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Working with special collections can vary dramatically from preserving a single rare book to managing and digitizing vast mixed-media archives, yet the role of the information professional is always critical in tapping into the potential of these collections, protecting their legacy and bringing them to the attention of the wider public. This book offers up-to-date guidance which pulls together insights from best practice across the heritage sector to build innovative, co-operative and questioning mind-sets that will help them to cope in turbulent times.
The Handbook covers all aspects of special collections work: preservation, developing collections, understanding objects, emergency planning, security, legal and ethical concerns, cataloguing, digitization, marketing, outreach, teaching, impact, advocacy and fundraising.
New to this edition:
- coverage of new standards and concepts including unique and distinctive collections (UDCs), The Leeds Typology, Archive Accreditation, PD 5454:2012 and PAS 197;
- discussion of the major changes to laws affecting special collections including UK copyright law relating to library/archive exception and orphan works and forthcoming changes to data protection in the EU;
- exploration of new trends in research including the rise of digital humanities, open access, the impact agenda and the REF;
- updates to the sections on marketing, audience development and fundraising to include social media, customer journey mapping and crowdsourcing and more; and
- consideration of impact and indicators, digitization and new skills frameworks from CILIP and RBMS.
PREFACE AND ACKNOWLEDGEMENTS
INTRODUCTION
Introducing Special Collections
Using The Special Collections Handbook
Special Collections in a cold climate . . .
Some essential organizations and web resources
Useful mailing lists
1. THE CARE OF SPECIAL COLLECTIONS
Introducing collections care
A note on terminology
A note on standards
Understanding the physical nature of Special Collections
Understanding the impact of the environment on Special Collections
Understanding buildings, storage and Special Collections
Handling Special Collections safely
Caring for collecions in exhibitions
Understanding conservation and the role of the conservator
Case study: the Great Parchment Book
Understanding preservation reformatting
Introducing digital preservation
Managing preservation of Special Collections
Conclusion
Further reading
Examples and case studies
Useful websites
2. EMERGENCY PLANNING FOR SPECIAL COLLECTIONS
Introduction
A note on terminology
Understanding Special Collections emergencies
Preventing and preparing for emergencies in Special Collections
Planning for technological incidents
Planning for service continuity
Responding to Special Collections emergencies
Recovering from Special Collections emergencies
Case study: Queensland Floodlines
Security and theft in Special Collections
Case study: the Durham First Folio
A note on insurance and valuation
Conclusion
Further reading
Examples and case studies
Plan templates online
Useful websites
3. UNDERSTANDING OBJECTS IN SPECIAL COLLECTIONS
Introduction
A note on terminology
Understanding medieval manuscripts
Case study: long valued, newly found
Understanding early printed books
Introducing analytical bibliography
Managing provenance in Special Collections
Introducing modern formats
Case study: the Books in the Tower
Conclusion
Further reading
Examples and case studies
Useful websites
4. ACQUIRING AND DEVELOPING SPECIAL COLLECTIONS
Introduction
Managing foundation collections
Working with donors and depositors
Purchasing Special Collections
Organizing internal transfer
Understanding legal deposit
Collecting proactively
Keeping acquisitions records
Managing Special Collections disposals
Case studies: to sell or not to sell?
Managing remote storage of Special Collections
Considering the Special Collections development policy
Case study: unique and distinctive at Bradford
Conclusion
Further reading
Examples and case studies
Useful websites
5. CATALOGUING, DESCRIPTION AND METADATA IN SPECIAL COLLECTIONS
Introduction
A note on terminology and some key concepts
Book cataloguing: some history, introducing AACR and MARC
AACR, MARC, and Special Collections
Library cataloguing in the 21st century: introducing RDA and BIBFRAME
Sharing, linking, discovery
Cataloguing manuscripts and archives
ISBD, ISAD, and EAD; and introducing RiC
Metadata for digital objects
Cataloguing objects and artworks
Artists' books to zines: a note on ‘in-between formats'
Controlled vocabularies for Special Collections metadata
Working with the library management system
Understanding hidden Special Collections
Case study: ‘Lighting the Past': Star Students at St Andrews
Classifying special collections
Marking and labelling special collections
Conclusion
Further reading
Examples and case studies
Useful websites
6. DIGITIZATION AND DIGITAL LIBRARIES IN SPECIAL COLLECTIONS
Introduction
Managing digitization
Why digitize?
What to digitize?
Types and choices
Elements of a digitization project
Digital curation
Introducing the digital library
Conclusion
Further reading
Examples and case studies
Useful websites
7. LEGAL AND ETHICAL ISSUES IN SPECIAL COLLECTIONS
Introduction
Understanding copyright in Special Collections
Case study: peace protest photos
Introducing data protection and freedom of information
Case study: call slip commotion
Introducing cultural property issues
Managing personal integrity
Considering ethics in fund-raising
Equality and diversity in Special Collections
Health and safety in Special Collections
Working with volunteers in Special Collections
Working with children in Special Collections
Conclusion
Further reading
Examples and case studies
Useful websites
8. USER SERVICES IN SPECIAL COLLECTIONS
Introduction
A note on Special Collections staff
Understanding Special Collections users
Managing Special Collections enquiries
Managing Special Collections visitors
Making the web presence mobile
Managing reprographic services
Managing inter-library loans
Valuations and care of books
Improving services to users
Conclusion
Further reading
Examples and case studies
Useful websites
9. MARKETING AND COMMUNICATIONS IN SPECIAL COLLECTIONS
Introduction
The Special Collections marketing mix
Commodity: the Special Collections offer
Appeal of books and libraries
Case study: touch history, become inspired: Innerpeffray and Gladstone's Libraries
Cost and convenience: accessing Special Collections
Communication: sharing Special Collections
Case study: viral cats
Making more of social media
Researching user needs
Conclusion
Further reading
Examples and case studies
Useful websites
10. WIDENING ACCESS TO SPECIAL COLLECTIONS
Introduction
Why build new audiences?
Issues in widening access
Two key audiences for Special Collections
Case study: love and fear in the stacks
Case study: cartoon creations
Case study: bright young things
Exploring new audiences
Case study: travelling treasures
Managing assessment and feedback
Conclusion
Further reading
Examples and case studies
Useful websites
11. ORGANIZATIONAL RESOURCES FOR SPECIAL COLLECTIONS: SPACE AND PEOPLE
Introduction
Special Collections functions and their space requirements
How much space do Special Collections need?
Special Collections space issues
Special Collections building projects
Making the best of inadequate spaces
Introducing Special Collections people
Functions and staffing models
Services in difficult times
Volunteers and interns in Special Collections
Case study: many hands together: transcribe Bentham
Conclusion
Further reading
Examples and case studies
Useful websites
12. INFLUENCING AND FUND-RAISING FOR SPECIAL COLLECTIONS
Introduction
Introducing advocacy
Reflecting on metrics and impact
Introducing fund-raising
Why fund-raising matters
Understanding fund-raising issues
Sources of external funding for Special Collections
Case study: a library for a sixth century
Developing a fund-raising strategy
Conclusion
Further reading
Examples and case studies
Useful websites
AFTERWORD: SPECIAL COLLECTIONS FUTURES
Further reading
Useful websites
APPENDIX A:THE SPECIAL COLLECTIONS REFERENCE SHELF
Union catalogues
Archive gateways
Catalogues of incunabula
Other catalogues of hand-press-era books
Digitized books
Provenance
Latin
APPENDIX B: SKILLS FOR YOUR SPECIAL COLLECTIONS CAREER
Getting into Special Collections work
Skills frameworks
Training for Special Collections
Suggestions for external training
Online learning
BIBLIOGRAPHY
INDEX
”A comprehensive manual for special collections and rare book librarianship; there is no contemporary one-volume U.S. equivalent ... Highly recommended."
— Library Journal
”As a practical handbook, this volume should be on the shelf of every special collections library – it should, indeed, be on the shelf of every library. There is much that all librarians may glean from it, whether their institution houses a special collection or not. It is worth every information professional understanding how special collections work to facilitate organizational communication and understanding, to see whether there are opportunities for collaboration or simply to understand how special collections function within a wider institution."
— Reference Reviews
”The Special Collections Handbook should be an essential tool to anyone managing Special Collections or archives, no matter their professional background or area of expertise."
— Archives and Records