Collections Maintenance

The Gladys Brooks Conservation Laboratory is responsible for the general maintenance of NYAM’s extensive collection of library and archival material. As part of this mandate, Lab staff plan and implement collection-level cleaning, stabilization and rehousing projects; monitor environmental conditions in storage areas; prepare for and respond to disasters involving the collections; instruct staff on the proper care and handling of library materials; and oversee commercial binding and reprographic activities.

Cleaning, Stabilization & Rehousing

Books are cleaned using either vulcanized rubber sponges or specialized HEPA-filter vacuums that are equipped with micro-tool nozzle attachments to gently remove dust and debris while preventing accidental damage to or loss of binding material. The use of rubber bands, corrodible metal staples and paper clips, self-adhesive tape and post-it notes can be very damaging to library materials. When found in the collection, conservation staff will remove these things and temporarily tie-up materials using flat, soft cotton twill tape until a more permanent treatment plan or rehousing solution can be devised. The Conservation Lab purchases and constructs a number of different types of enclosures to protect fragile and at-risk materials. These include, but are not limited to, four-flap wrappers, clam-shell boxes, archival envelopes, folders and document boxes.

Climate Control

High temperatures and relative humidity (RH) extremes can accelerate the deterioration of books and other library materials, encouraging mold growth, cockling pages, distorting vellum and desiccating leather bindings. Because of this, the Conservation Lab monitors the temperature and RH in the Rare Book Room and throughout all library stack areas using sensors built into the heating, ventilation and air conditioning (HVAC) system as well as externally situated HOBO dataloggers. Conservators work with the NYAM Building Operations team to keep temperature variations within a range of +/- 3 degrees and RH within a range of +/- 5%. Every effort is made to maintain stable environmental conditions in all of NYAM’s collection storage areas, although some allowance is made for seasonal changes. In addition to temperature and humidity, light (from both the UV and visible spectrums) can also cause irreversible damage to library and archival collections in the form of visible fading and color change to bindings and media, as well as the embrittlement of cellulose fibers in paper. In an effort to prevent damage from the cumulative effects of exposure to various sources of light, windows in all collection storage areas are UV filtered and shaded where possible, and stack lights (also covered with UV filters) and are activated by motion sensors.

Disaster Preparedness and Response 

The Conservation Lab has designed a comprehensive response plan to be implemented in the event of emergency situations that threaten library collections. Potential disasters range from floods, tornadoes, hurricanes and earthquakes to burst pipes, leaking roofs, fire, mold and pest outbreaks. In order to protect NYAM’s collections, it is vitally important that a system be in place before a disaster strikes and that all library staff understand what steps to take. To facilitate a quick response to common emergency situations, clearly marked response bins (containing water absorbent pads, plastic sheeting, flashlights, gloves, etc.) are located throughout the stacks.

Proper Care and Handling of Materials

Improper handling of materials is one of the main causes of damage to library collections. The Conservation Lab is responsible for instructing library staff in the proper procedures for shelving and handling materials. The following general rules, if followed, will contribute greatly to the longevity of books and other materials:

• Take care to prevent books from coming into contact with dirty hands, food, drinks, smoking materials or sources of potential water damage.

• Books should never be forced open or "cracked". Book covers should be supported while the book is in use.

• Items such as paper clips, pencils, Post-it notes and bulky items should not be placed in the text.

• Do not stack opened books to hold places in the text.

• Books should not be marked in any way. Corners should not be turned down to mark places in the text. No rubber bands, paper clips, staples or pins should be used in books.

• Books should never be carried in stacks of more than three unless the volumes are very thin.

• Books stored in protective enclosures (e.g., boxes, wrappers, envelopes) should always be returned to those enclosures after use.

• Photocopies, if needed, should be made by staff using one of the library’s face-up scanners; effort should be made to ensure that the cover and pages of a book are supported while being copied.