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
%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
|