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BOOK HANDLING GUIDELINES

Introduction | Book Handling Guidelines | Packing and Moving Books
Identifying Physical Damage in Books

Introduction

The books in the MIT Libraries have been collected for the benefit of present and future members of the MIT community, and represent a great intellectual and monetary investment. Thus, the preservation of Library materials is a concern of the entire library staff. If they are handled carefully, these printed resources will remain accessible for years to come. As we have all seen, the damage to any given book is cumulative. Repeated incorrect handling and storage of a book can transform a new book into a worn one that may require costly repair, rebinding, or replacement.

The following guidelines are meant to summarize correct book handling behaviors in typical library work situations, and serve as a resource when training new staff and student workers. We welcome and encourage any feedback or ideas you may have.

For additional information on issues related to book handling, or the preservation of library materials in general, please contact Heather Kaufman, Preservation Services Librarian, at 617-253-5692 or caldwell@mit.edu.

BOOK HANDLING GUIDELINES

Book Drops/Returns

Place books carefully in the slot or tray
Empty often
Close book covers first and grasp the entire book when removing it from the container

Book Trucks

Shelve ordinary size books upright
Place books on their spines if they are too tall to fit upright on the shelf
Lay large folio-sized volumes flat
Keep books within the edges of the truck
Load the truck so that the center of gravity remains low - this makes the truck more stable
when in motion

Brittle Materials

Take your time turning the pages, as they may shatter on the edge or break along the spine area
Tip the book so that the front cover lies flat on the work surface before writing on the title page
Avoid clipping slips or notes to the text pages

Cleanliness

Wash hands regularly
Keep food and drink away from library materials

Damaged Books

If a book is wet, or shows signs of active mold growth or insect infestation, please contact Preservation Services immediately at 3-5692 or 3-5282
With all other types of damage, please set the volume aside for circulation or processing staff to forward to Preservation Services

Erasing

Use a soft eraser, either a Magic Rub or Staedtler, to erase pencil marks

Holding Books

Support covers when the volume is open
Only open books as far as they will naturally open - do not force
Use book supports if necessary

Mailing Internally

Place loose sheets into an envelope or folder, rather than securing them with a rubber band or clip. Please note your name and the title of the work or call number on the envelope.
Tie books with loose boards or spines with cotton tying tape

Maps and Oversize Materials

Clear adequate space
Support the item fully on the work surface
Use two people to flip or move items when necessary

Marking Your Place

Use a bookmark rather than paperclips or Post-it™ notes
Do not write in or highlight pages in the book

Microforms and Slides

Handle at the edges to avoid fingerprints - thin cotton gloves may help
Place on dust and grit-free surfaces
Ensure that the equipment used to view these items is clean and well-maintained

Photocopying

Support the covers and pages
Avoid pressing books open on the copy surface
Use the photocopier's edge-copying feature when it is available

Removing Books From Shelves

Push in the books on either side of the one you want, and gently pull your selection out by grasping its sides near the spine

Shelving

When possible, leave a small amount of space between books so that they can be easily removed
Keep the books upright rather than leaning, using bookends when necessary
Shelve oversize books upright or on their spine
Remove place markers left in books such as paper slips, paperclips, and Post-it™ notes
Please do not put books on the floor

Stamping

Make the stamped image as even and neat as possible
Replace the Date Due slip when it becomes full, instead of stamping on the book pages or cover

Packing and Moving Books

Library staff may also be responsible for packing and moving collections and handling non-print media. Please refer to the following websites for information regarding audio materials, electronic media, and storage.

Conservation OnLine (look under Conservation Topics on main page)
MIT Storage Guidelines and Procedures

Identifying Physical Damage in Books

Preservation Services relies on library staff members to identify damaged books which have recently circulated and need repair. We appreciate your help! Please take a look at our "Examples of Book Damage" pages to see common examples of book damage found in our collections.

Please do not attempt to tape or make other repairs to a library book, as this may inadvertently harm rather than fix the volume. All book repairs are done by Preservation Services employees trained in the conservation of library materials. Please contact Heather Kaufman in Preservation Services at 253-5692, or caldwell@mit.edu with any questions.

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