Pohnpei, Chuuk, Kosrae, and Yap States.Paper-and-pencil survey, i.e., the survey was administered using this method due to the absence of inadequacy of such facilities and the geographical locations of the sites.Report includes appendices with photographic documentations, the survey instrument- List of participants and contact information is in the acknowledgement page.A comprehensive conservation needs assessment survey of libraries, archives, and museums in the Federated States of Micronesia.Institute of Museum and Library ServicesCollege of Micronesia-FS

College of Micronesia-FSM

Lucy Oducado

English

IDEALS @ Illinois

A Comprehensive Conservation Needs Assessment Survey of Libraries, Archives, and Museums in the Federated States of Micronesia: Appendix

Illinois Digital Environment for Access to Learning and Scholarship Repository

	  	  Appendix “A”   A. Institutional Identifying Information  A1. Name:  A2. Address 1:  A3. Address 2:  A4. Address 3:  A5. City, State, Country and Zip:   Connecting to Collections Survey Instructions  Submitting the Survey      We encourage you to submit your responses after completing the paper questionnaire. Please return your survey to: College of Micronesia-FSM, LRC, attn: Connecting to Collections, P.O. Box 159, Kolonia, Pohnpei FM 96941  Confidentiality  The College of Micronesia-FSM will keep your individual responses completely confidential. Only the aggregate data will be reported; your individual responses will never be published or identified by COM-FSM, the Institute of Museum and Library Services (IMLS), or any organization cooperating in this project.  Why Should You Participate?  The data you provide will communicate the scope and nature of the preservation needs of collections in the FSM and will guide the efforts of decision-makers and funders to address those needs. The results of the Connecting to Collections survey will show you your preservation needs in the context of those of your peers in a form that can be used as a tool for raising institutional awareness and promoting long-range planning for the care of collections.  Scope of the Questionnaire  • Complete the questionnaire for the collection/institution identified above in question A1.   • Fill out the survey only for your own holdings, not those of any other collecting entities in your parent institution. They may receive their own surveys.    • Complete the questionnaire for collections that are a permanent part of your holdings or for which you have accepted preservation responsibility.    How to Complete the Questionnaire  • For questions that ask for a number or dollar amount, please provide your best estimate. Remember, these figures will constitute a national profile, so even a rough estimate is useful. • For questions about issues such as institutional budget and staffing, you may need to consult your colleagues. • If your responses will not fit in the spaces provided, please write them on the attached blank page. • Do not leave questions blank. If there are questions that you cannot answer, select “Don’t Know.” If there are questions that are not applicable to your institution, select “Not Applicable.”  More Information  For questions about the survey, contact Lucy Oducado at 691-320-2480, extension 124 or at loducado@comfsm.fm	  	      B. Description of Collecting or Holding Institution   B1. For purposes of comparing you with your peers, which of the following most closely describes your primary function or service? (select one)  ¨  a. Archives  ¨  b. Public library  ¨  c. Academic library  ¨  d. School library  ¨  e. Special library  ¨  f.  Museum ¨  g. Other, please specify one function: ___________________________________   B2. Which additional functions or services do you provide? (select all that apply)  ¨  a. Archives ¨  b. Library  ¨  c. Other, please specify: _______________________________  ¨  d. None   B3. Does your institution have Internet access? ¨  a. Yes       ¨  b. No  B4. Does your institution have a Web site?  ¨  a. Yes    ¨  b. No c. If yes, please provide the URL: _________________________________  B5. Which of the following most closely describes your institution’s governance? (select one)  ¨  a. College, university or other academic entity  ¨  b. Non-profit, non-governmental organization (NGO) or foundation  ¨  c. Corporate or for-profit organization  ¨  d. National government ¨  e. State government ¨  f.  Local village/municipality  ¨  g. Other: ______________________________   C. Environment   C1. Do you use environmental controls to meet temperature, relative humidity, and light level specifications for the preservation of your collection through the use of air conditioners, dehumidifiers, etc.? (select one)  ¨  a. Yes, in all areas  ¨  b. In some, but not all areas ¨  c. No, in no areas  ¨  d. Don’t know  ¨  e. Not applicable    C2. What estimated percentage of your collection is stored in areas you consider to be adequate (large enough to accommodate current collections with safe access to them and appropriate storage furni-ture, if necessary)? (select one)  ¨  a. 0 %  ¨  b. 1-19%  ¨  c. 20-39%  ¨  d. 40-59% ¨  e. 60-79%  ¨  f.  80-99%  ¨  g. 100%  ¨  h. Don’t know  	  	     C3. For the storage areas that are not adequate, indicate the degree of improvement needed in each of the following categories. If all of your storage areas are adequate, select “no need.”   No need Need Urgent need Don’t know Not applicable a. Additional on-site storage ¨ ¨ ¨ ¨ ¨ b. Renovated storage space ¨ ¨ ¨ ¨ ¨ c. New or improved storage furniture/ ¨ ¨ ¨ ¨ ¨ accessories (e.g., shelves, cabinets, racks)       D. Preservation Activities  D1. Does the mission of your institution include preservation of your collection? (select one)  ¨  a. Yes  ¨  b. No  ¨  c. Don’t know  ¨  d. Our institution does not have a mission          statement  D2. Does your institution have a written, long-range preservation plan for the care of the collection (a document that describes a multi-year course of action to meet an institution’s overall preservation needs for its collection)? (select one)  ¨  a. Yes  ¨  b. Yes, but it is not up-to-date  ¨  c. No, but one is being developed  ¨  d. No  ¨  e. Don’t know   D3. Does your institution have a written emergency/disaster plan that includes the collection? (select one)  ¨  a. Yes  ¨  b. Yes, but it is not up-to-date  ¨  c. No, but one is being developed  ¨  d. No  ¨  e. Don’t know  ¨  f.  We only have the pocket plan developed          at the Tinian workshop in 2007    D4. If you have a written emergency/disaster plan, is your staff trained to carry it out? (select one)  ¨  a. Yes ¨  b. No  ¨  c. Don’t know  ¨  d. Have no written emergency/disaster plan   D5. Are copies of vital collection records (e.g., inventory, catalog, server backups) stored offsite? (select one)  ¨  a. Yes  ¨  b. Some, but not all ¨  c. No  ¨  d. Do not have copies ¨  e. Don’t know  ¨  f.  Do not have collection records   D6. Do you have adequate security systems (e.g., security guard, staff observation, intrusion detection) to help prevent theft or vandalism of collections? (select one)  ¨  a. Yes  ¨  b. In some, but not all areas ¨  c. No  ¨  d. Don’t know  	  	   D7. Which of the following most closely describes your current staffing for conservation/ preservation? (select all that apply) ¨  a. Paid conservation/preservation staff (full-time or part-time)  ¨  b. Volunteers (full-time or part-time)  ¨  c. Conservation/preservation duties assigned to various staff as needed   ¨  d. No staff person has conservation/preservation responsibilities  D8. What does your conservation/preservation program include? (select all that apply)   Done by Not done     institution currently, Not Not   staff but planned done applicable  a. Preventive conservation      (e.g., housekeeping, holdings maintenance, ¨ ¨ ¨ ¨  rehousing, environmental monitoring)      b. Preservation management (e.g., administration, planning, assessment) ¨ ¨ ¨ ¨  c. Conservation treatment      (e.g., repair, mass deacidification, specimen ¨ ¨ ¨ ¨  preparation)      d. Preservation reformatting (e.g., preservation photocopying, microfilming) ¨ ¨ ¨ ¨  e. Preservation of audio-visual media      and playback equipment ¨ ¨ ¨ ¨  (e.g., preservation copies of media, maintaining equipment)     f. Preservation of digital materials      and electronic records collections ¨ ¨ ¨ ¨  (e.g., migrating data to current software)       D9. Does your institution’s conservation/preservation mission or program include the responsibility        to preserve digital collections (computer based representation of text, numbers, images,        and/or sound, e.g., optical discs, Web sites, electronic books)? (select one)         ¨  a. Yes     ¨  b. No     ¨  c. Don’t know     ¨  d. Not applicable  D10. Please indicate your institution’s level of need in the following areas related to conservation/         preservation.   No  Urgent Don’t Not   Need Need Need know applicable a. Finding aids or cataloging of collections ¨ ¨ ¨ ¨ ¨  b. Condition surveys or assessments of collection ¨ ¨ ¨ ¨ ¨  c. Staff training ¨ ¨ ¨ ¨ ¨  d. Security ¨ ¨ ¨ ¨ ¨  e. Environmental controls (e.g., air conditioning, de-humidifying) ¨ ¨ ¨ ¨ ¨  f. Improvements to reduce collections’ exposure to light ¨ ¨ ¨ ¨ ¨  g. Conservation treatment (include specimen preparation) ¨ ¨ ¨ ¨ ¨  h. Preservation of digital collections (digitized and born-digital) ¨ ¨ ¨ ¨ ¨  i. Integrated pest management ¨ ¨ ¨ ¨ ¨  (approaches to prevent and solve pest problems  in an efficient and ecologically sound manner)         	  	     D11. For all your collections that are currently in need of treatment identify all the causes of the         damage or loss of access to them.   No damage Some damage Significant Don’t   or loss or loss damage or loss know  a. Handling (e.g., by researchers, staff, in shipping) ¨ ¨ ¨ ¨ ¨ b. Water or moisture (e.g., mold, stains, warping) ¨ ¨ ¨ ¨ ¨ c. Light (e.g. fading, discoloration) ¨ ¨ ¨ ¨ ¨ d. Airborne particulates or pollutants (e.g., dust, soot) ¨ ¨ ¨ ¨ ¨ e. Fire ¨ ¨ ¨ ¨ ¨ f. Improper storage or enclosure (e.g., bent, creased, adhered together) ¨ ¨ ¨ ¨  g. Pests ¨ ¨ ¨ ¨ ¨ h. Vandalism ¨ ¨ ¨ ¨ ¨ i. Physical or chemical deterioration ¨ ¨ ¨ ¨ ¨ (due to temperature, humidity, aging, e.g., brittle paper, flaked paint, cracked leather, degradation of electronic media)  j. Outdated media, equipment, hardware, software, disk drives ¨ ¨ ¨ ¨ ¨ k. Prior treatment(s) or restoration (e.g. use of cellophane tape for book repairs) ¨ ¨ ¨ ¨ ¨  D12. Do you promote awareness of conservation/preservation activities using the following?     Not done       currently, Don’t Not   Yes No but planned know applicable a. Educating collection users about preservation activities (e.g., in tours, demonstrations) ¨ ¨ ¨ ¨ ¨  b. Presenting preservation activities to collection users (in educational programming, printed/promotional materials) ¨ ¨ ¨ ¨ ¨  c. Highlighting preservation activities in exhibitions or other programs for the public ¨ ¨ ¨ ¨ ¨  d. Serving as a source for conservation/preservation information to the public (e.g., responding to queries) ¨ ¨ ¨ ¨ ¨  e. Featuring preservation work on Web site ¨ ¨ ¨ ¨ ¨   E. Expenditures and Funding  E1. Do you have funds specifically allocated for conservation/preservation activities in your annual budget? (select one) ¨  a. Yes. Approximately how much? __________ ¨  b. No specific line-item in budget, but other budgeted funds are available  ¨  c. No  ¨  d. Don’t know     	  	   F. Collections and Holdings  F1. Does your institution have a catalog of any kind? ¨  a. Yes   ¨  b. No    ¨  c. Don’t know d. If YES, what kind? (e.g. online, card, Excel,     Access)  ___________________________  F2. What estimated percentage of the collection is accessible through a catalog? (select one) ¨  a. 0% ¨  b. 1-19% ¨  c. 20-39% ¨  d. 40-59% ¨  e. 60-79% ¨  f.  80-99% ¨  g. 100% ¨  h. Don’t know       F3. What estimated percentage of the collection’s catalog is accessible online? ¨  a. 0% ¨  b. 1-19% ¨  c. 20-39% ¨  d. 40-59% ¨  e. 60-79% ¨  f.  80-99% ¨  g. 100% ¨  h. Don’t know  F4. Do you provide online access to the content of any of your collections or holdings (e.g., online exhibitions, interactive resources, digital art, digitally scanned photographs, documents, books, and other artifacts)? ¨  a. Yes ¨  b. No, but will have access within the next          year ¨  c. No ¨  d. Don’t know  	  	  F5. Does your institution hold collections of the following types?  Yes No  a. Books and Bound Volumes—monographs, serials, newspapers, scrapbooks, albums, pamphlets  ¨ ¨  b. Unbound Sheets—archival records, manuscripts, maps, oversized items, ephemera ¨ ¨  c. Photographic Collections—microfilm, microfiche, photographic prints, negatives, slides,transparencies ¨ ¨  d. Moving Image Collections—motion picture film, video tape, laser disc, CD, DVD ¨ ¨  e. Recorded Sound Collections- phonodisc, cassette, open reel tape, CD, DVD, MP3 ¨ ¨  f. Digital Material Collections—floppy discs, CD-R, DVD-R, data tape, online collections ¨ ¨  g. Art Objects—paintings, prints, drawings, sculpture, decorative arts ¨ ¨  h. Historic and Ethnographic Objects—textiles (including flags, mats), ceramics, ethnographic artifacts (e.g., baskets, bark),domestic artifacts (including household tools/machines, toys, musical instruments), scientific artifacts ¨ ¨  i. Archaeological Collections ¨ ¨  j. Natural Science Specimens—zoological, botanical, geological ¨ ¨   F6.  In the following chart, please indicate the estimated number for each type of collection you hold. • Include only collections that are a permanent part of your holdings or for which you have accepted preservation responsibility.   • Estimate your total holdings in each category.  For types of collections not listed, record under the appropriate “other” category.  If possible, please specify what you have included. • Do not leave any category blank; where applicable, check “have no holdings” or “quantity unknown.” • For each collection, note the estimated percentage that is in need of preservation. It is not necessary for your institution to have done a condition survey on all or part of your collections to provide this estimate. If you do not know the condition of your materials and cannot even provide an estimate, enter 100% in “unknown condition.” • On each line, the percentages indicating condition should total 100%.   Have no Approx. Quantity % in unknown % in % in % in  holdings # of units  unknown condition no need need urgent need a. Books and bound volumes ¨ ________ ¨ ________% ______% ____% _________%  b. Unbound sheets ¨ ________ ¨ ________% ______% ____% _________%  c. Photographic collections ¨ ________ ¨ ________% ______% ____% _________%  d. Moving Image collections ¨ ________ ¨ ________% ______% ____% _________%    G. Respondent Information  G1. How many staff are currently employed in your collecting institution (as identified on page 1, question A1)? Do not express in full-time equivalents (FTEs). Indicate “0” if you have no staff in a category.   Number of staff Don’t know a. Full-time paid staff _____________ ¨ b. Part-time paid staff _____________ ¨ c. Full-time unpaid staff _____________ ¨ d. Part-time unpaid staff _____________ ¨     	  	    G2. How many visitors or users did you serve last year? Indicate “0” if you had no visitors or users in a category.          Number of visitors or users Don’t know a. On site _________________ ¨ b. Off site (e.g., traveling exhibitions, _________________ ¨ bookmobiles, educational programs)   c. Electronic (e.g., visits to Web site, electronic _________________ ¨ distribution lists, electronic discussion groups)    To be completed by lead person completing or coordinating the survey.  This information will be used only if COM-FSM needs to clarify a response. COM-FSM will keep this information, like all the information you provided in this survey, completely confidential. Only aggregate data will be reported. Your individual responses will never be published or identified by COM-FSM, the Institute of Museum and Library Services, or any other organization cooperating in this project.   G3. Name of lead person completing  or coordinating survey (will remain confidential)____________________________________________  G4. Title __________________________________________________________________________  G5. Responsibility for preservation activities ______________________________________________  G6. Phone number _________________________   G7. Fax number __________________________  G8. Email address __________________________________________________________________  G9. Did more than one person complete this survey?        ¨  a. Yes     ¨  b. No  G10. May we have permission to include the name of your institution on a published list of survey          participants? Your survey responses will not be linked to your name; results will be reported          only in aggregate.           ¨  a. Yes     ¨  b. No  G11. (optional) Use the space below to explain your most pressing conservation/preservation need.  __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________   THANK YOU!  

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A Comprehensive Conservation Needs Assessment Survey of Libraries, Archives, and Museums in the Federated States of Micronesia: Appendix

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