C areful Handling of Archival Materials

1. Careful HandlingofArchival Materials

2. Table of Contents • General Guidelines for All Researchers • Safe Handling of Books • Protection of Manuscripts • Handling of Objects • Handling Aids • Digital Photography Handling Rules Note: Readers are informed that the library’s security system includes the use of video taping in the Reading Room.

3. General Guidelines • The Beinecke Rare Book and Manuscript Library houses a variety of archival materials, most of which are irreplaceable and often fragile. These materials require special care in order to protect and preserve them for future scholarship. It is the important responsibility of each user to be mindful of handling these materials slowly and carefully. • The Service Desk staff are able to inform you of any special handling requirements and provide handling aids for the materials you requested. • The Beinecke has a number of policies and rules in place to ensure the long-term preservation of the archival materials in its care: 1. Please make sure your hands are clean and dry

4. General Guidelines continued… 2. Use of pens, indelible pencils, or markers is not permitted in the Reading Room. Computers and microfilm readers are available. 3. Do not remove or re-fasten items with paper clips, staples or metal fasteners, ask a staff member. 4. Do not add or erase marks from the material. 5. Handle gently. Do not lean, write on, trace over, prop open, or write directly on top of materials when taking notes. 6. Folders are to be maintained in the order in which they are received; remove only one folder at a time from the box. If you discover the material out of sequence, please notify the staff. 7. If pages of rare books and manuscripts are stuck together, please ask for assistance. 8. Avoid putting strain on the spine of an open book, force a volume to lie flat or leave it lying open face down. Foam book supports must be used.

5. General Guidelines continued… 9. Please do not fold, tear or cut pages. We supply snake weights to aid in keeping volume pages open. 10. When moving a paper or parchment document always support it from below. The safest method for moving the object is to slide a piece of stiff paper or matboard underneath the item so that the matboard {not the document} is handled. 11. Take extra care in handling large volumes, brittle pages, and in opening maps and folded plates. Use folder to turn over sheets then open to view the backside. 12. White cotton gloves are to be worn when handling metal objects only; please ask staff. 13. Archival materials will be provided in their original format when possible. However, sometimes an original is too fragile to be handled safely so a high quality reproduction may be substituted. 14. Of course, No Food or Drink (including gum, candy, or cough drops, etc.) allowed in the Reading Room. If you have a cold, please step outside of the Reading Room to blow your nose. 15. Smoking is prohibited in the entire building.

6. Safe Handling of Books Again as a reminder: • Please support books with a foam book cradle. • Only touch the pages lightly by the outer corners or edges if need be to slide your hand or larger sheet of paper underneath to turn the page, as demonstrated in the previous video. • If pages of rare books are stuck together, please ask for assistance. • Please do not fold, tear or cut pages. We supply snake weights to aid in keeping volume pages open. • Avoid putting strain on the spine of an open book, force a volume to lie flat or leave it lying open face down. • Take extra care in handling large volumes, brittle pages, and in opening maps and folded plates.

7. Protection of Manuscripts To re-iterate: Manuscripts must be handled with great care. • Do not remove from mylar or any mounts. • Unopened printed material shall remain unopened. • Do not lean on, fold anew, trace or handle in any way likely to damage them. • The arrangement of pages in a folder may not be altered; open one folder at a time. • When moving a paper or parchment document always support it from below. Slide a piece of stiff paper or matboard underneath the item so that the matboard {not the document} is handled. • The use of any type of pen is prohibited; no marks may be added or erased. • In certain cases, scholars may be required to use microfilm or facsimiles of original manuscripts.

8. Handling of Objects • Again, white cotton gloves are to be worn when handling metal objects only - ask staff. • All objects should be held with two hands. • Do not lift objects by handles or appendages. • Support densest area of object with both hands if it is necessary for you to lift it. • Objects should remain on the table; do not move around while examining the items.

9. Handling Aids There are a number of appliances available at the Service Desk to help you carefully and comfortably examine the materials you have requested: *Foam cradles *Flags *Weighted bookmarks (snakes) *Watermark readers *Magnifying glasses *UV lights *Slide tables *Folio tables *Tabletop wooden adjustable stands *Cotton gloves for metal objects

10. Digital Photography Handling Rules*Check our Policy on Digital Photography by Readers in the Reading Room • Never touch material while photographing • No pressure may be applied to the object • Do not remove from mylar or any mounts • Unopened printed material shall remain unopened • Do not remove paper clips or staples • Please report any of these situations to the staff • FLASH PHOTOGRAPHY IS PROHIBITED

11. Digital Photography Handling RulesContinued... • The preservation needs of the material outweigh the technical limitations of the camera. Researchers must be familiar or experienced in the proper handling of material or receive instruction prior to the start of their appointment. Patrons may not push on bindings or hold materials up in order to get a better quality picture. Archival and manuscript material must remain flat on the table; books must remain in foam cradles with book weights (snakes) holding pages flat. • Thank you for treating these special materials with respect. * http://www.library.yale.edu/beinecke/brbleduc/Cameras.pdf