building Design and Preservation. Conservation Administration News. (41), April 1990, p12-14.

Simpson, Donald B. Advancing Technology: The Secondary Impact on Libraries and Users. IFLA Journal. 10(1), 1984, p43-48.