Handling of Special Collections materials
- Emily Sanford (Unlicensed)
- MSU TechServices
- Joshua Barton
Summary: Procedure lays out best practices for the care and handling of Special Collection Materials. Procedure was adapted from a presentation given by Bexx Caswell-Olson
General handling tips
Please DO wash and dry hands thoroughly before handling SPC materials to remove any dirt or residues.
Wash your hands as needed when handling dirty materials or after handling food to avoid transferring dirt or residue to items.
Please DON’T use hand lotion or hand sanitizer, which can leave a residue on paper-based materials.
How to Remove a Book from the Shelf
DON’T pull a book by the headcap. This can cause it to tear.
DO push in the books on either side, and grip the book by the spine to remove it from the shelf.
When removing books from the shelf or a book cart, DON’T leave books slumped at an angle. This can cause them to become bent out of shape.
DO move bookends as needed to ensure that all books on the shelf are standing upright.
Shelve tall books with the spine down
If a book is too tall to be shelved upright, DON’T place it on the cart or shelf with the spine pointing up. This puts unnecessary stress on the binding, and can cause the hinges to tear. In extreme cases, this could cause the entire textblock to rip out of the cover.
DO shelve the book or place it on a book cart with the spine facing down. Although this makes it harder to read the title, it is safer for the book.
How to remove items from flat files
DON’T try to remove items without opening the drawer all of the way.
DON’T try to pull items from the bottom or middle of the stack.
DO open the drawer completely
DO remove items laying on top of the item you want to retrieve. Then, use both hands to remove the desired item.
When to use a cradle or snake weights
DON’T use random objects or other books to hold a page open.
DO use snake weights to hold a book open to the desired page.
DON’T hold books in your lap or on the edge of the table and DON’T use your arms as a bookmark while you type.
DO use a cradle to hold the book at an angle and DO use snake weights as needed.
If a book is fragile (i.e. has a loose cover, binding is breaking, etc.), a cradle should be used to provide support.
This book won’t lay flat – a cradle should be used to avoid forcing it to open more than is necessary. Don’t force a book to open…no means no
Foam wedges, blocks, and spine supports can be configured to fit the book as needed.
The book should be supported as much as possible. Do not stress the binding.
Keep loose articles tucked away
DON’T lean on items during use.
DON’T let keys, jewelry, scarves, or clothing dangle over or drag across the surface of an item during use.
DON’T let long hair fall down onto an item.
DO remove any articles that can drag across the surface of an item during use. Alternatively, you can tuck keys, jewelry, or scarves into clothing.
DO pull back long hair.
Other bad behavior to avoid
DON’T use books in your lap or leaning off the edge of the table.
DON’T lean on books or papers during use.
DON’T hold books up in the air during use.
DON’T use writing implements as a pointer (and don’t use pen anywhere near rare materials!).
DO set a good example for library patrons and DON’T be afraid to correct their behavior!
When to wear cotton or nitrile gloves
Oils and dirt from fingerprints can damage certain items.
Use gloves when handling:
photographic prints
microfilm
slides
framed items
film
textiles
audio/video tape
paintings
Gloves should NOT be worn when handling most paper based items (books, documents) since it can make it difficult to handle the item and more damage may occur.
Cotton gloves can make an item feel slippery, and finger oils can seep through if worn for long periods of time. They can also transfer dirt and should be washed or discarded when dirty.
Nitrile gloves allow for a more tactile experience, and finger oils cannot seep through. They tend to pick up and transfer less dirt than cotton gloves. However, they can become sweaty and uncomfortable when worn for long periods of time. Nitrile gloves are for SINGLE USE – do not reuse gloves that have been worn.