Process Module: Manage Entity

Process Title: Preserve/Conserve Entity

Definition: Process that tracks the preservation and curation of an entity that needs attention in regard to preservation/conservation activities including evaluation, binding, repair, reformat, replacement, and withdraw. Access and descriptive metadata may be updated in this process. Determine whether the item should be relocated to archives/special collections.

Workflow / Process Diagrams:

Use Cases: Preservation/conservation activities can be activated for any resource within a collection, at any point of intersection with that resource (e.g. Deliver Resource). Preservation/conservation activities may include 1) binding loose issues of a periodical or a paperback, 2) reformatting a resource so that the original is not subject to normal wear and tear, or, 3) repairing a damaged resource (physical or digital).

Reference(s):

1. (NLA Services Framework 6.8: Preserve) Manage content in a repository to ensure future access. Note that a preservation event can include a risk assessment and that reboxing or binding of physical items is a preservation event.
2. (NLA Services Framework 6.6: Control) Track where collection items are at a given time. This includes the circulation of items to internal and external users, as well as the movement of items for exhibition, preservation management or repository management purposes. It also includes the control of items borrowed from other collections for exhibition or loan.
3. (CollectionSpace Functional Requirements: Conservation)
   • Object Condition Checking and Technical Assessment
     The management and documentation of information about the make-up and condition of an object, and recommendations for its use, treatment and surrounding environment.
   • Conservation and Collections Care
     The documentation and management of information about interventive and preventive conservation activities.