Sustainable Preservation — Designing a New Approach

Part of the WebERA project design was to refine the content and design of a self-sustaining, web-based system that IPI would offer in the future. Based on input from the research partners, we are developing a site that combines the best features of Climate Notebook, PEMdata.com and MyClimateData.com into a platform with several levels for different types of institutions. Called eClimateNotebook, the site will be designed so that users can easily move from one level to the next. There will be a common URL and a shared front page to promote the transition to higher levels of use.

We expect to offer the following product line to be available over the next few months:

• eClimateNotebook—Free – includes free data upload, local weather data, the dew point calculator, interactive graphs, environmental risk and preservation metrics and a static material list for analysis. The number of saved data sets is limited at this level, and the site is only available for use with the original PEM and the PEM2.

• eClimateNotebook—Basic – includes everything in the free site plus the ability to save data, set temperature and RH scales and limits, automated statistics, and printed or emailed graphs and static reports. The basic level also allows universal import of a wide range of dataloggers. With a limit of 25 locations, this level will meet the needs of most small to medium-sized institutions. Basic will be available for an annual subscription, plus an optional one-time setup fee if you need further assistance getting started.

• eClimateNotebook—Professional – has a range of annual subscription rates based on the number of locations and a one-time setup fee to get started. This level adds a geographical hierarchy of storage locations and an associated information database with pre-defined fields and material lists, several compare features, more search options including set time frames, and a range of default reports. This level adds a number of key management functions needed by medium to large institutions.

• eClimateNotebook—Premium – also has a range of annual subscription rates based on the number of locations and a one-time setup fee to get started. This level has everything described above, and adds systems for downloading and managing maps and photographs, storage planning modules, and a note manager system for tracking activities in the storage spaces. Data fields, materials, and reports at this level are customizable and the number of users is unlimited. This level is designed to meet the needs of large institutions.

Routine technical assistance is included, and all system upgrades become available automatically to subscribers at the appropriate level. Setup fees include IPI assistance with location naming, setting up the location hierarchy, the information field structure, lists of collection types and materials, and data transfer and consolidation. We will also be available to help with data analysis and suggestions for improvement to the storage environment as well as energy saving tips.

Redesign and consolidation of various features of the two existing sites is currently underway. Additional programming is necessary to allow a smooth data migration from one level to another; universal data upload routines, and other updates. New modules, particularly one for static and custom reports, are being developed. Since we currently have over 150 individuals in 25 institutions using MyClimateData.com, and over 350 people in 289 institutions using PEMdata.com, it is important that we carefully develop ways to transition our current customers to the new paid sites.

One of IPI's principal concerns is the development of tools and technology to assess and manage storage and display conditions. We feel strongly that this technology and the information it provides should help institutions improve the preservation of library, archive, and museum collections. At the same time, we feel it is essential to educate the field about what really constitutes an environment that promotes preservation for specific material types. We also have to insure IPI's long term financial viability. The sale of our products, services, and publications make ongoing research, education and outreach possible.