The Conservation and Preservation Department monitors the temperature and relative humidity in the Rare Book Room and throughout the library. The Reference and Circulation staffs have been instructed in the proper procedures for shelving, handling and photocopying. The Rare Book, Circulation, Reference, Interlibrary Loan and Bibliographic Services staffs regularly refer items in deteriorated condition requested for circulation and photocopying to the Preservation Department. The conservation laboratory makes acid-free wrappers and boxes, puts pamphlets in acid-free envelopes and folders, and cleans materials referred to it by other departments. In addition, the Preservation Department provides assistance to other departments on proper procedures for shipment and storage of library materials.

The Conservation/Preservation Department has an ongoing program of maintenance for rare and valuable items. Items in the vault, the Rare Book Room and the Rare Book stacks are systematically evaluated, treated and rehoused when necessary.

Guidelines for the use of materials from The New York Academy of Medicine Library

General Handling

• Take care to prevent books from coming into contact with dirty hands, food, drinks, smoking materials or sources of potential water damage.
• Books should never be forced open or "cracked". Book covers should be supported while the book is in use.
• Enclosures, including paper clips, pencils, Post-it notes and bulky items should not be placed in the text. Stacking opened books to hold places in the text should never be permitted.
• Books should not be marked in any way. Corners should not be turned down to mark places in the text. No rubber bands, staples or pins should be used in books.
• Books should never be carried in stacks of more than three unless the volumes are very thin. A book that is received in an acid-free wrapper should be returned in the wrapper.

• The cover and pages of a book should be supported while the book is being photocopied.
• Do not force books flat on the photocopy machine.
• Oversize, tightly bound or brittle materials should not be photocopied.

Daily:

Check Stacks thoroughly. Particularly watch for:

• Open windows
• Leaks

Examine all stack areas thoroughly. Particularly watch for:

• Open or broken windows
• Leaks
• Blockage of drains in window wells
• Open fire doors
• Fans and dehumidifiers in basement should be ON 24 hours a day, May through September
• Any signs of unusual conditions

• Close doors and windows in all reading rooms
• Check all stack areas for open doors or windows
• Check the window wells
• Check areas where leaks have occured in the past

Occasional survey of readers' activities. Particularly watch for:

• Food and drink
• Vandalism of library materials
• Coats and oversize bags (must be checked in downstairs coat room)
• General security conditions