Spatial Unit of Maintenance Collection of Books in Tun Abdul Razak,

Library UiTM Library, Puncak Alam, Malaysia

Nisya Aurellia Putri Aini

, Arfikayani Pratiwi

, Endang Fitriyah Mannan

and Muhammad Rifky Nurpratama

Library Studies, Faculty of Vocational Education, Airlangga University, Indonesia

Faculty of Vocational Education, Airlangga University, Indonesia

Keywords: Spatial Planning, Book Maintenance, Book Maintenance.

Abstract: Maintenance of books is one of the activities that are inseparable from conservation which aims to

safeguard library collection materials, especially book collection materials. This article will discuss how the

layout of a damaged book maintenance unit in the Tun Abdul Razak Library, UiTM, Puncak Alam Campus

is based on the author's experience. The research method used in this article using qualitative research

methods is research that uses analysis with descriptive characteristics. Data collection techniques are carried

out through (1) interviews, (2) observation, (3) documentation. Based on the results of the author's research,

maintenance of a damaged book in the Tun Abdul Razak Library for equipment was sufficient but the room

was not spacious enough to disturb the comfort and safety of the officers at work.

1 INTRODUCTION

Library becomes an important supporting institution

in an organization, in this case the university

institution (Romadhona, Wati, et al., 2022). In

university institutions, libraries become one of the

bridges of knowledge for the academic community

to the community to obtain information

(Romadhona, Kurniawan, et al., 2022). College

libraries are generally libraries incorporated in

higher education institutions, both in the form of

university libraries, faculty libraries, academic

libraries (Sunyowati et al., 2022).

The library as we know, has a variety of services

and units that shelter it (Harisanty, 2019). Units and

services that are rarely noticed are library

maintenance units. Even though book maintenance

and maintenance are also included in important

aspects of library management. Even ironically

according to Eden, Feather and Matthews (1994)

most librarian comments show that preservation is

still considered a special activity, usually only

applies to special collections and rare or valuable

individual items. Even though the main objective of

the library maintenance and preservation program is

to ensure that collections of library materials are

always available and ready to use (Ibrahim, 2013).

Therefore, it applies to all library collections without

exception.

Unit and book maintenance and maintenance

services are also available at the Tun Library Abdul

Razak UiTM. In the library, units and services are

called material maintenance units. This maintenance

unit is in the Tun Library Abdul Razak UiTM and

most other libraries because of problems with library

material damage (Romadhona, 2022). Damage to

library materials generally found includes being

damaged, torn, or dirty. Problems like that,

indirectly are still considered trivial but if left alone

it will be a finding by the user and can reduce the

quality of the service of the library itself. Therefore,

this article discusses the process and importance of

library maintenance and maintenance service units

especially in the Tun Abdul Razak UiTM Library.

2 RESEARCH METHOD

This paper uses the observation method if the author

works on an internship at the Tun Abdul Razak

UiTM Library. The author observes and collects

information about the library as well as suggestions

160

Aini, N., Pratiwi, A., Mannan, E. and Nurpratama, M.

Spatial Unit of Maintenance Collection of Books in Tun Abdul Razak, Library UiTM Library, Puncak Alam, Malaysia.

DOI: 10.5220/0008669700002300

Paper published under CC license (CC BY-NC-ND 4.0)

In Proceedings of the 3rd International Conference on Record and Library: Local Knowledge, Past, Present, and Future (ICRL 2018), pages 160-165

ISBN: 978-989-758-712-2

and criticism for library maintenance units and

services. In addition, the author also conducts

literature studies in both books and journal articles.

3 RESULTS AND DISCUSSION

Tun Library Abdul Razak UiTM provides a

maintenance service unit for materials or

preservation units. This unit was formed because of

problems that commonly appear in libraries in

general, including UiTM. Problems with damage to

common library materials appear such as being

damaged by tearing, removing the cover of the book,

missing pages etc. According to Ibrahim (2013)

damaged library materials are generally in the form

of physical damage such as tearing, holes, damaged

binding etc. That problem also appears the same as

the one in the Tun Library Abdul UiTM Razak.

The problem of library material that is physically

damaged is not necessarily stored or discarded, but

this is where the maintenance unit functions. Steps

taken from preservation to conservation. Based on

the Indonesian-English dictionary written by Echols

and Sadily (2003) the word preservation means

maintenance, guarding and preservation while the

word conservation means protection and

preservation. If traced, the understanding of the two

is not much different, the point is to maintain and

care for the book to not be damaged or already

damaged (Hernoko et al., 2022). The purpose of

maintaining library materials in the Tun Library

Abdul Razak UiTM is to maintain library materials

from total damage and to maintain the content of

library materials so that they can be accessed

properly and easily. The purpose of maintaining

library material itself if defined according to Ibrahim

(2013) is to make sure that the collection of library

materials is always available and ready to use.

Furthermore, according to Sudarsono (2006) it aims

to preserve the information content of library

materials and archives with the transfer of other

media and preserve the original form as completely

as possible to be used optimally (Romadhona,

Subagyono and Agustin, 2022).

In addition to the purpose, there is also a function

to carry out library material maintenance in the Tun

Library Abdul Razak UiTM. The function that is

carried out explicitly is to really care for library

materials not to experience severe or total damage so

that the library material can be returned. However,

conceptually according to Martoatmodjo (1993)

library material maintenance functions are very

detailed and in-depth, such as protecting functions,

preservation functions, health functions to keep

library materials clean, educational functions to

provide lessons for users in using collections

properly, function patience to practice rigor and

tenacity, social functions by involving the needs and

opinions of users, the economic function of saving

the cost of purchasing new books, the function of

beauty in order to show the convenience of visitors'

attractiveness in accessing library materials.

Maintenance units and services have an

implementation element, according to Martoatmodjo

(1993) there are four important elements that need to

be considered in maintaining library materials,

namely management, personnel who carry out

maintenance and preservation of library materials in

accordance with their expertise, special laboratories

or rooms and funds. But there are still more

elements that can be added, namely the

completeness of equipment to preserve library

materials (Subagyono, Chumaida and Romadhona,

2022). The elements are already owned by the Tun

Library Abdul Razak UiTM unit fund for library

material maintenance.

The first element is a special room for

preservation. They have their own room in carrying

out activities to maintain, preserve and maintain

library materials that will be damaged or damaged.

However, what is quite unfortunate, and an obstacle

is that the space is quite limited so that the distance

or location between the machine and library

materials is very close without enough space. Even

the space to run and perform maintenance activity is

so lacking (Romadhona, 2020). The arrangement of

equipment layout and equipment for maintaining

library materials is not yet regular so that it affects

the comfort in working librarians to treat library

materials that are damaged.

The second element is equipment and equipment

for maintaining library materials in the Tun Library

Abdul Razak UiTM. The equipment and equipment

start as follows:

1. Materials for book preservation

a. Book skin (Full Bound): material for

making book covers, for different

colours according to the rules

determined by the UiTM library namely

maroon, yellow and dark blue.

Likewise, the thickness is also regulated

by the library.

b. Strawboard: it is thick paper to make a

book cover too, the type used is a h

which has a thickness of 1440 gms and

1800gms.

c. End paper: paper that serves as the main

page of the book and as a mookclose

Spatial Unit of Maintenance Collection of Books in Tun Abdul Razak, Library UiTM Library, Puncak Alam, Malaysia

161

layer attached to the back of the book.

The type of paper used is white simili

paper with a thickness of 150 gms

d. Adhesives: using DUROVAC Kod No.

glue types. 1007

e. Yarn: use the type of win york street

and hollow linen

2. Library material maintenance tools

a. Scissor

b. Hammer

c. Headband: to beautify and give a neat

impression of the top and bottom of the

book

d. Bone powder: serves to smooth the skin

of the book that has been glued using

glue. The shape is like a ruler with a

triangular shaped tip

e. Mookclose: used to strengthen book

stitches. The shape is like a net.

f. Yarn

g. Bodkin: used to cross the paper and

paint stitches in the book

h. Needle

i. Bakrum: is the outer skin of the book

cover used for making book covers. But

specifically used for magazines and

journals only.

j. Acro lid: is the outer skin of the book

cover

k. Fibroline: is a book skin that is not

durable and easily damaged, and the

price is low. Specifically used for

covering the spine of the book only.

l. Cutting mark

m. Gold foil: coloured paper used to print

letters, the colour is gold and silver.

n. Iron letters: to form alphabets, numbers

or symbols used to print alphabets,

numbers, or symbols in giving titles on

book covers.

o. Brush

p. Cutter

3. Machine for library material maintenance

a. Board cutter machine

b. Drill machine: for punching holes in a

thick and deep book. The holes

provided amounted to 5 for books, and

for the journal there were 7 holes.

c. Spiral machine: spiral books

d. Book press: to press and give freely to

the book so the book does not expand.

e. Hot stamping: a tool for giving title

prints on book covers

f. Cut paper machine

Tools and tools used in the Tun Library Abdul

UiTM Razak is very complete, especially the

machines used for maintenance. The equipment and

equipment that are available are very supportive for

all types of library material maintenance, so that the

maintenance of library materials is not only simple

but very complex and quite sophisticated.

Equipment or equipment directly or indirectly,

provides options for the types of care that can be

done. Types of care that can be done according to

Soraya and Lucya (2010) such as patching,

connecting, or re-bonding, lining or strengthening

library materials, lamination, encapsulation,

repairing binds. View all equipment and equipment

available in the Tun Library Abdul Razak UiTM,

then all types of conceptual library material

maintenance can be done properly and correctly. It is

expected that with equipment and equipment that is

quite sophisticated, and all types of maintenance can

be done then the age of library materials can be

longer.

However, the maintenance of library materials

carried out by the Tun Abdul Razak UiTM Library

is a maximum of 5 (five) times. This is due to

consideration of the maintenance process, ie there

will be a cut or even distribution of the size of the

legs and head of the book. If it exceeds 5 (five)

times the maintenance or deduction, it is feared that

the contents of the book will be filled. The solution

if the library material has been recorded for

maintenance 5 (five) times, the special librarian

handling book maintenance will ask the collection

processing department whether the related book is

still in demand by the user. If the related book is still

in demand, it is advisable to buy a new book or book

with a similar title, but if it is not in demand, it will

be destroyed by burning.

Technically, preservation of books carried out by

the Tun Library Abdul Razak UiTM is complete and

up to date. This was followed by regulations that

were regulated as the standard of implementation in

Malay as follows:

1. Cut printed paper for the binding process

2. Make work bindery am like pedap head of

the letter / memo

3. Make the work of binding books ilidan set j

middle way, edges, loose or perfect binding

4. Make work for creasing, drilling, punching,

eyeleting, perforating, inserting

5. Cutting and braiding the book is ready for

binding

6. Cut paper for stationery binding processes

7. Make the work fold fold-less books and

arrange using hands or machines

8. Drain book sewing thread a sewing

machine for books bound quarter cut flush

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9. Arrange pieces of paper that contain copies

for lonely binds

10. Creating skins for pushing creasing and

paper files

11. Cut work to size, check, think, wrap, label,

record and deliver to store.

12. Maintenance unit in the Tun Library Abdul

Razak UiTM along with all maintenance

processes are controlled by a librarian who

is usually called Encik Sarafi, assisted by

intern students if there is an internship

program in the library.

All that has been done by the maintenance unit

of the Tun Abdul Razak UiTM Library in carrying

out the book maintenance process is not without

obstacles. However, there is a second obstacle that is

experienced, namely the lack of preservation staff in

the Tun Abdul Razak UiTM Library. As stated by

the maintenance unit, it is only controlled by one

librarian, the rest are empowered internship students.

The availability of only one librarian if stated

enough is indeed possible if the library material has

suffered very little damage. But ideally the

availability of only one librarian to handle

preservation is considered insufficient. It is through

consideration that the process carried out in

maintaining library materials is quite complicated,

time consuming, and the process is long so that more

than one librarian is needed to carry out a complex

and long maintenance process. Another

consideration is that if only one librarian is

available, the knowledge and ability to maintain the

book are not recorded and channelled properly. In

other words, there is no success librarian who

maintains the book properly and correctly, because

book preservation is a very technical activity and

requires special abilities in its implementation. The

absence of successive librarians in the field of care,

maintenance and preservation of library materials is

also based on library policy which, according to

Eden, Feather and Matthews (1994) most libraries

only provide basic training such as handling library

materials, library policy, examination of library

materials. broken, that is all. Therefore, more

specific training is needed, especially regarding the

maintenance, maintenance, and preservation of

library materials

Although the unit and library maintenance

services have been implemented in the Tun Library

Abdul Razak UiTM. However, it is inseparable from

the task of carrying out prevention because the first

element that can damage library materials is

humans. Generally the damage caused by humans

according to the results of Sulfiyani (2017) is the

lack of awareness of users in using library materials

with their ignorant resistance such as folding books,

graffiti, curving books and even tearing up pages of

books.

The things of damage caused by humans,

especially the users, are inseparable from the

awareness of the library users and their collections

and library policies that do not remind the visitors.

So far, most libraries have reminded readers not to

damage library materials only through librarians or

written on the walls of the library. This is felt to be

lacking, in fact what the library needs to do for

interceptors is to carry out user education activities.

The activity does not only contain material

introducing libraries and how to borrow and return

library materials. But it must be more specific,

namely regarding the behaviour of library users in

the library such as the prohibition of tearing,

crossing, marking books etc. More specific training

and user education applies to all libraries that have

similar problems in the field of library material

maintenance, especially also applicable to the Tun

Abdul Razak UiTM Library.

In addition, what can be done is the Tun Abdul

Razak UiTM Library to prevent damage because

humans can get it by means of arrangement and

storage. Inadequate and inadequate storage places

will cause physical damage especially when library

materials are placed and borrowed or read by the

borrower. Not a few libraries that still consider

bookshelves trivial, where the bookshelves are too

narrow, high and low do not match the size of the

book, supporting books that are too forced to push

the book to fit right into the shelf etc. Therefore,

prevention in the form of arrangement and storage is

needed, namely by doing the shelving procedure

properly and correctly such as not forcing the book

to enter on a shelf that is not in accordance with its

size.

The second element that can damage the book is

the environment, so prevention is needed. One

important thing is cleanliness. Cleanliness of the

room, especially shelves, needs to be considered,

such as dust and humidity in the air temperature of a

room. According to Ibrahim (2013) the temperature

and air humidity of the library room especially for

library materials can be arranged ideally, namely

through the installation of air conditioners with

stable temperatures at 20-24 degrees Celsius. Do not

miss the lighting becomes a concern, where library

materials are avoided as much as possible from

direct sunlight and the lights directly which is the

solution by installing filters on the vents and lights

that illuminate the room.

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163

Besides due to damage to library materials

because of the literal environment, library materials

will suffer damage due to the social environment of

the people in the digital era. As we feel that more

and more non-paper library materials or digital

library materials have begun to dominate, served and

accessed by people in the digital age. That is

because to increase the speed of sending and

accessing information, so that more and more

electronic media appears in the library. According to

Liu (1999) today, non-paper documents play an

important role in the performance of library

functions. Compared to paper documents, non-paper

documents are even more easily damaged, but non-

paper documents are used more frequently every

year. In other words, paper materials from books

such as books are increasingly being abandoned,

they are replaced with digital library materials such

as ¬ e-book. Even though unwittingly digital library

materials are more easily damaged than paper library

materials, such as missing, corrupted files, deleted,

storage damaged at any time and so on. On the other

hand, because of the increasingly abandoned paper

library materials, they have never been used by

humans. If the arenas never used, it causes no

maintenance, so the shelf storage is left dusty, or not

even maintained. Today's social environment

changes in the digital era are increasingly eroding

paper library materials, ranging from content or

content that is no longer in demand and unwittingly

damages the collection of paper library materials

because it has never been used.

Therefore, besides doing book maintenance or

preservation that has been done by the Tun Library

Abdul Razak UiTM, will be far more optimal if

prevention is also carried out by paying attention to

small details on collection materials such as the

durability of books as long as humans are accessed

and the durability of books as long as they are stored

in an adequate environment.

4 CONCLUSIONS

The Tun Abdul Razak UiTM Library has its own

units to manage, maintain and maintain a collection

of books so that they remain durable, and in good

condition so that information can be easily accessed

by library visitors. The unit already has complete

equipment and equipment, so that activities for

maintaining books can be done up to date. But there

is a problem that must be faced, namely in the

maintenance unit that is less extensive for the size of

the book preservation room, by having a lot of

furniture or safety equipment such as cutting

machines, presses and so on, aspects of indoor safety

are needed. The second problem encountered was

human resources which only one librarian was

available in the field of book maintenance.

Suggestions that can be given in addition to

solutions to each obstacle such as the expansion of

space and the addition of human resources, also pay

attention to the prevention aspects starting from the

durability of the book from humans and the

environment that is adequate so as to minimize

damage to books in the future. Then, providing

specific training to discuss the maintenance and

preservation of library materials and the

implementation of user education which also more

specifically discusses the behaviour of library users

in the library.

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