Preservation and Processing
The following manual may be used as a reference tool in order to maintain consistent procedures in Preservation & Processing. The procedures herein have been approved by the Preservation & Processing Manager and any significant deviation from these procedures should be approved by same.
Handling materials carefully - general guidelines.
The care with which a book or media item is handled by patrons and library staff members directly affects its longevity; proper handling and storage can prolong the life of a library's collection.
1. Appropriate shelving for items of ordinary size:
- Smooth, solid shelves; no jagged edges or protruding screws
- All items upright, resting on their base
- Bookends for shelves that are not full
- Full shelves that are not too loosely or too tightly packed
- All books on shelves that are a minimum of 4" above the floor
2. Appropriate shelving for oversize books:
- Broad fixed shelves
- All books flat, if possible, with no more than three or four volumes on top of each other
- No protrusion of books into aisles
3. Appropriate removal of books:
- Ease books on either side of the desired volume further back on the shelf
- Grasp exposed book by the sides with the whole hand
- Readjust the bookend
4. Appropriate replacement of books:
- Loosen bookend
- Move books on shelf to create a space
- Reinsert book in the space
- Readjust the bookend
5. Transport of books:
- Use a book truck that is easily maneuverable and has wide shelves or protective rails to secure the items in transit
- Load the book truck so that
- books are upright
- books are not protruding beyond the edges of the truck
- the center of gravity on the loaded truck is low
- partially filled rows are supported by bookends
6. General handling of books:
- Keep hands clean
- Avoid food, drink, or smoking materials in close proximity of books
- Support covers when book is open
- Avoid forcing books to open further than they open easily
- Avoid the use of paper clips in the text
7. General handling of DVDs and CDs:
- Avoid touching playing surfaces
- Handle discs by the outer edge or the center hole.
- Return discs to storage cases immediately after use.
- Keep dirt or other matter from the disc.
- Remove dirt, fingerprints, smudges and liquids by wiping with a clean, dry, cotton cloth in a straight line from the center of the disc toward the outer edge.
Damage to books and media is cumulative. Repeated poor handling can quickly transform a new book into a worn book, and a worn book into an unusable book that requires costly repair or replacement. Proper use of books by each individual prolongs the life of a library's entire collection.
P&P processes new materials after they are cataloged and bar-coded. The importance of accuracy in this processing cannot be overstated. Because it is important that the book is physically appealing, all book plates should be evenly placed on the page and all stamps should be straight and located so they are aesthetically pleasing. Most importantly, all spine labels must be exactly correct. If a spine label is even a little bit wrong, a book could be misshelved and lost for decades. Literally. Therefore always pay close attention to the details and don't "zone out" when processing new materials.
Starting the process
Pick up the blue cart of cataloged items from the designated spot in LIB133 daily or as needed. Only the top two shelves of the cart are routinely used. It's polite to replace the cart with an empty one for the convenience of the technical services staff.
"Edit" the cart and set aside all items that should receive physical treatment. (Refer to the "New Materials to be Treated" list for details.) If there's room on the cart, add items from the "to be labeled" shelves near LIB135C. Once the cart has been edited and items have been added to it, tape a slip of scrap paper to the cart with the date written on it. All carts should be processed in chronological order so that the "first in" is the "first out".
Applying labels and marking items
Distributing processed items
(content to come)