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02

National Mission for Manuscripts

Basic Minimum
Standards for
Conservation of
Manuscripts
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Contents A Mission about Memory i

Introduction to the booklet ii

1. Basic Information 1

1.1 What are manuscripts? 1

1.2 Types of manuscripts 1

found in India?

1.3 The nature of manuscripts 6

collections in India

1.4 Why should we take care 8

of our manuscripts?

1.5 Positive situations for 11

our manuscript collections

1.6 Definitions related to 14

conservation of manuscripts

2. Basic Responsibilities of Custodians 15

of Collections

2.1 Owners, Custodians and 15

Heads of institutions

2.2 Manuscripts conservators- 15

restorers

2.3 Trainers 16

3. Basic Dangers to a Manuscript 17

Collection
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4. Basic Condition Report of a Collection 18 A Mission The vast manuscript wealth of India contains the ‘mem-
ory of the world’. Featuring hundreds of themes, India’s
5. The First Communications 20
about Memory manuscripts represent sophisticated ideas and the most
timeless of pursuits – of capturing ideas through language.
6. Basic Monitoring Techniques 22 It is said that a people’s spoken and written language
is their most important cultural attribute. In India, over
7. Basic Manuscript Collection 24 thousands of years, manuscripts have been written in
Inspection Format a vast number of languages and each in itself embodies
her history.
8. Basic Requirements of a Manuscripts 26 Today, thousands of manuscripts lie neglected in insti-
Storage Area tutions and homes around the country, in urgent need of
conservation. India possesses more than an estimated five
9. Basic Guidelines for Care 26 million manuscripts, making her the largest repository of
of Manuscripts manuscript wealth in the world. But this tremendous pool
of knowledge is under threat and manuscripts are disap-
10. Basic Documentation Requirements 28 pearing at an alarming rate. They are found on materials
such as birch, palm leaf, handmade paper and cloth that
11. Basic Techniques of Reorganisation 29 require specialized care and conservation.
of Manuscripts Storage The National Mission for Manuscripts was launched
in February 2003 by the Department of Culture, Ministry
12. Minimum Standards for a Manuscript 30 of Tourism and Culture, Government of India, to save this
Conservation Assistant most valuable but less visible, of our cultural inheritances.
An ambitious five-year project, the Mission seeks not
13. Minimum Standards for a 30 merely to locate, catalogue and preserve India’s manu-
Manuscripts Conservator scripts but also to enhance access, spread awareness and
encourage their use for educational and research purposes.
14. Minimum Requirements for a 31
Manuscripts Conservation Unit

15. Minimum Standards for 33

Preventive Conservation

16. Communication 34
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ii 1

Introduction One of the primary objectives of the National Mission 1 Basic 1.1 What are Manuscripts
for Manuscripts is the conservation of manuscripts. This In the classical sense, the term ‘Manuscripts’ refers to a
Information
aim to enhance the longevity of manuscripts can be ach- document handwritten by an author. Manuscripts are
ieved by effecting preventive conservation as well as cur- found in every part of the world where human beings
ative treatment on manuscripts. For this, it is necessary to put their thoughts and experiences into a written form.
build up basic infrastructure and a resource bank of Though human beings over the ages have also used
trained conservation personnel. A number of manuscript stone, metal and parchment as writing supports, we shall
conservation centres are being supported by NMM and limit our reference in this booklet to those manuscripts
various institutions are involved in the task of conserving that have been written on a support made principally of
manuscripts and taking care of their collections either plant material.
with this Mission or independently. This plant material can either be a leaf that has been
Hundreds of museums, libraries, research institutions, taken from a tree or plant and written upon, or it can be
archives, conservation centres and individuals in various a leaf that has been specially prepared for writing. This
parts of India have been doing exemplary service for the material can be the bark of trees; it can be the pulp of
conservation of India's manuscript heritage. They have plant material that has been dried in the form of thin
often voiced the need to have a set of guidelines in a com- sheets, the traditional handmade paper; and speaking of
prehensive tongue that can help individuals and institu- a more recent product, it can be in the form of thin
tions to achieve their objective to conserve their collec- sheets of paper manufactured in modern paper factories.
tions in a systematic manner. It has been suggested that The earliest writing supports prepared from plant
manuals be written laying down steps to achieve the task material are acknowledged to be the papyri, of the third
of maintaining a healthy collection of manuscripts. millennium BC, from the Old Kingdom of Egypt [1]. In
In order to effectively conserve and maintain manu- India, palm leaves and tree bark were the principal writ-
script collections, and before applying the information in ing supports that slowly began to be replaced by paper
a manual, it is imperative for all individuals associated once it was introduced into southern Asia in the eleventh
with this responsibility to understand the basic minimum century AD[2].
requirements needed to conserve manuscripts. This
booklet states in a simple manner the basic minimum 1.2 Types of manuscripts found in India
standards that must be met in order to facilitate the con-
servation of manuscript collections in India. After basic 1.2.1 Tal-patra1 Manuscripts
standards are met, the next step would be to go to a Tal-patra manuscripts are usually seen in the form of
higher level of collection management and conservation. bundles of 50 to 100 neatly shaped leaves of even size
We hope this booklet will receive inputs from the strung together with a cord and pressed between two
readers who will help to make the standards more com- wooden boards. Some collections also have metre-long
plete, practical and effective. Each one of us is invited to uncut leaves, with midribs intact, rolled like a carpet.
be an active player in this national mission.
1
Palm Leaf
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Dispersion Dispersion
Tal-patra manuscripts are found mainly in the coastal Bhoja-patra trees and manuscripts are found mainly in
states of India, where the Palmyra palm tree generally grew, the temperate and alpine climatic zone in the Himalayan
though collections of these manuscripts are dispersed all belt, though collections are dispersed all over India.
over India in peoples’ homes, matha2, granthagar3, libraries,
research institutions, archives and museums. Brief note on preparation of support
The inner bark, or bast, of the birch tree is gently rolled
Brief note on preparation of support off the tree trunk and dried in a controlled manner.
The leaves of the Palmyra or Talipot palm are dried in a Sometimes it is boiled in water, burnished and cut to
controlled manner and then prepared for writing on by size, while other times oil is applied on it before it is bur-
submerging in ponds, boiling in water and rubbing spices nished [3]. Though the bast itself is multi-layered, at
like turmeric on them. The midrib is often removed and times several layers of bark are seen to be pasted together.
the leaves are cut to make a bundle of folios of even size.
Writing techniques
Writing and Illustration techniques Surface writing: The text was written with ink on the leaf
Surface writing: The text was written with ink on the leaf using a pen or brush
using a pen or brush.
Incised writing: The text was incised in the leaf using a 1.2.3 Hansi-pata Manuscripts
sharp iron stylus. The incised writing was rendered visible Hansi-pata manuscripts, also made from bast5 of the
by rubbing green leaves or soot into the incisions. Agaru6 tree, are usually seen in the form of a sheaf of
Illustrations: Exquisite images have been painted on ‘folios’ cut to an even size. These are rarely bound togeth-
palm leaves using paint made of earth and mineral pig- er and are usually kept piled up together between wood-
ments with plant gum as a binder en boards and covered with cloth.

1.2.2 Bhoja-patra4 Manuscripts Dispersion

Bhoja-patra manuscripts are usually seen in the form of Hansi7-pata manuscripts are found mainly in the North-
a sheaf of paper thin ‘folios’ cut to an even size. These are Eastern State of Assam. Other than in that region, dis-
sometimes bound together with cord on the sides, persion of hansi-pata manuscripts in other parts of India
though usually they are kept piled up together between is very limited.
two wooden boards and then wrapped in cloth.

5
the inner bark of trees is known as ‘bast’, or rarely also referred to as ‘bass’
2
A monastery 6
Botanical name of Agaru tree is Aquilaria Malaceensis Lamba [4]
3
Repository of sacred texts 7
Various scholars write ‘Sanchi’, while ‘Hansi’, as used here, is the way
4
Birch bark the locals pronounce the word.
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Brief note on preparation of support pen or brush. Illustrations were painted using earth and
The bark of the Agaru tree is gently rolled off the trunk mineral pigments with plant gum binders. Sometimes
and dried in a controlled manner. It is boiled, burnished, portions of the illustrations were also gilded.
cut to size and coated with orpiment.
1.2.5 Manuscripts on manufactured paper
Writing and illustration techniques A large number of manuscripts are also found on folios
Surface writing: The text was written on the prepared of modern manufactured paper. These again are either
bark with ink prepared with soot, bovine urine and kept loose or bound together.
chebulic myrobalan8, using a pen or brush. Illustrations
were painted using earth and mineral pigments with Dispersion
plant gum binders. Manuscripts on machine-made paper are found in all
parts of India, especially in the various archives and
1.2.4 Handmade Paper Manuscripts museums related to modern litterateurs and other his-
Manuscripts made of handmade paper can be found toric personalities.
either as bundles and sheaf of folios kept between wood-
en boards and wrapped in cloth, or they are often also Brief note on preparation of support
bound as books. Various plant products are cut to small size and then
made into a light coloured pulp with the help of chemicals.
Dispersion The paper is sized9 in the pulp stage, earlier with rosin
Manuscripts on handmade paper are found all over the (which resulted in acidic paper), and now with synthetic
country. resin emulsions. Fine powders are added to make the
pulp whiter while pigments and now dyes are added to
Brief note on preparation of support colour it. The pulp is carried on a wire mesh system10 that
Plant material from cotton, flax, bast fibres etc was taken vibrates, absorbs the water, presses and dries the pulp
in a tank and beaten to pulp. The pulp was agitated in a into paper rolls.
tank of water and then lifted with a mesh which resulted
in a thin deposit of plant fibre pulp on the mesh (Figure Writing and illustration techniques
15). This layer was dried and burnished to produce Surface writing: The text is as written with pencil, ink
handmade paper, which sometimes was coloured too. or ball point pen. Illustrations are made with charcoal,
Sometimes a number of thin papers were pasted togeth- pencils, inks or commercially available water-colours or
er to form a stiffer writing or painting support. other types of paints.
9
Writing and illustration techniques ‘Sized’ refers to the addition of materials that make the paper stronger
and non-absorbent; thus suitable to write on with ink without blotting.
Surface writing: The text was written with ink using a 10
The Fourdrinier machine or endless wire machine and the cylinder
mould machine etc have been used to make paper since the
8
A medicinal fruit known as harada 19th century [5].
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1.3 The nature of manuscript collections libraries, archives and museums can be included in this
in India category.

There are millions of manuscripts dispersed in different Ritual worship collections

parts of India. These manuscript collections are of vari- In various homes and religious institutions, there are a
ous types differing in terms of type of collections, nature number of manuscripts that are hardly ever read at all,
of ownership, administration etc. It could prove useful to instead, they are placed at the alter to be worshipped.
acquaint oneself with the nature of these collections. Such manuscripts usually relate to sacred texts of that
particular sect or religion, and the worshippers are often
Large collections well- versed with the contents of the manuscript.
More than 10,000 manuscript bundles.
Private collections
Medium collections This possibly forms the biggest decentralised repository
2,000 – 10,000 manuscript bundles. of manuscripts in India. Almost every house and private
institution in certain regions of India has its collection of
Small collections manuscripts.
0–2,000 manuscript bundles.
Trusts
Mixed collections A number of mutts, granthagars, institutions and reli-
Various types of manuscripts are in such a collection. gious places are governed by trusts, and the manuscripts
too are under their custodianship
Exclusive collections
These collections are predominantly of only a particular Religious institutions
type. Such exclusive collections, however, may also have a A sizeable portion of manuscripts are found in religious
small percentage of other types of manuscripts too. institutions in India, of all faiths.

Sacred collections Museums

Most of the manuscripts in the religious institutions, Museums in India have a wealth of well–selected manu-
monasteries as well as homes of people are considered scripts. The manuscripts in these museums are usually
sacred by the owners and custodians and any attempt to under the charge of a curator of the manuscripts section.
casually ask for the manuscripts to be shown will be
futile as well as improper. Libraries
A large number of manuscripts are also housed in
Academic collections University libraries in India
Manuscripts in many research institutions, university
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Research institutions manuscripts, then, to put it very plainly, to take care of

The various Societies and Oriental Research Institutions the manuscripts is what we are paid for. As scholars and
have large collections of manuscripts which are sourced students also, it is our duty to take care of manuscripts as
by scholars. they are a source of knowledge. For the common man
too the Constitution of India states, under Fundamental
Archives Duties in Article 51A, "It shall be the duty of every citi-
The various archives of India have a large number of zen of India to value and preserve the rich heritage of
manuscripts that relate essentially to Government records. our composite culture".
Most of these records are on paper, though some as in the
Kerala State Archives are in the form of curuna11 too. Respect
One of the values that finds presence in almost all
Ownership Indians is that of respect for that which provides us
The term ‘owners’ of manuscripts could be employed for knowledge. This is a good reason to take care of our
private individuals with collections, however small. With manuscripts with sincerity.
regard to Central and State Government institutions as
well as Trusts, one might consider the thought that these Knowledge
institutions are not owners of the manuscripts but ren- Manuscripts contain knowledge and wisdom that have
der the responsible role of custodians. developed over millennia through the efforts and experi-
ences of generations of families. Much of this knowledge
Custodianship may not have been recorded or known and if such
This term perhaps implies a much greater sense of knowledge disappears through the loss of the manu-
responsibility towards the manuscripts than ownership. script, then it will be very unfortunate to have lost this
It becomes our duty as custodians of the collections to memory of human progress.
ensure that the manuscripts are passed down to future
generations in as good or better condition than in which Historical significance
they were received. No custodian can have the freedom to Many manuscripts contain references to events of the
allow manuscripts to degrade away for any reason. past. At the same time, those manuscripts which have
survived for centuries, themselves have significance of
1.4 Why should we take care of antiquity. Many of the manuscripts have been written by
our manuscripts? eminent personalities of their times, or contain their
thoughts. The material of the manuscripts, the methods
Duty and techniques with which the leaf, the bark or the paper
If we have taken on the role of custodians, curators, con- was processed and the manners in which the inks were
servators or employees of an institution which deals with prepared also have great historical significance as most of
these practices have fallen to disuse and the manuscripts
11
Records written on palm leaves are the only unique surviving examples of these practices.
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Artistic value when we ‘collected’ the manuscript. Many such persons

Many of these manuscripts have beautiful illustrations, and communities have passed away leaving with us their
exquisitely formed letters, and show a fine sense of com- manuscripts. We must take care of what they gave us, in
position in the layout of the text. The leaf, the paper or complete faith, to take care of.
the bark itself has been produced by master craftsmen in
many cases. The artistic value of the manuscript some- 1.5 Positive situations for manuscript
times also manifests in the form of a high monetary collections
value of the manuscript and therefore most custodians
and owners take even more care of such manuscripts. There are certain situations that when present are helpful
for taking care of collections
Emotional value
Often even a rough piece of paper with the simplest of Motivated Staff
scrawls, written by our child or our grandparents or a One of the first things affecting the care of collections is
loved one, holds immense emotional significance for us motivation in the staff to look after the collections. This
and we take care of it as one of our personal treasures. motivation could arise from many things such as the
Manuscripts under our care may have held such signifi- presence of a well-defined duty chart, avenues for pro-
cance for the owner who donated it to us or to our insti- motions or professional development, a cheerful work
tution. environment and interest in the job.

Link in human progress Trained staff

Be it for reasons of technology or for the transmission of A well-trained staff member can take care of manu-
knowledge, these manuscripts are links in the progress of scripts in the correct manner and more efficiently. At the
people of a region and of humanity. Even physically most same time by doing a good job, the self-esteem of the
of these manuscripts have been copied by scribes when person also rises.
the original had degraded, and in turn the copied manu-
script was recopied before reaching us. When people Job description of a manuscript custodian
took such effort to keep the text alive, we cannot possibly A custodian of manuscripts should have a clearly defined
just let it go to waste. job description that specifies that the care of the collec-
tion is one of the priorities. In the absence of this job
Faith description, the focus of work shifts to other issues. For
When a person, a community or another institution ‘Care of Manuscripts’ to be part of the conscious agenda
donates, sells or refers a manuscript to us or to our insti- activities related to the care of manuscripts must be
tution, there is hope that the manuscript will be taken specifically mentioned in the job descriptions of various
care of and faith is placed on us that we will be honest in levels of employees or persons taking care of collections.
the way we look after it and as genuine as we appeared
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on what action to take to ensure that the condition of

Specific responsibility
manuscript collections will remain good for years to
It is important that specific responsibilities for the care of
come. These instructions should be in clear and simple
collections be fixed on persons incharge of collections. At
language and should be updated periodically. Case stud-
the same time credit should also be given to these func-
ies and examples should be included with every step.
tionaries when collections have been well looked after.

‘Standard operating procedures’ Disaster management or retrieval

For the care of manuscripts and for guiding the staff and
plans in place
When disaster strikes, the eventual loss is almost total
other assistants, a basic standard methodology of execu-
and instantaneous. A regular implementation of preven-
ting steps to take care of manuscripts should be laid out.
tive conservation guidelines can prevent disasters. In case
disaster does strike, it is most helpful to have a plan of
Monitoring
action written down and rehearsed by all members of the
If there is regular monitoring of the way the care of man-
staff and volunteers identified for the purpose. For the
uscripts is being taken, and of the results, then the health
manuscripts damaged in the disaster, there must also be
of the collection will improve with every passing day.
a written plan to prevent further damage and to salvage
them.
Documentation
Very few manuscript collections in India have been com-
pletely documented, as most documentation efforts are
Proper storage
One of the first lines of defence for the care of a collec-
said to be ‘ongoing’. A proper and complete documenta-
tion is a proper storage of the manuscripts. Assuming
tion of the collection is of great advantage as it helps to
that most collections already have stores arranged in a
keep manuscript collections in order.
certain manner, it becomes very important for the insti-
tution to reorganise the manuscripts storage once again
Administrative support
according to preventive conservation guidelines. This
For the administrative staff of the organization, includ-
action when properly implemented will remove most of
ing the Head or Owner of a collection, the manuscript
the negative factors that combine to destroy entire man-
section in-charge and staff should make periodical pre-
uscript collections either slowly or instantaneously.
sentations about the collection, the problems and work
to be done, or being done. The administration section in
turn should provide all reasonable support to the manu-
script section to complete their duties in an efficient
manner.

Written preventive conservation guidelines

It is very helpful to have written step-by-step instructions
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1.6 Definitions related to conservation of 2 Basic 2.1 Owners, Custodians and Heads of
manuscripts Responsibilities Institutions having manuscript collections

Conservation of Custodians of • They must know their collection, why it is important,

Any direct or indirect action on a damaged or undam- Collections its problems and how they can be solved.
aged manuscript or collection of manuscripts aimed at • They must have written action plans for preventive
enhancing the life of the manuscript(s) can be termed as conservation and a time schedule for its implementation.
conservation. • They should be in contact with the institutions that can
help them conserve manuscripts.
Preventive Conservation • They must ensure that the staff is trained in how to
Any direct or indirect action on a damaged or undam- look after the collection in the proper manner.
aged manuscript or collection of manuscripts aimed at • They should be able to mobilize resources to imple-
enhancing the life of the manuscript(s) by reducing ment the conservation action plans.
future risks of deterioration can be termed as preventive • They should monitor the condition of the collection, the
conservation. implementation of the conservation action plan as well
For eg. Regular inspection of the condition of the collec- as the systems in place to run the manuscript section.
tion
For eg. Deputing staff for training in preventive conser- 2.2 Manuscripts Conservators-Restorers
vation techniques (MCR)

Curative Conservation • The MCR should be aware of the nature and problems
Any direct action on a damaged manuscript or collection of the collection
of manuscripts aimed at stopping active deterioration in • The MCR should have a preventive and curative con-
the manuscript(s) can be termed as curative conserva- servation action plan with a time schedule
tion. • The MCR should set up a work-oriented conservation
For eg. Fumigation of a manuscript collection that has section with necessary tools, equipment and materials
live insects in it. for conservation.
• The MCR should be aware of the limitations of their
Restoration knowledge and practical skills and should do no harm
Any direct action on a damaged manuscript aimed at to the manuscripts intentionally or by wrong treatment
improving the visual aspect of the manuscript can be • The MCR should understand the problem well and
termed as restoration. then treat it according to principles of conservation
For eg. Removing pencil marks from a manuscript folio. • The MCR should ensure that proper records of the
treatment are maintained and kept in an appropriate
place for reference
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• The MCR should continuously upgrade their technical 3 Basic Dangers These dangers to a manuscript collection can be termed
skills. as factors of deterioration. These factors can be catego-
• The MCR should assist in raising resources for conser-
to a Manuscript rized as human factors and natural factors. The biggest
vation by presenting the work done in an effective man- Collection danger to collections is the human factor, as humans can
ner. destroy entire collections by their inaction as well as by
their wrong actions. Humans if they want can also ignore
2.3 Trainers of manuscripts conservation their power to exercise control over the effects of the nat-
ural factors and thus allow the collections to be
• The trainer should understand the nature and problems destroyed forever. (Alternatively, humans can also be the
of the collection and think of the possible solutions. biggest protectors of manuscripts if they take correct action)
Then the trainer should tailor the contents of the ses-
sion to address the problem in light of the solutions. Human Factors
• The trainer should first of all have complete command Professional apathy and carelessness
of all aspects related to the nature and composition of Public apathy and carelessness
manuscripts, how they degrade, and how to prevent or
treat this deterioration Natural Factors
• The trainer should have a clear understanding of the Fire, water, natural calamities
nature of the audience, their level of knowledge/experi- Insect attack, microbiological attack
ence, should prepare the sessions well and not take any Dust, environmental pollution and light
audience for granted Fluctuations in temperature and relative humidity
• For every session being conducted, the trainer should
have a clear objective of what is being taught and why Inherent factors
• The trainer should be able to assess how much of what The nature in which the manuscript material is pre-
has been taught has been understood pared, and the ink or paint is applied can also be a dan-
• The trainer should know how to prepare and handle ger to manuscripts.
various types of teaching materials and equipment
• The trainer should refresh his or her knowledge by
reading books, attending conferences and train-the-
trainers meets.
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4 Basic Condition Report of a Collection

Name of Institution The following are present

Address dust / fungus / insects / rats / damaged bindings,
Head of Institution Folios : torn, broken, weak, holes
Tel Fax email Ventilation good / bad
Name of Collection / Section Light sunlight / tubelight / bulbs well lighted room / dark room
In–charge of Collection / Section Electric wiring and plugs good condition / damaged
Tel Fax email Fans ceiling fans / pedestal fans
Condition of main building : very good / good / needs repairs / very bad Air conditioner non-functional / functional 24 hours or during office hours
Condition of collection room Manuscript Conservation Section not present / functional with ____ trained staff
Walls cracks / damp / paint flaking / plaster weak / rising damp Documentation of manuscripts collection not available / complete / ongoing
Ceiling cracks / damp / paint flaking / plaster weak / water seepag Photograph with general view : collection storage area / display / reference room
Windows broken / good
Floor good / needs repairs / very bad The collection is in need of attention / not in need of attention
Electric wiring good / needs repairs This report prepared by ___________________ on ___________
Type and Number of manuscript bundles This report submitted to head of institution on ______________
palm-leaf nos.______ birch-bark nos.______ handmade paper nos.______
hansi-pata nos._____ machin- made paper nos. _____ others:
Total number of staff in manuscript section and conservation section :
The manuscripts are stored in
Boxes damaged/ok neatly / in disorder / cloth covers / wooden covers
Cupboards damaged/ok neatly / in disorder / cloth covers / wooden covers
Open shelves damaged/ok neatly / in disorder / cloth covers / wooden covers
On floor neatly / in disorder / cloth covers / wooden covers
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5 The First Communications

Once the Basic Condition Report (BCR) is prepared, the custodian of the manu-
script section should inform the owner or overall in–charge of the collection with
a recommendation to refer the situation to a qualified manuscript conservation
institution or conservator.

File No.________ Draft Letter Date __________

SUB: Submission of Basic Condition Report of Manuscript Collection of
____________________________________________(name of institution) and
request for suitable action

To the Head of Institution,

____________________
____________________

Dear Sir,
I inspected the manuscript collection in this institution on ______ (date) and am
placing for your kind reference the Basic Condition Report of the collection. It is
noticed that the manuscript collection is threatened by the various agents of dete-
rioration and needs attention.

If not treated or addressed in time, the collection will be in danger of getting seri-
ously damaged. I shall be grateful if you could kindly inform the conservation sec-
tion of this institution or a qualified and experienced conservation institution/
individual to prepare a conservation status report and proposal for preventive and
curative conservation of the collection.

Thank you,
Yours sincerely,
_____________ (Signature, name and designation)
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6 Basic Monitoring Steps physical brushing of the manuscript and collect insect debris
and live insects, and show to an entomologist (insect expert)
from a local university to identify the insects.
6.1 Monitoring of danger from fire
Requirements An electrician, the custodian and periodically a fire officer Action to be taken Isolate the affected collection and remove live insects and
from the local Fire Station larvae. Prepare a plan to free the collection from insects.

Method Do a physical inspection of the electric fittings and the use of 6.4 Monitoring of microbiological attack
electrical equipment in the room Requirements The custodian, local staff
Method Do a physical inspection of the collection. Look out for
Immediate action Disconnect electricity if danger of fire is seen. fungus deposits.

Action to be taken Make a plan and budget for rectification of the danger Immediate action Seal the infected books in a bag and remove from room
and place in a room demarcated to treat the problem. Collect
6.2 Monitoring of danger from water some of the fungus in a pouch and show to a microbiologist
Requirements A plumber, the custodian to identify the fungus type.

Method Do a physical inspection of the water pipes, overhead tanks Action to be taken Isolate the affected collection. Prepare a plan to free the
and the use of water sources in the room. collection from fungus.

Immediate action Shut down water supply in the ‘could be affected areas’. 6.5 Monitoring of physical damage
Requirements The custodian, local staff
Action to be taken Have the problem repaired and make a more long-term plan
to avoid the source of the problem itself. Method Do a physical inspection of the collection. Look out for
broken bindings, torn pages, softened paper, small
6.3 Monitoring of insect attack pieces of brittle paper.
Requirements The custodian, local staff
Immediate action Place the damaged manuscript or book in a box of
Method Do a physical inspection of the collection. Look out for live similar size (to avoid movement) or place in a strong
insects or fine powder deposits near wooden furniture of man envelope. Inform a conservation centre.
uscripts and books, electric fittings and the use of electrical
equipment in the room. Action to be taken Have the damaged book treated.

Immediate action Seal the infected books in a bag and remove from room and Once this monitoring is done, the information collected should also be recorded in
place in another room demarcated as the treatment area. Do a a manuscript collection inspection report, a basic form of which is given here.
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7 Basic Manuscript Collection Inspection Format Fans Ok / Attn Ok / Attn Ok / Attn Ok / Attn
ceiling / pedestal

Symptoms Inspection 1 Inspection 2 Inspection 3 Inspection 4 Air conditioner 24 hours 24 hours 24 hours 24 hours
of deterioration Date Jan Date April Date July Date Oct functional 24 no ac no ac no ac no ac
of collection Inspected by Inspected by Inspected by Inspected by hours or during Attn: office Attn: office Attn: office Attn: office
office hours hours hours hours hours
Walls
cracks / damp / Ok / Attn Ok / Attn Ok / Attn Ok / Attn Manuscript functional functional functional functional
paint flaking / Conservation with _____ with _____ with _____ with _____
plaster weak / Section staff staff staff staff
rising damp Attn Attn Attn Attn
Ceiling Ok / Attn Ok / Attn Ok / Attn Ok / Attn
cracks / damp / Documentation Ok : upto date Ok : upto date Ok : upto date Ok : upto date
paint flaking / of manuscripts Ongoing Ongoing Ongoing Ongoing
plaster weak / collection Not available Not available Not available Not available
water seepage
Windows Ok / Attn Ok / Attn Ok / Attn Ok / Attn dust Ok Ok Ok Ok
broken / good Attn : present Attn : present Attn : present Attn : present
Floor Ok / Attn Ok / Attn Ok / Attn Ok / Attn
good / needs fungus Ok Ok Ok Ok
repairs /very bad Attn : present Attn : present Attn : present Attn : present
Electric wiring Ok / Attn Ok / Attn Ok / Attn Ok / Attn
good /needs repair insects Ok Ok Ok Ok
Attn : present Attn : present Attn : present Attn : present
No.of manuscripts Increase / Increase / Increase / Increase /
decrease decrease decrease decrease rats Ok
Attn : present Attn : present Attn : present Attn : present
Staff strength Increase / Increase / Increase / Increase /
decrease decrease decrease decrease damaged bindings Ok Ok Ok Ok
Attn : present Attn : present Attn : present Attn : present
Boxes Ok / Attn Ok / Attn Ok / Attn Ok / Attn
damaged /disorder Folios : torn, weak Ok Ok Ok Ok
Cupboards Ok / Attn Ok / Attn Ok / Attn Ok / Attn broken, holes Attn : present Attn : present Attn : present Attn : present
damaged /disorder
Open shelves Ok / Attn Ok / Attn Ok / Attn Ok / Attn Other observations
damaged /disorder
Ventilation Ok / Attn Ok / Attn Ok / Attn Ok / Attn Action required
good / bad
Signature of head of section
Electric wiring Ok / Attn Ok / Attn Ok / Attn Ok / Attn
Signature of head of institution
and plugs
Signature of conservator
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8. Basic • Clean and tidy room • For transport one may keep manuscripts in well fitting
• No danger of fire or water disaster boxes.
Requirements of • Electric switchboard should be outside the room if
a Manuscripts possible Examination and documentation of
Storage Area • Good lighting a manuscript
• Good ventilation • Use clean hands.
• Manuscripts kept in an ordered manner in clean boxes • Arrange appropriate lighting.
or cupboards • Please be aware of the purpose for which the manu-
• Shelves should be able to take the load of the manu- script is being examined.
scripts • Keep necessary tools, materials and a note book and
• Space for at least one person to move pencil and rubber ready.
• Manuscripts should not be on the floor • Avoid tea cups or water near the examination and
• The storage area should be inspected regularly documentation area
• At least one table and chair near the storage area to pre-
pare inspection reports etc Labelling manuscripts
• A quarantine room where recently acquired or donated Follow a tested system. Avoid writing numbers on the
manuscripts should be examined for insect or fungus body of the text.
attack and kept under observation before being docu-
mented and brought into the storage area Storing loose folios of manuscripts
• Keep folios of similar size together.
9. Basic Awareness of the manuscripts • Keep the folios in a box of similar size to avoid movement
The custodians and staff must know the material, nature, of the folios.
Guidelines for • Single folios can be kept in polyester sleeved files available
quantity, location and significance of the manuscripts in
Care of the collection. in stationery shops.
Manuscripts • When using polyester sleeves one may place the folio
Handling a manuscript between tissue paper.
• Use two hands to handle manuscripts safely.
• Always use a tray or solid support when moving a man- Storing bound manuscripts
uscript. • Keep similar sized volumes together.
• Handle only as many as can be done comfortably and • Do not place too many manuscript volumes over each
safely. other.
• Hands should be clean when handling manuscripts.
Studying a manuscript
Transporting a manuscript • Take care that the hands are clean.
• Always use a tray or solid support when moving • Do not eat or drink beverages near the manuscript.
manuscripts. • Do not mark the pages with pens
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• After referring to the books, leave the manuscripts on 11 Basic The following are a set of steps which were followed during
the table and inform the librarian. the Preventive Conservation workshop organized at IGNCA
• Take permission from the manuscript collection in-
Techniques of in November 2004:
charge. Do not mark on the manuscript. Use clean Reorganisation of
hands. Turn over the pages gently. Keep the manuscript Manuscripts Action Plan: Emergency Reorganization of Storage
on a flat support. Avoid tea or water near the manuscript. Storage 1. Make team.
Do not replace a manuscript on a shelf without the 2. Appoint team leader.
knowledge of the custodian. 3. Identify collection.
4. Identify storage space.
Conservation of a manuscript 5. Photograph disorganised collection (general shot).
• Record the damage and discuss the action plan with all 6. Prepare storage space.
concerned persons. • Clean paper on shelf.
• Plan the treatment in advance and have all tools and • Active insect – seperate.
materials in place. Fungus attach – Wrap in polythene, keep in box in
• Follow the policy of minimum intervention. seperate room.
• Use correct materials of the best quality available. • Damaged / weak / loose folios – keep in folder.
• Document the process. • Bound and unbound.
7. Prioritise transfer.
Display of a manuscript 8. According to condition, document:
• Place proper support under the manuscript. • Subject
• Do not have lighting inside the display cases. • Location
• Have low lighting of an intensity lower than 50 lux. 9. Transfer and handle carefully
• Cover the manuscripts showcase with a cloth when not 10. Keep bound books – vertical
in use. Unbound – horizontal
• Keep turning over the pages periodically. Loose – horizontal
Weakspine – horizontal
10 Basic • Accession register should be up to date. 11. Place identification strips
• The documents should be catalogued.
Documentation • There should be a location register.
• Do not stack too light
• Do not stack too loose
Requirements • Movement register. • Do not stack too many books over each other.
• Conservation receipt and return register. 12. Very heavy books keep horizontally.
13. Do not rush.
14. Work according to plan.
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12 Minimum Must know • Various materials/markets that can be sourced to con-

• The size and nature of the collection serve a collection.
Standards for a • Principles of conservation.
• How a particular manuscript in the collection is made
Manuscript • How the manuscript behaves with changes in the envi-
Conservation ronment Must be able to
• What are the agents of deterioration • Arrive at correct conservation decisions.
Assistant • Work with ones own hands and thus be able to direct
• How these agents can be avoided
• How to inspect and monitor agents of deterioration in work by example.
a collection • Execute the variety of conservation treatments required
• What action to take when the deterioration agents are for manuscripts such as documentation, preparation of
present treatment records, aqueous and non-acqueous deacidi-
• The nature, use and effects of any chemicals or action fication, tear repairs, mending, filling of losses in paper,
that he uses lining – full, strip, single and double side, removal of
• The health hazards related to use of conservation mate- old repairs, resizing, cleaning of manuscripts with
rials water soluble inks and paints, stain removal, mounting,
• The dangers of obsolete conservation treatment such as binding, etc.
heat lamination, cellulose acetate lamination, addition • Direct the above mentioned conservation treatment
of copper sulphate in flour paste etc. and manage the conservation team.

Must be able to: 14. Minimum Collection to be conserved

• Inspect a collection and prepare a Basic Condition Requirements for Details of the number of manuscripts, type of manu-
Report. scripts, condition reports and prioritisation of the preve-
a Manuscripts ntive and curative conservation steps
• Re-organise the storage and keep it in an organized
manner. Conservation
• Take preventive conservation steps to keep the collection Unit Space
• A floor area of at least 500 sq ft. with a water connection
healthy.
and outlet
• Execute curative conservation treatment with a high
• The room should be well lighted
de-gree of skill under supervision of the conservator in-
• 5 amp electric points including one 15 amp power point
charge.

13 Minimum Must know Trained Staff

• In greater depth all that is expected from the conserva- • At least one staff trained in curative and preventive
Standards for a conservation
tion assistant.
Manuscripts • Chemistry and behaviour of the various materials used • One assistant trained in preventive conservation and
Conservator for conservation. with manual skills and knowledge to be able to follow
• The significance of the collection that is being treated. instructions from the conservator
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Furniture • Acid free mount board

• Tables with matt finish sunmica top preferably of an • Flour, gelatin, eraser powders,
off-white colour. • Melinex, polythene
• One light table. • Pigments
• One cupboard with adjustable shelves. Keep additional • Paraloid B-72 granules
shelves • Seashell lime
• Work chairs for staff • Other items as per requirement
• Drying rack
• Chemical rack Chemicals
• Tools cabinet • Anti fungal agents such as thymol, orthophenylphenol
• Furniture for administration, keeping records etc. etc
• Other items as per requirement • Solvents such as trichloroethylene, toluene, methanol,
ethanol etc
Tools and Equipment • Insecticidal powders such as borax etc
• Flat and round brushes : sable hair, hog hair, synthetic, • Other items as per requirement
of various sizes
• Electric heater Documentation
• Double boiler pan • Receipt return registers
• Distillation plant • Conservation file
• Kipps apparatus or carbon dioxide cylinders • Treatment record
• Enamel and plastic trays for different sizes of manu- • Camera for photographic documentation
scripts and documents • Other items as per requirement
• Glass or polycarbonate beakers of different sizes
When a MCC has executed basic preventive conservation
• Glass rods 15 Minimum
• Test tubes and holders steps in a manuscripts collection, the following results
• Vacuum cleaner including a small portable one
Standards for should have been achieved:
• Conservation tool kit with scalpels, cutters, swab sticks etc Preventive
• pH indicator materials Conservation • The staff of the collection should have been trained to
• Other items as per requirement execute the preventive conservation steps on their own.
• Dry and wet bulb thermometer • The collection storage, display and reference areas
should be clean.
Conservation Materials • The shelves and other furniture in the collection area
• Handmade paper of various thickness, textures and should be in order and clean.
colours as required for the respective collections • The manuscripts should be arranged neatly on shelves
• Lens tissue, Nepalese tissue, Banana tissue etc or in cupboards / boxes and not piled up or on the floor
• Binding materials anymore.
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• The manuscripts should be covered with destarched

cotton cloth if possible or placed in boxes.
• The manuscripts and furniture should be free from
insects.
• The loose folios in the manuscript sections should have
been placed in labelled boxes.
• Direct light should not be falling on the manuscripts.
• The room should be well ventilated, and free from
dampness.
• The storage cupboards should be away from walls and
the lowest shelf should be a foot high above the floor.
• Storage space in the shelves should have been well utilized.
• The risk from fire or water disaster should have been
minimized.
• Process of updating the accession and location registers
should have commenced.

No conservation effort is complete if it is not communi-

16 Communication
cated to others. The following are suggested topics that
can be discussed in the forthcoming NMM conservation
newsletter
• Nature of collections
• Types of manuscripts
• Any important manuscript
• The methods of making manuscripts, inks, paints etc
• New techniques of making paper
• Conservation problems in a collection or a particular
manuscript
• Conservation solutions and observations
• Preventive conservation case studies
• Curative conservation case studies
• Traditional methods of conservation of manuscripts
• Preparation of a directory of publications on conserva-
tion of manuscripts
• Preparation of a directory of manuscript conservators
in the country