Dear all,

I’m the Special Collections Reading Room Manager at the National Library of Scotland – I’m currently reviewing the security procedures for our Special Collections Reading Room, and would like to check how other organisations operate. 

I’m attaching some questions that I’ve put together, and I’d be really grateful if you could manage to answer them as best as you can. Please email replies directly back to me, and I will collate the replies into a format that be circulated to those who submit, as I expect it will be of interest to a number of you.

All returns will be gratefully received!





1. What type of repository do you work in?
(e.g. National Institution / Local Authority / University Archive or Library / Specialist Repository / Health Archive)

2. What type(s) of material are consulted in your reading room?
(e.g. Manuscripts & Archives / Rare Books / Modern Printed Material / Maps)

3. Are there multiple reading rooms within your institution? If so, are these interconnected or kept separate?

4. How many reader seats are there in your reading room?

5. Are there different specified areas for consultation of particular material types? If so, how are these differentiated?

6. How many staff are on duty at any one time in your reading room?

7. Does the number of staff on duty vary with time of day?

8. What duties do staff carry out in the reading room?
(e.g. Invigilation / Issue & Return / Reprographic Orders / Basic Enquiries / Others (please list))

9. Do staff perform a range of activities from the above, or are they dedicated to one (or more) specific tasks?

10. Are other staff involved in work in the reading room e.g. security patrols etc?

11. Who checks material in & out?
(Dedicated Archive Staff / Other Staff)

12. Do you use CCTV in your reading room?
(Yes / No) (If you answer yes please answer questions 13-18)
13. How many cameras?
14. Are they movable/zoomable?
15. Who controls the CCTV system and who has access to view the live footage?
16. Are the CCTV cameras easily observable by readers?
17. Do you rely on CCTV alone for surveillance?
18. If you use CCTV, how long do you retain the tapes/footage for?

19. Is there a security desk/check desk at the entrance of your reading room?

20. Are readers’ possessions inspected on entrance and/or exit from the reading room?

21. What items are allowed/disallowed in your reading room?

22. Do you allow readers to take their own material such as manuscripts, printed books, and CDs into the reading room?

23. What are readers allowed to keep on their desk in your reading room?

24. How many loose documents do you issue at a time?
(e.g. 1 / 2-10 / 11-20 / Single file/folder/bundle)

25. Do you weigh loose material requested by readers? If so, please describe the process you follow for this, including where the weighing is carried out.

26. How do you mark loose documents?
(e.g. foliation, ownership stamps/marks, etc)

27. How do you describe loose documents?

28. Does your issue/return system provide an audit trail of where the item is at any given time?

29. How long do you keep records of issue and return?

30. Are there any ‘problem’ areas in your reading room? If so, how are these dealt with?

Regards,
Thomas



Thomas Connelly
Special Collections Reading Room Manager | Access Department

National Library of Scotland
George IV Bridge, Edinburgh EH1 1EW

Tel: +44 (0) 131 623 3840
Email: [log in to unmask]
Website: www.nls.uk
Twitter: @NatLibScot
Facebook: /NationalLibraryofScotland

 

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