Preservation Guidelines for Smathers Library and Special Collections Items

Before accepting anything from a private donor or private seller, the library specialist needs to ask the following questions and consult with preservation:

• Where have these items been stored and for how long?
• Have the items been stored in a location that includes A/C?
• Do the items smell of mildew or do you see any signs of mold or organic material on the items?
• Have these items been stored in a location where bugs could easily reach them?
• Have these items been stored in a location where rodents or other pests have been seen?

The preference is that library specialists have access to the items before they are accepted into the collection.  This way they can see if there is a mold and/or pest issue and contact preservation as needed.  Remember that just because something does not come with a price tag means that it is free.  The cost of mitigating mold and pest damage can be quite high, and this should factor into whether or not the items are accepted into the collection.

Donors who are sending gift items to the Libraries must complete a Gift Acceptance Form.  Please see here for Gift Forms:   https://acquisitions.uflib.ufl.edu/accounting-serials-unit/donor-registry-form/

If the items are being personally transported to our libraries, it is important that donors know how best to package up their materials.  Small items--a few books--should be properly buffered with packing materials.  Large collections can be placed in bankers boxes for shipment, with books stored flat or spine side down.  Try and avoid plastic, sealed containers (Tupperware or other hard plastic container that seals) as they can create microclimates where mold can spread.

If the donor/seller is transporting the items, request that the car has A/C and higher than normal fans and/or air flow during transit.  If library employees are transporting items, have them utilize library vans and keep the A/C and fans on.

Follow the "Transporting Items Outside our Library System" guidelines in the Transporting Items to Other Buildings section on how to instruct anyone on sending materials to UF.

If the acquisition items have been in a stable, pest-free environment (like another institution or library), the materials can go directly to acquisitions and cataloguing for processing.

If any items are coming from a garage, outdoor barn/shelter, storage facility with no HVAC system, home, etc., they should immediately go to conservation first for a two-week freezing.  They should not be sent to any library or processing area first.  Any items coming from a personal office collection should be immediately checked for any signs of pest and/or mold upon arrival.  If in doubt, isolate the acquisition and contact conservation to set up a transport and freezing cycle.