PRESERVATION PRESERVATION / / PROTECTION PROTECTION OF ARCHIVES OF ARCHIVES IN IN THE THE SLOVAKSLOVAK REPUBLIC REPUBLIC

Jozef HanusJozef Hanus

Ministry of Interior of the Slovak Ministry of Interior of the Slovak Republic Department of Archives Republic Department of Archives

and Registries and Registries Križkova 7, 811 04 Bratislava Križkova 7, 811 04 Bratislava

Slovak RepublicSlovak Republic

Jozef.Hanus@mvsr.vs.sk

Who am I?

Chemical engineer - graduated 1973 Chemical-Technological Faculty, Slovak University of Technology

Bratislava Head, Department of Archives Preservation at the Slovak National

Archives since 1974 PhD. in macromolecular chemistry and technology - 1987 International Council on Archives - Committee on Preservation since

1980 International Council on Museums - Working group for conservation of

graphic documents – since 1995 International Institute for Archival Science Trieste-Maribor External lecturer at the Comenius University Bratislava – Preservation of

archives Participant at the EU projects – MIP, PaperTreat, COST D42 Research stays - National Archives Canada – Ottawa 1991, - CRCDG

Paris 1998, 2000, 2002, - University La Rochelle 2004 Director, Archives and Registries Department, Ministry of Interior of the

Slovak Republic – since January 1, 2009

TThe he Archives in the Archives in the Slovak Republic Slovak Republic are controlled by two principal legal are controlled by two principal legal

provisions provisions

the Act no. 395/2002 on Archives and the Act no. 395/2002 on Archives and Registries and on the Amendments of Certain Registries and on the Amendments of Certain ActsActs adopted by the National Council adopted by the National Council of the Slovak Republic on 17 May 2002 of the Slovak Republic on 17 May 2002

the Decree no. 628the Decree no. 628/2002/2002 of the Ministry of of the Ministry of Interior of the Slovak RepublicInterior of the Slovak Republic from 29 from 29 October 2002 by which some provisions of the October 2002 by which some provisions of the Act on Archives and Registries are executedAct on Archives and Registries are executed

Ministry of Interior of

the SROther

structures

Section of Public Administration

Economical Department

Legislative Department

Personnel Department

Department of Archives & Registries

Slovak National Archives

Independent budgetary unit with legal competency

State Central Mining Archives

7 State Regional Archives

3377 DDistrict istrict AArchivesrchives, 2 Municipal Archives , 2 Municipal Archives (Bratislava, Košice) (Bratislava, Košice) within within the competency of the local state district the competency of the local state district authoritiesauthorities

methodology

Ministry of Interior of

the SROther

structures

Section of Public Administration

Economical Department

Legislative Department

Personnel Department

Department of Archives & Registries

Slovak National Archives

State Central Mining Archives

7 State Archives with regional territorial competence

37 branches of State Regional Archives

Archives of the City of Bratislava

Archives of the City of Košice - self-government municipality of

Košice

methodology

the Act no. 395/2002, Article 4 System of Archives

(1) Public Archives and Private Archives shall form a system of Archives.

(2) Public Archives shall mean;a) State Central Archives and State Archives with

regional territorial competence;b) Archives of state authorities, state budgetary

organisations and state contributory organisations;c) Municipal Archives and the Archives of self-

government regions;d) Archives of legal persons stipulated by law;e) Archives of legal persons and Archives of physical

persons that represent the public administration authorities.

Branches1. Modra 2. Skalica 3. Šaľa 4. Trenčín 5. Trnava

Branches1. Čadca 2. Dolný Kubín3. Lipt. Mikuláš4. Martin5. Považská Bystrica6. Žilina

Branches1. Nitra 2. Bojnice3. Komárno4. Levice 5. Nové Zámky6. Topoľčany

Archives of the Capitol of the SR Bratislava

SA Bytča

SNA

ŠA Nitra

SA Bratislava

ŠÚBA B. Štiavnica Branches1. B. Bystrica2. B. Štiavnica3. Kremnica4. Lučenec 5. Rim. Sobota6. Veľký Krtíš7. Zvolen

SA B. Bystrica

SA LevočaBranches1. Levoča 2. Poprad 3. Spišská

Nová Ves4. Stará

Ľubovňa

SA PrešovBranches1. Prešov2. Bardejov3. Humenné4. Svidník5. Vranov nad Topľou

Branches1. Košice2. Michalovce3. Rožňava4. Trebišov

SA Košice

Network of the state archives SR

More than 400 employes 185 000 running metres

Basic principles and conditions

for protection / preservation

§§§ Legal provisions §§§

Practical preservation

• preventive measures

• conservation and restoration

§§§ Legal provisions §§§

Declaration of the National Council of the Slovak Republic on preservation of cultural heritage

from February 28, 2001

the Act no. 395/2002 on Archives and Registries and on the Amendments of Certain Acts

from 17 May 2002

the Decree no. 628 of the Ministry of Interior of the Slovak Republic from 29 October 2002

by which some provisions of the Act on Archives and Registries are executed

Protection in legislation

Article 2Definitions

(8) Protection of archives, shall mean a complex of specialised activities intended for their preservation and protection against theft and destruction.

(10) Conservation copy of archives (hereinafter referred to as “conservation copy”), shall mean a copy of the archives that is usually saved on microfilm in order to preserve the information that the archives contain.

Protection in legislationArticle 3

Basic provisions

(1) Archival heritage shall form an integral part of the cultural heritage of the Slovak Republic. The state shall be obliged to provide for the preservation of archival heritage and everyone shall be obliged to provide collaboration to the state with respect to it.

(2) The acquisition of archives, protection of archives, their processing and access to the information contained in archives, shall be subject to public interest.

Protection in legislation

Article 7Archives obligations

Archives shall be obliged:c) to protect archives;h) to develop a program for the execution of

conservation copies and inform the Slovak National Archives about this program;

i) to provide and send one issue of the conservation copy of the most significant archives to the Slovak National Archives.

SA Bytča

Slovak National Archives

ŠA Nitra

SA Bratislava

SA Levoča

SA Košice

Microfilming laboratories in State Archives

SA B. Bystrica

Article 12Conditions for access to archives

(1) Everyone shall be allowed to access the archives located in Archives and the archival information system (hereinafter referred to as “access to archives”), if not otherwise stipulated by this act.

(3) Archives shall only submit an original of archives for their study in exceptional cases, whilst it shall always submit a copy of archives, if:

a) it concerns archives created before 1526;c) any damage or possibility of damage could occur

upon their study.

23. – 25. 5. 2007 Archívne dni Žilina

What is to be digitized primarily?

Survey of charters till 1526

ArchivesParch-ment

Paper Hanged seals

TOGET- HER

Archívne dni Žilina

Slovak National Archives – Slovak National Archives – digitization equipment Atlasdigitization equipment Atlas

Slovak National Archives– Slovak National Archives– Scanning back-side Betterlight 6000Scanning back-side Betterlight 6000

SA Levoča

Slovak National Archives – Slovak National Archives – Microfilm scannerMicrofilm scanner

Archívne dni Žilina

State Central Mining Archives Banská Štiavnica State Central Mining Archives Banská Štiavnica Scanner Cruse for mapsScanner Cruse for maps

Article 12Conditions for access to archives

(7) Archives shall only allow access to archives

in the form of public exhibition in exceptional

cases, upon a contract and the settlement of

the cost incurred in the execution of copies of

archives and their transport. The exhibitor

shall be obliged to insure the archives.

The extent of degradation reactions – and thus the The extent of degradation reactions – and thus the extent of damage depends on:extent of damage depends on: Ability of material to absorb the radiationAbility of material to absorb the radiation The amount of absorbed radiationThe amount of absorbed radiation The energy carried by this radiationThe energy carried by this radiation Cummulative effect of light (illumination)Cummulative effect of light (illumination)

radiation transmittance

reflection

object

absorbtion

In archives premises and exhibition areas light sources of the In archives premises and exhibition areas light sources of the following intensity illumination should be usedfollowing intensity illumination should be used

a) up to a) up to 5500 lux in search room,00 lux in search room,b) up to 200 lux in storage areas,b) up to 200 lux in storage areas,c) up to c) up to 50 lux in exhibition areas.50 lux in exhibition areas.

Recommended maximum limits: Proportion of UV - 75 μW/lumen

Total UV - 20 mW/m2

Exhibits

Recommended values of illumination intensity

(lx)

The least sensitivity

Stone, metal, glass, ceramics, jewels, enamel, minerals

No limits

sensitive Oil and tempera paintings, horn, bones, ivory, colourless leather, furniture,

ebonite, b&w photographs

150 – 200

Highly sensitive

Water colours, textile, tapestry, drawings, prints, stamps, manuscripts,

illuminations, wall papers, colour photographs and slides, natural and

botanic exhibits, some minerals

50

Article 25Protection of archives during

exhibition

(1) Archives shall be exhibited in closed, (1) Archives shall be exhibited in closed, dust-proof showcases. The total value dust-proof showcases. The total value ofof illumination must not exceed 18 000 illumination must not exceed 18 000 lux.hours/year, iflux.hours/year, if concerning inks, dyes concerning inks, dyes and light sensitiveand light sensitive pigments. The pigments. The temperature in showcases shall be kept temperature in showcases shall be kept within 16° C to 20° C and with relative within 16° C to 20° C and with relative airair humidity from 45 % to 55 %.humidity from 45 % to 55 %.

Article 13Access restriction

(2) Archives shall restrict access to archives if:

c) upon their use, damage or the possibility of damage to them could occur;

RegistriesArticle 16

Rights and obligations of a registry creator

(2) A creator of a registry shall be obliged:

c) to provide for the stability of a registry record; if a registry record is made on paper, the paper has to comply with requirements specified by a technical standard;

e) to locate the registry in premises that guarantee its preservation;

Paper for documents STN ISO 9706

0

20

40

60

80

100

120

140

160

180

200

Do

ub

le f

old

s

0 3 6 12 24

days

Changes of folding endurance for alkaline and two

acidic papers during accelerated ageing at 105oC

ALKALINE ACIDIC 1 ACIDIC 2

TThe he DecreeDecree no. 628 no. 628/2002/2002of the Ministry of Interior of the SRof the Ministry of Interior of the SR

by which some provisions of the Act on by which some provisions of the Act on Archives and Registries are executedArchives and Registries are executed

covers also field of protection and preservation of archival covers also field of protection and preservation of archival documents and registry recordsdocuments and registry records

in its second part “PROTECTION / PRESERVATION OF in its second part “PROTECTION / PRESERVATION OF ARCHIVAL DOCUMENTS AND REGISTRY ARCHIVAL DOCUMENTS AND REGISTRY RECORDS” the above mentioned Regulation specifies in RECORDS” the above mentioned Regulation specifies in details the subject and types of preservation, protection as details the subject and types of preservation, protection as well as rooms and storage space of archives and different well as rooms and storage space of archives and different precautions connected with them;precautions connected with them;

one of the most important articles within the Regulation is one of the most important articles within the Regulation is Article 24 defining the most important external and internal Article 24 defining the most important external and internal degradation factors (physical, chemical, microbiological) degradation factors (physical, chemical, microbiological) which may cause deterioration of physical conditions of which may cause deterioration of physical conditions of archival documents and deals with protection against them;archival documents and deals with protection against them;

Article 16Subject of protection

(1) The protection of archives placed in Archives shall include activities and measures intended for their preservation and protection against theft and damage caused by:

a) the formation of a record on a carrier that does not allow its preservation;

b) placing archives in premises that do not comply with requirements pursuant to this Decree,

c) handling,d) fire,e) water,f) degrading factors,g) exhibiting.

Article 17Types of protection

(1) The protection of archives against damage shall be ensured through preventive protection, conservation and restoration. The protection of registry records shall be ensured preventively.

(3) Conservation shall mean a complex of procedures, technologies and means for the preservation of integrity and the stabilisation of the content and physical condition of archives, as well as procedures for eliminating and minimizing any degrading factors causing their damage.

(4) Restoration shall mean a complex of procedures, technologies and means for the reconstruction of the original condition and improvement of the physical condition of damaged archives.

TThe he DecreeDecree no. 628 no. 628 of the Ministry of Interior of the SRof the Ministry of Interior of the SR

CConservation and restoration treatment of archival onservation and restoration treatment of archival documents are inevitable part of their active documents are inevitable part of their active preservation which are provided by specialised preservation which are provided by specialised workplaces. workplaces.

Archival documents cannot be treated by conservation Archival documents cannot be treated by conservation and restoration processes outside the network of state and restoration processes outside the network of state archives system. archives system.

The Regulation contains the basic rules also for this The Regulation contains the basic rules also for this field of work.field of work.

Present situation in conservation / restoration

Slovak National Archives – Department of Archives Preservation – 11 persons (5 -university degree, 6 – secondary school level) .

State Archives Banská Bystrica – 2 (secondary school level)

State Archives Levoča - 2 (secondary school level)

State Archives Prešov - 1 (secondary school level)

Further development in preservation / protection

Government resolution n. 1201 from December 17, 2003 - approved Strategy of development of state archives established by the Ministry of Interior according to the Act 395/2002 till 2010/2015

To complete Department of Archives preservation in the Slovak National Archives as the whole –Slovak competency work-place for complex preservation, conservation and restoration including mass conservation treatment of archival documents

To create in the Slovak National Archives specialised workplace for conservation and restoration of photographic documentsko Preservation of electronic documents

To establish laboratories for conservation and restoration (each with 2 persons) in the State Mining archives in Banská Štiavnica and in all (8) state archives with regional competencies

Wood / woodpulp as the raw material for papermaking (lack of rags)

Acid-rosin sizing demanding pH about 4,5 for good retention of rosins to fibres Auto-degradation of paper created at its production

caused mainly by acid hydrolysis Bad quality paper just after its production

Acidic paper – one of the basic problems in preservation of archives, libraries and other cultural institutions

cca 1850

Acidic papers - problems in Slovakia Archives

Slovak National Archives

Total 30 km

Period 1850-present 23-25 km

Other Slovak State Archives

Total 130 km Period 1850-present

85-95 km

Libraries

Slovak National LibraryTotal 3,8 mil. volumesPeriod 1850-present 2,5 mil.

volumes

Other Slovak Libraries Total 46,2 mil. volumesPeriod 1850-present

44.5 mil. volumes

“Preservation, stabilisation and conservation of traditional information carriers in the Slovak

Republic – KNIHA SK” State programme of research and development

financed by the Ministry of Education of the SR within the framework of the State programme “Current problems of the society development” coordinated by the Faculty of Chemical

& Food Technology STUThe principal aim - to propose optimal solution of the problem of preservation of traditional information carriers, especially of documents on acidic paper; broader aspect – preservation of cultural heritage

Its first phase was realized from 10/2003 - 12/2005The second 01/2006 – 12/2008

• Long-term random cooperation (SNA, SNL, FCHFT STU, SAS) • The problems of acidic paper degradation and necessity of their

solution• Awareness of endangered cultural heritage and necessity of its

preservation resulted in

Structure of the Programme & Some Results

Coordination• the scientific and technological potential of the key institutions in the

field of cultural heritage preservation – Slovak University of Technology / Faculty of Chemical and Food Technology, Slovak National Archives, Slovak National Library and Polymer Institute, Slovak Academy of Science - have joined into a consistent research-educational system and association "Consortium Book SK“;

• concentration of scientific capacity in the field of technology of preservation, stabilization and conservation of ligno-cellulosic (LC) macromolecular materials in the SR.

Shared specialized national library of the SR for the field of cultural heritage preservation technology

• database of relevant literature information in the field; search in patent databases (e.g. present database contains relevant american, european and canadian patents from 1968 up to now);

• digitization and full-text information retrieval, etc. – all information available for all participants of the programme

National shared potential of instruments and devices for education and research of cultural heritage preservation

• it enables all partners to use all laboratory devices and equipments in each institution for the purposes of the project free of charge

• creation of central testing laboratory at the Faculty of Chemical and Food Technology for the purposes of the project;

• it is supposed to be converted to the Technological centre for cultural heritage protection and preservation having a character of applied research laboratories in the 2nd stage of the project.

Methods of classification and assessment of library and archival documents according to historical-cultural and technical criteria

• Document classification from the point of view of preservation priority and from the point of view of possible individual technological processes. Cultural heritage of the SR, stored on paper carriers of historical books, is partially classified not only from the cultural-historical point of view, but also according to technological criteria.

Development of new modification systems for deacidification and strengthening of acidic paper

Research, development and testing of our modification systems (University – research, new ideas, continuous cheap working power - students)

New information on indoor quality environment for long-term storage of library & archives materials

Microbiological Air quality (air pollution) Volatile compounds from archives and library materials Behaviour of acidic paper in alkaline boxes during a long-term

storage

Education • As a consequence of the project KNIHA SK in 2004–2005 the

interest of young generation, scientists and teachers considerably increased also in the field of technical education for cultural heritage preservation.

• Conditions for academic education, bachelor projects, diploma works and dissertation theses are being improved.

• The interest of young generation is of key importance for qualified preservation of its own cultural heritage in the SR. The social importance of project KNIHA SK is strongly felt also in the field of intensification of education in chemistry and technology of preservation of traditional carriers of cultural heritage.

• Preparation of a new study course – conservation technology

Impact of KNIHASK on motivation and education of university students in the field of chemistry and technology of preservation of cultural

heritage in the Slovak Republic in period of 2002 (before starting the project) to 2007

CONCLUSIONSCONCLUSIONS

Selected articles – presented not in the successive Selected articles – presented not in the successive order but marked in the same way as in the order but marked in the same way as in the original Act and Regulation - illustrate the main original Act and Regulation - illustrate the main goals, changes and the scope of their application.goals, changes and the scope of their application.

Apart from other things, the new adopted legal Apart from other things, the new adopted legal provisions provide an excellent basis for quality provisions provide an excellent basis for quality improvement in the field of archives protectionimprovement in the field of archives protection and and preservation.preservation.

Their practical application in real life, however, Their practical application in real life, however, will need a lot of effort, energy and financial will need a lot of effort, energy and financial

support as well in order to meet all the support as well in order to meet all the requirements given by the law.requirements given by the law.

Acknowledgement

The organizers of the conference for kind invitation

Thank you for your attentionThank you for your attention