Preservation Advisory Centre

Preservation Advisory Centre

Project Plan:The integration of the National Preservation Office into the British Library and the continuation and expansion of services

The three year plan for integrating the National Preservation Office and developing it as the Preservation Advisory Centre during 2009-12is detailed below. The Pilgrim Trust generously contributed £20,000 towards the project in 2010/2011. The project plan has been updated to reflect progress and provide further detail on the activities for the final year of transition, 2011-12, which The Pilgrim Trust is being asked to consider funding.

Over the three years 2009-2012, we aim to:

• Build widespread external recognition for the Preservation Advisory Centre as a trusted provider of preservation guidance and services whilst integrating NPO into the Collection Care department of the British Library
• Extend the reach of existing services (free guidance, information, training, surveys, conferences)
• Expand the range of services and products (advisory visits, re-launch e-journal, e-learning tools)

Build widespread external recognition as a trusted provider of preservation guidance and services whilst integrating NPO into the Collection care department of the British Library
Activity / Output / Target/Measure of success / Timeframe / Progress Jan 2011
Develop and implement communication strategy / Strategy identifying: key messages, audiences, methods of communication, frequency, impact assessment.
Range of communication methods/tools used including establishment of e-bulletin.
Establishment of Advisory Group.
Add further methods of communication following review of strategy (particularly two-way communication)
Develop two-way communication and start to use social media / Clear communication of integration of NPO into British Library to range of stakeholders.
E-bulletin launched; subscribers number 200 by end of March 2010 and 500 by March 2011.
Analysis of e-bulletin shows subscribers are actively following-up news and services (target of 35%).
Active participation by invited representatives.
Representatives act as advocates for NPO activities.
Communication tools are actively used.
Community of practice evolves (evidence of networking and exchange of ideas through NPO activities)
Launch Twitter account in 2011 and build up network of followers (target 600 followers by end of 2011) / Development of strategy and communication of integration Aug-Sep 2009
Implementation from October 2009
October 2009
From Jan 2010
Review strategy April 2010
Go live by February 2011
Review strategy April 2011 / Achieved
E-bulletin launched Nov 2009.
864 subscribers by March 2010.
1,827 subscribers by Nov 2010.
Average opening rate (May-Nov 2010) 35%
Advisory Group set up Oct 2009. Members actively involved in creation of ‘Preservation landscape’ overview and development of 2011 conference.
Reviewed – new methods for following up longer term impact introduced Jul 2010.
‘Roadshows’ set up to improve regional communication and use of networks.
Develop tool to monitor impact of activities
Evaluate data collected as part of 6-month follow up to service provision / Statistics on use of services recorded monthly.
Satisfaction with training courses and surveys recorded.
Evidence of longer-term use of services and communication of knowledge and skills gained / Ability to report by activity, audience and time period.
Information can be used to demonstrate impact of activities and to help make the case for support of preservation activities for user groups.
Evidence of change to practices as consequence of using PAC services.
Evidence of dissemination of information within and beyond institutional setting. / Tool available by October 2009 and used on ongoing basis.
Monthly reporting
From April 2011 / Simple mechanism to record statistics developed Oct 2009. More comprehensive collection of statistics and monitoring & evaluation introduced April 2010.
Satisfaction assessed at courses.
2009-10, objectives met entirely or mainly, 96%.
2010-11, overall satisfaction rated 4 or 5 (on scale 1-5), 98%.
Branding / Visual identity linking products and services / External brand recognition.
Identified as a trusted preservation service provider. Sector bodies seek participation in collaborative ventures.
Links to website increase.
Word of mouth referrals to products and services (monitor through feedback forms). / Development Sep-Oct 2009
Implementation from November 2009 / Achieved
Implemented from Nov 2009
Strengthened partnership with RLUK (conference).
National/regional collaboration to run ‘Advocacy, Evidence, Support’ roadshows Jun-Jul 2010.
Signed MoU with Digital Preservation Coalition Jan 2010.
3 year collaborative project with National Archives Scotland & Scottish Council on Archives achieving all goals.
Launch as integrated organisation / Soft re-launch at annual conference / Attended by key players in sector (number of attendees to exceed 70).
Conference generates opportunities for sector engagement with services. / End of November 2009 / Conference ‘Doing more with less’ held 30/11/2009.
83 attendees.
Further conferences ‘Decoding the Digital’ (joint event with Digital Preservation Coalition), Jul 2010, 86 attendees.
‘Dare to Share’ (joint event with RLUK), Sept 2010, 91 attendees.
Extend the reach of existing services (free guidance, information, training, surveys, conferences)
Activity / Output / Target/Measure of success / Timeframe / Progress Jan 2011
Develop marketing plan
Further research into users of Preservation Assessment Survey (PAS) and related services / Clarity surrounding market needs, audience, products, competition, opportunities.
Prioritised action plan identifying which services to market first, when and to whom.
Production of marketing materials.
Clearer understanding (by PAC) of how the product is being used, to inform wider communication of benefits.
Clearer understanding by potential recipients of what PAS achieves and how it can help with issues of prioritisation.
Knowledge of any updates needed to the system. / Increased use of services year on year.
Customer satisfaction with services – annual average of 80% of customers to rate services as meeting objectives entirely or mainly.
Increased clarity over services offered and benefits of use resulting in increase in uptake of services.
Refreshed ‘Knowing the Need’ to include information on impact of use alongside statistical snapshot of state of preservation need.
Evidence from PAS workshop attendees of understanding of the difference between needs assessment and condition surveys.
Training: target of 150 participants 2009-10; 200 participants 2010-11; 250 participants 2011-12. [Target for 2011-12 increased to 275]
Surveys: target of 20 2009-10; 30 2010-2011; 35 2001-12. [Target for 2011-12 reduced to 20, but to be compensated by greater uptake in support services such as workshops, sample identification and survey assistance]
Guidance: 10% increase in use of guidance documents year on year.
Reach new audiences, for example public library special collections and local studies collections. / Development October-November 2009
Implementation of action plan from November 2009
Production of marketing materials from November 2009
Research from January 2011.
Scoping of revisited ‘Knowing the Need’ (picture of state of UK preservation in libraries and archives) Feb-April 2011.
5 workshops April 2011 to January 2012, to include minimum of two regional venues
April 2011-March 2012
April 2011-March 2012 / Drafted Oct-Nov 2009.
Training courses prioritised for marketing – audience, location researched.
General flyer produced Nov 2009 and regularly updated as services increased.
Preservation Assessment Survey (PAS) flyer produced Jul 2010.
Preservation Health Check flyer produced Nov 2010.
Training:
2009-10, 201 participants.
2010-11 (to Dec), 262 participants.
Surveys:
2009-10, 28 purchased.
2010-11, 13 purchased (to Dec).
Guidance:
2009-10, hard copy 6,012; download 56,976.
2010-11 (to Dec), hard copy 5,944; download 31,844.
Offer services over a wider geographical area / Training made available at locations outside of London / Contributes to increased uptake and new audiences as above. / From April 2010 / Events at locations outside London introduced from Jan 2010. 7 training days held outside BL to date.
Roadshow held at 5 locations, 152 attendees Jun-Jul 2010 (32% of attendees had not previously used any Preservation Advisory Centre services)
Expand the range of services and products (advisory visits, re-launch e-journal, e-learning tools)
Activity / Output / Target/Measure of success / Timeframe / Progress Jan 2011
Expand the range of guidance information / Guidance available on greater range of preservation topics / 2 new leaflets and 2 updated leaflets each year. / 2009-2012 / 2009-10, 1 new booklet and 1 updated booklet.
2010-11 (to Dec), 2 updated booklets.
Develop new courses / Training available on a greater range of preservation topics
Working with Digital Preservation Coalition to run 4 events introducing digital preservation Feb-April 2011.
Work with British Library Sound & Vision to run 3-day course on understanding and caring for audio materials / 2-4 new course titles each year
Involve greater range of information professionals in preservation issues and the work of PAC
New field for PAC, again bridging gap between analogue and digital materials and introducing work to new audiences / 2009-2012
February-April 2011
November 2011 / 2009-10, 4 new topics.
2010-11, 4 new topics to Dec (further 3 scheduled to Mar 2011).
Review and re-launch e-journal / Annual e-journal / E-journal reviewed and editorial working group established.
E-journal re-launched. / December 2009-March 2010.
Spring 2010 / Reviewed as part of communication strategy and decided to cease production. E-bulletin, web resources and development of Web 2.0 communication to replace.
Develop Preservation Assessment Survey / Version applicable to digital materials enabling prioritisation of digital preservation issues / 2 surveys undertaken 2010-2011.
4 surveys undertaken 2011-2012. / April 2010-August 2010
Revisit current status of prioritisation tools for digital preservation Mar-Apr 2011 / Reviewed past attempts at applying to digital assets and other assessment tools available for digital assets. Not in position to take forward development at present, to be revisited Mar 2011.
Develop life-cycle models / approach to preservation planning / Resource aiding the understanding of lifecycle costs of collections including cost-benefit of investment in preservation at points in the lifecycle
Draw on greater research in this field for digital collections and map back to physical collections. Consider application to hybrid collections. Disseminate through seminar. / Greater awareness of the economic and long-term benefits of investment in preservation manifesting in increased uptake of services and participation in preservation community.
Seminar draws together ideas from physical and digital collection managers. Seminar attracts audience of collection managers/developers in addition to people involved in preservation. Approach recognised as method of embedding preservation practice. / April 2010-March 2011.
Seminar March 2012 / Literature review taken place and topic being pursued as a strand of Feb 2011 ‘Impact’ conference. In workplan for 2011-12.
Develop e-based learning and decision-making tools / Preservation support available in greater number of formats.
Build on success of guidance booklets by making information available as free and low-cost online resouces / Greater number of users and different types of users able to participate in preservation activities / August 2010 – December 2010
First tool scheduled for April 2011.
Scoping and development April-December 2011.
Launch of 3 further resources by March 2012 / Under development from Sep 2010. Working group established. Tool scheduled for Mar 2011.
Develop a standard format for preservation advisory visits / Template for preservation advisory visits and two-day package providing preservation overview and report prioritising needs. / 5-10 surveys completed 2009-2010.
13-15 surveys completed 2010-2011.
15-20 surveys completed 2011-2012.
Further soft promotion.
Review and re-promotion
Organisations contacted with follow-up questionnaire one year after report to gauge action taken as a result of visit. / Development of template September-November 2009
Package piloted November 2009
Package available from December 2009
Jan-Dec 2011
Jan-Mar 2012
From Dec 2010 / ‘Preservation Health Check’ developed autumn 2010 with soft launch Nov 2010. Flyer produced. Introductory seminars arranged for Jan and Mar 2011.
Follow-up mechanism developed for the Preservation Assessment Survey to gain greater knowledge of how survey reports being used and where barriers to implementation of improved preservation practice lie.
Re-visit the national aggregate / National aggregate of preservation need updated to incorporate 10 years of data / National aggregate available in time for 10-year anniversary of launch of Preservation Assessment Survey. Findings used for advocacy. Increased investment in preservation activities results. / November 2011
Scoping phase Feb-Apr 2011
Data aggregation by Nov 2011
Presentation of results spring 2012 / Interest in re-visiting the national aggregate gauged during ‘Roadshow’ events – 44% of attendees expressed interest.

Budget 2011/12

Expenditure / 2011/2012
Staffing
Head of Preservation Advisory Centre / 61,200
Business & Information Manager / 39,000
Preservation Systems Manager / 35,300
Preservation Training Coordinator / 40,000
Subtotal / 175,500
Operating Costs
Staff travel/subsistence / 3,160
Preservation Training / 19,000
Publications / 2,400
Marketing
Commissioning Content / 9,350
PAS costs and software development / 8,360
Conference / 0
Consultancies/Advisory visits / 0
Consumables / 1,620
Subtotal / 43,890
Total Expenditure / 219,390
Income
Non-Trading Income
British Library contribution / 87,271
RLUK Workforce Development for Training / 20,000
J Paul Getty Charitable Trust / 15,000
Marsh Christian Trust
Pilgrim Trust
Esmee Fairbairn Foundation / 27,119
Subtotal / 149,390
Trading Income
Advisory Visits¹ / 400
Training² / 29,545
Preservation Assessment Surveys / 20,055
Conference / 0
Subtotal / 50,000
Total Income / 199,390
Balance / 2011/2012
Funding still to raise / 20,000

Preservation Advisory Centre, 3 year operating budget, 2009 - 2012

Expenditure / 2009/2010
Forecast / Actual / 2010/2011
Forecast / Actual (to 31 Jan 2010) / 2011/2012 / 2012/2013 Scenario 1 (see note 1 below for budget assumptions) / 2012/2013 Scenario 2 (see note 2 below for budget assumptions)
Staffing
Head of Preservation Advisory Centre / 52,174 / 61,304
Business & Information Manager / 37,103 / 38,315
Preservation Systems Manager / 48,095 / 53,903
Preservation Training Coordinator / 35,955 / 40,365
Subtotal / 173,327 / 150,073 / 193,887 / 146,358 / 175,500 / 166,800 / 135,300
Operating Costs
Staff travel/subsistence / 3,500 / 1,949 / 3,600 / 3,125 / 3,160 / 2,550 / 2,550
Preservation Training / 10,000 / 8,830 / 10,300 / 12,223 / 19,000 / 13,750 / 12,600
Publications / 5,500 / 4,357 / 5,700 / 1,508 / 2,400 / 2,460 / 2,460
Marketing / 5,000 / 3,001 / 5,200 / 1,246 / 600 / 600
Commissioning Content / 4,000 / 1,400 / 4,100 / 0 / 9,350 / 2,400 / 2,400
PAS costs and software development / 5,500 / 991 / 5,700 / 1,137 / 8,360
Conference / 3,100 / 1,172 / 3,200 / 872 / 0 / 3,000 / 1,500
Consultancies/Advisory visits / 1,000 / 1,300 / 0 / 0
Consumables / 1,147 / ,1022 / 1,620 / 1,200 / 1,200
Subtotal / 37,600 / 22,847 [i] / 39,100 / 21,133 / 43,890 / 25,960 / 23,310
Total Expenditure / 210,927 / 172,920 / 232,987 / 167,491 / 219,390 / 192,760 / 158,610
Income / 2009/2010
Forecast / Actual / 2010/2011
Forecast / Actual (to 31 Jan 2010) / 2011/2012
Forecast / 2012/2013 Scenario 1 / 2012/2013 Scenario 2
Non-Trading Income
British Library contribution / 82,134 / 88,343 / 84,673 / 88,343 / 87,271 / 87,000 / 73,950
RLUK Workforce Development for Training / 20,000 / 20,000 / 20,000 / 20,000 / 20,000 / - / -
J Paul Getty Charitable Trust / 15,000 / 15,000 / 15,000 / 15,000 / 15,000 / - / -
Marsh Christian Trust / 500 / - / -
Pilgrim Trust / 20,000 / 20,000 / - / -
Esmée Fairbairn Foundation / 26,314 / 27,119 / - / -
Subtotal / 117,134 / 123,843 / 119,673 / 169,657 / 149,390 / - / -
Trading Income
Advisory Visits / 10,800 / 2,350 / 14,400 / 0 / 400 / 4,650 / 2,400
Trading Income – Online (web-based training resources etc.) / 3,500 / 1,500
Training / 15,000 / 18,769 / 22,000 / 33,936 / 29,545 / 45,950 / 33,950
Preservation Assessment Surveys / 21,000 / 23,759 / 23,000 / 14,268 / 20,055 / 21,350 / 21,350
Conference / 7,000 / 3,819 / 7,100 / 7,906 / 0 / 14,500 / 10,800
Subtotal / 53,800 / 48,697 / 66,500 / 56,110 / 50,000 / 89,950 / 70,000
Total Income / 170,934 / 172,540 / 186,173 / 225,767 / 199,390 / 176,950 / 143,950
Balance / (15,810) See note 3 below for details / (14,660) See note 3 below for details
Funding still to raise / -380 / To be finalised 31/3/2011 / 20,000

Note 1: Scenario 1 represents maintaining operations at broadly the same level, with a minimal reduction to staff number (from 3.8 to 3.6, a 0.2 loss). Element of service development maintained alongside delivery.

Note 2: Scenario 2 presents a 15% decrease in the BL contribution to the PAC and a reduction in staff numbers from 3.8 to 2.8. Model focused on service delivery, no additional service development.

Note 3: This income will be raised from a combination of sponsorship, funded projects, collaborations and packaged services.