HOUSEKEEPING

Preparation

For any preservation activity to be successful, careful planning
and the use of appropriate tools and equipment are essential

The type of area and material to be cleaned will influence the approach and process necessary to complete the operation in a reasonable time and with minimum disruption.

• shelves in a work room
• shelves in a reading room
• a stack area of nineteenth and twentieth-century books
• a stack area of mixed collections
• an open historical, architectural library, like Duke Humfrey

Staff
Cleaning the floors of storage accommodation and book stacks may be left to non-specialized staff under instructions to respect the collections and not to touch library material or shelves. Directions should be given to retrieve pieces of bindings, record slips, etc., from the floor (noting where they were found).

Library material on shelves should
only be cleaned by properly trained staff

Cleaning is a task that suits the use of of temporary employees, student assistants, or volunteers. However, it is important to bear in mind that staff in a cleaning project will handle every item; and it takes much more time and resources to correct problems created by poorly trained, insufficiently supported, or badly rewarded workers than it does to invest in their well-being from the start.

When interviewing prospective members of a cleaning crew, it is important to describe the job accurately and make sure each worker is comfortable in meeting its demands. Check whether applicants have allergies, respiratory difficulties like asthma or dermatological problems like eczema. These complaints are exaccerbated when working in a dusty and dirty environment.

Cleaning books can be time-consuming and repetitive; therefore, it is strongly recommended that staff work in pairs, which are regularly rotated – one team in the morning and another in the afternoon. This will help staff maintain concentration and prevent them from becoming jaded. Moreover, for health and safety reasons two people should always assist each other when removing books from top shelves, carrying large items and transporting crates.

The project manager must also take responsibility to make sure the workers know their work is respected and appreciated. In addition to being paid, appreciation can take many forms, such as an article in the library newsletter, a lunch or an ice cream break to celebrate mini-goals, and relaying words of appreciation expressed by library staff and users.

Planning
Select a period when the library is least busy for implementing a cleaning programme

Be realistic when setting objectives

Allocate sufficient staff and time and appropriate materials and equipment

Adopt a complete approach. More often than not floors are cleaned regularly with the tops of surfaces only being cleaned once a year.

Investigate whether the project will take place in the same area as the items are stored or will the material be moved to a different location? If the items are to be cleaned in an area away from where the items are kept (ideally they should be) then access to trolleys, crates and dolleys needs to be arranged. (If there are stairs or lifts to negotiate use crates and dolleys not trolleys)

Divide areas into zones – and make sure they all receive attention
· ceiling (light fittings, fans, skylights,)
· walls (windows, window-sills, tops of shelves, cabinets, cupboards)
· floor (permanent and movable fixtures such as bookcases and pillars, tables, desks, chairs)

The opportunity should be taken to attend to books with detached
boards by using flat, cotton tape or providing the volume with a box

Record damage to special collection material. If this is not feasible then use paper flags of different colour to highlight different types of damage or necessary actions e.g. detached boards, torn leaves · box or refold fold-outs

Decide before embarking on the project whether it will entail any refurbishing or concentrate solely on cleaning the books and the shelves

Check whether the stack lighting is adequate

Ascertain if power points are available throughout the area? If not, are extension cables allowed to be used?

Remove items in storage areas which can be disposed of –
prevent graveyards of furniture and redundant equipment
that take up valuable space and become fire and safety hazards