Sender: Rare book and manuscripts <EXLIBRIS-L@LISTSERV.INDIANA.EDU>
Seven institutions responded.
1. What individuals have access?
Most allow only rare book room staff, including students (background checked or successfully completed probation) to have access to the storage area. The rest have facility/building managers and high level administrators with key access.
2. Theft control and prevention
Most institutions responding have cardkey/ID badge access. Passkey records are reviewed when suspicion arises. One facility has numerous cameras in the reading room, a couple limit access to catalog records. Two use random or planned inventories to monitor the collection. One institution checks preselected titles daily and conducts a yearly inventory of their most valuable collections.
3. Responsibility for transferred materials to rare/special collections.
All except one institution reported that materials transferred to rare/special collections are exclusively the responsibility of RB/SC staff. I meant to also ask who has the ultimate say in which materials are transfered to Rare. Happily, one person answered my unasked question by noting the curator approves all transfers.
4. Open outside posted hours.
Two answered that they strictly adhere to posted hours. The rest say they schedule appointments for tours, evening hours for student groups, or the out-of-town scholar. Lead time varied from a couple of days to a week or more, depending on the purpose for the special request. Work rules determine which staff are scheduled at those institutions with union staff.
Thanks again. I truly appreciate your willingness to share.
Carol Fink
Rare Book Librarian
Library of Michigan
PO Box 300007
702 W. Kalamazoo
Lansing, MI 48909-7507
517.373.3765