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Dear colleagues **CROSS-POSTED*** Thanks very much to everyone who replied to my query last week with information about the running of their enquiry desk/reading room. I received so many replies, I can't reply to all, but I do appreciate the trouble you have taken to give me a detailed picture of your work. To put the query in context, the University has recently appointed me and an assistant to make the collections more accessible to researchers. We have three years external funding for this project, which will include cataloguing and preservation. Some space will be available for us to have an enquiry desk and reading area within the library. Our collections are a wide mixture, covering all sorts of subjects researched here, often with a strong local theme, and mostly 19th and 20th century (have a look at the web site for more info). I was asking about open access because we have on loan a collection which users can borrow from the library (except for one or two more precious items) - we are considering open access for this. I received about 25 replies to my query, mostly from higher education libraries in the UK and US. I'm posting quite a detailed summary, as a number of people are in a similar situation and expressed interest in the results. I would suggest looking at the PRO's draft standard for public access (available at http://www.pro.gov.uk/archives/accesstoarchives.pdf). This can't prescribe e.g. that the archive should be open 9-5, because appropriate hours will vary, but it does suggest principles and issues to consider in setting up an archive service. NUMBER OF STAFF Some typical replies: 1 (usually archivist) 2 (archivist and manager) 2 (1 librarian, 1 assistant) 2 (1 librarian and 1 senior library assistant) 4 (3 archivists, 1 assistant) There was also some use of students in the evenings to keep reading room open. OPENING HOURS/APPOINTMENTS Some patterns: 1. Open during "office hours", appointments for other access. "Office hours" can be part-time or full-time (mornings, afternoons, many variants on 9-5 theme). 2. Regular opening hours, must make appointments at all times. This is because of limited seating and limited staffing. However, users who hadn't made appointments, would, I gather, not usually be turned away unless it was not possible to accommodate them. 3. Some flexibility outside set hours is sometimes offered. 4. Evening access to collections is rare. Till 7 or 7.30 in term time is seen. One place offers evening opening staffed by students, but no new items are fetched. 5. Some Saturday access is offered in termtime. 6. Where different hours are offered for term and vacation, Xmas and Easter tend to be treated as term. 7. Only one institution stated that it was closed for lunch (1 till 2). 8. One institution closes for a week in June to stock take. ACCESS As would be expected, materials are stored in closed access areas. However, some reading rooms are stocked with reference books, periodicals etc. which are open access within that room. I was wondering whether any particularly secure reading room would have collections on open access but apparently not. READER SPACES Ranges from 2 to over 20. All institutions aimed to supervise readers at all times. At some institutions, supervision of the reading room is made possible by office windows or even a glass wall overlooking the reading room. CCTV is mentioned by a couple of places. Other supervisors work in the reading room with the readers (often on a rota basis). This can cause difficulties where a lone archivist/librarian is based in a busy reading room, as not all work can be carried out effectively in a public area (e.g. phone calls disturb users). RULES Rules at all institutions follow standard archival practice aimed at keeping materials safe - typical ones include: Pencils not pen Laptops permitted, but must not disturb others. Looseleaf paper only (often readers must use brightly coloured and distinctive paper provided by institution) No bags in reading room. No food, drink etc. Restrictions on number of files or volumes readers are allowed to consult at a time. Use of gloves may be required. Registration process. PHOTOCOPYING At discretion of staff and carried out by staff, for appropriate charge. Hope these comments are helpful! Best wishes Alison ********************** Alison Cullingford Special Collections Librarian University of Bradford [log in to unmask] +44 (0)1274-235256 http://www.brad.ac.uk/library/special %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%