Guidelines for the Security of Rare Books, Manuscripts, and Other Special Collections

standards and guidelines RBMS Security Committee Guidelines for the security of rare books, manuscripts, and other special collections n a climate where theft of special collec tant since administrators’ efforts to increase Itions materials is an everyday possibility, the use and knowledge of collections in their security must be a major concern of the en care can result in a greater public awareness tire library and special collections communi of their value, and may increase the risk of ties, with special collections administrators theft. Security arrangements vary from one addressing it to the best of their abilities institution to another and are dependent on within their institutional context. staffing, physical setting, and use. The ACRL/Rare Books and Manuscripts Rare book and manuscript dealers also Section (RBMS) Security Committee’s “Guide must concern themselves with collection lines for the Security of Rare Book, Manu security, since thieves may offer stolen materi script, and Other Special Collections,” pub als to them for sale. Librarians should make lished here, is the principal ACRL document every effort to familiarize such dealers with dealing with the security of library materials. the ways institutions attempt to secure and These guidelines identify important topics that identify their materials and help them use all collection administrators should address this knowledge to lessen anyone’s chances in developing adequate collection security. of profiting from theft. While directed primarily toward rare books, The appointment of a library security special collections, and manuscripts, the top officer and the development of a security ics are also applicable to general collections. policy can help insure that staff are aware of The RBMS Security Committee strongly urges their legal and procedural responsibilities in implementation of these guidelines, including applying security measures. the unique identification marking of materials and the appointment of a Library Security II. The library security offi cer Offi cer (LSO). Each institution concerned with the security of rare books, manuscripts, or other special I. Introduction collections materials should appoint a library These guidelines identify important topics security officer (LSO). The LSO should be that collection administrators should address appointed by the library director, have pri in developing adequate collection security. mary authority and responsibility to carry out While directed towards special collections, the security program, and have a thorough the topics are also applicable to general col knowledge of all repository security needs, lections. Administrators of rare book, manu particularly those of special collections. The script, and special collections materials must LSO should not necessarily be conceived of ensure that their collections remain intact as the library’s general security offi cer, al and secure from theft and damage. The se though he or she may also hold that role. curity of collections is now especially impor The identity of the LSO should be widely C&RL News July/August 2006 426 known, especially among other adminis security of special collections materials. The trative officers of the repository. The LSO’s LSO should also be involved with any library principal responsibility should be to plan and emergency and disaster planning. administer a security program, which should include a survey of the collections, reviews Suggestions for implementation: of the physical layout of the institution, and 1. In larger institutions it may be neces training of the institution’s staff. He or she sary to assemble a Security Planning Group should develop active working relationships to assist the LSO in identifying problem areas with colleagues and seek the advice and the and to recommend solutions. assistance of appropriate personnel, such as 2. Institutions that lack appropriate staff institutional administrators, corporate coun resources may wish to bring in a security sel, life safety officers, the LSO mail lists, and/ consultant to assist in developing a policy or outside consultants from law enforcement and in determining any major threats to the agencies and insurance companies. collection. When engaging a security consul tant, the institution or LSO should use caution Suggestions for implementation: in evaluating the consultant’s competence or 1. In some repositories, the LSO and the ability to perform the work. The institution special collections librarian may be the same should investigate the security consultant’s person. background and references thoroughly. 2. Special collections administrators in institutions without another official for whom IV. The special collections building or the role of LSO would be appropriate are area encouraged to take on this role and advocate The special collections building or area that the institution recognize the importance should have as few access points as pos of this responsibility within the institutional sible, with a single entry and exit point for structure. both researchers and staff. Fire and emer gency exits, which should be strictly con III. The security policy trolled and provided with alarm coverage, The LSO should develop written policy on should not be used for regular access. With the security of the collections. In developing in the facility itself, the public should have the policy, the LSO should consult with ad access only to public areas, not to work ar ministrators and staff, legal authorities, and eas or stack space. Researchers should be other knowledgeable persons. The policy received in a separate reception area where should include a standard operating proce a coatroom and lockers should be provided dure on dealing with a theft or other security for researchers’ personal belongings and problems. The ACRL/RBMS Security Com outerwear. A secure reading room where mittee’s document, “Guidelines Regarding researchers can be continuously moni Thefts in Libraries,” provides steps to pursue tored at all times by staff trained in surveil in establishing adequate policies for deal lance should be identified as the only area ing with thefts. The security policy should in which material may be used. A security be kept uptodate with current names and guard should check researchers’ research telephone numbers of institutional and law materials prior to their entering the secure enforcement contacts. The institution should area as well as when they depart. also review the policy periodically to insure Keys and their equivalents, such as that institutional needs continue to be ad keycards, are especially vulnerable items; equately addressed. The LSO should coop therefore, a controlled checkout system for erate with and be involved with develop all keys should be maintained. Keys to secure ment and implementation of general library areas should be issued to staff only on an security measures, as these may affect the asneeded basis, and master keys should be July/August 2006 427 C&RL News secured against unauthorized access. Com the researchers’ legal rights when handling binations to vaults also should have limited possible problems. (See also ACRL “Code Of distribution and should be changed each time Ethics for Special Collections Librarians.”) there is a staff change involving a position with access to the vault. Strong consideration Suggestions for implementation: should be given to installing proprietary 1. The LSO and special collections admin keyways in locks in the special collections istrator should ensure that all staff are familiar area. (See Ronald L. Libengood and Bryan J. with these guidelines and the security policies Perun, “The Key to Good Security: Proprietary in their institutions and how they may apply Keyways and Electronic Locks,” Focus on specifically to their institution. Security, 2 [April 1995]: 616.) 2. When appropriate or consistent with institutional policies, background checks and Suggestions for implementation: bonding of staff members should be consid 1. In institutions where it is not possible to ered. hire an extra security guard, a staff member 3. The LSO or special collections adminis could perform this function. Consideration trator should be familiar with the institution’s should also be given to installing a video personnel policies, and advocate security surveillance system. concerns with the institution’s human re 2. As a precautionary policy, keys and sources staff. locks to secure areas should be changed on a regular basis. VI. The researchers 3. When an institution plans to remodel or The special collections administrator must renovate space or to build a new facility in carefully balance the responsibility of mak which special collections materials are to be ing materials available to researchers against housed, the LSO and the special collections the responsibility for ensuring the security of administrator should ensure that all security the materials. Staff must be able to identify needs are addressed in the design and plan who has used which material by keeping ning. adequate, signed checkout records, which should be retained indefi nitely. V. The staff Registration for each researcher who An atmosphere of trust and concern for the uses special collections materials should be collections is probably the best guarantee required, recording the name, address, sig against theft by staff. Nevertheless, close and nature, institutional affiliation (if any), and equitable supervision is essential.

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