Avoid stacking and overcrowding books and items on shelves. Shelves are too full if an employee attempts to pull one item off the shelf and other items move with it.
Shelves that are not completely full should have book ends. These book ends should keep all the items on the shelf upright without being too tight.
Regular dusting of books and stacks are required as dust is acidic and damaging to collection items. A dusting schedule can be created and maintained throughout the course of the year.
A Hepa-filtered vacuum (preferably a backpack one) as well as lint-free dust cloths can be used for cleaning.
Dusting and maintaining book ends are also important as the cork under the book ends is susceptible to mold.
Major yearly cleanings or in certain events--such as a disaster or mold events--a more thorough cleaning of stacks is essential. In these instances, books should be removed from the shelves and the whole shelf cleaned. Water and lint-free cloths are all that is required. Avoid potent cleaners as they leave residue and contain volatile organic compounds that are not good for collection items.
It is important to make sure that the shelves are completely dry before replacing the books and the book ends.
Check the books and bookends for mold regularly after a disaster and/or cleaning event.
Contact conservation immediately if mold and/or pests are found during stack maintenance. More information on Mold and Pests is found in the section The Building Environment: Integrated Pest Management.
Books, in general, should be stored upright with the spines facing outward for ease of researching.
When books cannot be placed upright with the spines facing outward, the books need to be placed flat or spine side down. This prevents damage due to gravity pulling on the inner text block. Paper bookmarks can be used as tags to assist researchers in finding the books they need in this instance since the spine labels will not be visible.
When stacking books on top of each other, stack in a way that the spine label is visible for the researcher.
Books can be stacked in some instances (like oversized items). Only stack about four books on top of each other. Avoid stacking brittle books on top of each other as the weight will shatter the brittle pages.
Avoid decorative stacking of books as well. Books should be neatly stacked directly on top of each other with the heaviest book on the bottom and the lightest book on the top.
Avoid trying to force flat any record or item that is warped, rolled, etc. by stacking books on top of it. Avoid trying to unroll anything as it will continue to damage the item. Contact conservation for assistance in flattening any collection item.
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