Preservation

PRESERconVersATION

Care and Handling of Library Materials

Careful handling of library materials by all library staff will help preserve them and will also encourage users to handle these materials correctly.

The Storage Environment

Library collections should be kept in a cool, clean and low light area to ensure they last as long as possible.
Both temperature and humidity are monitored in collection areas and checked regularly by Building Services and Preservation staff.
Light speeds up the aging processes of paper, weakening the paper fibres and causing brittleness, discolouration and fading of library items. So:
Blinds should always be closed in storage areas.
Don't put items where the sun can shine on them.
Turn lights off.
Food and drink should never come close to library materials, they can stain paper and increase the risk of pest infestation. Even vases, potted plants and cups of coffee have a nasty habit of overflowing or spilling.
Water can seriously damage paper. Never leave any library items on the floor because they will be damaged by even the smallest water leak.
If you see any pests in the library, (e.g. silverfish, cockroaches, mice) you should report it to a member of the library staff.

Handling and Use

Most damage occurs to library and archive materials when they are being handled.
Wash your hands frequently. Hands should always be kept clean and dry while touching paper. Both skin oil and perspiration stain paper. Cotton gloves can be used, but might be too clumsy to handle fragile material.
Wet fingers should not be used to turn pages.
When working with any library materials provide yourself with plenty of clean work space and keep items flat on the table and not held in your hands. Rare or tightly bound books should be laid open on a book support available in the Petherick Reading Room.
Never lean on books or documents for a writing surface. Use pencil when you are working with library materials.
If essential notes, such as call numbers, need to be made in a book, use a soft lead pencil(e.g. HB or B).
If pages of books and other items must be marked use acid-free paper strips available from Preservation Services. Do not fold the corners of pages or use printed, coloured or adhesive paper, such as "post-it" self-adhesive notes.

Photocopying

Photocopying is one of the major causes of damage to library books. Some materials are difficult to handle and copy safely. Most importantly, don't press down on the spine of books while photocopying and take extra care with large and heavy books. There are some types of materials which are so fragile they should not be photocopied at all.

Transport

If you have to move more items than can be held comfortably in one hand, use a trolley. Never overload a trolley. Make two trips.
Never send collection material in the rounds.

Storage

Unnecessary metal paper clips, paper fasteners, pins and staples should be removed; rust stains and holes will eventually result if these are left in place. Remove carefully and if necessary replace with smooth, solid plastic paper clips, white cotton tape ties or an acid-free folder or pocket available from Preservation Services. Rubber bands should be removed and discarded because they curl and tear the edges of paper and will eventually age and break.
Try not to overstuff or underfill storage boxes - overstuffing cramps and creases items, underfilling allows sagging and bending. Use fillers made of acid free materials available from Preservation Services.
Books
Generally books should be supported upright on the shelf by other books or bookends. Books left leaning on shelves can cause the book to become distorted and the binding may break. Large books such as elephant folios and broadsheets should be stored flat on the shelf otherwise the weight of the pages can damage the binding, but do not stack them too high or they will be difficult to remove.
Do not overcrowd the shelves. Books should slide easily onto the shelves without force. Make space if they don't. Shelves should be deep enough to fully support the volume and leave a space between the books and the back of the shelf to allow air circulation.
Make sure material in compactus units is not protruding or likely to fall on the ground, because it will be crushed.
A book should be removed from the shelf by grasping firmly the centre of the spine. Never remove books from the shelves by pulling at the top of the spine, this is the most vulnerable part of the spine, and can tear or break easily.
Pamphlets
Pamphlets can easily be lost or damaged on shelves because they are so small. If placed straight on the shelf or in a half-filled upright pamphlet box, they can become slouched, squashed and crushed. Individual pamphlets can be stored in Mylar pockets or see-through polypropylene folders and groups of pamphlets and serial issues in grey polypropylene serial boxes. These folders and boxes are available from Stack Services.
Single Sheet Documents
Single sheet material is best stored flat in folders or boxes, but may be stored upright in a polypropylene pamphlet folder or with adequate support in a folder in an archive box if the archive box has been filled to prevent its contents sagging.
If any items are handled frequently, they should be placed in a Mylar pocket or copied, to protect the original item.
Large Sheet Material
Large sheet material should be stored flat in shallow plan cabinet drawers. Drawers should not be overfilled because this will make retrieval difficult and sheets can easily be damaged as the drawers are opened and closed. Do not fold any item, it will eventually break along the fold. If material is too large to fit in drawers it can be placed in a folder in an adequately sized storage space or on storage rolls made for it by Preservation.
Folded or rolled items should be opened with care and gently, but firmly, held open with paper weights; very stiff and tightly rolled items may need to be relaxed before unrolling.
Large plans, maps, or any large paper sheets are preferably handled in Mylar pockets and are usually easily carried by diagonally opposite corners.

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