Manuals: Fine & Rare Books Room

Security & Environmental

General Polices

  • Whenever you leave the Fine and Rare Book Room, be sure the door is closed and locked.
  • No non-staff person is ever to be alone in FRBR. Always accompany a visitor.
  • If a book needs to be paged from elsewhere, ask the visitor to step out of the room while you retrieve the book.
  • The center cases are in secure mode 24 hours a day. Authorized staff may bypass the system (see below).
  • If event takes place in non-public hours, call Vector Security and Campus Security to notify them about event, open/non-alarmed hours and time when event will be finished and the alarms re-set.
     

Vector Security

The Fine and Rare Book Room is included in Hunt Library’s security system which is monitored by Vector Security. FRBR is also known as AREA #4. The account number is 4801618-4.

  • The Fine and Rare Book Room may be disarmed and opened between 8am-6:30pm, Monday-Friday.
  • Vector Security will call University Police if the room is disarmed outside of these hours.
  • If you wish to disarm and open the room outside of the recorded schedule, you must call Vector Security to let them know. 

POINT NUMBERPOINT 

12center cases shock24 hour

13motion/front door30 second delay

21temperature24 hour

22humidity24 hour

Vector Security Call List

  1. University Police 

Keypad Instructions

HOW TO ARM or DISARM ROOM

Press STATUS if you are unable to arm the room.

  1. Enter passcode
  2. Press ENT.

HOW TO BYPASS CENTER CASES, TEMPERATURE AND HUMIDITY

  1. Press MENU/ESC.
  2. BYPASS POINT? Press ENT.
  3. Enter passcode and press ENT.
  4. Enter point number (12, 21, or 22) and press ENT.
  5. Point #? Press ENT.
  6. Point # BYPASSED. Press ESC.

HOW TO UNBYPASS CENTER CASES, TEMPERATURE AND HUMIDITY

  1. Press MENU/ESC.
  2. Press NEXT until you see UBYPASS POINT? Press ENT.
  3. Enter passcode and press ENT.
  4. Enter point number (12, 21, or 22) and press ENT.
  5. Point #? Press ENT.
  6. Point # UNBYPASSED. Press ESC.

 

Setup and Breakdown

Intrusion alarm for Room / Center Exhibit Cases

  • In the event of an alarm, Vector Security will call University Police to report that POINT 12 (center cases shock) and/or POINT 13 (motion/front door) are in alarm.
  • Police will respond to FRBR and inspect the premises. In an emergency, police will secure the scene / individuals and follow normal police protocols when an investigation will be conducted.
  • To reset the system after an intrusion alarm police must enter their security code and press ENT on the keypad.
  • Hunt Library staff should call University Police to report false alarms.

Environmental alarm

  • In the event of an alarm, Vector Security will call University Police to report that POINT 21 (temperature) and/or POINT 22 (humidity) are in alarm.
  • The University Police dispatcher will call FMS Service Response immediately and report that “an alarm for (temperature or humidity) problems has been reported in the Fine and Rare Book Room at Hunt Library”.
  • Any environmental conditions alarm is an emergency. An alarm indicates that environmental conditions are outside of accepted ranges. Remediation of environmental conditions must begin immediately. University Police will provide FMS with access to FRBR as needed.
  • FMS should make adjustments and repairs if possible. If the source of the problem cannot be addressed immediately, then immediate action must be taken to reverse the trend that set off the alarm. Such actions may include installing or servicing a dehumidifier.
  • After the trouble is corrected library staff should enter COMMAND 47 on the keypad to reset the zone sensors, or rearm the area as needed.
  • Hunt Library staff should call University Police to report false alarms.

Fine and Rare Book Rooms Environmental Alarms Set Points
(as of 10/12/10)

Temperature – High=76° Low=60°           

Humidity – High=55% Low=30%

PEM2

  • Records temperature and relative humidity in FRBR
  • Use a flash drive to transfer data
  • Data can be uploaded to eClimateNotebook (see instructions below)
    • master account username: cmuartspec and password: posner2004
  • Help available from Image Permanence Institute
  • Every six months (January and July) download environmental data and creates charts for binder

Retrieving data from PEM2

  1. Connect "FRBR" flash drive to PEM2
  2. Wait for data transfer to complete
  3. Remove flash drive

Uploading and viewing data (eClimateNotebook - online)

  1. Connect flash drive to computer
  2. Go to https://eClimateNotebook.com
  3. Sign in to master account
  4. Check box for "FRBR" under Location Datasets
  5. Select “Data Manager”
  6. Click "Upload" button
  7. Browse for most recently downloaded dataset on flash drive
  8. Click OK
  9. Click Continue to Graphs
  10. Enter start and end dates for data range you want to view
  11. View temperature and relative humidity by clicking on the “T & RH” link above the graph

Saving graphs (eClimateNotebook - online)

  1. Select “Export Graph” (down arrow button under Graphing Tools)
  2. Use Adobe Photoshop to save the file as a PDF or JPG
     

Important Phone Numbers

University Police: 412-268-2323

Vector Security Monitoring Center: 800-638-7077

Vector Security Service Center: 800-756-9161

Facilities Management Services (FMS): 412-268-2910

Sam Lemley: 412-268-5740

 

Patrons & Reference

General Policies

  • Hours by appointment with the Special Collections Librarian. 
  • Special collections materials are available for study by members of the campus community and other interested researchers.
  • Materials in the collection can be found by searching in the online catalog. Be sure that patron has correct call number AND location of book. Be sure that patron understands that book will not circulate. If a student needs a circulating copy, help them identify one in the online catalog.
  • Interview patron carefully to identify the best books to answer the need. Find out if images or photocopies are needed and explain photocopy policy.
  • Researchers must fill out a Use of the Collection form (see below).
  • Patrons are permitted to use paper, pencils, and laptops.
  • Keep coats and bags away from the reading table. Patrons performing extensive research may use a locker for their personal belongings. Keys to the lockers are located in the glass office key drawer.
  • The use of some materials may require that the researcher wear cotton gloves and use book supports.
  • Try to finish up each day in time to re-shelve books or pack them away for security (about 4:30pm)

 

Record Keeping

  • Special Collections Librarian should keep Use of the Collection forms on file.
  • Record patron reference transactions on Off Desk Stats Chart.

 

    Use of the Collection form [PDF]

    FRBR Summary Description [PDF]

     

    Reproductions

    Policies

    • Reproduction requests must be cleared with Special Collections Librarian, or in her absence, with the Arts Specialist. Care of the bindings is important for this collection.
    • Researcher must complete Reproduction Request form or provide similar information in a letter/fax.
    • Small photocopying and in-house scanning jobs can be done for patrons for free.
    • Large photocopying and in-house scanning jobs may be charged to the patron.
    • Professional reproductions can be arranged through Communications Design and Photography at Mellon Institute. Professional Scanning and Photography.
    • Digital photography by patron is allowed.
    • Patron is responsible for copyright clearances.

    Professional Scanning and Photography

    All professional photography and scanning will be done at Communications Design and Photography at Mellon Institute, room 225.

    • Special Collections staff will get quote from Communications Design and Photography, calculate fee, and get patron approval.
    • Items should be carefully packaged.
    • Special Collections staff will arrange for a courier to deliver to or pick up from Communications Design and Photography.
    • For rare items Special Collections staff will hand-deliver to or pick up from Communications Design and Photography.
    • Special Collections should retain a copy of each digital scan or large-format negative to support future reproduction requests.

    Communications Design and Photography: 412-268-3217, photo-graphics@andrew.cmu.edu

     

    Fees

    Photocopying

    • first 15 pages:              $7.50
    • additional pages:          $.15 each

    Scanning and photography

    • Cost + service fee of $10 or 15% (whichever is higher)

    Publication

    • One time publishing fee of $75 per image

    Payments

    • Prepare invoice; retain copy; and send copy to Business & Administrative Services, University Libraries
    • Direct all payments to Business & Administrative Services, University Libraries


    Record Keeping

    • Special Collections Librarian should keep Reproduction Request forms on file.

    Reproduction Request form [PDF]

     

    Classes

    Scheduling

    • Faculty librarians in the Arts Library and Special Collections department must use the FRBR calendar in Exchange to schedule classes.
    • The schedule for FRBR is maintained in Exchange as “@ HL Fine and Rare Book Room”.  Requestors should:
      • use the New Appointment option
    • Reserving the Fine and Rare Book Room

     

    Logistics

    • The day before the class, if possible, lay out materials and labels.
    • Use cradles and other supports for fragile materials.
    • Collect enough chairs; ask for help from available students after class to replace chairs.
    • Ask students to stash back-packs and other personal belongings away from collections and teaching space.
    • Ask students to wash hands using water, the antibacterial cleanser, or handi-wipes.

    Record Keeping

    • Record information about classes in LibAnalytics.
    • Special Collections Librarian may record titles of books used for classes.

     

    Events and Meetings

    Policy

    The Fine and Rare Book Room houses the university’s collections of fine and rare books, works of art and other artifacts. Climate control and security are special concerns. In all cases, established procedures for security must be observed.

    FRBR may be used:

    • by the University President or other officers of the university for events for off-campus guests
    • by the Dean or Associate Dean of the University Libraries for events and guests
    • for classes using materials from the Arts Library and Special Collections
    • for public receptions for Libraries exhibits and other events
    • for meetings of Libraries committees when other rooms are booked or unsuitable

     

    Scheduling

    Reservations must be made at least one week in advance. Reservations are taken on a first-come, first served basis. Priority will be given based on the above order. Scheduled events may be "bumped" by higher-priority events. 

    Reserving the Fine and Rare Book Room

     

    • Receptions and Special Events
      • Event coordinators should contact Special Collections staff to check the FRBR schedule and reserve the space.
      • Special Collections staff will add the event to the FRBR online calendar.
    • Meetings
      • Library staff may use Exchange to reserve the FRBR for library meetings.
      • The online calendar for FRBR is maintained in Exchange as “@ HL Fine and Rare Book Room”. 
      • The meeting request will be reviewed by Special Collections staff who will confirm the reservation with the requestor.

    Setup and Breakdown

    If it is necessary to re-arrange or remove FRBR furnishings for an event, the change must be approved by Special Collections staff. The event coordinator must arrange for the labor crew from Facilities Management Services (FMS) to set up and break down furniture between the hours of 9am-5pm, Monday-Friday. The event coordinator must provide Special Collections staff with all FMS details and is responsible for all charges related to setup and breakdown.

    Event rentals must also be arranged by the event coordinator. Delivery, setup, and breakdown must be scheduled between the hours of 9am-5pm, Monday-Friday. The event coordinator must provide Special Collections staff with rental details and is responsible for all charges related to rentals.

    FMS Service Response: 412-268-2910, fixit@andrew.cmu.edu

     

    Audio-Visual

    If audio-visual equipment will be used, the event coordinator must arrange with Library Information Technology (LIT) or Media Technology to deliver, set up, and break down equipment between the hours of 9am-5pm, Monday-Friday. The event coordinator must provide Special Collections staff with details and is responsible for all charges.

    LIT: 412-268-5088
    MediaTech: 412-268-2430, mediatech@andrew.cmu.edu

     

    Food and Beverages

    • No open flames permitted (including candles and food warmers).
    • Menus must be approved by Special Collections staff.
    • Outside caterers must be approved by Special Collections staff. First-time outside caterers may be required to schedule a pre-event meeting and on-site walk-through with Special Collections staff.
    • Event coordinators are required to follow the University’s alcohol policy. Security may be required and must be arranged with University Police. 

    University Catering: 412-268-2129, catering@andrew.cmu.edu
    University Police: 412-268-6232, campuspd@andrew.cmu.edu

     

    Housekeeping

    Special Collections staff will arrange with Custodial Services (FMS) for the room to be vacuumed before and after an event. The event coordinator is responsible for cleaning charges.

    Custodial Services: 412-268-2036

     

    Exhibitions and Publications

    Policy

    • Special Collections hosts exhibits based on the collections housed in the Fine and Rare Book Room. Exhibits are approved and scheduled by the Special Collections Librarian.
    • Special Collections publishes booklets, posters, invitations, labels, and other printed material about books and collections in the Fine and Rare Books Rooms upon occasion. 
    • Exhibits and publications that incur major expenses need to be approved by all levels of the administration by circulating a proposal that outlines topic, dates, costs, and responsibilities. 

     

    Exhibit Procedures

    • Catalogued items from the library collection may be used for exhibits. The current location for these items should be changed to DISPLAY-4 in the catalog for the length of the exhibit.
    • Special Collections staff can provide access to FRBR and cases. Keys for tall brass cases and flat aluminum cases are stored in the glass office key drawer.
    • Loans of equipment (such as exhibit cases or book display items) must be approved by the Special Collections Librarian.

     

    Publications Inventory

    Copies of printed publications are available as gifts for donors and visitors to the Fine and Rare Book Rooms.

    • Ex Libris portfolio
    • Posner Collection brochures
    • Kate Greenaway exhibit catalogs
    • Kate Greenaway card packets
    • Swiss Poster card packets

     

    Handling and Maintenance

    Rare Book Handling Basics

    • A book is a paradox: it is meant to be open to allow access to the information, and it also is supposed to be closed to protect the contents. The spine and hinges of a book are the weakest and most stressed parts of a book. Some simple, thoughtful ways to care for books:

      • Grasp book at the middle of the spine; don’t yank at the headcap.
      • Keep books square at all times if possible, not tilted and crooked.
      • Support a row of books with a bookend. Avoid jamming a bookend’s sharp edges into text pages.
      • Shelve oversize books in
        • the correct oversize section
        • on spine, not on fore-edges, as needed
        • flat, in a flat folio section       
      • Don’t force a book onto a shelf.
      • On a book truck, shelve books the same way—upright or flat, not tilted.
      • Travel safely. Heavy trucks get top-heavy and tip over. Try to lift truck over bumpy elevator openings.
      • When photocopying, try to copy at 90 degrees instead of 180 degrees flat, keeping stress off the spine and hinges.
      • Remove paper clips, post-it notes, rubber bands, and loose papers from books and journals.
      • Handle library materials in all formats (newspapers, microfiche, CDs, records…) carefully and thoughtfully.
      • Use book cradles and other props for displaying fragile materials.
      • Devise safe, temporary packaging for fragile materials as they go through processing or other handling. 

     

    Re-shelving

    • Place items on the re-shelving cart. This cart should be used for this purpose only.
    • Lock extremely rare books in side cases as needed.
    • Notify Special Collections staff that books are ready to re-shelve.

     

    Shelf-Reading and Inventory

    Shelf reading is essential to the maintenance of Special Collections, since both retrieving and shelving books depend on orderly shelves. Shelf reading also is an opportunity to assess the physical condition of books and make repairs or new housings.

     

    Protective Housings

    Protective housings for rare books and minor repairs for paper and bindings may be provided by the in-house bindery. Protective housings may include dustjackets, Mylar jackets, phase boxes, etc. Additional types of housings may be purchased from vendors.

    Book Oiling

    Leather-bound books should be oiled as needed (usually once every 10 years).

     

    Room Housekeeping, Lighting and Repairs

    • The Special Collections librarian coordinates housekeeping (vacuuming and glass polishing) as needed.
    • The Special Collections librarian and Business Manager coordinate bulb replacements and other lighting repairs as needed. Exhibit case lighting is not included in the building’s FMS agreement and requires an Oracle number.
    • The Business Manager and Special Collections coordinate room repairs with FMS or outside vendors.

     

    Collection Development

    Special Collections Criteria

    Consider these criteria when acquiring or transferring books and other materials for Special Collections. See the Special Collections collection development policy for more information.

    Categories of materials that are collected exclusively by Special Collections:

    • Materials printed before 1800.
    • Materials printed in what is now the United States through 1820; all Pennsylvania imprints through 1840; all Pittsburgh imprints through 1850.
    • Books published in 100 or fewer copies.
    • Books under 12 centimeters in height.
    • Books that would be expensive to replace (more than $300 per volume for literature; $700 per volume for art and $500 per volume for other disciplines) even if not rare.
    • Products of selected fine printers and private presses.
    • Manuscripts and other unique items. Collecting is coordinated with University Archives and Architecture Archives.
    • Books with hand colored illustrations.
    • Excessively fragile formats such as broadsides, keepsakes, and portfolios.

    Categories of material that may be evaluated for inclusion in Special Collections:

    • Work of noted binders.
    • Works in their first state by important illustrators or illustrations of high quality produced by unusual techniques (such as pochoir, chromolithography, etc.)
    • Literature in first editions or early editions by selected authors.
    • Materials inscribed by notable persons and association copies.

    Areas of specialization:

    • History of science
    • History of electrical engineering and computer science
    • Fine binding
    • Posters

     

    Funds

    The following endowment funds support collecting for Special Collections:

    • Dr. Marylouise D. Meder Endowment
    • for rare books; resources on history of books and printing
    • Posner Memorial Fund
    • for Posner Memorial Collection and Posner Center
    • Rosenbloom Fund
    • for rare books
    • Anne Skoog Endowment Fund
      • for rare book

    Dealer Catalogs

    • Date dealer catalogs as they arrive.
    • Review catalogs for items to fill in history of computer science and electricity and other pertinent titles such as Greenaway items.
    • Check online catalog to prevent duplication of titles and to check for other editions.
    • Keep selected history of science dealer catalogs and add to collection as serials.

     

    Orders

    • Call dealer and place a phone–hold on item.
    • Deliver the following to Acquisitions:
      • Memo of request with bibliographic particulars and price, and contact information for dealer
      • Copy page with dealer catalog description
    • The Library Associate for Ordering will contact the dealer, place the order, and pay the bill.
    • Acquisitions staff will pre-search OCLC and queue books for cataloging. 

     

    Gifts

    • Gift appraisals must be obtained by the donor. Gifts valued over $5000 involve special constraints that must be coordinated with the office of University Advancement.
    • Contact the Acquisitions Team Leader for help and advice on picking up gifts.
    • Prepare an author-title list or inventory of the gift.
    • Prepare a thank-you letter to the donor.
    • Send a copy of the list/inventory thank-you letter to the Marketing Communications Coordinator.
    • Search gift titles in online catalog and print out any records that will help the Cataloging department.
    • Fill out a Gift form for each title and place in book along with printouts.
    • Deliver gifts to the Gifts Coordinator who will report the gift and put it in the queue for cataloging.
    • The office of University Advancement will send the donor an official tax receipt/thank you slip.

     

    Donor Files

    • Set up a file folder for each donor in the Special Collections Donor Files, either electronic or paper or both.
    • Keep paper copies of major deeds of gift or deeds of rights.
    • Send copies of major documents to Dean of University Libraries and University Counsel.

     

    Record Keeping

    • Record major acquisitions on Special Collections Librarian’s monthly reports.

     

    Cataloging

    Standards

    Special Collections books should be cataloged according to the best practices of AACRII and additions, OCLC, and the recommendations of the ALA/ACRL/RBMS section, including thesauri for rare book bibliography, relator codes, and added entries.

     

    Cataloging and Physical Processing

    • All cataloging occurs in the Cataloging department.
    • The Cataloging department returns books to Special Collections staff.
    • Special Collections staff will review the online catalog record and make added entries as needed.
    • No physical processing of any kind takes place in the Cataloging department. Special Collections staff finishes physical processing of books.

     

    Paper Card Files

    • Shelf-list by Dewey Decimal Call Number
    • Backlog Shelf-list by Author
    • Posner Collection Shelf-list by Dewey Decimal Call Number
    • Letter and Manuscript File
    • Kate Greenaway Collection by Book, Work of Art, and Letters

    Chronological, Publishers, Place of Publication, Fine Press Files were kept up to 1982; then partial information was incorporated into online catalog record.

     

    Manuscript Collection Finding Aids

    Manuscript collection finding aids are still in preparation. Eventually, copies will be on the computer terminal in the Fine Book Room and prepared for online web-access. Each collection is or will be cataloged in OCLC at the “collection level.”

     

    Swiss Poster Collection

    The Swiss Poster Collection is cataloged in LUNA, maintained by the Arts Resources Specialist. Cataloging instructions and history of the collection are in the Swiss Poster manual in the Special Collections Librarian’s office.

     

    Catalog Maintenance

    Classification and Enhancement

    Until 1982, books were cataloged in OCLC, but had no call number and were shelved alphabetically by main entry, and also in separate locations by size and by collection. (That is, miniatures A-Z, Kelmscott Press Collection A-Z, Haniel Long Collection A-Z, regular octavo rare books A-Z,  quarto and oversized rare books A-Z, not-quite-rare books in remote storage rooms of Rm. 215 or Rm. 410 (now Off-Site Storage). In 1982, retrospective conversion added Dewey Decimal call numbers and location codes. 

    In 2010, the collection was converted to Library of Congress call numbers. All future acquisitions will be classified with the Library of Congress classification system.

    Rare book cataloging often includes extra names and data to enhance searching, especially donors, designers, presses, binders, printers, and uniform titles. The 949 field is used for donor names, order numbers, invoice numbers, vendors. The Cataloging department has the details.

     

    Locations Codes

    Often, the location of a book depends on its size.

    FRBR: Miniatures: under 16 cm SPEC-MIN-4 FRBR: Octavo: 16 cm - 28 cm SPEC-RBS-4 FRBR: Quarto: 28 cm - 40cm SPEC-RBQ-4 FRBR: Folio: over 40 cm SPEC-RBF-4 FRBR: Artists' Books: Miniatures: under 16 cm SPEC-ABM-4 FRBR: Artists' Books: Octavo: 16 cm - 28 cm SPEC-ABS-4 FRBR: Artists' Books: Quarto: 28 cm - 40 cm SPEC-ABQ-4 former Cage (basement storage): Octavo: 16 cm - 28 cm DESK-4-NON former Cage (basement storage): Quarto: 28 cm - 40 cm DESK-4-NOQ former Cage (basement storage): Folio: over 40 cm DESK-4-NOF

     

    Sometimes, the location of a books depends on its collection.

    Frances L. Hooper Kate Greenaway Collection SPEC-GRN-4 Anne Lyon Haight "Twas the Night Before Christmas" Collection SPEC-NBC-4 Kelmscott and Doves Press Collection SPEC-KLM-4 Simon Collection SPEC-SMN-4 Carnegie Mellon University Architecture Archives DESK-ARC-4 Room 406 DESK-4-RES

     

    Preparing Books for the Shelf

    • Apply gift plate with a very tiny bit of non-acid glue.
    • Pencil the call number on the verso of the title-page.
    • Stamp a very discreet Hunt Library ownership stamp on the back free endpaper.
    • Prepare a non-acid tag with the location, call number and brief author/title information; add bar-code to back top of label.
    • Prepare Mylar jackets.
    • Note the location code in the online catalog.
    • Shelve the book in its proper location.

     

    Added Copies, Transfers, Withdrawls

    Added Copies 

    • Do physical processing for book with gift plate; add copy number under call number on title-page verso.
    • Add copy in online catalog, note copy number and location code.

    Transfer Books from stacks (E&S/MI or Hunt) to FRBR

    • Change location code and item type in online catalog. Revise circulation option.
    • Add SPEC to call number on verso of title-page.

    Transfer Books from FRBR to stacks

    • Send book with transfer instructions to Cataloging department.

    Withdraw Book from FRBR

    • Send book with withdrawal instructions to Cataloging department. 
    • Some books may be routed to Dealer Book Sale via Gift Coordinator.
    • The Special Collections Librarian will keep a record of withdrawn items and dates of disposition.

    Change Location

    • Change location codes for books in online catalog as needed.

     

    Appendix

    ACRL/SAA Joint Statement on Access to Research Materials in Archives and Special Collections Libraries [PDF]

    Room layout diagram 1 [PDF]

    Room layout diagram 2 [PDF]