Stacks procedures

Guide & Procedures for Book Cleaning

  • You will need vacuum with brush tool, and dustrags misted with Windex; the latter for dusting vacated bookshelves; bookwagon; ext cord. 
  • If topmost shelf is VACANT, dust with dustrag
  • If top shelf is loaded, unload and clean to your bookwagon, then dust emptied shelf. then begin removing volumes from shelf immediately below, vac-brushing as you handle them
  • Remove however many volumes as you can COMFORTABLY
  • Rest volumes on edge of shelf so you don't need to fully support weight of books in your hand
  • Clean top edge of the books; vac-brush fore-edges and bottoms as appropriate (books on open top shelves and all bottom shelves will be most in need), and place on vacant upper shelf
  • DUST the shelf that you have just cleared
  • Continue pulling volumes from each succeeding shelf, clean, and place in sequence on DUSTED vacated shelf immediately above
  • When bottom shelf has been vacated (if necessary) and DUSTED, replace all books, in sequence, to their previous shelf locations
  • Be absolutely certain you're returning cleaned books to the shelves in correct call # sequence; if you catch any errors, please correct them; if you drop a handful (you won't, but in case you do) take the time to re-sequence; you CAN and SHOULD readjust shelf loading (space distribution) as you see fit, eg move books from crowded shelves to previously vacant or lightly loaded top/bottoms
  • TRACKING: please finish working and entire single-faced section of shelving before you knock off, and place marker at beginning of next shelf to be worked. as redundant check, record CALL NUMBER of next volume to be cleaned on the card that will remain in Stacks Office

Vac-brushing TIPS

  • You need to agitate your brush lightly along edges of each book to loosen dust, but avoid pressure that may grind grit into the text block; light, brisk brush action is effective, easy to apply and will preserve life of your cleaning brush; don't be concerned about dust that will not come clean with light agitation -- there's a limit to what can be expected with this sort of cleaning, and what appears to be soil may be stain or discoloration due to light damage
  • Vaccuum cleaner: leave power ON until you have worked thru vac-brushing a SF section; power off while you stop to replace books. please don't turn off/on at each shelf. -remember to let the shelf-edge take the weight of each handful of books as you vacbrush tops of text block: you will want to minimize the time you are holding the full weight of each handful to stave off arm fatigue


Microprinter Maintenance

canon microprinter puzzles

1) will not print: -no power at printer -out of toner or paper; printer paper jam -transport control not centered on detent (note, as of 03/09, detent click broken on station #4, you need to "feel" for center point: glass flats drop into place on film) -“F4” not selected (Canon 800 only) -setting on paper tray does not match paper loaded

2) won't focus -check for correct seating of lens carrier and -lens body fully seated in carrier; there is a locking pin that must be engaged in the carrier -film carrier fully seated to rear, locking lug engaged

3) shadowy copy/light copy -adjust copy density control on remote pad -damaged film or dirty glass flats -fingerprints on lamp: these cannot be removed, so use care in replacing lamp -auto condensor not actuated: rotate zoom control fully to both ends, then set as desired -check settings for (a) "sharpness", (b) "picture"

4) transport/threading failure -you can’t manually thread, must use auto-thread feature or you’ll mis-cue the electronics: always use auto-thread/reset function -metallic supply spool will NOT function on roll carrier: pre-wind film onto plastic spool -16mm setting selected, 35mm film supplied

5) dark band across screen: power off, then on; repeat if necessary

6) portions of screen image deleted: check trim setting (Canon 400 only)


  • For service: 800 724 0340 for sales: 800 836 0912 (as of 03/2010)
  • Toner cartridges, replacement lamps: located in projection room Davis Family Library 231. Cartridges stacked on cart or on floor: please refer to labels applied to cartons to match cartridge to printer. projection lamps: top drawer of metal cabinet in 231. refer to label on lamp carrier for correct bulb: each is coded on its box.

Stacks Students Training

In order to improve the availability of books in our collection we must first make sure the books are re-shelved properly.   To this end, the following is a guide for anyone who re-shelves in either Armstrong or Davis Family Library.   


  1.  The first step is to understand how the LC (Library of Congress) classification system works.    New students and staff will first complete the training modules in LC easy, our re-shelving tutorial.    Both Armstrong and Davis have copies.  At Davis Library the program is on the supervisor’s computer outside the supervisor’s office (250 A).
  2. Training with Stack’s supervisor.   In this important step, the Stacks Supervisor will go over re-shelving locations and how to sort books in preparation for shelving.
  3. In-stacks training.   Once a group of books have been sorted, the trainee will - under the supervision of the Stacks Supervisor - learn the correct way to re-shelve books, including handling the books properly.   During this phase, the Stacks Supervisor will explain the importance of shelving by class or subclass, subject, and cutter lines.    See example here:

N         class - single letter                                     

NA      sub class - two or three letters                  

1220   subject - shelved as a whole number

J 350   cutter - shelved as a decimal, each digit being read separately.    For ex. 35       before 4.

1995    date -   nothing before something.  Otherwise numerically

  1. In the past, students have usually worked on a cart of books with the Stacks Supervisor and then started work on their own.    Going forward the students need to spend a minimum of an hour training directly with the Stacks Supervisor.  
  2. After training under supervision, the next step is to shelve a group of books unsupervised.  The best areas to start in are A-F as these sections have less complicated call numbers.  The books will be flagged with yellow bookmarks and left lying on their spines on the shelf.   The Stacks Supervisor will then check each book to make sure it was shelved correctly.    If mistakes are found, they will be explained to the trainee.
  3. Ultimately, the Stacks Supervisor will determine when the trainee has mastered proper shelving and is ready to work alone.   
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