Care and Handling of Non-Book Materials

Non-book materials, including audiovisual resources, photographs, maps, manuscripts, and other special collections, require specific care and handling to preserve their integrity and prevent degradation. These materials can be more vulnerable than standard books due to their unique formats and the particular storage conditions they require. Below are key guidelines for the care and handling of various non-book materials:

1. Photographs

Photographs are particularly susceptible to physical damage, chemical degradation, and light exposure.

A. Storage and Handling

Storage: Store photographs in acid-free and lignin-free folders or boxes. Use archival-quality sleeves made of polyester or mylar to prevent scratching and physical damage.

Temperature and Humidity: Photographs should be stored in cool, dry conditions. Ideal storage temperature is 65°F to 70°F (18°C to 21°C) with 40% to 50% humidity. Excessive heat or humidity can cause photographs to warp, fade, or develop mold.

Light Exposure: Limit exposure to light, particularly UV light, which can cause fading and degradation. Store photographs in boxes or drawers that can be closed to block light, or use UV-filtering glass for display purposes.

Handling: Always handle photographs by the edges. For particularly delicate items, use cotton gloves to avoid oils, dirt, or moisture transferring from your hands.

B. Cleaning and Conservation

If a photograph shows signs of dirt or dust, use a soft brush or a blower to gently remove particles. Avoid wiping the image surface with cloths or other materials.

For conservation or repair, consult a professional conservator who specializes in photographic materials to prevent damage from inappropriate cleaning methods or adhesives.

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2. Audio-Visual Materials (Audio and Video)

These materials include tapes, records, films, CDs, DVDs, and digital audio and video files, all of which require specific care to prevent deterioration.

A. Storage

Magnetic Media (e.g., cassette tapes, VHS, reel-to-reel tapes): Store these items in protective cases, away from magnetic fields (such as speakers or electronic devices). Use cool (50°F to 70°F or 10°C to 21°C) and dry (40% to 60% relative humidity) conditions.

Vinyl Records: Store records vertically, upright, similar to books. Place them in polyethylene sleeves or inner sleeves made of paper or antistatic material to prevent scratches and dust accumulation.

Digital Media: Regularly back up digital files, using multiple storage media (e.g., cloud storage, external hard drives). For preservation, use non-compressing, open file formats (such as WAV for audio and TIFF for images).

Film: Store film materials in cool, dry conditions, ideally between 50°F to 60°F (10°C to 16°C) and 30% to 40% relative humidity. Store films in acid-free, archival containers to prevent degradation.

B. Handling

Audio Tapes and Records: When handling magnetic media, avoid touching the surface with bare hands to prevent contamination from oils and dirt. Use cotton gloves when handling records or tapes.

CDs/DVDs: Always hold CDs or DVDs by the edges or the center hole to avoid finger marks on the surface.

Playback Equipment: Ensure that playback equipment (e.g., cassette players, record players, video players) is regularly maintained to avoid damaging the media during use.

C. Preservation of Digital Media

Backups: Regularly back up digital media to prevent data loss due to file corruption, hardware failure, or obsolescence.

Migration: Migrate digital files to current formats and storage devices to avoid file obsolescence.

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3. Maps and Oversized Materials

Maps, posters, architectural drawings, and other oversized materials require specialized storage and handling to prevent physical damage and deterioration.

A. Storage

Flat Storage: Store maps, posters, and other oversized materials flat in acid-free archival boxes or map drawers. This prevents them from being folded or creased.

Roll Storage: If rolling is necessary (for example, when storing large posters), use a protective tube made of archival-quality materials. Avoid rolling too tightly, and never store rolled items for extended periods.

Temperature and Humidity: Store oversized materials in stable environments with a temperature range of 65°F to 70°F and relative humidity between 30% and 50% to avoid warping, fading, or mildew growth.

B. Handling

Support: When viewing maps or large prints, place them on a flat surface or use a book cradle to prevent bending or tearing.

Lifting: Use both hands to carefully lift large items, supporting them evenly. Do not allow them to hang over the edge of a surface.

Storage Containers: Ensure storage containers are large enough to accommodate oversized materials without forcing them in or causing damage.

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4. Manuscripts and Archives

Manuscripts and archival materials, including rare books, letters, documents, and diaries, often require special care due to their age and fragile condition.

A. Storage

Archival Boxes and Folders: Store manuscripts in acid-free, archival-quality boxes or folders that are sized appropriately to prevent bending and crumpling.

Climate Control: Store materials in areas with stable temperature (around 65°F to 70°F) and relative humidity (30% to 50%) to prevent mold growth, brittleness, or foxing (brown spots).

Flat Storage: Store large manuscripts and archival documents flat to prevent distortion, and avoid folding or rolling materials whenever possible.

B. Handling

Cotton Gloves: Wear cotton gloves when handling rare or fragile documents to prevent oils from hands from transferring.

Support: Use a book cradle, support board, or a protective sleeve when reading or examining fragile documents to ensure that pressure is not applied to the spine or edges.

Minimal Handling: Limit handling of fragile manuscripts to reduce the risk of physical damage or wear over time.

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5. Digital Materials

Digital resources such as databases, e-books, and digital images require ongoing preservation to ensure accessibility and usability over time.

A. Backup and Migration

Regularly back up digital files to avoid loss due to corruption or hardware failure. Use multiple backup locations such as cloud storage and external hard drives.

File Migration: Periodically migrate files to updated formats to ensure they remain accessible as technology evolves.

B. File Integrity

Use reliable file formats that are open and non-proprietary (e.g., PDF/A for documents and TIFF for images) to ensure long-term readability and compatibility.

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Conclusion

The care and handling of non-book materials are crucial for their preservation and continued accessibility. Each type of material, from photographs and audio-visual resources to manuscripts and digital files, requires specific storage conditions, handling procedures, and ongoing maintenance. By following best practices and providing the appropriate environment, libraries and archives can protect these valuable resources from deterioration and ensure they remain available for future generations.